7 Things Every First-Time Board Member Should Do

Becoming a board member of a community is an exciting and rewarding opportunity. You’ll play an integral role in maintaining and enhancing the neighbourhood, financial planning, and regulation enforcement. You’ll also collaborate with other board members to ensure residents are represented and informed.

While new board members are often eager to start, it’s vital to understand your role and how you can make meaningful contributions during your term. Here are a few things every first-time board member should know and do to successfully prepare for the role.

1. Know the Duties of Every Officer Position

Every board member has designated responsibilities that keep the condominium running smoothly. Of course, you should be familiar with your own duties and how they can impact the community. However, it’s equally important to know the expectations of the other board members, including:

• President – The board leader who runs meetings, oversees condominium procedures, provides overall guidance, and serves as the spokesperson.
• Vice President – Supports the president, leads committees, and fills in whenever the president is unavailable.
• Secretary – Responsible for maintaining, overseeing, and properly storing and distributing condominium records and documents.
• Treasurer – Supervises all financial matters, including account management, budget preparation, billing, and payments.

Recognizing the roles of fellow board members allows you to better support them and hold them accountable while also gaining a clear understanding of how the condominium functions.

2. Review the Bylaws

The bylaws explain how a community is governed and will answer many of your questions as a new board member. Whether you want to know more about the specifics of your position, how the condominium operates, or details on community rules, you’ll find them in these documents.

3. Get Familiar with Financials

No matter your position on the board, you should strive to have a keen grasp of the community’s finances. The board is responsible for maintaining the condominium’s financial health, keeping the budget balanced and spending on track. When you understand accounting and cash flow details, you’re better equipped to make informed decisions, set realistic goals for the community, and prevent auditing issues.

For added guidance, work with the treasurer or a professional accountant to get up to speed.

4. Prioritize Your Goals

Enthusiastic, first-time board members often bring a wealth of ideas and fresh perspectives. However, you must prioritize goals and balance new initiatives with the community’s needs. While it’s tempting to dive headfirst into your role by tackling every project at once, it’s easy to become overwhelmed if you take on too much too fast.

Instead, work with the other directors to determine priorities based on which goals are most realistic and within the budget. Then, you can move forward with a game plan.

5. Remember That Communication Is Key

It’s a good idea to approach your job knowing that communication is a fundamental part of your duties. How you communicate with residents, vendors, partners, and board members is crucial to the condominium’s success. It’s important to be open, transparent, and available to build positive and trusting relationships.

You should thoroughly review your community’s processes, policies, and procedures, so you’re prepared to communicate effectively with owners. In addition, remember to be receptive to residents’ opinions and feedback. This can help you avoid conflicts and establish a rapport with the people you represent.

6. Make the Most of Board Meetings

Necessary for the overall development and advancement of a community, board meetings are where most business is conducted. During these meetings, board members assess operations, settle disputes, and plan for the future. To optimize efficiency, always try to make the best use of meeting times. You want these gatherings to be productive and relevant to the community issues at hand. Some ways to do this include:

• Designate a meeting chairperson to ensure you stay on track
• Read the agenda and come to meetings prepared
• Be polite and respectful of other board members
• Keep comments short and stick to the agenda items
• Understand that time is limited; avoid going off on tangents
• Follow proper procedures and rules of conduct for running a meeting

7. Take Advantage of Available Resources

As you embark on your journey as a board member, know that you’re not alone, and you aren’t expected to be an expert on day one. Take your time and explore the variety of resources available to help you learn and adjust. Consider seeking guidance and support from:

• Fellow board members
• Past board members
• Experienced property managers
• Insurance agents
• Other third-party experts
• Influential committee chairs and residents

Stepping Into Your Leadership Role

Serving your community on the board is a fulfilling job that can make lasting improvements in the neighbourhood. Being prepared to take on these new responsibilities is key to making the most impact during your term.