HOA Guide

HOA Procedures of Services

ISSUANCE OF A CERTIFICATE OF REGISTRATION / FILING OF AMENDMENTS /
DISSOLUTION / ENROLLMENT OF A HOMEOWNERS ASSOCIATIONS AND
ISSUANCE OF CERTIFICATIONS AND CERTIFIED TRUE COPIES
STATEMENT OF POLICY
It is a policy of the Housing and Land Use Regulatory Board to establish and maintain a
system that shall facilitate the processing of applications for Registration, Filing of
Amended Articles of Incorporation and / or By-Laws, Dissolution, and Enrollment of
Homeowners Associations, and issuance of Certifications and Certified True Copies.
Flowcharts of Procedures
* Registration of Homeowners Association
* Certification of Homeowners Association
* Filing of Amendment of Articles of Incorporation or By-Laws
* Enrollment of the Homeowners Association
* Issuance of Certified True Copies
HOA Requirements for Registration
DOCUMENTARY REQUIREMENTS FOR THE ISSUANCE OF A HOMEOWNERS
ASSOCIATION CERTIFICATE OF INCORPORATION / FILING OF BY-LAWS
* Articles of Incorporation - signed by all 5 to 15 incorporators on every page.
* By-Laws - signed by all 5 to 15 incorporators on every page if filed with the articles of
incorporation or signed by the majority of the members of the association and duly
certified by the majority of the directors and countersigned by the secretary, if filed
within one (1) month after the issuance of the certificate of incorporation.
* Notarized Written Undertaking by the Incorporators to change the corporate name in
the event that another person, firm or entity has acquired a prior right to the use of said
name or one similar to it; and to comply with all the rules and regulations of the HLURB.
* Notarized Information Sheet contains the name of the association, principal office
address, list of board of directors and trustees and their addresses, list of officers and
their positions.
* Notarized List of the Members of the Association a complete list of the members of
the association.
* Notarized Certification as to the existence or absence of a HOA in the subdivision,

territorial jurisdiction of the HOA, name and address of the nearest existing HOA.
* Notarized Authorization written authority of the incorporators for the representative of
the association to transact or follow up the application with HLURB.
* Approved Subdivision Plan (for regular subdivisions)
HOA Post Registration Requirements
HOMEOWNERS ASSOCIATION
POST-INCORPORATION / REGISTRATION REQUIREMENTS
Requirements After Registration / Incorporation submitted within thirty (30) days from
the issuance or registration of the certificate of incorporation
* Tax Identification Number
* BIR Certification / Official BIR Stamps or Receipts
HOA Documentary Requirements for Amendments
DOCUMENTARY REQUIREMENTS FOR AMENDMENT OR REVISION OF THE
ARTICLES OF INCORPORATION AND
BY-LAWS OF HOMEOWNERS ASSOCIATIONS
* Formalities Retype Articles of Incorporation and/or By-Laws, incorporating and
underlining the particular revisions or amendments. No new signature should appear
therein, just indicate the word SGD before the typewritten names of the original
incorporators.
* Board Resolution Board Resolution regarding the amended provision/s of the
Articles of Incorporation and/or By-Laws as the case may be, signed by majority of the
Board of Directors.
* Minutes of the Meeting of the Board of Directors Minutes of the meeting and the date
when and where the said amendments to the Articles of Incorporation and/or By-Laws
were taken up and approved by the majority of the Board of Directors.
* Minutes of the Meeting of Members Minutes of the meeting and the date when and
where the said amendments to the Articles of Incorporation and/or By-Laws were taken
up and approved by two-thirds (2/3) vote of the members of the Association.
* Notarized Directors Certificate Directors certificate attesting that the Board
approved the amendments to the Articles of Incorporation and/or By-Laws by majority
vote of the Board of Directors of the Association.
* Notarized Secretarys Certificate Secretarys certificate embodying the amendments
to the Articles of Incorporation and/or By-Laws as the case may be with statement that
the same had been approved by the two-thirds (2/3) vote of the members of the
Association and majority of the Board of Directors.
* Homeowners Printed Names and Signatures Printed names and signatures of all
homeowners who have approved the amendments to the Articles of Incorporation and

By-Laws.
HOA Reportorial Requirements
SUBMITTED HOMEOWNERS ASSOCIATION REPORTORIAL REQUIREMENTS
***Prepare in 2 Typewritten Copies, submitted within forty-five (45) days after the
election ***
Annual Report
* General information sheet (notarized)
* Most recent audited financial statement
* Masterlist of members / qualified beneficiaries as certified by the assisting government
agency
* Minutes of Elections
* Attendance sheet signed by the members and attested by the secretary
* Notarized report of the committee of the Homeowners Association which supervised
the election
* Proof of notice of election to the members
* Election returns duly certified by the Associations Committee on Election
* Masterlist of qualified voters
* Minutes of Meeting for the Election of Officers

Reportorial Requirements
SUBMITTED HOMEOWNERS ASSOCIATION REPORTORIAL REQUIREMENTS
***Prepare in 2 Typewritten Copies, submitted within forty-five (45) days after the
election ***
Annual Report

General information sheet (notarized)

Most recent audited financial statement

Masterlist of members / qualified beneficiaries as certified by the assisting

government agency

Minutes of Elections

Attendance sheet signed by the members and attested by the secretary

Notarized report of the committee of the Homeowners Association which

supervised the election

Proof of notice of election to the members

Election returns duly certified by the Associations Committee on Election

Masterlist of qualified voters

Minutes of Meeting for the Election of Officers

NON-HOLDING OR POSTPONEMENT OF REGULAR OR SPECIAL MEMBERSHIP

MEETING OF ELECTION - executed by the secretary of the board of directors and
attested to by the president, the following documents are submitted within five (5) days
from the date of the scheduled meeting or election in case a regular or special
membership meeting or election is not held or is postponed

Notice of postponement of the regular or special membership meeting

Affidavit of non-holding of regular membership meeting stating valid reasons

therefor

Affidavit of non-holding of regular election stating categorically the reason why no

regular elections were conducted in accordance with the provision of the
Association By-Laws

BOOKS FOR STAMPING

Membership Book contains the list of all original and additional members of
the association duly attested to by the secretary of the board.

Minutes Book contains the minutes of all meetings of members and of the
board of directors or trustees.

Cash Book contains the money received and spent by the association

Journal contains the daily transactions information and contributions of the

association

Ledger contains the debits and credits information of the association