Blog
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.
By Katina Croghan, CMCA, AMS
In today’s fast-paced world, where convenience and connection are key, technology is transforming the way communities interact, engage, and thrive together. Whether you live in a high-rise, a suburban neighborhood, or a master-planned community, innovative tools are making it easier than ever for residents to connect with one another, stay informed, and feel right at home.
The Rise of Digital Communication Platforms
Gone are the days of waiting for a printed newsletter to see what’s happening in the neighborhood. Modern community apps and portals now give residents instant access to event calendars, board meeting updates, and announcements—all from the convenience of a phone or computer.
Benefits for residents:
We use: Trusty powered by NITRO, Constant Contact, and Vantaca Portal.
Smart Access and Security Systems
From keyless entry to license-plate recognition at community gates, technology is making it easier (and safer) for residents and guests to access shared spaces. These systems streamline entry, track usage, and provide real-time alerts.
We use: ButterflyMX, Brivo, and Axis.
Virtual and Hybrid Events
In-person gatherings will always be important, but virtual and hybrid options make it easier for more residents to participate. From livestreamed HOA meetings to online trivia nights, everyone can stay engaged no matter their schedule.
We use: Zoom, Microsoft Teams, and Eventbrite.
Resident Feedback and Service Requests
Technology makes it simple to share feedback, submit service requests, and track progress. Quick response tools ensure issues are addressed faster and more efficiently.
We use: Vantaca Portal and Enumerate.
The Bigger Picture
When used thoughtfully, technology doesn’t just make life easier - it builds stronger, more connected communities. By giving residents quick access to information, more control over their environment, and easier ways to connect, we create neighborhoods where people feel valued, engaged, and proud to belong.
The future of community living isn’t just about bricks and mortar - it’s about building digital bridges that bring neighbors and management closer together.
About the Author Katina Croghan, CMCA, AMS, first got involved in HOA life by serving on her own community’s Social Committee and Board of Directors. She has seen firsthand how technology in HOA management has evolved from a “nice-to-have” to a must-have. Now, as a Large-Scale General Manager with The Management Trust, Katina works with a team that embraces forward-thinking technology to make community life smoother, safer, and more connected.
By Kelly K. McQueeney, Orten Cavanagh Holmes & Hunt, LLC.
It’s DocuSign, it’s an email, it’s a fax, it’s a thumbs up emoji? Maybe….
Colorado law recognizes the use and validity of electronic signatures under the Uniform Electronic Transactions Act (UETA) (C.R.S. § 24-71.3-101 – 24-71.3-121). The result is that electronic signatures have the same legal effect and enforceability as handwritten signatures.
So, what is an electronic signature? For community associations, you may have used electronic signatures for signing contracts, proxies, etc. You may be familiar with software such as DocuSign, which produces a lovely script signature on the document, similar to or better than your handwritten signature. However, electronic signatures are defined more broadly under UETA. An electronic signature means “an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record.” (C.R.S. § 24-71.3-102(8).)
Given the variations permitted for electronic signatures, the UETA requires that the “intent to sign” be clear. UETA does not require parties to use electronic signatures and, in fact, applies when parties agree to use electronic signatures in a transaction. Additionally, electronic signatures are not allowed in all cases, including wills, family court matters, and certain real estate transactions. UETA does not require any specific software or security to authenticate signatures, but it does require certain elements to give legal effect to an electronic signature and the underlying transaction:
One of the risks of electronic signatures is that parties’ intent to sign electronically may not be clear. This will become a question for the Colorado courts if a dispute arises between the parties (e.g., if one party claims there is no valid agreement or contract).
Courts will consider the circumstances of the transactions and whether there is an electronic signature that meets the statutory elements above. Courts may rely on parties’ past conduct and dealings in establishing a party’s intent to sign electronically. For example, if parties have regularly used email or text messaging in the past, the court may find the email signature block and/or text messaging sufficient as an electronic signature and consent to be bound. Unfortunately, when so many businesses now have email and text as their preferred means of communication and negotiation, parties’ intent and consent can get wrapped up in seemingly informal electronic communications. While DocuSign and other similar platforms may be overkill in all circumstances, incorporating more secure e-signature platforms into your practice for major projects, underlying service contracts, and change orders can help delineate parties’ intent and consent and is overall good practice if utilizing electronic signatures.
While electronic signatures have become more popular for vendor contracts, another way electronic signatures may come up for community associations, although less common, is with proxies. The Colorado Revised Nonprofit Corporation Act allows for appointments of a proxy by electronic transmission (e.g., email) if it is done such that it includes written evidence from which it can be determined that the member sent the proxy. (C.R.S., § 7-127-203.) Again, here, the identity and the intent need to be clear for the electronic transaction and the electronic signature to be valid and enforceable. While DocuSign may not be required for proxies, it would be helpful. However, community associations may verify email addresses or find other means to try and verify and authenticate the identity and intent for electronic proxies.
There are many benefits to electronic signatures for community associations. Electronic transactions are more efficient and convenient and can improve participation by both community directors and members. There are several e-signature platforms that offer signature security that provide encryption, verification, and other means to reduce forgery risks. There are also options now for electronic notarizations and acknowledgements, which are recognized by statute. That said, the challenges remain as to authenticating electronic signatures and establishing parties’ intent if disputed. As such, community associations and their contractors may benefit from utilizing recognized e-signature platforms, when possible, for services. For other times, it is recommended to keep track of email or text conversations and make sure your intention and expectations are clear before you hit SEND.
Kelly K. McQueeney is a transactional attorney at Orten Cavanagh Holmes & Hunt, LLC. Kelly has practiced law for over 12 years, but began her career in Colorado's HOA industry as a community association manager, supplying her with additional perspectives when providing counsel to her clients.
By Connor Kelly, ACCU, Inc.
The role of a community manager is as rewarding as it is demanding. Juggling resident concerns, managing vendors, staying on top of board communications, handling compliance issues, and making sure everything runs smoothly requires sharp organization and an even sharper memory. Even the most experienced community managers can only accomplish so much in a day.
That’s where artificial intelligence (AI) steps in—not to replace community managers, but to make their work smoother, faster, and more scalable.
Let’s start by asking the question: What is AI?
AI is software designed to perform tasks that usually require human intelligence—like learning, problem-solving, understanding language, or recognizing patterns. Think of it this way: it's what powers tools such as Siri, Alexa, chatbots, or those 'you might also like' suggestions on Netflix and Amazon. Basically, it helps technology think and make decisions, without needing a human to tell it what to do every single time.
In short: AI is smart software that can think and act like a human—but faster.
Streamlining Communication
One of the most time-consuming parts of community management is communication—answering resident emails, responding to vendor questions, and following up with board members. AI can act as a digital assistant, handling repetitive communications through natural language processing. Some platforms use AI to read incoming emails and auto-draft responses based on previous interactions or standard protocols. That means no more digging through threads to remember what was said last month—AI does it for you.
And let’s not forget chatbots. These digital helpers can respond to residents 24/7 with answers to common questions: “When is trash day?”, “Where can I submit an ARC request?”, or “What’s the status of my maintenance ticket?” This not only reduces the load on managers, but also boosts resident satisfaction with quick replies—even after hours.
Smarter Task Management
AI tools can help prioritize tasks based on urgency, importance, or even sentiment. If a resident writes an angry message about a safety issue, AI can flag it for immediate attention. Most systems are even smart enough to auto-assign tasks to the right department or vendor, reducing manual coordination and minimizing delays.
Plus, when AI is integrated with work order systems, it can predict future maintenance needs by recognizing patterns—like if a certain elevator breaks down every six months, or if landscaping requests spike in April. That means better planning and fewer surprises.
AI delivers true automation with intelligent agents capable of executing complex workflows—such as processing thousands of invoices in minutes, generating annual budgets in seconds, and handling resident inquiries—without human intervention. This significantly improves operational efficiency and scalability.
Budgeting and Financial Insights
Community managers often collaborate with boards on budgeting. AI can assist by analyzing historical spending, identifying cost trends, and even predicting future expenses. Some tools can offer suggestions like: “Based on the past 3 years, you’ll likely spend 12% more on snow removal this winter.” AI can help consolidate accounts receivable, invoice processing, payment reconciliation, and revenue tracking. This streamlines workflows and captures all revenue accurately and efficiently.
Automating financial insights doesn’t just save time—it improves transparency and gives boards more confidence in the numbers being presented.
Human Touch + AI = A Better Experience
AI doesn’t replace the need for empathy, people skills, or deep community knowledge. It can’t build trust with a board member or ease a frustrated homeowner the way an experienced manager can. What it can do is take on the repetitive, time-consuming tasks that often distract from the work that truly matters.
By automating routine processes, flagging priorities, and streamlining communication, AI gives managers the freedom to focus on what they do best: building strong relationships, resolving issues with a personal touch, and making thoughtful, informed decisions. Far from removing the human element, AI enhances it—supporting managers so they can show up where it counts most.
But it’s important to be honest about where AI is today. One of the biggest hurdles faced is that much of AI still operates as a “black box.” We can see the outputs, but not always the reasoning behind them. That lack of transparency slows progress and increases the need for verification—especially when dealing with compliance, resident communication, and financial data. There is a great deal of time spent from the executive level digging into the functionality, ensuring accuracy, and carefully identifying where AI can safely enhance operations—and where human oversight remains essential.
The Future
Community management isn’t one where people are replaced by machines—it’s one where people are empowered by machines. With the help of AI, community managers can work smarter, not harder—delivering better service while avoiding burnout.
So yes, AI can streamline tasks, improve efficiency, and unlock major opportunities. But it also requires thoughtful implementation, rigorous oversight, and a deep understanding of how it actually works. We’re not here to blindly adopt the latest trend—we’re here to challenge it, test it, and refine it until it truly works for management teams and the communities that are served.
As tools continue to evolve, embracing AI won’t just be a bonus—it will be a competitive edge for management companies and communities that want to stay ahead. Those who adapt early will not only improve operational efficiency but also elevate the homeowner experience, retain top talent, and gain an edge in an increasingly service-driven market. The future of community management is a partnership between people and technology—and that future is already here.
Connor Kelly is a dedicated professional at ACCU, Inc. in Denver. His role as 'Integrated Operations' with ACCU focuses on enhancing efficiency by implementing AI-driven tools and processes across the organization. This role streamlines workflows, automates routine tasks, and ensures teams have the technology and support needed to operate at their best. The goal is to seamlessly integrate people and technology to deliver smarter, faster, and more effective results.
By Ashley Douglas
Many HOAs are burdened with aging or underused amenities—such as outdated pools, deteriorating tennis courts, or poorly maintained open spaces. While these can be seen as liabilities, they also present a valuable opportunity to reinvest in the community and enhance both home values and resident engagement. Repurposing these areas into amenities like pickleball courts, playgrounds, or community gardens can attract new buyers and encourage more active participation from current residents.
Before pursuing any enhancement project, it’s critical to first address all life safety issues and risks of structural deterioration. Ensuring that homes and common areas are safe and protected from the elements should always be the top priority.
Next, consult your HOA attorney to review your community’s governing documents and determine what options are available for modifying common areas. Legal guidance will ensure your plans align with association rules and procedures.
The Board should also identify a clear project budget and funding source. If the project requires a special assessment or loan, work closely with management and financial professionals to outline key milestones and deliverables early in the process.
With the groundwork in place, the Board can begin brainstorming ideas and priorities ahead of meeting with a qualified design professional. Consider factors like the community’s demographics, long-term vision, and the types of amenities that would most appeal to future buyers. For example, would a pickleball court pair well with an upgraded grilling area? Or would a serene garden with flowers and benches be a better fit for the neighborhood?
When selecting a design firm, look for one that offers both architectural and engineering services, as both disciplines will be essential for this type of project. While engineers focus on structural integrity, functionality, and safety, architects handle aesthetics, spatial layout, and design. Together, they form a comprehensive team to take your project from concept to completion.
Be sure to vet each firm’s experience with HOA projects and clarify team roles during the selection process. A strong design team will not only help you visualize the project through renderings and material samples but also guide resident feedback and help fine-tune the final plan.
Involving design professionals early is crucial. Most cities will require permits for amenity improvements and will need to review detailed architectural and engineering plans before approval. Your design team can streamline communication with the city, helping to anticipate and meet permitting requirements efficiently.
They’ll also help match your vision with your budget and recommend reputable contractors, ensuring you receive accurate, comparable proposals.
Ultimately, successful HOAs take a proactive approach—maintaining buildings and investing in resident experiences to preserve property values and strengthen community ties.
With 15 years of experience in complex construction project planning and 2 years in engineering business development, Ashley Douglas specializes in leading cross-company teams to deliver projects on time and within budget. Known for strong communication and customer service skills, Ashley thrives in collaborative environments focused on shared goals.
By Jesse Flageolle, Westward Management Group
Ready, Set, Convenience!
Email? Is that a fancy name for a special class of mail you can send at the post office? Okay, so this isn’t the early 2000s anymore, and everyone likely has an email account, or three. Most of us regularly use Amazon, Google, and a plethora of apps that fill our lives with convenience. The cost of all these “free” services? Simply enter one of those email accounts and voila, convenience is yours.
No big deal, I love convenience too, but we all need to be aware most companies sell our email addresses to third parties. In and of itself, this is not necessarily an issue, and we all signed off on it by reading the entire terms of service… right? The problem presents itself with the availability of email addresses to nefarious entities, i.e., hackers, scammers, etc.
The increase of phishing emails, sophisticated scams, and fraudulent communications targeting organizations means we all will eventually come face to face with an email that can cause us harm. The consequences of falling for an email scam can range from financial loss to reputational damage, regulatory fines, and operational disruption. It is more important than ever for managers and boards to adopt pragmatic, actionable strategies to protect inboxes and organizations.
Phishing, Spamming, and Spoofing - Oh My!
Aside from limiting the use of company or board email addresses to business or community-related activities only, the following tips will help you identify potential email scams.
Danger, Will Robinson!
If you suspect an email is malicious:
Oops, I Clicked It Again!
Mistakes happen! Even well-trained individuals can fall for sophisticated attacks. If you click a link or download a file from a problematic email:
Preventative Steps and Helpful Tools
Email attacks are ever-evolving threats that require proactive preventative measures. Use the tools and tactics below to ensure you remain as secure as possible.
To Infinity and Beyond
Protecting the inbox is no longer just an IT issue, it’s a critical responsibility for all. By fostering a vigilant culture, ensuring robust technical defenses, and preparing for inevitable incidents, boards and managers can dramatically reduce the risk of falling victim to email-based attacks. The most effective approach is proactive, practical, and persistent!
Jesse Flageolle serves as Integrator & CIO at Westwind Management Group, an accounting and management company dedicated to helping people live better lives! At Westwind, Jesse focuses on building a high-performing team dedicated to serving communities with excellence.
By Aileen McGinnis, Westward360
With the significant increases in the price of insurance the past few years and costs for vendors and capital projects rising, auditing your Association’s expenses is an imperative action every Community Manager and Board of Directors should take. Regular audits not only tighten budgets but also help protect reserves and reduce the need for special assessments. Here’s a practical approach to auditing for savings, based on strategies I’ve used successfully over the years.
1. Start with Preventive Maintenance
It may seem counterintuitive, but spending money early can save more in the long run. Preventive maintenance—like routine roof inspections or sealing cracks in pavement—can significantly reduce emergency repairs and extend the useful life of major assets. Emergencies are almost always more expensive due to rush fees, lack of multiple bids and damage escalation.
Associations that schedule regular maintenance inspections for roofs, boilers, irrigation systems and other infrastructure consistently report lower annual maintenance costs over time.
2. Seasonalized Budgeting
Many associations use a flat monthly budget that doesn’t reflect seasonal realities. For instance, water use spikes in the summer, while heating bills increase in the winter. Instead, segment your utility, landscaping and snow removal budgets by season. This helps boards identify and plan for peak usage periods and makes monthly cash flow easier to manage.
3. Go Out to Bid, Renegotiate Contracts and Review Terms
It is a best business practice to solicit competitive bids for all contracts, even if the Association is satisfied with current service providers. Although the Board of Directors may be happy with the company they are working with, the potential for significant cost savings through vendor evaluation warrants a formal bidding process, which could realize substantial annual reductions in expenditures. Vendors often raise prices incrementally each year, banking on boards not to push back. Don’t let inertia cost you. I recommend reviewing all contracts annually and renegotiating long-term agreements when possible. I’ve found that oftentimes, vendors are willing to negotiate on pricing when there is potential for them losing the work entirely.
Always ask if routine maintenance is included. Elevator maintenance, for example, can be very costly. An elevator maintenance contract that includes free service calls during business hours will cost you far less than one that doesn’t.
If you have a good payment history and consistent business with a vendor, use that as leverage to ask for a discount or improved terms. Consider bundling services or asking for multi-year pricing locks.
4. Embrace Technology for Efficiency
Simple upgrades like rain sensors on irrigation systems can prevent thousands of gallons of wasted water and remote irrigation controllers can eliminate unnecessary trips to the community. Similarly, switching to LED lighting in common areas—especially parking lots and hallways—can cut electricity bills significantly.
Take it a step further by applying for rebates. Many utility companies offer incentives for switching to energy-efficient systems. Landscaping grants may also be available through local water agencies to support drought-tolerant landscaping, which reduces long-term irrigation costs.
5. Insurance: Look Beyond the Premium
Insurance is one of the largest fixed costs for many HOAs. Yet, I often see associations overlooking possible incentives that could lower their premiums. Installing security cameras, upgrading roofs with impact and fire-resistant materials, or adding fire-suppression systems may qualify you for discounts.
Work with a broker who specializes in HOA insurance. They’ll often know which underwriters offer the best pricing for specific community types and may even provide a free audit of your current policy.
6. Track Water Usage and Watch for Leaks
Unexplained spikes in water bills are usually a sign of hidden leaks or inefficient systems. Request monthly water usage reports from your utility provider and compare them to previous years. If you see a jump, investigate. You may reveal an underground leak or failed wax ring on a toilet causing water loss.
7. Create a Finance Committee
It’s hard for board members alone to keep an eye on everything. A dedicated finance committee of detail-oriented homeowners can help review invoices, analyze trends, and propose efficiencies. Often, they’ll catch inconsistencies or waste that others miss.
8. Negotiate Legal Retainers and Explore Prepay Discounts
Legal advice is essential—but costly. Instead of paying hourly, consider negotiating a monthly retainer with your legal counsel for routine questions and document reviews.
Similarly, some vendors offer discounts for upfront or annual payments. If your cash flow allows, check in with your vendors to see if there is any incentive offered for an upfront payment.
9. Optimize Vendor Visits
Lastly, make your vendors’ trips more efficient. For example, instead of calling a vendor every time a lightbulb goes out, schedule monthly bulb replacement visits. Consolidating service calls saves money on trip fees and minimizes interruptions.
There’s no one silver bullet for curtailing HOA expenses—but with a structured approach, you can achieve meaningful savings. The key is to be proactive, not reactive. Regular audits, smart upgrades, and better contract management are all tools that have served my Associations well over the past 15 years.
Managing an Association is a balancing act between fiscal responsibility and community service. But when you can cut costs without cutting corners, everyone wins.
Aileen McGinnis is a Senior Community Association Manager with Westward360 and has 15 years of experience in the industry ranging from portfolio management to onsite luxury highrise management. She places great importance on demonstrating integrity, respect and building strong relationships with both the communities she manages and her colleagues.
By Jack Thomas, Elk Horn Painting
On June 24, 2021, a condo tower in Surfside, Florida partially collapsed in the middle of the night. Ninety-eight people lost their lives. In the aftermath, investigators uncovered years of delayed repairs, deferred structural maintenance, and warning signs that had been seen—but not acted on. For many in the HOA world, Surfside became a wake-up call. It exposed what can happen when financial pressures, human psychology, and group dynamics combine to postpone critical upkeep.
While most communities will never face a tragedy of that scale, the forces that led to Surfside’s collapse are at play in many associations. Cracks in the stucco, roof leaks, failing drainage—these are rarely sudden. They build over time, and so do the psychological patterns that allow boards to put off addressing them. The problem isn’t carelessness. It’s often a set of invisible mental traps, social dynamics, and structural habits that push tough decisions down the road. The good news is that many experts have studied these obstacles, and we know what the solutions are.
Present Bias
Take present bias, for instance—the tendency to prioritize short-term comfort over long-term benefit. In board meetings, that might sound like: “Let’s wait until next year’s budget cycle,” or “We don’t want to raise dues right now.” The issue is, next year often looks exactly like this year, and the repair gets more expensive in the meantime. According to national facilities data, deferring maintenance can raise future costs by 15 to 30 times.
Tool: Implement an automatic minimal-planned-increase dues policy (e.g., 3% annually, or higher as needed). This reduces emotional decision-making and builds financial readiness gradually.
Optimism Bias
Then there’s optimism bias—believing, sometimes unconsciously, that nothing will go wrong. When reserve studies or inspection reports identify major upcoming repairs, it’s tempting to downplay the timeline: “That’s years away.” But buildings, like people, age regardless of how much we’d rather not deal with it.
“If I have a goal to lose weight, it does not help if I only weigh myself every six months. Rather, I will weigh myself each day and week to see if my current diet is working... The same rule applies to a Reserve Study.”
- Bryan Farley, President, Association Reserves
Tool: Require a reserve study presentation at your annual meeting with simple visuals showing risk timelines and funding gaps.
Pessimism Bias
At the other end of the spectrum, pessimism bias can also freeze action. When a big repair feels insurmountable, boards sometimes do… nothing. Not because they don’t care, but because they assume any action will spark backlash, cost too much, or fail to pass.
Tool: Break major repairs into phased mini-projects, starting with the lowest-cost/highest-impact step. This builds early momentum and reduces overwhelm.
Conflict Avoidance
Add to that the social nature of HOA boards. These aren’t strangers in a boardroom—they’re neighbors, often volunteers, trying to keep the peace. That makes conflict avoidance common: directors hesitate to propose fee hikes or special assessments, fearing the fallout. It's easier to delay and hope for a future board to handle it. But that often creates a domino effect: year after year, critical repairs are tabled until something breaks.
Tool: Have your CAM or contractor present cost multiplier comparisons: “Fix today: $8,000. Fail later: $60,000.”
Solutions
So what can boards do differently? First: make maintenance visible. Updated reserve studies and condition assessments aren’t just compliance tools—they’re psychological counterweights to optimism bias. When you see the roof lifespan chart or read that the boilers have two years left, it grounds the conversation in reality.
Tool: Assign a rotating “devil’s advocate” role at board meetings to challenge status-quo assumptions about deferrals. It institutionalizes thoughtful dissent.
Second: normalize action. Annual dues increases tied to inflation and aging components are much easier for owners to accept than a sudden 200% spike. Transparent communication—especially when framed around preserving home values and avoiding future hardship—builds trust. Boards that share reserve funding levels, show cost trajectories, and hold town halls tend to get more buy-in.
Tool: Use a deferred decisions memo for board transitions. Each outgoing board leaves a one-page summary for the next, creating continuity and accountability.
Third: build a culture of stewardship. This starts with leadership. When even one board member reframes the question—“How do we protect this community for the next 20 years?”—it opens the door to longer-term thinking. And when board members feel supported by owners, managers, and experts alike, they’re far more likely to face the hard decisions head-on.
About the Author & Acknowledgements
Jack Thomas leads business development for Elk Horn Painting, where he helps HOA boards and property managers across Colorado protect and elevate their communities through thoughtful, high-quality exterior painting projects.
This article was developed with writing and research support from ChatGPT (OpenAI) using a curated body of expert sources.
