Following a well-organized election, the next critical step for any homeowners or condominium association is ensuring a smooth transition to the newly elected board. While the election process often receives the most attention, what happens after the votes are counted is equally important for maintaining community trust, continuity, and stability.

Here are six best practices to guide your association through the post-election transition:

1.Document and Announce Election Results

Transparency doesn't end when the ballots are counted. Promptly document the results and share them with the community. This can be done through email, newsletters, or an announcement on the association's website or resident portal. Include the names of the newly elected board members, a summary of the vote count (if appropriate), and a note of appreciation to outgoing board members for their service.

Pro Tip: Include a message reinforcing the integrity of the election process to solidify community confidence.

2. Hold a Transition Meeting

Schedule a transition meeting as soon as possible after the election. This meeting should include outgoing board members, newly elected members, and key personnel like your association manager and attorney.

The goal is to ensure a smooth handoff of responsibilities, review ongoing projects, and provide critical background information.

Topics to cover:

• Current financial status, including budgets and reserves.

• Updates on ongoing projects and vendor contracts.

• Any unresolved resident concerns or pending compliance issues.

3. Provide Board Member Training

Newly elected board members may not be familiar with the responsibilities or legal requirements of their roles. Providing onboarding or training sessions ensures they are equipped to serve effectively. This can include:

• An overview of the association's governing documents.

• A primer on fiduciary responsibilities.

• Training on key operational tools like financial management software or resident communication platforms.

In addition, Florida law requires that new board members complete a certification course approved by the Department of Business and Professional Regulation (DBPR) within 90 days of their election. This course ensures they understand their legal and ethical responsibilities and the fundamentals of running a community association. Managers can assist by recommending reputable courses and tracking compliance to ensure all members meet the requirements.

Encouraging continuing education for all board members fosters good governance and strengthens the board's ability to serve the community.

4. Set Goals for the Coming Year

Establish priorities in the early days of the new board's term. This is the time to define the Goals for 2025. Whether addressing deferred maintenance, improving communication, or revisiting long-term financial strategies, setting clear milestones ensures the board is aligned and focused.

Suggestions for 2025 Goals:

• Completing a major capital improvement project.

• Enhancing resident engagement through new events or initiatives.

• Increasing reserve funding to meet statutory requirements.

5. Update Vendor and Bank Authorizations

Transitioning board members also means updating critical authorizations. Ensure that newly elected members are added as signatories to bank accounts and that vendor contracts reflect the current board's authority. This prevents payment delays and ensures continuity in operations.

Additionally, notify vendors, service providers, and legal counsel of the new board composition and provide updated contact information for day-to-day communication.

6. Recognize and Celebrate the Community's Progress

End the election cycle on a positive note by highlighting the association's accomplishments from the past year. As suggested in our previous blog, this could be included in a "Celebrating the Wins" report or shared at a post-election meeting. By celebrating progress, you reinforce the value of the board, management team, and residents' work.

Consider Including:

• Major projects completed during the year.

• Financial improvements or milestones.

• Events or initiatives that strengthened community engagement.

The Importance of a Seamless Transition

A smooth post-election transition sets the tone for the new board's term. By focusing on clear communication, proper onboarding, and strategic planning, you create the foundation for an effective and cohesive board that can build on past successes while navigating future challenges.

As a community association manager, your role in facilitating this transition is critical. Your guidance and expertise ensure that the process adheres to legal requirements and strengthens trust and collaboration between board members and residents.

Looking Forward to 2025

The election may mark the end of one chapter but also the beginning of another. By helping the new board establish their vision and prioritize Goals for 2025, you can ensure a productive year ahead. With the right planning, communication, and teamwork, your community can continue to thrive under the leadership of its board.

Let's carry the momentum from a successful election into a new year filled with opportunities to strengthen and grow the communities we serve.