By Shannon Torgerson, Goodwin & Company

How do you chart your course? For me, an annual calendar serves as a roadmap of tasks that need to happen each week, month and year. It helps in tracking deadlines and knowing when something is supposed to happen (hello, pool opening!), while providing the Board with insight into my activities as their manager. 

Including specific dates for proposals, landscape items and meetings not only helps the Board and I stay organized and focused on community goals, but also provides a framework for accountability and evaluation.  The accountability and evaluation process helps us assess progress, identify successful strategies, and recognize areas that need improvement.  It further assists in better communication, enhanced collaboration and problem solving.  

The Annual Calendar is the broad picture and helps dictate the day to day. If you know your insurance is going to renew in 60 days, you can put a note on the calendar “start insurance renewal discussions” at 2 months before the renewal. At 1 month before the renewal, you may but a note “confirm receipt of renewal proposal,” for example. 

Items to include on the calendar can be: 

• Contract start and end dates.

• Board meeting dates.

• Annual/Budget meeting dates.

• Budget due dates.

• Holiday/community event dates.

• Irrigation start-up, contractual irrigation checks, irrigation winterization edging, fall clean up and flower installation dates.

• Helpful resident information broadcast dates. 

• Owner notification dates (i.e., Annual Meeting notices, billing statements), etc.

January	Board Meeting  Confirm monthly reserve transfer with RBC for current year Send annual disclosure Follow up on Reserve Study Update approved in late 2022 ARC Committee Appointments (even ended years)
February	Board Meeting  Request bids for insurance policy renewal April 1 Prior year end financial info to CPA
March	Board Meeting  Follow up on Audit & Tax Returns (if needed) Send Community Reminder – Dryer Vent Cleaning Schedule Gutter /Underground Drainage Cleaning for May
April	Board Meeting Workers comp policy renewal E-Blast Insurance Notice & Memo Follow up on gutter guard project and status of gutter cleanliness.
May	Board Meeting  Confirm irrigation system activated Request Church Ditch Mowing Email Spring Notice (reminder of rules and regs property) Follow up on Audit/Taxes
June	Board Meeting  Power Wash Stucco (if needed) Schedule Storm Water Inspection Schedule Backflow Testing (irrigation)
July	Board Meeting  Conifer Treatments Send Community Reminder – Window Well Cover Cleaning
August	Board Meeting  Request landscape and snow removal contracts for 2024 Request tree pruning and tree health contracts 2024 Draft 2024 Budget
September	Board Meeting Garage Door maintenance broadcast email
October	Board meeting  Finalize 2024 HOA budget Prepare annual & budget ratification meeting notice Send Community Reminder – Fireplace Vent Cleaning Community picnic Verify electrical reimbursement amounts with Xcel Mail annual & budget ratification meeting notice
November	Board Meeting Broadcast Email – concrete care (no ice melt) Annual & Budget Ratifications Meeting Confirm owner HOA fees for 2024
December	Election of officers for new Board Update bank signature cards with new board members Confirm parking billing for 2024 Prepare 2024 Planning Calendar for Board Payment for prior year electrical use for 6  units

I provide the Annual Calendar to the Board each month as part of their monthly Board packet and update it as needed. 

Shannon Torgerson is the Director of Metro Districts at Goodwin & Company. She has been building community and advising Managers, Boards and Residents for 22 years.

By Rebecca Ruiz, Highlands Ranch Community Association 

At the Highlands Ranch Community Association (HRCA), our mission and vision serve as the guiding principles behind everything we do. HRCA was honored to have been named CAI-RMC’s Association of the Year to have HRCA’s General Manager, Mike Bailey, appointed Community Manager Excellence in Service in 2024. With over 30,000 residential homes and 1,500 commercial properties, HRCA stands as a model of community-building, bringing people together with a shared sense of purpose and identity. Our mission is more than just words—it’s a clear reflection of our commitment to enhancing property values while providing an unparalleled quality of life for all residents.

A community mission and vision statement are not merely statements of intention—they are vital roadmaps that define who we are, what we strive for, and how we operate. At HRCA, these statements provide focus, clarity, and a shared sense of responsibility among residents, staff, and volunteers.

Why a Mission Statement Matters

A mission statement offers a concise explanation of why an organization exists and what it aims to achieve. For HRCA, our mission is to create and maintain an exceptional living environment for our residents. This means going beyond basic property management to foster a community where everyone can thrive. Whether we’re maintaining our four state-of-the-art recreation centers, enforcing architectural standards, or offering hundreds of fitness classes, everything we do ties back to this core mission.

It’s essential for residents to know and understand this mission because it establishes common goals and expectations. When we all share the same priorities—enhancing property values and promoting community well-being—we can make collective decisions that benefit everyone. This creates a sense of unity and belonging, which is critical for the long-term success of any community.

The Role of a Vision Statement

While a mission statement addresses the present, a vision statement looks to the future. It answers the question: What do we want to become? HRCA’s vision is to continue to build a thriving, engaged, and vibrant community that enriches the lives of all who live and visit here. This vision shapes the decisions we make about everything from recreational programming to the management of the 8,400-acre Backcountry Wilderness Area. It’s the foundation for our cultural, educational, and environmental initiatives, which not only benefit current residents but also ensures that Highlands Ranch remains a desirable place to live for generations to come.

A Unifying Purpose

Having a clear mission and vision gives every resident a sense of purpose and direction. These guiding principles ensure that the services we offer—whether they be fitness programs, educational opportunities, or cultural events—are aligned with the values that make Highlands Ranch a unique and thriving community. When everyone understands and embraces these guiding principles, we create a stronger, more connected community.

In the end, a mission and vision statement are more than just strategic tools—they are the heart of what makes a community like Highlands Ranch not just a place to live, but a place to call home. Together, we’re building something special, and by staying true to our mission and vision, we will continue to grow, thrive, and enrich the lives of all who live here.

Everything we do at HRCA aligns with our mission to create a community that thrives—socially, physically, and culturally. Whether you’re a long-time resident or new to Highlands Ranch, HRCA is here to ensure that you have access to the very best this community has to offer. Together, we’re building not just homes, but a place where people come together, form connections and create lasting memories.

Rebecca Ruiz, a third-generation Denver native, brings extensive expertise in media relations, corporate and marketing communications, and social media to the Highlands Ranch Community Association (HRCA). She has worked with nationally recognized brands in sports, entertainment, indoor and outdoor recreation, and recreation safety. As the Acting Director of Marketing and Communications for HRCA, Rebecca is a key member of the leadership team. She enjoys the passion of the HRCA community, the camaraderie of her co-workers, and the opportunity to creatively tell the story of the association’s resources and impact.

By Derek Brase, EmpireWorks

Fire safety is a critical aspect of homeownership, especially in regions prone to wildfires like Colorado. By selecting fire-resistant m  aterials and implementing specific construction techniques, you can significantly increase your home's resilience to fire. Ongoing maintenance and fire hazard awareness are critical to protecting your community from fire hazards. In this article, we’ll explore key strategies and materials that can help you strengthen your home against fire risks.

Key Fire-Hardened Materials and Techniques:

Exterior:

• Metal Siding: Steel or aluminum siding is non-combustible and offers excellent fire protection.

• Fiber Cement Siding: This material is composed of cement, sand, and cellulose fibers, making it highly fire-resistant.

• Stucco: A traditional choice, stucco is fire-resistant and can be applied in various styles.

• Brick or Stone Veneer: These materials provide excellent fire protection and a classic look.

• Metal Roofing: Metal roofs, such as those made of steel or aluminum, are non-combustible and highly durable.

• Clay or Concrete Tiles: These materials are fire-resistant and can withstand high temperatures.

• Class A Asphalt Shingles: While not entirely non-combustible, Class A shingles are highly fire-resistant and meet strict fire safety standards.

• Interior fire walls: These walls, typically made of drywall, can help contain fires within a specific area, preventing them from spreading to other parts of the house.

• Fire Separation Walls (ASWs): These walls are required between townhome units and must be properly installed to offer the required fire rating.  The continuity and detailed integration of these assemblies is important to ensure the intended fire rating is achieved.

• Proper installation: Ensure that all electrical wiring is installed according to local building codes and standards.

• Fire-resistant wiring: Certain types of wiring, such as CMX cable, are specifically designed to withstand high temperatures and reduce the risk of electrical fires.

• Compartmentalization: Dividing the attic into smaller compartments can help limit the spread of fire.

• Ventilation: Adequate ventilation can help reduce heat buildup and the risk of fire.

• Insulation: Use fire-resistant insulation materials to further protect your attic.

• Regular maintenance: Regularly inspect your home for potential fire hazards, such as faulty wiring, damaged chimneys, and clogged gutters.

• Fire extinguishers: Keep fire extinguishers readily available and ensure that everyone in your household knows how to use them.

• Smoke detectors: Install smoke detectors on every level of your home and test them regularly.

• Emergency plan: Develop a family emergency plan and practice it regularly.

Roofing:

Fire Walls:

Wiring:

Open Attics:

Additional Fire Safety Tips:

While fire-hardening your home can significantly reduce the risk of fire damage, it's important to combine these measures with other fire safety precautions. It is everyone’s responsibility to protect our communities from fire hazards.  While wildfires and building material malfunctions do contribute to house fires, the most common causes are cooking and appliances. By working together to implement these strategies, we can create a safer environment for ourselves and future generations.

--

Derek is a proficient and experienced construction professional who has served as Vice President of EmpireWorks since 2015. EmpireWorks Reconstruction is a full-service General Contractor specializing in complex exterior HOA projects.

Karla Strader, Associa 

Homeowners choose to move into a homeowners’ association for a multitude of reasons.  Whether it be maintenance, amenities, social gatherings, or even cost of living.  Whatever the reason may be, everyone wants to feel welcomed when they come home.  Having a great community feel helps bring new buyers into the community from word of mouth.  When homeowners feel a good sense of building community, they attend board meetings just to listen, are very positive, and happy to learn about things going on in the community.  

A few things that have been successful for me in building community over the years are:

• Establishing an annual calendar of events.  Make sure you have at least one event per month.  Remember that not everyone celebrates the same holidays, so don’t do a Christmas Party unless you know for sure everyone celebrates Christmas.  Call it a Holiday Party instead!  

• Determine your budget for each event.  Track your spending for each event so that you know what needs to be adjusted in the budget for next year.  

• Develop a Social Committee.  Seek volunteers from within your community.  Draft a committee charter to outline the roles and responsibilities of that committee.  

• Create a social event checklist.  This way you won’t forget all of the items you need to do for each event.

• Obtain Special Event Insurance.  Did you know the insurance policy does not cover special events that are sponsored by your community?  You must obtain a special event insurance policy for each event (typically under $200).  

• Remember to take pictures during the event, and post them online so residents can view them, and mention how well the event did in your next monthly resident update.  

• Chalk Walk.  Provide the chalk and let residents know they should complete the chalk art on this date and time, then walk the community and look at everyone’s chalk art.  You can even have a contest where you post pictures online and have people vote.  

• Movie Night.  Hire a professional that will come with a large screen and speakers.  Provide refreshments such as water and popcorn.  

• Total Destruction.  Provide a paper shredding truck, dumpsters and electronic disposal for residents to use.

• National Night Out is the second Tuesday in August every year!

Some fun ideas for community events are:

About the Author: Karla Strader has been in Community Management for over 17 years.  In her many years of experience Karla has managed condominiums, townhomes, single family homes, master and sub associations over 1,000 homes, mixed-use commercial and residential as well as supervised up to 10 employees at one time.  In her current role she is overseeing a team of Community Association Managers for a company she has been with for over 12 years.  Karla has obtained her CMCA, AMS and PCAM Certifications.  She enjoys assisting associations by offering suggestions on how to improve the community.  Karla has also been nominated for several Vision Awards through CAI and serves on the Rocky Mountain Chapter Board of Directors as Secretary.  She also enjoys photography, website design and has a passion for training and education especially when it comes to financials and budgets.

By Leslie Ashford, RealManage

When setting goals for the community, it’s helpful to evaluate three aspects: Current Conditions, Budget and Engagement. Turning a crisis or a wishlist into a good goal requires these three important steps. Whether starting with a single goal, or evaluating several goals, follow the steps to create a goal and action plan that is more likely to succeed. 

Current Conditions

Evaluate the current conditions around the goal for the community. The repair, replacement or improvement of physical assets may be among the goals a community is considering. An audit of the current condition will set the foundation for a good goal. Understanding the history and useful life of a physical asset can shape the timeline for achieving the goal. Whether the goal is to maintain, repair, or replace a physical asset, the goal is only achievable once the current conditions are established. A Reserve Study completed by a professional reserves analyst can help establish the current condition of existing assets. 

Goal setting may also be related to the environment within the community, including the grounds, amenities and shared spaces.  An evaluation of the current conditions might include an audit of what shared spaces exist and whether they are still appropriate for the community. An audit of current conditions might also include owner feedback, economic factors, and how a community functions. Goals related to how members of the community interact and whether changes or improvements can be achieved rely on a good evaluation of the current conditions. An informal survey of community members may help establish the current conditions.  Other data to establish the current conditions may be amenity usage data, housing prices or current technology.  

Once the current conditions are established, to further develop a good goal, it needs a budget.

Budget

Evaluate the existing financial position of the community, the budget for the coming year, and the long-range possibilities for funding a goal.  A good goal requires a funding plan created to match the milestones for the goal. Research the costs associated with a goal and implement a budget tied to the goal. Once the funding surrounding a goal is known, it can be inserted into the larger community budget. When there are significant budget constraints, you should look at many funding possibilities including one time special assessments, fundraisers, loans or financing plans. Just be sure the priority and severity of the goal is matched to the type of funding, interest payments or risk.

Remember, not all goals are costly endeavors.  A goal related to the environment in the community may be to repurpose existing amenity spaces, start a new community event or create an online chat group.  Even when the investment may be small, it is still important to have a funding plan in place. 

Engagement

An achievable goal is one that the community agrees is good or important. Engagement in the process of goal setting by members of the community can predetermine whether a goal can be achieved.  Board members, owners, vendor partners and Community Association Managers are all important contributors to achieving community goals. Involve community members in the selection of goals for the community. Share ideas for funding the goal. Most importantly, campaign within the community for the goal.  

Recruit others to join in the achievement of the goal. Contributions as simple as spreading the word will help a community achieve its goal.  Similarly, community members with expertise can shape the path to a goal. Often more human resources can decrease the budget and increase the chances of success.  Engage as many advocates as possible to be goal cheerleaders.

When the current conditions are defined, a funding plan is in place, and engagement is high, a good goal has every chance of being reached.  

Tips: 

-Don’t let past experiences or patterns of behavior stop goal setting before it starts. Most communities have a past project that didn’t get funded or a past goal that never came to fruition. Some communities report less participation.  If goal setting seems like a losing proposition, don’t give up. Set a goal that honestly evaluates the current conditions. Create a budget and funding plan. Engage community members in varied ways, including spreading the word. Get that goal accomplished!

-If goal setting still seems overwhelming, separate a goal into short-term (next 12-24 months) and long-term (3-10 years) sections. Breaking a larger goal into a series of smaller goals can increase the chances of success. Success can build momentum. 

Whether a community begins with short-term or long-term goals, start with current conditions, create a budget, engage resources, and achieve.

About the Author: Leslie Ashford has been a member of CAI-RMC for eight years and holds her CMCA and AMS Designations. She lives and works in Northern Colorado, managing Common Interest Communities across the Front Range, Boulder West, and I-25 corridor. Her love of Colorado is steeped in the diversity of clients and communities across her region.  RealManage provides professional Community Association Management across the State and across the Nation.

By Matt Egan, RowCal

Big changes are underway at Arvada Gardens, a community in Colorado that is undergoing a major transformation!  This multimillion-dollar renovation project has been in the works since RowCal took on the management of the property in the spring of 2022.  With a focus on addressing significant structural issues and enhancing the overall appeal of the community, we’re excited to share the details of this ambitious project.

Addressing Challenges Head-On

When we first began working with the Arvada Gardens Board of Directors, the community faced substantial challenges, particularly concerning water infiltration and rot damage that had compromised entry staircases and decks. Residents were understandably concerned, and the situation required immediate attention. 

In October 2022, a special assessment meeting was held where homeowners had the opportunity to vote for a major exterior overhaul, setting the stage for the significant changes to come.  The comprehensive renovation plan, estimated at $4.5 million, includes crucial updates such as new front and rear decks, modern entry staircases made from durable steel with concrete steps, and refreshed siding. The scope of work not only focuses on aesthetics but also prioritizes the safety and longevity of the community’s structures.

A Collaborative Approach

Collaboration has been at the heart of the project. RowCal worked closely with the Arvada Gardens Board, the contractor ASR, and local city officials to create a detailed plan for the renovation. 

One of the key factors in this partnership has been effective communication. We understood that keeping residents informed and involved was vital to the success of the project.  Regular updates and open channels for feedback have helped maintain transparency and foster a sense of community ownership throughout the process.

The groundbreaking ceremony, held in the fall of 2023, marked a significant milestone in this journey. Since then, the project has made remarkable progress, with new entry stairs and decking taking shape.   With construction teams diligently working on-site, residents have been able to see the transformation unfold before their eyes.

Embracing Modern Design

The design choices made for this renovation reflect a commitment to modern aesthetics and functionality.  The new decks will feature contemporary materials, including composite decking that promises durability and low maintenance. Additionally, the installation of powder-coated aluminum railings and steel stringers not only enhances safety but also adds a sleek, modern touch to the community’s look.

As we near the completion of the project, we are excited to report that there have been minimal challenges along the way, aside from typical construction hurdles.  Our team has remained focused and dedicated, ensuring that the work progresses efficiently. As we put the finishing touches on the final buildings, we look forward to seeing the enhanced property values and revitalized spirit of the Arvada Gardens community.

Looking Ahead

With an estimated completion date by the end of 2024, residents can anticipate enjoying their newly renovated spaces in no time. 

This project is not just about physical improvements though. It’s about creating a safer, more inviting community that residents can take pride in.  The enhancements made at Arvada Gardens represent a significant step toward a brighter future, where homeowners can feel confident in the safety and beauty of their homes.

About the Author: Matt Egan has been in the HOA industry for over 15 years in the Colorado market.  For ten of those years, Matt owned and operated his own management company primarily serving low-rise and mid-rise condominium communities.  Matt has been part of the RowCal team for over 3 years.  When he isn’t helping RowCal clients, he is usually doing something hockey related, either driving his daughter or watching her play, or standing between the pipes in a late night beer league game.  Learn more about RowCal at www.rowcal.com or https://www.linkedin.com/company/rowcal/.

By Bryan Farley, Association Reserves 

In the community association world, there are many acronyms to remember: HOA, PUD, CAI, RS, etc…

One acronym you should be aware of when planning for 2025 is CLAC. CLAC is the Colorado Legislative Action Committee. This committee includes a diverse group of industry professionals who volunteer their time to monitor legislation, educate lawmakers, and protect the interests of those living and working in community associations.  

CLAC comprises homeowner leaders, community managers, and representatives from community association business partners who volunteer their time to work with legislators and lobbyists to protect the interests of community members. 

How can you stay involved with upcoming legislation that may impact you?

There are a few ways to stay on top of any upcoming legislative bills that may impact your community:

1. Legislative Bill Tracker Policy Map: CAI's (Community Association Institute) Government and Public Affairs team closely monitors legislation and public policy impacting the community association housing model issues on behalf of community members. The public policy map is a dynamic resource and updated daily with new bills and bill status updates. CAI encourages you to bookmark this URL and check your state's legislative update daily. The bill tracker policy an be accessed on the CAI website, under the Advocacy tab - (https://www.caionline.org/Advocacy/Resources/Pages/Legislative-Tracking.aspx)

 

1. Grassroot Efforts: CAI sends alerts to mobilize advocates on important legislative policy issues. When these alerts are acted upon, it will help lawmakers make good decisions on legislation impacting their represented communities. For example, in 2021, more than 17,000 advocates took action and emailed or called their legislators. CAI was able to impact over 16 pieces of legislation-supported community associations. In 2020, more than 24,800 CAI advocates sent over 116,500 emails to their respective state and federal legislators. To sign up for these alerts and make an impact for the betterment of your community, sign up on the CAI website, under the Advocacy tab - (https://www.caionline.org/Advocacy/TakeAction/Pages/VoterVoice.aspx)

1. General Community Association Information: There are a few resources available that can keep you informed on upcoming national and state legislative issues:
   1. Voter Voice Action Center - (https://www.votervoice.net/CAI/home) - This database allows you to sign up for alerts and to be an advocate who can be mobilized to make an impact. This page also hosts petitions, surveys, and current campaigns that are currently being taken. 
   2. Advocacy Blog - (https://advocacy.caionline.org/) This page will allow you to subscribe to articles and updates regarding legislative updates and the impacts legislation could have on your community. 

By Jeff Butler, Repipe Specialists

Does your property still rely on old copper, galvanized, or even defective polybutylene drinking water pipes from decades past? It’s time to replace outdated drinking water pipes with a modern, reliable plumbing system designed for the future.

Modernizing Pipes for Colorado’s Extreme Weather

As Colorado’s weather becomes increasingly unpredictable, the impact on aging buildings, particularly those with plumbing systems over 30 years old, is a growing concern for homeowners, board members, and property managers. Extreme weather conditions and outdated materials in Colorado, like copper, galvanized, and polybutylene pipes, pose significant risks that can only be mitigated through proactive measures like repiping.

Colorado’s climate is known for its dramatic swings—from scorching summers to harsh winters. These temperature fluctuations can wreak havoc on plumbing systems, especially in older buildings. With approximately 50% of Colorado’s housing stock, including condominiums and multi-family properties, built before 1980 (U.S. Census Bureau, 2021), many are likely to have outdated plumbing systems.Pipes expand and contract with changing temperatures, leading to wear and tear that can result in leaks, bursts, and costly repairs.

Winter is particularly problematic. When temperatures drop, the water inside pipes can freeze and expand, causing pipes to crack or burst. Older pipes, which may already be compromised by decades of use, are especially susceptible to this kind of damage. For properties with aging plumbing, these issues are not just inconvenient but can lead to severe water damage and expensive repairs.

 

Polybutylene Pipes Are So 30 Years Ago

Polybutylene pipes are made from a plastic resin called polybutylene, which is flexible and resistant to freezing temperatures. The pipes are typically gray in color and are often found in the water distribution system within the walls, ceilings, and floors of homes.

Polybutylene pipes were once a popular choice for buildings constructed between the 1970s, 1980s, and mid-1990s due to their affordability and ease of installation. If your property was built or repiped during this period, it's possible that polybutylene pipes were used.

These pipes have proven to be highly unreliable, particularly in the presence of chlorine and other chemicals in municipal water supplies. Over time, polybutylene pipes become brittle and prone to cracking, leading to leaks and water damage. The pipes were ultimately discontinued in 1996, but unfortunately, many buildings across the US are still experiencing frequent leaks and ongoing maintenance costs due to the presence of polybutylene.

For buildings over 30 years old, the risk of polybutylene pipe failure is high. The material degrades significantly over time, especially in Colorado’s variable climate, making it a ticking time bomb in many properties. Furthermore, many insurance companies either refuse to cover properties with polybutylene pipes or charge higher premiums due to the high likelihood of failure.

Future-Proof Your Community: The Advantages of Upgrading to Modern Plumbing

Repiping involves replacing outdated plumbing with modern, durable materials that can withstand the challenges posed by both time and the environment. For those managing aging properties in Colorado, the combination of extreme weather and outdated plumbing materials like polybutylene presents significant challenges. Repiping offers a proactive solution that addresses these risks, future-proofing your property while protecting both its safety and value.

Modern materials like PEX and copper are better suited to handle Colorado’s extreme temperatures and resist corrosion. PEX is flexible, reducing the risk of freezing and bursting, while copper offers long-lasting durability. Upgrading to these materials can help avoid costly repairs, lower insurance premiums, and enhance your community’s appeal to current and prospective residents.

Leave Copper, Galvanized, and Poly Pipes in the Past

If your property’s plumbing system is approaching or over 30 years old, and you're still unsure if you have polybutylene pipes, it's important to contact a repipe specialist to assess your piping system and discuss the benefits of repiping. By taking action, you can ensure that your property is equipped to handle Colorado’s unpredictable climate and avoid the headaches of plumbing failures down the road.

Jeff Butler founded Repipe Specialists in 1991, and has been working to constantly improve and refine the Repipe Specialists One Stop Repipe Process™ since. Repipe Specialists specializes in repiping occupied multi-family buildings and communities with minimal impact to residents and working closely with onsite property management to ensure a smooth project. 

By Max Gajdel, STAN AI 

Artificial Intelligence (AI) is quickly becoming an essential tool across industries globally, including in community association management. However, despite its growing presence, there remains a gap between the awareness of AI and its actual usage. As of 2024, over 58% of U.S. adults are aware of AI technologies like ChatGPT, but only 23% have used them, according to surveys from Pew Research Center and Mailbutler​ (Pew Research Center, Mailbutler).

This gap was further highlighted at the CAI 2023 CEO-MC retreat last September, where only 10% of the over 200 management company executives in attendance reported having ever used AI tools in their work. This discrepancy signals the need for more effective AI adoption, especially within the community management space.

Importantly, this also creates missed opportunities for efficiency and effectiveness within the industry. Bridging this gap is not just about understanding AI’s existence but also recognizing its potential to transform daily operations, and it is crucial for AI to be fully integrated and leveraged in community association management, where it can help create more connected communities.

1. Communication with Homeowners:

1. Meeting Minutes:

1. Emergency Preparedness Tool:

1. Sales Assistant:

1. Writing Assistant:

1. Owner Portal Assistance:

1. Online Reviews and Reputation Management:

1. Voice Assistants and Live Virtual Avatars:

1. Budgeting:

1. Workflow Automation:

AI’s most effective application today comes in the form of automating communication with homeowners and residents, ranging from managing daily inquiries to scheduling bookings and work orders. This not only reduces the workload on community association managers (CAMs), but also improves response times and resident satisfaction.

Board meetings are another important point of discussion. A community or HOA’s governing documents often dictate that board meetings consist of two parts—open sessions and executive sessions. Homeowners in most states have a legal right to attend open sessions, but most boards make the mistake of not inviting them, making board meeting minutes a vital necessity.

However, transcribing and summarizing board meetings is traditionally a time-consuming and error-prone process. AI can now transcribe discussions in real-time and create accurate summaries that can be quickly distributed to all relevant parties. This automation not only saves time but also ensures that records are accurate and readily available.

In times of emergencies, such as during the recent Hurricane Beryl, AI becomes a crucial asset in maintaining clear and effective communication. Custom-built AI assistants can automate the sending of alerts, coordinate evacuation efforts, and provide residents with real-time updates, ensuring their safety through these unforeseen events. Moreover, AI can be set up to handle emergency-specific tasks, such as building tailored AI assistants connected to weather monitoring sites, providing residents with critical information and guidance when it is needed most.

AI can even act as a sales assistant for community management companies, and become a tool that can sell prospective board members on choosing you, and directly help generate more management contracts. AI can custom-build an experience that can align your company’s services to the needs of a board member who might be on the lookout for new management.

In this instance, AI analyzes the behavior of website visitors in real-time, determining their likely intent based on their interactions with the site. It can guide them through a personalized journey—whether it’s directing a homeowner to a portal for accessing important documents, or showcasing available services to board members. It can then ask relevant questions to gather information, qualify the lead, and even schedule a follow-up meeting or call with a human representative.

With the content that community managers often have to generate on a weekly basis, AI can also serve as an invaluable writing assistant, especially when it comes to generating personalized communications tailored to specific needs. By being trained on a community’s governing documents, AI can create customized community notices, draft responses to homeowner emails, and craft outbound text blasts for specific situations.

Whether it's a reminder about upcoming board meetings, emergency alerts, or general announcements, AI can always ensure that the tone, language, and content are consistent with the community’s standards and legal requirements.

AI can also enhance the owner portal experience by offering a personalized web chat feature for homeowners that provides real-time assistance. Even when owners face difficulties logging in, they can still access answers to community-specific questions directly through the portal. This AI-driven chat support ensures that owners receive the help they need without the hassle of navigating through login issues, making the portal more user-friendly and accessible.

By streamlining communication within the portal, AI helps to resolve common queries quickly and efficiently, improving overall user satisfaction.

Within the community management space, managing online reputation is paramount to driving growth. From handling Google reviews to responding appropriately to comments on social media pages, a community management company’s online footprint can heavily influence an HOA’s decision to pick it as their next management firm.

AI can play a crucial role in this by automating many aspects of media and public relations management. For instance, AI can monitor reviews and online chatter in real-time, flagging negative comments for immediate attention and even automatically posting responses that align with the company’s brand voice. Additionally, AI can also assist in drafting press communication, ensuring that it is consistent and aligned with ongoing marketing strategies.

Looking forward, the potential of AI in CAM is even more exciting. AI has now evolved to directly interact with homeowners through voice assistants and live virtual avatars. These AI-driven interfaces offer a more personalized and engaging form of communication, making interactions with residents more human, while offering round-the-clock 24x7 support. Such advancements could radically transform the homeowner experience, making AI an integral part of daily life in community management.

What’s more, AI has the potential to revolutionize the budgeting process in association management. By analyzing historical financial data, predicting future expenses, and generating detailed reports, AI can assist in creating more accurate budgets. This automation saves significant time and improves the precision of financial planning, particularly during budgeting seasons.

Additionally, AI can automate the creation of any workflow for community managers, customized by property or even down to a specific homeowner automation..  

For example, you could automate communication for delinquencies to reduce AR across your associations. Using workflow automations, you could simply describe your problem and desired outcome to an AI assistant and it automatically creates a workflow connecting your management software and other apps you use to complete the tasks. Imagine in this case, you directed an AI assistant to pull a list of delinquent accounts every month, put it into a spreadsheet and send out a collections email that includes the ACH form and bank link to encourage payments. The assistant could follow up persistently tracking if the owner made payment and if not, generate a report for your attorney or board highlighting difficult accounts for further action. This could all happen automatically without you lifting a finger!

The future of AI in community management will likely see even more sophisticated and beneficial implementations going forward. The current gap between AI awareness and usage is significant, but it is one that community association managers can bridge easily by embracing the technology. The capabilities of AI extend far beyond what many might realize, offering tools that can enhance efficiency, reduce workloads, and improve the quality of services provided to communities.

By exploring and integrating AI into their operations now, CAMs can take full advantage of its current capabilities and prepare for even greater advancements in the future.

Max Gajdel is the Co-Founder of STAN AI, the largest AI assistant for community association management companies in North America. As former community managers, Max and STAN Co-founder Bogdan Raic founded STAN AI in 2018 and have over 20 years of association management expertise.

By Corey T. Zurbuch, Brownstein Hyatt Farber and Schreck, LLP 

On May 22, 2024, Governor Jared Polis signed House Bill 24-1334 into law, which became effective on August 7, 2024. The bill, sponsored by a broad coalition of representatives and senators reflecting bipartisan support, was introduced to increase the availability of broadband internet service to multiunit buildings (condominiums and apartments) and mobile home parks. It is aimed at enhancing access to high-speed internet services by streamlining the process for broadband providers to install necessary infrastructure in these types of residential properties. While the law focuses on increasing the rights of tenants in multiunit apartment buildings, it also applies to the tenants of condominium unit owners and affords them the same rights to access broadband internet as tenants in an apartment building.

Highlights of the New Law Codified as C.R.S. 29-27-501 through 503 Include:

1. Provider Access: Broadband providers are permitted to install infrastructure in multiunit buildings if they receive a valid request for service from a tenant. Providers must give property owners 60 days' notice before accessing the property. (C.R.S. §29-27-502(1)(a)(I)). This right of access to multiunit buildings extends to requests for broadband service made by a tenant in a condominium unit (as defined in C.R.S. §38-33-103). (C.R.S. §29-27-502(2)(a)(II)) Accordingly, subject to several limitations described below, if a tenant requests the installation of broadband internet access equipment, their landlord cannot unilaterally prevent the broadband provider from installing the equipment;

1. Property Owner Rights: Property owners retain significant control over the installation process, including the ability to impose reasonable conditions to protect the property's safety, security, and aesthetics. (C.R.S. §29-27-502(4)) Owners can also refuse access under certain conditions, such as when the installation would cause significant environmental harm, have a significantly adverse effect on historical or architecturally significant elements of the property, or interfere with existing services. (C.R.S. §29-27-502(5));

1. Compensation: The bill requires that property owners receive just and reasonable compensation for the use of their property. Factors considered in determining compensation include the physical occupation of the property, any long-term damage, and the impact on the property's value. (C.R.S. §29-27-503);

1. Tenant Consent: Providers must obtain consent from tenants before entering their premises to install or repair broadband infrastructure. (C.R.S. §29-27-502(1)(b)(IV)); and

1. Mediation and Dispute Resolution: The bill encourages resolving disputes between property owners and providers through mediation before pursuing legal action. (C.R.S. §29-27-502(5)(i) and 502(7)).

The bill was supported by various broadband providers, technology advocates, and some housing rights groups. Supporters argued that the bill is essential for expanding broadband access in underserved areas, particularly in multiunit residential buildings where internet connectivity is often lacking or inadequate. Opposition came from some property owner associations and environmental groups concerned with the potential loss of property rights. Property owners expressed concerns about potential disruptions and damage to their properties, while environmental groups raised issues about the potential for environmental harm during the installation process.

This legislation was part of a broader effort to bridge the digital divide and ensure that residents in multiunit buildings have reliable access to broadband internet. House Bill 24-1334 was accompanied by three other broadband-related bills. House Bill 24-1336 expanded broadband funding uses to allow greater focus on middle-mile infrastructure, fiber networks, and high-cost areas in Colorado. House Bill 24-1234 continued the High-Cost Support Mechanism (HCSM) operated by the Colorado Public Utilities Commission (PUC), which provides financial aid for affordable and reliable telecommunication and broadband services in rural communities. Finally, House Bill 24-1036 continues the Rural Broadband Equipment Sales and Use Tax Refund, under which broadband providers receive a refund on state sales and use tax for property installed in a target area to provide broadband service.

Despite this flurry of legislative activity, there were no changes to the Colorado Common Interest Ownership Act (“CCIOA”) specifically addressing whether an owners’ association can prohibit the installation of broadband internet. For now, at least, CCIOA remains silent on this issue.

Corey T. Zurbuch practices real estate law, including community association related matters, with Brownstein Hyatt Farber and Schreck, LLP in Denver, Colorado.