Agenda Builder

Keep in mind the following items when building your Board Meeting agenda:

• Location, date and time: who can be there, how will participants gain access?
• What time restrictions do you want: 3 minutes to discuss the agenda, 5 minutes per topic?
• Resident Forum: If residents attend, it is best to have them discuss their issues at the beginning of each meeting.
• Old and New Business: what action is on the table and what decisions are needed?
• Information: No action is needed, but updates are provided.
• Executive Session: This allows you to discuss legal, financial and contract issues privately.

External Options for Enforcing Rules

1. Health Department
2. Zoning Department
3. Police Department
4. Fire Department
5. Housing Authority
6. Animal Shelter

Internal Options for Enforcing Rules

1. Suspension of owner’s voting rights
2. Suspension of the use of recreational facilities and common areas
3. Fines
4. Eviction
5. "Self Help" meaning the community takes its own action. Talk to your legal counsel first.

Architectural Guidelines

Community associations frequently develop architectural guidelines that address:

Fencing
Location of improvements upon lots
Decks and patios
Exterior materials
Exterior lighting
Color of exterior surfaces
Landscaping
Outdoor equipment, such as play sets
Doors
Roof protrusions, such as skylights
Window treatments

Rules Communities Develop

Community associations frequently develop rules that address:

Pets
Noise
Children
Garbage and trash
Parking
Use of common areas and facilities
Solicitation
Renting and leasing of units
Maintenance of units

Benefits of Incorporation

There are a number of benefits to incorporating a community association. Incorporation:

• May help to limit the liability of individual owners for acts of the community association
  
• Entitles the community association to the rights granted to all corporations under state law—this could be useful in areas such as obtaining financing, obtaining insurance, or bringing suit against another party
  
• May make it easier to deal with other parties, such as utility companies or vendors

Hierarchy of Authority

For operating a community association, the general hierarchy of authority among governing documents consists of:

• Recorded map, plat, or plan (to show the precise location of units, lots, and/or common area)
  
• Declaration, CC&Rs, master deed, proprietary lease, or occupancy agreement (Note that the master deed, proprietary lease, and occupancy agreement apply only to cooperatives.)
  
• Articles of incorporation (if incorporated)
  
• Bylaws
  
• Board resolutions

Air Conditioner Filters

The importance of air conditioner filers cannot be overlooked. In addition to improving the air quality of the home, it also allows the air conditioner to work at the best level and use energy efficiently. The dirtier the coils are, the harder the system has to work. Frequent or scheduled cleaning or replacement of filters is vital to the continual performance of the equipment.

Schedule visual inspections and maintenance for all units. This will save you future costs for repairs and replacement of machines that die an early death.

Hydro-Jetting or High Pressure Water Cleaner

It is the quickest, simplest and most effective drain cleaning method that depends on the type of blockage. The cleaner will fire a continuous jet of water to blast away the deposits and blockages out of the pipe.

What is in a Resale Package?

The resale package (both certificate for resale and association disclosure packet) must contain the following information:

• The name of the association and the name and address of its registered agent in Virginia, if the association is incorporated.
  
• Information pertaining to expenditure of funds which requires an assessment in addition to the regular assessment during the current or next fiscal year.
  
• The amount of assessments and other mandatory charges imposed by the association for the property being purchased, and the status of the seller’s account.
  
• Information regarding any other entity of facility to which the owner may be liable for fees or other charges once he or she purchases the lot.
  
• Association financial information, including the current budget, most recent financial statement, and status of reserve funds.
  
• A description of pending suits or unpaid judgments of a material nature.
  
• Insurance information, both association and individual owner coverage requirements.
  
• Information concerning compliance by the seller with the governing documents, including copies of any notices provided to the seller.
  
• A copy of the current governing documents, and any rules and regulations or architectural guidelines adoptee by the association. Failure to receive copies of these documents does not relieve the purchaser of the obligation to comply with their provisions.
  
• Certification that the association has registered with the Virginia Real Estate Board.

Do I need a license to be a condominium or homeowner association manager in Virginia?

No, Virginia does not require a license to be a manager. It is, however, a good idea to get as much relevant education about the industry as possible, including some certifications available through trade associations.