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What Every New HOA Board Member in California Should Know

February 13, 2026 · Bursar Team · HOA board California new board member davis-stirling governance board responsibilities beginner guide

Congratulations! You've just joined your HOA board. Maybe you were elected by your neighbors, or maybe you volunteered because no one else would. Either way, you're now responsible for governing a California common interest development—and that comes with more legal obligations than you probably expected.

Don't worry. Thousands of volunteer board members successfully navigate HOA governance every year, and you can too. This guide covers the essential knowledge every new California HOA board member needs to start strong and avoid common first-year mistakes.

First Things First: What You Just Signed Up For

As a California HOA board member, you are a fiduciary. That's a legal term that means you have a duty to:

In plain English: You're now legally responsible for managing the community's money, maintaining common areas, enforcing rules, and complying with California law. If you make decisions carelessly or in bad faith, you can be held personally liable.

But here's the good news: If you act reasonably, stay informed, and follow proper procedures, California law protects you through the Business Judgment Rule—courts won't second-guess your decisions just because they don't turn out perfectly.

Your Legal Framework: The Davis-Stirling Act

California HOAs are governed primarily by the Davis-Stirling Common Interest Development Act (California Civil Code §4000-6150). This is state law, not just guidance, and it covers everything from:

You don't need to memorize 2,150 sections of civil code. But you should know that Davis-Stirling is the rule book, and ignoring it can lead to homeowner lawsuits and personal liability.

Your four governing documents (in order of authority):

  1. California Civil Code (Davis-Stirling Act) — state law, overrides everything else
  2. CC&Rs (Covenants, Conditions & Restrictions) — your HOA's "constitution," recorded with the county
  3. Bylaws — how your board operates (election procedures, meeting rules, officer duties)
  4. Rules and Regulations — day-to-day operational rules (parking, noise, architectural guidelines)

When in doubt, Davis-Stirling wins. If your bylaws say something that conflicts with state law, state law prevails.

Your Board Position: What Does It Mean?

Most HOA boards have five standard officer positions:

President

Vice President

Treasurer

Secretary

Member-at-Large (Director)

Important: Every board member has equal voting power. The president doesn't get two votes. All decisions require a majority of the board.

Your First 30 Days: Essential Tasks

Here's what you need to do in your first month to get up to speed:

Week 1: Get Access and Understand the Basics

1. Get access to essential records:

2. Read your governing documents:

3. Understand your financials:

4. Review your insurance coverage:

Week 2-4: Understand Ongoing Responsibilities

1. Attend your first board meeting (and every meeting going forward)

2. Learn your vendor relationships:

3. Understand your annual compliance calendar:

4. Set up your board email and communication system:

Common First-Year Mistakes (And How to Avoid Them)

Mistake #1: Making Decisions Outside of Board Meetings

What happens: A homeowner emails you asking for an exception to a rule. You respond, "Sure, that's fine." Another board member sees the email and says, "We can't authorize that."

The problem: Individual board members don't have authority to make decisions. Only the board as a whole (through a majority vote) can approve actions.

The fix: Respond to individual requests with: "Thanks for reaching out. I'll bring this to the board for discussion at our next meeting." Then add it to the agenda.

Mistake #2: Mixing Personal Interests with Board Duties

What happens: Your neighbor (and friend) wants to repaint their front door a non-approved color. You vote to approve it because you like them.

The problem: You have a fiduciary duty to apply rules consistently. If you make exceptions based on personal relationships, you're violating your duty and exposing the board to discrimination claims.

The fix: Recuse yourself from votes where you have a personal interest or conflict of interest. Let the other board members decide.

Mistake #3: Not Understanding Dual-Signature Requirements

What happens: You're treasurer. You approve a $2,500 vendor invoice and pay it directly from the bank without a second signature.

The problem: California Corporations Code §7613 requires two signatures on checks over $500 (unless your HOA has a lower threshold in its bylaws).

The fix: Every check or ACH payment over $500 must be reviewed and approved by a second board member. Set up dual-authorization in your banking system.

Mistake #4: Ignoring Open Meeting Laws

What happens: The board discusses a contentious homeowner rules violation via email chain, makes a decision, and announces it. Homeowners complain they weren't allowed to attend.

The problem: California's Open Meeting Act (Civil Code §4900-4955) requires most board business to be conducted in open session meetings where homeowners can attend and speak.

The fix: Use email only for scheduling and non-decision items. Major decisions must be made in properly noticed open meetings (4 days advance notice, Civil Code §4930).

Mistake #5: Failing to Document Decisions

What happens: The board verbally agrees to approve a new landscaping contract during a meeting. Six months later, there's a dispute about what was approved and no one can find a record.

The problem: If it's not in the meeting minutes, it didn't happen (legally speaking). Undocumented decisions can't be enforced and create liability if disputes arise.

The fix: The secretary must take detailed minutes of every board meeting, including motions, votes, and director attendance. Minutes must be available to homeowners within 30 days (Civil Code §4950).

Mistake #6: Not Maintaining Reserves

What happens: The board sees a healthy bank balance and decides to skip reserve contributions this year to avoid raising assessments.

The problem: California law requires HOAs to maintain reserves for major repairs and replacements (Civil Code §5510-5580). Underfunding reserves can lead to special assessments later—and homeowner lawsuits for breach of fiduciary duty.

The fix: Follow your reserve study recommendations. If you can't fully fund reserves, document why and what the plan is to catch up.

Key Annual Deadlines You Can't Miss

Here's your board's annual compliance checklist:

Task Deadline Citation
Annual Budget Distribution 45-60 days before fiscal year ends Civil Code §5300
Annual Policy Statement 30-90 days before fiscal year ends Civil Code §5310
Reserve Study (full with site inspection) Every 3 years Civil Code §5550
Reserve Study Update (without inspection) Annually between full studies Civil Code §5550
Annual Member Meeting Once per year (check bylaws) Bylaws + Civil Code §4910
Election (if applicable) Per bylaws (typically annual or staggered) Civil Code §5100-5145
Property Insurance Review Before policy renewal (annually) Civil Code §5800-5810
Tax Return (Form 1120 or 1120-H) March 15 (or Sept 15 with extension) IRS

Pro tip: Create a shared calendar with these deadlines and set reminders 30 days in advance. Don't rely on memory—automate the reminders.

When to Consult Your HOA Attorney

Don't try to be a lawyer. Here are situations where you should always consult your HOA attorney:

Cost-saving tip: Many HOA attorneys offer "pre-paid legal" packages—you pay a flat annual fee for routine advice and discounted rates for litigation. This is almost always cheaper than paying hourly rates for every question.

Working With (Or Without) a Property Manager

Some HOAs hire professional property management companies to handle day-to-day operations. Others are self-managed (the board does everything).

If You Have a Property Manager:

What they typically handle:

What the board still does:

Important: The property manager works for the board. You're still legally responsible for all decisions. Don't outsource your fiduciary duty.

If You're Self-Managed:

Advantages:

Challenges:

Key success factor: Clear division of responsibilities. Don't assume "someone will handle it." Assign specific tasks to specific board members.

Your Relationship with Homeowners

You're now in a weird position: you're a homeowner and part of the governing body. Here's how to navigate that relationship:

Do:

Don't:

Handling Difficult Homeowners:

Every board deals with homeowners who complain constantly, make unreasonable demands, or are just plain difficult. Here's how to stay sane:

  1. Document everything — keep records of all communications
  2. Respond professionally — don't get emotional or defensive
  3. Enforce rules consistently — don't make exceptions to avoid conflict
  4. Know when to involve your attorney — if a homeowner threatens legal action or becomes abusive, escalate immediately

Resources for New Board Members

Essential Reading:

Organizations and Training:

When You Need Help:

The Bottom Line

Serving on your HOA board is a significant commitment, but it's also an opportunity to improve your community and build valuable governance experience. Here's what matters most:

  1. Stay informed — read your governing documents, understand your finances, know your legal obligations
  2. Act in good faith — make decisions based on what's best for the community, not personal interests
  3. Document everything — meeting minutes, decisions, and communications create a legal record
  4. Ask for help — consult your attorney, CPA, and experienced board members when uncertain
  5. Automate what you can — modern tools can eliminate hours of administrative busywork

You didn't sign up to be a lawyer or accountant. You signed up to make your community better. With the right knowledge and systems, you can do exactly that.

Built for New Board Members

Bursar is designed for volunteer HOA boards in California. We handle the complexity of Davis-Stirling compliance so you can focus on improving your community.

📅 Compliance calendar — never miss an annual deadline
📋 Invoice approval — process payments in minutes, not hours
📄 Document vault — all governing docs and records in one place
📊 Board dashboard — financial health and compliance status at a glance

Join the waitlist: California HOA boards launching February 2026
👉 bursar.io/waitlist

Or take our free compliance audit to see where your board stands:
👉 bursar.io/compliance-audit

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