Summer HOA Maintenance Checklist for Board Members

Summer in a community association is anything but slow. Pools fill up, green spaces get a workout, and residents want everything running smoothly. For board members, this season comes with high expectations—and even higher utility bills if you’re not prepared. 

This isn’t a list of homeowner to-dos. It’s a practical, board-level checklist designed to help you manage shared assets, reduce complaints, and keep your community looking its best through the hottest part of the year. We're covering everything: community landscape maintenance, pool safety, HVAC systems, pest control, storm readiness—you name it.  

Let’s help your board stay ahead of the season instead of putting out fires all summer. 

If landscaping eats up a large chunk of your budget (and it probably does—many communities spend up to 50% of their budget on landscaping alone), you want that investment to show. Patchy grass and overgrown entrances don’t exactly scream “well-managed HOA.” 

Verify Current Landscaping Contracts 

Start with the paperwork. Are your contracts still active? Are you getting what you paid for? Too many communities get stuck with a set-it-and-forget-it vendor, only to realize midsummer that they’re watering dead zones and skipping weed control. Review performance and make sure your landscaping contract reflects your actual needs—not just last year’s estimates. 

Schedule Regular Inspections 

Even the best landscaping crew needs oversight. Set up recurring walk-throughs of shared green spaces, entryways, and signage areas. Document what’s thriving and what’s getting ignored. A few photos and notes can go a long way when it’s time to meet with your vendor or prep for budget planning. 

Identify and Prioritize Improvement Areas 

Entryways and gathering areas should be top priority. These are the spaces residents notice—and complain about—first. Got uneven mulch, cracked retaining walls, or irrigation systems that drain more money than water? Flag it now. If you're balancing curb appeal and cost, this is where those decisions start. 

Your pool may be the star of the summer season, but it’s also one of your biggest liabilities. Safety oversight isn’t optional—and if something goes wrong, the board will be the first group asked to explain how it happened. 

Confirm Regular Safety and Maintenance Inspections 

Dive into those logs—pun intended. Confirm that safety checks are happening regularly and that any flagged issues were handled promptly. That includes fences, gates, lighting, lifeguard signage, and even the surrounding deck surface. A slick surface near the deep end is an accident waiting to happen. 

Update Vendor Insurance and Certification Documentation 

No vendor should be operating in your pool or rec areas without current insurance and proper certifications. Confirm the paperwork is on file, up to date, and meets any local/state requirements. Liability coverage matters, especially around water. 

Review Cleaning and Chemical Treatment Schedules 

Consistency is everything. If your vendor is skipping treatments or overusing chemicals, it shows—either in murky water or irritated residents. Review the schedule, then check it against what’s actually being logged. The only thing worse than algae is an algae problem you already paid someone to prevent. 

Clubhouses and shared spaces aren’t just perks—they’re a reflection of how your community operates. When HVAC systems break down mid-event or outlets stop working during a summer gathering, the complaints land squarely in your inbox. 

Schedule Preventive Maintenance Checks 

Schedule inspections now—not after a system fails during a heatwave. HVAC units and electrical panels need early attention before daily use skyrockets. A quick tune-up today can prevent a blown system (and an emergency repair bill) tomorrow. 

Document Service Visits and Any Identified Repairs 

Create a service log and keep it up to date. It’s not glamorous, but it’s gold when you're trying to plan budgets or explain where funds went. If a vendor says something needs replacement soon, document it—and revisit it before it becomes an emergency. 

Plan and Budget for System Upgrades or Repairs 

Aging systems don’t magically improve in July. If your equipment is showing signs of wear, build a timeline and budget now. Don’t forget: smart investments in HVAC or energy-efficient lighting often pay off in the form of lower utility costs during high-usage months. 

Summer brings sunshine... and flies, rodents, and overflowing dumpsters. Nobody wants to see pests at the pool or raccoons in the recycling bins. 

Review Existing Pest Control Service Contracts 

Is your pest control provider on a year-round plan, or are they only showing up after complaints? Review your contract scope, frequency, and responsiveness. If summer-specific services aren’t included, now’s the time to fix that. 

Schedule Routine Sanitation Inspections 

Don’t rely on residents to flag overflowing trash cans or wasp nests by the playground. Schedule inspections in high-use areas—especially during holidays or peak weekends—so you can stay ahead of sanitation problems. 

Evaluate Waste Collection and Disposal Procedures 

If your trash pickup days are too far apart or bins are constantly maxed out, it’s time to reevaluate. Summer brings more outdoor activity and more waste. Make sure your collection plan can handle the surge—before complaints pile up. 

Summer storms can bring wind damage, flooding, and power outages. The time to update your emergency protocols isn’t when thunder is already rumbling. 

Review and Revise Current Emergency Protocols 

Dust off that emergency plan. Does it still reflect your current board, vendor list, and facility setup? Are contact numbers accurate? Make edits now so you’re not scrambling during a weather alert. 

Coordinate with Local Emergency Services 

Establish (or refresh) connections with local fire departments, police, or emergency managers. Know who to call, how to get updates, and how your community fits into wider response efforts. 

Develop and Test a Resident Communication Plan 

Whatever your plan is—emails, texts, flyers, a resident portal—it needs to work. Test your systems before an actual event, and make sure residents know where to find reliable information. Confusion during a crisis only makes things worse.