Moving Communities Forward
Official Publication of Advance HOA Management, exclusively for board members
Board Newsletter | Issue 11
Published June 2026
Building Community
Taking Steps to Foster a Sense of Community
As a volunteer board member, you likely find yourself faced with addressing negative topics…enforcement, collection actions, neighbor-to-neighbor issues. Rarely do you have the opportunity to focus on implementing ways to foster a sense of community. Taking steps to foster a sense of community enhances the overall living experience for residents. Below are best practices for building community.
Establish a Neighborhood Welcoming Committee
First impressions matter, and a warm welcome can set the tone for a positive community experience. Consider creating a Welcoming Committee dedicated to greeting new residents, providing essential information about the community, and offering a helping hand as they settle in their new home. This small gesture goes a long way toward making newcomers feel valued and integrated into the neighborhood.
Host Community Events
Organize recurring activities that give neighbors an excuse to connect, such as outdoor movie nights, seasonal block parties, and Saturday morning coffee meet-ups. For communities with amenities such as pools, clubhouses, and other common areas, take advantage of these facilities and organize events that allow residents to gather and interact.
​
Maintain Shared Spaces
Keep community parks, playgrounds, and recreational facilities pristine to encourage residents to spend time outdoors and socialize.
​
Encourage Volunteerism
Involve residents in community beautification projects or interest-based committees to build a shared sense of pride and ownership.
​
Prioritize Transparency
Transparency is key to building trust within the community. Keep residents informed about the HOA's financial status, upcoming projects, and decision-making processes by emailing regular updates. Hosting open forums and Q&A sessions allows residents to gain insights into the workings of the community and fosters collaboration.
​
Ask for Resident Input on Major Projects
Empower residents by involving them in some of the decision-making processes, especially when it comes to significant projects or changes within the community. Conduct surveys or town hall meetings to get feedback on proposed initiatives. Allowing residents to voice their concerns and preferences helps ensure that major decisions align with what members want and creates a sense of ownership and shared responsibility.
Actively Listen to Feedback
Listening is a crucial aspect of community building. Establish a way for owners to provide feedback, where residents can express their opinions, concerns, and ideas. Addressing feedback demonstrates a commitment to continuous improvement and shows residents that their voices are heard and their opinions are valued.
​
In conclusion, building a strong sense of community will create a vibrant and connected community that residents are proud to call home.
​​​​
Records Requests
What You Should Know
In Colorado, HOA record requests are governed primarily by the Colorado Common Interest Ownership Act (CCIOA), specifically C.R.S. § 38-33.3-317. As a management company, we have been experiencing a higher volume of records requests being made of associations in the last couple of years. As part of our internal protocol, all records requests are to be shared with the Board of Directors, and if requests are lengthy and/or confusing, they will be forwarded to the association’s legal counsel for assistance. Associations are required to have a Records Inspection Policy in place. This policy is extremely helpful in administering requests. Below are some key elements we believe will help you understand better what is required when presented with records requests.
What Records Must Be Made Available? Owners generally have the right to inspect and copy association records, including:
-
Financial records (receipts and expenditures)
-
Board and membership meeting minutes
-
Records of board actions taken without a meeting
-
Reserve studies (if one exists)
-
Current contracts and contracts from the preceding two years
-
Architectural review decisions
-
Election records (ballots, proxies, etc. for one year)
-
Resolutions and policies
-
Written communications sent to all owners during the previous three years
-
Annual disclosure documents and reports
Can the Association Require a Written Request? Yes. The association may require the owner to submit a written request describing the records sought with "reasonable particularity" and may require the request to be submitted at least 10 days before inspection or production.
Does the Owner Have to State a Reason? No. Colorado law specifically states that an association may not condition the production of records on the owner stating a proper purpose.
What Records Can Be Withheld? Associations may withhold:
-
Attorney-client privileged communications
-
Attorney work product
-
Executive session records
-
Contracts and bids that are currently under negotiation
-
Architectural drawings and plans (under certain circumstances)
-
Information that would violate privacy laws
-
Records relating to other owners' units
-
Personnel, salary, and medical records
What Personal Information Must Be Redacted? Associations are required to protect:
-
Social Security numbers
-
Driver's license numbers
-
Bank account information
-
Email addresses (unless consent has been given)
-
Telephone numbers (unless consent has been given)
-
Other personal identifying information
Can the HOA Charge for Copies? Yes. The association may charge a reasonable fee that reflects the actual cost of production, copying, mailing, and necessary processing. The fee cannot exceed the estimated cost of producing the records.
How Long Does the HOA Have to Respond? This is where we must be careful. If an owner submits a written request by certified mail and pays any required fees, the association generally has 30 calendar days from the written request to allow inspection or provide the records. Failure to comply can result in statutory penalties.
What Are the Penalties for Noncompliance? If the association improperly refuses access, Colorado law provides for:
-
$50 per day penalties
-
Beginning on the 11th business day after receipt of the request
-
Up to $500, or actual damages if greater
Reserve Studies
Planning Today to Protect Your Community Tomorrow
One of the most important responsibilities of any community association board is protecting the long-term financial health of the community. While day-to-day operations often demand immediate attention, boards must also plan for the major repairs and replacements that will inevitably occur over time. This is where reserve studies and reserve funding play a critical role.
What Is a Reserve Study?
A reserve study is a long-term planning tool that identifies the common-area components the association is responsible for maintaining, estimates their remaining useful life, projects future replacement costs, and recommends an appropriate funding strategy.
Common reserve components may include:
-
Roofs
-
Asphalt roads and parking lots
-
Clubhouses and recreational facilities
-
Fencing and gates
-
Exterior building components
-
Pool equipment
-
Irrigation systems
-
Retaining walls
A reserve study helps boards answer a fundamental question: Will the association have sufficient funds available when these major assets need repair or replacement?
Why Reserve Funding Matters
When reserve accounts are underfunded, communities often face difficult choices. Boards may be forced to postpone necessary repairs, borrow funds, or levy special assessments on homeowners. These situations can create financial hardship for residents and lead to frustration within the community.
Adequately funded reserves provide several benefits:
-
Reduced likelihood of special assessments
-
More predictable annual budgeting
-
Protection of property values
-
Better maintenance of community assets
-
Greater financial stability for the association
Reserve funding allows communities to pay for future expenses gradually and fairly, rather than requiring homeowners to absorb large unexpected costs.
The Impact of Inflation
In recent years, inflation has significantly increased the cost of construction materials, labor, and capital improvement projects. A roof replacement or asphalt project that was estimated at $200,000 just a few years ago may now cost substantially more.
This makes regular reserve study updates more important than ever. Boards should review reserve funding levels annually and update reserve studies periodically to ensure projections reflect current market conditions.
Reserve Studies Are Strategic Planning Tools
Some boards view reserve studies as a compliance requirement or a document that sits on a shelf until the next update. In reality, reserve studies should serve as a roadmap for long-term decision-making.
By reviewing reserve projections each year, boards can:
-
Plan major projects years in advance
-
Evaluate funding needs proactively
-
Prioritize capital improvements
-
Communicate future expenses to homeowners
-
Make informed budget decisions
Communities that consistently use their reserve studies as planning tools are generally better positioned to address future challenges without financial surprises.
A Board's Legacy
Board members are temporary stewards of a community's assets. The decisions made today will impact homeowners for years to come. Maintaining strong reserves is one of the most important ways boards can leave a positive legacy for future residents and leaders.
A well-funded reserve account demonstrates fiscal responsibility, protects property values, and helps ensure that the community remains a desirable place to live for generations to come.
​
The Art of Running an Effective Board Meeting
From Agenda to Action: Making Every Meeting Count
For many communities, board meetings are where the most important decisions affecting the community are made. Effective meetings help boards make informed decisions, use volunteer time wisely, and build trust with homeowners. Unfortunately, meetings that lack structure or focus can leave board members frustrated and important issues unresolved. The good news is that effective board meetings do not require more time—they require better planning.
Start with a Clear Agenda
A well-prepared agenda is the foundation of every successful meeting. Board members should receive the agenda and supporting materials in advance, allowing them time to review information before discussions begin.
An organized agenda helps the board:
-
Stay focused on key issues
-
Manage meeting time effectively
-
Reduce unnecessary discussion
-
Ensure important items are addressed
Whenever possible, routine reports and informational items should be distributed before the meeting so valuable meeting time can be spent making decisions rather than reviewing information.
Focus on Decisions, Not Discussions
One common challenge facing boards is allowing conversations to drift without a clear purpose. While discussion is important, meetings should ultimately be about reaching decisions that move the community forward. Before discussing an agenda item, ask:
-
What decision needs to be made?
-
What information is needed to make that decision?
-
What action will result from the discussion?
When discussions become repetitive or stray from the topic, the chair can respectfully redirect the conversation toward the decision at hand.
Respect Everyone's Time
Board members, homeowners, managers, and business partners all invest time to participate in meetings. Starting and ending on time demonstrates professionalism and respect. Simple practices that improve meeting efficiency include:
-
Limiting discussions to agenda items
-
Avoiding repeated conversations
-
Assigning action items clearly
-
Deferring non-urgent issues to future meetings when appropriate
-
A focused 90-minute meeting is often more productive than a three-hour meeting with no clear outcomes.
Stay Strategic
Many boards become consumed with operational details and homeowner complaints. While these issues require attention, board meetings should also focus on the long-term health of the community.
Effective boards regularly discuss:
-
Reserve funding
-
Capital improvement projects
-
Financial performance
-
Risk management
-
Community goals and priorities
Encourage Respectful Participation
Strong boards understand that disagreement is a natural part of good decision-making. Different perspectives often lead to better outcomes. Board members should:
-
Listen actively
-
Respect differing viewpoints
-
Focus on issues rather than personalities
-
Support board decisions once votes are taken
A culture of professionalism helps boards build trust and work more effectively together.
Leave with Clear Action Items
Every meeting should end with a clear understanding of who is responsible for next steps and when those tasks should be completed. Questions to ask before adjournment include:
-
What decisions were made?
-
What actions are required?
-
Who is responsible?
-
When should progress be reported?
Moving the Community Forward
Board meetings are more than administrative requirements—they are opportunities to shape the future of the community. When meetings are organized, focused, and strategic, boards can spend less time managing problems and more time creating solutions. The result is stronger leadership, better decision-making, and healthier communities for everyone who calls them home.
Board Tip
At your next meeting, identify one agenda item that can be moved from discussion to decision-making. Small improvements in meeting effectiveness often lead to significant improvements in board performance over time.
​