A guide to California HOA best practices

What does it mean to be a board member? Being an HOA board member is a unique role that requires wearing a lot of hats — friend, neighbor, leader, and fiscal steward. Juggling these roles and responsibilities can sometimes feel overwhelming. But that’s okay — we’re here to help.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

What is an HOA?

A homeowners association (HOA) is a nonprofit organization responsible for managing and maintaining common areas and enforcing community rules within a residential development. These associations operate under a set of governing documents, including Covenants, Conditions & Restrictions (CC&Rs), bylaws, and community rules that outline responsibilities and expectations for homeowners and board members alike.

In California, many HOAs are regulated under the Davis-Stirling Common Interest Development Act, which provides the legal framework for how associations operate. The law covers everything from board elections to financial reporting and dispute resolution, so HOAs can function in a way that protects both the association and its residents. Many associations are also formed under the California Nonprofit Mutual Benefit Corporation Law, which governs corporations formed for the mutual benefit of their members.

A well-managed HOA can enhance property values by maintaining shared spaces, handling community concerns efficiently, and making sound financial decisions. This is why strong leadership and adherence to HOA best practices are essential to success for each association.
 

HOA best practices: 10 tips for board members

Though there’s a lot that goes into great board leadership, we’ve boiled it down to ten quick tips to help you fulfill your responsibilities effectively. Let’s take a look.

1. Be selfless.

   Now that you’re on the board, it’s time to leave your personal interests behind. Sure, you have a vested interest in making a more vibrant master-planned community or creating a better high-rise lifestyle, but if you’re harboring any kind of specific agenda that will benefit you personally, then board membership isn’t the place for it. Your role is to create a great place to live for residents and to protect property values. Operating free from a personal agenda will help build trust between you and your fellow residents. For more on HOA best practices to create a happy community, visit one of our previous articles here.
    

2. Work with your property manager.

   You, your community manager, and your property management company make a great team. They’ll work hard to enact and enforce the policies you put in place, and they can do so more effectively when their role is clearly defined. Even if you’ve worked in community management in the past, it’s important to remember that your current responsibilities of setting policies and making policy decisions come first.
    

3. Keep communication professional and constructive.

   Disagreements among board members are natural. Diverse perspectives can lead to better decisions when approached with respect and professionalism. Even during difficult conversations, maintaining open communication and a solutions-oriented mindset will contribute to effective governance.
    

4. Invest in board education.

   Successful board members are always learning. Attend industry seminars, participate in educational webinars, and connect with board members from other communities to exchange insights. Your property management team is also an excellent resource — leveraging the expertise of FirstService Residential can help you stay ahead of regulatory changes and HOA best practices.
    

5. Be responsible.

   As a board member, you’ll have a specific set of responsibilities. You might be in charge of the budget. You may be the individual in charge of preparing the agenda. Or you might have a committee report to you. No matter what, you’ll want to treat these duties seriously. Another thing? If you’re presenting information during a board meeting, distribute the items in advance so your fellow board members have time to review beforehand. That way everyone arrives informed and ready for a robust discussion.
    

6. Respond to homeowner concerns efficiently.

   When a resident comes to you with an issue, address their concerns promptly. Follow any legally required procedure, such as consulting your property manager, speaking with your association attorney, or scheduling a proper board hearing. This lets the resident know you care about their concerns. For those matters that require research, do it with immediacy. And if you don’t arrive at a full answer within a reasonable amount of time, let the resident know you’re still working on it.
    

7. Consider hiring a professional.

   Board leadership, to put it lightly, is a big job. Partnering with a professional management company like FirstService Residential can provide the expertise, operational support, and industry knowledge needed to streamline community operations. If your HOA is already working with a management company, take time to assess their performance. Are they proactive in addressing challenges? Do they provide strategic guidance and value-driven solutions? If not, it may be time to find a new management company. For more insight into how professional community management can benefit you, go here.
    

8. Be transparent.

   Unless you’re dealing with privileged information or protecting the privacy of a resident, board meetings should be transparent affairs. Residents should feel welcome and encouraged to participate. You’ll follow different guidelines for annual meetings and special meetings, which we can tell you more about in this article.
    

9. Get everyone together.

   You’ll definitely want to meet the individuals you’re serving. Holding a community event is a great way to get to know them better. It could be anything — a food drive, fundraiser, or any event that gets people out of their homes and interacting with one another. An added benefit? Events like these help create a vibrant community, which enhances the image of your association in the eyes of potential buyers.
    

10. Lead by example.

    Board members must follow the rules more strictly than anyone. Residents look to you as an example, so it’s imperative that you follow all rules to the letter — whether it’s parking designations, cleaning up after your pet, or adhering to noise ordinances. But following rules isn’t enough...make an effort to give your neighbors help when they need it. Be among the first to welcome new residents. And do all you can to create a genuine feeling of community spirit. Because if you lead the community in a positive direction, other residents will follow.

By applying these HOA best practices, board members can strengthen their leadership approach and contribute to a well-functioning association. However, effective community management often requires specialized knowledge and industry expertise.

FirstService Residential provides best-in-class property management services designed to support board members in California. Whether you need financial guidance, operational support, or regulatory compliance assistance, our team is here to help.

Contact FirstService Residential today to learn how our expertise can support your HOA.