The board packet
What is in the packet, part by part
Boards vote on paper. The packet is that paper: six parts, written so a treasurer and a new board member read the same thing.
- 01
Cover letter and scope map
Who we are, what we saw on the walk, and a map split into the areas the scope table uses.
- 02
Scope table
Each line of work, how often, what is in the monthly contract and what comes to a vote.
- 03
Visit calendar
The year in months: mowing days, trimming windows, color changes and the storm-season plan.
- 04
Sample monthly report
A one-page report from a property like yours, with photos and open items.
- 05
Resident notices
Notices for gates, trimming and irrigation work, in English and Spanish, ready to post.
- 06
Records
Registration, certificates and the certificate of insurance, with their numbers.
The scope table
Two columns, one rule
The scope table is the part boards read most closely. It is built so that nobody has to guess what the monthly invoice covers.
How to read it
The left column is what the monthly invoice covers.
The right column waits for a vote or a written approval.
The board sets the approval limit for small repairs.
A line can move from one column to the other at any meeting.
Sample report
A monthly report, in full
This sample shows the layout. The findings are invented.
Visits
Four visits, one each week. A crew leader and three crew members on site each time.
Irrigation
- Zones 1 to 5: running to schedule.
- Zones 6 and 7, pool entry: ran past schedule. Clock reset, rain sensor cleaned.
- Zone 9, mail kiosk: broken head replaced on the visit.
Open items
- Dead palm fronds at the clubhouse: next month's visit.
- Oak limb over the north walk: needs a bucket truck. Photo attached, for the board.
- Bare patch at the second entry: re-sod for the board to decide.
Notices next month
Palm trimming on Orchid Lane, Monday and Tuesday. Notice attached in English and Spanish.
Resident notices
The same notice, in both languages
Residents read the notice in the language they use at home. The board approves the wording once, and we reuse it.
| Spanish | English | |
|---|---|---|
| Trimming near homes | SpanishNuestro equipo podará árboles cerca de su casa el lunes. Por favor, mantenga los autos fuera del bordillo. | EnglishOur crew will be trimming trees near your home on Monday. Please keep cars off the curb. |
| Irrigation work | SpanishEstamos reparando los aspersores de su calle. Puede que el agua se corte durante parte del día. | EnglishWe are repairing the sprinklers on your street. Water may be off for part of the day. |
| Gate and entry work | SpanishSe están volviendo a plantar los canteros de la entrada. Por favor, use el segundo portón hasta que termine el trabajo. | EnglishThe entry beds are being replanted. Please use the second gate until the work is finished. |
From walk to start date
How a packet comes together
- 01
Walk the grounds
With your manager or a board member.
- 02
Write the packet
Scope table, calendar, sample report and notices.
- 03
Present it
Reinaldo or Ileana presents it to the board, in English or Spanish, in person or by video.
- 04
Start on the board's date
The first report checks that the scope and the property agree.
Questions
Questions about the packet
Does the packet include a price?
It ends with a bid built from the scope table. The monthly figure is set after the walk, because it depends on the property.
Can we change the scope after we sign?
Yes. Lines move between columns by a board vote or a written change from your manager.
Who presents the packet?
Reinaldo or Ileana, in English or Spanish, at your meeting or by video.
When should we ask for it?
When you set the meeting date. We plan the walk backwards from it.
Ask for your packet
Tell us about the property and the date of your next meeting.