The CAM Avenger

When a Hidden Agenda Runs the Show

If you’ve ever served on a board—whether it’s for a condo association, an HOA —you probably joined with the idea that everyone would work together for the greater good. After all, board members are supposed to act in the best interest of the community they serve. But sometimes, things don’t quite work out that way. Sometimes, a hidden agenda slips in, and suddenly “what’s best for the community” looks suspiciously like what’s best for one or two people.

What Does a Hidden Agenda Look Like?

Hidden agendas don’t always stem from bad intentions. Perhaps a board member advocates for a pet project they care about. Or maybe someone has a too-close relationship with a vendor. But when those personal priorities start influencing decisions, the balance shifts.

Here are some common red flags:

1. Decisions Made in the Dark – Major choices are revealed only after they’re finalized.
2. Favoritism Toward Vendors – The same contractor is repeatedly selected, even when better bids are available.
3. Blackouts of Information – Financials, reports, or legal opinions aren’t shared openly.
4. Last-Minute Surprises – New “urgent” items suddenly emerge without warning, leaving no time for questions.

At first, it may just seem like politics or personality differences. But hidden agendas have real consequences. They chip away at trust. Members start doubting the board’s intentions. They increase risk. If decisions aren’t made transparently, the board could be accused of breaching fiduciary duty. They divide the board. Meetings turn into battles instead of problem-solving sessions.

The good news? There are ways to protect against hidden agendas taking over:

1. Be transparent. Share documents, bids, and reports with the entire board and members.
2. Stick to the process. Follow meeting rules and keep discussions where they belong—at the table, not behind closed doors.
3. Use committees wisely. Independent committees can review bids, budgets, and projects before they reach the board.
4. Address conflicts of interest. If someone could benefit personally, they should step back from voting.

When hidden agendas run the show, the board stops being a team and starts being a stage for individual interests. The best boards I’ve seen are the ones where every decision is made in the open, even when the debates get tough. Transparency might feel uncomfortable sometimes, but it’s always better than the damage secrecy can cause.

At the end of the day, serving on a board isn’t about winning—it’s about leading with integrity, so the community can actually thrive.

How Property Managers Can Handle Hidden Agendas Without Getting Burned

If you’ve managed a condo, HOA, or cooperative long enough, you know this: not every board decision is as straightforward as it looks. Sometimes, what’s framed as “in the best interest of the community” is really about someone’s hidden agenda.

And when that happens, the property manager can end up stuck in the crossfire. The challenge is: how do you protect yourself and still do your job?

1. Stick to the Facts, Not the Politics

The best defense against hidden agendas is documentation. As a manager, your role is to present the facts—financial reports, bids, legal requirements, and policy guidelines—without injecting personal opinion into the board’s politics.

When a board member pushes their pet project, you can respond with:

• “Here are the bids we received.”
• “According to FS 718, this requires membership approval.”
• “The budget impact for next year would be X.”

By keeping your input fact-based, you avoid becoming the target if the board later faces pushback.

2. Never Be the Lone Messenger

A common trap is being asked to “just tell the contractor” or “explain it to the owners” without a formal board vote or documented instruction. Don’t take that risk.

Instead, require board direction in writing—either in meeting minutes or a formal resolution. That way, you’re not the one carrying out someone’s hidden agenda under your name.

3. Use Transparency to Your Advantage

Hidden agendas thrive in shadows. As a manager, you can encourage transparency by:

• Circulating complete bid comparisons.
• Sharing all relevant information with every board member, not just a select few.
• Documenting every step in your management reports.

The more open the process, the harder it is for hidden motives to dominate.

4. Set Boundaries Professionally

It’s okay to respectfully push back when asked to do something that feels off. You might say:

• “I’ll be glad to execute this once the board approves it formally.”
• “To stay compliant, I’ll need that in writing.”

Polite but firm boundaries show that you’re following professional standards—not personal loyalties.

5. Protect Your Reputation

At the end of the day, your name is tied to how the community is run. If a board member insists on pushing a questionable agenda, don’t let it look like you’re the one driving it. Document everything, and when in doubt, put concerns in writing to the board.

Example:

“As your manager, I want to note that this project may require membership approval under FS 718.113. I recommend seeking legal guidance before proceeding.”

That one sentence shows you did your duty, even if the board chooses otherwise.

6. Remember: You’re Not the Decision Maker

This is key. The property manager executes board decisions, but doesn’t make them. Don’t allow yourself to be positioned as the scapegoat. As long as you provide accurate information, follow proper process, and document your recommendations, you’ve fulfilled your responsibility.

Hidden agendas will always exist in some form—it’s human nature. But a smart property manager knows how to navigate them without getting hurt: stay factual, stay transparent, and stay professional.

Your job isn’t to win the political battles. It’s to protect the community and yourself by making sure decisions are made in the open, with the facts on the table.