This way, you don’t forget to plan for them and notify homeowners of the appropriate dates and times. If your HOA has any upcoming special events, make sure to include them in your checklist. Scheduling these projects ahead of time will give you a chance to plan for them and notify homeowners. If you’re expecting any major construction or renovation projects, make sure to include them in your yearly checklist. Generally, it’s best to hold committee meetings a week or so before board meetings to give committees time to prepare for their presentations. Committee MeetingsĪfter scheduling your board meetings, you can then move on to scheduling committee meetings. Make sure to comply with the requirements set forth in your governing documents. It’s a good idea to plan your board meeting dates and times at the start of the year. Make sure to notify homeowners of the annual meeting accordingly and plan for any events that will take place during the meeting such as HOA elections. Your governing documents should tell you when to hold your annual meeting. It’s also worth contacting your provider to see if there will be any increases in premiums. InsuranceĮvaluating your active insurance policies will give you the opportunity to identify gaps in your coverage. Planning for the following year’s budget and dues usually takes place in the middle of the current year.

You must also make time in your calendar for budget preparation and dues calculation. As such, you must schedule tax preparation ahead of time, ideally in February. TaxesĪssociation taxes must be filed on or before the deadline, which is usually March 15. For example, according to Florida law, associations with total revenue of $500,000 or more must prepare audited financial statements. Not every HOA will require annual audits, as state laws and your governing documents have varying provisions on them. You should schedule your audits to take place as soon as the previous fiscal year closes. Plus, don’t forget to make a copy of the report for storage. Once you have finalized it, you can then distribute it to all members. Thus, you should give yourself time to prepare this annual report and review it after the first draft. You should also file your updated governing documents with the SCC and your local jurisdiction land records.Ī majority of states require HOAs to produce an annual report. If you have an HOA website, don’t forget to update that, too. Make sure all copies of your governing documents are up-to-date, whether they’re hard copies or soft copies.

Plan for major construction or renovation projects.Prepare for the annual meeting events (such as HOA elections).Contact provider to ask about premium increases.File tax return form 1120 or 1120-H on or before the deadline.Store the annual report digitally and physically.Distribute the annual report to all members.File with the SCC and local jurisdiction land recorder.What should you include in your annual checklist? Let’s start with a general checklist that every homeowners association will need for the year.

Landscape maintenance checklist