HOAs can feel complicated from the outside. There’s a lot of specific language, and understanding it is key to knowing how your community works. Whether you’re new to the neighborhood, joining the Board, or just want a refresher, this guide breaks down the essentials in plain language.

Some of these details are specific to Georgia (that’s where we’re based), but most apply across the country.

Get ready, it’s time to dive into the language of HOAs...but made simple!

Part 1 - Type of Communities

1. Homeowners Association (HOA)

A nonprofit corporation formed to manage a residential neighborhood and enforce rules that keep the area clean, safe, and pleasant. It is comprised of property owners within the community (members) and operates under legally binding governing documents.

2. Property Owners Association (POA)

An HOA that has opted into further legislation (such as the Georgia Property Owners’ Association Act (1994) for Georgia POAs), which grants additional legal powers and protections.

3. Condo Owners Association (COA)

Like an HOA, but specifically for condominium communities. It manages shared areas like lobbies, elevators, and exterior maintenance. In Georgia, condo associations are subject to the Georgia Condominium Act.

Part 2 - Key Players (Within Community)

4. Board of Directors

A group of elected members who make decisions for the community, like setting budgets and enforcing rules.

5. Member/Homeowner

Anyone who owns a property in the community and is thus automatically part of the association. A member has set rights (such as ability to vote on association matters) and responsibilities (such as paying association dues) set forth by the governing documents.

6. Tenant

A person who rents a home or condo in the community but doesn’t own it, so is not an association member.

7. Leaser/Rental Company

The owner or company that rents out homes or units to tenants. Retains the rights and responsibilities of a member as the property owner.

8. Property Management Company

An organization hired by a property owner or rental company to manage a specific property within an association. Acts as a liaison between the owner and the tenant residing there. Not to be confused with a Community Association Management Company.

Part 3 - Key Players (Outside Community)

9. Developer

The company or person who originally built the community. May manage it until enough homes are sold to form an HOA.

10. Vendor

An individual or company hired by the association to provide services like landscaping, pool cleaning, or security.

11. Community Association Management Company

A specific type of vendor hired by the association to assist in management responsibilities. These may include financials, compliance enforcement, and day-to-day operations.

12. Community Association Manager (CAM)

A professional who works for the community association management company and helps run the community. In Georgia, he/she must carry an appropriate license granted by the Georgia Real State Commission. Each association is assigned a single CAM as their main liaison, often supported by auxiliary staff.

Part 4 - Governing Documents

13. Articles of Incorporation

A legal document that officially creates the homeowners association as a corporation under state law.

14. Covenants, Conditions, and Restrictions (CC&Rs)

Outlines the rules, restrictions, and financial obligations that apply to all homeowners.

15. Bylaws

Defines how the board is structured, how meetings are held, and how decisions are made.

16. Design Standards

Guidelines for how homes and landscaping should look to keep the community visually consistent.

17. Rules & Regulations

Day-to-day rules for living in the community, like parking policies or pet restrictions.

Part 5 - Meetings

18. Annual Meeting

A once-a-year gathering where homeowners hear updates, vote on issues, and elect board members.

19. Board Meeting

A regular meeting where the Board discusses and makes decisions about community matters.

20. Special Meeting

A meeting called for a specific purpose outside the regular schedule, like voting on a major change.

21. Agenda

A list of topics to be discussed at a meeting.

22. Quorum

The minimum number of people needed at a meeting to make official decisions.

Part 6 - Election

23. Nomination

Suggesting someone to run for a position on the board.

24. Ballot

A form used to vote on board members or community issues.

25. Proxy Ballot

A way to vote if you can’t attend a meeting. Someone else votes on your behalf.

Part 7 - Financials

26. Association Assessment/Dues

Regular (monthly, quarterly, yearly) payments homeowners make to fund community upkeep and services.

27. Annual Operating Budget

The annual plan for how the HOA will spend money on regular expenses like landscaping and utilities.

28. Reserve Fund

Savings set aside for repairs, replacements, and major improvements (beyond the day-to-day operating expenses).

29. Special Assessment

An extra charge to cover unexpected costs not included in the regular budget.

30. Specific Assessment

A charge billed to a particular homeowner for something that only benefits their property.

Part 8 - Compliance

31. Compliance Issue/Violation

When a homeowner breaks a rule, like painting their house an unapproved color or leaving trash out.

32. Site Review/Inspection

A walk or drive-through of the community to check for rule violations or maintenance needs.

33. Architectural/Modification Request

A form homeowners submit to get approval before making changes to their property (like adding a fence).

34. Fine

A penalty fee charged when a rule is broken.

35. Fine Waiver

An agreement between the Board and a homeowner to forgive a fine due to a compromise being reached, typically from a resolution of the issue or a plan being made to resolve it.

Part 9 - Association Property/Amenities

36. Common Areas

Shared spaces like parks, pools, sidewalks, and clubhouses that the HOA maintains.

37. Good-Standing

A homeowner who is current on assessments and not in violation of any rules.

38. Key Card/Fob

An electronic device used to access gated areas or amenities like the pool or gym.

39. Pool Season

The time of year when the community pool is open for use, often spring through early fall.

Final Thoughts

With these terms added to your vocabulary, we hope navigating HOA life becomes a lot easier.

Understanding the language behind your community helps you feel informed and empowered, whether you’re a homeowner, a board member, or just curious about how things work.

And if you’re in North Metro Atlanta and looking for a change in your HOA management team, let us know.

At All-In-One, we combine local expertise with the structure and resources of a big firm, so things actually get done. From governance support to day-to-day operations, we’re here to make your community run smoothly and stress-free.