is required to adopt those amendments, and which voting methods your governing documents allow.

Discuss Topics With Owners

Once you have the list of possible amendment topics, add that discussion to the annual meeting agenda, schedule a separate informational meeting to talk about those changes with owners, or send the list to owners and ask them to submit comments and questions. You could also take a  to be approved. To encourage participation, provide brief explanations about why those changes should be considered and what impact they will have on the community. Using these methods to answer questions, address concerns, and identify controversial topics will foster owner support and may narrow the list of supported changes before the amendment language is drafted, saving time and money.

Drafting Amendments

Now you’re ready to start drafting the amendments. If you’re amending the Declaration/CC&Rs or Bylaws, I recommend working with the association’s attorney from  draft for the attorney’s review could reduce the overall cost, it has been my experience that is rarely the result.

If you’re amending rules and regulations, the board or a committee of owners could draft a proposed set of rules revisions or a wish list of what they would like to accomplish and then work with the association’s attorney to make sure the rules are clear and enforceable.

Reviewing & Addressing Draft Language

When the amendment language is ready, the advisory  own questions and concerns before it is sent to the owners with a recommendation for adoption. Then, either hold an informational meeting or schedule a comment period. This extra step provides another opportunity to identify owner concerns, evaluate support levels, and make additional revisions if needed before the voting process begins.

Time To Vote!

If the amendments require owner approval, make it as easy as possible for owners to participate by distributing directed proxies or written consent forms and allowing the return of those documents in person, by email, fax, or mail with a self-addressed stamped envelope included in the

Although it may seem like a lot to take on, using these tips and tricks will make the amendment adoption process  documents in the end. 19

voting packet. If you know there are particular amendment topics that may not receive the required approval, consider allowing owners to vote separately on that topic. If apathy is a problem, consider holding a drawing for a gift card to a local restaurant or similar prize to incentivize owners to return their voting forms.

Be sure to allow plenty of time for the voting process, particularly if you have out of state or out of country owners. Solicit volunteers to contact their neighbors to encourage them to vote or go door to door with blank voting forms.

The best advice for a successful governing

document amendment project is to involve

owners early and often.

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