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A property management database toolkit designed for a self-managed Home Owners Associations or Community Association Board of Directors
Home Owners Association’s and Community Association’s Board of DirectorsBoards control and manage six independent domains that use and share related data.For example: A complaint is connected to the member that initiated the action. Property Management
Use information for decisions instead of opinions and dataTake action based on plans instead of reactions Focus on value and contribution instead of costs Use history instead of repeating itPredict future costs and benefits Protect and enhance the investments of the HOA & CA members
Focus on costs instead of value and benefit Repeat history and react instead of planCannot predict future costs Short term outlook represses enhancement opportunitiesBecome more tribal oriented than business orientedCannot effectively protect and enhance the investments of the HOA & CA members
Reserve Study costs are asset basedoSmall HOAs pay the same for a road or sewer line reserve study as a large HOA would payProperty Management Software cost is member (lot) basedoCommercial products range from $0.80 to $2.00 per member per month Creating maintenance plans requires asset specific expertise oSmall HOAs pay the same to create a 30-year road maintenance program as a large HOA would payAvailable products and services focus on large HOAsoSmall self-managed HOAs have limited offerings to choose
PM products are $0.80 to $2.00 per month per unit (lot) or $200/month minimum
Commercial products focus on billing, units and renters (residents) not infrastructure assets, 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.
Very few companies offer infrastructure management
Few, if any, commercial property management software offerings produce a reserve study or create maintenance plans, however, HOAs and CAs that do not use Quickbooks will find many choices for property management software with assessment and infraction accounting.Property Management software for long-life infrastructure assets like roads, water lines, sewers, and storm drains is targeted to cities and municipalities. Those products are complex and expensive and are not suitable for small (<500 units) self-managed HOAs and CAs By 2015, many types of business software products like Quickbooks became subscription based, as are most property management offerings. The PMD Toolkit is offered as a purchased product without subscription fees.
Designed for Boards not accountantsFocused on assets, projects tasks, and membersReserve Study data structure with all necessary fields30-year Maintenance and Assessment planning structure Board Actions Archive, Committee and Board membershipSocial groups membershipMaintenance and incidentsLegal cases, meetings, dispositions and resolutionsLicenses, audits, inspections, reviews
The PMD Toolkit is a Reserve StudyThe PMD Toolkit is a 33-Year Maintenance ProgramThe PMD Toolkit is a single user databaseThe PMD Toolkit is one file and easy to backupEasily import excel or csv files to populate the databaseThe PMD Toolkit does not require Internet accessThe PMD Toolkit does not do accounting
Microsoft Access DatabaseoUses default settingsoIs easily customized, extended and maintainedoOne file backs up everythingDesigned for the Board of Directors of HOAs and CAsoIncludes Legal and Board Actions databasesoRule violations & complaints, licenses and inspectionsCombines and integrates numerous PM and Board databasesProvides a structure for effective board management and controloCaptures and stores relevant and useful dataoReports provide overviews and detailsoEncourages planning and organization
Asset Database with maintenance tasks and costsoProvides the structure and components that are required to produce a reserve study for assets like roads and sewersProjects Database with tools to compare actual versus planned30-year Maintenance Task Database oFrequency, time-of-year, required expertise, duties and task timeBoard Database, roles and duties, current and historical membersCommittee Database, charters, current and historical membershipLegal Database, cases, complaints, licenses, violations, inspectionsMember Database, designed for HOAsVendor Database with performance, quality and expertise metrics30-year budget, assessment, and maintenance planning simulator
Common Property: assets Operations: business functionsReserve Fund: maintenance, repair and replacement of assetsIncome and Revenue: member dues and special assessmentsLegal: laws, risks, rules, violations, inspections, audits, and liabilitiesHistorical Records: retention policies
Accounting data (Quickbooks reports and backups are stored)Financial data (Quickbooks)DocumentsProject dataMaintenance dataVendor dataMember dataBoard Actions (motions, resolutions and directives)Audits, rule violations, inspections, member complaints, license data
Reserve Fund ContributionsPlanned Maintenance CostsUnplanned Incident CostsOperations BudgetLegal Costs