HOA deadlines become emergencies when they live in someone's memory. An annual calendar puts budget work, elections, filings, renewals, inspections, and community notices on one schedule with enough lead time to make good decisions.
The sample below assumes a calendar fiscal year. Shift it for your fiscal year, climate, governing documents, contract dates, and state requirements.
January: launch the operating year
- Confirm assessment charges, autopay, and owner notices.
- Publish the board meeting calendar and officer contacts.
- Close prior-year books and begin tax and audit preparation.
- Review system access after board or committee changes.
February: inspect financial controls
- Review year-end financial statements and delinquency status.
- Confirm bank signers, payment approval limits, and reserve access.
- Review insurance claims history before renewal work begins.
March: prepare seasonal maintenance
- Inspect irrigation, drainage, roofs, pavement, and seasonal amenities.
- Schedule preventive maintenance and obtain project bids.
- Update emergency and after-hours vendor contacts.
April: review records and governance
- Confirm governing documents and policies are current.
- Review record retention and owner request procedures.
- Audit board, committee, manager, and vendor system permissions.
May: check contracts and reserve projects
- Review vendor performance and upcoming automatic renewals.
- Update reserve project timing and replacement estimates.
- Approve summer projects and resident communications.
June: perform a midyear review
- Compare actual results with the budget and update the year-end forecast.
- Review delinquency, open violations, and maintenance backlog.
- Adjust project schedules and cash plans as needed.
July: start next year's budget
- Request preliminary insurance, utility, and contract estimates.
- Ask committees and project owners for funding requests.
- Update owner and property records before annual notices.
August: build the draft plan
- Draft operating expenses, reserve contributions, and assessment income.
- Model cost and collection scenarios.
- Review next year's major projects and contract decisions.
September: review and explain the budget
- Hold a board workshop if permitted and useful.
- Resolve assumptions and prepare the owner explanation.
- Confirm adoption and delivery deadlines.
October: adopt and prepare elections
- Approve the budget and assessment schedule on time.
- Confirm annual meeting, nomination, ballot, proxy, and notice requirements.
- Renew expiring vendor and insurance records.
November: finish year-end decisions
- Complete the election or annual meeting process.
- Approve year-end projects, write-offs, and policy updates.
- Prepare incoming director orientation and system access.
December: close cleanly
- Complete bank reconciliations and resolve old outstanding items.
- Collect tax, insurance, contract, and audit support.
- Publish next year's payment and meeting information.
- Archive approved records and carry open action items forward.
Turn the calendar into ownership
For every item, add a due date, preparation date, owner, backup, required approval, and record location. Put reminders far enough ahead to obtain bids, give legal notice, or convene the board.
The exact month matters less than the system. Combine this calendar with clear board roles and one shared platform, and recurring work becomes routine instead of a yearly rediscovery project.