Rough Outline for HOA Board Member Training Manual
1. Introduction
Welcome to the Board of Directors! This manual will guide you through your responsibilities and provide essential information for successful board service.
1.1 Purpose of the HOA
- Maintain property values
- Enforce community standards
- Manage common areas
- Foster community engagement
- Protect homeowner interests
1.2 Governing Documents Hierarchy
1. Federal and State Laws
2. Articles of Incorporation
3. CC&Rs (Covenants, Conditions & Restrictions)
4. Bylaws
5. Rules and Regulations
6. Board Resolutions
2. Board Member Roles and Responsibilities
2.1 Officer Positions
President:
- Leads board meetings
- Signs official documents
- Serves as primary spokesperson
- Sets meeting agendas
- Oversees general operations
Vice President:
- Assists president
- Assumes duties in president's absence
- Often chairs committees
- Handles special projects
Treasurer:
- Oversees financial operations
- Reviews monthly financial statements
- Assists with budget preparation
- Monitors investments
- Signs checks (with second signature)
Secretary:
- Maintains official records
- Takes meeting minutes
- Manages correspondence
- Maintains membership roster
- Ensures proper notice of meetings
2.2 Fiduciary Duties
- Duty of Care: Exercise reasonable care and good judgment
- Duty of Loyalty: Act in the association's best interest
- Duty of Obedience: Follow governing documents and laws
3. Legal Framework
3.1 Key Legal Requirements
- Annual meetings
- Open meeting laws
- Notice requirements
- Voting procedures
- Records retention
- Financial reporting
3.2 Risk Management
- Directors and Officers (D&O) insurance
- General liability insurance
- Property insurance
- Workers compensation (if applicable)
- Regular policy review
4. Financial Management
4.1 Budgeting Process
- Annual budget preparation timeline
- Reserve study requirements
- Assessment calculations
- Collection procedures
- Delinquency management
4.2 Financial Controls
- Two signatures on checks
- Monthly financial review
- Annual audit/review
- Investment policies
- Bid requirements
5. Meetings and Procedures
5.1 Types of Meetings
Board Meetings:
- Regular schedule
- Quorum requirements
- Agenda preparation
- Executive sessions
- Voting procedures
Annual Meetings:
- Election procedures
- Annual reports
- Budget ratification
- Member forum
5.2 Parliamentary Procedure
- Making motions
- Seconding motions
- Discussion protocol
- Voting process
- Minutes requirements
6. Communication Guidelines
6.1 Internal Communication
- Board member communication protocols
- Email usage guidelines
- Document sharing procedures
- Confidentiality requirements
6.2 Homeowner Communication
- Newsletter guidelines
- Website updates
- Social media policies
- Complaint procedures
- Notice requirements
7. Emergency Procedures
7.1 Emergency Response Plan
- Emergency contact list
- Vendor contact information
- Communication procedures
- Decision-making authority
- Documentation requirements
7.2 Crisis Management
- Resident notification
- Insurance claims
- Emergency meetings
- Documentation
Appendices
A. Important Contacts
B. Forms and Templates
C. Meeting Scripts
D. Annual Calendar
E. Glossary of Terms
Homeowners Association (HOA) meeting etiquette
1. Check the schedule & arrive on time
- Confirm meeting date, time, and location
- Arrive 5-10 minutes early to sign in
2. Review the agenda beforehand
- Most HOAs distribute agendas in advance
- Note any items you're interested in discussing
3. Follow proper meeting etiquette
- Wait to be recognized before speaking
- Don't interrupt others
- Stay on topic
- Keep comments brief and relevant
4. Know the speaking rules
- There's usually a designated time for homeowner comments
- Some meetings require signing up in advance to speak
- Time limits for comments are common (often 2-3 minutes)
5. Bring relevant documents
- Meeting notice
- Previous meeting minutes
- Any documentation related to your concerns
6. Take notes
- Document important decisions
- Record follow-up items