Key Changes Identified
ARTICLE II – Section 2. Voting
MAJOR CHANGE: Electronic Voting Addition
Original Text:
“Voting by mail shall be allowed in the manner provided in the Colorado Nonprofit Corporation Act. Votes by mail shall have the same effect as votes by written proxy.”
Proposed 2025 Amendment:
“Voting by mail shall be allowed in the manner provided in the Colorado Nonprofit Corporation Act. Votes by US Mail, E-Mail or Electronic Voting On-Line shall have the same effect as votes by written proxy.“
Impact: This change explicitly authorizes electronic voting methods (email and online voting) in addition to traditional mail voting, modernizing the voting process for the HOA.
ARTICLE IV – Section 4(b). Powers and Duties
MAJOR CHANGE: Rules and Regulations Distribution Method
Original Text:
“A copy of such Rules and Regulations and any amendments thereto shall be delivered or mailed to each Member promptly upon the adoption thereof.”
Proposed 2025 Amendment:
“A copy of such Rules and Regulations and any amendments thereto shall be delivered by E-Mail attachment or link to Association Website, or in person to each Member promptly upon the adoption thereof.”
Impact: Updates the method of distributing Rules and Regulations to prioritize electronic delivery (email attachments or website links) while maintaining the option for in-person delivery.
ARTICLE IV – Section 4(b). Powers and Duties – Additional Change
MAJOR CHANGE: Rules and Regulations Delivery Enhancement
Original Text (continued in same section):
“A copy of such Rules and Regulations and any amendments thereto shall be delivered by E-Mail attachment or link to Association Website, or in person to each Member promptly upon the adoption thereof.”
Proposed 2025 Amendment adds:
“A copy of such Rules and Regulations and any amendments thereto shall be delivered by E-Mail attachment or link to Association Website, or in person to each Member promptly upon the adoption thereof by E-Mail attachment or link to Association Website.”
Note: Reinforcing the electronic delivery method.
ARTICLE IV – Section 4(l). Powers and Duties
MAJOR CHANGE: Financial Statement Distribution Method
Original Text:
“To prepare and deliver to each Member at least ten (10) days prior to each Annual Meeting, a financial statement summarizing all receipts, expenses, and disbursements since the last such statement.”
Proposed 2025 Amendment:
“To prepare and deliver by E-Mail attachment or link to Association Website, to each Member at least ten (10) days prior to each Annual Meeting, a financial statement summarizing all receipts, expenses, and disbursements since the last such statement.”
Impact: Updates financial statement delivery to electronic methods, making distribution more efficient and environmentally friendly.
ARTICLE IV – Section 10. Annual Meeting
MAJOR CHANGE: Board Meeting Notice Method
Original Text:
“Notice of the time and place of each annual Board meeting shall be given to each director personally or by mail at least three (3) days prior to the meeting.”
Proposed 2025 Amendment:
“Notice of the time and place of each annual Board meeting shall be given to each director personally or by E-Mail at least three (3) days prior to the meeting.”
Impact: Replaces mail delivery with email for Board meeting notices, improving efficiency and speed of communication.
ARTICLE III – Section 4. Notice of Meetings, Waiver of Notice
MAJOR CHANGE: Meeting Notice Delivery Method
Original Text:
“Notices shall be given at least seven (7) calendar days, but not more than thirty (30), days in advance of any meeting. Notices shall be delivered in the manner provided in these Bylaws.”
Proposed 2025 Amendment:
“Notices shall be given at least seven (7) calendar days, but not more than thirty (30), days in advance of any meeting. Notices shall be delivered by E-Mail to the e-mail address or addresses provide to the Association by each Member.“
Impact: Specifically mandates email as the primary method for delivering meeting notices to members.
ARTICLE III – Section 5. Adjourned Meetings
ENHANCEMENT: Electronic Communication Reference
Proposed 2025 Amendment adds reference to:
“by E-Mail to the e-mail address or“
Electronic communication modernization.
ARTICLE IV – Section 12. Special Meetings
MAJOR CHANGE: Special Meeting Notice Method
Original Text:
“Special meetings of the Board may be called by the President on his own initiative upon three (3) days’ prior notice given personally, or by mail, telephone, or telegraph to each director…”
Proposed 2025 Amendment:
“Special meetings of the Board may be called by the President on his own initiative upon three (3) days’ prior notice given personally or by e-mail to the addresses of each director appearing on the books of the Association…”
Impact: Modernizes communication by replacing outdated methods (mail, telephone, telegraph) with email notification.
Summary of Changes
Primary Theme: Digital Modernization
All identified changes focus on updating communication and voting methods from traditional paper-based and physical delivery systems to electronic alternatives:
- Electronic Voting: Addition of email and online voting options
- Email Communication: Replacement of mail delivery with email for:
- Rules and Regulations distribution
- Financial statement delivery
- Board meeting notices
- Member meeting notices
- Special meeting notifications
Benefits of These Changes:
- Efficiency: Faster delivery of important documents and notices
- Cost Savings: Reduced printing and mailing costs
- Environmental Impact: Less paper usage
- Accessibility: Members can access documents and vote more conveniently
- Modern Compliance: Aligns with contemporary HOA management practices
Implementation Considerations:
- Members must provide and maintain current email addresses
- Association must maintain website infrastructure for document links
- Backup provisions may be needed for members without email access
- Electronic voting systems must be secure and auditable