BOD Annual To-Do Calendar

Fiscal Year for POA begins January 1
Annual dues are due on January 1 and are considered late after January 31
Early January - send County Assessor an updated list of grazing lease participants
January Board Meeting
- Appoint Election Committee for Board Election
Send “Call For Nominations” notice for Board election at least 80 days before Annual Meeting
- Deadline for Board Nominations at least 60 days before Annual Meeting
Renew POA commercial liability insurance
Renew Management Agreement
January 31 - file 1099s and send to contractors

Renew POA Directors and Officers liability insurance
Plan for adding funds to Reserve Fund
Send Annual Grazing Lease fee notice to Rancher (Due March 15)
Send Annual Meeting notice and Board elections Ballots at least 20 day and not more than 50 days before Annual Meeting

Annual Meeting - late March or early April
- After Annual Meeting - Elect Officers and appoint Committees
- Donation to Tubac Community Center Foundation for meeting room
April 15 - File POA Federal and State Taxes
Annual Internal Audit

Start preparing Annual Budget and determining dues assessments for next year (must be completed for the November Board meeting)

Continue preparing Annual Budget (must be completed for the November Board meeting)

Present Annual Budget and determine dues assessment for next year at November Board Meeting
Set date for next year’s Annual Meeting in late March or early April
Reserve meeting room
Include Annual Meeting date in December dues mailing
Send owners updated Grazing Lease Authorization Forms for signature

Mail Annual Dues invoices by December 31
- Include Annual Meeting Date, penalties information for late payment
- Include asking members to update their contact information (address, phone, email)
- Include information on how to register on website
Update “Membership Dues” information on website
Finalize Road Maintenance contract
Renew annual legal services agreement
December Board Meeting
- Appoint Nominating Committee for Board election