At some point in time, your HOA Board will experience turnover.
Whether a Board Member retires or moves, their decision to step down means there is an open position for a new Board Member that must be filled. Whether it’s sudden or there is some notice, a process must be in place to deal with the departure of a Board Member and a new person coming in to take their place. This process keeps everything running smoothly within the community and ensures good oversight at all times. Here are tips on how to handle HOA Board Member turnover – from departure of the seasoned Board Member to onboarding a new Board Member.
Know How to Handle it Before it Happens
Be familiar with your governing documents and the process for when a Board Member resigns. This will ensue you follow the legal process for handling resignations.
Document All Board Member Departures
Ensure that all Board Member resignations are in writing. From there, the resignation can be accepted at the next Board Meeting and included in the Board Meeting minutes. News of this departure should also be shared with all HOA community members so that a call for new potential candidates can go out for the election process to occur.
Update the Distribution Process
Once a Board Member resigns, it is important to ensure that your systems have been updated so the member no longer receives communications and can no longer access the community’s system and email accounts.
Ask for Association Property
Have a list of Association property that may need to be returned. Like all jobs, it’s common practice to do inventory on what may have been provided, such as an iPad, laptop, Association books and records, etc.
Get the Position Filled
It’s vital that you get the open Board Member filled as quickly as possible. At the same time, you want to ensure that the candidates for election are a good fit for the HOA community and have like-minded values and goals.
Develop and Implement an Effective Board Member Onboarding Process
Once your HOA community has elected a new Board Member, it’s important that they go through a formal onboarding process just as they would for a paid position. This ensures a smooth transition process during Board Member turnover and helps prepare the Board Member to fulfill their role. This process might include:
- A welcome letter
- Announcement at upcoming Board Meeting and in any communications that go out to HOA community members
- An HOA Board Orientation packet with governing documents, HOA handbook for Board Members, summary of roles and responsibilities, financial reports, contacts list, vendor contracts, and all other HOA community documents
- An HOA Board Member mentor who can help the new Board Member adjust and become comfortable in their new role
- Training and education, where necessary, including any available seminars or online courses
Focus on Fiduciary Duty
Finally, it’s critical that every new HOA Board Member understand and focus on their fiduciary duty. This means understanding that they are accountable for their actions, so they must always act in the community’s best interests when addressing community issues.
Involve an HOA Management Company
Everyone on the Board is a volunteer. They all have busy lives and schedules that may make it challenging to find the time to help a new Board Member to the extent they would like to. That’s where having an HOA management company can be beneficial.
Your HOA management company can help a new Board Member with their specific roles and responsibilities, including providing a full site inspection to get up to speed on current maintenance projects. The HOA management company can also introduce the Board Member to vendors and service providers as well as provide answers to questions.
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