Moving Communities Forward
Official Publication of Advance HOA Management, exclusively for board members
Board Newsletter | Issue 10
Published March 2026
Wildfire Mitigation
Reducing Your Community's Risk
Living in Colorado, one of the main attractions to the area is its exquisite natural beauty and quiet, forested setting. With the abundance of trees and native plants, Colorado’s landscape offers a unique environment that must be preserved. However, due to the richness of natural growth in the State, one of the biggest risks we face is wildfire. We can’t prevent all wildfires, but we all share a responsibility to reduce our risk by adapting to those wildfires.
What is wildfire mitigation?
Wildfire mitigation is the implementation of a variety of precautionary measures taken before a wildfire ignites to reduce its severity and negative impacts such as the destruction of homes and buildings. Mitigation can protect a property, so it requires little or no assistance from firefighters, which allows them to focus their efforts on extinguishing the fire.
Are we at risk?
Colorado faces the largest increase in homes and businesses threatened by wildfire of any state in the nation, and the threat of wildfires will only increase exponentially across Colorado in the next 30 years. The most at-risk properties are in El Paso, Douglas, and La Plata counties, but rising temperatures and drought conditions are increasing the risk across the state. Vegetation and fuel sources, possible ignition sources, and topography and weather all impact an area’s vulnerability.
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What can we do?
In an effort to preserve each community’s landscaping, and even individual homes, there are several tips to help mitigate the risk of a fire within the community, and therefore, protect each homeowner’s property. These are steps you can take with your individual property to help with fire reduction. We do urge homeowners to take necessary steps to help with mitigation.
See the below for a brief overview of helpful tips for homeowners and Associations. While the following information is not exhaustive, and strategies and laws vary by region, homeowners and communities can use it as a rough guide.
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Consider having a Risk Reduction Specialist from the local fire district attend a meeting and discuss fire safety with the Board and community.
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Landscaping tips:
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Remove dead leaves and needles from gutters regularly.
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Remove dead leaves and needles from base of exterior walls and from under decking.
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Mow grass and weeds to a height of 4” or less. Create beauty bands surrounding native areas.
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Mow or treat shrubs that re-sprout aggressively every 3-5 years or more depending on growth rates.
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Remove branches that hang over the roof/chimney.
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Thin and prune dead plants and remove ladder fuels beneath trees.
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Avoid creating continuous areas of wood chips on the ground.
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Plants that contain flammable resins, saps and oils are bad choices to have within 30 feet of homes. These “bad” plant species include Gambel oak, juniper, Pfitzer, cedar, arborvitae, Mugo pine, piñon pine, Austrian pine, and bristlecone pine, as well as decorative conifers such as Alberta or Norway spruce. They dry and vaporize quickly, which makes them vulnerable to igniting quickly. They also release significant heat.
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Building tips:
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Place charging devices on a solid nonflammable surface.
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Check for loose outlets. Fires can start inside walls when electrical connections are not solid.
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Replace damaged electrical or extension cords. Pay attention to extension cords that are not designated for use outside.
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Don’t overload outlets and power strips.
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Plug appliances directly into the wall.
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Know how to turn off electricity to your home.
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Never put water on an electrical fire.
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Ensure the roof has Class A fire rating.
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Screen attic, roof, eaves, and foundation vents with 1/8in metal mesh.
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Use tempered glass for windows.
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Homeowner tips:
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Register for the County’s reverse emergency notification systems.
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Have an evacuation plan established. It should identify a location in a different zip code where family members will meet if they are separated when an evacuation is ordered or become separated while evacuating. It also should consider options for children old enough to stay home alone on any other day, but not old enough to drive.
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Have a designated communications plan with someone who will act as the family information officer.
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Inventory your home before an emergency occurs. Work with your individual insurance agent to cover the proper value of the home and contents.
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ADDITIONAL RESOURCES
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Electronic Communication
Tips for professional, efficient, and respectful electronic communication.
In our day and age of electronic communication via e-mail, text messaging, social media and the like, we must remember that these forms of electronic communication create documents, just as if they were written in a paper correspondence and sent to the recipient via postal mail. The informal nature of e-mail and text messaging often results in informal and candid communications that would never be included in paper correspondence.
With that in mind, we all need to be reminded that e-mail, text message or any other electronic communication that refers to association business could be used as evidence for or against the association in the future if subpoenaed.
Therefore, be cautious about what you say in your e-mails and any other electronic documents. Assume that electronic communications are on the letterhead of the association. Assume that the recipient will share or forward your e-mail with another party(s). We have even witnessed emails being copied/pasted into Facebook, without the permission of the originator. Below are a few tips for Board members (and Managers!):
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All Boards are encouraged to obtain an e-mail account that is for board-related business only. This action will provide an isolated location for all HOA-related items and reduce the chances of an entire computer system being subpoenaed for information. This is particularly important for those board members who use e-mail addresses from their place of work.
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Don’t discuss multiple subjects in a single message. If you need to discuss more than one subject, send multiple e-mails. This makes it easy to scan subject lines later to find the message you need.
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Understand the difference between “To” and “CC.” As a rule of thumb, the more people you send an e-mail to, the less likely any single person will respond to it, much less perform any action that you requested. The people you include in the “To” field should be the people you expect to read and respond to the message. The “CC” field should be used sparingly. You should only CC people who have a need to stay in the know. The “BCC” field should be used even more sparingly. People you include in the “BCC” field will not be visible to others.
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Be concise and to the point. Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read. Use proper structure & layout. Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.
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Don’t use e-mail to discuss confidential information. Sending an e-mail is like sending a postcard. If you don't want your e-mail to be displayed on a bulletin board, don't send it. Moreover, never make any libelous, sexist or racially discriminating comments in e-mails, even if they are meant to be a joke.
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Don't send or forward e-mails containing libelous, defamatory, offensive, racist or obscene remarks. The reasons for this should be obvious.
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Don’t overuse Reply to All. Only use Reply to All if you really need your message to be seen by each person who received the original message.
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Don’t use e-mail to criticize others. Don’t use e-mail to criticize a third party. E-mail messages live forever. They are easily forwarded. You can create a firestorm of conflict if you are not careful.
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Don’t overuse the “high priority” flag. “High priority” should be reserved for messages that are truly urgent. If you use it for every message, you will simply be ignored. It’s like the boy who cried “wolf” one too many times.
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We hope these tips prove useful to you as you go about your Board business. Thank you for all you do!
The Annual Calendar
Planning to Make it a Great Year!
An annual calendar is a great resource for both board members and community managers and often gets overlooked. The calendar is included in the management report. Your community manager will update the calendar for the upcoming year, adding all necessary items by month to include dates if applicable. This proactive tool includes strategic planning and maintenance scheduling to form a roadmap for the year. The calendar should be reviewed by the board at every meeting to help keep all accountable for the tasks that need to be completed and to ensure the association is on track with upcoming meetings and maintenance items. This will help prevent last-minute planning.
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The annual calendar facilitates strategic planning by highlighting key dates that board members need to be cognizant of throughout the year for decision making and execution. These may include:
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Board Meetings (set them for the year)
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Insurance Renewal
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Contract Renewals/Expirations
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Financial Deadlines (CD terms, loan repayments, budget discussions)
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Community Events
As part of the Annual Calendar, include the routine maintenance items that are scheduled to take place in the year. This will not only keep the community looking beautiful but may also save money by being proactive rather than reactive. Key maintenance items to items to include are:
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Annual Inspections (roofing, concrete, backflow, boiler, elevator, etc.)
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Exterior Maintenance (painting, power washing, carpentry repairs)
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Landscape (Spring walk, Fall walk, pond maintenance, perimeter fence staining & repairs)
The Annual Calendar is more than just a scheduling tool, it is an asset that promotes effective and proactive governance and will contribute to the overall satisfaction of the community. Make it a great year by working with your fellow board members and community manager in planning out the year!
Reducing Stress One Step at a Time
Practical Strategies for Board Members
Serving on a community association board can be a rewarding experience, but it also comes with challenges. Managing community finances, enforcing governing documents, coordinating with vendors, and addressing homeowner concerns are just a few of the responsibilities that can add stress to board service.
Below are a few practical strategies that can help board members manage stress and maintain balance while serving their communities.
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Coping with Stress
Meaningful change rarely happens overnight. Reducing stress begins with small, consistent steps. Create a plan, remain open to trying different solutions, and focus on gradual improvements.
Simple habits—such as exercising regularly, improving sleep routines, relaxing tense muscles, and limiting negative thought patterns—can have a meaningful impact on overall well-being. With awareness and commitment, small changes throughout the day can lead to increased productivity and reduced stress.
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Slow Down
Many of us move through the day at a fast pace without realizing it. Make a conscious effort to slow down. Walk a little slower, pause before responding in conversations, and focus on listening rather than rushing to speak.
Practicing mindful breathing can also help calm the body and mind. Try inhaling slowly for five seconds, holding for five seconds, and exhaling for five seconds. Even a few minutes of focused breathing can improve clarity and reduce tension.
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Quiet the Mind
Taking time for quiet reflection can be a powerful way to reset during a busy day. A few minutes of silence allows you to step away from daily pressures and regain perspective.
Consider setting aside ten minutes once or twice a day to sit quietly and focus on your breathing. These short breaks can help restore energy, improve focus, and bring a sense of calm.
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Stay Physically Active
Physical health plays a major role in managing stress. Regular activity—whether walking, stretching, running, or strength training—helps reduce muscle tension and improve energy levels.
Start with manageable goals. Even small amounts of exercise can make a difference. Eating balanced meals, drinking enough water, and limiting excess alcohol also support overall wellness.
Taking care of your body benefits both your physical and mental well-being.
Practice Forgiveness
Everyone makes mistakes. Holding onto frustration or resentment can increase stress and make challenges feel heavier than they need to be.
Practicing forgiveness—both toward yourself and others—can help release that burden. Letting go of small frustrations and focusing on solutions instead of blame can lead to healthier relationships and a more positive outlook.
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Maintain an Optimistic Outlook
A positive perspective can make a significant difference in how we experience challenges. Focus on what is working well, celebrate progress, and surround yourself with supportive people.
Optimism encourages constructive thinking and helps build resilience when facing difficult situations. By focusing on solutions and opportunities, board members can approach their responsibilities with greater confidence and balance.
Adapted from “Reduce Stress One Step at a Time” by Tess Marshall, speaker, psychologist, and author of Flying by the Seat of My Soul.