HOA Planning: 10 Things HOA Boards Must Consider for Fall

Introduction

During the high heat of the summer, most HOA Board Members and Property Managers are hyper focused on maintaining the air conditioning and landscaping while ensuring the community associations swimming pool and clubhouse are up to snuff through the busy summer season.

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Is Your Community Ready for the Fall?

It's easy to forget that fall is just around the corner and that brings a host of HOA maintenance and capital improvement projects such as roof repair, siding replacement and road maintenance. Equally as important, it's not too early to start planning for Q3 board meetings and community elections.

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Here are 10 things the Board of Directors, HOA Members and Property Managers should be thinking about over the next few months:

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1. Winterization and HOA Maintenance

• Task: Prepare the community for winter by winterizing buildings and common areas.
• Details:
  • Inspect and repair roofs, gutters, and downspouts.
  • Winterize irrigation systems and outdoor plumbing.
  • Ensure heating systems and boilers are in good working condition.
• Thoughts:
  • Maintaining your home or condo regularly is like performing routine oil changes and tire rotations on your car. A well-kept community not only provides a pleasant living environment but also helps avoid unexpected major projects. Each season brings a new set of projects and maintenance tasks that must be addressed in order to keep the community thriving.

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2. Budget Planning for the Next Year

• Task: Finalize the budget for the upcoming year.
• Details:
  • Review current financials and reserve funds.
  • Plan for major expenses and potential improvements.
  • Set HOA dues and assessments for the following year.
• Thoughts:
  • One of the most important tasks for any HOA Board in the fall is budget planning for the upcoming year. This involves a comprehensive review of the current year's budget, assessing what worked, what didn't, and where adjustments need to be made. It's also a time to anticipate and plan for any major expenses that may be on the horizon. This could include large-scale maintenance projects, upgrades to common areas, or increases in insurance premiums. Having a well-planned budget in place can help ensure the financial stability of the HOA and prevent unexpected special assessments.

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3. Community Landscaping and Grounds Maintenance

• Task: Transition landscaping from summer to fall.
• Details:
  • Schedule fall clean-up, including leaf removal and pruning.
  • Plant fall flowers and shrubs.
  • Prepare lawns and gardens for the winter months.
• Thoughts:
  • As the seasons change, so do the maintenance needs of the community. Fall is the perfect time to perform preventative maintenance on common areas and shared facilities. This might include cleaning gutters, winterizing pools, and servicing heating systems. It's a good idea to remind homeowners of their own seasonal maintenance responsibilities. This could be done through a newsletter or community bulletin, providing tips on winterizing homes, leaf disposal, and other fall-related tasks.

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4. Holiday Decorations and Events

• Task: Plan for community holiday decorations and events.
• Details:
  • Decide on themes and locations for holiday lights and decorations.
  • Organize community events like holiday parties or potlucks.
  • Ensure proper storage of decorations after the season.
• Thoughts:
  • Holiday parties and decorations may not be for everyone, but it's important to remember that however large or small the association is, it's still a living breathing community. Having a small get together or putting up some simple decorations during the holiday season can help boost pride morale, instill a sense of pride in the community and help neighbors get to know one another.

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5. Homeowner Communication and Election Preparation

• Task: Update community members on important fall activities and HOA rules.
• Details:
  • Send newsletters or emails with information on fall maintenance and events.
  • Remind residents of any rules or regulations related to the season (e.g., holiday decoration guidelines).
  • Provide updates on ongoing or upcoming projects and elections.
• Thoughts:
  • In many HOAs, board elections take place in the fall. Preparing for these elections is a major task that involves verifying candidate eligibility, preparing ballots, and setting up voting procedures. It's important to encourage homeowner participation in the election process. This could involve hosting candidate forums, distributing candidate bios, and reminding homeowners of the importance of their vote.

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6. Safety and Security

• Task: Enhance safety and security measures for the fall and winter.
• Details:
  • Check and update outdoor lighting for shorter daylight hours.
  • Ensure security systems are functioning correctly.
  • Organize safety inspections and fire drills.
• Thoughts:
  • Safety and security is always a hot topic at HOA board meetings and amongst the community members. The modern HOA utilizes everything from private security guards to privacy gates, cameras and smart lights. Having more technology and maybe even a few members of a security staff means paying extra attention the health and functionality of the security hardware and ensuring proper training for the staff. If your association hasn't done a security health check recently, now might be a good time.

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7. Assessment of Common Areas and Condo Amenities

• Task: Inspect and assess common areas for needed repairs or improvements.
• Details:
  • Identify any damage or wear and tear from the summer.
  • Plan for necessary repairs or updates to facilities and infrastructure.
  • Solicit engineering reports and architectural approvals.
  • Budget for any immediate or future maintenance needs.
• Thoughts:
  • This is an extremely important step in preserving your investment not only for your own property but for the shared property within the community. Involving experts to help evaluate common areas and amenities can save an HOA or condo association a significant amount of money by identifying problems early before they become major emergencies.

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8. Prepare for Annual HOA Meetings

• Task: Plan and prepare for the annual HOA meeting.
• Details:
  • Set the date and agenda for the meeting.
  • Prepare financial reports and budget proposals.
  • Ensure proper notice is given to all homeowners.
• Thoughts:
  • Most HOAs hold their annual meeting in the fall. This is a crucial event that provides an opportunity for homeowners to voice their concerns, ask questions, and get involved in the community. Planning for this meeting should begin well in advance.
  • Key tasks include setting the agenda, arranging for a venue, and ensuring that all homeowners are notified of the meeting in a timely manner. It's also a good idea to prepare a year-end report that highlights the HOA's accomplishments and challenges over the past year.

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9. Review and Update Policies

• Task: Review and update HOA policies and regulations.
• Details:
  • Evaluate current rules and policies to ensure they are up-to-date.
  • Make any necessary revisions based on recent issues or changes in laws.
  • Communicate any policy changes to homeowners.
• Thoughts:
  • Fall is an excellent time for HOA Boards to review and update their rules and regulations. This could involve revisiting policies on things like holiday decorations, snow removal, and parking restrictions.
  • Any changes to rules and regulations should be clearly communicated to homeowners. This can be done through a variety of channels, including newsletters, community meetings, and the HOA's website.

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10. Vendor and Contractor Relationships

• Task: Review and manage relationships with vendors and contractors.
• Details:
  • Assess the performance of current vendors and contractors.
  • Renew or renegotiate contracts for landscaping, snow removal, and maintenance services.
  • Seek bids for any upcoming projects or services.
• Thoughts:
  • Fall is a good time for HOA Boards to review their contracts with vendors and service providers. This could involve assessing the quality of service provided, comparing costs with other providers, and negotiating contract terms.
  • It's also a good idea to consider whether the HOA might benefit from switching providers or outsourcing certain services. Any changes should be carefully considered and thoroughly researched to ensure they are in the best interest of the community.

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Conclusion

Fall is a critical time for HOA boards to prepare the community for the upcoming winter months, plan for next year's budget, and ensure the smooth operation of all community services and facilities. By focusing on these critical areas, HOA boards can maintain a safe, attractive, and well-managed community that meets the needs of its residents throughout the year.