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As board members change from year to year, it can be difficult to keep track of due dates for various association responsibilities . . . such as when the association audit should be completed, when the sprinklers were last checked, when the annual meeting should be held according to the governing documents, or when legal notices should be sent out.
A great deal of time and money can be wasted by searching for this information each year and some of these items may be delayed or forgotten in the process. An association can avoid this by creating an association calendar that lists important tasks and due dates. Providing this to the management company, new managers, new board members and retaining a copy with the association documents keeps everyone up to date and better informed.
An association calendar should be brought to each board meeting, as this will help remind the board and the manager of any tasks that need to be completed that month. It is also a great idea to have the manager speak on the status of each calendared item. When new board members are elected, it's a good idea to present the calendar as part of the board orientation or welcome packet so they know what needs to be completed annually. This can be especially helpful when an entire board of directors is new and no one has history of the association to fall back on.
Providing the calendar to the management company can also help the board of directors ensure things aren't forgotten. If there is a manager change, a calendar can be very helpful in bringing the new manager up to speed quickly on tasks that need to be completed each month.
The association calendar can be set up in several different styles; monthly, tasks added to an existing calendar, or set up in a calendar software program that has recurring events - - whatever is best for the board of directors.
Suggested tasks added to a calendar:
- When an association audit should be requested
- When the pool opens/closes
- When the pool should be cleaned for the opening of the season
- When the annual meeting notice should be sent to owners
- Date for the annual meeting
- Annual sprinkler check
- Front entrance landscaping changes
- Maintenance checks for gates, lights, locks, etc.
- Reserve maintenance items
- Newsletter dates
- Committee & Board meeting dates
Here is an example of how your association calendar might look:
January
- Complete audit
- Annual meeting (second Tuesday of January)
- General maintenance checkups
- Front entrance seasonal color change
February
- Full sprinkler check
- Board Meeting
March
- Repave driveway
- Board Meeting
April
- Front entrance color change
- Clean pool/prep for season
- Board Meeting
May
- Open pool (Memorial Day weekend)
- Board Meeting
June
- Board planning session
July
- Front entrance seasonal color change
- Board Meeting
August
- Budget meeting
- Board meeting
September
- Repaint siding
- Close pool for season
- Board Meeting
October
- Front entrance seasonal color change
- Fall Harvest festival
- Board Meeting
November
- Resurface pool
- No Board Meeting
December
- Send out annual meeting notices with approved budget
- Reserve Study update
- Association Holiday Party
The association calendar can be as descriptive as desired and it should be shared with the entire community of residents. Think about what your association should be doing on an annual basis and start your own calendar today!
