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The PMD Toolkit will satisfy your data requirements and
includes features and tools that will exceed your
expectations when compared to other
Property Management products
The business of managing properties
Most HOAs and CAs own units that are leased, rented or sold to a member or resident. The property grounds and buildings are maintained and replaced by the corporation that manages the HOA or CA. Numerous products are available that provide a database and tools that can significantly reduce the cost of self-management. Products are generally one-size-fits-all and provide maximum value and benefit to communities above 400.
The business of managing infrastructure
Most HOAs and CAs do not own infrastructure. Less than 10% own and provide water, sewer, roads and storm drains for their community. Some HOAs and CAs only own infrastructure and do not own the lots or units typically owned and managed by a property management business. Managing private roads and infrastructure is no less complex than the requirements and efforts that a city or state needs and applies to ensure proper maintenance is performed when it should be performed at a predictable cost.
Very few companies offer infrastructure management
PM products are $0.80 to $2.00 per month per unit (lot)
Commercial products focus on billing, units and renters (residents) not infrastructure members, and services
On line access is required for most products
Prices include features that may not be required or utilized
There is no a la carte pricing for the base components
Most have a $200-$250 per month minimum
Property Management products focus on units not infrastructure
Units require inspections, some maintenance such as painting or re-roofing and repairs for storm damage or resident damage. Billing and accounting for repairs, dues, and violations is the basis of most property management products. 30-year planning needed to manage and maintain infrastructure is not an included feature.
If you have infrastructure instead of units you are like a city
PM products used by cities and states to maintain their infrastructure are well beyond the budget of HOAs and CAs. HOAs and CAs that only own infrastructure are like cites that only own the roads, sewers and water lines. Cities ‘sell’ services like roads and water and amenities like location, parks, libraries, and social events to residents using an assessment (taxes & fees). Like cities, HOAs and CAs that only have infrastructure charge an assessment (member dues) for services instead of charging for rent.
PMD Toolkit Overview
•Designed for HOA and CA Boards of Directors•Focused on infrastructure, services and members instead of units & billing•Created from the basic Microsoft Access assets and contacts databases•Easily customized and maintained•Does not require a connection to the Internet•Everything is in one computer file and easy to backup•A read-only version can be provided to Board Members
•The PMD Toolkit is a Reserve Study oIt includes everything except for an optional engineering asset evaluation▪Easily review and update the reserve study annuallyoIt includes a 33-year assessment allocation simulator▪Easily determine assessment values that achieve funding objectives•The PMD Toolkit is a 33-year Reserve Asset Maintenance Program oIt includes all tasks and planned projects with costs, labor and schedulesoIt includes industry references and studies for maintenance practices •The PMD Toolkit is also a databaseoMembers, vendors, assets, tasks, and projectsoBoard and Committee membership, charters, missions and motionsoAmenities, social clubs, volunteers and social eventsoStaff membership with emergency backup alternate staffoLegal meetings, licenses, permits, violations and complaintsoDocument repository for policies, procedures, CC&Rs, Bylaws and meeting minutes
PMD Toolkit Features
•Board minutes, lawyer meetings and social databases•Permits, inspections, complaints, violations, reviews and audits•Enhanced resident contact details such as: expertise & do-not print my cell #•Enhanced vendor contact details such as: do-not-use and expertise ranking•Amenity costs including paid and volunteer labor hours•Reserve Asset database with a reserve study suitable report•33-Year maintenance costs, tasks and projects databases •A funding target simulator that produces three assessment level variants
Infrastructure Property Management Methodology
•Create or update a Reserve Study of identified reserve assets•Create or update a 30-Year Maintenance Program for the reserve assets•Review and specify a reserve funding objective•Determine the lowest assessment required to achieve the funding objective •Implement and monitor•Perform a review and an evaluation of the maintenance program•Repeat all the steps annually
The PMD Toolkit includes tools that guide and assist HOA and CA Boards
when creating and updating, reserve studies and maintenance programs
•The PMD Toolkit assets database was designed for infrastructure assets•Assets are classified as either a reserve asset or as a non-reserve asset •References and studies are provided for each reserve asset•Current value and remaining lifespan may require an engineering study •A reserve study can be created, reviewed and updated using the Toolkit
30-Year Maintenance Program
•The PMD Toolkit utilizes tasks and projects to manage maintenance •Tasks are based on frequency and role-expertise with costs & durations•Projects are categorized by type and status with staff expertise settings•Status: proposal, in-progress, terminated, postponed or completed•Yearly maintenance costs for the next 33 years for each identified asset•Unplanned repairs and emergencies are managed as projects
Reserve Funding and Assessment Tool
The PMD Toolkit 33-Year Reserve Funding Simulator
•Provides adjustment levers that influence the target funding objectiveoAnnual compounding interest and yearly budget inflation percentageoThree adjustable reserve deposit rates and a baseline rate•Utilizes maintenance costs exported from the Toolkit database•Produces three assessment variants and a baseline for comparisonoAccelerated, Balanced and Risky•Calculates reserve and budget allocation values for member plat lot
Reserve allocation of monthly member assessment
Approximately $7.00 of each $113.00 monthly member assessment is deposited into the reserve fund beginning 2016.
The colors represent different contribution rates
Monthly dollars allocated from member assessment
to deposit into the reserve fund
Blue is $12K/year with a $1.00 increase in 2018Red is $18K/year with a $3.00 increase in 2017Yellow is $24/year with a $8.00 increase in 2017
Blue and Red, with less compounding interest and a smaller fund, will each require continuing increases in assessments allocated to reserves in addition to any increases caused by operation’s budget increases.
Yellow remains constantAny assessment increases will only be caused by increases to fund operation’s budget
Assessment per month per year
The colors represent different contribution rates Blue is $12K/year with a $1.00 increase in 2018Red is $18K/year with a $3.00 increase in 2017Yellow is $24/year with a $8.00 increase in 2017