Keeping HOA Boards on Track: 6 Steps to Successful Volunteer Service

Every community faces routine challenges, but a few things can help board members and homeowners stay focused on progress and avoid unscheduled stops or derailment. 

Keep your community on track with these ideas for successful volunteer service. 

Differentiate between member meetings and board meetings.

Board meetings can lose focus. Try to contain member questions to one agenda item and only address them during this time. Other questions can be deferred to the end of the meeting on an individual basis. 

Homeowners need to understand the purpose of board meetings. If more dialogue is needed, convene a member meeting or town hall. Limiting questions during board meetings trains the community on meeting etiquette, keeps boards on track, and prevents delays in decision-making.

Create mechanisms for members to get their questions answered without criticism.

This is different than a message board or Facebook page. Board members can respond to questions and concerns via phone calls or emails that foster personal connections and build relationships. 

If members ask disruptive questions during meetings, your community might consider setting up a website feature or chatbot created specifically for answering questions on the record.

Define and promote rhythms that work for management and the board. 

Every community manager and board work differently. Whatever rhythm is best for community leaders should be publicized to the community and maintained so expectations don’t go unfulfilled.

Keep dialogue factual and unemotional. 

These days, people are more demanding and less patient. Community leaders are volunteers often working with limited resources. Expect public criticism, but regardless of how people speak to you or about you, only answer issue-related questions. Explain board actions in a factual, scientific way. Know your governing documents to support board actions. 

Let every negative comment roll off you. Don’t absorb it. Remain calm and composed.

Promote positivity. 

Find something positive to promote in every board meeting. As community leaders, help craft community image and spirit by the way you speak about it.

Know the answer to this important question: Why did I run for the board? 

There are many right answers. Here are some great ones:

• Improving the community. Play a key role in shaping policies and decisions that directly impact the community, including budget allocations, community events, safety, and maintaining common areas.

• Building relationships. Connect with neighbors and foster a sense of community and collaboration. Ensure that resident concerns and needs are heard and addressed, leading to a more responsive and inclusive community environment.

• Developing leadership skills. Help develop and hone leadership and management skills that are beneficial in personal and professional contexts.

• Fulfilling personal goals. Gain personal satisfaction in contributing to the community and seeing the positive impact of your efforts.

Joining the board to focus on a single issue is shortsighted. Boards have a fiduciary responsibility to represent the interests of the entire community. 

Board members must be ready to hit the ground running and expect to encounter obstacles. Be prepared for detours and do your best to help the community get to its destination.

>>Community association volunteer service requires a significant time commitment and shouldn’t be taken lightly. Educate yourself on HOA governance, operations, and more in CAI’s Board Member Handbook.