Scope and quick orientation

This article explains how Philippine homeowners’ associations (HOAs) (organized under the Magna Carta for Homeowners and Homeowners’ Associations) register or update their officers and board of directors with the Department of Human Settlements and Urban Development (DHSUD) and, separately, how homeowners’ cooperatives (organized under the Cooperative Code) register officers with the Cooperative Development Authority (CDA).

Key distinction: A single entity cannot be both a DHSUD-registered HOA and a CDA-registered cooperative at the same time.

If you are an HOA under the Magna Carta, your registering/oversight authority for officers and reportorial requirements is DHSUD (through its Regional Offices).

If you are a cooperative formed by homeowners (e.g., a service/utility/credit cooperative run by subdivision residents), your registering/oversight authority is CDA.

In some subdivisions, both exist: the HOA (DHSUD) and a separate cooperative (CDA). They file with different agencies.

Legal bases (at a glance)

Magna Carta for Homeowners and Homeowners’ Associations (Republic Act No. 9904) — primary law for HOAs.
Republic Act No. 11201 — created DHSUD and transferred housing/HLURB HOA regulatory functions to DHSUD.
Philippine Cooperative Code of 2008 (Republic Act No. 9520) — governs cooperatives; RA 11364 reorganized the CDA.

Part I — DHSUD: Registering/Updating HOA Officers and Directors

A. When you must file

Most DHSUD Regional Offices require filing after each election and whenever officers/directors change mid-term. Standard triggers:

Post-election filing — after the HOA’s regular annual election/organizational meeting.
Mid-term changes — vacancy, resignation, removal, death, or any board reorganization.
Annual reportorial — even without changes, you typically submit an annual General Information Sheet (GIS) or its DHSUD equivalent along with financials and compliance documents.

Timelines: A common standard is within 30 calendar days from election or change. When in doubt, follow your By-Laws if they are stricter and the timeline indicated by your DHSUD Regional Office.

B. What you typically submit

Prepare a clean, internally consistent set. DHSUD regional templates vary, but expect the following:

Transmittal/cover letter (authorized signatory).
Accomplished DHSUD form to update officers/board (often part of GIS or a separate Update form).
Notarized List of Elected Directors and Officers
- Full names, positions, terms, addresses, contact info, and signatures.
Minutes of the Election/Organizational Meeting
- Signed by the presiding officer and secretary.
- Indicate date, time, place, quorum, agenda, canvassing results, and oath-taking if done.
Election Returns/Canvass Report (if separately prepared)
- Include vote counts and names of members of the Election Committee (if your By-Laws provide one).
Proof of Notice and Quorum
- Copy of the written notice (with date/mode of service), and
- Attendance sheet or certification showing quorum under the By-Laws.
Updated Masterlist/Roster of Members (if requested)
- Identify regular voting members vs. associate/non-voting, per By-Laws.
Directors’/Officers’ Oath of Office (if not in minutes) — notarized.
Updated By-Laws or policy references on the election rules (only if you amended anything since your last filing).
Financial compliance set (for annual filings)
- Audited or board-certified financial statements (as applicable to your size thresholds),
- Treasurer’s report, budget approvals, and previous year compliance.
Valid HOA Certificate of Registration (photocopy) and latest DHSUD Certificate of Recognition/Compliance, if applicable.
Official Receipt or proof of payment of DHSUD filing fee (regional offices set the exact amount).

Tip: Name consistency matters. Ensure names and spellings match across minutes, canvass, list, oaths, IDs, and forms.

C. Step-by-step procedure (DHSUD)

Hold a valid election under your Articles/By-Laws (observe notice, quorum, voter eligibility, and canvassing rules).
Conduct the organizational meeting (new board elects officers if your By-Laws require directors first, then officers).
Document everything (minutes, canvass, oaths, attendance, notices).
Fill out DHSUD forms (GIS/Update of Officers).
Notarize required documents.
Pay filing fees at the DHSUD Regional Office cashier or e-payment channel (if available).
Submit the packet (in person or electronically if your region accepts e-filing).
Track the acknowledgment (receive stamp/OR or electronic tracking). Keep a compliance binder.

D. Common DHSUD grounds for rejection or delay

Missing or defective notarization.
No proof of notice or defective quorum.
Election rules inconsistent with the By-Laws or RA 9904 (e.g., disenfranchising eligible members).
Conflicting terms of office (minutes say one thing, list says another).
Outdated registration or unpaid administrative penalties.
Signatories not authorized (e.g., immediate past officers signing without a board resolution authorizing them post-election).

E. Reportorial rhythm for HOAs (DHSUD)

Create a simple calendar:

Within 30 days after election — File updated officers/board list + minutes + canvass.
Annually (fixed month per By-Laws) — File GIS/annual report + financials + compliance forms.
Within 30 days of any change — File an amendment/update packet.

Penalties/risks: Administrative fines, non-action on HOA complaints/petitions, loss or suspension of recognition, governance disputes, and practical issues with LGUs/utilities recognizing signatories.

Part II — CDA: Registering/Updating Officers and Directors of Homeowners’ Cooperatives

If your community formed a cooperative (e.g., water distribution, security services, micro-finance, convenience store) and registered it with the CDA, the officers/board filings are with CDA, not DHSUD.

A. When you must file

After the General Assembly (GA) where elections are held.
Upon mid-term changes (vacancy, removal, death, training disqualification, etc.).
Annually, as part of the Cooperative Annual Report package (timing is pegged to your fiscal year and GA).

Timelines: A widely followed practice is to file within 30 days from election or change, and to submit annual reports by the deadlines set in CDA rules and your By-Laws.

B. What you typically submit to CDA

Transmittal letter (authorized signatory).
CDA-prescribed form (Update of Officers/Directors and Committee Members).
Minutes of the GA and the Organizational Meeting of the board (election results + officer assignments).
Election Returns/Canvass signed by the Election Committee.
Oaths of Office (notarized) of directors and officers.
Proof of quorum and notice of the GA.
Updated cooperative records
- CAPR/Annual Report,
- Audited FS (as required),
- Performance/Compliance reports,
- Updates to Articles/By-Laws if amended.
Mandatory training certificates (for directors/officers/committee members) — basic governance and financial courses are typically required; attach available certificates or commit to completion within the allowable curing period if newly elected.
Proof of payment of CDA fees/charges.

C. Step-by-step procedure (CDA)

Conduct the GA in accordance with the Cooperative Code and your By-Laws; elect directors and committee members.
Board organizational meeting to elect officers (chairperson, vice-chairperson, treasurer, secretary, etc.).
Complete CDA forms and compile minutes, canvass, oaths, proof of notice/quorum, and training certificates.
Notarize required documents.
Pay filing fees and submit to the CDA Extension Office/Region or via the CDA’s online facility (where available).
Secure acknowledgment (OR/receiving stamp/tracking). Keep your compliance file updated.

D. Common CDA issues

Unmet mandatory trainings for newly elected directors/officers.
Late annual reports or incomplete CAPR/financials.
Inconsistent entries across forms, minutes, and oaths.
Failure to update specimen signatures/authority with banks and LGUs, causing operational delays.

Part III — Special situations and governance hygiene

1) Legacy SEC-registered associations

Before RA 9904 took full effect, some neighborhood groups registered as non-stock corporations with the SEC. Many later reorganized under HOA rules. If your association remains SEC-registered, corporate filings (e.g., SEC GIS) still go to SEC, but housing/HOA regulation (recognition, disputes, elections) is under DHSUD. Align your By-Laws to avoid conflicts and maintain both corporate and HOA regulatory compliance as applicable to your structure.

2) Dual structures (HOA + cooperative)

Where a subdivision has both a DHSUD-registered HOA and a separate CDA-registered cooperative:

Keep distinct books, memberships, elections, and filings.
Officers may overlap, but each entity must file its own updates with its own regulator.
When the HOA delegates services (e.g., water, security) to the cooperative, formalize it by board resolution and service agreement, and ensure related-party disclosures in the cooperative’s reports.

3) Mid-term vacancies and acting officers

Follow the By-Laws on filling vacancies.
Issue a board resolution documenting appointments and update DHSUD/CDA within the usual 30-day window.
Collect oaths of office for appointees.

4) Digital and records management

Maintain a Compliance Binder (physical and cloud): Registration Certificates, By-Laws, all minutes, notices, proof of service, membership roster, financials, GIS/CAPR, oaths, and ORs.
Use consistent document naming (e.g., 2025-03-08_Election_Minutes_signed.pdf).
Keep signature cards and board resolutions current with banks, LGUs, utilities, and contractors.

Part IV — Meeting and election checklist (works for both DHSUD HOAs and CDA coops)

Before the election

Review By-Laws on notice periods, quorum, eligibility, proxy rules (if allowed), and vote counting.
Constitute the Election Committee (if your By-Laws provide for one).
Issue written notice to members (date, time, venue/online platform, agenda). Keep proof of service.
Prepare updated masterlist of voting members.

During the election

Record attendance; verify quorum.
Keep minutes (start/end times, motions, results).
Prepare canvass sheet and have the ECom sign it.
Announce results and immediately hold the organizational meeting of directors to elect officers (if required).

After the election

Administer oaths of office.
Approve bank signatories and authorities by board resolution.
Compile and file your update packet with DHSUD or CDA.

Part V — Governance pitfalls to avoid

Amorphous membership: not distinguishing regular voting from associate/non-voting members.
Improper notices: missing agenda or sent too late/through channels not allowed by the By-Laws.
Quorum shortcuts: relying on headcounts without documentary support.
Term overlaps: electing officers for terms longer than what the By-Laws allow.
Document mismatch: names, positions, and dates differ across minutes, oaths, GIS/CAPR.
Late filings: accumulating penalties and risking non-recognition.
No succession plan: failing to fill vacancies or document acting capacities.

Part VI — Practical templates (adapt and tailor to your region/forms)

A. Board Resolution (extract)

Resolved, that the Association acknowledges the results of the election held on [date] and the organizational meeting on [date], whereby the following were elected directors and officers for [term]: [names/positions]. Resolved, that the [President/Secretary/Authorized Officer] is authorized to sign and submit to DHSUD/CDA all forms, lists, minutes, oaths, and supporting documents, and to pay filing fees. Resolved, to update bank signatories and authority matrices accordingly.

B. Secretary’s Certification (extract)

I, [Name], Secretary of [HOA/Cooperative], certify that the attached Minutes of Election and Organizational Meeting, List of Officers/Directors, and Election Returns are true and correct copies of records duly approved by the Board on [date].

C. Oath of Office (extract)

I, [Name], having been duly elected/appointed as [Position] of [HOA/Cooperative], do solemnly swear to faithfully discharge my duties in accordance with RA 9904/RA 9520, the By-Laws, and applicable rules, so help me God.

Part VII — Frequently asked questions

1) Our election was challenged. Can we still file the officers’ update? Yes. File the results as canvassed, disclose the pending challenge, and attach the protest/board note. Regulators act on what is of record unless and until set aside.

2) Can we use electronic meetings/elections? If your By-Laws allow (or you adopted an amendment/resolution enabling e-meetings/e-voting consistent with law), you may. Keep digital audit trails (platform logs, screenshots, attendance certifications).

3) Who signs the transmittal if the outgoing officers refuse? Have the newly elected secretary or any authorized officer sign, supported by a board resolution. Attach proof of the election and minutes.

4) Are directors required to be homeowners? Follow your By-Laws and RA 9904/RA 9520 principles on qualifications; most HOAs require directors to be regular members in good standing (lot/unit owners). Cooperatives require regular cooperative members per the Code and By-Laws.

5) What happens if we miss the filing window? You may still file late, but expect administrative fines and processing delays. Cure the lapse early and document reasons.

Part VIII — Compliance calendar (sample)

January–February: Audit prior year books; draft annual report.
March: Issue GA/election notice.
April: Hold GA; elect board; conduct organizational meeting.
By May: File officers’ update and annual reports with DHSUD/CDA.
Rolling: File within 30 days of any mid-term change.

Bottom line

DHSUD handles officer/board filings for HOAs; CDA handles officer/board filings for cooperatives.
Keep elections valid, documents complete, filings timely, and records consistent.
Align your By-Laws with statutory rules, and maintain a compliance binder so transitions after every election are smooth.

If you want, I can tailor a region-specific checklist and filled-out mock forms based on your association’s By-Laws and election schedule.