Running a homeowners association can be tough, especially if you don’t know where to start. As a board member, you often need a guide of sorts to keep up with all your tasks. Luckily, these HOA checklists are designed to help you stay on track.
Homeowners associations require a lot of work to keep everything operating smoothly. Every year, the HOA board must prepare for the year ahead, plan the budget, stay on top of property maintenance, and schedule audits. Without a proper guide, it can be easy to forget critical items. That’s why we’ve put together these HOA checklist templates for you.
Let’s start with a general checklist that every homeowners association will need for the year. What should you include in your annual checklist?
Make sure all copies of your governing documents are up-to-date, whether they’re hard copies or soft copies. If you have an HOA website, don’t forget to update that, too. You should also file your updated governing documents with the SCC and your local jurisdiction land records.
A majority of states require HOAs to produce an annual report. Thus, you should give yourself time to prepare this annual report and review it after the first draft. Once you have finalized it, you can then distribute it to all members. Plus, don’t forget to make a copy of the report for storage.
You should schedule your audits to take place as soon as the previous fiscal year closes. Not every HOA will require annual audits, as state laws and your governing documents have varying provisions on them. For example, according to Florida law, associations with total revenue of $500,000 or more must prepare audited financial statements.
Association taxes must be filed on or before the deadline, which is usually March 15. As such, you must schedule tax preparation ahead of time, ideally in February.
You must also make time in your calendar for budget preparation and dues calculation. Planning for the following year’s budget and dues usually takes place in the middle of the current year.
Evaluating your active insurance policies will give you the opportunity to identify gaps in your coverage. It’s also worth contacting your provider to see if there will be any increases in premiums.
Your governing documents should tell you when to hold your annual meeting. Make sure to notify homeowners of the annual meeting accordingly and plan for any events that will take place during the meeting such as HOA elections.
It’s a good idea to plan your board meeting dates and times at the start of the year. Make sure to comply with the requirements set forth in your governing documents.
After scheduling your board meetings, you can then move on to scheduling committee meetings. Generally, it’s best to hold committee meetings a week or so before board meetings to give committees time to prepare for their presentations.
If you’re expecting any major construction or renovation projects, make sure to include them in your yearly checklist. Scheduling these projects ahead of time will give you a chance to plan for them and notify homeowners.
If your HOA has any upcoming special events, make sure to include them in your checklist. This way, you don’t forget to plan for them and notify homeowners of the appropriate dates and times. It’s also a good idea to include holidays in your checklist to plan for office closures and employee holiday leaves.
If your HOA distributes newsletters, schedule the distribution cycle and put the dates in your yearly checklist. In doing so, the person/s in charge of the newsletter can stay on track.
Preparing your HOA budget is a critical part of ensuring financial success for your community. With a proper budget, you can plan your association’s expenses and calculate your monthly dues accordingly. It’s undoubtedly one of the most important HOA checklists you should have.
Here’s what to include in your HOA budget preparation checklist:
Every homeowners association should go through regular inspection and maintenance. This way, you can catch minor issues early on and prevent them from becoming major ones. Here are the things you should include in your HOA or condo maintenance checklist:
It’s also a good idea to mark the condition of each item and allow space for comments.
Depending on your state laws, your HOA may need to conduct audits every year. For instance, under Florida law, associations with total revenues of $500,000 and upwards must prepare audited financial statements. Your governing documents may also contain provisions concerning how often you must perform an audit.
Here are the things you must include in your HOA audit checklist:
Some of the financial statements and records you will need to submit to the CPA for review include:
Although HOAs aren’t responsible for individual homeowner property, it would help to provide members with a checklist for home cleaning. You can distribute this checklist physically or upload it to your HOA website. Alternatively, if you have a newsletter, you can also include this checklist there. Homeowners will appreciate the reminder and extra help from the association.
Here’s what to include in an HOA home cleaning checklist:
Homeowners associations usually start out under the control of the developers of the planned community. When it’s time to pass on the control to the residents, HOAs go through a transition process. To facilitate a smooth transition, use the checklist below:
Successful homeowners associations make sure to always plan ahead. One of the best ways to do that is to come up with HOA checklists for various important tasks. We’ve made it easy for you with these downloadable templates.
Another way to ensure day-to-day operations run smoothly is to hire an HOA management company. If you’re looking for one in your area, use our online directory to make the search easier.