Post-Holidays Checklist for Community Associations
An effective homeowners’ association (HOA) board new year checklist helps community leaders reset after the holidays and start the year with clarity. Boards that act early protect property values, manage risk, control costs, and reduce conflict throughout the year. This checklist outlines what to do after the holidays for a focused and strategic welcome to the new year.
Checklist: 10 Things Boards Should Do After the Holidays
1. Remind Residents of the Rules
The post-holiday period is one of the most common times for rule confusion. Decorations linger. Guest traffic increases. Parking issues spike. Proactive communication reinforces expectations while minimizing complaints and violations.
Reach out to homeowners through email announcements, the community website, printed notices, or the community newsletter to ensure proper notification. Rules to reinforce include:
- Holiday Decorations: Clearly state removal deadlines, acceptable storage locations, and potential fines for noncompliance.
- Guest Access: Reiterate registration procedures, gate access rules, and responsibility for guest behavior.
- Parking: Address visitor limits, fire lanes, snow routes, and acceptable parking spots.
- Trash Cans: Clarify pickup schedules, overflow rules, and proper storage locations.
FREE DOWNLOAD: “HOA Rules Guidebook: Everything You Need to Know”
2. Run Post-Holiday Inspections
Post-holiday inspections enable boards to identify damage early, before minor issues become expensive repairs. Winter weather, increased foot traffic, and excess waste can create hazardous conditions if left unchecked.
During inspections, look for the following:
- Decorations left up beyond approved timelines
- Broken lights, damaged fixtures, or unsafe wiring
- Fallen branches, dead plants, and storm debris
- Patios, yards, and balconies with unapproved items or those being used as a storage area
- Overflowing trash or recycling areas
Refer to your governing documents for guidance on remediation processes. You might consider documenting findings with photos and written notes and assigning responsibility and deadlines for follow-up repairs.
3. Evaluate the Previous Year's Performance
January is the best time to review what happened last year. Without reflection, boards might repeat mistakes and lose opportunities to improve operations.
Evaluate these areas:
- Projects: Identify which initiatives were completed, which stalled, and why delays occurred.
- Vendor Performance: Review response times, service quality, contract compliance, and communication.
- Financials: Compare budgeted versus actual spending and note any special assessments or overruns.
4. Set Goals
Clear goals help prioritize resources, guide decision-making, and measure progress. Effective goals are realistic, measurable, and aligned with reserve funding and staffing capacity. Limit goals to what can be reasonably achieved within the year.
Examples include:
- Completing reserve study updates by Q2.
- Reducing maintenance response times by 15 percent.
- Improving rule compliance through education campaigns.
- Increasing annual meeting attendance.
5. Establish An Annual Calendar
Planning critical deadlines early reduces last-minute stress and compliance risks. An annual calendar keeps the board aligned and enhances transparency with residents.
Your calendar should include:
- Annual meeting and board meeting dates.
- Budget preparation and approval timelines.
- Contract renewal deadlines.
- Major inspections and maintenance windows.
Share the calendar through newsletters, portals, and community bulletin boards. This supports predictable community association planning and improves resident trust.
6. Confirm Proper Insurance Coverage
HOA insurance protects the association, board members, and shared assets. Certain coverages, such as Directors & Officers (D&O) and fidelity insurance, are often overlooked because boards assume general liability covers all risks.
It’s best practice for boards to review:
- General liability coverage
- Property insurance limits and exclusions
- D&O insurance
- Umbrella liability policies
- Crime and fidelity coverage
- Workers’ compensation
LEARN MORE: “HOA Insurance Coverage Breakdown”
7. Schedule Maintenance
The Building Owners and Managers Association reports that preventive maintenance can reduce long-term repair costs by up to 30 percent. Maintenance planning helps preserve assets and prevents emergency repairs. Deferred maintenance often costs significantly more over time.
Schedule maintenance, such as:
- Preventive maintenance for mechanical systems.
- Large capital projects aligned with reserve studies.
- Seasonal landscaping and irrigation reviews.
8. Send a Newsletter
Newsletters strengthen communication and transparency. They also reduce misinformation and help residents feel connected to board decisions.
A strong New Year newsletter might include:
- A message outlining board priorities
- Upcoming meetings and town halls
- Rule reminders and seasonal tips
- Maintenance schedules
- A short FAQs section
9. Confirm Tax Plans
Tax planning should begin now. Delays increase the risk of errors, penalties, and rushed filings. Important steps include:
- Connecting with your CPA.
- Scheduling required audits.
- Setting internal deadlines for documentation.
The IRS notes that nonprofit organizations, including many HOAs, face penalties for late or inaccurate filings.
10. Review Legal Updates
HOA laws change frequently, and even small updates can affect enforcement, collections, meetings, or elections. Boards that overlook legal changes risk fines, lawsuits, or invalid actions. Make sure to:
- Monitor federal, state, and local legislative changes.
- Review updates related to governance, assessment collections, and dispute resolution.
- Consult association attorneys or professional management partners.
- Update policies, resolutions, or rules as needed.
Staying proactive and tracking legislative trends is necessary for a successful new year. Remember, for issues involving legal, tax, or insurance decisions, consult qualified legal professionals for guidance specific to your community. The information provided here is for educational purposes only.
HOA Goal Planning Made Easy
Many HOA boards face the same post-holiday challenges every year, including deferred maintenance, budget pressure, and resident concerns that escalate when early planning is delayed.
A well-structured HOA board new year checklist helps boards shift from reactive problem-solving to strategic leadership. Addressing rules, inspections, performance reviews, and planning tasks early prevents avoidable issues later in the year.
For boards seeking to transform priorities into actionable steps, this free Goal Planning Worksheet can help organize goals and timelines. Starting the year with a plan makes it easier to stay focused, make informed decisions, and lead with confidence as the year unfolds.