Association Terminology


Property Manager – General Manager
  • Advise and provide administrative, managerial, and operational counsel to the association governing body
  • Exhibit professionalism and loyalty to the principal (the Board)
  • Exercise diligence in performing duties on the principal’s behalf
  • Account for financial activities of the Association
  • Perform on site property inspections
  • Solicit and evaluate bids for association services
  • Supervise maintenance activities and contractor performance
  • Oversee and authorize payment for primary association services
  • Know and abide by the Governing Documents, recognizing the State agency that supervises the community associations


The Board of Directors


  • Chief executive officer and leader of the association
  • Preside at all meetings of the board and membership
  • Execute legal documents on behalf of the association
  • Set meeting agendas and control all meetings
  • Represent the board before the residents
  • May have nominating and appointment responsibility for all committees


  • Prepare and distributes board and membership meeting agendas, minutes, and materials referred to in minutes
  • Maintain minutes and book on all meetings
  • Maintain book of resolutions
  • Maintain all official records, including official correspondence, contracts, membership roster, etc.
  • Receive, verify, and maintain all proxies
  • Attest, by signature, to the legitimacy of certain documents


  • Develop annual operating budget with appropriate staff, contractors, and committees and submit annual operating budget for approval
  • Maintain adequate records of all association financial transactions
  • Maintain roster of disbursement of funds, as authorized
  • Prepare period financial reports
  • Arrange an independent audit of financial affairs, subject to board approval



Board of Director’s Perspective
  • Maintain the value of the property and a good quality of life for the residential community
  • Govern efficiently
  • Enforce rules
  • Establish and keep budget
Homeowner’s Perspective
  • Care about residences
  • Need service from manager and decisions from Board that will provide a good quality of life
  • Important to understand that although each homeowners individual wishes are important, the majority of decisions made by the board and committees are based on the greater good of the neighborhood.
Property Manager’s Perspective
  • Operate in balance with homeowners, board, and management office
  • Problem-solve
  • Multi-task important duties



  • All documents that regulate the community life
  • Documents may vary depending on type of Association (townhome, etc.)
    • State law
    • Declaration of Covenants or Master Deed
    • Conditions and Restrictions
    • Covenants Enforcement Policy
    • Bylaws
    • Rules and Regulations
    • Plats of Survey and Easement Agreements (may be separate, often included in the declaration)
    • Compliance Requests: What Should You Do If You Receive One?



  • The basis for allocation of percentage ownership interest
  • The obligation of each owner to share in funding the cost of association operations
  • The power, authority, and responsibility of the association in its operations and in making and enforcing rules
  • Individual Unit Deeds-comprises the individual unit deed
  • Articles of Incorporation-creates the association as a corporation under state corporate statute and defines its membership and sets forth the process for creating the board of directors, voting procedures, etc.
  • Bylaws-implements, in specific detail, the provisions of the Declaration and the Articles of Incorporation regarding the association operations, including delineation of the meeting process, election procedures, powers and duties, board meetings, committees, insurance requirements, rule-making and enforcement process
  • Rules and Regulations-sets forth the operational powers or provisions and the use restrictions adopted by the association



  • 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 1st right of refusal
  • Persons with disabilities (at own expense) must be allowed to make accommodations per the Americans with Disabilities Act, 1993