FAQs – Business Park Property Owner Associations (POAs)

What is a business park Property Owners Association (POA)?


A business park Property Owners Association, or POA, is a non-profit organization formed to serve the collective and common interests of the property owners within a business park. The Association's governing documents dictate how the community is to be operated and maintained. The governing documents consist of the Declaration of Covenants, Conditions, and Restrictions (CC&Rs), Bylaws, Articles of Incorporation and Policies and Rules adopted by the Association.




Who oversees the Property Owners Association?


A volunteer Board of Directors is responsible for all operations of the POA. The board members are elected by the members of the POA. The election results are reported at the annual meeting of the membership. The board member terms are typically one to two years. Day to day management of the operations of the POA is outsourced to a professional management company, such as Advanced Property Management (APM), under contract with the POA. APM operates at the direction of the Board of Directors to care for the business interests of the POA.




When and where are the POA board meetings held?


Board meetings are held at regular intervals as provided for in the governing documents of the POA. The location, date and time of the meeting are published to the members of the POA. All board meetings are open to the members of the POA and all property owners are welcome to attend.




What does the Property Owners Association do?


The purpose of the POA is to care for the common interests shared by all the property owners within the business park. The membership of the Association is made up of all of the property owners and exists for the mutual benefit of the collective group of owners. The POA cares for the common areas and common area improvements within the business park. In an effort to maintain the quality of the business park, the POA also has administrative responsibilities. Administrative responsibilities include, but are not limited to, financial operations and member compliance with the provisions of the POA governing documents and policies. The POA works to ensure that the property owners (the members of the POA) each meet their financial obligations and comply with the provisions of the CC&Rs and policies. The policies are developed and adopted to supplement and clarify the conditions and restrictions as set forth in the governing documents of the POA (CC&Rs, Bylaws, Articles of Incorporation and Policies and Rules).




Do I need approval from the POA to change the landscaping, exterior or signage of my building or lot?


Yes. The specific guidelines and process for architectural approvals are contained in the governing documents and policies of the POA (for example, a change to the exterior of your property, landscaping, and so on). The governing documents and POA policies establish the types of modifications that must be reviewed and approved in writing by the POA Board of Directors prior to work commencement. Should you desire to make any changes to your property, it's important to review the governing documents and policies of the POA and then submit your request in writing with the appropriate application form and exhibits. Typically, an application form is available in hard copy or electronic format from the management company or on the POA website. In every case, formal written approval from the POA Board of Directors must be received prior to making any change to the landscaping, exterior or signage of your building.




How am I informed about the operations of the association?


Each year, all members of the POA receive the annual budget, a current copy of the policies, a summary of the status of reserve funding (for long-term capital improvements and maintenance), the annual insurance disclosure and other important information regarding the POA. Additionally, all members receive a copy each year of the financials for the previous year, which have been reviewed by a third party CPA. If any policies or rules change during the course of the year, each member will receive the new information.




What happens if an owner violates the CC&Rs or policies?


If an owner inadvertently violates the policies or rules of the Association, they will receive a letter notifying them of the violation and they'll have the opportunity to resolve the issue. Failure to resolve the issue following notice will result in a hearing before the Board of Directors that may be followed by a fine being levied against the account of the owner.




How do I pay my POA assessment?


The governing documents of the POA establish the frequency of POA assessment payments. Payment of assessments can be made by check, by ACH (Automated Clearing House), or by online banking with your bank.




Where do my POA assessments go?


All income from the regular assessments is for maintenance, repairs and improvements of the common area of the POA. In addition to the normal operational responsibilities of the POA, a portion of the assessment is set aside in reserve for major expenditures. The POA establishes the annual budget to meet the expenses of the POA with no intention of making any profit. Every dollar taken in by the POA goes back into the operation and maintenance of the POA.




What do I do if I have an idea, question, problem or concern?


Please contact your management company, come to a board meeting or write the POA Board of Directors. At the board meeting, the owner comment period usually falls during the first 15 minutes of the meeting. For correspondence, please mail it directly to the POA in care of your management company at the POA address, or email it to an APM team member.





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