HOA Board Checklist

Running an HOA requires staying on top of many responsibilities throughout the year. Use this checklist to ensure you're meeting all critical requirements.

Monthly Tasks

• [ ] Review financial statements and budget variance reports
• [ ] Approve or process payment invoices
• [ ] Address maintenance and repair requests
• [ ] Communicate with residents through newsletter or announcements
• [ ] Review compliance issues and violations

Quarterly Tasks

• [ ] Hold board meeting and document minutes
• [ ] Review insurance policies and coverage
• [ ] Update reserve fund studies if applicable
• [ ] Review and approve accounts payable
• [ ] Assess community feedback

Annual Tasks

• [ ] Hold annual meeting with residents
• [ ] Elect board officers
• [ ] Review and update HOA policies
• [ ] Conduct budget review and planning
• [ ] File annual reports with state
• [ ] Review insurance coverage and renew policies
• [ ] Assess reserve fund levels
• [ ] Conduct community survey for feedback
• [ ] Review contracts (management company, service providers, etc.)
• [ ] Plan capital improvement projects

Compliance Tasks

• [ ] Maintain accurate membership records
• [ ] Keep meeting minutes and documentation
• [ ] Maintain financial records for 7+ years
• [ ] Conduct annual audit or financial review
• [ ] Maintain insurance coverage
• [ ] Document all violations and enforcement actions
• [ ] Maintain architectural control records

Important Contacts to Keep Updated

• [ ] State HOA regulatory agency
• [ ] Insurance agent
• [ ] Legal counsel (if applicable)
• [ ] Accounting/bookkeeping service
• [ ] Management company
• [ ] Service providers (landscaping, maintenance, etc.)

Additional Resources

• State HOA laws and regulations
• HOA budget templates
• Meeting minutes templates
• Architectural control guidelines
• Resident communication templates

Download this checklist and keep it readily available for quick reference throughout the year.