BOARD MEMBER

RESOURCES

Board Member Resources for HOA Success.

Guidance, Tools, and Best Practices for HOA Boards.

Being an HOA board member comes with significant responsibilities, from managing budgets to enforcing community rules and fostering a harmonious environment. At Brightstar Management Group, we’re here to support your efforts with valuable resources, expert guidance, and proven strategies for effective leadership.

Annual board training seminar.

Brightstar Management Group hosts an annual board member training seminar, which contains presenters on various topics related to HOA’s. Please take a look below to view or download copies of the presenters slide shows containing information covered during their presentation.

2025

2024

RESPONSIBILITIES.

Understanding Your Role in Community Management.

As a board member, your role is essential in maintaining and improving the community. Here are the key areas of responsibility:

Financial Oversight

Approve budgets, manage reserve funds, and review financial statements.

Community Engagement

Communicate with homeowners to address concerns and provide updates.

Compliance Enforcement

Ensure residents follow the community’s CC&Rs, bylaws, and rules.

Meeting Facilitation

Lead regular board meetings to discuss and resolve community issues.

Vendor Management

Oversee contracts for services like landscaping, maintenance, and repairs.

BEST PRACTICES.

Tips to Lead Your Community Effectively.

It’s important for Board members to be leaders in their community and treat homeowners fairly and equally.

Stay Transparent

Maintain open communication with homeowners about board decisions and financial matters.

Engage with Homeowners

Encourage participation in community meetings and events.

Focus on Fairness

Apply community rules consistently and fairly to foster trust among residents.

Work as a Team

Collaborate with other board members to create a unified leadership approach.

Plan for the Future

Ensure reserve funds are adequate for long-term maintenance and unexpected expenses.

GOVERNING DOCUMENTS.

A Guide to CC&Rs, Bylaws, and Rules.

Your HOA’s governing documents are the foundation of your community. Here’s a breakdown of each:

Covenants (CC&R’s)

Outline the rights and responsibilities of homeowners and the HOA. These are legally binding and enforceable.

Bylaws

Define the internal rules for the operation of the HOA, including elections, meetings, and board member roles.

Rules and Regulations

Provide detailed guidelines for day-to-day community operations, such as parking rules or architectural guidelines.

BUDGETS.

Mastering Budgets and Reserves.

Board members play a crucial role in the financial stability of the HOA. Key concepts to understand include:

Annual Budgets

Plan for operational costs like maintenance, landscaping, and utilities.

Financial Reporting

Review monthly and annual reports to track expenses and ensure transparency.

Reserve Funds

Save for long-term projects such as roof replacements or major repairs.

Dues and Assessments

Determine fair fees for homeowners and manage collections effectively.

COMMUNICATION.

Engaging Homeowners and Building Trust.

Good communication is the backbone of a successful HOA. Here’s how to foster effective communication:

Regular Updates:

Send newsletters or email updates to inform residents about board decisions and upcoming events.

Conflict Resolution

Address disputes promptly and professionally to maintain a harmonious environment.

Open Meetings

Encourage homeowner participation by hosting open and accessible meetings.

Feedback Channels

Provide opportunities for residents to share concerns or suggestions via email, surveys, or community forums.

LEADERSHIP.

Collaborate Effectively as a Board.

As a board member, your decisions shape the community. Here’s how to lead effectively:

Work as a Team

Respect differing opinions and strive for consensus on important issues.

Focus on the Community

Make decisions that benefit the entire HOA rather than individual interests.

Prioritize Transparency

Share information about decisions and policies to build homeowner trust.

Delegate Tasks

Assign responsibilities to individual board members based on their strengths.

COMPLIANCE.

Protect Your HOA and Avoid Liabilities.

HOA boards must adhere to local, state, and federal laws to operate effectively. Key legal considerations include:

Fair Housing Laws

Ensure compliance with anti-discrimination laws in community policies.

Document Retention

Maintain records of financial reports, meeting minutes, and governing documents as required by law.

Meeting Requirements

Follow legal guidelines for holding board meetings, including proper notice and documentation.

Conflict of Interest

Avoid situations where personal interests may interfere with board responsibilities.

CONFLICT RESOLUTION.

Managing Disputes with Confidence.

Conflicts between homeowners, board members, or vendors are inevitable but manageable. Here’s how to resolve disputes effectively:

Listen Actively

Understand all sides of the issue before making decisions.

Involve Mediators

For complex issues, consider using a neutral mediator or legal advisor.

Stay Neutral

Focus on the facts and avoid taking sides.

Reference Governing Documents

Use the CC&Rs or bylaws to back decisions and provide clarity.

APPROVING INVOICES IN APPFOLIO.

Open the links below to view how to make approvals in the AppFolio Board Member Portal.

    • Navigate to the Account Profile tab.

    • Add your signature in the Signature On File block and click Save.

      • Note: This section works on mobile and it is recommended that you sign with a stylus.

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    • Click on the Approvals tab to view open association approvals. Invoice Approvals are labeled with a green Invoice tag.

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    • Click See More Details to view attachments, make comments and vote on the approval. Note: Your comments will not be visible to other board members.

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    • Click on the Approvals tab to view open association approvals. Architectural Requests are labeled with a teal Architectural Review tag.

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    • Click See More Details to see additional project information, view attachments, communicate with Community Association Management and other board members using the Message Thread, and vote on the approval.

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ADDITIONAL EXTERNAL RESOURCES.

  • Altitude Community Law: Link

  • Altitude Community Law: Link

  • Altitude Community Law: Link

  • Altitude Community Law: Link

  • Altitude Community Law: Link

  • Altitude Community Law: Link

Take a look at the links below for additional board member resources from the Colorado Division of Real Estate and other HOA industry experts.