HAPPY TRAILS ACRONYMS

FACILITY / BUILDINGS    

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

BOARD AND COMMITTEES          

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

HTCA FORM DEFINITIONS

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

HOMEOWNER ASSOCIATION TERMINOLOGY

WHO’S WHO

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.

President

• 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.

Secretary

• 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.

Treasurer

• 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.

PERSPECTIVES OF BOARD, HOMEOWNER, AND MANAGER

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.

GOVERNING DOCUMENTS

• 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)

APPLICABLE CIVIL RIGHTS LAWS

• 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.