A Brief Guide to Board Member Best Practices

By Castle Group / Published March 2022

Serving on the board of your association can often feel like a full-time job, which is more than what most members signed up for. If you have no experience in property management outside of your new role now, this is likely unfamiliar territory for you, and that’s okay. Industry leaders like Castle Group are well versed in the roles and responsibilities that fall on the board and can help you navigate them. Here are just a few of the things you should know as a board member of your community:

1. Know Your Material

     Put on a fresh pot of coffee and polish up your reading glasses—it is time to read through your governing documents! This is a critical item that will be essential to you. Having a comprehensive understanding of them will not only assist you as they serve as the guidelines for your community’s operations—they will also help you grasp exactly what your role is as a board member and the responsibilities that follow. 

Photo by iStockphoto.com/bong hyunjung

2. Know Your Audience

     You represent the community that you serve, so who are they? What do they want, what are their expectations, and are you aware of their needs? For example, if you’re living in a community that has a large snowbird population, consider electronic voting and virtual meetings so you can hit the necessary thresholds to pass amendments when they aren’t able to attend physically. Or on the contrary, is technology more of an issue for them than it is a solution? Then make sure your important voting meetings are scheduled from October through April. Always remember that your role is to make decisions that benefit the majority of your association, so make sure you get to know them.

3. Know Your Goals

     A healthy association is one that establishes realistic and achievable goals. They help provide the board clear guidance on which older amendments they need to reevaluate, any new ones they should propose, what community updates to plan and budget for, and so on. Maybe your 2022 goal is to reduce expenses, or maybe it’s to reallocate current funds to meet other goals—whatever your objectives may be, they are all the more attainable when you have a firm understanding of what they are and can then build a game plan in order to accomplish them.

4. Know Your Limits

     It is ok (and expected) to ask for help. Do not overwhelm yourself with things you are unfamiliar with. No one expects you to know the ins and outs of maintenance, engineering, real estate, insurance, and so on. Phone a friend—call in consultants, advisors, and professionals. And remember, if you have a management company, they are your biggest resource. Most management companies employ subject matter experts who can assist you with your questions. One of the many perks of being managed by a seasoned firm is that they will always know how to support you. 

     While there are many best practices for a board member to follow, being an advocate for your community is the top one—it’s the reason you were given this role. The best way to do that is to bring on a team of experienced professionals to be your partner in managing your community. With the help of a company like Castle Group and our 40 years of experience in the industry, you will be able to run your association with ease.

Castle Group

     Castle Group is the premier choice for property management, specializing in serving the finest residential communities. To learn more about what we can do for you, contact us at (844) 815-5321 or visit https://castlegroup.com/request-a-proposal/.