•Designed for HOA and CA Boards of Directors and small-business owners•Focused on assets, services and members instead of units & billing•Manages all types of assets including units, equipment and properties•Created from the basic Microsoft Access assets and contacts databases•Easily import existing data using a spreadsheet with included templates•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 easily accessed by Board Members
The PMD Toolkit was developed to address the needs of an HOA that only owns infrastructure, where residents own their lot and structures. Quickbooks is used to manage assessment billing and collecting, operations and financial accounting and vendors. Resident address and other contact data is maintained in Quickbooks and Excel spreadsheets. The HOA lacked the expertise to create a reserve study and had used a wait-to-break maintenance program for many years. The PMD Toolkit design and implementation represents more than 1,000 man hours spent creating a reserve study, performing infrastructure asset research and developing tools that determine assessment requirements based on a 33-year maintenance program.The PMD Toolkit is a reserve study and a 33-year maintenance program. It also includes a database of vendors, members, board minutes, projects, maintenance tasks and much more.
Everything you need is included except for a project to complete an optional engineering evaluation of your assets. The asset engineering evaluation project(s) have already been created for you with estimated costs including HOA staff hours.
A 30-year maintenance program can be easily created using the Toolkit and the results of the engineering evaluation of the assets. References and best practices are included for infrastructure assets.
Use the spreadsheet based 33-year simulation tool to identify the minimum member assessment allocation required to achieve the reserve fund target objective. Easily change assumptions and settings for gains & interest, maintenance costs, and budget inflation.
•Board minutes, lawyer meetings and social databases•Permits, inspections, complaints, violations, reviews and audits•Enhanced residentcontact 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 report•50-Year maintenance program with costs, tasks, projects and schedules•A reserve funding target simulator that produces three assessment level variants•A one-time cost that is less than you would pay per year for a comparable product
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The prices listed are for estimating costs for budget planning Assessments, Reviews, Evaluations, Alternatives and Recommendations•AccountingoSingle Year and Multi-Year ($0.05-$0.30 per transaction) •OperationsoStaff Roles and Expertise, Software and Technology, Equipment and Services, Planning and Performance (cost varies $200 - $500)•LegaloVerify compliance with local, county, state, and federal requirements and CC&Rs, Bylaws and other governing documents (cost varies $200 - $600)Services for Business•Asset ManagementoReserve Study, 30-Year Maintenance Program, Projects, Tasks, and Plans (cost varies $1,500 - $7,500, an engineering asset evaluation is not included)•Project ManagementoDefine Requirements and Deliverables and Proposals, RFQ, Vendor Selection, Performance Metrics, Warranty and Guarantee, Project Oversight and Review (cost varies per project, however, proposals are generally $50 - $150)•Database CreationoConvert spreadsheets and other sources into a database (simple database and reports $25 - $50 per spreadsheet. complex database and reports $50 - $75 per spreadsheetProducts for Business•PMD Toolkit (cost varies $2,500 - $10,000) oIncludes a Reserve Study, a 30-Year Maintenance Program, Projects, Tasks, and Plans oIncludes a 30-year assessment-reserve-budget simulatoroIncludes Board, Legal, Social, Operations, and Resident databases oIncludes Assets, Vendors, Maintenance Tasks and Projects databasesoIncludes Document and Procedure RepositoryoIncludes Industry Best Practices References for Asset Maintenance and Repair oDoes not include an engineering asset evaluationoDoes not include accounting features such as billing and invoicingoTry before you purchase and payment plans are availableoA Toolkit database without maintenance plans and a reserve study can be purchased for less than $900
In many states, HOAs and CAs that were formed after 1999 are required to annually create or update a reserve study. Reserve studies are per asset and can be time-consuming and expensive. Many states do not require an engineering evaluation of each asset for the study. An engineering inspection and evaluation is recommended for long-lifespan assets like water and sewer lines.
30-Year Maintenance Plan
In many states, HOAs and CAs that were formed after 1999 are required to annually create or update a 30-year maintenance program or plan(s). Maintenance is usually performed at some frequency selected for each asset, such as daily tasks, yearly tasks, and tasks that occur every ten to twenty-five years. Long lifespan assets have tasks that occur every fifty and one hundred years.Planned maintenance costs and operations budgets are used to determine an appropriate assessment allocation for the reserve maintenance fund.
Business Assessment & Accounting Reviews
A business assessment will provide recommendations and alternatives, cost and ROI and an implementation schedule. Business with inefficient operations caused by outdated tools and technology cannot accurately predict future costs. Acquiring tools and products that are appropriate for your operations requires expertise that you may not possess. You may also not have the time to research and evaluate product offerings.An accounting review can provide insight into the cost of business practices such as amenity maintenance and historical utility costs.
Flicker Light Studio was formed in 1988 to promote, market, and sell the knowledge and multi-discipline expertise of Tom Repasky. Let Tom Do It is a technology company formed in 2008 to serve the business and home computer technology market place with maintenance, repair and consulting services.•40 years: technology and database design and deployment.•20 years: business practices and technology consultant.•5 years: on-site maintenance manager for a property management company.•5 years: membership in an HOA that only owns infrastructure •30 years: professional musician and composer•30 years: professional computer artist and animator
40 years: technology and database design and deployment.20 years: business practices and technology consultant.5 years: On-site maintenance manager for a property management company.5 years: Membership in an HOA that only owns infrastructure