What Is Fiduciary Duty for HOA Board Members?

When you join an HOA board, you become a fiduciary. This isn't a formality—it's a legal designation that creates real obligations.

The Three Fiduciary Duties

Board members owe the association three distinct duties:

1. Duty of Care

You must act with the care that an ordinarily prudent person would exercise in similar circumstances.

What this means in practice: - Attend meetings and stay informed - Read financial reports before approving them - Ask questions when something doesn't make sense - Document your decision-making process

What it doesn't mean: - You need to be an expert in everything - You must personally verify every transaction - You're liable for honest mistakes

The "business judgment rule" protects directors who act in good faith, with reasonable care, and in the association's best interests—even when decisions turn out badly.

2. Duty of Loyalty

You must act in the association's best interests, not your own.

What this means: - Disclose conflicts of interest - Recuse yourself from votes where you have a personal stake - Don't use association information for personal benefit - Don't award contracts to yourself or family without proper disclosure

Common violations: - Voting on a contract with your own company - Using your position to get special treatment - Sharing confidential information with outsiders

3. Duty of Good Faith

You must act honestly and with genuine intention to benefit the association.

What this means: - Don't deliberately ignore problems - Don't take actions you know are wrong - Don't use your position for improper purposes

Where Boards Get Into Trouble

1. Inadequate Financial Oversight

Board members approve financial reports without understanding them. When problems emerge later, they can't prove they exercised adequate oversight.

The solution: - Require clear, understandable financial reports - Ask questions in meetings and document the answers - Ensure systems provide audit trails of who approved what

2. Missing Documentation

Decisions are made informally without proper minutes. Years later, no one can prove why a decision was made or who authorized it.

The solution: - Record all votes with counts (not just "motion passed") - Document discussion points and dissenting opinions - Approve minutes at subsequent meetings

3. Commingled Funds

Operating and reserve funds are mixed together. When the operating account is short, reserve money is "borrowed" without proper authorization.

The solution: - Maintain separate bank accounts for separate funds - Require board resolution for any interfund transfers - Use accounting systems that enforce fund separation

4. Expired Insurance

D&O (Directors & Officers) insurance lapses without anyone noticing. Board members are personally exposed.

The solution: - Track insurance renewal dates - Review coverage annually - Confirm coverage before taking major actions

How Good Governance Protects You

The business judgment rule protects board members who:

1. Made an informed decision - You gathered relevant information before acting
2. Had no conflict of interest - You weren't personally benefiting
3. Rationally believed the action was in the association's best interest

Documentation is the key to proving all three. Without records, you can't demonstrate you met your fiduciary duties—even if you actually did.

Questions Every Board Should Answer

1. Can we prove we reviewed financials each month?
2. Can we prove who voted for which decisions?
3. Can we prove we disclosed conflicts of interest?
4. Can we prove we followed our own governing documents?

If the answer to any of these is "no," your fiduciary protection is weaker than you think.

The Insurance Reality

D&O insurance protects board members from personal liability. But insurers investigate claims. If they find: - Lack of documentation - Evidence of ignored warnings - Patterns of rubber-stamping approvals

They may deny coverage. The policy exists, but it doesn't help you.

The Bottom Line

Fiduciary duty isn't about being perfect. It's about being careful, honest, and documented.

Good process protects people. If your governance processes are sloppy, your fiduciary protection is weak—no matter how good your intentions.

Related Concepts

• What Does Compliance Actually Mean? - Beyond paperwork to real risk management
• Why Audit Trails Fail in Most HOA Software - Technical requirements for defensible records
• Why Most Accounting Software Is Not Legally Defensible - Software as governance infrastructure