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Association Terminology



HTCA - Happy Trails Community Association
HTMC - Happy Trails Mail Center
NC1 - Neighborhood Center 1
NC2 - Neighborhood Center 2
PAC (formerly the Ballroom) - Performing Arts Center
CC (Pickleball) - Cascades Courts
TC (Pickleball) - Town Center Courts


BOD - Board of Directors
BGM - Building, Grounds & Maintenance
Comm Comm - Communications Committee
DRC - Design Review Compliance


NOO - Notice of Occupancy
NOO EXT - Notice of Occupancy Extension for current NOO on file
PPPN - Private Property Parking Notification
ARRIVAL - OWNERS: Submit IF in the Resort for more than 7 days
DEPARTURE - OWNERS: Submit IF leaving the Resort for more than 7 days
DEBIT FORM AUTHORIZATION - To set up Auto Draw for HOA Dues Payments



Community Manager
  • Advises and provides administrative, managerial, and operational counsel to the association governing body.
  • Exhibits professionalism and loyalty to the principal (the Board).
  • Exercises diligence in performing duties on the principals behalf.
  • Accounts for financial activities covered by the Management Agreement.
  • Performs onsite property inspections.
  • Solicits and evaluates bids for association services.
  • Supervises maintenance activities and contractor performance.
  • Oversees and authorizes payment for primary association services.
  • Knows and abides by the Bylaws, recognizing the State agency that supervises the community associations.
The Board of Directors
  • Depending on the management agreement, some of the following responsibilities can be turned over to a managing company.

  • Chief executive officer and leader of the association.
  • Presides at all meetings of the board and membership.
  • Executes legal documents on behalf of the association.
  • Sets meeting agendas and controls all meetings.
  • Represents the board before the residents.
  • May have nominating, if not appointment, responsibility for all committees.

Vice President
  • Performs all of the duties of the president in his/her absence.
  • Typically shares some of the burden of the president regarding appearances, liaison, public hearings, etc.
  • Usually assigned liaison responsibility to specific staff or contractors, and to specific committees.

  • Prepares and distributes board and membership meeting agendas, minutes, and materials referred to in “the minutes”.
  • Maintains minutes and books on all meetings.
  • Maintains book of resolutions.
  • Maintains all official records, including official correspondence, contracts, membership roster, etc.
  • Receives, verifies, and maintains all proxies.
  • Attests, by signature, to the legitimacy of certain documents.

  • Works with appropriate staff, contractors, and committees to develop and submit annual operating budgets for approval.
  • Maintains adequate records of all association financial transactions.
  • Maintains roster of disbursement of funds, as authorized.
  • Prepares period financial reports.
  • Arranges, subject to board approval, an independent audit of financial affairs.

Board of Directors Perspective
  • Maintaining the value of the property and a good quality of life for the residential community.
  • Governing smoothly.
  • Enforces rules.
  • Establishing and keeping budget.
Homeowners Perspective
  • Must care a great deal about residences.
  • Will want service from Community Manager and decisions from Board that will provide a good quality of life.
  • Must be responsible for reading and understanding the rules of the Association.

Managers Perspective
  • Working in balance with homeowners, Board, and the realities of the management company’s business.
  • Problem-solver.
  • Multi-task oriented.

  • All documents that regulate the community life.
  • Documents may vary depending on type of Association (condo, townhome, etc.):
    • State law
    • Declaration of Covenants or Master Deed
    • Conditions and Restrictions
    • Bylaws
    • Rules and Regulations
    • Resort Design Guidelines
    • Plats of Survey and Easement Agreements (may be separate, often included in the declaration)

  • Prohibition against racial discrimination as stated by the Civil Rights Act of 1866.
  • Equal Credit Opportunity.
  • Fair Housing Amendments Acts, 1988, applies to sale of residence.

Does not prohibit discrimination by owners, if selling or renting as long as they own 3 or less homes.
  • Board is prohibited from discrimination in exercising its first right of refusal.
  • Persons with disabilities (at own expense) must be allowed to make accommodations per the Americans with Disabilities Act, 1993.