Association Documents
Governing documents, governance policies, meeting summaries, and financial reports for The Vineyards at Vista San Juan Homeowners Association I. Colorado law requires the Association to make this information available to every owner at no charge, and posting it here is how we do it.
Use the forms below to submit requests to the Association.
Governing Documents
These are the binding documents that define the Association and your obligations as an owner. In a conflict, the Declaration controls over the Bylaws, and both control over rules adopted by the Board.
- PDF Declaration of Covenants, Conditions & RestrictionsThe recorded CC&Rs that run with the land and bind all owners
- PDF BylawsHow the Association operates: board composition, elections, meetings, quorum
- PDF Articles of IncorporationThe Association’s formation document filed with the Colorado Secretary of State
- PDF Certificate of Good StandingColorado Secretary of State certificate confirming the Association is in good standing
Rules & Regulations — proposed drafts
None of the five documents below has been adopted, and none of them is in force. The Board adopted the eight governance policies on September 15, 2026 but held these five back so owners can read them first. They are up for discussion at the Members’ meeting in early December 2026 — comments to [email protected] are welcome before then. What binds owners today is the recorded Declaration and Colorado law. See Rules & Regulations for what each draft would do.
- PDF Landscaping & Exterior Maintenance RulesThe two-foot planting perimeter, water-wise landscaping, fences and walls, architectural approval, and who maintains what
- PDF Pet RulesTwo-pet limit, direct control, waste removal, assistance animals, and when a pet becomes a nuisance or a health concern
- PDF Nuisance RulesSigns, noise and disturbance, trash, prohibited vehicles, common area obstruction, and the complaint procedure
- PDF Business Use RulesHome-based businesses, licensed family child care homes, community-impact standards, and short-term rentals
- PDF Security Camera RulesPlacement, footage retention, and privacy limits for Association cameras in common areas
Recorded Plats
Recorded plats showing unit boundaries and common area, all filed with Montrose County on October 23, 2024.
Responsible Governance Policies
Colorado law (C.R.S. §38-33.3-209.5) requires every common interest community to adopt written policies on nine subjects. These eight cover all nine — investment of reserve funds and the reserve study funding plan are addressed together in one policy. The Board adopted them on September 15, 2026, and they take effect November 1, 2026, the earliest date possible after owners are given the thirty days’ written notice the Association’s adoption procedure requires. The copies below are conformed copies of the signed originals, which are held in the Association’s records and available to any owner on request.
- PDF Collections PolicyDue dates, late fees, payment plans, and the steps before collections
- PDF Conflict of Interest PolicyDisclosure and recusal requirements for Board members
- PDF Conduct of Meetings PolicyMeeting procedure, owner comment periods, and speaking time
- PDF Enforcement PolicyNotice, hearing rights, and the schedule of fines
- PDF Inspection & Copying of Records PolicyHow owners request Association records and what copying costs
- PDF Investment of Reserve Funds & Reserve Study PolicyHow reserve funds are held and invested, and how reserve-study work is funded
- PDF Adoption & Amendment of Policies PolicyThe process for adopting or changing rules and policies
- PDF Dispute Resolution PolicyHow disputes between the Association and an owner are handled
What governs until November 1
Until these take effect, the Association is governed by the recorded Declaration, the Bylaws, and Colorado law. Your protections as an owner do not depend on these policies. They are in the statute itself, and they apply today:
- Written notice and a real chance to fix it come before any fine, along with the right to a hearing before the Board (C.R.S. §38-33.3-209.5).
- Fines are capped at $500 for a single violation, may not be charged on a daily basis, and the Association may not foreclose on a debt made up only of fines (C.R.S. §38-33.3-123).
- On a delinquent account, Colorado’s HB22-1137 requires the Association to try to reach you by more than one method, to offer a payment plan, and to take a recorded Board vote before referring the account — see Dues & Payments.
- You may inspect and copy Association records on written request (C.R.S. §38-33.3-317).
What the eight policies add is the Association’s own written procedure — who does what, in what order, and how long each step takes. That is what the Board follows from November 1.
Financials
Budgets, year-end financial statements, and the reserve study. Owners may request additional financial records under the records inspection policy.
- PDF Association Insurance SummaryInsurer, coverages, limits, deductibles, and policy period for the current year. The complete policy and declarations are available to any owner on request
- PDF Approved Budget — 2026Operating revenues, expenses, and reserve contribution for the current year
- PDF Annual Financial Statement — 2025Balance sheet as of December 31, 2025 and statement of income and expense for the year then ended. Prepared from internal records and not independently audited
- PDF Reserve StudyComponent inventory, remaining life, and funding plan
Items marked “not yet posted” are available to any owner on request — email [email protected] and we will send them.
Meeting Summaries & Agendas
A board meeting summary is posted after the Board approves that meeting’s minutes at the following meeting. A summary is a condensed version prepared for homeowners — matters involving individual owners or accounts are omitted. The complete approved minutes are retained in the Association’s permanent records and are available to any owner on request under C.R.S. § 38-33.3-317.
- PDF Board Meeting Summary — May 13, 2026The most recent approved board meeting summary
- PDF Annual Meeting SummaryThe March 2027 annual meeting of the membership
Summaries from earlier meetings, and the full minutes of any meeting, are available on request. Email [email protected] and we’ll send them.
Forms
Need to submit a request to the Association?
- Download the form below. Forms marked Fillable PDF can be typed in on your computer or phone and saved — or printed and completed by hand.
- Use the prefilled request button to submit your request to the Association.
- Attach your completed form before sending.
Signatures. Every form must be signed and dated by the owner of record. You may type your name into the signature field and save the PDF — under Colorado’s Uniform Electronic Transactions Act (C.R.S. §24-71.3-107), a typed signature has the same legal effect as one written by hand. If you would rather sign by hand, print the form, sign it, and send us a scan or a clear photo. Either way, an unsigned form cannot be accepted — this matters most where you are giving someone authority to act for you, such as naming a contact representative on the Owner Contact Information Form, appointing a proxy on the Proxy / Absentee Ballot, or accepting the maintenance conditions on the Architectural Change Request.
- PDF Architectural Change Request (ARC)Required before any exterior modification, including fences, patios, decks, and landscaping outside the two-foot perimeter. Section 5 lists the requests the Board cannot deny
- PDF Home-Based Business NotificationWritten notice before you start a home-based business or a licensed family child care home. This is notice, not an application — the Association may not deny either one
- PDF Nuisance Complaint FormTo report a sign, disturbance, health concern, trash, vehicle, or common area obstruction under the Nuisance Rules
- PDF Owner Contact Information FormColorado law requires the Association to keep current contact information for every owner — send this in when you move in or your details change
- PDF Privacy Concern RequestIf you believe a common area camera intrudes on a reasonable expectation of privacy. The Board acknowledges within five business days
- PDF Proxy / Absentee BallotFor owners who cannot attend a meeting; counts toward the 20% quorum required by the Bylaws
This opens a message to the Association with the subject line “Owner Request Form.” If what you need isn’t here, write to the same address and we’ll help.
Your rights to Association records
Under CCIOA, owners have the right to inspect and copy Association records, and the Association must disclose core information — contact details, the budget and current assessments, annual financial statements, insurance information, governing documents, the prior year’s meeting minutes, and the responsible governance policies — within 90 days after the end of each fiscal year, at no cost. Posting them on this website is one of the methods Colorado allows for satisfying that duty.
If something you’re entitled to see isn’t here, that’s an oversight, not a policy. Email [email protected] and we’ll get it to you.