Annual Board Calendar Free Template

This Annual Board Calendar Template helps HOA boards schedule meetings, deadlines, and recurring tasks for the entire year. It ensures important responsibilities are planned in advance and prevents missed deadlines. Use this template to map out board activities, compliance dates, and community events. Customize it for your HOA and share it with board members at the start of each year.

Download the Annual Board Calendar Free Template in .docx format so you can edit it with the Text Editor of your choice, Microsoft Word, Google Docs, Libreoffice…

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Why an Annual Board Calendar is Important

An Annual Board Calendar provides a year-long overview of your HOA’s governance schedule. By planning ahead, boards can meet legal requirements, improve efficiency, and ensure community activities are well-coordinated. The template provided here is completely free for you to use and modify, no charges or credit card required.

Key Benefits of Using a Board Calendar

Compliance: Keeps track of required notices, meetings, and filings.
Organization: Reduces last-minute scheduling and missed deadlines.
Transparency: Homeowners can see planned events and meetings in advance.
Efficiency: Board members can prepare for tasks well ahead of time.

What to Include in an HOA Annual Board Calendar

Regular Board Meetings: Monthly, quarterly, or as required by bylaws.
Annual Membership Meeting: Schedule date and preparation deadlines.
Budget Preparation: Drafting, review, and approval deadlines.
Reserve Study Updates: Required intervals based on state law.
Policy Reviews: Annual review of bylaws, rules, and procedures.
Community Events: Social gatherings, clean-up days, or safety inspections.
Compliance Deadlines: State filings, tax submissions, and insurance renewals.

Best Practices

Publish the calendar at the start of the year.
Review and update quarterly.
Share with all board members and post for residents.

Text version of this template

Year: [Insert Year]

Month	Activity/Event	Responsible Party	Notes/Deadlines
January	First quarterly board meeting	Board Secretary	Send agenda 10 days prior
	Annual vendor performance review	Treasurer / Committee	Complete before contract renewals
	Distribute year-end financial report	Treasurer	Post on community portal & email to members
February	Budget review & preliminary draft	Treasurer	Include reserve funding plan
	Winter property inspection	Maintenance Committee	Document findings for repair planning
	[Activity N]	[Committee]	[Notes]
March	Community cleanup day	Events Committee	Announce date & volunteer sign-up
	First quarter financial report	Treasurer	Distribute to board & post for members
	Policy audit (rules & regulations)	Governance Committee	Note any recommended changes
April	Annual meeting preparation	Board President	Send notices by [Date]
	HOA insurance policy review	Treasurer / Risk Manager	Ensure coverage meets current needs
	[Activity N]	[Committee]	[Notes]
May	Annual membership meeting	Board President	Prepare ballots, proxy forms, sign-in sheets
	Election of board officers	Board Secretary	Document results in minutes
	Post-meeting action plan	Board President	Assign follow-up tasks
June	Mid-year budget adjustment	Treasurer / Board	Approve in board meeting
	[Activity N]	[Committee]	[Notes]
	[Activity N]	[Committee]	[Notes]
July	Mid-year policy review	All Board Members	Update documents if needed
	Summer community event (BBQ, picnic)	Events Committee	Secure permits & vendor contracts
	[Activity N]	[Committee]	[Notes]
August	Board training sesión	Board President	Invite external HOA trainer
	Safety inspection (playground, pool, facilities)	Maintenance Committee	Address any urgent issues
	[Activity N]	[Committee]	[Notes]
September	Draft budget finalized	Treasurer	Present draft for board review
	Fall property inspection	Maintenance Committee	Schedule repairs before winter
	[Activity N]	[Committee]	[Notes]
October	Budget approval & dues notice sent	Board President	Include payment instructions & due dates
	Halloween safety tips distributed	Communication Committee	Share via email & social media
	[Activity N]	[Committee]	[Notes]
November	Vendor contract renewals	Treasurer	Complete before December 15
	Winter preparation checklist distributed	Maintenance Committee	Include snow removal, heating checks
	[Activity N]	[Committee]	[Notes]
December	Year-end review & planning session	All Board Members	Set goals for next year
	Holiday decoration contest	Events Committee	Announce winners on website
	[Activity N]	[Committee]	[Notes]