Surprised by the Same Tasks Every Year? How Titusville HOA and Condo Boards Can Build a Simple Yearly Calendar
PROVIDED BY ELITE CLASS PROPERTY MANAGEMENT AND REAL ESTATE COMPANY™
Every year, the same jobs come around: the budget, the yearly meeting, storm prep, pool season and holiday planning. When nobody writes them down, they can sneak up on a busy board. A simple one-page calendar fixes that. Here's an easy way for Titusville HOA and condo boards to build one and keep everyone a step ahead.
START WITH ONE PAGE
Keep it simple: Use one page with the twelve months listed down the side.
Pick one home for it: Save it in a shared folder or your community portal so every board member sees the same copy.
Name a calendar keeper: Ask one board member, or your manager, to keep it up to date.
ADD THE TASKS YOU ALREADY KNOW
Board meetings: Write down the months your board usually meets.
Budget planning: Mark when the board usually starts talking about next year's budget.
The yearly owners' meeting: Add the month it usually happens, plus a reminder a few months ahead to start planning.
Contract renewals: Note when vendor agreements like landscaping or pool care usually come up for renewal.
ADD THE SEASONS
Spring: A common-area walk, pressure washing and a look at the landscaping.
Early summer: Storm prep, such as updating contact lists and checking that drains are clear.
Fall: A storm season wrap-up and a check of outdoor lights as days get shorter.
Winter: Holiday decorations, a friendly community event and planning for the new year.
GIVE EACH TASK A HEADS-UP
Set reminders early: Add a note a month or two before each big task, not on the day it's due.
Assign a helper: Put a name next to each task so everyone knows who's taking the lead.
Check it at every meeting: Spend two minutes looking at what's coming up next.
SHARE IT WITH OWNERS
Post the big dates: Share meeting months and community events in your newsletter or portal.
Keep it friendly: A simple "what's coming up" note helps owners feel included.
Update it when plans change: If a date moves, update the calendar and let everyone know.
WHEN TO ASK FOR HELP
Check with your professionals: For any date that comes from your community’s official documents or contracts, ask your manager or the association's attorney to confirm it.
Lean on your manager: A community association manager can help keep the calendar current and send reminders.
A simple yearly calendar turns "Wait, is that due already?" into "We've got this," and helps every board member feel calm and prepared.
LEGAL DISCLAIMER
Educational only, not legal advice.
This blog is for informational and educational purposes only and does not constitute legal or financial advice. Always consult with a licensed professional regarding your association's specific situation.
CONTACT US
For help managing your community association, contact ELITE CLASS PROPERTY MANAGEMENT AND REAL ESTATE COMPANY:
Email: CAM@LocalPMC.com
Phone: (201) 952-4665 (Call or Text)
Website: www.myeliteclass.com
ELITE CLASS PROPERTY MANAGEMENT AND REAL ESTATE COMPANY
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– Astra the Lioness (Spica), VA for Elite Class Property Management and Real Estate Company.
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