HOA Board Calendar of Activities - as of 02/06/2022
Note: the Aberdeen Creek Homeowners Association is a non-profit corporation under the laws of the State of Florida.
The activities of the ACHOA are governed by both the CC&R documents including the ByLaws and Articles of Incorporation
and Amendments as well as the Florida Statutes (FS720).
- January
- January 1 - Annual Assessments Due (Billed by Management Company)
- 1st Week - Change board member names and (if needed) Management Company name on Insurance Contract - in writing to the Broker
- 1st Week - Update or Change board member names on Bank Signature Cards - Checking and Savings:
--> requires Board Resolution in hand authorizing signers and copy of Board Minutes
--> required signers to meet at bank with 2 forms of ID (one a picture id)
--> Secretary or President and Treasurer must be present to sign Bank forms
- 20'th - Annual Owner Assessments Past Due - Send Past Due Reminder (Management Company)
- February
- 1'st - Send Past Due Notices With Late Fee and Interest for January (Management Company)
- 15'th - Pay Webmasters for web site Hosting and URL Domain Name Renewal - Note these dates may change
- March
1'st - Watering - Adjust Irrigation Timer Seasonal % for summer months
- 15th - File corporate Tax Return - Due Date is March 15
- 15th - Check Web Site "WhoIs" to ensure renewal of domain name
- 2'nd Weekend - Reset Irrigation Timer for Daylight Savings Time
- Before End of Month - Post Notice prior years' Financial Statements available (req'd by FS 720.303(7))
- Annual Pressure Washing - Sidewalks / Fences - as needed (March or September)
- April
- 1'st - Contact lawyer to initiate Collection Proceedings on unpaid assessments (Management Company)
- 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
- May
- July
- August
- Preliminary Property Tax statements (5) received from county - $0.00 - No action required
- September
- Request next years board member nominations
- Annual Pressure Washing - Sidewalks / Fences - as needed (March or September)
- October
- Confirm, renegotiate or renew all maintenance contracts and (if needed) Management Company contract for the next year
- Management Company Contract - Advance Notice Req'd for Decision To Renew / Cancel
- 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 to approve next years budget and annual assessments
- 15th - Pay D&O Insurance Bill - Call Agent if no bill is received
- First Weekend - Adjust Irrigation Timer For End Of Daylight Savings and Winter Watering Times
- December
- Send annual assessment invoices with copy of next year's budget - Management Company
- Turnover Board meeting
- Review contracts that need to be renegotiated
- Pay Liability Insurance bill - Call Agent if no bill received
- DAILY/WEEKLY
- Check Yahoo for eMail - aberdeencreekfl@yahoo.com
- Handle ACC Requests (Management Company)
- BI-WEEKLY
- Check Irrigations System Rotors and Spray Heads
- Check Aberdeen Creek Sign Lights Operating OK
- MONTHLY and/or Management Company Handled
- Run Sprinklers within 24 hours after 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 -- Management Company Pays
- Pay Electric Bill - Pump -- Management Company Pays
- Check Operation of Sprinklers
- Provide copy of Chase Bank Statement to Management Company - currently mailed directly by Chase
- QUARTERLY
- Sprinkler Inspection - Management Company has maintenance team if needed
- Retention Pond Maintenance
- ANNUALLY - Management Company Handled
- EVERY 18 MONTHS
- SWFWMD Retention Pond Inspection, After inspection report filed by Engineer SWFWMD will send notice confirming inspection completed and facility is in satisfactory condition.
- EVERY 5 YEARS
- Replace Lithium Backup Battery in Sprinkler Control Box
- AUTOPAY / AUTODEBIT LISTINGS - NO LONGER APPLICABLE NOW HANDLED BY MANAGEMENT COMPANY
- OTHER REQUIRED ACTIVITIES
- Sprinkler Timer / Lights / Watering - check 2X-MONTH to ensure running OK and no broken heads
- Watering Days - change sprinkler timer settings when restrictions change