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This is an actual deliverable package produced for a 15-unit condominium association facing an overdraft crisis. All identifying information has been anonymized.

Maple Ridge Condominiums HOA

Financial Position Summary

Prepared: March 03, 2026
CONFIDENTIAL — Board Use Only
CURRENT FINANCIAL POSITION
Operating Account (as of Feb 27, 2026):-$1,054.18
Reserve Account:$300.00
Net Position:-$754.18
Outstanding Delinquencies:$2,592.41
Adjusted Net (if delinquencies collected):$1,838.23
Total Units:15
Overdraft Fees Incurred:$72.00 (2 fees at $36 each)
14-MONTH OPERATING ACCOUNT HISTORY
MonthBeginningTotal InTotal OutEndingNet +/-
Jan 2025$4,381$7,102$10,607$876-$3,505
Feb 2025$876$8,468$6,440$2,905+$2,029
Mar 2025$2,905$7,517$10,224$199-$2,706
Apr 2025$199$7,811$3,567$4,443+$4,244
May 2025$4,443$6,138$8,160$2,421-$2,022
Jun 2025$2,421$7,504$2,252$7,672+$5,252
Jul 2025$7,672$6,676$7,653$6,696-$977
Aug 2025$6,696$6,758$8,054$5,400-$1,296
Sep 2025$5,400$5,369$7,257$3,512-$1,888
Oct 2025$3,512$6,875$5,193$5,194+$1,682
Nov 2025$5,194$5,600$6,200$4,594-$600
Dec 2025$4,594$6,200$4,300$6,494+$1,900
Jan 2026$6,488$6,848$9,667$1,765-$2,819
Feb 2026$1,765$6,844$9,663-$1,054-$2,819
KEY FINDINGS
1. This is a LIQUIDITY TIMING issue, not structural insolvency. The HOA operated with positive balances for 10 of the past 14 months.
2. The City of Greenfield utility bill ($4,100–$5,700) is the single largest expense and hits every 2 months. When it clusters with winter gas bills, the account goes negative.
3. Winter months (Nov–Feb) see Gas Utility spike from ~$380 to $1,200–$1,575, adding $800–$1,200 in seasonal pressure.
4. The HOA has $2,592.41 in delinquent assessments across 4 owners (5 units). If collected, this alone would eliminate the current deficit.
5. The HOA operates with effectively zero operating buffer. Any expense clustering immediately causes an overdraft. Recommended minimum buffer: $11,000 (2 months baseline expenses).
MONTHLY EXPENSE BREAKDOWN (TYPICAL)
Expense CategoryMonthly CostTypeNotes
ABC Property Management$449FixedProperty management
Insurance Provider$937FixedIncreased from $782 in Apr 2025
Cleaning Service$300FixedCommon area cleaning
Electric Utility~$120Semi-fixedRange: $104–$180
Gas Utility$380–$1,575SeasonalWinter peak Nov–Feb
Waste Service$450–$813VariableRate increase noted
City of Greenfield$4,100–$5,700BimonthlyWater/sewer — largest expense
Landscaping Service$1,000SeasonalLandscaping + snow removal
Roofing Contractor$125–$811PeriodicMaintenance plan + repairs
Estimated Average Monthly Expenses: ~$5,500 (non-city-bill months) to ~$10,000+ (city bill months)
Estimated Average Monthly Income: ~$6,000–$6,500
CURRENT DELINQUENCIES (as of March 3, 2026)
UnitOwnerBalance OwedStatus
1AOwner A / ABC Holdings$438.68Leased unit
1COwner B$601.23Leased unit
2AOwner C$447.20Owner occupied
3AOwner B$627.60Leased unit
3BOwner D$477.70Owner occupied
TOTAL DELINQUENT$2,592.41
Note: Beginning-of-month balances may include current month assessments not yet paid. Confirm actual delinquency status in HOA management platform before issuing notices.
Prepared by StabilizeHOA Analysis Team

Maple Ridge Condominiums HOA

90-Day Cash Flow Projection

Prepared: March 03, 2026
CONFIDENTIAL — Board Use Only
ASSUMPTIONS
Monthly Assessment Income:$6,000–$6,500 (based on 14-month average)
Current Operating Balance:-$1,054.18 (as of Feb 27, 2026)
Current Reserve Balance:$300.00
March Assessments Expected:~$6,200 (based on historical March collections)
City of Greenfield Bill:Expected in March or April (~$4,500 estimated)
Gas Utility (Winter):Declining: ~$1,200 (Mar), ~$800 (Apr), ~$500 (May)
Snow Removal:Final payment of $1,000 still outstanding
90-DAY PROJECTION: BASE CASE
March 2026April 2026May 2026
Beginning Balance-$1,054$1,246$2,196
Assessment Income+$6,200+$6,200+$6,200
EXPENSES:
  ABC Property Management-$449-$449-$449
  Insurance Provider-$937-$937-$937
  Cleaning-$300-$300-$300
  Electric Utility-$130-$120-$110
  Gas Utility-$1,200-$800-$500
  Waste Service-$750-$500-$450
  City of Greenfield$0-$4,500$0
  Landscaping-$275-$275-$275
  Roof Maintenance-$125-$125-$125
  Snow (outstanding)-$1,000$0$0
  Overdraft Fee-$36$0$0
Total Expenses-$5,202-$8,006-$3,146
ENDING BALANCE$1,246 *$2,196 **$5,250
* March: Positive only if all assessments collected on time and no city utility bill hits.
** April: If city utility bill hits in April (~$4,500), balance drops to ~$2,200. If it hits in March instead, March ending drops to ~-$3,254 (overdraft).
SCENARIO ANALYSIS
BEST CASE: Delinquencies collected + No city bill until April
  March ending: $3,838  |  April ending: $4,788  |  May ending: $7,842
BASE CASE: Normal collections + City bill in April
  March ending: $1,246  |  April ending: $2,196  |  May ending: $5,250
WORST CASE: City bill in March + continued delinquencies + gas spike
  March ending: -$3,254  |  April ending: -$3,054  |  May ending: $0
RECOMMENDATION
1. IMMEDIATE: Pursue collection of $2,592.41 in delinquent assessments. This alone eliminates the current deficit and provides a $1,500+ buffer.
2. SHORT-TERM: Approve a one-time special assessment of $500–$800 per unit ($7,500–$12,000 total) to establish a minimum operating buffer of $7,500–$11,000.
3. MEDIUM-TERM: Implement monthly cash flow monitoring with 90-day rolling projections to prevent future overdrafts.
4. The current crisis does NOT require eliminating management, cleaning, or landscaping services. A properly sized special assessment resolves this permanently.
Prepared by StabilizeHOA Analysis Team

Maple Ridge Condominiums HOA

Special Assessment Analysis and Options

Prepared: March 03, 2026
BACKGROUND
The Board of Directors has identified a need to strengthen the Association's financial position. Over the past 14 months, the operating account has experienced periodic negative balances caused by clustered large expenses (primarily city utility bills and seasonal heating costs) combined with an insufficient operating cash buffer.
The Association currently operates with 15 units. Monthly assessment income averages approximately $6,000–$6,500. Monthly operating expenses average approximately $5,500 in non-peak months and can exceed $10,000 when large utility bills coincide with winter heating costs.
The Board is evaluating options to stabilize the operating account and establish an adequate reserve fund to prevent future cash flow disruptions.
CURRENT FINANCIAL POSITION
Operating Account Balance:-$1,054.18
Reserve Account Balance:$300.00
Net Position:-$754.18
Recommended Minimum Operating Buffer:$11,000 (2 months expenses)
Gap to Recommended Buffer:$11,754.18
SPECIAL ASSESSMENT OPTIONS
Option A: Minimal Stabilization
Total Amount:$5,000
Per Unit (15 units):$333.33
Purpose:Eliminate current deficit and provide 30-day buffer
Risk:Likely need another assessment within 2–3 months if large bills cluster
Option B: One-Month Operating Buffer (RECOMMENDED)
Total Amount:$7,500
Per Unit (15 units):$500.00
Purpose:Eliminate deficit + establish 1-month expense buffer
Risk:Moderate — provides cushion for normal expense clustering
Payment Option:Full payment within 30 days, or 2 installments ($250 now + $250 in 60 days)
Option C: Two-Month Buffer + Reserve Rebuilding (BEST PRACTICE)
Total Amount:$12,000
Per Unit (15 units):$800.00
Purpose:Eliminate deficit + establish 2-month buffer + begin rebuilding reserves
Risk:Low — provides durable protection against expense clustering and seasonal spikes
Payment Option:Full payment within 30 days, or 2 installments ($400 now + $400 in 90 days)
OPTION COMPARISON
Option AOption BOption C
Total Raise$5,000$7,500$12,000
Per Unit$333$500$800
Deficit CoverageYesYesYes
30-Day BufferYesYesYes
60-Day BufferNoPartialYes
Reserve ContributionNoNoYes ($1,000+)
Risk of Repeat CrisisHIGHMODERATELOW
Board RecommendationRECOMMENDEDBEST PRACTICE
WHAT THIS ASSESSMENT SOLVES
• Eliminates the current negative operating balance (-$1,054.18)
• Covers outstanding vendor obligations (snow removal: $1,000)
• Establishes a cash buffer to absorb large bimonthly utility bills ($4,100–$5,700)
• Prevents overdraft fees ($36 per occurrence — $72 incurred in 2025–2026)
• Allows the Association to maintain current service levels without disruption
• Begins rebuilding the reserve fund for future capital needs (roof, boiler, parking lot)
ALTERNATIVES CONSIDERED
1. Eliminate Services: Cutting management ($449), cleaning ($300), landscaping ($275), and roof maintenance ($125) saves $1,149/month but degrades property value and common area conditions. This is a tactical measure that does not solve the underlying buffer problem.
2. Board Member Advances: Board members personally funding the HOA is not recommended. It creates governance issues, potential conflicts of interest, and is not transparent to all unit owners.
3. Increase Monthly Assessments: A permanent assessment increase may be needed long-term but does not solve the immediate cash shortfall. This should be evaluated separately.
4. Do Nothing: Without action, the operating account will remain negative. The bank may restrict the account, vendors may suspend services, and overdraft fees will continue accruing.
NEXT STEPS
1. Board votes on preferred assessment option at emergency finance meeting
2. Treasurer prepares formal assessment notice per Association bylaws
3. Notice distributed to all unit owners with payment deadline and options
4. Board establishes monthly cash flow monitoring going forward
5. Board reviews annual budget and considers permanent assessment adjustment if needed
This document has been prepared for informational purposes. The Board of Directors will vote on the appropriate course of action. Unit owners will be notified of any approved assessment per the Association's governing documents.
Prepared by StabilizeHOA Analysis Team

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