By Shannon Torgerson, Goodwin & Company
How do you chart your course? For me, an annual calendar serves as a roadmap of tasks that need to happen each week, month and year. It helps in tracking deadlines and knowing when something is supposed to happen (hello, pool opening!), while providing the Board with insight into my activities as their manager.
Including specific dates for proposals, landscape items and meetings not only helps the Board and I stay organized and focused on community goals, but also provides a framework for accountability and evaluation. The accountability and evaluation process helps us assess progress, identify successful strategies, and recognize areas that need improvement. It further assists in better communication, enhanced collaboration and problem solving.
The Annual Calendar is the broad picture and helps dictate the day to day. If you know your insurance is going to renew in 60 days, you can put a note on the calendar “start insurance renewal discussions” at 2 months before the renewal. At 1 month before the renewal, you may but a note “confirm receipt of renewal proposal,” for example.
Items to include on the calendar can be:
- Contract start and end dates.
- Annual/Budget meeting dates.
- Holiday/community event dates.
- Irrigation start-up, contractual irrigation checks, irrigation winterization edging, fall clean up and flower installation dates.
- Helpful resident information broadcast dates.
- Owner notification dates (i.e., Annual Meeting notices, billing statements), etc.
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January
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- Board Meeting
- Confirm monthly reserve transfer with RBC for current year
- Send annual disclosure
- Follow up on Reserve Study Update approved in late 2022
- ARC Committee Appointments (even ended years)
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February
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- Board Meeting
- Request bids for insurance policy renewal April 1
- Prior year end financial info to CPA
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March
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- Board Meeting
- Follow up on Audit & Tax Returns (if needed)
- Send Community Reminder – Dryer Vent Cleaning
- Schedule Gutter /Underground Drainage Cleaning for May
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April
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- Board Meeting
- Workers comp policy renewal
- E-Blast Insurance Notice & Memo
- Follow up on gutter guard project and status of gutter cleanliness.
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May
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- Board Meeting
- Confirm irrigation system activated
- Request Church Ditch Mowing
- Email Spring Notice (reminder of rules and regs property)
- Follow up on Audit/Taxes
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June
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- Board Meeting
- Power Wash Stucco (if needed)
- Schedule Storm Water Inspection
- Schedule Backflow Testing (irrigation)
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July
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- Board Meeting
- Conifer Treatments
- Send Community Reminder – Window Well Cover Cleaning
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August
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- Board Meeting
- Request landscape and snow removal contracts for 2024
- Request tree pruning and tree health contracts 2024
- Draft 2024 Budget
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September
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- Board Meeting
- Garage Door maintenance broadcast email
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October
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- Board meeting
- Finalize 2024 HOA budget
- Prepare annual & budget ratification meeting notice
- Send Community Reminder – Fireplace Vent Cleaning
- Community picnic
- Verify electrical reimbursement amounts with Xcel
- Mail annual & budget ratification meeting notice
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November
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- Board Meeting
- Broadcast Email – concrete care (no ice melt)
- Annual & Budget Ratifications Meeting
- Confirm owner HOA fees for 2024
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December
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- Election of officers for new Board
- Update bank signature cards with new board members
- Confirm parking billing for 2024
- Prepare 2024 Planning Calendar for Board
- Payment for prior year electrical use for 6 units
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I provide the Annual Calendar to the Board each month as part of their monthly Board packet and update it as needed.
Shannon Torgerson is the Director of Metro Districts at Goodwin & Company. She has been building community and advising Managers, Boards and Residents for 22 years.
