Figure summary: A simple diagram showing board officer roles (President, Vice President, Secretary, Treasurer) and how they work together to run meetings, manage money, and follow the rules.
In one sentence: The HOA board is a small group of elected owners who follow the community’s rules, manage the money and vendors, and make decisions in posted (noticed) meetings by a simple majority vote.
Short version (about 100 words): Your HOA Board of Directors runs the association for everyone who owns a home in the neighborhood. The board enforces the rules (the CC&Rs and bylaws), sets and follows the budget, saves for future repairs, hires vendors, and keeps shared areas in good shape. Board decisions happen in open meetings: the board posts a notice and agenda, discusses items, makes a motion, and votes. Sensitive items (legal issues, contracts, personnel, or certain owner violations) are handled in a closed “executive session.” You can help by attending meetings, joining a committee, or running for the board.
- Board = elected neighbors. They must act in the community’s best interest.
- Decisions use a simple flow: notice → discuss → motion → vote → record in minutes.
- Owner votes may be needed for big items like changing CC&Rs or large special assessments.
- You can help: speak at meetings, volunteer, or run for the board.
- Helpful tools: RunHOA e-Voting, Communications, Accounting, Documents.
Plain-English definition
HOA Board of Directors: An elected group of homeowners that carries out the community’s rules, manages the budget and reserves, hires and oversees vendors or a management company, and makes decisions in meetings that are posted in advance and recorded in minutes.
Who does what on the board
| Role | Main jobs | What they should not do |
|---|---|---|
| President | Runs meetings; sets the agenda; signs contracts the board approves; coordinates committees. | Make decisions alone without a board vote. |
| Vice President | Steps in for the President; leads assigned projects. | Create new policies without a board vote. |
| Secretary | Prepares agendas; takes minutes; keeps owner list and records; stores CC&Rs and policies. | Publish minutes before the board reviews them. |
| Treasurer | Prepares the budget; tracks income and bills; reports monthly; watches reserve funds. | Spend outside the budget or policy limits. |
What the board takes care of
1) Enforce the rules (CC&Rs and bylaws)
CC&Rs = Covenants, Conditions & Restrictions (the community rulebook).
- Architectural changes (paint, fences), landscaping standards, parking, noise.
- Fair process: the board sends a notice → you can be heard → the board decides → you get the result in writing.
- Speed this up with RunHOA Violations and ARC/Requests.
2) Manage the money
- Make a yearly budget; collect dues; pay bills; keep a reserve fund for big future repairs.
- Share clear monthly reports with owners. Use RunHOA Accounting to automate and share.
3) Maintain shared areas
- Grass and trees, pool, clubhouse, playgrounds, streets/lighting (if the HOA maintains them).
- Get bids (RFPs), choose vendors, set service levels, review performance.
4) Hire and oversee vendors or a manager
- Examples: landscaping, maintenance, security, attorney, reserve study, or a management company.
- The board still makes the decisions; the manager carries them out.
5) Handle disputes
- Neighbor issues, rule questions, assessment disputes.
- Stay neutral, follow the written process, and keep records.
6) Communicate clearly
- Post notices, agendas, minutes, and financials in one place.
- Use RunHOA Communications and Documents to keep everyone in the loop.
How decisions get made (simple flow)
- Post a notice and agenda (try the RunHOA Calendar).
- Discuss items; owners can speak during open forum.
- Make a motion and get a second.
- Vote (most items pass with a simple majority).
- Record the decision in the minutes and assign next steps.
- Executive session (closed) is only for legal matters, contracts, personnel, or certain owner violations allowed by law/documents.
Quick Motion Example
"Approve the 2026 pool resurfacing with BlueWave Pools for $58,400 from Reserves,
with 10% contingency; finish by May 15, 2026." Vote: 4-1-0. Next: VP signs; Manager issues notice to proceed.Board vote vs. homeowner vote
This depends on your CC&Rs/bylaws and state law. In many HOAs:
- Homeowner vote is needed for: changing CC&Rs or bylaws, certain special assessments, and very large projects over set limits.
- Board vote covers: normal contracts within the approved budget, adopting reasonable rules, routine maintenance, and enforcement.
Good primers and references: Community Associations Institute, Nolo: HOA Basics, Cornell LII: Duty to act in the community’s best interest, IRS Publication 557, IRS Topic 417 (HOA taxes).
Easy ways to get involved
- Show up at meetings and use the open forum.
- Join a committee (Architectural, Landscape, Finance, Social).
- Run for the board at the next election.
- Stay informed: sign up for emails in your portal (RunHOA Communications).
Quick checklist for transparency
- Post meeting dates, agendas, and minutes in one spot (RunHOA Documents).
- Keep policies up to date: collections, fines, design rules, records access.
- Track motions, votes, and who owns the next step.
- Share monthly financials: balance sheet, budget vs. actual, aging, bank recs.
- Review reserves yearly; update the reserve study as required.
Myth vs. fact
| Myth | Fact |
|---|---|
| The President can do anything. | No. The board acts by majority vote. The President runs meetings and signs what the board approves. |
| The manager runs the HOA. | The manager carries out tasks. The board makes the decisions and is responsible. |
| The board can fine me without warning. | Normally you must get notice and a chance to be heard first (check your documents and state law). |
| Owners have no voice. | Owners can speak at meetings, join committees, and run for the board. |
Easy number examples
# Quorum for a members’ meeting
Owners in the HOA: 120
Quorum rule in bylaws: 25%
Quorum needed: ceil(120 × 0.25) = 30 owners
# Simple majority on a 5-member board
Directors present: 5
Votes needed to pass: 3
Related guides (on RunHOA)
- Elections & e-Voting — run fair, simple elections.
- Meetings & Agenda Basics — schedule and share agendas.
- Violations & Due Process — fair notices and hearings.
- Budget & Reserves — reports and reserve planning.
- Contact & Support — get help from RunHOA.
Questions this page answers (quick)
- Who makes decisions in our HOA and how?
- What needs an owner vote vs. a board vote?
- What does each board officer do?
- How can I take part and be heard?
Tools that make board work easier
- Online Voting & Elections — ballots, quorum tracking, reports.
- Communications — emails, texts, newsletters, notices.
- Accounting — dues, payables, reports, owner ledgers.
- Documents — minutes, policies, CC&Rs, budgets (searchable).
Written by: RunHOA Team • Contact & Support
Reviewed by: RunHOA Advisor Team (former HOA board members)
Scope & updates
Scope: U.S. HOAs. Rules can vary by state and by your CC&Rs/bylaws. Check your own documents.
Last updated: Aug 19, 2025
- Added table captions and header scopes for accessibility.
- Added author box with reviewer line and figure summary.
- Added “Related guides” internal links to core topics.
FAQ
Who can be on the board?
Usually any owner in good standing (not behind on dues, no conflicts). Renters usually cannot serve as voting directors.
Board vs. manager—what’s the difference?
The board decides and sets policy. The manager gives advice and carries out tasks.
Can I be fined without notice?
In most places, no. You must get a notice and a chance to be heard first.
How can I steer a decision?
Come to the meeting with a clear idea and a simple motion. Share costs, benefits, and a vendor quote if you have one.
When is a closed (executive) session ok?
Legal issues, contracts, personnel, or certain owner violation matters. Final decisions should still be recorded (without private details).