HOA Board Calendar of Activities

• January
• 1'st - Annual Assessments Due
• 1st Week - Change board members on Insurance Contract - call the Broker
• 1st Week - Change board members on both Bank Signature Cards - Checking and Savings:
  --> requires Board Resolution in hand authorizing signers
  --> requires signers to meet at bank with 2 forms of ID (one a picture id)
  --> Secretary must be present to sign Bank forms
  
• 1st Week - Change board members on Post Office Box if desired
--> requires original signer (currently Tom Martinez) to be present
• 10'th - Annual Owner Assessments Past Due
• 15'th - Send Past Due Reminders - Annual Owner Assessments
• February
• Month to renegotiate or renew lawn maintenance contracts
• 1'st - Send Past Due Notices With Interest Due for Jan (@ allowed % per month + late fee) For Assessments
• 15'th - Pay Webmasters for web site Hosting and URL Domain Name Renewal
• 15'th - Send Dues Assessment Demand Letters - starts 45 day "clock" for filing of liens
• March
1'st - Watering - Resume Using Program B for warm weather months if turned off
• 1'st - Send Past Due Notices With Interest Due for Jan & Feb (@ allowed % per month + late fee) For Assessments
• 15th - File corporate tax returns - Due Date is March 15
• 15th - Check Web Site "WhoIs" to ensure renewal of domain name
• 2'nd Weekend - Reset Sprinkler and Lights Timers for Daylight Savings Time
• April
• 1'st - Contact Association Lawyer to file liens on properties with unpaid assessments
• 15th (no later than) - File State of Florida Corporate Certification w/updated board members - $400 fee if late
• 15th (no later than) - File IRS 1120-H Federal Income Tax Return for Homeowners Association - must not be late
• Late April - Adjust Timer for Lights for longer daylight
• August
• Property Tax statements (5) received from county - $0.00 - No action required
• September
• Request next years board member nominations
• Mid-September - Adjust Timer for Lights for shorter daylight
• October
• Gather data for next years budget
• Finalize and mail proxies (ballot) for next years board vote - 14 days advance notice req'd
• November
• Hold Member Meeting where attendee votes and proxy votes will be counted for next years board members
• Bylaws stipulate a quorum is 10% of voting members - candidates receiving a majority of votes are elected (3 or 5 board members required - must be an odd number of directors)
• Vote in next years budget
• 15th - Pay D&O Insurance Bill - Call Agent if no bill is received
• 15th - Pay Post Office Box Bill - Contact Post Office if no bill is received in PO Box
• First Weekend - Adjust Timers For End Of Daylight Savings
• December
• Watering - turn off Program B for the winter months
• Send annual assessment invoices with copy of next year's budget
• Turnover board meeting
• Review contracts that need to renegotiated
• Pay Liability Insurance bill - Call Agent if no bill received
• Begin Re-Negotiation of Landscape Contracts if necessary


• WEEKLY
• Check Post Office Box for Mail
• Check Yahoo for eMail
• Handle ACC Requests
• Ensure Sprinkler System runs on Designated Day's


• MONTHLY
• Run Sprinklers within 24 hours of each Fertilization except if fertilization is within 24 hours of usual watering day - make sure dated notices are in place to avoid fines
• Pay Electric Bill - Streetlight Contract -- see Autopay
• Pay Electric Bill - Pump (Online Automated Debit by TECO)
• Pay Lawn Maintenance Bill - see Autopay
• Pay Lawn Fertilizer Bill - see Autopay
• Check Operation of Sprinklers
• Prepare & Publish ACHOA Financial Statements. Have 2'nd Board Member confirm bank statement account balances to financials and initial / sign bank statements evidencing completion of the review (see Quarterly)
• Transfer Funds between Savings Acct and Checking Acct - Autotransfer may be set up. Must maintain minimum average daily balances each calendar month in both Checking and Savings accts to avoid service fees
• Check Post Office Box Weekly


• QUARTERLY
• Compare Financial Statements to Bank Statements - 2'nd Board Member To Confirm
• Book Civic Center for next Board Meeting (now done quarterly not annually)


• ANNUALLY
• Pay Post Office Box Fee when comes due
• Update Autopay thru Bank Account for: Lawn Services (2), TECO


• EVERY 18 MONTHS
• SWFWMD Retention Pond Inspection


• EVERY 5 YEARS
• Replace 9 volt Backup Battery in Sprinkler Control Box MUST BE RECHARGEABLE BATTERY


• AUTOPAY / AUTODEBIT LISTINGS
• Note - to prevent overpayment setup up for maximum 12 months autopay......
• LAWN FERTILIZER COMPANY (Bank AutoPay @ $xxx/month update annually - Note autopay turned off if prepaid with discount)
• LAWN CUTTING COMPANY (Bank AutoPay @ $xxx/month update annually)
• TECO LIGHTING CONTRACT (Bank AutoPay @ $xxx/month update annually - check monthly for billing variances)
• TECO Billing-Pump/Sign Lights (TECO Autodebit for monthly amount to Bank Acct) - print bills quarterly
• Pond Weed Control - NOT on Autopay as now done Quarterly


• OTHER REQUIRED ACTIVITIES
• Sprinkler Timer / Lights - check weekly to ensure running
• Sprinkler Performance - check monthly to ensure working properly
• Watering Days - change sprinkler timer settings when restrictions change
• TECO STREET LIGHT CONTRACT (Bank AutoPay @ $xxx/month update annually
• TECO Billing - Pump/Sign Lights (TECO Autodebit for monthly amount to Bank Acct)