Category: Community Association Management

Setting goals is one of the best ways to make a real impact in a homeowners’ association. While it is important for boards to plan—and act on—goals that enhance community living, it’s equally crucial to track progress throughout a goal’s lifespan. This will help you identify what you need to do to achieve your vision for a better and more successful community.

At CMA, we have decades of experience helping boards set and reach significant goals for their communities.  Our board goal-setting series offers free resources, so you can set goals, track progress, and meet milestones. In our Goal Review Worksheet eBook, you’ll get the tools you need to evaluate your goals and make sure you’re on pace to meet them.

By evaluating goals regularly, you turn action into intentional progress, keeping your board’s efforts aligned, effective, and meaningful. Use this opportunity to celebrate what you’ve accomplished, address any challenges, and maintain your motivation to meet the objectives you’ve set. If your goals need changing, don’t hesitate to adjust them so they’re properly aligned with your vision.

Additional Resources

Check out our other worksheets to help you through your goals journey. These templates let you develop your ideas further and streamline for maximum efficiency. Work through them in the order that they were released for maximum results, starting with our:

SMART Goal Setting

SMART stands for:

• Specific. The goal must be well-defined and specific. Confirm everyone has a clear understanding of the goal, knows why it was set, who is involved, what should be accomplished, and the proposed timeline.
• Measurable. Having a measurable goal helps you track progress, correct the plan of action if needed, and demonstrate advancement to residents.
• Achievable. Make sure your goals are realistic and achievable. Work within your resources of time, effort, and money. Setting the bar too high might leave board members feeling defeated and frustrated and residents unhappy.
• Relevant. Is your goal important to maintaining or improving your community? Will achieving it make a difference? Is it something most residents want?
• Time-based. Set deadlines. If it’s a long-term goal, break it into phases with deadlines for each phase. Also, take into account board members’ availability and their own time commitments.

While it’s OK for boards to have broad visions for their communities, those aspirations are just starting points. Focusing your ideas, creating practical steps, and establishing a timeframe to achieve them is key to making a real impact. The SMART method is an effective way to help you do just that.

Goal Brainstorming Worksheet

In our first installment, you’ll find a Goal Brainstorming Worksheet complete with tools to get your started on goals and tips to encourage idea sharing. HOA goals can be broken down into three categories.

Annual goals are set every year to maintain operations, compliance, and adequate funding. Improvement goals are related to maintenance projects and general upkeep of the community. Communication goals improve transparency, collaboration, and resident engagement. Because every association is unique, review your governing documents, know your budget, and consider homeowner priorities before developing strategic plans. 

Examples of HOA goals include:

• Prepare the annual budget by a particular date.
• Remodel the community pool deck.
• Create a formal complaint process.
• Invite monthly speakers for community events.
• Find a more affordable option to replace an overpriced vendor.
• Invest in technology that allows homeowners to pay fees online.

Goal Planning Worksheet

Here, you’ll find a Goal Planning Worksheet that’ll allow you to act on your goals strategically, with a focus on detailing the work that needs to be done to achieve them.

This worksheet creates an overarching execution plan that acts as a roadmap to achieve your goals. For each goal, fill in five specific action items that must be completed, which board member is responsible for each step, and when it must be accomplished. Once you’re done you’ll have actionable steps, assigned responsibilities, and realistic deadlines ready for all your board’s objectives!

The final edition of our board goal-setting series will be a monthly planner (to be released in later in November 2025).

As a homeowners’ association (HOA) board member, it can be time-consuming to constantly monitor and enforce the rules when there’s so much more on your plate. That’s why it’s vital to foster an environment where rule compliance comes easily. When you have a set of rules that are necessary, transparent, effective, reasonable, and—above all else—legal, everyone benefits.

Serving community associations for 36+ years, we at CMA believe that informed homeowners have a happier association living experience. Download this ebook to access board tips for communicating with community members designed to encourage voluntary rule compliance and prevent violations in any community. Here’s one to get you started:

Create Easy-to-Read Versions of Important Documents

Governing documents, including rules and regulations, are often difficult to understand. Because confusion tends to lead to noncompliance, board members should help residents decipher the rules and regulations they’re expected to follow. Consider:

• Condensing the governing documents into a brochure or booklet. Providing the rules and regulations in a compact format keeps residents from having to dig through the governing documents for quick reference.
• Creating a maintenance matrix. By drafting a simple chart that indicates who’s responsible for tasks like maintenance, irrigation, and external painting, you’ll eliminate ambiguity and reduce violations.

As always, involve an HOA attorney to ensure accuracy and legal compliance. Distribute these items in your homeowner welcome packet, as handouts during orientation, or post on the community website, so they’re always easily accessible.

Download the ebook for more information!

Benefits of Rule Enforcement

When the Articles of Incorporation; Covenants, Conditions, and Restrictions (CC&Rs) or Declaration of Condominium, and Bylaws are enforced consistently, associations and their boards are able to:

• Preserve the aesthetics of an area
• Protect and enhance home values
• Enforce the community’s CC&Rs & Bylaws
• Maintain the property of the association and its owners

Homeowners’ association (HOA) rules, including guest policies, are part of community living. Not to discourage or prohibit, but rather to maintain order and harmony, HOA guest policies are essential to a thriving community. When inviting friends, family, and other guests over for a visit, familiarize yourself with your community’s guest rules to ensure a warm and enjoyable experience. Keep reading for details on what a typical HOA guest policy entails and tips for planning your next guest visit.

What Are Guest Policies?

A guest policy, or visitor policy, is a formal document that establishes the appropriate conduct for individuals temporarily staying in the community. These policies, which list a set of rules, will vary by association, but they may address short-term visits, overnight stays, and long-term visits.

Why Communities Need Guest Policies

Guest policies are meant to keep residents and visitors safe and preserve community well-being. Without a guest policy, associations may be liable for property damage caused by guests or face legal action for guest injuries on community property. Guest policies also:

• Protect association property. By holding guests and hosts liable for damage, HOAs help people be more mindful of their conduct.
• Prevent overcrowding and overuse of amenities. Amenities, like pools and fitness centers, can become busy, making it difficult for members to use them as intended. By limiting visitor access, associations allow residents to have priority use of the facilities.
• Decrease conflicts. An influx of visitors can exacerbate noise and parking issues. When followed, rules can minimize conflicts.
• Hold residents accountable. Residents are responsible for ensuring their guests are well-behaved. Rules set expectations and consequences for not meeting community standards.
• Mitigate insurance risks. Insurance policies may include provisions that raise rates based on homeowner/renter ratios and long-term guests.

The Most Common HOA Guest Rules

Every community is unique, and visitor rules may vary from one community to the next. However, three common guest rules apply to many associations. Here are guest restrictions to be mindful of:

Parking

Visitor parking regulations are designed to maintain aesthetics, promote safety, and keep property values high. Focusing on vehicles, parking, and traffic, common guest parking rules include:

• Parking area. Visitors may have designated parking spaces within the community.
• Parking pass or registration. Residents may have to register their guests’ vehicles with the HOA.
• Parking duration. The length of time a guest parks in a particular spot may be regulated.
• Type of vehicle. From golf carts to work trucks, the type of vehicle brought into the community may be restricted.

Amenities

Amenities are a highlight of association living. To maintain an enjoyable atmosphere, there are often restrictions on guest access in these common areas. Some tenant and guest responsibilities for amenity use might include:

• Registration. Guests may need to register to use amenities. In many cases, a guest may not use the amenities without their host present.
• Conduct. Visitors may be subject to the same rules as residents, such as no running near a pool.
• Age. Just like the children who reside in the community, younger guests may not meet the age limit to use amenities. In active adult communities, similar rules may apply, only allowing guests above the age of 55 to have access.

Noise/Behavior

Inviting guests to your home shouldn’t disrupt the harmony of your community. Always honor your association’s rules on:

• Loud parties or gatherings. Notify neighbors and community leaders of any events you’re hosting that could pose an issue. Noise complaints may lead to violations.
• Pet sitting. Pets can be guests, too! Ensure you won’t get fined for excessive barking, and consider your HOA pet rules and animal behavior before signing up to pet sit.
• Quiet hours. Communities may enforce quiet hours during certain times of day, and policies may limit music at parties, disruptive conversations, and outdoor entertainment.

Overnight Stays: What You Need to Know

Whether you’re inviting a group of friends over for a sleepover or welcoming out-of-town family during the holidays, households often host overnight guests. If you live in an HOA, there may be rules for overnight guests, including:

• The number of people staying. Associations may limit the number of guests you can have in your home at one time.
• The length of the stay. A guest may stay overnight for a specific amount of time before the resident is required to notify the HOA of an extended stay.
• Consecutive nights. Similar to the length of stay, guests may only be allowed to sleep in a homeowner’s residence for a certain number of consecutive nights before they must leave the association, resetting the time limit put in place.
• Overnight stays. HOAs have rules and regulations that can limit how homeowners rent out their property for overnight visitors.

Consequences of Violating an HOA Guest Policy

The governing documents typically outline the HOA’s enforcement of guest policies. In some cases, a visitor rules violation may directly impact the visitor themself. For example, a parking violation could result in a ticket or the towing of the vehicle. In other instances, the resident may face consequences for violations. The homeowner may be fined for property damage caused by their guests, consistent noise complaints, and other infractions.

How to Plan a Guest Visit to Your HOA

As a homeowner, it’s your responsibility to make sure that your visitors understand expectations and conduct themselves appropriately. For a rewarding guest experience, remember to:

• Read your governing documents. This is where you’ll find HOA guest policies and violation details.
• Inform your guests of the rules. Your visitors can’t follow the rules if they don’t know them. Consider sharing your community’s visitor rules with guests before their arrival or reminding them of relevant policies, such as parking locations and stay duration.
• Stick to community policies and procedures. If your HOA rules require you to register guests at the front office or park in designated guest parking zones, comply with them. By not complying, you risk incurring fines or more severe consequences.

Guest Policies and Other HOA Rules

A guest policy is just one part of an association’s rules and regulations. Include the policy in the list of other rules for your association.

Guest Policy FAQs

Can HOAs restrict guests?

Yes, homeowners’ associations can enforce guest policies, but they must do so within existing legal boundaries. For example, HOA guest policies must be nondiscriminatory and reasonable enough to be followed and enforced.

What are the rules for guest parking in an HOA?

Specific rules on guest parking will vary from association to association, but HOAs typically will regulate where and how long guests can park. Parking will also usually require registration.

What happens if my guest’s car is towed?

Revisit the area where the guest parked, and look for towing signage. Towing signs usually include the name of the towing company, its address, and a phone number to contact when a car is towed.

What are the most common and complained-about HOA violations?

HOA violations related to property damage, parking, noise complaints, and illegal short-term leases are among the issues that cause the most conflict in community associations.

About the Author

Rosa Henao, CMCA®, is a portfolio community association manager. Supporting various association boards as a credentialed manager, her industry expertise includes governance, compliance and enforcement measures, communication strategies, project oversight, and much more.

The board of directors is an important—and required—aspect of any homeowners’ association (HOA). Comprised of elected volunteers who live in the community, the HOA board is responsible for overseeing the community’s operations and setting it up for long-term success. A critical role, board members have a duty to act in the community’s best interest when making decisions for fellow residents—a fiduciary duty.

Keep reading to learn more about what fiduciary duty means and the fiduciary duties of directors.

What Is a Fiduciary Duty?

The fiduciary duty of board members is a legal responsibility to act in good faith on behalf of a person or group that relies on you. This relationship typically exists between an individual in a position of power or authority and those affected by that individual’s decisions.

An HOA or condo board member’s fiduciary responsibility is to help the association succeed while adhering to the governing documents. Homeowners put their trust and confidence in board members to protect the community’s quality of living, use funds wisely, and keep operations running smoothly.

To make sure you meet your obligations as a community leader, review your state laws and the HOA’s governing documents. The bylaws and Conditions, Covenants, & Restrictions (CC&Rs) should outline your responsibilities and authority.

What Are the Five Fiduciary Duties of Board Members?

Generally, the five fiduciary duties of board members include the Duty of Utmost Care, Duty of Integrity, Duty of Full Disclosure, Duty of Loyalty, and Duty of Good Faith. These five pillars act as a solid foundation to guide a board’s actions.

1. Duty of Utmost Care

Board members are bound to a high standard of responsibility to fulfill the tasks required of their positions. The duty of care means you must do your due diligence to make the most informed and reasonable decisions within your authority.

2. Duty of Integrity

The board of directors agrees to a code of ethics that requires them to act with honesty, fidelity, and professionalism. This includes following official HOA rules and processes, respecting homeowner confidentiality, and treating all residents equally.

3. Duty of Full Disclosure

The duty of disclosure means that board members must lead with transparency and be open and honest about what happens behind the scenes. The board should disclose all material factors influencing their decisions and impacting homeowners.

4. Duty of Loyalty

The board member duty of loyalty refers to the agreement to leave personal agendas and preferences aside to serve the community. There should be no conflicts of interest or intentional personal gains when a board member takes office.

5. Duty of Good Faith

The duty of good faith suggests that board members should always act in the best interests of the association. Every decision should be made to benefit residents within the confines of the law and HOA rules.

How Can a Board Live Up to Its Fiduciary Duties?

With strong leadership and dedication to the community, the HOA board can naturally live up to its fiduciary duties. Practice your board member fiduciary duties by prioritizing:

• Good communication. By actively listening and being open to feedback, you help build trust and transparency between the HOA board and homeowners.
• Forward planning. Anticipating association needs and getting ahead of issues can go a long way in keeping the community functioning at its best.
• Sound decision-making. Base decisions on facts, experience, and rational thinking to make educated choices on behalf of residents.
• Task delegation. Assigning responsibilities to association committees or partnering with a community management company can help board members avoid overwhelm and fulfill duties more effectively.
• Taking initiative. Addressing concerns right away shows your good intentions and loyalty to community members.
• Critical thinking. Board members must provide unbiased evaluations and analysis to solve problems affecting the association.
• Teamwork. Cooperation and compromise can help board members collaborate as they work towards the community’s goals.

What Are Breaches of Fiduciary Duty?

While most HOA board members do their best to serve their communities, some may fall short of expectations or take advantage of their positions. An HOA board member breach of fiduciary duty happens when that board officer fails to fulfill their legal responsibilities to the community—either inadvertently or intentionally. This can take many forms, such as:

• Board members refusing to work together
• Not adhering to the governing documents
• Ignoring state statutes or fiduciary duty nonprofit board laws

Examples of Breach of Fiduciary Duty

Some breaches of fiduciary duty are apparent, while others often fly under the radar and go unnoticed. Examples of a breach of fiduciary duty include:

• Using association assets for personal benefit
• Putting your interests before the community’s needs
• Making decisions outside of your authority
• Negligently managing funds or budgets
• Failing to disclose vital information to homeowners
• Encouraging conflict between residents
• Choosing sides based on personal preferences

Consequences of Fiduciary Breach

A board member’s breach of fiduciary duty can have lasting ripple effects on their community. On its surface, it can cause a break in trust between homeowners and the rest of the board, leading to suspicion and tension. The breach of duty may also result in legal action against the association.

In some cases, the board officer may be personally liable for damages or financial losses caused by the breach of fiduciary duty. If the breach violated state laws, criminal prosecution could even be possible. Review your community’s governing documents or ask your HOA attorney for more details on the potential consequences of a fiduciary breach.

Beyond The Board Member Fiduciary Duty: Understanding the HOA Board of Directors & Its Role

Do HOA board members have a fiduciary responsibility? Yes. As association leaders, an HOA board has a fiduciary responsibility to act in the best interest of the community. Guided by five pillars, the fiduciary duty of directors is meant to preserve the integrity of the board. An honorable role, serving on an HOA board can also be an exciting and fulfilling endeavor.