Board Resolution Format Homeowners Assn Philippines

CORPORATE RESOLUTION OF THE BOARD OF DIRECTORS

[Insert Name of Homeowners Association]

DOCUMENT CONTROL & METADATA

• Effective Date: [Insert Effective Date, e.g., October 24, 2023]
• Document Version: 1.0
• Jurisdiction / Governing Framework: Republic of the Philippines (Republic Act No. 9904 - Magna Carta for Homeowners Associations, Revised Corporation Code of the Philippines, and DHSUD Rules and Regulations)
• Scope: Corporate Authorization and Policy Implementation

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OFFICIAL NOTICE & LEGAL DISCLAIMER

This document is a standardized legal template designed for use by homeowners associations duly registered under the laws of the Republic of the Philippines. It complies with the statutory requirements set forth by the Department of Human Settlements and Urban Development (DHSUD). Legal counsel and the Board Secretary should review all bracketed fields to ensure alignment with the specific association’s Articles of Incorporation, By-Laws, and quorum requirements prior to formal execution. This template does not constitute localized legal counsel.

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PARTIES & RECITALS

KNOW ALL MEN BY THESE PRESENTS:

At a duly convened [Regular / Special] Meeting of the Board of Directors of [Insert Full Legal Name of Homeowners Association], a homeowners association duly organized and existing under the laws of the Republic of the Philippines, with principal office address at [Insert Complete Principal Office Address] (hereinafter referred to as the "Association"), held on [Insert Date of Meeting] at [Insert Time of Meeting], at which meeting a quorum was present and acting throughout, the following resolution was unanimously [or by majority vote of _____ out of _____ directors] adopted, approved, and entered into the official corporate records:

WHEREAS, the Association is vested with the legal mandate under Republic Act No. 9904 and its governing By-Laws to manage, maintain, and administer the subdivision/community project known as [Insert Name of Subdivision/Village/Community Project], located at [Insert Location/Address of Subdivision];

WHEREAS, the Board of Directors has determined that it is in the best operational and financial interest of the Association and its members to [Insert Concise Purpose of Resolution, e.g., secure a commercial bank loan / authorize the imposition of special assessments / execute a service contract for security and maintenance];

NOW, THEREFORE, BE IT RESOLVED, as it is hereby resolved by the Board of Directors, that:

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OPERATIVE CLAUSES & TERMS

1. Authorization of Specific Corporate Act. The Board of Directors hereby formally approves and authorizes [Insert Specific Action, Project, or Contract, e.g., the procurement of security services from [Name of Service Provider] / the opening of a dedicated capital expenditure account with [Name of Bank]] under the terms and conditions set forth in [Insert Reference Document/Contract Name, if applicable, or strike out], attached hereto as Annex "A".

2. Delegation of Signing Authority. The following designated officer(s) of the Association is/are hereby granted full power and authority to negotiate, finalize, sign, execute, and deliver any and all contracts, agreements, promissory notes, banking instruments, or related documents necessary to implement the purpose of this Resolution:

   • Name/Title 1: [Insert Full Legal Name and Title, e.g., Juan Dela Cruz, President]
   • Name/Title 2: [Insert Full Legal Name and Title, e.g., Maria Santos, Treasurer] (Optional second signatory)

3. Financial Authorization & Allocation. The Treasurer and/or President of the Association are hereby authorized to disburse funds from Association accounts in an amount not to exceed Philippine Peso: [Insert Amount in Words] (PHP [Insert Numerical Amount]) for the execution of the mandate described in Section 1, drawn against [Insert Funding Source, e.g., General Operating Fund / Special Assessment Fund].

4. Ratification of Prior Acts. Any and all acts done, executed, or performed by the designated officers pursuant to the objective of this Resolution prior to the date hereof are hereby ratified, confirmed, and approved in all respects as acts of the Association.

5. Effectivity and Compliance. This Resolution shall take effect immediately upon its approval and shall remain in full force and effect until explicitly revoked or modified by a subsequent resolution of the Board. A certified copy of this Resolution shall be submitted to relevant institutions, regulatory bodies, and government agencies, including the DHSUD, as may be required by law.

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EXECUTION & SIGNATURES BLOCK

IN WITNESS WHEREOF, we, the members of the Board of Directors who voted in favor of this Resolution, have hereunto set our hands this [Insert Day] day of [Insert Month], [Insert Year] at [Insert City/Municipality], Philippines.

(Provide signature blocks for the majority or all concurring directors as required by the By-Laws)

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[Insert Printed Name of Director / President]
Director / President
TIN: [Insert Tax Identification Number]

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[Insert Printed Name of Director / Vice-President]
Director / Vice-President
TIN: [Insert Tax Identification Number]

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[Insert Printed Name of Director / Treasurer]
Director / Treasurer
TIN: [Insert Tax Identification Number]

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[Insert Printed Name of Director / Auditor]
Director / Auditor
TIN: [Insert Tax Identification Number]

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[Insert Printed Name of Director]
Director
TIN: [Insert Tax Identification Number]

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ATTESTATION & CERTIFICATION BY CORPORATE SECRETARY

I, [Insert Full Legal Name of Corporate Secretary], of legal age, Filipino, and with office address at [Insert Office Address], being the duly elected and qualified Corporate Secretary of [Insert Name of Homeowners Association], do hereby certify under oath that:

1. The foregoing is a true, accurate, and faithful copy of the Board Resolution duly adopted by the Board of Directors of the Association during the meeting held on [Insert Date], at which meeting a quorum was present and voted.
2. Said Resolution has not been altered, modified, superseded, or revoked, and remains in full force and effect as of the date of this certification.
3. To the best of my knowledge, no action, suit, or proceeding is pending or threatened that would impair the validity or implementation of this Resolution.

IN WITNESS WHEREOF, I have hereunto affixed my signature this [Insert Day] day of [Insert Month], [Insert Year] in [Insert City/Municipality], Philippines.

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[Insert Printed Name of Corporate Secretary]
Corporate Secretary
TIN: [Insert Tax Identification Number]

SUBSCRIBED AND SWORN TO before me this ________ day of _____________, 20, affiant exhibiting to me their Government-Issued Identification Document: [Insert ID Type, e.g., Driver's License / UMID] No. [Insert ID Number] issued on [Insert Date] at [Insert Place of Issue].

Doc. No.: _______;
Page No.: _______;
Book No.: ____;
Series of 20.

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NOTARY PUBLIC

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STEP-BY-STEP EXECUTION GUIDE

1. Drafting and Customization: Replace all bracketed placeholder text (e.g., [Company Name], [Date], [Amount]) with accurate, verified factual data corresponding to the Association's records and the specific transaction.
2. Board Approval & Quorum Verification: Ensure that the meeting at which this resolution is passed meets the quorum requirements mandated by the Association's By-Laws and Republic Act No. 9904 (typically a majority of all incumbent directors).
3. Signatures Collection: Secure the physical or approved digital signatures of the concurring members of the Board of Directors.
4. Secretary’s Certification & Notarization: The Corporate Secretary must complete the attestation block. Ensure the document is brought before a commissioned Notary Public within the proper territorial jurisdiction for formal notarization, ensuring the affiant presents a valid government-issued ID.
5. Filing and Distribution:
   • Retain the original notarized document in the official Association minute book and corporate records.
   • Provide certified true copies to third-party entities (e.g., banks, contractors, government agencies such as the DHSUD or local government units) as required to enforce the operational mandates contained herein.