1. Prince William County Homeowner & Condominium Associations Leadership Seminar
October 24, 2014
We’re from the Government… An Overview of the Office of the Common Interest Community Ombudsman and the Common Interest Community Board
Heather Gillespie, CIC Ombudsman
Trisha Henshaw, Executive Director, CIC Board

2. Organizational Chart - DPOR
Agency Director
Regulatory Boards (includes CIC Board)
CIC Ombudsman Office
Fair Housing
Licensing, Investigations, Compliance
Administrative Assistant

3. DPOR – In a Nutshell Executive branch agency under the Secretary
of Commerce and Trade
18 regulatory boards and programs.
Regulates specific professions and occupations, as determined by the General Assembly.
200 employees serve more than 300,000 individuals and businesses
Issues professional credentials — licenses, certificates or registrations
Goal is to ensure minimum competency necessary to practice without harming the public,
Policy boards determine minimum standards and qualify regulants based on education, experience and examination.

4. DPOR – In a Nutshell (cont’d)
Enforces standards of professional conduct.
Investigates reports of regulatory violations and seeks to obtain compliance 
When necessary, disciplines licensees – fines, probationary terms, suspension or license revocation
Unlicensed activity—practicing a profession without a required state license—is a misdemeanor criminal violation. Regulatory boards do not have jurisdiction over unlicensed individuals. 
Non-general fund agency

5. Office of the CIC Ombudsman
Assist members in understanding their rights and the processes available to them according to cic laws and regulations ;
Answer inquiries by telephone, mail, electronic mail, and in person;
Provide information concerning common interest communities upon request;
Make information available, either separately or through an existing Internet website;
Receive notices of final adverse decision;

6. Office of the CIC Ombudsman (cont’d)
Maintain data on inquiries received, types of assistance requested, notices of final adverse decision received, actions taken, and the disposition of each such matter;
Provide referrals to public and private agencies offering alternative dispute resolution services, with a goal of reducing and resolving conflicts among associations and their members;
Ensure that members have access to the services provided through the Office of the Common Interest Community Ombudsman and receive timely responses;

7. Office of the CIC Ombudsman (cont’d)
Ensure that members have access to the services provided through the Office of the Common Interest Community Ombudsman and receive timely responses;
Provide to the Director (if requested) assessments of proposed and existing common interest community laws and other studies of common interest community issues;
Monitor changes in federal and state laws relating to common interest communities;
Provide information to the Director that will permit the Director to report annually; and
Carry out activities as the Board determines to be appropriate.

8. 80% Phone calls and Emails – Education and Information
Questions re: common interest community law
Meetings
Notice
Access to books and records
Disclosure packets/resale certificates
Reserve study
Method of communication
Agenda packet
Harassment
Collections

9. 80% (cont’d) Complaint Procedures Requirements Timeframes
Consideration
Small associations?
Subject matter?

10. 80% (cont’d) General Assembly – subject matter expert
CIC Board and Committees
Work with DPOR investigators
Presentations….
Housing Commission
CIC Workgroup
Time-Share Sub Workgroup

11. 20% Notices of Final Adverse Decision Complaints
No complaint procedure
Failure to respond in reasonable
timeframe

12. Notices of Final Adverse Decision
Reserve study
Donations
Access to books and records
Maintenance
Amendment of governing documents
Embezzlement

13. Notices of Final Adverse Decision (cont’d)
Rehearing
Virginia Nonstock corporation
Proxies
Elections
Method of communication
Manager license

14. Contact Information
Office of the Common Interest Community Ombudsman
9960 Mayland Drive, Suite 400
Richmond, VA
Main Phone: (804)
Web:

15. Common Interest Community Board
From the
Common Interest Community Board

16. Common Interest Community Board
The Common Interest Community Board was established in 2008
The CIC Board is composed of 11 members
Membership includes:
CIC Managers (3)
CIC-Related Attorney
CIC-Related CPA
Time-Share Representative
Developers of CICs (2)
Self-Managed Association Board Member
CIC Residents (2)

17. Current CIC Board Members
Lucia Anna “Pia” Trigiani (CIC Attorney) – Chair
Christiaan “Chris” Melson (CIC Manager) – Vice-Chair
Enrico Cecchi (Developer)
Elena Ferranti (CIC Manager)
Kristie Helmick (CIC Resident)
Mary Elizabeth “Beth” Johnson (CPA)
Kimberly Kacani (Developer)
Tom Mazzei (CIC Manager)
Jacquelyn “Jackie” Riggs (Time-Share Representative)
Katherine “Katie” Waddell (CIC Resident)
David “Dave” Watts (Association Board Member)

18. Current CICB Staff Members

19. Who the CIC Board Regulates
CIC Managers
Certified Principal or Supervisory Employees
POA, Condo, Co-op Associations
Condominium Projects
Time-Share Projects
Time-Share Exchange Companies

20. How Does the CIC Board Regulate?
Responsible for Developing/Implementing Regulations
Common Interest Community Manager Regulations
Condominium Regulations
Time-Share Regulations
CIC Management Information Fund Regulations
CIC Ombudsman Regulations
Issues licenses, certificates, registrations, as appropriate
Disciplinary Authority

21. What Disciplinary Authority?
Licenses/Certificates
Fine
Suspend
Revoke
Registrations
Cease and Desist Order
Injunction
Revocation
Fine/Monetary Penalty

22. CIC Board – By the Numbers
Type
10/01/2014 Population
CIC Managers
179
Certified Employees
323
Associations
5,691
Condominium Projects
319
Time-Share Projects 82
Time-Share Exchange Companies 22

23. What You Should Know About CIC Manager Licensing
Anyone providing management services to an association must have a CIC Manager License, unless exempted. A few exemptions are:
Employee of an association
Resident acting without compensation
Resident providing only bookkeeping, billing, or recordkeeping services for compensation, but only if covered by association’s employee dishonesty insurance policy
Member of governing board acting without compensation
Attorney providing legal services
CPA providing bookkeeping or accounting services

24. And Don’t Forget About Certified Principal or Supervisory Employees
Employee Certification
Required as of July 1, 2012, for
Employees of manager with principal responsibility for management services to a CIC
Supervisory responsibility for employees who participate in providing management services
Unless under the direct supervision of a certified employee, or within 2 years of employment
A common interest community manager that does not have the appropriate employees certified cannot renew the manager license with the Board.

25. Finally, Association Requirements
Each property owners’, condominium unit owners’, and cooperative lessees’ association must:
File an annual report with the CIC Board
Provide contact person, which may be an employee of the CIC Manager
Notify the CIC Board of changes in the Board of Directors
Certify that it has an association complaint procedure in place
Maintain a blanket fidelity bond or employee dishonesty policy, if the association is collecting assessments

26. Information Overload? How to Stay Informed
DPOR Website:
CIC Board Website:
CIC Ombudsman Website:
Virginia Regulatory Town Hall:

27. Virginia Regulatory Town Hall
Why use Town Hall?
Registered Public Users get notified by of regulatory actions and meetings
You may sign up to receive notifications from all Boards or specific Boards
Participate in the regulatory process through online comment forums during open public participation periods
Information found on the Town Hall website includes, but is not limited to:
Board Meetings
Board Minutes
Regulatory Actions
Public Comments
Board Contact Information

28. What: Common Interest Community Board Meeting
When: All Board Meetings begin at 9:30 a.m.
Where: DPOR, Perimeter Center, 2nd Floor, 9960 Mayland Drive, Richmond, Virginia
Note: Public Comment Period at the Beginning of Every Board Meeting
2014
2015
December 4, 2014
March 26, 2015
June 4, 2015
September 10, 2015
December 10, 2015

29. CIC Board Contact Information
Common Interest Community Board
Send mail to:
Department of Professional and Occupational Regulation
Perimeter Center
9960 Mayland Drive, Suite 400
Richmond, Virginia 23233
Website: www. dpor. virginia. gov
Phone:
Fax:

30. ANY QUESTIONS?