The community is governed by the following documents:

• HHPOA Covenants

• HHPOA By-Laws

• HHPOA Rules and Regulations

You can find all of these in the Governing Documents section.

Annual dues assessments will be mailed out on March 2026. You can also view your bill (When Generated) anytime on the Hickory Hills Portal by navigating to:

Profiles → Payments & Finances → Accounting → Invoices

Annual assessments (yearly dues) are required to maintain your membership in good standing, which is necessary for access to community amenities. These dues help fund essential services such as road maintenance and amenity upkeep.

• Due Date: April 1 each year

• Grace Period: 30 days (until May 1)

• Fiscal Year: April 1 – March 31

Per Article X, Section 10.04 of the Covenants, any assessment not paid within 30 days of the due date will begin to accrue interest at a rate of 15% per year.

You can view your assessment through the Hickory Hills Portal under Profiles → Payments & Finances → Accounting → Invoices, or refer to the physical bill that will be mailed to you.

HHPOA 2026 Dues Information

• Improved Lot: $980.00 per fiscal year

• Unimproved Lot: $490.00 per fiscal year

• Rental Property: $980.00 + $1,200.00 = $2,180.00 per fiscal year

• Rental Property with Lease on File: $980.00 + $600.00 = $1,580.00 per year Payment Methods: • Checks, money orders, and cashier’s checks are accepted • Credit/debit cards may be used in the office or portal and will incur a 3.5% convenience fee • Cash is NOT accepted Good Standing Requirements: To remain in Good Standing, all dues, fines, and assessments must be paid in full by 5:00 PM on May 1, 2026, and all household vehicles must be registered with HHPOA. Beginning May 2, 2026, a monthly late fee of 1.25% will be assessed on any new unpaid balance. Accounts that remain unpaid may be referred to the Association’s attorney for collection, and all related attorney fees and court costs may be added to the owner’s account if necessary.
  

Payment Options:

• Mail a check or money order

• Pay Online via the HH Portal

• Pay in person at the office using a check, money order, or credit card

Please note: A 3.5% processing fee applies to all credit card payments.

A resale certificate is required when selling a property within the Hickory Hills Property Owners Association. This document provides the title company and buyer with important information, including any outstanding balances owed to the HOA. It also includes the Association’s right of first refusal.

To obtain a resale certificate:

• Complete and submit the Resale Certificate Request Form, available in the HHPOA Forms section.

• Pay the required $250.00 certificate fee per property

• Ensure the form is filled out completely to avoid delays.

Yes! The clubhouse is available for rent exclusively to HHPOA MEMBERS IN GOOD STANDING. To reserve it for a private family event, the following are required:

• $100 rental fee

• $100 refundable deposit

• Proof of event insurance

You can find the Clubhouse Rental Agreement in the Docs/Forms section.

HHPOA members can obtain vehicle stickers by visiting the office during business hours.

To register your vehicle:

1. Present a valid, government-issued photo ID for identity verification.

2. Provide your current vehicle registration showing the vehicle is registered in your name.

3. Once verified, your vehicle will be entered into our system and a sticker will be issued.

4. Repeat the process for each additional vehicle you wish to register.

Note: Vehicle registration and sticker issuance must be completed each year for every vehicle you wish to register.

Guest Registration Guidelines

You do NOT need to register your guest if:

• The guest is coming directly to meet you at your property.

• You are accompanying your guest to an amenity in your registered vehicle.

You DO need to register your guest if:

• You are giving your guest your FOB to use amenities without you (e.g., they want to use the pool alone).

• You are accompanying your guest to an amenity, but you are riding in their vehicle.

How to register a guest:

1. Log in to https://portal.hhpoa940.org.

2. Go to Profile → Guests and complete the form.
   

   • You will need: guest’s full name, license plate number, license plate state, and phone number.

Once submitted, print the guest pass and place it on the dashboard of your guest’s vehicle when using the amenities. Printing Your Guest Pass: You may print your guest pass at any time from the convenience of your home printer. If you do not have a printer, you may stop by the office during regular hours with the guest’s last name and pass code, and we’ll print it for you.

You do not need to wait until the day of the visit to submit a guest pass.

If someone is arriving on July 4th and you don’t have access to a printer, you can still create the guest pass in advance. During office hours, stop in with the guest’s last name and pass code, and we’ll print the pass for you ahead of their arrival.

Yes. Members who are not in good standing—including their family members and children—are not permitted to be guests of another member for the use of HHPOA amenities.

If an unregistered guest is stopped for violating HHPOA rules, they will be asked to identify the member they are visiting.

• If they refuse to provide that information, they will be asked to leave the community.

• If they refuse to leave, the police will be contacted for trespassing.

• Their license plate will be recorded, and if they return to the property, law enforcement will be notified for trespassing.

Reminder: Members are responsible for the conduct of their guests. Always register your guests to avoid issues.

Members NOT in good standing are not permitted to use community amenities.

We offered payment plans through September 2025. Please note that you may always make payments before your bill’s due date. Whether you pay in person at the office or online, you will receive a receipt, and you can view your current balance at any time through the HHPOA member portal.

To access your account, please log in at: https://portal.hhpoa940.org

Non-owner codes were issued to individuals living in a home but not listed as owners. These codes were deactivated on June 1st, 2024.

If you still need access, please ask the property owner to create a sub-account for you, as outlined earlier in this Q&A.

You may add any family member or friend to your subaccount.

However:

• HHPOA property owners cannot be added as subaccount users

• Members not in good standing are not eligible to be on a subaccount

Visitor Pass: Intended for individuals who visit the community frequently (e.g., family or close friends) but are using HHPOA amenities. It allows regular visitors to be identified without having to submit a new guest pass each time and is good for one year.

Guest Pass: Required for any guest who will be using HHPOA amenities such as the pool, lake, clubhouse, or attending events. A valid pass must be displayed each time the guest plans to use these facilities.

Printing Your Guest Pass: You may print your guest pass at any time from the convenience of your home printer. If you do not have a printer, you may stop by the office during regular hours with the guest’s last name and pass code, and we’ll print it for you.

You do not need to wait until the day of the visit to submit a guest pass.

If someone is arriving on July 4th and you don’t have access to a printer, you can still create the guest pass in advance. During office hours, stop in with the guest’s last name and pass code, and we’ll print the pass for you ahead of their arrival.

If the state requires you to update your license plates due to age or any other reason, you must provide registration showing the new information. You can do this by coming to the office with the updated registration. What do I need to update my Registration?

1. Present a valid, government-issued ID for identity verification.

2. Provide your vehicle registration, ensuring the vehicle is registered in your name.

If you’ve recently purchased a new vehicle and haven’t yet received your official state registration, don’t worry — that’s okay! You have two options to register your vehicle temporarily with HHPOA:

1. In Person: Visit the HHPOA office during regular office hours to obtain a temporary registration in the system.

2. Online: Log in to the HH Portal → go to Vehicles → Add Temp Vehicle, and complete a temporary vehicle registration online.

What You’ll Need to Update Your Registration In Person:

1. A valid government-issued photo ID for identity verification

2. Your temporary vehicle paperwork, showing the vehicle is registered in your name

What You’ll Need to Update Your Registration Online:

1. License Plate Number

2. State of Issuance (for the license plate)

3. Vehicle Color

4. Vehicle Year

5. VIN (Vehicle Identification Number)

Only the property owner can create a subaccount.

Instructions for the Owner:

1. Log in to https://portal.hhpoa940.org

2. Navigate to Profile → Sub Accounts

3. Click the + Add Code button (top right of the screen)

4. Complete the fields:
   

   • Select Address

   • Select Relationship

   • Enter First and Last Name

   • Select Type

1. Click Create Code

2. A Subaccount Code will appear — write it down and give it to the person you’re adding.
   

You will see the sub account code write that down.

Instructions for the Sub Account:

1. Once you have the Subaccount Code from the owner, go to https://portal.hhpoa940.org

2. Click Register

3. Enter the Subaccount Code provided to you

4. Follow the on-screen steps to create your account Note: You will need access to your email and cell phone to complete registration.

1. Information We Collect

We may collect the following types of personal information:

a. Name, address, email, and phone number

b. Government-issued ID for verification purposes

c. Payment information for applicable fees

d. Access logs related to FOB usage, gate access, and portal interactions

e. Vehicle registrations for community access and amenities management

f. Vehicle identification data, including license plate information captured through gate and security systems

Property owners are responsible for ensuring that any personal information they provide to HHPOA for guests, tenants, or subaccounts is done with appropriate consent.

2. How We Use Your Information

We use your data for the following purposes:

a. Managing access to HHPOA amenities and services

b. Processing FOB requests and portal account management

c. Communicating important updates, billing, and security notices

d. Ensuring compliance with community policies and security protocols

e. Supporting security monitoring, incident investigation, and enforcement of HHPOA governing documents

f. Operating automated systems, including AI-assisted gate access and vehicle recognition technology

3. Data Protection & Security

We take appropriate technical and organizational measures to safeguard your personal data against unauthorized access, disclosure, or loss. Your information is stored securely and is only accessible to authorized personnel.

HHPOA may utilize third-party service providers (such as access control systems, AI camera systems, payment processors, and portal platforms) to support operations. These providers are required to maintain appropriate safeguards for your information.

4. Sharing of Information

Your personal data will not be sold or shared with third parties except:

a. When required by law or legal process

b. When necessary to support HHPOA operations through authorized service providers

c. In cases where you explicitly consent to information sharing

5. Data Retention

HHPOA retains personal information as necessary to support operational, administrative, security, and enforcement needs of the Association, and to comply with applicable legal requirements.

6. Monitoring & Automated Systems Notice

HHPOA utilizes security and access control technologies, including cameras, license plate recognition systems, and AI-assisted monitoring tools, to manage and secure the community.

Use of HHPOA systems, amenities, roadways, and access-controlled areas may involve monitoring, recording, and automated processing of data for security, operational, and enforcement purposes. By entering and using HHPOA property and systems, you acknowledge and consent to such monitoring and data collection.

No expectation of absolute privacy should be assumed in these areas.

7. Your Rights & Choices

You have the right to:

a. Access, update, or correct your personal information

b. Opt out of non-essential communications

Rental (No Lease on File)

• Property is being rented, but no formal lease is provided to the HOA

• May include:

o   Month-to-month arrangements

o   Verbal agreements

o   Short-term or informal occupancy (less than 30 days)

• The HOA has limited visibility and control over who is living in the home

• In many cases, occupants have not been formally provided with HOA rules and regulations, which can lead to:

o   Lack of awareness of community policies

o   Increased likelihood of rule violations

o   Additional complaints and enforcement activity

Result: Typically subject to higher dues/fees due to increased administrative workload, enforcement, and risk

Rental with Lease (Lease on File – 30 Days or More)

• Property is rented with a written lease agreement of at least thirty (30) days or more, submitted to the HOA

• Includes:

o   Tenant names

o   Lease term (start and end dates)

o   Clear owner accountability

• Provides an opportunity to ensure tenants are properly informed of HOA rules and expectations

• Results in better compliance and fewer issues overall

Result: Subject to rental dues/fees, but typically lower than non-lease rentals due to better structure and accountability

Why There Are Additional Costs?

Managing rental properties—whether with or without a lease—creates additional administrative work for the HOA, including:

• Tracking occupants and contact information

• Enforcing rules and addressing violations

• Handling complaints related to tenants

• Monitoring lease terms and renewals (for leased properties)

• Increased communication and oversight compared to owner-occupied homes

Properties without a lease on file generally require significantly more time and intervention, as there is often less structure, less accountability, and a higher frequency of issues to address TLDR; Simple Explanation

A ‘rental with lease’ requires a written lease of at least 30 days on file with the HOA. Rentals without a lease typically involve short-term or informal arrangements and require significantly more oversight, which is why they carry higher fees.