10 Things Community Association Boards Are Doing Right

Community associations play a crucial role in maintaining and enhancing the quality of life within residential communities. In California, where community associations are prevalent, boards are implementing innovative and effective strategies to ensure their neighborhoods thrive.  Here are the top ten things community association boards are doing right:

  1. Promoting Sustainability

Many community association boards are prioritizing eco-friendly initiatives. This includes installing solar panels on common area buildings, installing electric vehicle charging stations, promoting water conservation through drought-resistant landscaping, and encouraging recycling and composting programs. These efforts help the environment and also reduce costs.

  1. Enhancing Communication

Effective communication is key to a well-functioning community. Good communication helps build trust and fosters a sense of community. But remember that some things can not be shared with the membership, such as private, confidential, or privileged information! Leveraging technology and digital tools can also enhance communications.

  1. Fostering Community Engagement

To create a vibrant and cohesive community, many community association boards organize regular social events, such as block parties, holiday celebrations, and community clean-up days. These activities provide residents with opportunities to connect with their neighbors and build relationships. Engagement also helps recruit volunteers, such as committee members, and create a volunteer pipline and succession plan for engaging future volunteer board members.

  1. Promoting Emergency Preparedness

Community association boards are developing comprehensive emergency preparedness plans, including drills, community workshops, and the distribution of emergency supply kits to residents, ensuring the community is ready for natural disasters like wildfires and earthquakes.

  1. Maintaining Property Values

Many boards are proactive in ensuring that common areas, landscaping, and facilities are well-maintained. Regular upkeep enhances the aesthetic appeal of the community and helps maintain property values. This includes having a reserve funding plan, and making difficult decisions about raising assessments or levying special assessments when necessary.

  1. Implementing Fair and Reasonable Policies

Boards are striving to create and enforce fair and reasonable policies. They work to ensure rules and regulations are clearly communicated and consistently applied, avoiding favoritism or arbitrary decisions, which helps maintain harmony and reduce conflicts in the community.

  1. Focusing on Inclusivity

Recognizing the diverse population of California, many community association boards are making efforts to be inclusive and considerate of all residents. This includes accommodating different cultural practices, ensuring accessibility for individuals with disabilities, and fostering an environment where everyone feels welcome and respected.

  1. Seeking the Advice of Professionals

Boards face a myriad of challenges, from legal compliance to financial management, and community relations. To navigate these complexities effectively, it is crucial for boards to seek professional guidance. Leveraging this expertise ensures the success and stability of the community. And doing so helps satisfy the due care requirement of the Business Judgment Rule (found in California Corporations Code section 7231) that provides certain legal protections to a board’s decisions.

  1. Embracing and Utilizing Technology

Community association boards are adopting software for managing community operations, from handling maintenance requests to managing payments. These digital solutions streamline processes, improve efficiency, and enhance the overall management of the community. Boards are partnering with their management companies, who are developing tailored technology solutions that fit the needs of community associations.

  1. Providing Education and Resources

Well-informed boards and residents make for a better community. Many boards promote educational resources and training. This includes board workshops and seminars as well as classes on topics like home maintenance and emergency preparedness for owners. Educated residents are more likely to comply with community guidelines and participate actively in the community. Two well know organizations that have educational opportunities and resources for owners are the Community Association Institute (CAI) and Educational Community for HOA Homeowners (ECHO). The California Association of Community Managers (CACM) also provides educational resources. Finally, Epsten, APC offers a wide variety of training opportunities to community managers and directors, contact us for more information.

10 Things Community Associations Get Wrong!

 


 

These are the top ten things I see landing community associations in hot water:

  1. Conditional Approvals for Architectural Applications

Don’t give conditional approval. Either approve or deny an owner’s architectural application. If there are “conditions” that would make an application approvable, deny the application, but welcome the owner to resubmit with the conditions addressed. Conditional approvals create ambiguity that can later cause problems for the association.

  1. Emailing Too Much

Cut back on emails? Sounds great!  There are (at least) two good reasons to cut down on emails:

First, under the Open Meetings Act (found in Sections 4900 et seq. of the Davis-Stirling Act), association business must generally be conducted at a duly noticed meeting. Emails amongst directors and management can easily run afoul of the Act and cross the line to an impermissible and illegal board meeting.

Second, most emails are discoverable in litigation. The less emails there are, the less there is to be discovered by a would-be plaintiff. In short, try to save most discussions for board meetings.

  1. Spilling the Beans

Many boards believe transparency is the touchstone of good governance. But that is not entirely true. The board, first and foremost, owes a duty to the association (the corporate entity). One of those duties is the duty of confidentiality. Certain information cannot and should not be shared with the membership. For example, confidential information discussed during executive session, attorney-client privileged information, information that compromises the privacy of owners (such as information related to assessments or member discipline), or information that can subject the association to liability should not be shared.

  1. Not Reading/Following Governing Documents

You mean I have to read all those governing documents? Yes! As a director, your decisions must be made with reasonable diligence, and that includes being familiar with the association’s governing documents (e.g., the CC&Rs, Bylaws, Condominium Plan, and Rules and Regulations). If the board cannot understand the provisions (yes, sometimes they can be confusing or poorly drafted) it should consult with legal counsel to help interpret.

  1. Overstepping Power/Authority

Powers and duties of the board can be found in the Davis-Stirling Act, other applicable laws, or the association’s governing documents. Boards are limited in the scope of their power and authority and need to ensure they stay within those boundaries. When in doubt, seek the advice of legal counsel, to determine whether the board has the authority to do what it is seeking to do.

  1. Inconsistent Enforcement

“Well, we let those owners do it because we like them” is not a good answer! The association’s governing documents need to be enforced uniformly and consistently. If the board gets heartburn when enforcing a rule or it is difficult to enforce, the underlying rule probably needs to be amended or repealed.

  1. Missing the Mark on Civil Rights or Fair Housing Issues

Discrimination and disability issues are major pitfalls for associations. Federal and state laws are quite onerous and technical in this area. Consult with legal counsel early and often on these issues, even just allegations, because a false step can be very costly for an association.

  1. Keeping Assessments Too Low

Often a director is heard saying:  “I was voted to the board to keep assessments low.” Keeping assessments low is important to the membership, for sure, but too often this notion is taken too far such that the association’s operating and reserve funds are not adequately funded. This can lead to deferred maintenance, large special assessments, and other problems.

  1. Responding to Online Posts

As a director, responding to online posts on social media is rarely, if ever, fruitful. A director or manager responding to social media posts can result in liability (defamation for example), be construed as speaking with the board’s authority, enflame the situation, or worse. So often, ignoring an online post or comment is the better move.

  1. Acting Without Legal Advice

The list of laws and cases that govern associations is large, and ever growing and evolving. Add in the provisions and requirements of your governing documents, and it quickly can become overwhelming, even for seasoned community managers. A bit of timely legal advice can make all the difference in staying on the right track and avoiding pitfalls and liabilities.

When the Votes Aren’t There, Don’t Despair

An Overview of The Court Petition to Amend Process for CC&Rs

It can be challenging to amend your CC&Rs, especially when owner approval requirements are high. Some documents can require approval of up to 75% of all members before the CC&Rs can be amended. Absentee owners and voter apathy can further compound the challenge of getting enough owners to vote.

If your association has tried to amend your CC&Rs but has not been able to obtain the requisite approval, fret not, as there may be a way forward. Under California Civil Code section 4275, associations can file a petition with the state superior court to seek relief when the votes aren’t there. There are few statutory prerequisites to keep in mind:

      1. The association must have held a proper vote, meaning the vote was conducted in accordance with the association’s governing documents and applicable laws;
      1. At least a majority (over 50%) of all owners must have voted “yes” on the amendment; and
      1. The association must have made a “reasonably diligent effort” to solicit votes from owners and be able to make a showing to the court that it has.

If these threshold requirements are met, the association can move forward with petitioning the court to approve the amendment based on the affirmative votes actually received. The petition papers filed with the court require a large amount of information and supporting documents and should be prepared by the association’s legal counsel to ensure all statutory requirements are met. For example, the petition must demonstrate to the court’s satisfaction that the amendment is reasonable and that all owners (and any other parties entitled to notice under the CC&Rs) were provided sufficient notice of the court proceedings.

During the petition process, owners have an opportunity file opposition papers with the court. But granting the petition is ultimately within the judge’s discretion, and even in the face of owner opposition, judges are generally quite willing to grant such petitions if the statutory requirements are met.

The petition process can take anywhere from three to six months, or longer, depending on the court’s schedule.

PRACTICE TIP:  Since the petition to amend is essentially a lawsuit, the association should involve its legal counsel in the discussion as early as possible.

Assuming the court grants the petition, then the association can proceed with recording the CC&R amendment.

Finally, the court petition process can also be used for other governing documents, such as bylaws or articles of incorporations, under California Corporations Code Section 7515, and a request to amend CC&Rs and other governing documents can be filed together with the court in one streamlined petition.

Orangecrest Country Cmty. Ass’n v. Burns

Summary by

Homeowner Burns submitted an architectural request for various improvements to her property, one of which was the construction of six-foot high stucco walls in her front yard. The association’s architectural guidelines restrict owners from constructing walls or fences in their front yards. The association sent Burns a letter approving her proposed improvements with the following condition: “The stucco walls in the front yard have been denied.” Burns began constructing the walls anyway resulting in the association demanding that she immediately stop. Burns instead constructed non-stucco walls. When Burns failed to respond to the association’s mediation request, the association sued. At trial, Burns argued the “partial approval” letter denied her stucco walls, but did not deny her from building non-stucco walls. She also argued that the association allowed other owners to build walls in their front yards. The association argued that its intent to deny Burns’ proposed walls (stucco or not) is clear from its letter, but admitted that on occasion the association had allowed short walls no taller than three feet to be constructed in front yards. The trial court found in the association’s favor and issued a mandatory injunction ordering Burns to remove the walls. Burns appealed relying on the doctrine of equitable estoppel and arguing selective enforcement. The appellate court found Burn’s arguments unpersuasive. For equitable estoppel to exist, one party must be intentionally misled by another into doing something injurious to themselves that they would not have otherwise done. The appellate court found that the association made it abundantly clear in its letter that it had flatly denied Burns’ request to build the walls contemplated in her architectural request. As to Burns’ selective enforcement argument, the appellate court held that she failed to provide evidence that the association allowed other walls similar to hers to be built.

TAKEAWAY: Make sure your association’s architectural improvement approval or denial letters are abundantly clear and leave no room for other reasonable interpretations as to the association’s decision regarding those improvements. Additionally, if your association has allowed other violations of a particular restriction to stand, then it has effectively given up its right to enforce that same restriction against another owner for the same or similar violation.

***End Summary***

June 9, 2022, No. E074445) 2022 Cal. App. Unpub. LEXIS 3563; 2022 WL 2072063.*

No. E074445.

Court of Appeals of California, Fourth District, Division Two.

 

Filed June 9, 2022.

APPEAL from the Superior Court of Riverside County, Super. Ct. No. RIC1813722, Steven G. Cornelis, Judge. Affirmed.

Sandra Burns, in pro per.; Keiter Appellate Law and Mitchell Keiter for Defendant and Appellant.

Tinnelly Law Group and Sarah A. Kyriakedes, for Plaintiff and Respondent.

 

NOT TO BE PUBLISHED IN OFFICIAL REPORTS

 

California Rules of Court, rule 8.1115(a), prohibits courts and parties from citing or relying on opinions not certified for publication or ordered published, except as specified by rule 8.1115(b). This opinion has not been certified for publication or ordered published for purposes of rule 8.1115.

 

OPINION

 

SLOUGH, J.

Defendant Sandra Burns sought approval to build a wall across her front yard, and when her homeowners association said no, she built it anyway. After multiple attempts to get her to stop construction (and later to mediate the issue) failed, the association sued Burns, seeking a permanent injunction requiring her to remove the wall. Following a two-day bench trial, the judge found Burns had willfully violated her community’s declaration of covenants, conditions, restrictions and reservations (CC&R’s) and issued the injunction.

On appeal, Burns asserts two grounds for reversal. She argues the trial judge erred by failing to find that: (1) the affirmative defense of equitable estoppel applied to justify her construction of the wall, and (2) the association acted unfairly and discriminatorily because they have allowed other homeowners to build walls in their front yards. We conclude these contentions lack merit and affirm.

 

I

 

 

FACTS

 

Burns owns a home in Orangecrest Country, a residential community managed by Orangecrest Country Community Association (the association). She purchased the home subject to the association’s governing documents, which include the community’s CC&R’s and Architectural Guidelines.

Under Article VII, section 7.18 of the CC&R’s, a homeowner may not alter the exterior appearance of their lot without prior approval from the association’s Architectural Committee (the committee). Among other criteria, before approving an alteration, the committee must find that it “will not be detrimental to the appearance of the surrounding area” and “will be in harmony with the surrounding structures.” (CC&R, Art. VIII, § 8.4.1.) Certain structures, however, are flatly prohibited. As relevant here, section 4.11 of the Architectural Guidelines restricts homeowners from installing any walls or fences in the front “setback,” which is the area from the property line located in the center of the street to the front of the home. In practical terms, the setback is the front yard.

On April 27, 2017, Burns submitted an application requesting approval for six modifications to her property—front yard landscaping, painting, a patio cover for the backyard, new rain gutters, and stucco walls in the side yard and front yard. On May 9, the association sent Burns a “partial approval” letter informing her that her plans submitted on April 27 “for installation of front yard landscape, rear yard patio cover, painting and rain gutters . . . have been approved by the Architectural Committee with the following conditions: The stucco walls in the front yard have been denied.” (Emphasis in original.)

On June 30, the association learned that contractors had begun construction on a wall in Burns’s front yard. That same day, the association reached out to Burns by mail, email, and telephone. Elmorabit sent Burns an email and left her a voice message informing her that she lacked approval for the wall she was building on her property and asking her to stop construction immediately. The association sent Burns a cease and desist letter saying the wall being built on her property had not been approved, pointing her to the approval requirement in Article VII, section 7.18 of the CC&R’s, and asking her to “cease work immediately.” The following day, Burns called Elmorabit and “made some remark about not having time for this.”

On July 2, Etienne Caroline, the president of the association’s board of directors, spoke with the construction workers at Burns’s property, told them to check to see if Burns had approval to build the wall, and left his telephone number for her to call him. Burns called Caroline later that day and hung up on him after a brief, contentious conversation.

About a week later, on July 10, the association gave Burns notice they would hold a disciplinary hearing on her noncompliance on August 10. Construction was completed on Burns’s wall sometime later that month.

On August 8, Burns submitted a new application for a wall in her front yard on which she wrote, “no stucco!! Per approval with conditions letter dated 5/9/2017.” On August 9, the association sent Burns a denial letter stating the committee had never approved her wall and demanding she remove it.

At the disciplinary hearing the following day, Burns told the association’s board of directors she had “nothing to say” to them. On August 15, the association sent her a Hearing Decision letter informing her that she had until September 1 to remove the unapproved wall from her front yard.

When Burns failed to remove the wall or respond to their attempts to mediate the dispute, the association filed this lawsuit. In the parties’ joint pretrial statement, Burns informed the court she would not be offering any affirmative defenses at trial. She stipulated that she had received the partial approval letter denying the stucco walls in the front yard and that she had instructed her contractors to build “a wall without stucco” across the front of her property sometime in June or July 2017. She also stipulated that the association had sent her a cease and desist letter and that the wall was still present on her property.

Riverside County Superior Court Judge Steven Counelis presided over the two-day bench trial. The association called four witnesses—Elmorabit, Caroline, Jeff Smith (the association’s architecture expert), and committee member Dennis Friedman. The first two witness described their interactions with Burns about her wall and the association’s attempts to resolve the issue. Smith explained the purpose of the setback rule was twofold—to maintain a consistent open and expansive design and to prevent interference with utility easements. He said Burns’s wall, which was seven feet tall at its highest point, clearly violated the setback rule. Not only was it located in the setback area (or front yard), but Burns had it installed only seven feet beyond her property line, which was immediately adjacent to the sidewalk and interfered with the public’s right-of-way. Smith explained that under the applicable city zoning ordinance, any wall located in the setback area cannot exceed three feet in height, except semitransparent parts of the wall can be as high as four feet tall. Friedman said that during his four years serving on the committee they had never approved a “full size” front yard wall. He said the committee would approve short retaining, landscaping, or decorative walls in the front yard, but nothing taller than three feet. The association also presented evidence that they had recently enforced the setback rule against another resident with a tall front wall similar to the one Burns erected, resulting in the wall’s removal.

Burns, who represented herself at trial as she does on appeal, cross-examined the association’s witnesses but called no witnesses of her own and did not testify on her own behalf. During her cross-examination of Friedman, Burns attempted to impeach his testimony that the committee had never approved a full-size front yard wall by showing him photographs of three other properties in the community that had walls in the front yard. The first photograph depicted a short retaining wall covered by landscaping. The second depicted a short wall on the side of the front yard that ran perpendicular to the side walk and separate that homeowner’s yard from their neighbor’s. And the third depicted an even shorter wall running across a portion of the front yard located several feet behind the sidewalk. Friedman said he wasn’t familiar with the second and third walls because he wasn’t on the committee when they were approved but said the first wall was a permissible retaining wall that didn’t violate the setback rule.

During closing statements, Burns argued she did in fact have approval to build the wall. She argued the phrase “[t]he stucco walls in the front yard are denied” in the May 9 partial approval letter constituted a “conditional approval” to build a wall, so long as it wasn’t made of stucco. She said, “You just don’t put the term conditional approval not relating to anything. So I don’t have a reading comprehension problem. I have a Ph.D. I think I can read, and I think I can articulate what I’m reading. . . . I spent $10,000 on that wall. I wouldn’t be sitting here [having] dedicated 28 months to this case if I truly believed I don’t have in my possession a conditional approval for the wall. That’s it, Your Honor.”

The judge rejected Burns’s claim of conditional approval, finding that even if she had initially (and unreasonably) read the May 9 letter as a conditional approval, the association disabused her of that interpretation when construction began. The judge found Burns “was put on notice, that there was no approval . . . [and] willfully violated the CC&R’s [and] chose to proceed with construction of the wall in opposition to communications from the homeowners association.” He found Burns “led herself to believe that she may establish her own loophole and proceed with construction.”

The judge entered judgment in the association’s favor and issued a mandatory injunction ordering Burns to remove the wall and to submit an application to restore the landscaping that had been removed to construct the wall. Burns filed this appeal.

 

II

 

 

ANALYSIS

 

 

A. Equitable Estoppel

 

For the first time on appeal, Burns argues that the doctrine of equitable estoppel justifies her construction of the wall. Based on principles of fairness, we do not consider factual theories not raised during trial. (Ghazarian v. Magellan Health, Inc. (2020) 53 Cal.App.5th 171, 191; see also Mattco Forge, Inc. v. Arthur Young & Co. (1997) 52 Cal.App.4th 820, 847 [permitting a party to “`adopt a new and different theory on appeal . . . would not only be unfair to the trial court, but manifestly unjust to the opposing litigant'”].) But even if we were to consider this newly raised defense, we would conclude it doesn’t apply.

“`The doctrine of equitable estoppel is founded on concepts of equity and fair dealing. It provides that a person may not deny the existence of a state of facts if he intentionally led another to believe a particular circumstance to be true and to rely upon such belief to his detriment. The elements of the doctrine are that (1) the party to be estopped must be apprised of the facts; (2) he must intend that his conduct shall be acted upon, or must so act that the party asserting the estoppel has a right to believe it was so intended; (3) the other party must be ignorant of the true state of facts; and (4) he must rely upon the conduct to his injury.'” (City of Goleta v. Superior Court (2006) 40 Cal.4th 270, 279.)

The crux of estoppel is that one party has intentionally misled another to do something injurious to themselves that they otherwise would not have done. (Brown v. Chiang (2011) 198 Cal.App.4th 1203, 1227.) But “simple reliance on a false statement or conduct is not enough.” (Ibid.) To invoke the doctrine of equitable estoppel, “the reliance must be reasonable.” (Ibid.)

According to Burns, the association intentionally misled her to believe she had been given conditional approval for the wall by stating in the May 9 letter that “[t]he stucco walls in the front yard have been denied.” She claims she believed she could install the wall on the condition she not use stucco. The problem with this argument is that Burns’s claimed reliance was not reasonable. To begin with, there is no basis for her interpretation of the May 9 letter. The association couldn’t have been more clear. The letter was entitled a “partial approval” is because everything in Burns’s application except the wall had been approved; nothing about the direct assertion “[t]he stucco walls in the front yard have been denied” suggests a condition or the opportunity for negotiation. But even more importantly, even if there were two ways to interpret the May 9 letter, the association made it abundantly clear that it had flatly denied the walls on June 30, when they contacted Burns through multiple media to ask her to stop construction and reiterate that she did not have approval for the wall. Thus, if Burns had raised an equitable estoppel defense at trial, the defense would have failed.

 

B. Evidence of Other Walls

 

Next, Burns claims she presented evidence the association acted unfairly and unreasonably by allowing other homeowners within the community to construct walls in their front yards, and she argues the judge should have afforded that evidence more weight. We conclude the judge properly afforded little significance to the existence of the other walls because they bore no similarity to Burns’s wall.

When a homeowners association seeks to enforce its CC&R’s, the association bears the burden of demonstrating “that it has followed its own standards and procedures prior to pursuing such a remedy, that those procedures were fair and reasonable and that its substantive decision was made in good faith, and is reasonable, not arbitrary or capricious.” (Pacific Hills Homeowners Assn. v. Prun (2008) 160 Cal.App.4th 1557, 1565-1566.) The homeowner, however, bears the burden of proving the affirmative defense of waiver—that is, that the association has allowed so many violations of a particular restriction to stand that it has effectively given up its right to enforce the rule. (E.g., Id. at p. 1567 [homeowner bears the burden of producing “evidence of another homeowner’s violation” of the CC&R’s to “support their waiver argument”].)

Here, the association demonstrated they followed their own standards and procedures, but Burns failed to provide evidence that the association had allowed another wall like hers to stand. According to the testimony of Elmorabit and Friedman, the committee reviewed Burns’s application under the rules and criteria contained in the CC&R’s and Architectural Guidelines and denied her wall proposal based on the setback rule in section 4.11 of the Architectural Guidelines. They communicated this decision in their May 9 letter to Burns; sent letters, emails, and made phone calls demanding that Burns comply with the decision once they found out she was moving forward with construction; held a disciplinary hearing and informed her of the outcome; invited her to participate in alternative dispute resolution; and—when none of those responses worked—finally filed suit. They also presented evidence of a similar wall they successfully had removed for violating the same setback rule. This evidence supports a finding that the association followed their ordinary procedures in reviewing and partially denying Burns’s application and in attempting to enforce their decision.

Burns, on the other hand, did not present any evidence the association had allowed other homeowners to build similar nonconforming walls. As we’ve noted, none of the three walls Burns relies on are higher than three feet, and none abut (and run parallel to) the sidewalk. Because of these differences, the judge’s determination that he was “not persuaded by that argument at all” is entirely reasonable. We are unpersuaded by Burns’s claim the judge committed legal error by ignoring the evidence of the other walls she presented during trial. Rather, our review of the judge’s ruling satisfies us that he considered the evidence Burns presented but simply found it insufficient to prove the other walls were in any way similar to hers or even in violation of the setback rule. It was Burns’s burden (not the association’s) to demonstrate the association had let residents erect walls like hers in the community, and she failed to carry that burden.

We conclude Burns’s claims of error fail and uphold the order granting the injunction.

 

III

 

 

DISPOSITION

 

We affirm the judgment. Respondent shall recover their costs on appeal.

RAMIREZ, P. J. and FIELDS, J., concurs.

Must We Sue This Owner?

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By Pejman D. Kharrazian, Esq.

A community association board is required to enforce its governing documents against owners. But must a board file a lawsuit if internal enforcement measures fail to gain a recalcitrant owner’s compliance? I often see boards grapple with this difficult decision. The following discussion of California case law explores how directors should decide whether to sue an owner or not and what legal protections are available once that choice is made.

The Business Judgment Rule as a guide and a defense.

In 1977, Beehan v. Lido Isle Community Assn. established that a board may exercise prudent business judgment (i.e., in good faith, in the best interests of the association, and after conducting due diligence) in deciding whether or not to sue over a violation of the governing documents.

But Beehan does not go as far as saying a board can indiscriminately decide not to sue an owner who has violated the governing documents. Instead, it says a decision about whether to sue should be made using the business judgment rule as a guide. The business judgment rule, codified in California Corporations Code section 7231, applies to nonprofit corporations and says:

“A director shall perform the duties of a director . . . in good faith, in a manner such director believes to be in the best interests of the corporation and with such care, including reasonable inquiry, as an ordinarily prudent person in a like position would use under similar circumstances.”

In following the business judgment rule, a board should, for example: examine the underlying facts, consult with independent legal counsel and other experts to analyze the merits of the potential case, review and follow the governing documents, weigh the costs and benefits of filing a lawsuit versus the nature and magnitude of the owner’s violations, discuss the matter in executive session and memorialize in minutes. A board should also keep in mind the prevailing party attorneys’ fee provisions found in the Davis-Stirling Common Interest Development Act and many CC&Rs—that essentially say, if an association loses the case it could be paying its own attorney and the owner’s attorney!

At the end of the day, if a board’s decision about whether to sue is challenged, the primary defense will likely be the business judgment rule.

Will a court give the board’s decision judicial deference under Lamden?

In 1999, Lamden v. La Jola Shores Clubdominium Homeowners Assn., the California Supreme Court established that when a “duly constituted association board, upon reasonable investigation, in good faith and with regard for the best interests community association and its members, exercises its discretion within the scope of its authority” on how to maintain the common areas, “courts should defer to the board’s authority” (a.k.a., “judicial deference” or the “Lamden rule”). The Lamden rule is analogous to the business judgment rule and is another legal doctrine that affords protection—even if an association is unincorporated.

The court in Haley v. Casa Del Rey Homeowners Assn. recognized Lamden applied to ordinary maintenance decisions. But nonetheless went on to say that Lamden “reasonably stands for the proposition that the Association had discretion to select among means for remedying violations of the CC&R’s without resorting to expensive and time-consuming litigation, and the courts should defer to that discretion.” Haley comes very close and possibly even crosses the line of extending Lamden’s judicial deference standard to a board’s decision about whether to sue.

Haley is not alone in expanding Lamden beyond ordinary maintenance decisions. For example, Dolan-King v. Rancho Santa Fe Assn. granted judicial deference to a board’s architectural decisions; Harvey v. The Landing Homeowners Assn granted judicial deference to a board’s interpretation of the CC&Rs; Watts v. Oak Shores Community Assn. granted judicial deference to a board’s adoption of rules. In taking their broader view of Lamden, Haley, Dolan-King, Harvey, and Watts each quote the seminal California Supreme Court case of Nahrstedt v. Lakeside Village Condominium Association, Inc.:

“Generally, courts will uphold decisions made by the governing board of an owners association so long as they represent good faith efforts to further the purposes of the common interest development, are consistent with the development’s governing documents, and comply with public policy.”

But other cases have tried to limit Lamden: Ritter and Ritter v. Churchill states the Lamden rule protects individual directors from liability, but seems to suggest Lamden will not protect the association (as an entity) from liability for an improper decision.[1] But in Lamden the directors were not parties to the action when the Supreme Court made its decision (only the association was). By that logic, it seems Lamden did apply its judicial deference rule to the association. It therefore, appears Ritter may have gone too far in this regard.

Ritter also reads Lamden narrowly by saying it did not apply to extraordinary (versus ordinary) maintenance decisions by a board, whereas, Haley, Watts, Harvey, and Dolan-King indicate Lamden can apply beyond ordinary maintenance decisions. Ritter seems to be an outlier in this regard.

Further, Affan v. Portofino Cove Homeowners Assn illustrates that Lamden does not apply to decisions of association managers and does not generally apply in situations where no decision is made by the board (inaction versus action).

If future courts are inclined to expand Lamden’s judicial deference rule, then the decision of an association board about whether to sue may be given judicial deference by a court, in addition to the protections provided by the business judgment rule.

 

[1]  Other cases have held an association can remain liable for injury to third parties that flows from improper decisions. (See e.g., Frances T. v. Village Green Owners Assn.; White v. Cox)

Q&A: Our minutes have minimal information on motions, topics and little depth. Are we at risk of having inadequate documentation to show our due diligence? What is the optimum content of our minutes?

Q.  Our minutes have minimal information on motions, topics and little depth. Are we at risk of having inadequate documentation to show our due diligence? What is the optimum content of our minutes?
A.  For minutes, less is more. For each item of business, we recommend the following information be included: the topic, the Board’s resolution with sufficient detail to understand the Board’s rationale and decision, who moved/seconded, and the director vote tally (e.g., “passed unanimously”). The minutes should not include comments, discussion, dicta, or minutiae. Minutes should not be a transcript of the meeting. Including superfluous language in minutes can come back to bite, especially in litigation where minutes are discoverable and can be used as evidence against the Association or Board.  Pejman D. Kharrazian, Esq.

Meeting Minutes

Two key things to remember with regard to meeting minutes:

      1. Less is more; and
      2. Minutes should only reflect actions and not discussion.


Minutes should include the following information:

      1. When was the meeting held? (date, time, place)
      2. Who was present at the meeting? (board members, manager, others)
      3. Who was absent? (board members)
      4. What topics were discussed?
      5. What decisions were made?
            • Any consent agenda for routine items to expedite the meeting. (Approval of minutes, payment of bills payable, etc.)
      6. Other actions agreed upon, who is assigned to do them and when?
      7. Any materials distributed? Copies attached to minutes or in board packet?
      8. Is there anything special the reader of the minutes should know or do?
      9. Next meeting? Regular time or special meetings scheduled? Agenda items.


Minutes should NOT include the following information:

      1. Items of correspondence;
      2. Recitations of comments made in homeowner forum;
      3. He said/she said dialogue of board members.


The Civil Code provides that certain items/information must be included in the open board meeting minutes:


Members are entitled to copies of minutes (or a draft or summary of the minutes), except for executive session minutes, within 30 days after the meeting upon request and payment of a reasonable cost. (Civ. Code §4950; Corp. Code §8330 et seq.)

Board Meeting Checklist

Board “meetings” are defined in Civil Code section 4090[1] and Civil Code section 5450 and must be open to members with limited exceptions for executive sessions (Civ. Code §§ 4090, 4900-4935, & 5450.) Learn more…

Congratulations to "Top Young Attorney" Pejman Kharrazian

Please join us in congratulating EG&H attorney Pejman Kharrazian who, in December 2014, was named one of the year’s Top Young Attorneys by the San Diego Daily Transcript.  Pejman was also recently featured in San Diego Lawyer Magazine’s “Diversity & Inclusion” feature and was elected to the alumni board of Thomas Jefferson School of Law.

Diversity & Inclusion: Pejman Kharrazian Featured in S.D. Lawyer Magazine

Pejman Kharrazian was featured in the September/October 2014 issue of San Diego Lawyer, The Journal of the San Diego County Bar Association. This issue of San Diego Lawyer focused on diversity and inclusion.  Born in Texas to parents who moved to the U.S. from Iran, Pejman shared his thoughts on “Why I Belong” to the San Diego County Bar Association (SDCBA).

“[A] key reason I belong is for the educational and mentoring opportunities,” Pejman states. “The SDCBA, and through its Ethnic Relations & Diversity Committee, does a great job of supporting and fostering diversity….  As an Iranian-American attorney I find value and belonging….”  Pejman also shared his love of skiing and golf.  To read the entire interview, see page 6 of the September/October Issue of San Diego Lawyer.

Pejman Kharrazian Elected to Law School Alumni Board

Epsten attorney Pejman Kharrazian was recently elected to the Thomas Jefferson School of Law (TJSL) Alumni Association Board of Directors. The Alumni Association is dedicated to serving the law school’s alumni by providing social, educational and professional opportunities. Congratulations to Pejman on this recent election and many thanks for his service to his law school alumni community.