A February Planning Guide for HOA Managers & Vendors
As communities move closer to spring, February becomes one of the most important planning months of the year. For HOA managers and vendors, this early preparation window directly influences how smoothly—and successfully—Q2 maintenance and improvement projects roll out.
Why February Matters
Most spring and early-summer projects require lead time for:
- Scheduling crews
- Securing materials
- Aligning budgets
- Preparing scopes of work
- Communicating expectations to boards and residents
Starting these processes in February helps avoid seasonal bottlenecks that typically begin in March and peak in April–July.
Top Spring Projects to Prepare For
1. Landscaping Enhancements
Irrigation repairs, mulch refreshes, plant replacements, and seasonal color programs all require advance planning. Vendors often begin allocating labor and reserving plant material weeks ahead.
2. Exterior Maintenance & Cleaning
Pressure washing, gutter cleaning, painting, and façade touch-ups are in high demand as communities prepare for higher resident activity and storms.
3. Pavement & Concrete Work
Parking lots, sidewalks, and road sealing jobs often fill vendor calendars quickly, especially in warm-weather states.
4. Amenity Readiness
Pool preparation, clubhouse maintenance, and playground inspections benefit from early scheduling to ensure timely season openings.
February Checklist for Managers
- Review reserve study items due for 2026 action
- Confirm vendor availability and lead times
- Obtain updated quotes for spring work
- Begin preparing board packets for project approvals
- Create a communication timeline for residents
February Checklist for Vendors
- Finalize crew schedules for March–May
- Assess material availability and place early orders
- Provide managers with updated pricing and capacity
- Offer recommendations based on past seasons or emerging issues
By aligning early, managers and vendors can reduce frustration, avoid last‑minute emergencies, and deliver a better experience to residents. February preparation sets the foundation for a calm, predictable, and productive spring season.
Looking for vendors? CLICK HERE to submit an RFP and let VendorSmart source vendors, compile bids, and build your board packet!