A Clear Guide to Association Governance: Understanding Key Roles for a Thriving Community
Navigating the structure of a homeowners or condominium association can sometimes feel complex. Who is responsible for what? How are decisions made? A clear understanding of association governance is the key to a well-run, harmonious community where everyone knows their part. Whether you’re a unit owner, a board member, or working with a management company, knowing the distinct roles and responsibilities is crucial.
This guide, based on a clear governance model, breaks down the essential functions of each group within your association.
The Foundation: Unit Owners
The ultimate power within any association lies with the unit owners. They are the foundation of the community’s governance structure. Their primary roles include:
- Electing the Board of Directors.
- Voting on important changes to the governing documents and any material changes that affect the association.
The Decision-Makers: The Board of Directors
Elected by the unit owners, the Board of Directors acts as the primary decision-making body. However, their power is exercised collectively. The Board acts only at properly called Board Meetings to carry out its essential functions. These responsibilities include:
- Appointing the association’s officers.
- Setting the policies that govern the community.
- Making key decisions that are then to be implemented by the Officers.
The Advisors: Committees
Committees serve an important, specialized function within the association’s structure. Their purpose is to advise the Board of Directors on specific matters. It is critical to note that committees do not have decision-making authority on their own. They research, review, and recommend, but the final decision rests with the Board.
The Leadership: Officers (President, Treasurer, Secretary)
The Officers are appointed by the Board of Directors and are responsible for the operational leadership of the association. The President, Treasurer, and Secretary work to coordinate instructions from the Board and oversee day-to-day operations alongside management. A key aspect of their role is accountability; the Officers report to the Board of Directors.
The Operational Arm: Management
A professional management company acts as the operational arm of the association, executing the Board’s vision and policies. Instructions for management flow from the Board at the direction of the President, and likewise, management’s feedback is funneled back to the Board through the President. This creates a clear and efficient line of communication.
The duties of the management company are extensive and vital for smooth operation. By hiring a skilled property management team, your board can ensure the following key areas are handled professionally:
- Managing the day-to-day operations of the Association.
- Implementing Board policies in coordination with the President.
- Assisting the association with compliance of Florida law and its own governing documents.
- Handling communications with owners and providing oversight of vendors.
- Providing essential accounting and record-keeping functions.
- Obtaining vendor bids and proposals, and providing recommendations to the Board for the Association’s needs.
Working Together for a Better Community
Understanding this structure—from the electoral power of unit owners to the operational duties of HOA management—is the first step toward a more effective and collaborative community. When each party respects their role and works together, the entire association benefits from clear communication, efficient operations, and strong leadership.
The guide explains the roll of owners, board members, officers, and management in the operation of a healthy association.
