If you have found yourself on an HOA board for the first time, you may be overwhelmed by all the acronyms you hear.
Even if you are an experienced board member, you may run across a new one every once in a while. While some may find them unpleasant, they have an important role in simplifying paperwork and shortening the time it takes to discuss essential topics.
Some acronyms may be specific to your association or your geographical area, but there are a few important ones that every board member should know when referencing their association.
Let's start with an easy one. HOA is, of course, short for homeowner's association, a not-for-profit corporation created to oversee and maintain a community.
HOA is the most common acronym, but it is also referred to as a property owner's association (POA) in some places.
CAM is the short form of community association manager, and these people are the face of the HOA management company.
They are often the individuals you will see at meetings and sometimes around the community. They work with the board to support the HOA's essential functions and address community issues.
An HOA needs a Board of Directors (BOD) to make decisions for the association. The boards are responsible for many vital functions of the HOA and are elected to their position by other community members. They are usually homeowners as well.
A short form of covenant, conditions, and restrictions, this is a legal document that outlines the "laws" of the association. Sometimes called the declarations and it states all of the rights and responsibilities of both the association and the homeowners.
This is an important document since it contains detailed regulations of what is and what isn’t allowed within the community.
Most associations have an architectural review committee (ARC) or architectural control committee (ACC), but the role is similar.
They typically review plans or requests to modify anything visible or exterior in the community, including the exterior of a home, building a new home, or even building a new pool.
ARC or ACC setup often varies by state and community. Some communities have ARC or ACC members appointed by the board to make recommendations to the board, while others may have ARC or ACC members appointed by the board who operate independently of the board and have complete control over the final decisions.
During developer control periods, at the beginning of communities, sometimes the ARC or ACC is done by the Developer.
A request for proposal, or RFP, is a document submitted by a vendor that outlines a project in the community, including its scope and cost.
The RFP allows a level playing field for vendors to bid and be considered for projects by the HOA. The board reviews these proposals and chooses the vendor based on what they feel is the best combination of price and service for the project.
The standard operating procedure is a step-by-step process used for any routine activity. SOPs are essential to having an orderly and regulated HOA, from cleaning to reviewing RFPs to selecting board members.
Everything should have an SOP, so as one can imagine, the acronym comes up frequently in official conversations.
These are just a few common acronyms in HOA meetings and conversations. There are still many more, and your HOA may have its own acronyms or variations on these common ones.
If you are new to an HOA, don't stress about it too much; once you learn the vocabulary, you will love how much easier it makes communication.