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  • Common Interest Community Board

    The Common Interest Community Board regulates common interest community managers, as well as certain employees of licensed management firms. The Board's authority also includes condominium and time-share project registrations, and extends to transactions occurring within Virginia, even if the property involved is located outside the Commonwealth. Property owner, condominium, and cooperative associations are required to file annual reports with the Board.

    The Office of the Common Interest Community Ombudsman is separate and distinct from the Board. The Ombudsman's responsibilities include offering assistance and information to association members regarding the rights and processes available to them through their associations. More information is available on the Common Interest Community Ombudsman web page.

    Licensing Section   (804) 367-8510 
    Board Office  (804) 367-0362
    FAX  (866) 490-2723
    Email  CIC@dpor.virginia.gov  

    • Effective July 1, 2020, the current Property Owners’ Association Disclosure Packet Notice will be revised to reflect a change in state law.  The revised disclosure notice is now available. More details here.
    • Association Board Meetings May Be Held Via Fully Electronic Methods (effective 4/24/2020) 
    • NEW! Common Interests Fall-Winter 2020 Board Newsletter 
    • Update Regarding Application Fees for CIC Association Registrations 
    • Guidelines for the Development of Reserve Studies for Capital Components (adopted 9/5/19).  
    • Forms and Applications
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    Forms & Applications

    Associations | CIC Managers & Employees | Condominiums | Time-Shares | Disclosures 

    • Go to: Most Requested Forms (address change, criminal conviction reporting, certification request, etc.) 
    • Go to: CIC Ombudsman Forms 

    Applicants must read and understand the Board's Regulations. Application fees are not refundable. 

    DPOR Boards only accept the most recent versions of the applications provided below. DPOR Boards are not responsible for processing delays associated with forms that do not conform to this requirement.

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    Associations

    • Community Association Registration Application (PDF)  (new registrations only)
    • Community Association Annual Renewal Report (PDF)   (existing registrations only)
    • Change Form: Governing Board (PDF)  
    • Change Form: Point of Contact/Management (PDF)   

    CIC Managers & Employees

    • Common Interest Community Manager License Application (PDF)   
      • Common Interest Community Manager Information Sheet and License Application (PDF) 
    • Common Interest Community Manager License Renewal Application (PDF)  
    • Common Interest Community Manager Change of Personnel Form (PDF)
      • Use this form to report any change in the firm's Principals, Responsible Person, or Supervisory Employee/Officer (Qualified Individual)   
       
    • Common Interest Community Manager Application Supplement - Comprehensive Training Program Equivalency Form (PDF)
      • This supplement form is for manager applicants whose Qualifying Individual has not completed a board-approved training program, but seeks to qualify on the basis of completed course work that may be equivalent.   
       
    • Principal or Supervisory Employee Certificate Application (PDF)  
      • Principal or Supervisory Employee Information Sheet and Certificate Application (PDF)  
       
    • Principal or Supervisory Employee Certificate Renewal Form (PDF) 
    • Experience Verification Form (PDF)  
    • Training Program Approval Application (PDF)  
      • Training Program Approval Information Sheet and Approval Application (PDF)  
       

    Condominiums

    • Annual Report (PDF) 
    • Bond/Letter of Credit Verification Form (PDF)  
    • Registration Application (PDF)   
      • Letter of Credit Form (PDF) (Exhibit G documentation) 
      • Assessment Bond Form (PDF) (Exhibit G documentation) 
    • Disclosure Form for Special Meeting to Extend Declarant Control Period (PDF) 

    Time-Shares

    Time-Share Projects 

    • Time-Share Registration/Amendment Application (PDF) (use this form to register a time-share project or amend the registration of a time-share project)  
      • Time-Share Building Status Form (PDF) 
       
    • Time-Share Annual Report (PDF)  
      • Time-Share Bond/Letter of Credit Verification Form (PDF)    
       

    Alternative Purchases 

    • Alternative Purchase Registration Application (PDF)  
    • Alternative Purchase Annual Report (PDF) 

    Exchange Programs 

    • Exchange Company Registration Application (PDF)  
    • Exchange Company Annual Report (PDF)  

    Time-Share Resellers 

    • Time-Share Reseller Registration Application (PDF) 
    • Reseller Lead Dealer Change Form (PDF) 

    Disclosures

    • CIC association disclosure forms  
     

    Laws & Regulations

    Sign up for email notification of regulatory action and meetings by registering here. 

    LAWS (STATUTES)

    NEW LAWS affecting disclosure notices, allowable fees (effective 7/1/19)
    • Common Interest Communities | Chapter 23.3 of Title 54.1 of the Code of Virginia  
    • Property Owners’ Association (POA) Act | Chapter 18 of Title 55.1 of the Code of Virginia 
    • Virginia Condominium Act | Chapter 19 of Title 55.1 of the Code of Virginia 
    • Virginia Real Estate Cooperative Act | Chapter 21 of Title 55.1 of the Code of Virginia 
    • Virginia Real Estate Time-Share Act | Chapter 22 of Title 55.1 of the Code of Virginia  

    Effective October 1, 2019, Title 55 of the Code of Virginia (Property and Conveyances) was repealed and replaced by the new Title 55.1. Learn more.


    REGULATIONS

    • Pending regulatory action (proposed changes, public hearings etc.) 

       

    Licensing

    CIC Manager Regulations  (pdf)    
    Recent CIC Manager Regulatory Changes | Effective June 1, 2020: 
    • Licensure qualifications for common interest community managers were changed to remove the requirement that firms register a trade or fictitious name with the clerk of the circuit court in the locality where business is conducted.  The change was made to conform the regulations to a change in state law that became effective on January 1, 2020.

       

    Project Registration

    Condominium Regulations (pdf)
    Time-Share Regulations(pdf)
    Recent Condominium Regulatory Changes | Effective June 1, 2020: 
    • Registration requirements for condominiums were changed to remove the requirement that declarants register a trade or fictitious name with the clerk of the circuit court in the locality where business is conducted.  The change was made to conform the regulations to a change in state law that became effective on January 1, 2020. 
    Recent Time-Share Regulatory Changes | Effective December 1, 2020: 
    • Regulations were amended to conform to change in the Virginia Real Estate Time-Share Act effective July 1, 2020.  
     

    Annual Report Filing Requirements & Fees

    CIC Management Information Fund Regulations (pdf)   
    Recent Regulatory Changes | Effective November 1, 2019:
    • Regulations revised to conform to statutory changes resulting from the recodification of Title 55 of the Code of Virginia, effective October 1, 2019.

       

    Association Complaint Processes 

    CIC Ombudsman Regulations  (pdf) 
    Recent Regulatory Changes | Effective December 11, 2019: 
    • Regulations revised to conform to statutory changes resulting from the recodifications of Title 55 of the Code of Virginia, effective October 1, 2019.   

       
     


    GUIDANCE DOCUMENTS

    Guidance Documents on Virginia Regulatory Town Hall
    • Maximum Allowable Fees for Disclosure Documents 
    • Best Practices for POA Declarations (adopted 12/10/15) 
                                    

    Meetings & Minutes

    Sign up for email notification of regulatory action and meetings by registering here.

    The Virginia Regulatory Town Hall provides access to the board's meeting schedule, agendas, and past meeting minutes.

    Visit the Town Hall: http://www.townhall.virginia.gov/L/viewboard.cfm?boardid=147&display=meetings 

    Education & Exams

    Board-Approved Education Providers

    • Board-Approved Training Programs (PDF)  
     

    Training Program Review Committee

    The Board's Training Program Review Committee is responsible for reviewing applications from education providers seeking board approval. The Committee usually meets the afternoon before each regularly scheduled Board meeting.

    The Committee's meeting schedule is updated and available on the Virginia Regulatory Town Hall at http://www.townhall.virginia.gov/L/viewboard.cfm?boardid=147&display=meetings.  

    News & Publications

    Sign up for email notification of regulatory action and meetings by registering here.

    Board News

    • NEW! Common Interests Fall-Winter 2020 Board Newsletter 
    • Effective October 1, 2019, Title 55 of the Code of Virginia (Property and Conveyances) will be repealed and replaced by Title 55.1. Learn more.
    • Condominium Cease and Desist Order | March 12, 2020

    Reports & Publications

    • Board Meetings May Be Held Via Fully Electronic Methods (effective 4/24/2020) 
    • CIC Association Disclosure Forms and Maximum Allowable Fees  
    • NEW! Guidelines for the Development of Reserve Studies for Capital Components (adopted 9/5/19)
    • Best Practices for POA Declarations (adopted 12/10/15)
    • Determinations Issued by Common Interest Community Ombudsman available here  

    Frequently Asked Questions

    1. What is a Common Interest Community? 
    2. How do I contact the Board office? 
    3. When I call the Board office, will I be able to speak directly with a Board member? 
    4. I am licensed in Virginia, and applying for licensure in another state.The other state is requesting verification of my Virginia license. What do I need to do? 
    5. How do I go about filing a complaint against my association? 
    6. I need to renew my license/certificate, but I haven't received my renewal form. What do I need to do? 
    7. My renewal payment for my firm's CIC Manager license was one day late. Can you waive the late fee? 
    8. I did not renew on time because I didn't receive my renewal card. Do I still have to pay a late fee or reinstate my license? 
    9. Does the Board office use the date of receipt or the postmark date to determine whether an application or renewal was received on time? 
    10. My address and/or name has changed. What do I need to do to notify the Board? 

    What is a Common Interest Community?

    Common Interest Communities (CICs) are designed for community living by a developer (also known as a "declarant"). The community is created by a specific set of legal documents, generally drawn up by the developer and subject to change by the membership (owners). When the developer relinquishes control of the community, the community's affairs are then governed by the Association of owners through an elected board.

    The Association board is authorized by law to enforce rules and restrictions, and to collect mandatory assessments to pay for maintenance and improvements to common elements (such as a pool, clubhouse, or just a road or signage). The obligation for owners to pay for insurance, maintenance assessments, and upkeep of shared property other than their own units/lots is the essential characteristic of a Common Interest Community. The relationship between owners and the Association is a financial and legal one.

    Neighborhood or civic associations with voluntary dues are not Common Interest Communities under Virginia law.

    How do I contact the Board office?

    You may reach the Board office by phone at 804-367-8510 (Licensing Section) or 804-367-0362 (Board Office), by FAX at 1-866-490-2723, or by e-mail at CIC@dpor.virginia.gov. Additionally, if you have information that you would like to mail to the Board, please send it to:

    Common Interest Community Board
    Department of Professional and Occupational Regulation
    9960 Mayland Drive, Suite 400
    Richmond, VA 23233

    When I call the Board office, will I be able to speak directly with a Board member?

    No. The Board members do not work in the Board office. They come into the Board offices for Board meetings and hearings, but are not here on a daily basis.

    Board office staff members can answer your questions and are trained to process all information that comes into the Board office. Please do not contact Board members directly.

    I am licensed in Virginia, and applying for licensure in another state.The other state is requesting verification of my Virginia license. What do I need to do?

    Please complete the Certification Request Form and send it with a check for $35.00, made payable to the Treasurer of Virginia. Specify where you would like the certification to be mailed.

    How do I go about filing a complaint against my association?

    The Office of the Common Interest Community Ombudsman is a resource.The Ombudsman's responsibilities include offering assistance and information to association members regarding the rights and processes available to them through their associations. More information is available on the Common Interest Community Ombudsman web page.

    I need to renew my license/certificate, but I haven't received my renewal form. What do I need to do?

    No earlier than 60 days prior to your license/certificate expiration, send in the renewal fee, make checks payable to the Treasurer of Virginia, and include your license/certificate number on your check. Mail this information to:
    Common Interest Community Board
    Department of Professional & Occupational Regulation
    9960 Mayland Drive, Suite 400
    Richmond, VA 23233

    You CANNOT continue to practice in Virginia after your license has expired.

    My renewal payment for my firm's CIC Manager license was one day late. Can you waive the late fee?

    No. Board regulations allow a 30-day grace period in which a license may be renewed without penalty (therefore, your payment is actually 31 days late). Staff cannot waive the fee.

    I did not renew on time because I didn't receive my renewal card. Do I still have to pay a late fee or reinstate my license?

    Yes. Board regulations state that failure to receive the renewal notice does not relieve the licensee of the obligation to renew.

    Does the Board office use the date of receipt or the postmark date to determine whether an application or renewal was received on time?

    The date the application or renewal was received in the agency determines whether it is on time, not the postmark date. If the renewal fee is received after the due date, you will be required to pay the reinstatement fee. If the reinstatement fee is received after the due date, you will be required to reapply for licensure, meeting all current requirements.

    My address and/or name has changed. What do I need to do to notify the Board?

    Complete, print, sign, and submit a Name/Address Change Form to the Board office. All address changes must be received by the Board in writing. When providing a post office box as the mailing address, it must be accompanied by the physical address.

    Common Interest Community Board

    Board Executive Director

    Trisha L. Henshaw

    Board Administrator

    Joseph C. Haughwout, Jr.

    Board Member Roster

    Anne Sheehan, CPA

    Certified Public Accountant
    Term ends June 30, 2021 

    Scott Sterling
    Developer
    Term ends June 30, 2023 
    Lori Overholt 
    Time-Share Industry 
    Term ends June 30, 2024 
    Jim Foley 
    Community Manager
    Term ends June 30, 2023 
    Amanda Jonas 
    Developer
    Term ends June 30, 2022 
    Maureen A. Baker
    Community Manager
    Term ends June 30, 2024 
    Drew R. Mulhare | BOARD CHAIR
    Community Manager
    Term ends June 30, 2022 
    Tom Burrell
    Citizen Serving on an Association Board
    Term ends June 30, 2022 
    Katherine E. Waddell
    Citizen Residing in a Common Interest Community
    Term ends June 30, 2021 
    David S. Mercer | BOARD VICE-CHAIR
    Attorney
    Term ends June 30, 2023 
    VACANT
    Citizen Residing in a Common Interest Community
    Term ends June 30, 2021 
     

    Board members are appointed by the Governor. To learn more about the gubernatorial appointment process, visit the Secretary of the Commonwealth's website.  

    Military and Veterans Services

    DPOR stands ready to assist veterans and active-duty military personnel as they maintain or transition to civilian careers requiring professional credentials.

    Active-duty military personnel and their spouses having served outside the U.S., as well as certain diplomatic service members and veterans, may be eligible to receive up to a five-year extension for meeting license renewal requirements (pursuant to Section 54.1-117 of the Code of Virginia).

    Spouses of active-duty military personnel assigned to a duty station in Virginia are eligible for expedited processing using the Military Spouse Expedited License Application (PDF). A temporary, non-renewable 12-month license for certain military spouses licensed in another state who need more time to meet Virginia-specific requirements is also an option if necessary. [Section 54.1-119] 

    • Military spouses also can get help covering the costs of transferring their professional licenses or certifications when they experience a permanent-change-of-station move with their service member spouse.

     

    For honorably discharged veterans, “substantially equivalent” military training, education, or experience may be credited toward certain license requirements (pursuant to Section 54.1-118). In addition, the Virginia Department of Veterans Services may reimburse veterans for the cost of license or certification exams. 

    Available Online Services

    This regulatory program does not currently offer any online transactions.  

    Please check back periodically as we continue to modify services in the future.
     

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