Condominium Review for Purchasers

Buying a condominium is a significant investment. Prior to purchasing, buyers receive numerous documents relating to the condition and operations of the condominium project. We will review those documents and provide an opinion on the overall health of the condominium. We will requested the following documents from the potential buyer:

  • Declaration / CC&Rs
  • Bylaws
  • Rules and Regulations
  • Meeting Minutes for the previous 3 years
  • Reserve Study
  • Maintenance Plan
  • Articles of Incorporation
  • Insurance Policy Declarations

After receiving the documents, we will provide an opinion on the following:

  • Declaration or Bylaw provisions which are outdated or contrary to state law;
  • An overview of the financial standing of the Association;
  • Potential for construction defect issues;
  • Any pending litigation;
  • Restrictions on renting or leasing of units;
  • Conflicts between rules/regulations and other governing documents;
  • Adequacy of the Association's insurance coverage; and
  • Whether the reserve account is properly funded.

 

Emergency Planning in Community Associations

Today, Portland and SW Washington are in a winter storm gridlock.  If you have some free time over the next few days, take a moment to think about emergency preparedness and disaster recovery in your community association. Most importantly, make sure you have your insurance policy information and contact numbers handy at all times.

Here are some resources to review:

www.ready.gov

www.redcross.org/prepare

Here is a Red Cross family emergency planning chart: red-cross-disaster-family-plan

Here's a worksheet for community associations to review and fill out: disaster-plan-outline

Governing Document Review

If your governing documents are old, drafted by the developer, or merely unintelligible, one of our lawyers will perform a thorough review of the association's Declaration/CC&Rs and Bylaws. The review lists each of the substantive provisions in your Declaration and Bylaws, as well as provisions which should be in the governing documents. Next to the provision is a recommendation or comment addressing whether the provision is out-dated, should be amended, or should be left as-is. Example:

photo_doc

For associations considering amending the governing documents, this is a great starting point to determine which sections need to be addressed.

Fill out the form below to get started:

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Short Term Rental Court Case Summaries

The following is a brief summary of cases from around the country. Each case deals with community associations and restrictions on renting. Watts v. Oak Shores Community Assn., 235 Cal. App. 4th 466 (2015)

A common interest development's homeowners association could adopt reasonable rules and impose fees on its members relating to short term rentals of condominium units because its covenants, conditions and restrictions gave its board of directors broad powers to adopt rules for the development, and nothing prohibited the board from adopting rules governing short-term rentals, including fees to help defray the costs such rentals imposed on all owners; That short-term renters cost the association more than long-term renters or permanent residents was not only supported by the evidence, but experience and common sense placed the matter beyond debate. Watts v. Oak Shores Community Assn., 235 Cal. App. 4th 466 (2015)

The Association has a rule stating that the minimum rental period is seven days. The Association's general manager testified that, based on his discussion with Board members, staff and code enforcement officers,  as well as his review of gate and patrol logs, short-term renters cause more problems than owners or their guests. The problems include parking, lack of awareness of the rules, noise and use, and abuse of the facilities. Expert James Smith testified that, unlike guests, who are typically present with the owners, short-term renters are never present with the owner. Guests tend to be less destructive and less burdensome. Short-term renters require greater supervision and increase administrative expenses. A $325 fee is charged to all owners who rent their homes. A 2007 study calculated each rental cost the Association $898.59 per year.

Slaby v. Mt. River Estates Residential Ass'n, 100 So. 3d 569 (2012)

Property owners who engaged in a short-term rental of their cabin were not in violation of a restrictive covenant that provided for "single family residential purposes only," as the covenant did not require only owner occupancy, there was no required duration of occupancy indicated, and the rental was not a commercial use.

Yogman v. Parrott, 325 Ore. 358 (1997)

The ordinary meaning of "residential" does not resolve the issue between the parties. That is so because a "residence" can refer simply to a building used as a dwelling place, or it can refer to a place where one intends to live for a long time. In the former sense, defendants' use is "residential." The people who rent defendants' beach house use it as a temporary [***6]  home, and their purpose is to engage in activities commonly associated with a dwelling place. For example, the record shows that they eat, sleep, bathe, and watch television there. On the other hand, if "residential" refers to an intention to live in a home for more than a temporary sojourn or transient visit, even defendants' own use of the property, as well as their rental use, is not "residential." Because of the different possible meanings of "residential," this portion of the restrictive covenant is ambiguous.

Seagate Condominium Association. v Duffy (1976, Fla App D4) 330 So 2d 484.

A provision of a condominium declaration which barred the leasing of any units except for limited periods of time under exceptional circumstances with the approval of the condominium association was held not to be unreasonable by the court.The court concluded that such a bar was not an unlimited or absolute restraint on alienation and was therefore to be judged in terms of its reasonableness. Noting that the problems of condominium living required a greater degree of control on the rights of individual unit owners than might be tolerated under traditional forms of ownership, the court concluded that the bar against leasing was neither an unlimited nor unreasonable restraint on alienation. The restriction was not unlimited inasmuch as the association could suspend its application in cases of hardship, and the court found it to be reasonable in view of the objective of inhibiting transiency and imparting a degree of continuity of residence.

Breene v Plaza Tower Asso. (1981, ND) 310 NW2d 730,

The court held that an amendment to a condominium declaration which prohibited the leasing of a condominium unit to a nonowner except in exceptional circumstances was invalid as applied to a condominium owner who purchased his unit prior to the adoption of the leasing restriction. Although the court noted that the condominium concept inherently required each owner to give up a certain degree of freedom he might otherwise enjoy in privately owned property, the court stated that such restrictions, to be enforceable, must be within the applicable statutory structure. Reasoning that the statutory provisions relating to condominiums contemplated that recording of the declaration, restrictions, and bylaws would place prospective purchasers and owners on notice as to the restrictions affecting their interest in the property, the court concluded that as a prerequisite to enforceability, the restriction must be recorded prior to the conveyance of any condominium unit. Consequently the leasing restriction adopted after the purchase of the condominium unit was not enforceable as an equitable servitude, the court said, except through the purchaser's acquiescence.

Re 560 Ocean Club, L.P. (1991, BC DC NJ) 133 BR 310.

Condominium association had no authority to restrict leasing of condominium units to certain minimum periods of time during summer months and during other times where restrictions on leasing, to be valid, had to be designated in recorded master lease and could not be inconsistent with state's condominium statute, and in instant case there was no specific reference in master lease to opportunity of association to restrict or limit duration of leases.

Woodside Village Condominium Ass'n, Inc. v. Jahren, 806 So. 2d 452 (Fla. 2002).

Condominium owners were bound by amendment to declaration that restricted leasing a condominium to nine months in a 12-month period, where owners were on notice when they purchased their units that the leasing provisions in the declaration could be changed byamendment, amendment was properly enacted under the amendment provisions of the declaration, and leasing restrictions did not violate any public policy or owners' constitutional rights.

Mullin v. Silvercreek Condominium Owner's Ass'n, Inc., 195 S.W.3d 484 (Mo. Ct. App. S.D. 2006).

Section of the condominium declaration stating that no business, trade, occupation or profession of any kind shall be conducted, maintained or permitted on any part of the property was not intended to restrict the right of any condominium unit owner to rent or lease his condominium unit from time to time.

Financial Review Requirements for Oregon Planned Communities

The following outlines the requirements for financial reviews in Oregon Planned Communities.  The requirements are found in ORS 94.670.

 Annual assessments less than 75k  Community Created after 1-1-2004  Annual Assessments more than 75k
  • Review required only if association receives petition signed by majority of owners
  • Review required only if association receives petition signed by majority of owners
  • Requires review of financial statement
  • Must occur within 180 days after the end of the fiscal year
  • Review must be done by an independent CPA
  • May skip review if 60% of the owners agree

Adverse Possession and Community Associations

There are several ways to acquire ownership of land.  The most common form, of course, is by purchase.  A buyer and seller enter into an agreement, and at the closing of the transaction title is conveyed to the new owner. But there’s another way to get land—without an agreement and without consent.  It’s called adverse possession.   

In Nickell v. Southview HOA, the owners purchased a lot in the subdivision in 1989. At the edge of their lot, shrubs and trees marked what they thought was the boundary of their lot. For many years the owners maintained the vegetation and even installed a sprinkler system.  Years later an adjacent owner surveyed their property. The surveyor found that the shrubs and tress maintained by the owners was actually on the HOA’s property.  The Washington Court of Appeals found that the owners had present sufficient evidence to establish a claim of adverse possession.

In a Maryland case, the court also found that owners in a subdivision acquired common property through adverse possession.  The HOA was created in 1959.  Much of the draw to the community was beachfront access.  The HOA common property included the strip of land between the water and the subdivision, and all owners were authorized to use the area.

The lots of most of the beachfront lots were marked and bounded by trees and shrubs. However, after a hurricane most of the vegetation was destroyed.  Several owners then built bulkheads, or retaining walls on the front of their property.  However, the bulkheads were actually constructed on the HOA’s common property.  The court found that the owners had title and ownership of the common property where the bulkheads were built.

Here’s what adverse possession requires:

1. Actual use or possession

2. Open and notorious

3. Exclusive

4. Hostile

5. Continuous

6. At least 10 years

If your association comes across an adverse possession claim, consider your options.  The association may demand removal of a fence or other improvement built on common property. If the owner refuses, the association would file a "quiet title" lawsuit.

The association could possibly enter into an easement agreement with the owner. The owner would be obligated to maintain the area and assume all liability for their use.  Another option is selling the portion of the common property which an owner claims they adversely possess.  These options often required a vote of the entire ownership.

In any event, consult qualified legal counsel to discuss the association's legal rights and options.

Recording Documents in Community Associations

Oregon and Washington are both “record notice” states. This means that owners are deemed to be on notice of any recorded documents—whether or not the owner actually received or reviewed the documents. The act of recording the document "constitutes notice".

Recording is important for other reasons, too.  For example, a lot in an Oregon planned community may not be sold or conveyed until the declaration or CC&Rs are recorded in the county records. (ORS 94.565). Similarly, a condominium in Washington is created only when the developer records the declaration or CC&Rs. (RCW 64.34.200)

Keep in mind, improperly recording a document may have legal consequences.  If a homeowner or condominium association mistakenly records a lien against a lot or unit, the Association could be liable for damages.  The claim against the Association is called "slander of title."  In most cases, recorded documents should be prepared and recorded by qualified legal counsel.

By statute, Declarations or CC&Rs must be recorded in the county records where the community is located. This is also true for plat maps, which depict the lot or unit boundaries, easements, streets, and other ownership interests within the subdivision or condominium. In many cases, the association’s bylaws must also be recorded. If an association amends any of the recorded documents, the amendment is not effective until recorded. Oregon law requires amendments to be recorded within one year from the time of owner approval.  If the amendment is not recorded in that time frame, the process must be repeated.    

Each county has recording requirements which specific font size, margins, and information to included on the first page of the documents.  In Oregon, the requirements for recorded documents are found in ORS 205.  The requirements include 8 point or larger fonts, 4" on the top margin of the first page, and letter or legal sized paper. The first page of the document must state the title of the document, names of the parties, any consideration (amount paid), and the name and address where the document should be returned.

The requirements for recording documents in Washington are found in RCW 36.18 and RCW 64.04.  The requirements include at least a 3" margin on the top of the first page, names of parties involved, an abbreviated legal description, and the tax parcel identification or account number.

County

First Page

Additional Pages

Clark County, WA

$73

$1

Multnomah, OR

$46 (deeds); $36 (liens)

$5

Washington County, OR

$41

$5

Clackamas, OR

$53 (deeds); $43 (liens)

$5

Deschutes County

$54 (deeds); $37 (liens)

$5

Here are some of the county recording requirements:

https://multco.us/recording/recording-requirements

http://www.clackamas.us/recording/standards.html

http://www.co.washington.or.us/AssessmentTaxation/Recording/requirements-for-standard-recording.cfm

http://www.co.marion.or.us/CO/records/Documents/firstpagerequirements3512.pdf

http://www.deschutes.org/clerk/page/first-page-requirements

https://www.clark.wa.gov/sites/all/files/auditor/documents/Document_Standardization_Guide.pdf

Real Estate Classes

Kevin Harker teaches numerous classes for realtors. Kevin is a certified instructor in Oregon and can provide continuing education credits to realtors.  In 2016 Kevin gave 44 presentations to real estate offices throughout the state. Here is a list of topics:

Reading and Understanding CC&Rs and Bylaws

  • What are CC&Rs and how are they created?

  • Enforcement of CC&Rs

  • Common provisions in CC&Rs and Bylaws

  • Interpreting and resolving conflicting CC&R provisions

Contract Law Fundamentals

  • Elements of a valid contract

  • Remedies for breach

  • Contract options

  • Common real estate provisions

Real Estate Conveyances

  • Types of deeds used to convey real estate

  • Elements of a deed

  • Mortgage overview

  • County recording systems

Understanding Statutory Liens

  • Types of statutory liens

  • Who may file liens

  • How liens arise

  • Perfecting a lien

  • Priority and foreclosure of liens

Boundaries and Legal Descriptions

  • Origin of boundaries and legal descriptions

  • How to understand legal descriptions

  • Boundary disputes

  • Adverse possession

Ethics for Realtors

  • Meaning of fiduciary

  • Duties to clients

  • Conflicts of interest

  • Handling client funds

Fair Housing and Discrimination

  • Federal Fair Housing Act

  • ADA

  • Protected classes

Easements and Licenses

  • How easements are created

  • Legal requirements for valid easements

  • Types of easements

  • Maintenance obligations under easements

Avoiding Realtor Liability

  • Statutory realtor duties

  • Fiduciary duties

  • Common claims against realtors

  • Handling claims and disputes

  • Errors and omissions insurance

Zoning and Land Use

  • History and origin of zoning

  • Oregon's land use system

  • Zoning designations

  • Handling land use claims

Drafting and Understanding Real Estate Contingencies

  • Formation of contracts

  • Legal requirements for contracts and contingencies

  • Common types of contingencies

  • Understanding legal implications of contingencies

Title Reports and Title Insurance

  • Origins of title insurance

  • Types of title insurance

  • Understanding title insurance exclusions and exceptions

  • How to read and interpret title reports

Oregon Landlord-Tenant Law

  • Landlord and tenant obligations

  • Grounds for eviction

  • Statutory requirements

  • Tenant screening and lease agreements

  • Eviction process

Creation and Conversion of Condominiums

  • Governing documents required to create condominiums

  • Ownership interests in condominiums

  • State authority and review of condominium projects

  • Conversion process and disclosures

  • Importance of reserve studies

Condominiums vs. Planned Communities

  • Statutory provisions governing condominiums and planned communities

  • Differences in ownership interests

  • Key distinctions in CC&Rs and Bylaws

  • Common property and common elements

  • Operational issues in condominiums and planned communities

Assistants Under the Law

  • What's considered professional real estate activity?

  • Activities non-licensed real estate assistants can and cannot do

  • Difference between a broker/principal broker and an unlicensed assistant

  • Discuss ethical rules governing non-licensed assistants

  • Discuss Oregon Real Estate License Law - ORS 696.290

Fractions and Votes Under Robert's Rules

Condominium and homeowner association documents contain many different voting requirements.  For example, the required number of votes to elect a director is usually different than the number of votes required to adopt an annual budget.

The math involved in determining voting requirements doesn’t usually have whole round numbers. Suppose a planned community has 173 lots.  The Bylaws require a quorum of 20% of the owners at the annual meeting.  The quorum requirement, then, is 34.6. But does 34.6 mean that 34 or 35 owners must be present in person or proxy?

The use of the term “majority” is often misunderstood.  Under Robert’s Rules, a majority means “more than half.”  (Occasionally, I hear people say that a majority is 50% plus 1.  This is an incorrect interpretation and results in a wrong voting threshold.) Let’s assume quorum is achieved and an issue arises requiring a majority vote. Blank ballots or abstentions aren’t counted. With that in mind:

If 19 votes are cast, a majority (more than 9.5) is 10

If 20 votes are cast, a majority (more than 10) is 11

If 21 votes are cast, a majority (more than 10.5) is 11

The term “majority” must be read in context. And with slightly different verbiage, “majority” may mean very different things.  Let’s assume there are 150 lot owners.  The Bylaws contain a 10% quorum requirement.  Out of the 150 lot owners, only 30 show up and only 25 of the 30 actually vote on the issue.  If the Bylaws simply require “a majority vote”, then only 13 votes are required.  But what if the Bylaws require “a majority of the members present”? In that case, 16 votes are required.  Here are some other examples commonly found in community association Bylaws:

“a majority of the entire membership” (76 votes required)

“2/3 of the members present” (20 votes required)

“2/3 of the entire membership” (100 votes required)

Many actions at owner meetings require a 2/3 vote.  Suppose the governing documents require the approval of a motion by a 2/3 vote of the members present in person or by proxy.  Under Robert’s Rules, you don’t round down:

If 30 votes are cast, a 2/3 vote is 20

If 31 votes are cast, a 2/3 vote is 21

If 32 votes are cast, a 2/3 vote is 22

If 33 votes are cast, a 2/3 vote is 22

In community associations where voting rights are tied to the square footage of a dwelling, matters are even more complicated. In short, read your documents carefully and do the math before the meeting!

Directors vs. Officers

There is often confusion about the difference between directors and officers in condominium and homeowner associations.  Much of the confusion stems from the corporate world. In large corporations, the board members of a corporation are often different individuals than the officers.  For example, IBM has 13 individuals on its board of directors and nearly 20 different individual officers. In other words, there is no overlap between the directors and the officers.

 

In community associations, however, the individual board members are usually the same individuals who serve as officers.  Members of the association vote for and elect individuals to the board of directors. This is done at the annual meeting of the membership.  Once the board members are elected, the board members (without a vote of the owners) appoint individuals to fill officer positions.  The officer positions consist of a president (or chairperson), secretary, and treasurer. Some association bylaws authorize the appointment of additional officers.

 

There are differences between the roles and obligations of directors vs. officers.  First, under Oregon law, directors must be owners or co-owners of a condominium unit or planned community lot. (ORS 100.416 & ORS 639). If the unit or lot is owned by a corporation, limited liability company, or similar form of ownership, then an employee, member, or manager of the entity may serve on the board.  There is no similar statutory requirement, however, that officers must be owners or co-owners.

 

Second, board members are almost always elected by a vote of the association's owners and (usually) may only be removed or recalled by a vote of the owners.  Officers, on the other hand, are commonly elected or appointed by the board members, without a vote and without the input of the ownership.  Most governing documents provide that officers may be removed by a majority vote of the board members-without a vote of the ownership.

 

Third, you may have heard that the president or chairperson of the association only votes in the event of a tie. This is true-especially in the corporate world.  However, at an association board meeting, the board members are voting in their capacity as board members, not in their capacity as officers.  Board members have a fiduciary duty to vote on association matters.  The owners elect directors because they trust and value the director's judgment. Assuming the president or chairperson of the association is also a board member, the chair has a duty to vote!

 

Lastly, many governing documents outline specific duties of board members and officers. In most cases, there are significant differences between the authority of directors and the authority of the officers. Review those provisions carefully and look for differences between the roles.

 

Cumulative Voting

Some community association bylaws or articles of incorporation authorize the use of cumulative voting for the election of directors.  Under this type of voting, owners may cast multiple votes for a single candidate. Under standard voting procedures, each owner is allocated one vote per lot or unit.  So, if there are 3 positions open on the board of directors, with 5 candidates running, the owner is entitled to cast votes for 3 of the 5 candidates.  The ballot would look something like this:

 Jane Anderson  1
 Jack Smith
 Henry Talmage
 Cindy Almberg  1
 Kevin Harker  1

But under a cumulative voting arrangement, I may allocate all three of my votes to a single candidate, like this:

 Jane Anderson
 Jack Smith
 Henry Talmage
 Cindy Almberg
 Kevin Harker  3

 

Oregon law authorizes cumulative voting only if provided for in the articles of incorporation or bylaws:

If the articles or bylaws provide for cumulative voting by members, members may so vote, by multiplying the number of votes the members are entitled to cast by the number of directors for whom they are entitled to vote, and cast the product for a single candidate or distribute the product among two or more candidates. (ORS 65.247).

The Washington Nonprofit Corporation Act contains a similar requirement:

The articles of incorporation or the bylaws may provide that in all elections for directors every member entitled to vote shall have the right to cumulate his [or her] vote and to give one candidate a number of votes equal to his [or her] vote multiplied by the number of directors to be elected, or by distributing such votes on the same principle among any number of such candidates. (RCW 24.03.085(4)).

Using cumulative voting, a small group of owners who coordinate their voting efforts may be able to secure the election of a candidate as a minority member of the board.  Robert's Rules of Order, however, advises against the use of cumulative voting since

it violates the fundamental principle of parliamentary law that each member is entitled to one and only one vote on a question. (RRO, 11th Ed., Section 46).

"Electing" Board Members

Each year community associations in Oregon and Washington hold annual meetings of the membership.  The primary purpose of the annual meeting is to elect individuals to the board of directors. Let's suppose that an association has a board of directors comprised of 7 individual members. At the annual meeting, 3 of the director positions will be open (the term of office for the remaining 4 directors is the following year). Now, let's suppose that only 3 individuals have been nominated prior to the annual meeting. In other words, there are 3 spots open and only 3 people have agreed to run for the positions. Is it necessary to go through the steps of "electing" these individuals? The short answer is, yes.  Here's why.

Most bylaws state that board members must be "elected."  Robert's Rules states:

If the bylaws require the election of officers to be by ballot and there is only one nominee for an office, the ballot must nevertheless be taken for that office[.] (RRO, 11th ed., Section 46)

But there's another reason.  Under Robert's Rules of Order members are entitled to nominate candidates from the floor.  Although only 3 individuals were nominated prior to the annual meeting, other owners may desire to nominate additional members at the actual annual meeting.  Once again, Robert's Rules states:

[M]embers still have the right, on the ballot, to cast "write-in votes" for other eligible persons.

In summary, going through the formal steps of balloting and electing when the outcome is obvious may seem tedious.  However, following the formalities lessens the likelihood of legal challenges down the road.

Dealing with Short-Term Rentals

The rise of short-term lease websites (AirBnB, VRBO) has caused significant concern among condominium and homeowner associations. Repeated, short-term rentals may cause parking issues, noise, and other nuisances which disturb community residents.  What can an association do to restrict these types of rental arrangements?

In most cases, an amendment to the governing documents is required to address or restrict short-term rentals. Some associations have attempted to restrict short-term rentals under existing provisions of the governing documents. In most cases, those attempts were unsuccessful.

In a New Mexico case, the association’s governing documents required all lots to be used for “residential purposes” and homes must be “single family” dwellings.[footnote]Estates at Desert Ridge Trails Homeowners' Ass'n v. Vazques, 300 P.3d 736 (2013).[/footnote]  There was no dispute that, in general, owners are entitled to rent their home. But it was the repeated, short-term rentals that caused an issue. An owner in the association began advertising his home on the internet for minimum stays of three nights. 

The association requested a court order stating that the owner was in violation of the “residential purposes” and “single family” dwelling provisions of its CC&Rs, arguing that short-term rentals are inconsistent with those restrictions. The court stated that “residential use” and “residential purposes” is typically interpreted to mean use of property for living purposes, or a dwelling, or a place of abode. The court rejected the association’s argument that repeated short-term rentals constitutes an economic or commercial endeavor, and is thereby inconsistent with “residential use”:

We therefore conclude…that an economic benefit flowing to Defendant from the rental of his home, whether long- or short-term, does not by itself constitute an impermissible business or commercial activity under the “residential purposes” restrictive covenant.

The Oregon Supreme Court decided a similar case.[footnote]Yogman v. Parrot, 325 Or. 358 (1997).[/footnote] An owner in a beachfront subdivision rented his home on a repeated short-term basis. The association’s governing documents stated that all lots be “used exclusively for residential purposes and no commercial enterprise shall be constructed or permitted on any of said property.”

The Court took the position that the short-term renters are “residents”—they eat, sleep, bathe and watch television within the dwelling.  Thus, the use of the home complied with the “residential purposes” language in the CC&Rs. As for the commercial enterprise language, the Court held that the language was ambiguous:

if a “commercial enterprise” requires a business organization that has profit as its primary aim, then the covenant does not cover defendants' use, because the facts shown do not demonstrate that defendants are a business organization or that they have profit as their primary aim (as would be true, for example, of a bed-and-breakfast business).

Ultimately, the Court concluded that the owner’s repeated short-term rental of his home did not violate the CC&Rs.

Many governing documents prohibit rentals of less than 30 days. If that’s the case, the association may prohibit AirBnB type arrangements which are less than 30 days. In addition, if the association’s governing documents provide for a rental cap (only a certain number of lots or units may be rented at a given time), then any type of rental exceeding the rental cap are prohibited. 

If your governing documents do not address short-term rentals, first look to see if city or county ordinances provide guidance. For example, the city of Bend, Oregon, has a local ordinance restricting short-term rentals and requiring permits for such a use. Click here to review the ordinance. 

Absent a city or county ordinance addressing short-term rentals, the association will likely need to consider an amendment to the governing documents. An amendment restricting short-term rentals requires the vote of the membership. If there are already units or lots used as short-term rentals, consider exempting those owners from the restriction so long as they own the property. As always, amendments to the governing documents should be drafted with the help of legal counsel.

The First Amendment and Community Associations

My 15 year old son often argues that I have no authority or control over his right to say what he pleases. His justification is that he has First Amendment rights under the United States Constitution. He’s correct that he has First Amendment rights, but he’s wrong that the First Amendment applies in my home. The rights granted under the First Amendment prohibit government interference with free speech, the right to assemble, and the right to religious freedom.  But, you see, I am not the government and therefore not bound by the First Amendment.

For the most part, community associations are not bound by the First Amendment, either. CC&Rs and Bylaws often restrict owners’ rights to display signs, even political signs. In a well-known Pennsylvania case a unit owner wanted to place a “for sale” sign on the window of their condominium. The CC&Rs contained a “no sign” provision which the Association attempted to enforce.  The owner argued that the Association had no right to enforce the prohibition under the First Amendment. The Court held that the condominium is private property and that the Association’s enforcement of its CC&Rs was not state or governmental action. Thus, the First Amendment did not apply.

A few years ago the New Jersey courts decided perhaps the most significant case involving community associations and free speech. Owners at a condominium posted flyers in the common areas, which the Association quickly removed. The owners argued that the Association had no right to remove the flyers under the First Amendment. They also argued that the Association acted more as a municipality, since the community contained approximately 1 square mile of townhouses, single family homes, condominiums and commercial shopping and was home to about 10,000 residents.  That court ruled that "the minor restrictions on plaintiffs' expressional activities are not unreasonable or oppressive...," and that the association's rules didn't violate the freedom of speech and assembly clauses of the state constitution.

Some forms of expression are legislatively allowed regardless of the restrictions in the governing documents.  For example, the Freedom to Display the American Flag Act was adopted in 2005. This federal legislation prohibits homeowner associations from banning the installation or display of the American flag. The Washington Homeowners Association statute incorporates the federal law:

(1) The governing documents may not prohibit the outdoor display of the flag of the United States by an owner or resident on the owner's or resident's property if the flag is displayed in a manner consistent with federal flag display law, 4 U.S.C. Sec. 1 et seq. The governing documents may include reasonable rules and regulations, consistent with 4 U.S.C. Sec. 1 et seq., regarding the placement and manner of display of the flag of the United States. (RCW 64.38.030)

In addition, some states mandate that associations grant freedom of expression regardless of the contents of the governing documents. Arizona passed a law that community associations may not prohibit the indoor or outdoor display of a political sign within 45 days of an election and seven days after an election. However, associations may regulate the size and number of political signs as long as their rules aren't more restrictive than city or county ordinances.

Community associations should strike a balance between the restrictions governing the community and owner’s rights to speech and expression.  Here are some things to consider when adopting amendments or rules which may impact freedom of speech or expression:

  • Consult state statutes. State law may already provide the maximum restrictions allowed. If the state regulates political signs in community associations, the association's rules must be consistent with state law.
  • Review city and county ordinances. If state statutes or court decisions don't allow association regulations to be more restrictive than those imposed by local government officials, the board members must follow the local regulations.
  • Don't prohibit political signs without exception. If the association's regulations are reasonable, content neutral and consistently enforced, the board is more likely to avoid expensive litigation and preserve the delicate balance between the community's aesthetic values and individuals' free-speech rights.
  • Remind residents of sign rules prior to election season or when they become effective. Use the association newspaper, website, a letter or a community meeting to remind residents of the rules at least 15 to 30 days before signs may first be displayed.
  • Don't forcibly remove signs. This should be done only as a last resort.
  • Approach enforcement reasonably and in a way that encourages compliance rather than acrimony or litigation. Don't feel compelled to measure the size of everyone's yard signs. If a sign obviously violates the size restrictions, then proceed with enforcement.

Drone Registration

Last December the Federal Aviation Administration implemented a rule requiring the registration of small unmanned aircraft systems (drones). Under the FAA Modernization and Reform Act of 2012, Section 333, the Administration is authorized to adopt rules and regulations governing most forms of aircraft. Registration is required for all drones which weigh between .55lbs and 55lbs.  Most drones available for consumer purchase will fall within this requirement.  The individual registering the drone must be at least 13 years old and a US citizen. Failure to register your drone may result in civil and criminal penalties.

Drone owners may register here: https://registermyuas.faa.gov/

Community associations may want to consider the FAA registration when adopting rules or regulations governing the use of drones. For example, requiring homeowners who fly drones within the community to show verification of registration.

Transitional Advisory Committees

The Oregon Planned Community Act (ORS Chpater 94) and the Oregon Condominium Act (ORS Chapter 100) provide for the formation of a transitional advisory committee to facilitate the transition of the association from the developer to the owerns. For condominiums, the formation of a transitional advisory committee is only required if the condominium consists of at least 20 units or, if it is a staged or flexible condominium, the number of units that may annexed or created totals 20.

For a planned community created on and after January 1, 2002, a transitional advisory committee is only required for Class I Planned Communities.

A transitional advisory committee is advisory only.  However, it can request access to the information, documents and records that the declarant must deliver to the owners at the turnover meeting.  Serving on the committee provides owners an opportunity to become familiar with the governing documents, budgets, architectural and other restrictions, rules and other critical aspects of association operation and management.  Members of the advisory committee are often those owners who ultimately run for, and are elected to, board positions at the turnover meeting.

Understanding Easements

Easements are very common in condominium and homeowner associations throughout Oregon and Washington.  Simply put, an easement is the right of someone to use or access the property of another.

There are numerous forms of easements.  For example, an owner may have the right to drive across their neighbor’s property in order to access their own property.  This is called an "easement appurtenant", where there is a dominant estate (the property where the driveway is located) and a servient estate (the property benefited by the use of the driveway).

The other type of easement is called an easement in gross. With this type of easement, the ownership of an adjacent parcel doesn’t matter.  An easement in favor of a utility company through a subdivision is an easement in gross—it doesn’t matter that the utility company doesn’t own adjacent property.

Either type of easement may be created in a variety of ways. Typically, easements are written and then recorded in the county records.  The written document will detail the duration of the easement, the permitted uses, and who should maintain the easement area.  If the written document does not specifically state how long the easement lasts, the easement will typically last in perpetuity.

Besides a formal written agreement to create an easement, there are other ways that easements may be created.  Similar to adverse possession, an easement may be created by “prescription.”  This is similar to adverse possession, where an individual may take ownership of property by unauthorized, but continuous possession or use.  For example, if I walk across my neighbor’s property to access the beachfront (without my neighbor’s permission), I may ultimately create a prescriptive easement.

Another way to create an easement without a written agreement is through an easement by necessity.  Suppose I split my property into two separate lots, and sell one of the lots to a third party.  But the only way for the new owner to access the highway is across the parcel I kept.  The courts in that case would likely grant an easement of necessity.

Homeowner and condominium associations are affected by several types of easements.  First, utility companies have easement rights to establish and maintain water lines, sewer lines, and electrical wiring. In association with common property, the right of owners to use those areas is an easement right.  Lastly, many governing documents provide a “right of entry” authorizing the association to enter lots or condominium units to remedy violations.  This too, is a type of easement.

Here are some depictions of easements common in homeowner and condominium associations:

This is an easement in favor of the State of Oregon. This easement is a walkway/bikepath open and accessible to the public.

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The easement shown here is for a storm drain. The easement runs along the length of the individual owners' lot lines.

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The notations on plat maps often indicate maintenance and repair obligations.

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Another example of an access/utility easement found on a plat map.

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