HOA Glossary — A to Z

The yearly gathering of all owners. The board reports on finances, owners elect directors, and members raise concerns. Most bylaws require it.

The written standards for exterior changes. They spell out allowed materials, colors, and styles. Owners and the ARC both follow them.

The group that reviews owner requests to change a home's exterior. A new deck, fresh paint, or a planted tree often needs ARC approval first. The committee checks each request against the rules.

The papers that create the association as a legal entity, usually a nonprofit corporation. They list the association name, purpose, and registered agent. Owners file them with the state.

The fee each owner pays to fund the association. Regular assessments cover steady costs like landscaping, insurance, water, and management. Boards collect them monthly, quarterly, or once a year.

An outside review of the association books. A certified accountant checks records for accuracy and red flags. Some states require one each year above a set budget size.

The elected group that governs the association. Owners vote board members in at the annual meeting. The board hires help, sets budgets, and enforces the rules.

The rules for how the association operates. Bylaws cover board size, election steps, meeting rules, and officer duties. Think of them as the operating manual for the board.

A major upgrade that adds value or extends the life of common property. New playground equipment or a repaved lot counts. These cost more than routine repairs and often draw from reserves.

A smaller group the board sets up for a specific job. Common ones handle architecture, landscaping, social events, and finance. Committees advise the board but rarely hold final say.

Property the whole community shares and the association maintains. It covers things like pools, clubhouses, parks, and private roads. Assessments pay for its upkeep.

A promise written into the CC&Rs that binds owners. Some require action, like mowing a lawn. Others forbid action, like running a business from home.

Short for Covenants, Conditions, and Restrictions. This is the master rulebook for the property. It sets limits on paint colors, fences, pets, parking, and home use. The CC&Rs run with the land, so they bind every owner who buys in.

An unpaid or late assessment. Boards track delinquent accounts and apply late fees or interest. Long delinquencies can lead to a lien or legal action.

A right to use part of someone's land for a set purpose. Utility crews and the association often hold them for pipes, wires, or access. The owner keeps title but cannot block the use.

The vote that fills open board seats. Owners cast ballots at or before the annual meeting. The bylaws spell out how nominations and counting work.

A document that states what an owner owes the association. Buyers and title companies request it before a sale. It locks in the balance so no surprise debt appears after closing.

A closed part of a board meeting. Boards use it for private matters like contracts, legal advice, and owner discipline. Minutes note that a session happened but skip the private details.

The legal duty board members owe the association. It means acting in good faith and putting the community ahead of personal gain. A director who breaks it can face personal liability.

A money penalty for an unfixed violation. Boards charge it after notice and a chance to respond. State law often limits the amount and the steps.

The 12-month period the association uses for accounting. It often runs January to December, but some groups pick other dates. Budgets and audits follow this calendar.

A legal process to force the sale of a home over unpaid debt. Associations may use it on an assessment lien in many states. It is the last step after other collection efforts fail.

The full set of legal papers that control the association. The stack usually includes the declaration, bylaws, articles of incorporation, and written rules. Each owner agrees to follow them at purchase.

A meeting where an owner answers a violation notice. The owner states their side, and the board decides. Many states require this step before a fine sticks.

A promise to cover a board member's legal costs from association duties. Bylaws and insurance often provide it. It protects volunteers who act in good faith.

A legal claim against a home for unpaid assessments. It attaches to the property and must clear before a sale closes. In many states the association can foreclose on the lien.

A shared area set aside for certain owners. A balcony, assigned parking spot, or patio fits here. The owner uses it, but the association may still own it.

A single parcel of land owned by one member, common in single-family communities. The lot lines appear on the plat map. The owner maintains what sits inside them.

The line that splits owner repairs from association repairs. The CC&Rs spell it out part by part. A clear boundary heads off arguments over who pays.

A hired firm that handles daily operations for the board. It collects fees, pays bills, schedules repairs, and tracks violations. The board still makes the big decisions.

The written warning a board sends about a violation. It names the problem, cites the rule, and sets a deadline to fix it. Proper notice protects the board if the matter goes further.

The board members with specific roles: president, vice president, secretary, and treasurer. The president runs meetings. The secretary keeps records, and the treasurer watches the money.

A rule that requires board meetings to stay open to members. Owners get notice and a chance to watch most board business. Closed sessions are the narrow exception.

The yearly plan for income and spending. It lists expected fees coming in and costs going out. The board approves it and uses it to set assessment amounts.

The official survey map of the community. It shows lot lines, common areas, easements, and streets. Boards use it to settle questions about who owns or maintains what.

A signed form that lets one member vote for another. Owners who miss a meeting use one to count toward quorum. State law and bylaws set the rules for them.

An owner's right to use a home without unfair interference. Boards weigh it against shared rules on noise and nuisance. It limits how far the association can reach into private life.

The smallest number of members or directors needed for a vote to count. The bylaws set this figure. With no quorum, the meeting cannot make binding decisions.

The set of documents an owner gives a buyer before closing. It includes the CC&Rs, budget, rules, and the estoppel certificate. State law often sets what must go in it.

Savings set aside for major repairs and replacements down the road. It pays for big items like roofs, roads, pools, and elevators. A funded reserve keeps the board from hitting owners with surprise charges.

A report that predicts future repair costs. An expert inspects the property and estimates the remaining life of each major part. The study tells the board how much to save each year.

A clause that lets the association match an offer before an owner sells. Few modern HOAs use it, but some older ones still do. It gives the group a say over new buyers.

The day-to-day rules the board adopts under the CC&Rs. They handle details like pool hours, guest parking, and trash pickup. The board can change these without a full owner vote, within limits.

The required gap between a structure and a lot line. It keeps homes off property edges and streets. Owners check it before building a shed or fence.

An extra charge on top of regular assessments. Boards use it for large costs the budget did not plan for, such as a new roof or a legal bill. Many states cap how much a board can levy without an owner vote.

The length of time a director serves before the next election. Bylaws often set two or three years. Staggered terms keep some experienced members on the board each year.

An owner's private space in a condo or townhome. It usually runs from the interior walls inward. The association handles the structure and the area outside.

Board permission to break a rule in a specific case. An owner might get one for a fence slightly taller than the limit. The board grants it in writing.

A break of the CC&Rs or rules. Examples include an unapproved fence, loud parties, or a parked RV. Boards send notice and ask the owner to fix it.