Blog
By CJ Powell, for CAI-RMC
Common area maintenance is one of the most important responsibilities in any HOA. These shared spaces shape the first impression of a neighborhood, protect long-term property values, and keep communities safe. Yet many homeowners and even new board members are unsure what the HOA is responsible for, how maintenance decisions are made, and what Colorado law requires.
Understanding key HOA maintenance responsibilities and how these decisions are made under Colorado HOA guidelines helps everyone work together to keep communities healthy and well-maintained.
This guide breaks down what counts as a common area, who handles the work, how maintenance is budgeted, what happens when upkeep falls behind, and the best practices that keep neighborhoods running smoothly.
Common areas are the portions of a community shared and enjoyed by all residents. They are defined in the HOA’s governing documents and must align with the Colorado Common Interest Ownership Act (CCIOA). While every community is unique, most common areas fall into familiar categories.
Common areas may include:
Some communities have only a few shared features. Others manage acres of greenbelt, multiple buildings, and extensive amenities. Regardless of size, the HOA is responsible for maintaining these elements so they remain safe, attractive, and functional.
The HOA holds responsibility for maintaining all common areas unless the governing documents state otherwise. This duty is part of the HOA’s legal obligation to act in the best interest of the community. In Colorado, board members must exercise due care and follow the fiduciary standards outlined in both the governing documents and CCIOA, making common area maintenance a core Colorado HOA maintenance requirement.
Maintenance may be handled by:
The HOA Board: Board members oversee maintenance planning, budgeting, vendor approvals, and policy decisions.
Professional Community Managers: Managers coordinate day-to-day oversight, vendor scheduling, contract administration, and resident communication. (For a list of HOA Management Companies in the Rocky Mountain area, visit our CAI Directory here.)
External Vendors and Contractors: Landscapers, snow removal teams, roofers, painters, pool technicians, arborists, and specialized trades complete the work. (For a list of Business Partners in the Rocky Mountain area, visit our CAI Directory here.)
Even when managers and vendors assist, the board is accountable for ensuring maintenance happens on schedule, is completed properly, and aligns with the budget and reserve plan.
Common area maintenance covers a wide range of tasks. Most fall into a few predictable categories:
These tasks range from weekly landscaping to major long-term projects like road resurfacing or roof replacement. Clear scheduling helps HOAs manage common area maintenance more efficiently and smooths out annual budgeting.
Strong financial planning is the backbone of reliable maintenance. Colorado HOAs typically divide maintenance expenses into two categories: routine operating expenses and long-term reserve expenses. Both categories are essential to effective maintenance budgeting.
The operating budget covers predictable, recurring expenses such as landscaping, snow removal, pool contracts, janitorial work, and small repairs. These expenses are funded through regular assessments paid by homeowners.
Reserves cover long-term repairs and replacements. This may include new roofs, repaved parking lots, exterior paint cycles, mechanical equipment, or structural components in multifamily communities. A well-funded reserve helps avoid sudden special assessments and keeps a community prepared for the future.
Reserve studies are a best practice and strongly recommended by CAI-RMC. While Colorado does not mandate reserve studies, most boards rely on them to understand the condition of major components, estimate useful life cycles, and budget responsibly. A reserve study provides a roadmap that helps boards plan long before major repairs are needed.
Delayed or inadequate maintenance can create problems that grow costly over time. Even minor issues can escalate quickly if overlooked. For example, a small roof leak in a condo building may not seem urgent at first. If left unaddressed, moisture can damage framing, insulation, electrical systems, and interior finishes. The repair cost multiplies quickly and may require multiple trades. Strong maintenance planning avoids situations like this. Some other common consequences include:
Colorado’s CCIOA establishes the legal framework for HOA responsibilities. Several key principles guide how maintenance must be managed:
CCIOA and the governing documents define which components the HOA must maintain. These obligations vary by community type but are binding once established.
Board members must act in good faith, make informed decisions, and operate in the best interest of the community.
Colorado law requires HOAs to provide homeowners with clear notice of major repairs or special assessments through the association’s regular meeting and budget processes. Boards must communicate the purpose of the work, the expected financial impact, and the timeframe for decision-making so owners understand what is being proposed before any action is taken.
Boards that follow documented policies, communicate clearly, and base decisions on expert input strengthen both legal compliance and community trust.
A proactive approach keeps maintenance predictable, affordable, and aligned with community expectations. The following practices help boards and managers stay organized and effective:
Annual schedules keep recurring tasks on track, from irrigation checks to pool openings. This usually is discussed and included in annual budget conversations.
Monthly or seasonal checklists ensure that nothing is overlooked. They also create a clear record for accountability and are useful during transitions from one elected board to the next.
Professional contractors with proper insurance and experience provide consistent quality and reduce risk.
Walking the property helps board members and managers identify issues early and plan repairs before they become urgent.
Documentation helps resolve concerns quickly and ensures tasks do not fall through the cracks.
These habits build predictability into the community’s operations and help residents understand how and when work is completed.
CAI-RMC provides tools, training, and support to help Colorado boards and managers excel at maintenance planning. Available resources include:
These tools help community leaders make informed decisions and maintain safe, attractive, well-run neighborhoods.
HOA common area maintenance is more than a list of tasks. It protects home values, reduces legal risk, and helps communities feel inviting and cared for. When boards, managers, and homeowners understand their roles, neighborhoods stay strong and enjoyable for everyone.
CAI-RMC is here to support Colorado communities with education, best practices, and trusted resources that help associations stay proactive and well-prepared. Explore CAI-RMC’s maintenance tools and keep your community running smoothly.
HOA rules, also known as covenants, conditions, and restrictions (CC&Rs), are the foundation of community living.
They help maintain property values, community standards, and quality of life across neighborhoods in Colorado.
Understanding how these rules are created and enforced can empower both homeowners and board members to act fairly and confidently.
HOA rules are typically set by developers in the community’s governing documents and can later be amended by the board and membership vote. All rules must comply with federal, state, and local laws—including the Colorado Common Interest Ownership Act (CCIOA) and the Fair Housing Act. If any HOA rules conflict with federal or state law, the higher law takes precedence.
Most expectations fall into three document types:
This structure helps both the HOA board and residents understand where authority originates and how to confirm whether a rule is enforceable.
If new issues arise, such as short-term rentals or solar installations, associations may adopt policies at a regular board meeting, provided they align with existing CC&Rs and state laws. Major restrictions may require a vote of the membership.
Each governing document serves a specific purpose:
If conflicts arise between documents, CC&Rs generally prevail. Knowing which document to reference helps resolve questions quickly.
Colorado HOA rules cover nearly every aspect of community life. While every association is unique, most rules fall into a few familiar categories designed to protect property values and maintain harmony among neighbors.
Other regulated items may include mailbox styles, trash container placement, flags, solar equipment, and storage of RVs or trailers.
Communities with shared amenities, like private roads, pools, or clubhouses, may also have rules addressing access and safety.
Enforcement follows a clear process: notice of violation, opportunity to be heard, and possible fines or legal action. Boards must follow due process under CCIOA, act in good faith, and avoid selective enforcement. These principles are protected under Colorado’s Business Judgment Rule.
Colorado requires HOAs to have a written enforcement policy and apply it consistently. A typical violation process includes written notice, a chance to request a hearing, and fines if a violation is confirmed. Ongoing issues may require additional steps listed in the association’s policy.
Most associations try to resolve violations with straightforward communication. Architectural-related issues often require corrective steps if work was done without approval. Written timelines help keep the process predictable for everyone involved.
Consistent application is essential. If two similar violations are handled differently, claims of selective enforcement may arise, creating risk for the association.
Homeowners have the right to request records, dispute violations, attend hearings, and receive equal treatment under the law. Recent state protections also ensure transparency and fairness in enforcement practices.
If a notice is unclear, homeowners may request the specific rule, photos, or dates involved. This allows owners to respond accurately and avoid misunderstandings.
If you believe a violation notice is in error, start by reviewing the cited rule in the CC&Rs or rules and regulations. Many issues are timing-based (e.g., trash out too early) or can be corrected quickly.
If questions remain, request a board hearing. Hearings allow owners to provide context or documentation. Most matters resolve at this step.
If an issue cannot be resolved, mediation or legal guidance may help determine the next steps. Some governing documents outline optional dispute-resolution processes to keep matters out of court.
Clear documentation and consistent communication are key. Boards should avoid overreach or vague rules, encourage feedback before changes, and use CAI-RMC tools like the 'Board Member Gone Rogue' session to stay informed.
Good governance practices include:
Sharing reminders about common issues, such as seasonal landscaping or holiday décor—can reduce violations and improve understanding.
CAI-RMC offers homeowner workshops, board training, enforcement policy templates, and access to legal guidance. These resources help ensure HOA covenants and HOA regulations are applied fairly and communities remain strong.
HOA rules help maintain order and protect property values—but only when enforced consistently and transparently. CAI-RMC provides the education, resources, and advocacy needed to keep Colorado’s HOA communities fair, lawful, and thriving.
Learn more at a CAI-RMC event and empower yourself to be an informed member of your community.
If a dispute cannot be resolved through standard hearings or communication, homeowners or boards may consider working with their HOA management company or a Colorado HOA attorney to review compliance or explore mediation.
What happens if I ignore an HOA violation notice?
Ignoring a notice can lead to fines and additional enforcement steps. If the issue isn’t addressed, the association may escalate the matter according to its written enforcement policy. It’s best to respond quickly, either to resolve the concern or request a hearing.
Can an HOA enforce rules not in writing?
No. Rules must appear in the governing documents or formally adopted policies to be enforceable. If a notice references something unclear, you can request documentation from the HOA board.
Can the HOA change rules after I move in?
Yes. Rules can be updated through the association’s amendment procedures, but changes must comply with Colorado law. Once adopted and communicated, new rules apply to all owners.
Can the HOA enter my property?
Generally, an HOA cannot enter a home without permission. However, access to exterior areas may be allowed under certain HOA covenants, especially when repairs are needed to maintain shared structures.
What if the HOA board is not following its own rules?
Homeowners may request documentation, attend meetings, or raise concerns directly with the board. If the issue continues, mediation or legal action may be an option.
Can I recover legal fees if I win a dispute?
In some cases, Colorado statutes or governing documents may allow recovery of reasonable attorney fees, but outcomes vary based on circumstances.
When you buy a Colorado home in a community association, you’re likely committing to monthly or quarterly HOA fees (also called HOA dues). For many Colorado homeowners, that line item on the budget raises questions: Where is this money going? Are the dues fair? What do they actually cover?
This guide breaks it down clearly, so you know what to expect from your HOA fees — and how to keep your board accountable for managing them well.
HOA fees are regular payments made by homeowners to maintain and operate shared community spaces and services. In Colorado, these payments fall under the Colorado Common Interest Ownership Act (CCIOA), which sets rules for how associations handle budgets, disclosures, and homeowner access to financial information.
Simply put: HOA dues are how neighbors pool resources to protect property values and keep communities running smoothly.
One of the common misconceptions about associations and HOAs is that they’re all the same. That couldn’t be further from the truth! But while every association is different, most HOA budgets in Colorado include:
These services may seem invisible day to day, but they’re what keep communities safe, appealing, and functional.
Just as important is what your dues don’t cover. Again, all HOAs are different, but fees or assessments typically NOT include:
Understanding this boundary helps avoid confusion — and ensures homeowners know what’s their responsibility versus what’s the HOA’s.
Each HOA follows a budgeting process, usually led by the board with input from the community manager. Key steps include:
In Colorado, associations must present the proposed budget to homeowners, who then have the right to ratify or reject it.
Living in Colorado means your HOA’s budget is shaped by specific state laws and processes that all associations are subject to:
These laws are designed to protect homeowners and ensure boards operate fairly.
If you want to understand whether your HOA dues are being used responsibly, start by requesting a copy of the association’s annual budget and reserve study. These documents outline both short-term operating expenses and long-term funding plans for major repairs or replacements. As you review, make sure the services being provided match what you’re paying for, and look for signs of potential trouble. Frequent special assessments, sudden fee increases, or limited financial transparency from the board may signal that the association’s finances are not being managed as effectively as they should be.
Colorado law holds boards to a fiduciary duty under the Business Judgment Rule. That means they must act in the best interests of the community. Homeowners can help uphold that standard by:
CAI-RMC provides trusted tools to help homeowners, board members, and managers make sense of HOA finances:
HOA fees in Colorado are essential for maintaining a high-quality living environment — but only if they’re managed with transparency and in line with Colorado law. By understanding what dues cover (and what they don’t), you can better evaluate your community’s budget and ensure your investment is protected.
Join CAI-RMC to stay ahead on HOA budgeting best practices and connect with top Colorado HOA professionals.
Join CAI-RMC Today
Do HOA fees cover roofs in Colorado?
It depends on your community. In condo or townhome associations, HOA fees often cover roof maintenance and replacement because the roof is a shared element. In single-family home communities, homeowners are usually responsible for their own roofs. Always check your association’s governing documents to confirm.
Are HOA fees in Colorado tax-deductible?
Generally, HOA fees are not tax-deductible for your primary residence. If you rent out your property, you may be able to deduct dues as a business expense. Always consult a tax professional for guidance specific to your situation.
How much are average HOA fees in Colorado?
HOA fees in Colorado vary widely, typically ranging from $200–$400 per month, depending on location, amenities, and reserve funding. Communities with pools, clubhouses, or extensive landscaping usually have higher dues than those with limited shared services.
Do HOA fees include property insurance?
Most HOA dues include a master insurance policy that covers shared buildings, roofs, and common areas. Homeowners still need their own policy (HO-6 or HO-3) to cover the interior of their unit and personal belongings.
Can an HOA in Colorado raise fees without a vote?
Under CCIOA, boards must present budgets to homeowners for ratification. If a majority of owners do not reject the budget, it’s automatically approved. Special assessments or significant increases also require homeowner notification.
What happens if you don’t pay HOA dues in Colorado?
If you fall behind on dues, the HOA can charge late fees, restrict use of amenities, and place a lien on your property. In severe cases, foreclosure may be possible. Colorado law sets limits on fees and collection practices to protect homeowners.
By Andrew Vera, American Momentum Bank
Cybersecurity threats and internet fraud are on the rise. While it’s the large-scale cyberattacks that make news headlines, in reality, according to Accenture’s 2023 Cost of Cybercrime Study, 43% of cyberattacks are aimed at small businesses.
Homeowners’ personal and financial data are especially vulnerable in today’s high-threat cyber environment. Community association management companies and self-managed associations cannot be too careful when protecting themselves and their homeowners from theft and fraud.
Below are a few potential theft and fraud risks associations and management companies should be aware of, as well as tips for mitigating them.
Foreign Outsourcing
Some management companies are outsourcing accounting services to countries outside of the U.S. in an effort to significantly reduce payroll expenses. These overseas companies and individuals have access to associations’ financial information, including homeowners’ personal data and bank accounts.
Association boards should ask whether their management company is outsourcing work to organizations outside of the U.S. and, if so, ask additional questions to help ensure that their association and homeowners are protected from potential security and fraud risks.
Examples of questions to ask community association management companies outsourcing their accounting services overseas include, “What legal protections roll down to homeowners in the event of fraud or identity theft?”, “What protections are in place for associations if funds disappear?” and “What cyber insurance coverages may be applicable in various theft or fraud circumstances?”.
Data Breaches
Any organization that collects Personally Identifiable Information (PII)—names, social security numbers, driver’s license numbers, addresses, birthdates, etc.—is at risk of a data breach. That includes associations and CAMs that collect this type of information from homeowners.
The costs of a data breach can be steep. Expenses can include, and are not limited to, hiring attorneys, computer security experts and PCI forensic investigators; providing credit monitoring to victims; and fines and penalties issued by regulatory agencies.
Community association management companies and self-managed associations can protect homeowners from a data breach by having a layered cybersecurity program in place that includes monitoring, detecting and preventing data breaches.
Spear-phishing
When criminals send someone a fraudulent email that appears to be from a trusted sender to induce them to reveal confidential information or perform an action that seems legitimate, this is considered spear-phishing.
For example, a CAM employee or association board member receives an email that appears to be from a colleague. The email asks the recipient for a list of homeowners’ personal information, such as names, account numbers and access codes. Thinking this is a valid request, the recipient sends the requested information, which then results in fraud or theft for the homeowners.
Training CAM employees and association board members on detecting fraudulent emails is critical to protecting homeowners’ PII. Various organizations offer cybersecurity awareness training to help people identify fraudulent emails, prevent potential cybersecurity attacks and protect sensitive information.
Malware/Spyware
Malware is malicious software designed to infiltrate, damage or disrupt computer systems. It can pose a significant threat to associations and homeowners by stealing sensitive data, compromising operations and causing financial losses.
One type of malware is spyware, which is unwanted software that infiltrates a computer and allows the criminal to secretly monitor and collect user data. CAMs and associations are at risk of cybercriminals using spyware to collect information that will allow them to access PII and bank accounts.
Again, training employees and association board members on how to detect fraudulent emails and potentially malicious files can offer stronger protection against cyberattacks. Remember, spyware and spear-phishing attempts are only successful if an unsuspecting employee or board member follows through on the cybercriminal’s request.
In addition, it is vital to have a solid IT security infrastructure and processes in place – including IT detection software, content filtering and web blocking – to help block fraudulent emails and malicious files or sites.
Additional Ways to Protect Against Cybercriminals
CAMs and self-managed associations can also help protect themselves and their homeowners against cybersecurity risks by:
By Aaron Zigler, Zenith Property Services
One of the biggest challenges I see when working with communities is helping boards and homeowners’ picture how an exterior project will look once it’s completed. Paint chips, siding samples, or roofing swatches can only go so far, and often leave people feeling uncertain. That uncertainty can slow down decisions or even stall much-needed improvements.
That’s why we use Hover. With just a few photos taken from a smartphone, Hover creates an accurate 3D model of a building. I can then sit down with a board or group of homeowners and show them renderings of their actual property with different design options applied. Suddenly, it’s not just about choosing from a catalog—it’s about seeing their own community in a fresh light.
For example, if a community is considering new siding, we can instantly try out different color schemes, trim styles, or material combinations. If it’s a roofing project, I can show how various shingle styles and tones would look from multiple angles. This makes the decision-making process far more collaborative and confident, since everyone can visualize the same outcome.
The benefits go beyond design, too. Hover provides accurate measurements for siding, roofing, and trim, which helps contractors prepare precise estimates. That accuracy reduces waste, keeps budgets on track, and streamlines the entire project. We can also provide a great value to recurring clients and communities by storing the reports for access to help create RFPs in the future on most kinds of jobs.
In the end, using Hover allows me to guide boards and homeowners through projects with clarity and confidence. Instead of imagining what a change might look like, they get to see it—and that makes all the difference when bringing community improvements to life.
About the Author: My name is Aaron Zigler, and I work with Zenith Property Services. We aim to be a value to our clients and their communities by providing stellar exterior services and guiding them through difficult projects. We love to help and always enjoy lending a hand to anyone in need.
By Oshadhi Herman, CondoVoter
Annual General Meetings (AGMs) are the cornerstone of HOA governance — where owners elect leaders, approve budgets, and make important decisions that shape the community’s future.
Yet for many Colorado communities, the real challenge isn’t what’s on the agenda. It’s getting enough owners to participate to meet quorum.
When quorum isn’t reached, the consequences are immediate: votes are delayed, projects stall, and board seats may remain vacant. This can leave the community at a standstill, making it harder to plan or take action on pressing needs.
One approach gaining momentum in Colorado is electronic voting (e-voting), which allows owners to vote remotely while still complying with the Colorado Common Interest Ownership Act (CCIOA).
Why E-Voting Works for Colorado HOAs
Under CCIOA, associations can hold votes electronically if they:
If your governing documents don’t yet allow e-voting, boards can work with legal counsel to adopt compliant rules or amend bylaws.
In short: with the right process in place, e-voting is legal, secure, and recognized in Colorado.
How E-Voting Works in Practice
For most owners, e-voting feels as straightforward as online banking:
For those without internet access, telephone voting is an option. Owners use a toll-free number and a secure code to vote from any phone, similar to telephone banking.
Addressing the Participation Problem
Many communities struggle with low turnout due to work schedules, travel, mobility issues, or a lack of interest in attending in-person meetings. E-voting removes many of these barriers.
The impact can be significant. Some communities report reaching quorum days before their meeting, and participation rates can rise by 30–50% in the first year.
E-voting can also reduce operational costs by eliminating printing, postage, and manual ballot counting. While savings vary, a mid-sized HOA can save hundreds of dollars per vote cycle.
Getting Started with E-Voting in Colorado
Common Questions About E-Voting in Colorado
Is e-voting legal? Yes — as long as notice timeframes, verification, and record-keeping requirements under CCIOA are met.
How secure is it? Votes are encrypted, linked to unique credentials, and independently verifiable — all without revealing voter identities.
What about residents who aren’t tech-savvy? Telephone voting allows ballots to be cast from any landline or mobile phone without internet access.
Beyond Quorum: Building a Culture of Participation
While e-voting can help meet quorum, its benefits extend further. Communities that adopt it often see greater engagement in surveys, committees, and other initiatives. By making participation more accessible, owners feel their input matters — which can foster trust and collaboration over time.
The Takeaway
E-voting is not a shortcut; it’s a practical tool that addresses longstanding challenges in HOA governance. For Colorado communities, it offers a legally compliant, secure, and convenient way to involve more owners in decision-making.
By reducing logistical barriers and improving access, communities can move from struggling to meet quorum to making timely, inclusive decisions that benefit everyone.
About the Author Oshadhi Herman is the Growth and Engagement Lead at CondoVoter, helping communities across North America adopt electronic voting. With over eight years of experience in customer engagement, Oshadhi is passionate about breaking down barriers to participation.
By Rebecca Zazueta, PCAM, Windsor Gardens Association
Thinking back to the first time I used a virtual meeting platform to attend an HOA meeting makes me laugh. It was called video chatting at the time. My family vacation was making it impossible for me to attend the most important board meeting of the year. I needed a solution that would allow me to attend the meeting virtually from our vacation spot. Does anyone remember Skype from the early 2000s? Yes, Skype was the solution. My family played in the swimming pool that afternoon while I worked and joined the board meeting by Skype. The internet connection was slow, the video was grainy, the audio wasn’t great, and my face was probably just a tiny spec on a laptop in the meeting room, but the board knew I was there on the other side of the computer screen. Present and accounted for!
Today, the internet connection is fast and available almost anywhere you travel, the audio and video are mostly great, and you can conveniently join a meeting from your cell phone while on the go. This makes it way too easy to always be available to attend board meetings.
Take a Break, Don’t Take the Meetings with You
Years after my first experience with virtual meetings, I’ve come to realize that every board meeting can feel like the most important meeting of the year, and it is okay to miss one occasionally. Vacations serve specific purposes. Spending precious time with your family is usually at the top of the list, but it is equally important to get away from work to rest and rejuvenate the weary brain of a dedicated and hard-working HOA manager.
Pitfall: I have never met an HOA manager who does not have a full meeting schedule every month. We live and breathe by our meeting schedule, and there are few breaks between meetings. We blink, and another month has gone by, and it is time to do it all over again. It is a constant high-intensity merry-go-round. If we don’t get off, we get dizzy and just keep spinning faster and faster until we drop. No one performs well when they are spinning and ready to drop. This is why it is so important to take a break.
Best Practice: Let the board know you are going on vacation and won’t be attending meetings virtually. It is unbelievably freeing when you are honest about needing a break, and you may be surprised at the support you receive from board members. Many are or were business professionals too, and they understand the importance of taking a break. If the meeting schedule cannot be changed, or a co-worker can’t step in to help you, you still need to take a break.
Once you get off the merry-go-round, stay the course. Get away from your calendar and hide your phone to avoid the temptation of joining virtual meetings. (I know you want to listen in, just in case something comes up.) Even if something goes wrong at the meeting, you will recover; it will be a mere memory the following month.
When you return to work, you will have a clear and rested HOA manager brain and be able to move mountains again!
Don’t Forget the Importance of Face-to-Face Communication
During the 2000s, my portfolio included mountain communities. Skype was occasionally used by out-of-state board members, but they typically preferred to schedule meetings during their ski trips, summer vacations, and long holiday weekends when they were in town. I was not thrilled about Friday evening or Saturday morning meetings, especially over holiday weekends. This was less than an ideal schedule for me as a manager, and it usually added several hours to my already crazy work week. I recommended conference calls and Skype meetings as often as possible to avoid making a weekend trip up to the mountains to participate in HOA meetings. Ultimately, we landed on a hybrid approach that accommodated everyone, quarterly in-person meetings (a couple of communities went to twice a year), and all other meetings were virtual or by conference call.
Pitfalls: Although there are numerous advantages to having virtual communication, such as convenience and accessibility, which are critical for HOAs, there are some drawbacks. Virtual interactions are less personal, and relationships between the manager and board members cannot be as fully developed as those in face-to-face interactions. You don’t get the benefit of engaging each other eyeball to eyeball, which is important for creating and maintaining connection and trust. And as we all know, without connection and trust, the chances of successfully managing community associations decrease substantially.
Best Practices: Building credibility and trust with the board is boosted with eye contact, physical presence and personal warmth and authenticity in face-to-face exchanges, which virtual meetings often lack. Being in the same physical space allows for shared moments that deepen relationships—like laughter, gestures, or even silence.
According to Copilot AI, in-person meetings have cognitive and emotional advantages, like:
Additionally, there are benefits to real-time responsiveness, like:
Discuss with your board the benefits of virtual meetings and the importance of meeting in person. To be an effective team, volunteer board members and managers must commit to dedicating time in their busy schedules to conduct association business, virtually or in person. Work on finding some middle ground and being creative to make it work. Accommodating our volunteer board members who can only participate virtually is a reality, but we also need effective communication to do our best work. If virtual meetings are preferred, be sure to also schedule intentional in-person meeting times.
Rebecca Zazueta, PCAM has been in the HOA industry for 30 years. She is the General Manager of the Windsor Gardens Association in Denver, the largest condominium association in Colorado. Windsor Gardens is a 60-year-old amenities-based community for residents 55 and older, and Rebecca’s home away from home.
By Arianne Gronowski
Since the COVID-19 pandemic, the world has changed the way meetings are held and conducted and virtual meetings have become the norm. The majority of meetings we attend in the community association industry in any given week are virtual meetings, held on numerous different platforms, such as Zoom, Teams, Webex, etc.
As we have become more accustomed to and fully comfortable with virtual meetings, it is important to keep in mind there are still certain legal requirements for board meetings that must be followed. Outlined below are what we consider the most significant to remember – the best practices.
The first legal hurdle is knowing whether the board can hold a virtual meeting. Though we have been doing so since the pandemic, it is important to note that the Colorado Revised Nonprofit Corporation Act contains language authorizing board meetings to be held in a manner other than in person, as follows:
Unless otherwise provided in the bylaws, the board of directors may permit any director to participate in a regular or special meeting by, or conduct the meeting through the use of, any means of communication by which all directors participating may hear each other during the meeting. See C.R.S §7-128-201.
Thus, because the requirement is that all directors can hear each other at the same time, a virtual board meeting meets the legal standard.
Once a board decides to hold its meetings virtually, notice must be properly sent and the link to the meeting must be available to all owners, as all board meetings are required to be open to owners or their designated representative. We recommend the association post the meeting date and virtual link in the community in addition to on the association’s website, if it has one, to ensure owners have the information they need to attend, should they so choose.
Once the meeting begins, the board or manager should confirm and announce verbally whether a quorum of the board is present, whether by attendance at the meeting or by proxy. Without confirmation of quorum, board decisions may be subject to challenge, and announcing it verbally ensures all owners in attendance are aware of same.
If there are board decisions on the meeting agenda, the board is obligated to allow owner questions prior to any vote. Oftentimes, owners will ask questions outside the topic of the action being voted on, so we recommend keeping owners on task and limiting the questions to the specific action being voted on, as this question period is not the same thing as open owner forum.
When the board is ready to take a vote at a virtual meeting, a visual confirmation, such as a head shake or nod or a raised hand, in addition to a verbal confirmation, is recommended to ensure the vote is clear to all those in attendance in the event anyone has technical difficulties or can only see or hear the meeting.
If the board allows for, or the association’s governing documents require, an owner forum, the board should ensure all owners have an opportunity to speak. When owner forum occurs at virtual meetings, it is easy to allow the discussion to morph into a complaint session or a debate between owners. Keep in mind you are holding a board meeting, and in order to avoid this pitfall we suggest having a timer and holding each owner to that allotted amount of time. This avoids the exhausting and unnecessary three-hour virtual board meeting and enables the board to complete the necessary business for the association.
Executives sessions in a virtual setting present a possible, unique problem because only the board should attend the session, and, when it comes to virtual platforms, there always exists the possibility that a board member may have another person (or owner) in the room with them for the virtual meeting. As a result, there is no true guarantee the executive session is attended only by the board.
If there are concerns about this being an issue, we recommend holding executive sessions in person to ensure proper protocol is followed, as opposed to holding it virtually either before or after the open portion of the Board meeting.
A final recommendation for virtual board meetings to consider is a situation where there is expected contention amongst the Board or there are problematic or extremely vocal owners. If that is the case, we highly recommend having legal counsel attend the meeting, as doing so often keeps the meeting on track. Legal counsel can assist with running the meeting, time the owners for open forum, and/or moderate the meeting in general to keep it on task.
Arianne Gronowski was raised in Littleton, Colorado since age 3. She attended undergrad in Boulder at the University of Colorado, obtaining a bachelor’s in political science with a history minor. She earned her JD at the University of Denver Sturm College of Law, and ventured into the world of collections law after graduation. She has many years of experience in litigation, mediation, negotiation, and appellate work, and, as a result, came to us to enjoy the transactional side of law. Arianne has a horse she rides every day and enjoys showing in the jumper ring throughout the year.
By Damien M. Bielli, VF Law
Home ownership is the pinnacle of the American Dream. Many work long and hard to achieve the goal of owning a place they call home. A home is also typically one of the largest investments a family makes. The gravity of home ownership brings a very personal and emotional experience. It can also lead to disagreements and inappropriate behavior directed towards neighbors, Board Members, Managers, or Members of a Homeowners Association.
HOAs face unique challenges when interacting with members. While HOAs provide a critical and necessary function to members, not all owners are receptive to the association’s responsibilities under the governing documents. Debate and disagreement are healthy attributes of the HOA system. Processes and procedures are in place to help create checks and balances between the members and the HOA's Board of Directors. However, sometimes a disagreement is taken so far as to constitute “bullying.”
Merriam-Webster defines “bullying” as the abuse and mistreatment of someone vulnerable by someone stronger or more powerful.
“Cyberbullying” is the electronic posting of mean-spirited messages about a person, often done anonymously.
Modern technology allows individuals to communicate vulgar and offensive material electronically to an individual, a group of individuals, or the general public while often remaining anonymous. Since the person writing these disparaging remarks may not be personally engaged with the target of the insults, the disparaging person can lack a sense of sympathy or compassion for the damage their words are inflicting.
Far too often, “keyboard warriors” are lobbing insults and cruel remarks towards individuals they have never met. Often, those posting the remarks may feel aggrieved over their lack of control of a situation. This is often true in the context of HOAs and the role the association has with its members, including enforcement, collection of assessments, and adoption of rules and regulations.
To combat this behavior, HOAs can take several actions. Preemptive actions by an HOA can reduce this type of behavior before it ever begins. First, the HOA can ensure that every member is aware of the role of the Association, the rules and regulations, and expected behavior and communication protocols. The Association should consider adopting a Civility Pledge. The Community Association Institute (also known as CAI) has made a Civility Pledge publicly available, which can be adopted by an HOA. A Civility Pledge is “A commitment to fostering a climate of open discussion and debate, mutual respect, and tolerance between all who live in, work in, and visit our community”.
The HOA can also adopt a resolution identifying additional, more specific behaviors that are deemed unacceptable within the Community.
These, together with the adoption of reasonable and fair rules and regulations and conduct at meetings policies, should be circulated to the membership on occasion as a reminder to members of the behavioral expectations of living in a community. Members must feel that they have a voice within the community and in the association. Providing procedures that allow members to use their voice responsibly is a way to preempt someone who believes they have no alternative but to be a bully. Open and transparent communications from the HOA’s Board of Directors, managers, and members alike also fosters a sense of trust and confidence, which will help dispel any false claims or rumors that could lead to upset owners, a distrust of the Board of Directors, and a diminishing of the fair market value of the homes in the community.
Unfortunately, sometimes cyberbullying cannot be prevented. When an HOA Board receives or is the subject of a mean-spirited or derogatory message, the Board must seek advice from trusted partners on the level of an appropriate response, if any. Sometimes, the actions by owners do not require a response, which could escalate and worsen the situation. Sometimes not responding can quell the fire and the negativity could disappear on its own. However, that may not be the case in many of these situations. A forceful but appropriate response may be necessary to curb inappropriate behavior. This response should initially be respectful and reasonable, defining the behavior that is unacceptable and attempting to ascertain the source of the owner’s frustration. Many times, the member just wants to be heard or feel that the Board is listening and understanding his concerns. Providing the owner an opportunity to voice their concerns can relieve some of the tension. In fact, it could help turn the person into an ally for the Board, especially if a Board member takes the time to speak with and help educate the person in a positive manner.
While the Board may be frustrated, hurt, or angry over being the subject of cyberbullying, it is important that the Board members not only understand the public nature of their role for the HOA but also remain calm and clear-headed when addressing these issues. They must focus on de-escalating the situation rather than possibly fueling the fire by following the often-instinctive response of firing back an equally insulting reply.
If the behavior goes too far, seek legal counsel. There are many other available options which can help prevent, limit, or stop this type of behavior. Once legal counsel is involved, they can direct the Board to the most appropriate action for the situation. Lastly, it is important that any communication that is perceived as a threat of physical harm be reported to the police immediately.
Damien M. Bielli is a Partner at VF Law. He may be reached at damien.bielli@vf-law.com.
By Kyle Wlodarczyk, Hammersmith / RealManage
New HOA board members can often feel overwhelmed by governing documents, processes, and expectations. In 2025, there are streamlined, tech-forward onboarding options that makes volunteer directors effective quickly and reduces friction for managers.
The Problems We See
Solutions That Work
1. Centralize via an HOA-focused board portal
Choose a tool like FrontSteps (CO-friendly, affordable per-unit pricing), TownSq, or Condo Control. These platforms centralize board packets, retain minutes, support e-voting, store policies, and even track ACC requests. They often come with mobile apps and audit trails, great for Colorado compliance on meetings and records.
Use a team password manager like Bitwarden or 1Password Teams. Create a shared vault where access to credentials (e.g., bank login, portal admin) is controlled and easily revoked when someone leaves. Enable MFA to stop 99.9% of account hacks.
Outcome: Reduced risk, centralized control, and no more “who has the password?” drama.
3. Train in bite-sized steps
Forget 3-hour orientations, create 3-minute micro-videos using Loom (free screen recorder) on “Reading the HOA financial statement,” “Submitting an ACC request,” and “Using Tasks in the portal.” Host them in your portal’s Training section. Pair that with a simple 30/60/90-day checklist: access setup by Day 30, finance briefing in Month 2, leading a minor agenda item by Month 3.
Outcome: Directors ramp up quickly, feel more confident, and require fewer one-on-one hand-holding.
Replace email threads with portal tasks or tools like Trello. For example: card “Landscaping RFP due” assigned with a due date. Directors can comment and mark complete. That eliminated 75% of follow-up emails in one committee.
Outcome: Transparent accountability, less email clutter, and clear action-item ownership.
Roll changes out via an 8-step change management plan:
This approach avoids resistance and builds lasting adoption.
Use the portal to post agendas (open-meeting requirement), time-stamp minutes, and archive executive session notes. Keep required Responsible Governance Policies (e.g., Collections, Meetings, Records) easily accessible. Ensure your tools protect sensitive data (SOC 2 or encrypted systems) and make document retrieval quick when owners request records.
In one Colorado HOA, adopting a portal and task system reduced board packet prep from 5 to 2 hours per meeting. ACC request turnaround was halved, and board meeting times dropped by 25%. New directors reported feeling confident to contribute by Month 2, instead of feeling lost for half their term.
Modernizing board operations isn’t tech for tech’s sake, it’s about empowering volunteers, protecting the association, and making governance smoother for all. With a board portal, a password manager, micro-training, structured onboarding, and a thoughtful change plan, you set directors, and your community, up for success in 2025 and beyond.
Kyle Wlodarczyk, is a Community Association Manager for Hammersmith / RealManage in Central Colorado. He joined this amazing industry about 5 years ago and absolutely loves the clients he gets to serve, vendors he gets to work with, and he has an amazing national team right by his side.
