When you’re welcoming a new member to your HOA board, there are some things you want to keep in mind. You want your new board member to feel like they belong. That means taking the time to help them get educated, trained and introduced to the rest of the board members.
It should be the goal of the current board to help the new board member become acclimated fully and quickly. You should take time to make sure that the new member is knowledgeable and has all the information they need to fulfill any role they take on.
Send out a welcome letter and important documents
You can start by sending out a letter to the new board member congratulating them and welcoming them onto the board. Then, make sure to follow-up with a thorough welcome packet. This welcome packet should have a good amount of information in it. You need to include governing documents, information about the board members’ roles and responsibilities, contact information and vendor information. They should also have the handbook for the HOA and financial reports. In addition, you’ll want to include previous meeting notes (it’s good to include about four meetings worth).
This may seem like a lot of information to throw at the new board member at one time, but it’s important for them to have. They should take time to read through everything provided to them in order to be able to get involved sooner. Because it may take a while for them to get through all the information, you’ll need to give them time to do so. However, don’t wait too long to start assigning responsibilities. New board members want to get started as soon as possible and you want them to know that they’re a valuable part of the team.
Ask a veteran board member to show them the ropes and offer training
One of the ways to help your new board member navigate the ropes is to ask one of the veteran board members to teach them. They can be available to the new board member if they should have any questions that need addressing. You should also consider getting the new board member training. Some states actually require this, so be familiar with your state mandates. Whether training is required or not, it’s still a good idea. Training can help your board member get started on a strong foundation.
Host a welcome meeting
Consider hosting a welcome meeting for the new board member. This will allow everyone to get to know one another. You can allow time for everyone to do introductions and have some discussion in order to create a good rapport and ease the new member into things.
If the new member feels more comfortable with the board, they’ll be more likely to get involved sooner. Since a meeting creates room for conversation it’s good for building effective communication in the future. Just remember to be aware of any mandates that require you to let the community know if you’re holding an extra meeting.
Let new board members know that you value their opinion and to not be afraid to speak up or ask questions. A welcome meeting is a great time to also reinforce how important their role is and that board members need to count on one another to follow through on any responsibilities that are assigned to them.
Ask the manager of the HOA to help
To help your new board member get up to speed, you can request that the manager of your HOA help out. Allowing the new member to see current ongoing maintenance projects, get out in the community during an inspection and even meet vendors can be helpful.
Assign your new board member with responsibilities
As you assign your new board member responsibilities, you may want to start off slow with a few small tasks. This allows them to get their feet wet. You can always add additional responsibilities once they’re up to speed.
You want your new board member to be able to get to work as soon as possible. They most likely want the same thing as well. However, you also want to ensure that they’re following all rules and regulations to avoid any potential legal issues.
Once the new board member has taken on some assignments, it’s a good idea to provide feedback. This can be done during a meeting. You don’t want the board member to feel targeted, so try to provide constructive tips. Let them know you appreciate the work they’re doing, but let them know if there are areas that could use improvement or things they should be aware of.
These are just a few tips on how to integrate a new HOA board member. We hope you found them helpful. If you want help managing your HOA, check out our website: . We’re happy to assist you.
