Is It Time to Update Your Community’s Governing Documents?

Community association rules shape how neighborhoods function, but many of those rules were written decades ago, long before today’s technology, household setups, or social expectations were even imaginable.  

Lawn signs, online forums, solar panels, emotional support animals—none of these were on the radar when most HOA governing documents were written. And yet, these are the issues that today’s community association boards are expected to regulate, fairly and consistently. 

It’s no surprise, then, that many community leaders find themselves stuck enforcing outdated rules—or worse, trying to interpret vague language that doesn’t account for current technology, lifestyles, or expectations. 

If you’ve ever wondered whether your community association governance documents still reflect the needs of your residents, this blog will walk through the most common signs that they may need an update. We’ll also outline what a thoughtful revision process looks like and how professional support can streamline the effort. 

Common Signs Your Governing Documents Are Outdated 

Documents drafted in the 1970s, 80s, or 90s often weren’t designed with today’s pace of change in mind. As a result, many associations find themselves struggling to apply outdated rules to new realities. Here are a few common signs your HOA policy documents may no longer serve your community effectively.  

Your Rules Don’t Mention Modern Issues at All 

Topics like short-term rentals, electric vehicle charging stations, or solar panel installations may not exist in your documents at all. As smart home technology, social media use, and online dues platforms become more widespread, silence on these issues can leave communities unprotected or open to confusion. 

When rules are vague or contradictory, enforcement becomes uneven, and in some cases, legally risky. Boards may face selective enforcement claims, resident pushback, or internal conflict over how to interpret unclear guidance. This can lead to a breakdown in trust, and in some cases, the inability to uphold rules altogether. 

Homeowners Keep Asking the Same Questions 

If residents are regularly reaching out with the same questions about what's allowed, what’s required, or who’s responsible for certain upkeep, it could be a sign that your documents lack clarity. When the same topics keep coming up—things like pets, rentals, or exterior maintenance—it often points to language that’s outdated, inconsistent, or incomplete. Updating your community’s governing documents can help bring clarity and reduce administrative friction. 

What It Takes to Update Governing Documents the Right Way 

Updating documents doesn’t have to be overwhelming, but it does require a structured and compliant process. Depending on your community’s size and age, you may need to amend or fully restate documents to reflect today’s legal and lifestyle standards.

Typically, amendments start with a formal proposal, followed by clear communication, community discussion, and a vote. Changes to CC&Rs often require a supermajority vote (commonly 67 to 75 percent), while bylaws may only need a simple majority. The exact requirements should be spelled out in your current documents and must align with applicable state laws, such as Ohio Revised Code Chapter 5311 or 5312. 

Start with a Legal Review 

Legal guidance is foundational to this process. Legal counsel can help assess which updates are necessary, identify any outdated or potentially discriminatory clauses, and advise on what changes are allowed under current Ohio law. This is also where the hierarchy of documents like articles of incorporation, bylaws, CC&Rs, and rules comes into play.  

When it comes to enforcement, clarity is everything. Vague phrasing or contradictory rules can lead to confusion, disputes, and even legal challenges. That’s why it’s important to work with professionals who understand how to translate community priorities into language that holds up, both in daily operations and in court, if needed.  

Well-written amendments should clearly outline what is permitted, what is restricted, and what happens if rules are broken. This includes defining terms, setting reasonable timelines, and identifying enforcement procedures. When the language is strong and specific, boards can apply the rules fairly and consistently—and homeowners are more likely to understand and follow them.  

Communicate Clearly with the Community 

Residents deserve transparency throughout the process. Hosting community meetings, offering Q&A opportunities, and providing regular updates help residents feel informed and included, especially when changes to governing documents are on the table. Clear communication isn’t just courteous; it builds trust, encourages participation, and helps prevent misunderstandings before they escalate.  

When the message is clear and consistent, the process becomes easier for both the board and the community. For best results, use a variety of communication tools like emails, mailed notices, and community bulletins to make sure every resident gets the same information, no matter how they prefer to stay informed. Strengthening your communication approach now can make the entire update process more successful. 

Many communities make well-intentioned but risky mistakes when updating their community policy documents. These often include: 

• Enforcing rules before they’re properly adopted
• Ignoring the legal hierarchy of documents
• Overlooking required voting thresholds
• Making edits without legal input
• Adding restrictions that invite legal challenges 
  
  

Even seemingly minor changes like restricting satellite dishes or imposing broad bans on home modifications must be reviewed carefully. Vague or overly broad language can lead to disputes or even lawsuits. Familiarity with the most common board missteps can help you sidestep avoidable conflict and move forward with clarity and confidence.  

How Professional Management Helps Make the Process Smoother 

Professional community association managers do more than oversee day-to-day operations; they provide structured support during long-term planning and policy updates. 

At Management Plus, we help community associations modernize community documents by: 

• Coordinating with legal teams
• Managing communication and timelines
• Providing consultation services
• Guiding boards through community-wide voting and outreach 
  
  

If your property is a condominium, our condo association management services provide targeted expertise for vertical communities with unique compliance concerns. 

We also support boards through educational insights, like our blog on compliance with the Corporate Transparency Act and strategies for more effective management. 

Create Clearer, Fairer Rules with Support from Management Plus 

Updating your community’s documents lays the groundwork for clearer communication, stronger compliance, and a more unified neighborhood.  

Our team is here to provide practical, step-by-step support as your community association revises your governing documents, explores how to amend bylaws, or takes steps to modernize operations. We work side-by-side with board members and managers to offer guidance that’s transparent, consistent, and fully tailored to your needs. 

Visit our consultation page to learn more, or reach out directly to get started. 

You don’t have to do this alone—and with the right partnership, your association management can move forward with confidence.