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What Are the Management Team's Governing Documents?

HOA governing documents are the legal framework for community management, strictly prioritized from highest to lowest authority. They define homeowner rights, maintenance duties, assessment obligations, and enforcement authority. 

Prioritized Hierarchy of HOA Governing Documents

  • Federal and State Laws: Supersede all other documents (e.g., Fair Housing Act, state non-profit laws).
    • List of Federal laws having most impact on HOAs is provided below
  • Recorded Plat, Map, or Plan: Defines property boundaries and common areas, taking precedence over restrictive covenants.
    • Where is this?
  • Declaration of Covenants, Conditions, and Restrictions (CC&Rs): The core document establishing the association's authority, assessment obligations, and maintenance responsibilities.
  • Articles of Incorporation: Filed with the state, creating the association as a legal entity.
    • Do we have this?
  • Bylaws: Outlines internal governance, such as voting rights, meeting procedures, and election of directors.
  • Rules and Regulations: Adopted by the board for day-to-day management (e.g., parking, pet policies,, amenity usage).
    • To my knowledge we don't have any documented "Rules and Regulations", right?
    • Or are all of our proposals technically "rules and regulations".,...and if so should we have a summarized document?
    • Helpful hint below says to include "architectural guidelines, operating policies, and board resolutions"

Common Usage Examples

  • Enforcing Restrictions: Using the CC&Rs to penalize homeowners for violating exterior paint guidelines.
  • Assessment Collection: Utilizing the CC&Rs to mandate dues for community maintenance.
  • Conducting Meetings: Following Bylaws to determine voting quorum and notice requirements.
  • Managing Facilities: Using Rules and Regulations to set hours for the community pool.
  • Architectural Control: Implementing guidelines from CC&Rs for structural modifications. 

Federal Laws Having Most Impact on HOAs

  • Fair Housing Act (FHA) The Fair Housing Act is arguably the most critical federal law for HOAs. It prohibits discrimination based on race, color, religion, sex, familial status, national origin, and disability. 
      • Reasonable Accommodations: HOAs must grant exceptions to rules when necessary for a resident with a disability, such as waiving a "no-pets" policy for a service or emotional support animal.
      • Reasonable Modifications: Residents with disabilities have the right to make physical changes to their homes or common areas (typically at their own expense) to ensure accessibility, such as installing a wheelchair ramp.
      • Familial Status: Rules cannot unfairly target families with children, such as "adults-only" pool times.
  • Over-the-Air Reception Devices (OTARD) Rule 
    Enforced by the FCC, the OTARD Rule prohibits HOAs from banning small satellite dishes (under one meter) or TV antennas on a resident's private, exclusive-use property. 

    Limits on Authority: An HOA cannot impose aesthetic restrictions that unreasonably delay installation, increase the cost of service, or prevent the device from receiving an acceptable signal. 

    3. Americans with Disabilities Act (ADA)
    While the ADA primarily applies to public spaces, it impacts HOAs if they maintain facilities open to the general public. 

    Public Accommodations: If an HOA opens its pool, clubhouse, or trails to non-residents (e.g., by selling public passes or renting to outside groups), those areas must meet ADA accessibility standards. 

    4. Freedom to Display the American Flag Act of 2005
    This law specifically prevents HOAs from prohibiting residents from displaying the U.S. flag on their property. 

    Reasonable Restrictions: The association can still place "reasonable" limits on the size, placement, and manner of the display, provided they align with federal flag etiquette. 

    5. Fair Debt Collection Practices Act (FDCPA) 
    When an HOA attempts to collect unpaid assessments, it may be subject to the FDCPA, especially if it uses a third-party collection agency. 

    Resident Protections: The law bans harassment, false statements, and abusive conduct toward residents during the debt collection process. 

    6. Other Key Federal Statutes
    Servicemembers Civil Relief Act (SCRA): Protects active-duty military members from certain financial actions, including foreclosures or evictions for unpaid HOA dues during their service.
    U.S. Bankruptcy Code: Immediately halts an HOA's collection efforts (automatic stay) once a resident files for bankruptcy.
    Corporate Transparency Act (CTA): As of 2024, most HOAs must file "Beneficial Ownership Information" reports with the federal government or face significant daily fines. 

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