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calendar

association calendar

The Briargate HOA Association calendar highlights the major activities of the board and management company on a month by month basis.  
 
 

 display month:

Frequency Description
ADMINISTRATIVE
Every Month Financials are Compared
Treasurer reviews monthly financials before they are approved at the monthly meetings:
  1. Review all the monthly checks and compare to receipts/bills to make sure they match and are free of late charges.
  2. Review Quickbooks monthly buget vs. actuals report and alert the board to any categories that become over budget
  3. Verify the board receives copies of the monthly bank statement and file in a safe location.
  4. Quickbooks produces a bank statement reconciliation report - verify open and closing values match bank statement.
  5. Review bank statement monthly activity including any transfers not associated with a check, any "walk-up" withdrawals, or any large, out of sequence or unrecognized checks.
  6. Watch balances on checking, saving, reserve account month-to-month for any significant changes. Do the same for balance sheet accounts.
  7. Keep the annual target amount to transfer to reserves in mind and remind management company to make this transfer when the checking account has sufficient excesses to do so (or quarterly).
Bimonthly: JAN, MAR, MAY, JUL, SEP, NOV Backup briargatehoa.com Database
Annual: JANUARY Update Uptown Businesses & Attractions Listed on our Website
The community page on our website lists local restaurants and attractions in our neighboorhood. Review, remove old ones and add new ones as appropriate.
Annual: SEPTEMBER Community Yard Sale
If there is board and resident interest, host the annual yard sale for residents to sell unwanted items.
Annual: JANUARY Annual Owner Education
Per HB100/The association shall at least annually provide some type of education at no cost to its owners on such topics as the general operations of the association and the rights and responsibilities of owners, the association, and the board under Colorado law with the criteria for compliance to be determined by the board.
As Needed Email Communication to Residents
Send email to residents consisting of any of the following as needed:
  • Special Announcements
  • Meeting Minutes (from the previous month, after they are approved by the board at the current months meeting)
  • Balance Sheet
  • Any special communication from the board. All minutes and balance sheet shall be provided in PDF format or embedded directly into the email.
The management company is responsible for sending the emall. These documents could also be made available on the website.
Annual: JUNE Host Resident BBQ or Meet/Greet in the Courtyard
In the past board members have brought food and beverages. This is a nice way to build a sense of community and meet new residents.
Every Month Master Checklist Reviewed at each Monthly Meeting
Every Month Monthly Board Packets Distributed to Board Members Board packets should be distributed to all board members. If they are not present at the meeting, the packet should be mailed. Packet to include:
  • Minutes from any previous meetings not yet approved
  • Management Report
  • Copies of Association Bank Statements
  • Review Delinquency Report
  • Late fines or other fines assessed.
  • Any correspondence sent and received, including bids, etc.
  • Ledger of expenses
  • Balance Sheet
  • Reserves
  • Budget showing actual vs. budgeted amounts
  • Copy of the call log for the previous month
  • Verify Cleaning company is covering the building
  • List of Monthly/Quarterly HOA Items Completed or outstanding issues from board/owners not resolved.
    • As Needed Newsletter to Residents
    Produce newsletter as needed. We have replaced print newsletter with website news and regular emails to owners.
    Annual: JANUARY Notify Residents They Must Dispose Of Christmas Trees Themselves Not in Dumpsters
    Annual: FEBRUARY Post a Notice to Dex to not Deliver Phone Books
    As Needed Quarterly Contact List
    Management company to provide updated copy of the contact list for tenants and all vendors to the board.
    Every Month Review Delinquency Report and Refer Accounts to Collections
    Annual: DECEMBER Send Annual Association Disclosure Notice
    Per SB100, an association shall annually provide to its unit owners a written notice that states 1) the association?s name; 2) the name of the association?s agent or manager, if any; 3) the valid physical address for both the association and its agent or manager, if any; 4) the name of the common interest community, 5) the initial date of the recording of the declaration; and 6) the recording information for the declaration.
    Every Month Upload Meeting Agenda to Website
    Load under Financial Records->Meeting Agendas at least the day before the meeting (per new SB100 policy)
    Every Month Upload Monthly Minutes to the Website
    Bimonthly: FEB, APR, JUN, AUG, OCT, DEC Walk-Through Inspection by Management Company
    Management company to provide a monthly walk-through of the property:
    1. Check balconies for compliance with grill and fire requirements.
    2. Check garage for clutter, abandoned vehicles and the storage of any flammable items.
    3. Check elevator, boiler and fire sprinkler rooms for clutter and compliance with fire codes
    4. Check elevator room to make sure maintenance certificates have been completed for last two months
    5. Fire Extinguishers are in place.
    6. Check hallways, lobby, and other areas for any disrepair, safety concerns or items needing repair.
    7. Verify cleaning is up to par.
    8. Check for compliance to association rules
    9. Provide letters of any violations to the owners
    10. Verify signs are in place.
    11. Check for Graffiti on the Dumpsters. Contact trash company and request they remove it.
    12. Check for Graffiti on other association property and have it removed.
    13. Keys are in Boiler Room
    14. All Electrical Panels are locked and protected from tampering and do not pose a hazard to children.
    FINANCIAL
    Annual: MARCH Annual Audit
    Performed by Professional CPA if budgeted and approved by owners.
    Annual: SEPTEMBER Audit Record Keeping
    Secretary to Visit Management Company and Audit Records Held by Management Company
    1. Records are kept in a neat and organized manner. All records must be kept in printed (not electronic form)
    2. Past years records are stored in a safe location, boxed and labeled by year, and to the extent possible free from threat of flood, theft, or fire.
    3. Monthly Board Packets are filed including monthly minutes and management reports
    4. Call logs kept of all phone communication (briargate online)
    5. AP: Expenses/Checks/Invoices are kept and filed in an organized manner
    6. AR: All deposits records are kept outlining what is deposited.
    Annual: MARCH Prepare Tax Return
    Annual: NOVEMBER Send out Payment Coupon Books
    for the following calendar year to all owners with the new monthly assessment amounts for the upcoming year. Be sure to include the assessment amounts for their parking spaces.
    Quarterly: JAN, APR, JUL, OCT Transfer Excess Working Funds in Checking Account to Reserves
    The association should maintain approximately two months expenses in the working fund. Review reserve budgeted and reserve investment strategy.
    Quarterly: FEB, MAY, AUG, NOV Verify Status Report Received from Attorney on Accounts in Collection every Month
    Annual: MAY Annual Insurance Review
    Board to meet with Insurance Agent, Steve Gumm at the Denver Agency for upcoming August renewal. Get other bids as needed. Can schedule this during the regular May or June board meeting time.
    Annual: JULY File With Secretary of State to Keep Corporation Status
    If management companies have changed, you may have to contact the secretary of state and update address.
    Annual: MARCH Pay Property Tax on Association Owned Garage Spaces
    ANNUAL MEETING & BUDGET
    Annual: AUGUST Budget Working Session with Board
    Involve owners as needed for input
    Annual: MAY Identify Expenditures for Next Calendar Year
    This process may involve the following steps:
    ? Review Reserve Study to identify items reaching their expected life.
    ? Management company should be in communication with major vendors to identify and potential replacements or repairs over the next calendar year ? HVAC, Elevator, Roofing
    ? Survey Owners for expenditures they would like to see next year. Suggest the board come up with a suggested list and send to residents for comments (both needed repairs and potential enhancements to our community)
    Annual: JULY Prepare Budget Draft
    Management Company Accountant to prepare a draft budget for the next calendar year based on:
    • At least the last two years expenses included expected increases.
    • Projected increases in services
    • Planned expenditures
    Annual: SEPTEMBER Prepare Owner Packet and Annual Meeting Announcement
    Important! Packet must go out by mid September for an October Annual Meeting.
    Annual: JUNE Annual Review of the Reserve Study
    The board should review the reserve study at least annually ? noting items that are due for repair in the near term based on their life expectancy, reserve study funding levels, current level of savings to reserve vs. desired. A letter or newsletter article should be drafted and sent to owners regarding reserve funding account.
    Annual: SEPTEMBER Board Approves Budget & Schedules Annual Meeting for October
    Any dues increases take effect for the Upcoming Calendar Year.
    Annual: SEPTEMBER Determine Board Positions
    Determine which board position(s) are up for reelection at the annual meeting.
    Annual: OCTOBER Hold Annual Meeting
    MAINTENANCE - HVAC/MECHANICAL SYSTEMS
    Twice Yearly: APR OCT Bi-Yearly Boiler Maintenance
    ACA Denver Boiler performs the following maintenance as part of our maintenance contract:
    1. Boilers are operating properly
    2. Controls start and stop them correctly
    3. Calibrate pumps and motors
    4. Clean boiler pilots (in the fall each year they alternate between just taking blowing the boilers out and completely taking them apart to clean them)
    5. Verify the association has a maintenance contract for the boiler systems to ensure we are taking care of this equipment to maximize its life.
    Annual: APRIL Boiler Certificate of Inspection
    Inspect the Boiler and make sure the certificate is placed on the inside of the boiler room door.
    Annual: SEPTEMBER Service Furnace
    Annual: APRIL Swamp Cooler Setup for Summer
    Turn on the swamp cooler, change the algae pad, and change the fan belt
    Vendor: ACA Denver Boiler
    Twice Yearly: FEB AUG Test Boiler Room Flood Alarm
    Using a cup or water test the flood sensors in the boiler room. Verify the three sensors are placed on the floor (one between boiler tanks, one under hot water circulating pump and one under domestic water pressure pump). Verify sign is in place near siren. Verify green light is on near panel. The exterior siren and strobe should sound. Reset alarm after testing
    Vendor: This should be completed by a board member.
    Annual: APRIL Verify Boilers Turned Down
    The boilers may have gotten turned up during the winter to keep the building warm. When it seems the cold temperatures are behind us ask Denver Boiler to turn them back down. The temperature on the water tank should be around 155-160.
    Annual: SEPTEMBER Winterize Swamp Cooler
    Turn off and drain the swamp cooler
    Annual: AUGUST Test Backflow Preventers
    Backflow Preventers (3ea located in the far right equipment room to the West of the elevator in the garage) must be tested annually by a certified backflow technician
    MAINTENANCE - SAFETY & SECURITY SYSTEMS
    Annual: JANUARY Change Security Codes for Entry System and Garage
    Annual: JANUARY Security Combinations Changed Annually
    Annual: JULY Video Camera System Inspection
    Verify the camera system is operating properly, all cameras can be viewed, system is set to recording all cameras, test that a previous time period can be viewed, the time clock is set accurately. The cabinet should be kept clear of dust.
    Vendor: Completed by board member
    Annual: FEBRUARY Test Emergency Lighting
    Battery backed up emergency lighting is provided throughout the building (in hallways, stairwells and in the garage). This includes light units and lighted exit signs.
    Vendor: To be completed by a board member.
    Twice Yearly: APR OCT Test Emergency Phone in Elevator
    Verify person answering the phone can identify the correct address of the building.
    Vendor: To be completed by a board member.
    MAINTENANCE - FIRE PROTECTION
    Annual: AUGUST Annual Fire Sprinkler & Alarm System Inspection
    Test the fire sprinkler system, fire pump and fire alarm system. Testing includes:
    1. Flow test each sprinkler zone
    2. Inspect sprinkler heads where possible.
    3. Testing of all fire alarm system zones including: smoke and heat detectors located in elevator lobbies, 2nd/3rd floor hallways in main building, elevator equipment room.
    4. Test Horns and Strobes are operating, test door closure devices on 2nd/3rd floor, test swamp cooler vent closure devices operate on 2nd/3rd floor.
    5. Test elevator capture returns and holds car in the lobby.
    6. Test all FOUR ANTI-FREEZE SYSTEMS in the building and make sure they provide adequate protection against cold (VENDOR MUST TAG EACH ANTI-FREEZE SYSTEM INDICATING FREEZE POINT). The four anti-freeze systems are (1) Garage, (2) Attic (access on Floor 3, Stairwell B landing), (3) Carriage House North and (4) South (access panels in exterior stairwell off of courtyard)
    7. Check drains used for inspector test and in the two anti-freeze system in the carriage house are not clogged.
    8. Provide proper documentation and properly tag the pump and tag the FACP in the pump room.
    9. Fire Alarm system batteries should be replaced every 4 years or sooner if necessary. Verify date last replaced.
    10. A copy of the inspection should be forwarded to the management company and kept on-file.
    11. Blow out two copper drain lines from pump with compressor
    12. Inspect and tag all Fire Extintuisuers
    Bimonthly: FEB, APR, JUN, AUG, OCT, DEC Exercise Fire Pump
    Run the fire pump for 10 minutes to exercise the pump and prolong its life. Simple instructions are on the front of the fire pump.
    Twice Yearly: JAN JUL Smoke Detector Test - Second Notice (JAN/JUL 20)
    Send a follow-up letter to everyone that has not returned the certificate of compliance.
    Twice Yearly: FEB AUG Smoke Detector Test - Third Notice (FEB/AUG 1)
    Twice Yearly: JAN JUL Smoke Detector Testing - First Notice (JAN/JUL 1)
    Send an email to each unit owner requesting they test their smoke detectors and complete a certificate of compliance online (http://briargatehoa.com/smoke).
    MAINTENANCE - GROUNDS
    Annual: JUNE Power Wash Garage and Walkway Behind Commercial Space
    The walkway behind the commercial space is to be kept clean by the owner of that unit. Also remind cleaner to wash two air intake vents on either side of the garage.
    Twice Yearly: MAY SEP Wash Off Back Courtyard
    With the hose wash off the back court yard area.
    Annual: SEPTEMBER Fall Pruning of Trees, Bushes, and Shrubbery Pots
    by landscapeing company. See Landscape Contract. Bi-Annual fertilization, aeration, trimming of trees, bushes and ornamental grasses as needed.
    Annual: APRIL Fertilize Lawn
    Spread a large bag of grass seed and two bags of Scotts brand Weed and Feed Turf Builder on Lawn. This supplements the work done by the Landscaping company and helps us have a nice green lawn.
    Annual: FEBRUARY Landscaping Contract
    Solicit bids for Landscaping Services Scope: Weekly mowing, weeding and edging as required, bi-annual fertilization, tree trimming, aeration. Spring programming and check of water system. Winterize system in late fall.
    Annual: APRIL Landscaping Maintenance
    At the beginning of the season, the landscaping contractor should perform: Annual Fertilization, litter pickup and removal, tree trimming, aeration and spring programming of the sprinkler system & check sprinkler heads to water all areas properly and in accordance with any water restrictions or requirements. Check to ensure irrigation hoses to shrubs and trees are buried and function properly.
    Annual: MARCH Lawn Sprinkler System Turned on April 1st
    Call the landscaping company to have sprinkler system turned on around April 1st.
    Annual: MAY Plant Flowers/Care for Hanging Baskets
    Annual: MAY Replace Landscaping Rocks as Necessary
    Rocks located in back, along west and east side of building for appearance and to prevent erosion.
    Annual: MAY Replace Mulching Annually
    Mulching replacement has traditionally been done by obtaining the supplies from Home Depot and resident volunteers. Pull weeds as needed and replace top soil in flower bed. If no volunteers then add to budget as expense item.
    Annual: OCTOBER Winterize Lawn Sprinkler System
    Annual: JULY Oil the Wood Fencing
    Surrounding the Courtyard and 1B?s Patio
    Annual: SEPTEMBER Bucket of Ice Melt
    Management Company or Snow Removal Contract Vendor to provide a bucket of ice melt to be placed just inside the boiler room door. This can be spread by board members, management company or cleaning company if ice conditions persist.
    Vendor: Granite ordered from Centry Supply for good price (see vendors)
    Annual: AUGUST Snow Removal Contract
    Solicit bids for Snow removal for Board to review. Vendor must provide priority response for cleaning and application of snow-melt for our incline driveway even with relative small accumulations.
    Scope: Cleaning of all open spaces on the back patio (not just small paths), sidewalk along 17th Avenue & Emerson St, from the back gate into the parking area, and in the trash areas. Distribute snow melt as necessary.
    MAINTENANCE - BUILDING
    Annual: JUNE Annual Review with Cleaning Company
    Annual: SEPTEMBER Clean Boiler Room & Fire Pump Room
    Direct cleaning company to sweep and mop the boiler and fire pump rooms. Wipe off top and sides of boilers and other equipment. Any storage or other items that have accumulated should be moved or discarded. Be careful to lift boiler room water sensor and protect electrical eqipment on walls.
    Annual: JULY Clean Carpets
    Professional cleaning of carpeting in all hallways and stairwells including the area in the carriage house stairwell. A truck mounted unit should be used for best results.
    Annual: JULY Clean Entry Rugs
    Lobby and Garage Elevator Lobby (Same times as the professional cleaning of carpeting in hallways and stairwells.
    Annual: JUNE Wash Windows
    All exterior windows, including commercial spaces washed by a professional contractor.
    Annual: MAY Elevator Certificate of Inspection
    Verify we have a current certificate of inspection for our elevator and it is placed on the inside of the boiler room
    Quarterly: FEB, MAY, AUG, NOV Verify Elevator Company is Performing Monthly Maintenance
    Management company insures there is a log inside the elevator room where service dates are noted and initialed by Elevator Maintenance Staff. Failure to reset the elevator and have monthly maintenance can cause the elevator to lock up. The management company should check that this monthly maintenance is happening on a regular, monthly basis by examining this log.
    Quarterly: JAN, APR, JUL, OCT Garage Door Lubricated and Serviced Quarterly
    Vendor: Colorado Garage Door
    Annual: MAY Overhead Fire Doors Tested
    The two overhead garage doors that trip in case of a fire (one is on the inside of the same opening as our regular garage door and the other is near the elevator into the East end of the parking garage) should be tested annually.
    Vendor: Colorado Garage Door
    Twice Yearly: FEB AUG Grease Trap Pumped
    Contact restaurant management and verify that grease trap has been pumped.
    Annual Roof Inspection Every Other Year
    on years ending in even numbers.
    Twice Yearly: MAY SEP Apply Protective Coat (Armor All) to Rubber Covering on Carriage House Stairs
    Annual: SEPTEMBER Test Heaters which Protect Water Lines
    Four heaters are installed to protect water lines in the garage from freezing. Verify thermostats are set at 70 degrees, and test each to verify they are operating correctly. The four heaters are located in:
    1. Water Meter Room
    2. Fire Pump Room
    3. Ceiling Above Garage door in access panel.
    4. Boiler room

    "Coming together is a beginning. Keeping together is progress. 
    Working together is success."  --Henry Ford
     

     

    		  
    		 
      

    © 2005 Briargate at Seventeenth Avenue Owners Association, Inc.