What the Board Report Generator actually produces

Pinecrest Commons maintained strong financial health in May 2025, operating $1,630 under monthly budget with YTD variance of +$4,210 (under budget). The reserve fund stands at $187,450, supporting planned capital improvements. Operationally, the community remains stable with 4.2% delinquency (6 units), down from typical ranges, though collections efforts are underway. Maintenance productivity is solid with 19 of 23 requests closed; four work orders remain active with pool pump replacement and parking lot sealing requiring immediate board attention and approval. The June board meeting will require votes on the $4,800 parking lot crack sealing contract, pool pump replacement bids, and proposed pool hours CC&R amendment. Community engagement remains strong with 85 residents attending the May 24 Summer Pool Kickoff event.

PINECREST COMMONS HOA MONTHLY MANAGEMENT REPORT Reporting Period: May 2025 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ PROPERTY OVERVIEW Property Name: Pinecrest Commons HOA Address: 4800 Pinecrest Boulevard, Austin, TX 78731 Property Type: 142-unit condominium community Management Company: Apex Property Management Group Property Manager: Daniel Reyes Board President: Margaret Holloway Fiscal Year: January–December 2025 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ FINANCIAL SUMMARY Budget Performance (May 2025) ┌─────────────────────────────────────────┬──────────────┐ │ Annual Operating Budget │ $318,000 │ │ Monthly Budget Allocation │ $26,500 │ │ May 2025 Actual Expenses │ $24,870 │ │ Monthly Variance (Favorable) │ +$1,630 │ ├─────────────────────────────────────────┼──────────────┤ │ YTD Budget through May 31, 2025 │ $132,500 │ │ YTD Actual Expenses │ $128,290 │ │ YTD Variance (Favorable) │ +$4,210 │ └─────────────────────────────────────────┴──────────────┘ Key Observations: • Community remains in favorable budget position with 3.2% YTD variance under budget • May expenses $1,630 under monthly allocation, primarily due to deferred maintenance scheduling • Sustained under-budget performance demonstrates effective cost control and vendor management Reserve Fund Status ┌─────────────────────────────────────────┬──────────────┐ │ Reserve Fund Balance (as of May 31) │ $187,450 │ │ Recommended Reserve Level (per study) │ $195,000 │ │ Current Reserve Adequacy │ 96.1% │ └─────────────────────────────────────────┴──────────────┘ Key Observations: • Reserve fund remains healthy and sufficient for planned capital expenditures • Current balance supports parking lot crack sealing ($4,800) and pool pump replacement (~$3,200) without special assessments • Recommend monitoring reserve contributions to maintain or exceed the $195,000 adequacy threshold ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ ACCOUNTS RECEIVABLE & COLLECTIONS Delinquency Report (May 2025) ┌──────────────────────────────────────┬────────┬──────────┐ │ Total Units │ 142 │ — │ │ Units Current on Payments │ 136 │ 95.8% │ │ Units Past Due (30+ days) │ 6 │ 4.2% │ └──────────────────────────────────────┴────────┴──────────┘ Delinquent Account Summary: • Unit 847: 90+ days past due (~$2,100) • Unit 1024: 60+ days past due (~$1,800) • Units 512, 634, 1105, 1203: 30–45 days past due (~$1,050 each, avg.) • Total Outstanding: ~$8,400 Key Observations: • Delinquency rate of 4.2% is below typical industry benchmarks (5–7%), indicating effective collections management • No accounts currently in legal proceedings; all remain eligible for collections outreach • Collections efforts initiated; 30-day formal notices to be issued by Property Manager ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ MAINTENANCE & OPERATIONS Maintenance Request Summary (May 2025) ┌──────────────────────────────────────┬────────┬──────────┐ │ New Maintenance Requests Opened │ 23 │ — │ │ Maintenance Requests Closed │ 19 │ 82.6% │ │ Closure Rate │ — │ 82.6% │ │ Open Work Orders (Pending) │ 4 │ — │ └──────────────────────────────────────┴────────┴──────────┘ Request Categories (May 2025): • Plumbing/Water Issues: 7 requests • HVAC/Climate Control: 4 requests • Electrical/Lighting: 5 requests • General Repairs: 4 requests • Landscaping/Exterior: 3 requests Key Observations: • Strong closure rate of 82.6% demonstrates efficient maintenance responsiveness • Four open work orders represent normal pipeline; all have scheduled completion dates or are awaiting parts • No emergency calls reported; all work orders classified as routine or planned maintenance Open Work Orders Detail ┌─────────────────────────────────────────┬──────────────┬─────────────────────┐ │ Work Order │ Status │ Expected Completion │ ├─────────────────────────────────────────┼──────────────┼─────────────────────┤ │ Pool Pump Replacement (Common Area) │ Ordered │ June 10–14 │ │ Stairwell Lighting Repair (Building C) │ In Progress │ June 2 │ │ Parking Lot Crack Sealing │ Scheduled │ June 3 │ │ Lobby HVAC Service │ In Progress │ June 1 │ └─────────────────────────────────────────┴──────────────┴─────────────────────┘ Vendor Contract Renewals (May 2025) • Landscaping Services (GreenScape Pro): Renewed for 12 months at $2,100/month – Performance: Satisfactory; on-time service and maintained property aesthetics – No price increase from prior contract – Contract effective June 1, 2025 – May 31, 2026 Upcoming Inspections & Compliance • Fire Suppression System Inspection: Scheduled for June 12, 2025 – Inspector: SafeGuard Systems (to be confirmed by Property Manager) – Annual requirement per local fire code – Estimated duration: 2–3 hours – Expected cost: ~$350–$500 (routine inspection) ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ COMPLIANCE & VIOLATIONS Violations Issued (May 2025) ┌─────────────────────────────────────────┬────────────┬──────────┐ │ Violation Type │ Count │ Units │ ├─────────────────────────────────────────┼────────────┼──────────┤ │ Unauthorized Parking │ 2 │ 205, 618 │ │ Pet Waste Non-Compliance │ 1 │ 342 │ │ Total Violations Issued │ 3 │ — │ └─────────────────────────────────────────┴────────────┴──────────┘ Actions Taken: • All violating residents issued written notices with 14-day cure period • Property Manager conducting follow-up inspections; no repeat violations to date • Compliance rate: 99.8% (141 of 142 units in compliance) Key Observations: • Violation rate remains exceptionally low, indicating strong community culture and effective enforcement • Violations are minor infractions with quick resolution upon notice ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ COMMUNITY ACTIVITIES & ENGAGEMENT Community Events (May 2025) • Summer Pool Kickoff Event: May 24, 2025 – Attendance: ~85 residents (approximately 60% household participation estimate) – Activities: Pool opening, community gathering, pool rules review – Feedback: Positive; residents expressed enthusiasm for summer amenities – Cost: Included in monthly operations budget Key Observations: • Strong resident participation indicates high community engagement and satisfaction • Seasonal events support sense of community and promote amenity utilization ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ ACTION ITEMS & BOARD DECISIONS REQUIRED ┌────┬──────────────────────────────┬─────────────────────────────────┬──────────────┬──────────────┐ │ ID │ Action Item │ Owner / Responsible Party │ Deadline │ Priority │ ├────┼──────────────────────────────┼─────────────────────────────────┼──────────────┼──────────────┤ │ 1 │ BOARD VOTE: Approve parking │ Board / Daniel Reyes │ June Board │ **HIGH** │ │ │ lot crack sealing contract │ (Vendor: All-Pro Paving, │ Meeting │ │ │ │ ($4,800) and authorize work │ Quote: $4,800) │ │ │ │ │ to proceed June 3 │ │ │ │ ├────┼──────────────────────────────┼─────────────────────────────────┼──────────────┼──────────────┤ │ 2 │ Obtain two additional bids │ Daniel Reyes │ June 5 │ **HIGH** │ │ │ for pool pump replacement │ (Current quote: AquaTech │ │ │ │ │ before finalizing selection │ Services, $3,200) │ │ │ ├────┼──────────────────────────────┼─────────────────────────────────┼──────────────┼──────────────┤ │ 3 │ Follow up with delinquent │ Daniel Reyes │ June 10 │ **HIGH** │ │ │ homeowners (6 units); issue │ (Units: 847, 1024, 512, 634, │ │ │ │ │ 30-day formal notices where │ 1105, 1203) │ │ │ │ │ applicable │ │ │ │ ├────┼──────────────────────────────┼─────────────────────────────────┼──────────────┼──────────────┤ │ 4 │ Schedule annual fire │ Daniel Reyes │ June 12 │ MEDIUM │ │ │ suppression inspection with │ (Inspector: SafeGuard Systems │ (Scheduled) │ │ │ │ SafeGuard Systems │ – to be confirmed) │ │ │ ├────┼──────────────────────────────┼─────────────────────────────────┼──────────────┼──────────────┤ │ 5 │ BOARD VOTE: Review and vote │ Board │ June Board │ **HIGH** │ │ │ on proposed pool hours │ (CC&R amendment discussion │ Meeting │ │ │ │ amendment to CC&Rs │ required) │ │ │ └────┴──────────────────────────────┴─────────────────────────────────┴──────────────┴──────────────┘ Detailed Action Item Descriptions **ACTION ITEM #1: Parking Lot Crack Sealing Contract Approval [HIGH PRIORITY]** • Description: Board approval required for $4,800 parking lot crack sealing contract with All-Pro Paving • Scope: Repair of identified cracks in parking lot surface to prevent water infiltration and further deterioration • Contractor: All-Pro Paving (quote provided; reference check completed – satisfactory) • Scheduled Work Date: June 3, 2025 • Budget Impact: $4,800 from reserve fund (approved in annual capital plan) • Board Action: Vote to approve contract and authorize Property Manager to execute agreement • Contingency: Work date may be rescheduled if weather is unfavorable; contractor will notify Property Manager 24 hours in advance **ACTION ITEM #2: Pool Pump Replacement Competitive Bidding [HIGH PRIORITY]** • Description: Current estimate for pool pump replacement received from AquaTech Services ($3,200); board directed Property Manager to obtain two additional competitive bids before final selection • Current Quote: AquaTech Services, $3,200 (includes labor, disposal, 1-year parts warranty) • Timeline: Property Manager to obtain and present additional bids by June 5, 2025 for discussion at June board meeting • Budget Impact: Estimated $3,200–$3,600 range; within reserve fund capacity • Rationale: Competitive bidding ensures fair pricing and best value for community • Next Steps: Board to vote on selected vendor at June board meeting; work to commence by June 10 **ACTION ITEM #3: Collections Follow-Up on Delinquent Accounts [HIGH PRIORITY]** • Description: Property Manager to initiate formal collections outreach to six delinquent units (30+ days past due) • Units Requiring Action: 847, 1024, 512, 634, 1105, 1203 • Total Outstanding Amount: Approximately $8,400 • Process: Property Manager to issue 30-day formal written notices per CC&R provisions; schedule phone/personal contact with residents • Escalation: If payment not received within 30 days, legal referral to be considered • Board Role: Approve collections policy enforcement; monitor progress at next meeting • Expected Outcome: 70–80% recovery rate based on historical trends **ACTION ITEM #4: Fire Suppression System Inspection [MEDIUM PRIORITY]** • Description: Annual fire suppression system inspection required by local fire code; scheduling confirmation needed • Inspection Date: June 12, 2025 (preliminary; to be confirmed with SafeGuard Systems) • Inspector: SafeGuard Systems (pending confirmation by Property Manager) • Estimated Cost: $350–$500 (routine inspection only; no repairs anticipated) • Duration: 2–3 hours; minimal disruption to community • Property Manager Action: Confirm appointment with SafeGuard Systems and notify residents of inspection schedule • Board Role: Receive inspection report at next meeting; approve any recommended repairs if identified **ACTION ITEM #5: Pool Hours CC&R Amendment Review & Vote [HIGH PRIORITY]** • Description: Board review and vote on proposed amendment to Covenants, Conditions & Restrictions regarding pool operating hours • Status: Proposal in development; exact amendment language to be provided at or before June board meeting • Rationale: Community feedback from Summer Pool Kickoff event and ongoing resident requests • Process: Board discussion, vote, and approval/denial of amendment • Next Steps: If approved, amendment to be communicated to membership; formal CC&R amendment process to follow per governing documents • Timeline: Vote expected at June 2025 board meeting ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ FORWARD-LOOKING OUTLOOK & RECOMMENDATIONS June 2025 Projections • Anticipated Expenses: $26,500–$27,200 (including scheduled maintenance and inspections) • Capital Expenditures: ~$8,000 (parking lot sealing + pool pump replacement) • Expected Financial Position: Continue under-budget operations; YTD variance to remain favorable • Delinquency Projection: Expect 2–3 unit reduction following collections efforts Property Management Recommendations 1. **Reserve Fund Monitoring**: Current balance of $187,450 is adequate but trending toward lower threshold. Recommend maintaining contributions at budgeted levels to reach $195,000+ target by year-end. Monitor capital expenditure schedule for Q3–Q4. 2. **Preventive Maintenance Focus**: Strong May closure rate (82.6%) reflects effective maintenance responsiveness. Continue proactive inspection schedule to prevent emergency repairs. Recommend semi-annual HVAC system evaluations given multiple repairs this fiscal year. 3. **Collections Emphasis**: With 4.2% delinquency rate, continued focus on early outreach and enforcement is recommended. Property Manager to implement phone contact protocol prior to 30-day notices to improve collection outcomes. 4. **Community Engagement**: Excellent attendance at May 24 Summer Pool Kickoff (85 residents) indicates strong community interest in events. Recommend scheduling additional summer social activities to maintain engagement momentum. 5. **Capital Planning**: Pool pump replacement and parking lot sealing represent essential maintenance; prioritize completion by June 30 to avoid emergency situations during peak summer usage. Obtain remaining bids by June 5 to finalize vendor selection promptly. 6. **Compliance Maintenance**: Violation rate of 0.2% is exceptional. Continue enforcement consistency and educational outreach to maintain compliance standards. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ CONCLUSION Pinecrest Commons HOA maintained solid operational and financial performance during May 2025. The community continues to operate under budget, maintains healthy reserve fund status, and demonstrates strong community engagement. Key items requiring board attention in June include contract approval for parking lot improvements, competitive bidding for pool pump replacement, collections follow-up on delinquent accounts, and review of proposed pool hours amendment to CC&Rs. The property remains well-positioned for continued success. Strong maintenance responsiveness, low violation rates, and effective cost management support a positive resident experience and property asset preservation. Respectfully submitted, Daniel Reyes Property Manager Apex Property Management Group Report Date: June 1, 2025 Next Report Due: July 1, 2025 ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━