Realtor & Closing Documents
Everything an agent, title company, lender, or buyer needs to close on a home in The Vineyards at Vista San Juan Homeowners Association I — what to request, how to request it, and how long it takes.
Need a status letter?
- Use the prefilled request button below to request a status letter from San Juan Bookkeeping and the Association. (Written requests are logged on receipt, which starts the statutory response clock.)
Need HOA documents?
Help us welcome the new owner
- Colorado law requires the Association to keep a current record of every owner and the address it uses to reach them. Please make sure your buyer completes and returns the Owner Contact Information Form after closing — two ways to do it, and why it matters.
What to include in your request
- Property address and, if known, the unit number or account number
- Seller name as it appears on title
- Buyer name, once under contract
- Estimated closing date
- Title company and closer, with email and phone
- Where to send the status letter — agent, title, or both
- Whether you need a lender questionnaire completed, and which form
This opens a message addressed to both San Juan Bookkeeping and the Association.
Turnaround
Status letter
Colorado law requires the Association to deliver a written statement of assessments due within 14 days of receiving a written request (C.R.S. §38-33.3-316(8)). The clock starts when the request is received, which is why the button opposite puts it in writing to both San Juan Bookkeeping and the Association at once.
Association documents
Available immediately. Select what you need from the list below and download it — no request and no waiting.
The Association is run by volunteer neighbors, not a management company. We work to respond quickly, and a little lead time in your contract dates helps us make sure your closing goes smoothly.
What’s in the resale packet
Under C.R.S. §38-33.3-409, a seller of a unit in a Colorado common interest community must provide the purchaser with the Association’s governing documents and a written statement covering the items below. Tick the documents you need, then use the bar at the bottom of the list — the files download to your computer and an email opens with the list ready to send.
Governing documents
Responsible governance policies
Financial & status information
Provided in the status letter
These are unit-specific and are issued in the written statement for the property rather than posted publicly:
- Unpaid assessments, fines, or fees on the unit
- Known unresolved covenant violations on the unit
Available on request
The current operating budget, most recent financial statement, reserve study and reserve balance, and confirmation of any pending litigation are sent with the status letter — include them in your request.
Your browser may ask permission to download more than one file at a time — allow it. The email opens with the list of what you selected; attach the downloaded files before sending. Leave the To line blank until you know who it goes to.
This page describes the Association’s practice and is not legal advice. Agents and sellers should confirm their own statutory disclosure obligations; the recorded documents and Colorado law control.
The new owner’s contact information
Of everything on this page, this is the step most often missed — and a few minutes at closing saves the new owner and the Association a lot of trouble later.
Why the Association asks
Colorado requires the Association to maintain the names of its unit owners together with the mailing addresses at which it communicates with them (C.R.S. § 38-33.3-317(1)). When a unit changes hands and no one tells the Association, that record goes out of date — and the recorded deed does not supply a working email or phone number.
Email and cell numbers matter for a separate reason. Before the Association may act on a delinquent account it must first attempt to reach the owner, and C.R.S. § 38-33.3-209.5(1.7)(a)(I) permits contact by text message or email only at a number or address the owner has provided. Without this form, the Association can reach an owner only by mail and a notice posted at the home — not how anyone wants to hear about a concern.
The form is also where an owner names an alternative contact person and asks to receive Association correspondence in a language other than English. Both are rights Colorado gives them, and this form is how they are exercised.
Two ways to get it done
1. Send your buyer the link. Point them to the Forms section of the Documents page, or send the form directly: Owner Contact Information Form. It is a fillable PDF — the buyer can type straight into it on screen, save it, and email it back. No printing, no scanner.
2. Or hand it to them at closing. Download the form yourself, include it in the closing packet, and ask the buyer to complete and return it.
Completed forms go to[email protected]
or P.O. Box 966, Montrose, CO 81402
Owners sometimes ask whether this becomes public. It does not. Colorado treats owner telephone numbers and email addresses as personal information the Association must withhold from the records other owners may inspect, unless the owner consents in writing (C.R.S. § 38-33.3-317(4)).
Questions agents ask most
What are the dues, and what do they include?
See the Dues & Payments page for the current amount, frequency, and a breakdown of what assessments cover. Confirm the figure in the status letter for the specific unit — that is the number the closing should rely on.
Is there a rental cap or a minimum lease term?
Not at this time. The Declaration does not cap rentals or set a minimum lease term, though every rental is subject to the same use restrictions as any other home, and owners are responsible for their tenants. Looking ahead, in 2027 the Board plans to invite owners to consider an amendment that would prohibit short-term rentals, in keeping with the community’s residential character, and may also explore rental caps.
If the 2027 budget is ratified, the Board will develop the amendment and bring it to owners for a vote. Under Article XIII, Section 3 of the Declaration it needs the approval of 67% of unit owners — the Declaration says 70%, but Colorado law caps the owner vote a declaration may require at 67% (C.R.S. § 38-33.3-217(1)(a)(I)) — along with the mortgage-lender consent the Declaration calls for; a lender that does not object within 60 days of notice is treated as consenting (C.R.S. § 38-33.3-217(1)(b)). It takes effect only once approved and recorded with the County.
Are there pet restrictions?
Yes. They come from Article IX, Section 6 of the recorded Declaration, which applies to every home: a maximum of two dogs, cats, or other customary household pets per unit; no pet kept for any commercial purpose; pets under direct control at all times; and cleanup after a pet in the common area.
Those provisions are in full effect and bind a buyer at closing. A separate Pet Rules document that would restate them and add a fine schedule is a draft the Board elected not to adopt as written; owners will talk it over together in December 2026. Both are on the Rules & Regulations page.
Is the community FHA or VA approved?
Project approval does not apply here. The Vineyards is not a condominium. Under Article I, Section 5 of the Declaration a Unit is a building site — the land, the residence on it, and the appurtenant rights — conveyed in fee simple by reference to a numbered or lettered plot on the recorded subdivision plats. An owner holds title to the ground beneath the home.
FHA and VA project approval is a condominium requirement. For a fee-simple community like this one, neither agency approves the project and no approval is needed: an FHA or VA loan on an individual home here is underwritten much like a loan on any single-family house, subject to the lender’s and the agency’s ordinary requirements. Agents who search the HUD or VA approved-project lists and find no entry for The Vineyards should expect that result — it does not indicate a lapsed or denied approval. Lenders should confirm their own overlays at the time the loan is placed.
Who maintains the exterior, roof, and yard?
The split between Association and owner responsibility is defined in the Declaration, and what the Association’s assessments cover is summarized on the Dues & Payments page. Buyers should read the Declaration section on maintenance before closing.
Is there a special assessment planned?
Any special assessment in effect or approved by the Board is disclosed in the status letter for the unit and reflected on the Dues page.
Is there pending litigation?
None currently. Pending litigation involving the Association is disclosed in the status letter.
Does the buyer need to do anything after closing?
One thing: complete and return the Owner Contact Information Form. The Association is required to keep a current record of every owner and the address it uses to reach them, and it cannot obtain a working email or phone number from the recorded deed. See the section above for the two ways to return it.
Nothing else is required of a buyer at closing. Dues billing transfers automatically once the Association has the new owner on record. We look forward to welcoming them to the neighborhood!