January- Check trees in common area and schedule any tree work necessary.
Mid-year Budget Review - board and manager review budget to actual expenditures and consider modifications to the following year's budget.
February- Set board of directors meeting to consider the annual operating budget and prepare notice of the meeting to homeowners. The budget year is 1 July through 30 June. Budgets will be designated by the second year, i.e. 2016-2017 Fiscal Year will be FY17.
March- Budget Review- board and manager review budget to actual expenditures and consider modifications to the following year's budget.
Draft budget for the following year.
April - Adopt budget for the following fiscal year.
Set meeting with landscape contractor to review Tract Q and R for mowing and treatment of invasive plants and set start of irrigation season.
At this meeting the BoD adopts the annual budget and sets the monthly assessment unless otherwise indicated at the annual meeting.
May- Check common areas and review mowing with landscape contractor.
June- Finalized Budget and any notices mailed to homeowners. National night out prep.
July- No meeting.
August- Annual review of manager performance and notify manager of continuing relationship or cancel contract.
Annual Review of previous year's expenditures.
Set date of annual meeting. If the meeting date is not designated by 1 September the annual meeting must be held at 7:00 p.m. on the second Tuesday of October.
September- Annually by 15 September Set Annual Meeting- prepare annual meeting notice the meeting notice must contain statement that if a quorum of 20% (16 residential lots) of eligible voters in person or by proxy is not present the meeting will be adjourned for 48 hours, the quorum of the adjourned meeting will be 20% (16 residential lots) in person or by proxy, annual meeting agenda (required with notice), board nomination and proxy forms for mailing. The annual meeting notice to homeowners, and all mortgagees who have requested notice must be not less than ten days nor more than fifty days before the meeting.
October - Annual Meeting and Board Election.
November- Annual Required BoD meeting - bylaws require the board to meet within 30 days of the annual meeting.
December- Order reserve study at least once every two years without visual inspection. Order reserve study with visual inspection and updated life expectancy of components every three years or when major changes have occurred.
Review current reserve study and request bids for any components needing repair/replacement.