How are board members elected? What your HOA or condo should know

Board member elections provide an opportunity for residents in an HOA or condo association to have a say in how their community is managed. Transparent, well-run elections increase trust between the board and residents and give the community confidence in its leadership. By understanding how board members are elected and encouraging broad participation, communities can build a strong leadership foundation and support stable operations.

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 association board?

An association board is the elected group of homeowners responsible for managing the affairs of an HOA or condo association. In West Virginia, as in most states, the board’s authority and responsibilities come from the association’s governing documents and applicable HOA laws. The board acts on behalf of all members to maintain common areas, set the annual budget, hire service providers, and enforce community rules. Boards are typically made up of several positions, such as president, vice president, secretary, and treasurer, along with other directors. These roles are usually filled by community members who volunteer their time. Every board member has a fiduciary duty to act in the best interest of the community.
 

What do board members do?

Board members manage the day-to-day and long-term operations of the community. In West Virginia, common board duties include financial management, approving budgets, reviewing contracts, enforcing bylaws, and addressing homeowner concerns. Each board position may have its own responsibilities, but all board members work together to carry out the association’s mission and comply with its governing documents.

Boards also lead planning for capital improvements and guide the maintenance of shared spaces. They work closely with community association managers, attorneys, and accountants to help keep the association financially healthy and legally compliant. Importantly, board members serve as stewards of the community, representing all owners fairly.
 

How are board members elected?

In West Virginia, the process for electing board members is outlined in the association’s governing documents, and the West Virginia Nonprofit Corporation Act if the association is incorporated as a nonprofit. The exact process may vary between communities, but the key steps are generally the same. If you're wondering how board members are elected in your HOA or condo, your bylaws will typically have the answer.

Most associations follow this process:

1. Notice of election: The board or management company sends a notice to all homeowners announcing the upcoming election, including the meeting date, open board positions, and instructions on how to run.
    
2. Candidate nominations: Homeowners interested in serving submit their names for nomination. Some communities also allow nominations from the floor during the annual meeting.
    
3. Ballot distribution: A ballot listing the candidates is sent to all eligible homeowners. This can be done by mail, electronically, or distributed in person at the meeting, depending on the association’s rules.
    
4. Voting: Homeowners cast their votes according to the procedures in the bylaws. Some associations allow proxy voting or absentee ballots, while others require voting at the meeting.
    
5. Counting votes: Votes are tallied, and the results are announced at the meeting or shortly afterward.
    
6. Transition: Newly elected board members take office according to the timeline set out in the governing documents. In many cases, this happens immediately after the election.

How long do board members serve?

In West Virginia, most HOAs and condo associations have board terms of one to three years. Some communities stagger their terms so that only a portion of the board is up for election each year, which helps maintain continuity. Board members can typically run for re-election at the end of their term, though some bylaws set term limits to encourage broader participation. Understanding how board members are elected and how long they serve can help promote transparent leadership transitions.
 

Who can run for the board?

Generally, board candidates must be homeowners in good standing with the association, meaning they do not owe unpaid assessments and are not in violation of the community’s rules. Some associations restrict board service to primary residents, while others allow non-resident owners to serve. If you’re interested in running, the first step is reviewing your bylaws to understand the requirements.
 

How do quorum and voting requirements work?

Quorum refers to the minimum number of owners who must be present, in person or by proxy, to conduct business at a membership meeting. In West Virginia, quorum and voting requirements are typically set by the association’s bylaws. To hold a valid election, enough members must participate to meet quorum. How are board members elected if quorum is not met? In some cases, the meeting may need to be rescheduled, or the board may continue to serve until an election can be held. Always consult your bylaws to understand how your community handles quorum failures.
 

How are board members elected if there aren’t enough candidates?

If too few people run for open positions, the existing board may appoint qualified homeowners to fill vacancies, depending on what the bylaws allow. This is a common scenario in smaller communities or those where volunteer interest is low. Some boards choose to reach out directly to homeowners who have shown interest in the past or to people with relevant experience. In rare cases, a community may need legal counsel to help resolve leadership gaps.
 

How can a property manager help?

Professional property management companies can help HOA and condo boards follow the correct election process. This includes sending notices, preparing ballots, coordinating the meeting, and documenting the results. They also provide guidance on how board members are elected in compliance with West Virginia law and your governing documents. Management companies can also help boards avoid procedural mistakes that could lead to contested elections or community disputes. Their support allows board members to focus on governance rather than administrative details.

For expert support with board elections and more, contact FirstService Residential today.