The Virginia DPOR plays a major role in how community associations operate. It oversees the licensing and regulation of many professions and community associations in the state. For community association board members and residents, understanding what DPOR does can make a big difference.
What is the Virginia DPOR?
The Virginia Department of Professional and Occupational Regulation (DPOR) is a state agency responsible for licensing and regulating more than 300,000 individuals and businesses in Virginia. These include contractors, real estate professionals, and community associations, as well as their managers.
For community associations, DPOR handles the registration of common interest communities and licenses community association management companies. If an association hires a management firm, that firm must hold a valid DPOR license in Virginia.
DPOR ensures professionals meet certain ethical and operational standards. It also offers tools like the DPOR license lookup, which allows anyone to verify a license’s status online.
What is the Common Interest Community Board?
The Common Interest Community Board (CICB) is a regulatory board that operates under the DPOR umbrella. It governs condominiums, property owners associations (POAs, also known as homeowners associations or HOAs), and cooperatives (co-ops) throughout the state.
CICB Responsibilities
The CIC Board enforces rules and laws outlined in the:
- Virginia Condominium Act
- Virginia Property Owners Association Act
- Virginia Real Estate Cooperative Act
Its job is to ensure that associations and managers comply with legal requirements. Some key responsibilities include:
- Requiring annual registration of all HOAs, co-ops, and condominium associations in Virginia
- Issuing licenses to community association managers
- Enforcing disciplinary actions when there are violations
- Auditing associations and management firms for compliance
- Creating educational materials for board members and homeowners
If an HOA fails to register or if its manager operates without a license, the CICB can impose fines or take further enforcement actions.
What is the Office of the Common Interest Community Ombudsman?
The Office of the Common Interest Community Ombudsman also operates under VA DPOR. It acts as a neutral party that helps resolve disputes between homeowners and their associations.
This office does not take sides. It focuses on ensuring that associations follow proper procedures and respect homeowner rights under Virginia law.
Key Functions of the CIC Ombudsman
The CIC Ombudsman performs the following responsibilities:
- Educates homeowners and community association boards about their rights and responsibilities
- Reviews complaints from homeowners who believe their association violated a law
- Issues written determinations if a violation is found
- Requires associations to adopt a formal complaint procedure
- Tracks complaint patterns to help identify systemic issues
Filing a Complaint
Homeowners can’t file a complaint with the Ombudsman unless they’ve already submitted a written complaint to the board and gone through the association’s formal internal process. The Ombudsman only intervenes after the process has concluded.
Why the DPOR and CICB Matter to HOAs
The DPOR and CIC Board help professionalize association management. They ensure that associations and managers are held accountable. These agencies also provide homeowners with a way to resolve issues when the board misuses its authority or fails to fulfill its duties.
For board members, staying compliant with DPOR and CIC regulations helps prevent legal trouble. It also builds trust among residents. For homeowners, these agencies offer peace of mind. If an association board abuses its power, there’s a formal system in place to step in.
What Happens When You File a Complaint?
Virginia requires all associations to have a formal complaint process. If a homeowner believes their association has violated a law, they must first follow the association’s internal process.
This usually involves submitting a written complaint to the association board or manager. Homeowners must then allow the association time to review and respond (typically within 30 to 45 days). From there, they should receive a final decision from the board.
If the association board ignores the complaint or mishandles the process, the homeowner can then escalate the issue to the Ombudsman.
How to File a Complaint With the Ombudsman
To submit a complaint to the CIC Ombudsman, homeowners must:
- Download the official form from the DPOR website;
- Include a copy of the original complaint submitted to the association;
- Attach the association’s written response, if any;
- Provide any supporting documentation; and,
- Submit by mail or email as instructed on the form.
The Ombudsman’s website provides a more comprehensive flow chart for the complaint procedure. They also provide a sample of an internal complaint form for associations.
After receiving the complaint, the Ombudsman will review the materials. If the association violated a statute or failed to follow its own procedures, the office may issue a non-binding determination. While the Ombudsman can’t force the association to act, their decision does carry a lot of weight and may help resolve disputes.
Examples of Common Complaints
The Ombudsman’s office receives a wide variety of complaints. If an association violates the Virginia Property Owners Association Act, the Virginia Condominium Act, or other governing statutes, it can trigger a complaint.
Common issues include:
- Associations refusing to provide financial records;
- The board is failing to properly notify members of meetings;
- Unequal enforcement of rules;
- Violations of election procedures; and,
- Refusal to comply with a valid request for association documents.
DPOR Licensing for Association Managers
Common Interest Community management companies operating in Virginia are required to hold a DPOR license in the state. These licenses confirm that managers meet education and experience requirements. They must also follow state regulations and ethical guidelines.
Homeowners associations should only hire licensed management companies. In doing so, they can protect the board and ensure the community is receiving professional service. Before signing any contract, boards should conduct a DPOR license lookup to confirm the company is in good standing.
Registration Requirements for HOAs and Condos
Every HOA, condo association, and co-op in Virginia is required to register annually with the CICB. Failure to register may result in fines. It may also prohibit the association’s ability to enforce certain rules, such as covenant violations or architectural controls.
Registration involves the following steps:
- Submitting basic information about the association
- Paying a registration fee
- Listing the name and license number of the management firm (if applicable)
Getting to Know Virginia’s Governing Bodies
The Virginia DPOR, the Common Interest Community Board, and the Ombudsman’s Office play essential roles in protecting associations and their members. They promote transparency, fairness, and accountability across Virginia’s communities. Board members and homeowners alike should familiarize themselves with these governing bodies to ensure compliance, protect their rights, and avoid liability.
National Realty Partners is a leading provider of HOA and condo management services in Virginia. We help communities thrive. Call us today at 703-435-3800 or request a proposal online to get started!