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
- 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.
- 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.
- 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.
- 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.
- Working in balance with homeowners, Board, and the realities of the management company’s business.
- 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
- 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.