HOA Management Glossary

Architectural Review Committee (ARC)
A committee responsible for reviewing and approving homeowner requests involving exterior modifications, landscaping changes, paint colors, fences, additions, and other visible property alterations.

Assessment
A fee paid by homeowners to support community operations, maintenance, reserves, and services provided by the HOA.

Annual Meeting
A required yearly meeting where homeowners and board members discuss association business, budgets, elections, and community updates.

Board of Directors
The elected group of homeowners responsible for governing the HOA and making operational and financial decisions.

Bylaws
The governing rules that define how an HOA operates, including elections, meetings, board responsibilities, and procedures.

Capital Improvement
A major project or upgrade intended to increase property value or extend the life of community assets, such as pools, roads, or clubhouse renovations.

Capital Reserve Fund
Money set aside for future major repairs and replacements.

CC&Rs (Covenants, Conditions, and Restrictions)
Legal governing documents that establish community rules, restrictions, and homeowner responsibilities.

Community Association Manager (CAM)
A professional who manages HOA operations, vendors, finances, communication, and daily administration.

Compliance
Ensuring homeowners and the association follow governing documents and established community rules.

Delinquency
Unpaid HOA assessments or fees that are overdue.

Deed Restrictions
Rules legally attached to a property that limit certain uses or activities.

Election Quorum
The minimum number of members required to conduct official HOA business or voting.

Executive Session
A closed board meeting used for confidential discussions involving legal matters, personnel issues, collections, or sensitive topics.

Fiduciary Duty
The legal obligation requiring board members to act in the best interest of the community.

Fine
A monetary penalty assessed for violations of HOA rules or governing documents.

Governing Documents
The collection of legal documents that establish and regulate the HOA, including:

• Articles of Incorporation
• Bylaws
• CC&Rs
• Rules and Regulations

Homeowners Association (HOA)
An organization that manages and maintains a residential community and enforces governing documents.

Lien
A legal claim placed on property due to unpaid assessments or debts.

Management Company
A third-party organization hired by an HOA to manage community operations.

Minutes
Official written records documenting decisions and discussions from HOA meetings.

Operating Budget
The annual financial plan outlining expected expenses and revenue.

Proxy Vote
Authorization allowing one homeowner to vote on behalf of another homeowner.

Quorum
The minimum attendance requirement needed to conduct official meetings or voting.

Reserve Study
A financial analysis that estimates future repair and replacement costs and determines reserve funding requirements.

Rules and Regulations
Specific community guidelines that supplement governing documents and address day-to-day behavior.

Special Assessment
An additional fee charged to homeowners when regular assessments are insufficient to cover unexpected expenses.

Vendor Management
The process of selecting, coordinating, and overseeing contractors and service providers.

Violation Notice
A formal notice informing a homeowner of a rule or governing document violation.

Work Order
A request issued for maintenance or repair work within the community.

Community Association Institute (CAI)
Community Associations Institute — A professional organization providing education, resources, and certifications for HOA professionals.

Property Management Software
Technology platforms used for accounting, resident communication, work orders, violations, and operational management.

Reserve Funding Percentage
The amount of reserve funds available compared to projected future repair obligations.

Self-Managed HOA
An association managed directly by its board without hiring a third-party management company.

Transition Meeting
A meeting where a developer transfers operational control of the HOA to homeowners.

Master-Planned Community
A large community developed with integrated amenities, common areas, and long-term infrastructure planning.

The process of overseeing and managing the daily operations, maintenance, financial activities, and administrative responsibilities of a homeowners association (HOA). HOA management helps maintain community standards, property values, and resident satisfaction.

The professional administration and coordination of residential communities, including homeowners associations, condominium associations, and master-planned communities. Community association management includes financial oversight, vendor coordination, resident communication, and compliance management.

A professional responsible for overseeing the day-to-day operations of a community association. A community manager typically manages homeowner communication, vendors, budgets, maintenance requests, board support, and enforcement of community guidelines.

The process of identifying, hiring, and placing qualified professionals into roles within homeowners associations and community management organizations. HOA staffing may include positions such as community managers, administrative staff, accounting personnel, and leadership roles.

A specialized hiring process focused on attracting, screening, and placing qualified candidates for homeowners associations and property management organizations. HOA recruiting often targets candidates with industry experience, governing document knowledge, and strong communication skills.

Community Association Manager (CAM) certification is a professional credential that demonstrates knowledge and qualifications in community association management practices, operations, and regulations. Certification requirements may vary by state.

The process of ensuring that homeowners, board members, and management teams follow governing documents, community rules, state regulations, and operational standards. Effective HOA compliance helps reduce legal risk and maintain community consistency.

Professional services provided to oversee and maintain residential or commercial properties. Services commonly include maintenance coordination, financial management, leasing support, resident communication, vendor management, and operational oversight.

The responsibilities and decision-making functions carried out by elected board members who guide the strategic direction and operations of an HOA. Effective HOA board leadership supports community growth, financial health, and resident engagement.

The framework of rules, policies, procedures, and legal documents that guide how an HOA operates. HOA governance typically includes bylaws, CC&Rs, board policies, and decision-making processes.

The daily functions and activities required to maintain and manage a residential community effectively. Community operations may include maintenance, resident services, communication, budgeting, vendor coordination, and compliance management.

The process of selecting, coordinating, evaluating, and overseeing third-party contractors and service providers working within an HOA community. This may include landscaping companies, maintenance vendors, security providers, and construction contractors.

The planning, administration, and oversight of an HOA’s financial resources. HOA financial management commonly includes budgeting, reserve planning, assessments, collections, reporting, and financial forecasting.

The recruitment and placement of professionals within community associations to support operational needs. Community association staffing may involve management, administrative, accounting, maintenance, and executive-level positions.

Senior-level leadership roles responsible for strategic planning, organizational growth, financial oversight, operational performance, and long-term success within community association organizations. HOA executive leadership may include CEOs, vice presidents, regional directors, and executive managers.