The beginning months of every year are always a perfect time to have a fresh start and make sure everything is as organized as it can be in your association. One of the most important things to keep in mind is the yearly calendar because this includes all of the crucial items that will keep your association running efficiently this year. Here is a checklist that has been compiled of all of the important times that should be written in the calendar for the upcoming year.
One of the first things that happens in the calendar is the audits of the organization’s finances. Although these may not happen every year, in the years your association does consider bringing in an auditor, they usually occur in the first two months of the year. The audit should be scheduled in the calendar as soon as the previous year is closed out.
With the new year comes the inevitable: taxes. Take care, because association taxes need to be filed earlier than personal taxes—usually on March 15. Stay ahead of the game and schedule time in February to complete your taxes so that you can be sure to get them in on time.
3. Board Meetings
The beginning of the year is a perfect time to reevaluate board meeting times. Scheduling the meetings at the beginning of the year will give board members plenty of time to plan for them and be committed to coming. Plan ahead if there are any months during which no meetings will be held, and let everyone known ahead of time.
4. Construction, Maintenance, or Renovation Plans
Now is the perfect time to beginning scheduling and planning any major projects that are on the agenda for the year. Make sure that everyone on the board and in the community is kept up to date on any large changes that will be taking place. Now is also the time to schedule in advance any seasonal openings or closures that will occur in buildings on your property throughout the different seasons.
5. Committee Meetings
Make sure that all of the committee meetings are scheduled ahead of time. Oftentimes it is best to wait until you know when the board meetings will be and schedule the committee meetings about a week or so before. This way the information from the committee meetings can be efficiently relayed to members of the board.
6. Annual Meeting
One important item that should be written in the calendar is the annual meeting. The date and time for this meeting can usually be found among the bylaws of the association. Put this in the calendar as well as a date for sending out reminders to members of the community to attend.
A time towards the middle of the year should be scheduled for getting the budget together. It can take up to six months to gather and organize all of the financial information, so this process should be started in early summer to give the association enough time to get the numbers processed.
Holidays are already on the calendar, but closures are not. This is a perfect time to decide on closures for buildings or offices, as well as which days will be holidays for any resident staff.
If your association has a newsletter, the beginning of the year is a good time to reevaluate how often the newsletter should be released so that writers of that newsletter can be notified of which days they will be expected to release it. Put these dates on the calendar.
10. Special Events
Any special events should be scheduled at this time as well. Events can be a treat for residents, and a way for individuals in management to show appreciation for homeowners and members of the board. Get together with members of the board and committee now to decide what fun events and celebrations you want to have during the year, and work on getting them on the schedule.
When it comes to HOA’s, a full calendar is certainly better than an empty one! Take the time at the beginning of the year to make sure everything important has been scheduled.