Friday May 01, 2026
What are community association board members?
Board members are the volunteer leaders who help govern the association, make decisions on operations and budgets, and oversee vendors, policies, and long-term planning.Who can run for the board of directors
Generally, residents of the community in good standing are allowed to run for board positions. However, candidate qualifications are usually set by the governing documents, not by one simple DC HOA and condo law.How to get a board of directors position
In Washington DC community associations, you usually get a board position by meeting the eligibility rules in the bylaws, getting nominated, and being elected by the owners or members. Most of the time, you run for a board seat rather than a specific role, and after the election the board chooses officer roles like president or treasurer.How does electing board members work?
In most DC associations, electing board members follows a predictable sequence, even though the exact details vary by community:- Confirm the open seats and terms: Start with the bylaws to identify how many seats are up for election and whether terms are staggered.
- Send the meeting notice on time: DC condo law requires annual meetings at least once each year, with at least 21 days’ advance notice for annual or regularly scheduled meetings. Non-profit membership corporations are generally required to give 10 to 60 days’ notice before the meeting, unless the articles or bylaws say otherwise (D.C. Code §§ 42-1903.03, 29-405.05).
- Collect nominations: The bylaws usually explain whether candidates may self-nominate, be nominated in advance, or be nominated from the floor.
- Verify quorum: The meeting can only move forward properly if the association reaches the quorum required by its governing documents or the applicable default rule (D.C. Code §§ 42-1903.04, 29-405.24, 29-405.26).
- Cast and count votes: Depending on the documents and entity structure, votes may be cast in person, by proxy, by ballot delivered with the notice, or in some cases by electronic transmission (D.C. Code §§ 42-1903.03(f), 42-1903.05, 29-405.09, 29-405.22).
- Record the outcome: The association should announce the results and keep ballots, proxies, and minutes in an organized way. Many DC condos and nonprofit corporations are required to keep meeting minutes in their records (D.C. Code §§ 42-1903.14, 29-413.02).
Tips for a smooth board election
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Know your governing documents
Too many community associations hold their elections without reference to their governing documents and state statutes. Some base their election processes on past tradition with no reference to the requirements of their bylaws or statutory requirements.
It is a wise practice to create an outline of your election process utilizing your professional community manager for reference and industry practices, and certainly, involving your association attorney for a final review and approval.
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Build a clear election timeline
Work backward from the election date and confirm that notice of election, call for candidates, nomination timing, and other events take place in keeping with the specified timeline. If the documents do not provide guidance on an event, create a reasonable time limit. The timeline can be changed later by another vote of the board if adjustments are needed.
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Create election forms and templates
Creating templates for notice, nominations, candidate information sheets, ballots, etc. makes the annual meeting preparation much simpler and helps to avoid confusion. Give careful thought to matters such as how the association will carry out a “secret ballot” if that is what is required.
How will you list the candidates’ names so there is no appearance of favoritism? (Alphabetically is a standard practice but not necessarily the only method.) What is the format for turning in nominations and the criteria for qualified voters and nominees?
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Keep clear records
The minutes of the election meeting, proof of notice, and ballots are records that belong to the association and therefore the membership. Record the baseline quorum requirements and maintain the sign-in sheet and proxies/absentee ballots as documentation that quorum was met. Records such as these are proof that the election was handled in a legal and fair manner.
If you have professional management, they should create a file for the holding of these items which are required to be retained according to your records retention guidelines, at a minimum.
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Communicate with association members
It is essential to communicate with your members in order to run a successful board election. Even if you have a community that does not seem interested in how the community is run, members should know how the election process works.
They should be advised on the role of the board, any open seats, and the need for participation to meet quorum. And if you have an active community, clear and timely notices and well-considered forms and templates allow the focus to be on the issues and candidates, rather than bickering over a missed deadline or a perceived procedural flaw.
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Increase turnout for your election
If you do have the problem of attaining quorum because of a lack of community interest, consider combining your election meeting with a community social activity. What will draw your neighbors together — food, a raffle, some light entertainment?
Get creative in order to bring folks to the meeting and, once you have your audience, draw them in further with brief and well-prepared communications from the board. Share plans for the future and the positive impact on property values with a well-governed community.
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Prepare for after the election
Newly elected directors should meet with prior board members to have a “passing of the torch.” Usually the officers are elected in a reorganization meeting with each office having its own powers and responsibilities that should be understood and carefully considered before the board is reconstructed.
Read our tips for new board members here.
Once this is done, another communication should be sent to the members advising them of their newly constituted board, their meeting schedule, and the best method for communicating with them. Your professional community management company should hold an orientation and education meeting with the new members at a minimum, but preferably with the entire board, to cover key topics such as confidentiality, fiduciary duty, and officers’ roles.
The management company should also review financial, budgetary, and reporting aspects of the board member position. The board should review current action items and prepare to set broad-based goals for the coming year.
About FirstService Residential
As North America’s leading property management company, FirstService Residential supports Washington DC condominiums and HOAs with national resources and local expertise. Our teams help boards with financial management, meeting support, banking and insurance programs, recordkeeping systems, vendor coordination, resident communication, and 24/7 customer care. We simplify community operations so board members can focus on protecting property values and building communities people are proud to call home.Contact FirstService Residential today to learn more.
This information is provided for general informational purposes only and is not intended to constitute, and should not be relied upon as, legal, regulatory, financial, or operational advice, or as a representation or guarantee of any specific services, capabilities, or outcomes. Property management needs, regulatory requirements, market conditions, and available services vary by jurisdiction, property type, and community. FirstService Residential provides services through locally based affiliates and associates, and services and results may vary by community, region, contractual terms, and applicable law.