Annual Calendar

The Spanish Oaks Owners Association follows a general annual schedule for assessments, meetings, budgeting, and routine HOA activities. This page is intended to help members know what to expect each year and improve planning and communication.

January

• Annual assessment notices are mailed to all members.

• A prior year-end financial summary is distributed to members via email.

February

• None

March

• Entrance cleanup (mulching, seasonal plantings, etc.) scheduled from mid-March through mid-April. This is a great volunteer opportunity for Members; if not completed by volunteers, the work will be handled by a paid landscaping company.

April

• A courtesy reminder to pay annual assessments is mailed.

• Optional neighborhood cleanup and/or social event may be held in the spring.

May

• Routine property maintenance and violation monitoring typically increases during the growing season.

• Final courtesy reminder to pay annual assessment is mailed.

June

• Annual assessment is due on June 1. 

• Accounts become delinquent on June 2. Declaration late charge, subject to statutory limits; 15% simple annual interest accrues from due date.

• Past due courtesy reminder is mailed around mid-June.

July

• Planning begins for the annual member meeting.

• Statutory Notice of Late Assessment is mailed July 1 - July 15 stating at least 30 additional days to pay before collection-related attorneys' fees may be required.

August

• Notice for Director Nominations is mailed to all members.

• Officers draft annual budget and assessment recommendation are prepared.

• Member meeting packet materials are finalized by Officers.

September

• Board votes to approve the final Director Nominees list for the October Annual Election.

• Annual member meeting notice and packet are distributed to members between mid-September and early October.

• Online voting and proxy instructions are mailed to all members, and online voting begins.

• Annual Assessments 90 days delinquent receive possible attorney referral. Actual reasonable attorneys' fees and collection costs may begin if incurred. Further escalation will proceed according to Board approved Collection Policy and Procedure.

October

• The Annual Member Meeting is held, which may include the President's & Treasurer's remarks, a review of the proposed annual budget, Member comments, and an announcement of the Annual Director Election outcome.

• At a properly noticed Board meeting the Board votes to adopt the annual budget, and elect Officers (if needed; Officers serve until they resign or a replacement is voted on by the Directors).

• Optional neighborhood social event may be held in October or first-half of November.

November

• Neighborhood entrance is decorated within two weeks after Thanksgiving.

December

• Holiday entrance decorations are taken down within 2 weeks after Christmas.

Ongoing / As Needed

• Board meetings are held as needed and posted with required notice.

• ARC requests are reviewed as submitted.

• Covenant violation letters are sent as needed.

  • The most common seasonal issues are exterior maintenance issues such as overgrown vegetation, untrimmed landscaping, and poor exterior upkeep.

• Common area maintenance may occur on an as-needed basis.