Most boards don’t have a simple month by month list they can follow and check off when done. Instead, they must constantly balance association needs, which can change with the seasons.
Fall
In the autumn, boards finalize budgets and begin preparations for the upcoming annual meetings. While budget preparations begin in the late summer, the real activity is in the fall. Forecasts for the current year are developed and compared to the current year budget. Vendors are contact and contracts are reviewed to determine potential increases in expenses. All this information is gathered and put into a proposed operating budget. These budgets must be mailed or hand-delivered to unit owners 14 days prior to the meeting at which the board will approve the budget. When are the meetings generally held? We recommend mid-November at the latest. This ensures plenty of time for ordering coupon books or otherwise ensuring all unit owners are aware of the new maintenance amounts going into effect.
At this time, boards are also focusing on the upcoming annual meeting. Annual meetings do require advance planning and clear, precise communication with unit owners, especially if there will be votes on possible amendments. The first notice is required to be mailed or hand-delivered at least 60 days prior to the meeting. Most governing documents dictate exactly when the meeting is to be held (e.g. the first Monday in February, or the 3rd Monday in January). If your meeting is in January, that 60-day deadline can really sneak up on you! In most associations, the president will chair the meeting, even though it is a meeting of the unit owners. Agenda items generally include the review and ratification of last year’s minutes, the election of directors, and votes on amendments to the governing documents. The most important issue is, of course, the election of directors.
Winter
The annual meeting is here (for most associations), and new directors are elected. The first item of business is to elect your officers. Your bylaws often contain “job descriptions” for the officers – it is always best to try to match the skills of your board members to the proper position. Some associations have traditionally given the president position to the person who received the most votes. Unless your documents state this, it really is not a good idea. The most votes may equate to the most knowledgeable, but it could also simply equate to the most popular. The president is the leader of the board and the association, and should be someone who can dedicate the proper time and energy to the position. All new board members are then required to either take a board member certification class, or sign a statement attesting they have read and understood the documents, and will enforce them uniformly. I strongly recommend all new board members take the class – they run between 2 and 4 hours, and teach a great deal in those few hours. Most law firms offer these classes, and many will even bring the class to you.
This is also a good time to review the association’s rules and regulations, especially those that apply to how the board governs and how meetings are run. A new board may have new ideas, or want to change a few things to more closely match their own style. It’s also a relatively stress-free way to show new board members how the board deliberates and makes decisions, and what their role will be. An updated contact list for the board should also be maintained and exchanged.
Spring
In mid-spring, the snowbirds start to fly north. This is when many associations start projects that aren’t easy to complete with a full house. It’s a great time to do detailed inspections of common elements such as pools and their equipment, roofs, air conditioning equipment, irrigation systems, and docks – all items that get heavy summer usage.
On the roof, look for signs of leaks and do the annual maintenance to extend the life of your surface as well as keep your warranty intact.
Look for broken sprinkler heads or pipes, blockages, and proper coverage in irrigation system
Overhaul the AC equipment, cleaning the filters, drain pans, and coils to ensure it is operating at peak efficiency. Make any needed repairs before the outside temperature hits 90! Have your pool maintenance crew check for leaks, inspect the feeders and pumps, and replace any damaged filters components. Clean/pressure wash the surrounding pool deck and its furniture to be ready for full summer season.This is also a great time to inventory all association equipment. Replace any broken or missing items. Note serial numbers. Make notes of any reserve elements that may need upcoming repair or replacement.
Late spring is time to start preparing for hurricane season. Make sure your contingency plans are updated, and that all essential personnel are aware of them, and their duties in the event of a storm. Update contact information for owners, especially those that may require assistance in the event of an evacuation or power outage. The plan should include items such as alternate contact information for board members and staff, identify who will oversee starting repairs and cleanup, where records will be kept, and even vendor contact information.
Summer
Early summer is generally a nice quiet time- we continue with those spring duties, manage those major projects, and keep an eye on vacant snowbird properties. Late summer we begin serious budget preparation by working on the reserve schedule. This is the time to either conduct that reserve study, or a subsequent update. A reserve study analyses capital repair and replacement needs – a detailed report is provided showing all items that should be included in the capital budget, their estimated replacement costs, and estimated remaining useful life. Most include very detailed schedules that include make and model information, serial numbers, warranty information, and all kinds of other very helpful data. Reserves for capital repairs and replacement are a very important component of the annual budget, and should not be brushed over quickly.
Year-Round
Of course, there are many duties and responsibilities that exist year-round, regardless of season. That list is almost endless, as the board is responsible for ensuring the maintenance and upkeep of the entire association and its amenities.
