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 assessments are due on January 1.

• Year-end financial summary is distributed to members.

February

• No routine annual item scheduled.

March

• Final day to pay the annual assessment without late fee is March 31.

• 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 landscaper.

April

• Spring neighborhood cleanup may be held.

• Optional neighborhood social event may be held in the spring.

May

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

June

• Late assessment notices are mailed for unpaid accounts.

July

• Planning begins for the annual member meeting.

• Director candidate outreach / nominations may begin.

• Draft meeting schedule, packet contents, and voting timeline are prepared.

August

• Draft annual budget and assessment recommendation are prepared.

• Member meeting packet materials are finalized by Officers.

September

• Annual member meeting notice and packet are distributed.

• Online voting and proxy instructions, and meeting details are provided to members.

• Online voting begins in connection with the scheduled Annual Member Meeting.

October

• The Annual Member Meeting is held, including director elections and a review of the proposed annual budget.

• The Board may hold an organizational meeting and adopt the annual budget, and elect Officers the same day or at a shortly following properly noticed Board meeting.

• Annual Member and Board meeting minutes are distributed.

November

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

• Holiday entrance decorations are typically put up beginning the day after Thanksgiving and no later than two weeks after Thanksgiving.

December

• Annual assessment invoices for the coming year are prepared and mailed.

• Year-end statements for overdue accounts may be mailed, including any applicable late fees and interest.

• Holiday entrance decorations are typically taken down within 1 to 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 usually exterior maintenance issues such as overgrown vegetation, untrimmed landscaping, and poor exterior upkeep.

• Vice-President/President may work on projects on an as-needed basis.

• Neighborhood maintenance may occur on an as-needed basis.