Running the association
HOA board responsibilities and officer duties
Updated October 2026 · Published by Elevate Community Management
Meet our association and construction teamThe short answer
The board governs the association: it oversees finances, property, rules and the professionals it engages. Officers organize particular parts of that work under the bylaws. A manager can execute delegated operations, but board members still need to review information, approve decisions and follow up.
What standard should guide board decisions?
For a Minnesota nonprofit corporation, section 317A.251 describes good faith, the corporation’s best interests and reasonable care. MCIOA’s board provisions identify applicable standards. Act from adequate information, disclose conflicts and document decisions.
Use professional advice within the adviser’s competence. A manager’s operational recommendation does not replace counsel on legal interpretation or a qualified professional on engineering or accounting.
How should officers and the manager divide the work?
The bylaws and agreement determine the actual roles. Use this matrix as a discussion starting point, then record the responsibilities your association adopts.
| Role | Oversight or decision | Supporting work |
|---|---|---|
| Board | Approves budgets, policies, contracts and priorities within its authority. | Reviews reports, asks questions and follows up. |
| President | Coordinates board business as the bylaws provide. | Keeps meetings focused on decisions and assigned actions. |
| Treasurer | Leads financial review and questions exceptions. | Checks reports, balances and progress against the budget. |
| Secretary | Oversees minutes and association records. | Checks decisions are recorded and required records retained. |
| Manager | Acts within delegated authority and approval limits. | Prepares reports, coordinates operations and reports unresolved items. |
What should the board check at each meeting?
Review the financial packet, delinquency exceptions, open maintenance items and upcoming contractual or statutory dates. Ask what changed from the last meeting and which decisions are needed now.
Confirm the approving vote, responsible person and follow-up date for each action. Minutes should accurately record decisions. Check that unresolved matters return to the next agenda instead of disappearing between meetings.
The budget guide, reserve guide and Minnesota law overview provide the detail for those separate tasks.
What about liability and time commitment?
Review the association’s insurance, indemnification provisions and any exclusions with its agent and attorney. Protection depends on the facts, coverage and conduct; insurance or volunteer status should not be treated as a guarantee against liability.
Track the board’s actual hours and distinguish governance from operational work. If volunteers are spending most of their time on billing, requests and vendor calls, compare management models and our board support service.
Questions boards ask
Can the board delegate its decisions to a manager?
An agreement can delegate operational work and defined authority. The board still needs to exercise the governance and oversight required by the association’s documents and applicable law.
Who should keep the minutes?
The bylaws determine the secretary’s role and the agreement may assign preparation to a manager. The board should review accuracy and ensure the association retains its records.
Do board members have guaranteed protection from lawsuits?
No blanket guarantee is appropriate. Have the association’s agent and counsel review applicable protections, coverage, exclusions and the conduct expected of directors.