Operating Cadence & Key Dates
last updated: 19 Feb 2026
I. Required Meetings
A. Board of Directors
The By-Laws of the SSHOA in Article VII Meetings of Directors, in Section 1 specifies that regular meetings of the Board of Directors shall be held at least as often as quarterly, without notice, at such place and hour as may be fixed from time to time by resolution of the Board. Topics covered in a Board meeting can be seen by looking at minutes of Board Meetings listed in the SSHOA web site.
Q1: Nominally mid January
Q2: Nominally mid April
Q3: Nominally mid July
Q4: Nominally mid October
B. General Meeting for all Members
The By-Laws of the SSHOA in Article X Meetings of Members specifies that an annual meeting of all members shall be held once per year. Past presentations are listed in the SSHOA web site.
Nominally mid September.
II. Operating Cadence and Key Dates
Normal business for the board can be accomplished in it’s four scheduled quarterly meetings with non-planned activities/business handled via email.
October - Board of Director’s (BoD) Meeting
- First meeting of the new board of directors.
- Officers are elected
- President
- Vice-President
- Secretary
- Treasurer
- Key dates are set for the upcoming year.
- Q1 Board Meeting
- Q2 Board Meeting
- Spring Cleanup
- Deadline for payment of annual dues: 31st May
- Q3 Board Meeting
- Annual General Membership Meeting: September (tbc)*
- Q4 Board Meeting
While we should do our best to keep dates from changing, life happens and sometimes changes are needed meetings/events should have a “(tbc)*”, where the * “please check the SSHOA Website for updated dates and times”
Q1 - Board of Director’s (BoD) Meeting
- Board of Director’s (BoD) Meeting
- Annual Report to 1) Virginia Secretary of State and 2) Department of Professional & Occupational Regulation (DPOR) are due end of January
- Plan Spring Clean-up
- Front entrance, mulch TOT lot, repairs to stairs or benches, trim trees around sports court, etc
Q2 - Board of Director’s (BoD) Meeting
Board of Director’s (BoD) Meeting
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Confirm language for annual assessment (dues) notice
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Audit after meeting
April
Last week – * Mail Annual Dues letter to members (at least 15 days before annual meeting)
May
– Neighborhood Clean-up (include checking Playground mulch)
– Check Stairs (weed and top-off with gravel) in common areas (Sports Court, Langsford, Aquary, TOT Lot)
30th – Deadline for paying HOA Dues
June
– Send Reminders / Second Notice for those members who have not paid their assessment/dues.
Q3 - Board of Director’s (BoD) Meeting
Board of Director’s (BoD) Meeting
- Establish Nominating Committee (BoD)
- Plan for Annual Membership Meeting
Late Summer
– Board of Directors Executive Session (prep meeting for General Membership meeting) [can be done remotely]
Annual General Membership Meeting
- Previous Annual Meeting’s minutes are reviewed and approved
- Annual Budget is presented and approved
- Board members are elected (note: members elect board members only; the board electes its’ own officers)
Special Dates:
January
Annual Report with Virginia State Corporation Commission (January 31st)
File Annual Report with Virginia State Corporate Commission and annual registration payment of $25.00. The report identifies the SSHOA’s Officers. The report can be completed online or on paper.
Annual Report with Virginia Department of Professional & Occupational Regulation (DPOR)
File annual Report xxxxx
April
Setting the Amount of the Annual Assessment (Q2 Board of Directors meeting)
For the April Board Meeting the annual assessment for the current year is determined. According to the SSHOA Restrictive Covenants, Article VI Covenants for Maintenance Assessments, Section 3 Maximum Annual Assessment, the yearly assessments are determined as follow:
“… the maximum annual assessment applicable to each Lot or Living Unit may be increased
each year not more than the “Maximum Percentage” (as defined below) above the maximum and annual assessment applicable to each such Lot or Living Unit for the previous year without a vote of the membership. The “Maximum Percentage” for any shall be the greater of (i) three percent (3%) or (ii )the percentage of increase in the Consumer Price Index, 1957-59 Base, All items, District of Columbia Area, as published by the Bureau of Labor Statistics of the United States Department of Labor, or its successor, in the report most current on the first day of such year as compared to the report most current on the first day of the preceding year.”
Consumer Price Index for January to January is released by March. To find the January-to-January CPI as a percentage:
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go to https://www.bls.gov/cpi/data.htm ;
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In the “CPI Data” drop down click on “Regional Resources”;
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the map provides the CPI for regional areas with DC part of the southern region. This is NOT the index stated in the BY-Laws. To the right of the map there is a listing with the header “Metro Areas (CBSA)”. Click on “Washington”;
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One gets a table of the actual CP index in dollars with the series title “All items in Washington-Arlington-Alexandria, DC-VA-MD-WV, all urban consumers, not seasonally”;
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Using the “More Formatting Options” one can ask for the 12 month percentage change. Click “Retrieve Data” and get the same table with actual dollar indices, and below that the matching table with percentages;
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Look in this percentage table under the January column for the Jan-to-Jan year-to-year change.
For example: the Jan. 2021-to-Jan. 2022 CPI index was 6.0%;
the Jan. 2022-to-Jan. 2023 CPI index was 4.4%;
the Jan. 2023-to-Jan. 2024 CPI index was 3.6%;
File Taxes (April 15th)
Homeowners Associations (HOAs) file *[IRS Form 1120-H] **, *U.S. Income Tax Return for Homeowners Associations
December
Renew Insurance / Pay Premium
~ $1,800 annual premium for Directors & Officers HOA Insurance is due early December.
Upon payment need to receive Certificate of Liability Insurance and Policy statement.
Agency: The Hilb Group of Maryland, LLC, 3601 MacCorkle Ave, Ste 50, WV 25304
Policy Number: ACP BP01 3211151961
Carrier: Nationwide General Insurance Company
Currently mailed to Dan Germain.