Time Management – Sample Yearly CAM Calendar

Marcy Kravit, CMCA, AMS, PCAM

Most boards know what they want but have no plan to achieve it or a realistic timeframe set to achieve it. There is a need for managers to establish a strategic plan, review it daily, and reset as achievements are met. Successful people make lists constantly. They enable them to stay on top of priorities and to remain flexible to changing priorities. This should be done for both personal and business goals. Draft a Management Calendar to stay on track. Check it at the first of every month and modify it as you create new tasks. Use a software tool such as Microsoft Outlook or Microsoft Project that will remind when these tasks are due. For instance, if you need to review hurricane procedures, enter this item in your calendar before June.

Enclosed is a sample Management Calendar:

JANUARY
Prepare for annual meeting/election directors
Review any bylaws amendments
Appoint committees
Review all contracts, maintenance agreements
Inspect pool marcite, spa, heaters
Inspect docks for repairs
Forward year end financials to CPA
Review insurance coverage

FEBRUARY

Board of directors meeting
Inspect elevators, parking lot for repairs
Uniform business report forms to be filed
Draft newsletter and website announcing new board of directors
Mail end of the year financial statements

MARCH

File association tax return by the 15
Meet with CPA audit
Review entrance and guardhouse for repairs, improvements
Check stairs and hallways for repairs
Inspect docks for repairs
Schedule fire alarm inspection

APRIL

Grounds inspection
Lobby inspection and evaluation of furniture repairs and cleaning
Walkthrough with landscape contractor
Clean carpets
Check fitness room equipment
Test smoke detectors
Change timers on lights for daylight savings time

MAY

Plant spring flowers
Wash windows
Announce summer social
Inspect pool marcite, deck, spa heater and thermostat for repairs

JUNE

Prepare for hurricane season
Send out a preparedness guide
Inspect docks or repairs
Check curtains, furniture, and pool and fitness equipment
Fire safety month
Inspect asphalt for repairs

JULY

Summer social
Inspect and review fitness equipment/warranties
Inspect fuel tank and generator

AUGUST

Appoint budget committee
Prepare proposed budget

SEPTEMBER

Schedule budget committee meetings
Review final draft budget
Reserve study
Review roof maintenance
Pressure wash garage
Clean pavers
Clean carpets
Inspect all doors and door closers for replacement parts

OCTOBER

Prepare for annual meeting and election
Notice of Election must be sent 60 days before scheduled election
Eligible persons deserving to run for the board must give written notice not less than 40 DAYS
Prior to the election
Check that all owners have a voting certificate on file with a designee as the voting representative
Second notice not less than 14 days prior to the schedule meeting
Send out ballots
Send out proxy
Affidavit of the officer or individual responsible for giving notice
United States Postal Service certificate of mailing
Grounds committee inspection
Review & approve budget
Newsletter and website update
Request board candidates
Plant fall flowers
Fertilize
Walkthrough with landscape contractor
Order fire extinguisher inspection
Test smoke detectors
Change timers on lights for Daylight Savings Time
Inspect storage closets

NOVEMBER

Issue new parking permits
Announce Christmas party
Mail budget & fee notice by the 30th

DECEMBER

Pay division fees $4.00 per year/per residential unit by January 1st
Holiday party
Inspect asphalt for repairs
Pressure wash entrance, decks