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Organize Your Association's Yearly Schedule: Techniques to Improve Communication and Effectiveness

There are many things happening throughout the year that

affect your board and residents. By dividing your annual

calendar into five periods you are sure to maximize your

organization and smooth out your budgeting and planning

process.

1. September – November: Budgeting

Create your budget and determine what projects you want to

complete the following year.

Starting this process well in advance of the coming year

enables you to mail the budget to all owners and hold a

special meeting to answer any questions about the budget.

Your residents will appreciate this meeting.

2. December – February: Planning

Plan your projects and create all your request for proposals

(RFPs).

This is generally the slow season for your association, so

preparing your RFPs during the project off season lets you

take the time necessary to create them with care and

attention to detail. An early start to creating your RFPs also

allows the board plenty of time to review all the project details

so changes can be made prior to getting estimates.

3. February – May: Bidding and Contractor Selection

Having approved RFPs ready early in the year gives you a

higher probability that contractors will bid on the project. This

is because it is the slow time of year for contractors and they

are more than willing to work on quotes for your association.

Submit each of your RFPs to multiple contractors to estimate

project cost. When all estimates are received, they are

reviewed by the Board, the contractor is selected, and the

project is scheduled. At this time, you can notify your

residents of the contractors and project dates to keep them

informed about what is happening with the association.


4. May – August: Projects Start and Are Completed

All your due diligence took place and the weather is

appropriate, so now is the time for your projects to get

completed.

If you wait until now to start getting project bids the good

contractors are going to be too busy working with other clients

to give you bids.

5. August – September: Review Unbudgeted Projects

Sticking to your annual budget and operating plan helps

provide direction for the association for the year. Now is the

time to review the budget for surplus income to complete

unbudgeted projects.

Once all projects are nearing completion it is time to review

your financial projections to determine if your association is

under budget and has the funds to complete any extra

projects this year. If so, there should be enough time to get

them done.

Following this annual timeline is sure to help you get more

bids for your projects, get those projects completed on

schedule, and have plenty of time to engage residents in your

association's operations.


Leadership Alliance: Why do residents love your

association? The majority of respondents say residents love

the amenities (clubhouse and pool), because they area areas

that bring the community together.

In associations without similar amenities, consider using

green space to host events or starting groups that meet at

unit owner homes. A strong sense of community spirit is

something you need to continually cultivate.

Question: Why did you volunteer to run for your board?

Email your response to abarzak@cpscolumbus.com.

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