REGISTRATION OF HOMEOWNER’S ASSOCIATION (MERGER/FEDERATION/CONSOLIDATION)
|WORKFLOW||TIME FRAME||PROCESSOR||APPROVING AUTHORITY|
|1||Presents application and requirements for registration, and requests for verification of proposed HOA name and if there is already a registered HOA in the same location.||Applicant|
|2||Verify proposed HOA name||15 mins||Records staff||Registration Officer|
|3||Checks the completeness of the documents submitted by the applicant and conducts preliminary evaluation.
If complete, acknowledges receipt of application and documents, records in the logbook the name of the applicant association, prepares the order of payment, and advises applicant to pay the registration fee.
Forwards the application and documents to the Evaluator.
If incomplete, returns the documents to the applicant.
|1 day||Officer of the day/Receiving staff|
|4||Presents order of payment and pays fee to the Cashier.
Submit photo copy of the Official Receipt (OR) to the Officer of the Day
|5||Upon receipt of the OR, secure clearance from Regional Adjudication Branch of the HSAC simultaneously reviews and evaluates the application and documents submitted.||1 -3 days||Evaluator|
|6||Verify if there is a case filed by or against the HOA/BOD/officers, or if there is an opposition to the application for registration filed before the Regional Adjudication Branch; and issue clearance.||1 -10 days||RAB -HSAC|
|7||If necessary, conducts site inspection, and thereafter submit inspection report.||1 -3 days||Evaluator|
|8||If documents are complete and compliant with the law and the IRR, recommends the approval of the application to the HOACDD Chief, and signs the evaluation form.
If incomplete, defective or not in accordance with law and the rules, recommends the issuance of the Notice of Deficiency.
|1 hour||Evaluator||Registration Unit HOACDD Chief|
|9||Reviews and evaluates the application and documents submitted, and inspection report, if any.
If approved, signs and returns the evaluation form together with the application and supporting documents to the Evaluator for preparation of the corporate folder and Certificate of Incorporation (COI)
|1 -3 days||HOACDD Chief|
|10||Forwards the application and supporting documents to the Records staff for preparation of the corporate folder and COI.||30 minutes||Evaluator|
|11||Prepares the corporate folder, enters the details of the association in the Registry Book, and prepares and affixes initials on the COI.
Forwards the corporate records and (COI) to the Evaluator for his/her initials
|1 hour||Records staff||Registration Unit|
|12||Affixes initials on the COI, forwards the application and supporting documents together with the COI to the HOACDD Chief for initials.||30 minutes||Evaluator||Registration Unit|
|13||Affixes initials on the COI and submits the application and supporting documents to the Regional Director for consideration.||30 minutes||HOACDD Head|
|14||Reviews and evaluates application and supporting documents.
If approved, signs the COI and returns the COI and documents to the Evaluator or Registration Officer for the release of the COI.
|1-2 days||Regional Director|
|15||Receives and acknowledges the Certificate of Incorporation||10 minutes||Applicant|
|16||Submits the certified true copy of the BIR Certificate of Registration and TIN of the HOA within thirty (30) days from the receipt of the COI; and present the original COI to the Evaluator.||10 minutes||Applicant|
|17|| Files/attaches the BIR CR to the HOA corporate docket, enters the TIN of the HOA in the Registry book and in the COI.
Releases the original COI to the applicant.
|30 minutes||Records staff|
|18||Receives the COI||Applicant|
|19||If the application is disapproved, drafts order denying the application for registration.||1 day||Evaluator|
|20||Review and finalize the draft order denying application for registration. Affixes initials on the order.||1-2 days||HOACDD Head|
|21||Reviews and signs the order.||1-2 days||Regional Director|
|22||Release for mailing the Order.||1 day||Admin staff|
What are HOAs?
What Laws govern HOA?
What is the nature of membership in HOAs?
Are HOAs required to register?
How do HOAs register?
Who is a homeowner?
Who is a member in good standing?
Who are qualified to become a member of a HOA?
What are the right of HOA members in good standing?
Are registered HOAs required to submit annual reports to the DHSUD?
How can HOAs amend the articles of incorporation and by-laws?
Who has the primary authority to manage the affairs of the HOA?
When are elections held in a HOA?