In football, every player has a position, and every position has a job. Imagine if a defensive tackle tried to throw a pass, or a running back tried to call plays for the defense. Chaos would follow.
HOA boards work the same way. It’s crucial to define who does what — and where the management company fits into the lineup.
• Board Members should understand their responsibilities: policymaking, financial oversight, and strategic decisions.
• The Management Company is your operations partner. Think of them as your coaching staff: executing the plays the board calls, managing day-to-day tasks, and providing professional guidance.
Winning Play: Draft a clear list of responsibilities for both the board and management. Make sure all new members review it during onboarding, just like a rookie studying the playbook.
No football team succeeds without crisp, consistent communication. Players huddle up, coaches wear headsets, and every move is clearly signaled.
HOA boards need structured communication to stay aligned, make timely decisions, and avoid missteps.
• Regular Meetings: Schedule consistent board meetings with prepared agendas and clear objectives. Respect time and stay on topic.
• Between Meetings: Use email, portals, or communication apps to track ongoing issues. Keep the entire board and manager in the loop — no surprise blitzes.
• Transparency: Communicate openly with homeowners, too. Sharing key updates builds trust and keeps the crowd cheering, not booing.
Penalty Flag: Decisions made outside formal meetings can create legal risk and confusion.
The best football teams are made up of different players who bring different skills — but they trust each other on the field.
Volunteer board members may come from the fields of finance, law, or construction; or none of the above. That diversity is a strength — if you play to it.
• Leverage Strengths: Assign tasks based on each board member’s expertise, whether it’s reading a financial statement or negotiating with a landscaper.
52 | COMMON INTEREST®
• Avoid Micromanaging: Let your manager do their job without interference. They are professionals — trust their training.
• Support New Players: Provide mentorship to new board members. Don’t expect rookies to learn the playbook on day one.
Penalty Flag: Micromanaging your manager is like pulling the quarterback off the field to throw the ball yourself.
Too many boards play defense — reacting to emergencies, complaints, or budget shortfalls. Champions, on the other hand, plan ahead.
• Annual Planning: Work with your manager to establish an annual calendar. Schedule key projects, reserve study updates, inspections, and communications well in advance.
• Budget Strategy: Don’t wait for an expense to hit. Forecast it, fund it, and communicate it clearly to homeowners.
• Policy Updates: Laws change and community needs evolve over time. Review your governing documents and community rules every few years with the help of legal counsel and your management team.
Red Zone Tip: A good offense includes homeowner education. Host Q&A sessions, publish newsletters, and explain big decisions before the crowd starts to boo.
Even after a big win, great teams watch the game tape. They look at what went well — and what could be better.
• After-Action Reviews: After major projects or contentious issues, take time to reflect. What worked? What caused delays? How did communication hold up?
• Surveys and Feedback: Ask homeowners for feedback periodically. This is your fan base—they’ll let you know how you’re doing.
• Ask Your Manager: Good management companies are seasoned pros. They’ve seen what works in other communities. Tap into that knowledge.
Winning Play: Schedule a year-end “Board & Manager Huddle” to reflect, plan, and align for the coming year. Bonus points if there’s pizza involved.
Football has rules, referees, and playbooks. The same goes for HOA governance. Ignoring rules doesn’t just get you penalized — it opens the door to liability and mistrust.
• Know Your Documents: Every board member should understand the Declaration, Bylaws, Rules, and state laws.
• Fall 2025 • A Publication of CAI-Illinois Chapter
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