HOA Board Member Tools & Programs

Ashoka Lion  HOA management teams believes in innovating for our HOA communities, and educating our HOA Board Members, but we don’t just stop there! Our HOA managers are dedicated to providing the best tools for HOA communities to offer benefits to homeowners and avoid unnecessary cost. 


Some of our HOA tools include:

  • Sample HOA documents and information for HOA Board Members  You will find samples of some of the most commonly asked about documents. 
  • HOA AC Filter Delivery: For HOA looking to provide a positive incentive, our AC delivery program can be added as a community benefit for homeowner who sign up to get affordable, quality AC filters delivered to their home.

Ashoka Lion| HOA programs

HOA New homeowner checklist AC Air Filter Delivery Program

HOA Sample Forms

  • How do you conduct HOA community meetings?

    HOA boards can use Roberts Rules of Order to help conduct a board meeting. It is a formal procedure that involves protocol for voting, recognizing people at the meeting, etc. 


    HOA meeting procedure guide


  • What if a homeowner cannot attend a HOA meeting?

    If a homeowner cannot attend a HOA meeting, then the board can distribute "Proxy Ballots" where the homeowner grants their voting rights to the board or another person. HOA boards often allow homeowners to grant board members proxy for the purpose of establishing "Quorum". "Quorum" is a term for the minimum amount of homeowners needed in attendance for the HOA board to conduct the meeting and conduct votes on important matters that are open to the HOA community (new HOA board member, Dues Increase, etc). 


    Sample HOA Proxy Ballot

  • What does a HOA community agenda look like?

    HOA board members need to create agenda to distribute to homeowners for annual meetings or important meetings that the HOA conducts. 


    HOA Sample Agenda

  • What is a HOA resolution?

    If the HOA board is agreeing to a new policy or decision, then it is usually officially documented as a resolution.  It is important to have signed resolutions regarding important community policies to clearly explain to members of the community the policy. 


    HOA Sample Resolution

  • What are HOA board meeting minutes?

    HOA boards who conduct meetings are required to keep official record of the meeting which is otherwise known as "Minutes". It is important that the HOA board (usually the Secretary of HOA) keep the meeting minutes and get appropriate signature to show that the minutes are correct and official records. 


    Sample HOA board meeting minutes

  • Why do we need to HOA inspection reports?

    HOA boards or HOA management companies working for the HOA community  enforce deed restrictions and common area upkeep are looking at the property at a certain date and time. 


    Additionally, when you inspect for HOA community violations, the homeowners may not agree with the violation. Therefore, it is important that the HOA management company and the HOA board have reports to show violations.  


    HOA inspection Sample Report