Palm Springs Biltmore Condominiums III
Board Financial Package · FY2026 · Generated
CONFIDENTIAL · BOARD USE ONLY
Financial Overview
FY2026 · Sep 1, 2025 – Aug 31, 2026 · Financials through Apr 30, 2026
Budget →
YTD Operating
($42.9K)
vs $0 budget · 8 of 12 months
LOSS
Reserves →
Reserve Balance
$357.0K
of $1,114K target
32%
Income →
Monthly Assessment
$512.79
per unit · 102 units
Current
AR →
AR — Collections
$29.7K
4 active collection accounts
ACTION
Reserve Fund Health
vs SCT Study target ($1,114,000)
UNDERFUNDED
Current monthly contribution
$18,450.00
SCT recommended
$19,202.76
Monthly shortfall
($752.76)
Study basis
Level III · Jul 2025
Top Budget Variances YTD
8 months through April 30, 2026
4 OVERRUNS
5341
Buildings & Grounds
$16,200
$40,585
+151%
5335
Plumbing
$9,472
$25,537
+170%
5040
Frontier / Telephone
$2,880
$11,093
+285%
5520
Insurance
$34,648
$41,918
+21%
5030
Gas
$26,667
$34,455
+29%
Active Capital Projects
0 active · Canyon Carpet complete May 1 · FY2026
| Project | Building | Total Cost | Source | Status |
|---|---|---|---|---|
| Canyon Floor Carpet Replacement | All 4 buildings | $65,262 | Reserves | COMPLETE |
| Cast Iron Drain Stack #28 | 1552 S. Camino Real | $17,985 | Reserves | COMPLETE |
| 1510 Laundry Room Plumbing | 1510 S. Camino Real | $13,000 | Reserves | COMPLETE |
| 1552 1st Floor Laundry Drains | 1552 S. Camino Real | — | Operating | COMPLETE |
Budget vs Actual
FY2026 · 8 of 12 months · GL-level detail · Last updated: Apr 30, 2026
All Categories
Utilities
Maintenance
Administrative
Income
| GL Code | Description | Annual Budget | 8-Mo Budget | YTD Actual | $ Variance | % Var | Status |
|---|---|---|---|---|---|---|---|
| Income | |||||||
| 4110 | Monthly Assessments | $627,660 | $418,440 | $426,054 | +$7,614 | +1.8% | OK |
| 4125 | Collection Reimbursement | — | — | $3,085 | — | — | OK |
| 4131 | Laundry Commission | $6,000 | $4,000 | $1,295 | ($2,705) | -68% | MONITOR |
| 4140 | Late Assessment Fees | — | — | $2,117 | — | — | OK |
| 4141 | Admin Fee / Late Charge | — | — | $360 | — | — | OK |
| 4142 | Bank Charge Reimbursement | — | — | $75 | — | — | OK |
| 4195 | Misc Income | $1,200 | $800 | $280 | ($520) | -65% | MONITOR |
| † GL 4150 — $20,400 Initial Property Marketing Fee owed by Frontier Communications per bulk internet contract (Schedule B). Payment confirmed by Frontier rep for May 2026. Will post as income upon receipt. | |||||||
| Utilities †† | |||||||
| 5020 | Electricity — pricing increase | $35,000 | $23,333 | $27,747 | ($4,414) | -19% | WARN |
| 5030 | Gas — seasonal + commodity | $40,000 | $26,667 | $34,455 | ($7,788) | -29% | WARN |
| 5040/5060 | Telecom ‡ | $44,712 | $29,808 | $16,012 | +$13,796 | +46% | OK |
| 5050 | Water | $21,600 | $14,400 | $15,889 | ($1,489) | -10% | OK |
| Buildings & Grounds Maintenance | |||||||
| 5335 | Plumbing | $14,208 | $9,472 | $25,537 | ($16,065) | -170% | WARN |
| 5341 | Buildings & Grounds | $24,300 | $16,200 | $40,585 | ($24,385) | -151% | WARN |
| 5344 | Carpet Cleaning | $4,320 | $2,880 | $0 | +$2,880 | +100% | RESERVE PROJECT |
| 5366 | Elevator Repairs | $11,000 | $7,333 | $440 | +$6,894 | +94% | OK |
| Administrative | |||||||
| 5520 | Insurance ††† | $51,972 | $34,648 | $41,918 | ($7,270) | -21% | SENT TO PPM |
| 5530 | Management Service | $36,000 | $24,000 | $23,987 | +$13 | +0% | OK |
† GL 4150 — $20,400 Initial Property Marketing Fee owed by Frontier Communications per bulk internet contract (Schedule B). Payment confirmed by Frontier rep for May 2026. Will post as income upon receipt.
†† Utilities: overruns reflect commodity price fluctuations and are being monitored. No corrective action required unless trend worsens.
‡ GL 5040: Frontier bulk internet (102 units × $33/mo). GL 5060: Spectrum VoIP elevator 911 lines (4 buildings).
††† GL 5520 Insurance: FY2026 premium paid. Year-over-year variance reflects policy renewal timing. No action required.
Reserves
SCT Reserve Consultants · Level III Study July 2025 · Michael C. Graves RS #00039
Current Status
Scenario Modeler
Component Detail
Fund Balance
$357.0K
Book Balance $357,016 · as of Apr 30, 2026
% of FY2026 Target
85%
of $422K FY2026 study target (SCT 2025)
Monthly Contribution
$18,450
SCT recommends $19,203
FY2026 Study Target
$422K
SCT recommended opening balance · full funding = $1,114K
Funding Status vs Target
The July 2025 Level III study is a financial update only — no site inspection. It is based on a June 2024 site inspection.
Drain & Stack Maintenance
Cast iron stack replacements and laundry drain repairs are managed reactively — addressed when a failure is identified (typically via water leak). Not tracked as reserve components.
Reserve Scenario Modeler
Model funding outcomes under different inflation and ROI assumptions · Based on SCT Level III July 2025
Model
Scenario Compare
Missing Components
Assessment Impact
CDARS What-If
Projected Balance — 5 Years
$0
% of inflation-adjusted target
Projected Balance — 10 Years
$0
% of inflation-adjusted target
Years to Reach 70% Funded
—
At current contribution rate
Year-by-Year Projection
Next 15 years · Contributions + ROI vs inflation-adjusted target
| Year | FY End | Contributions YTD | Balance (w/ ROI) | Inflation-Adj Target | % Funded | Gap |
|---|
AR Delinquency
As of May 1, 2026 · PPM Collection Report · $30,645 gross AR · Balance sheet 4/30/2026
Total AR
$30.6K
Balance sheet gross · Apr 30, 2026
Largest Balance
$17.8K
Unit #117 — 3rd party collections
Lien / Filed
2 units
Unit #117 (3rd party), Unit #101 (lien filed)
Settled in April
3 units
Units #214A · #229 · #108
1550 S. Camino Real #117 — Acct #29550869
Coll Status: Send to 3rd Party Collections (escalated from NOD)
$17,753.70
1552 S. Camino Real #134 — Acct #29550827
Coll Status: File on hold — Archer
$5,190.53
1500 S. Camino Real #101 — Acct #29550856
Coll Status: Lien Filing — Guralnick Gilliland Garcia
$4,442.67
1550 S. Camino Real #317 — Acct #29558589
Coll Status: Demand Letter
$2,275.89
1510 S. Camino Real #214A — Acct #29550862
SETTLED 4/22/2026
$0.00
1550 S. Camino Real #322 — Acct #29550866
SETTLED 3/23/2026
$0.00
1510 S. Camino Real #216 — Acct #29552907
NOT PAID · Common Area – Debris Disposal
$286.00
Capital Projects
Active and completed reserve-funded projects · FY2026
Canyon Floor Carpet Replacement — All 4 Buildings
Approved Budget
$65,262
Check Status
Prepared — Tim Newton pickup at PPM
Source
Reserves
Cast Iron Drain Stack #28 Replacement
Actual Cost
$17,985.00
Paid
03/10/2026
Source
Reserves
In Reserve Study
No — reactive
1510 First Floor Laundry Room — Major Plumbing Failure
Cost
$13,000
Source
Reserves
1552 First Floor Laundry Room Cleanout Drains
Source
Operating
Cast Iron Stack Replacement Tracker
Source: STACK_TRACKER.xlsx · Updated April 9, 2026 · Reactive maintenance — not a reserve component
28% COMPLETE
TOTAL STACKS
92
residential
COMPLETED
26
28%
REMAINING
66
72%
LAUNDRY AREAS
3/4
1550 pending
By Stack Type
| Stack Type | Total | Completed | Remaining | % Done |
|---|---|---|---|---|
| Kitchen | 34 | 11 | 23 | 32% |
| Master Bath | 34 | 12 | 22 | 35% |
| Guest Bath | 24 | 3 | 21 | 13% |
| Total | 92 | 26 | 66 | 28% |
Ask Lumen
Ask any question about finances, governing documents, operations, or reserve planning · Answers cited to source
Suggested Questions
What is our FY2026 reserve fund balance?
Can we raise assessments more than 20% without a member vote?
How many days notice is required before a board meeting?
What is the current monthly assessment per unit?
When does our Frontier internet contract expire?
What is our current AR delinquency total?
What are the top budget overruns this year?
How much have we spent on maintenance year to date?
What is the reserve fund percent funded?
When was the last assessment increase and by how much?
How many pets are allowed per unit and what are the pet rules?
Document Library
Governing documents, financials, and reference files
Drop documents here or click to upload
PDF · CC&Rs · Bylaws · Reserve Study · Financial PDFs
Governing Documents
| Document | Type | Pages | Uploaded | AI Ready |
|---|---|---|---|---|
| CC&Rs (Doc 00318849-7) | Governing | 70 | In Project | ✓ Active |
| Amended & Restated Bylaws 2018 | Governing | 35 | In Project | ✓ Active |
| Articles of Incorporation 1973 | Governing | 12 | In Project | ✓ Active |
| Rules & Regulations 2021 | Governing | 31 | In Project | ✓ Active |
| SCT Reserve Study July 2025 | Reserve | — | In Project | ✓ Active |
| Proposed Budget FY2026 | Financial | 2 | In Project | ✓ Active |
| Pet Registration Form | Forms | 2 | In Project | ✓ Active |
Data Validation
33-point financial accuracy framework · FY2026 through April 30, 2026
4
FAIL
11
WARN
3
GAP
16
PASS
Critical Failures
4 FAIL
| # | Check | Category | Finding | Status |
|---|---|---|---|---|
| Q14 | Insurance budget vs actual | Budget Accuracy | GL 5520 $41,918 actual vs $34,648 8-mo budget — 21% overrun ($7,270) | SENT TO PPM |
| Q28 | AR 90+ day concentration | Delinquency | May 1 AR: $30,645 gross (balance sheet) — Unit #117 $17.8K (3rd party collections); Unit #134 $5.2K file on hold; Unit #101 $4.4K lien filing; Unit #317 $2.3K demand letter; Unit #216 $286 chargeback | FAIL |
Data Gaps & GL Flags
3 OPEN
| # | Item | Finding | Status |
|---|---|---|---|
| G1 | GL 1906 — Deferred Special Assessment $88,379.43 | CIT special assessment loan retired Aug 2025; deferred balance never cleared. Phantom asset overstating balance sheet. Flagged to PPM for FY2027 cleanup. | SENT TO PPM |
| G5 | FY2025 year-end CPA review | Cannot confirm prior-year closing balances without independent review | NOT AVAILABLE |
| G6 | Homeowner contact details — incomplete directory | 6 missing phones, 17 trust name corrections pending Caren | IN PROGRESS |
| G2 | Frontier unit activation list | 44 of 102 units activated as of Apr 8, 2026 per official Frontier Bulk Activation Report. Filed: Telecom/Frontier_BulkActivation_04082026.xlsx. 58 units paying but not activated — outreach opportunity. | RESOLVED |
| G3 | GL 4150 — $20,400 budget line identity | Previously labeled "Special Assessment Interest" (CIT loan). Confirmed: this is the Frontier Initial Property Marketing Fee per bulk internet contract Schedule B. $200 × 102 units. Payment confirmed by Frontier rep Sonya for May 2026. Will post as income upon receipt. | RESOLVED |
| G4 | Bank statement — transactions matched to period | Operating account (2975) was displaying February debits and checks (576–597) under the March 1–31, 2026 statement header. Corrected April 2026 — now shows actual March transactions (ACH + checks 602–621). | RESOLVED |
Budget Structure Warnings
WARN
| # | GL | Finding | Status |
|---|---|---|---|
| W11 | GL 5040 / 5060 — Telecom | FY2026 budget ($44,712) was set before Frontier contract signed. Actual structure: GL 5040 = Frontier bulk internet 102 × $33/mo ($40,392/yr) + DoorKing gate VoIP ~$4,476/yr; GL 5060 = Spectrum elevator 911 VoIP 4 lines (~$7,320/yr). Budget line underfunds 5040 and overfunds 5060 — net roughly neutral but misleading on variance reports. FY2027 budget should reflect correct split. | WARN |
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RevANDExps · BalanceSheetwithGLCodes · paidInvoicesByServiceProvider · Annual_Budget_Comparison
Imported Financial Data
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| PDF Type | Contents | Last Imported | Period | Status |
|---|---|---|---|---|
| RevANDExps | Revenue & Expense P&L | — | — | PENDING |
| BalanceSheet | Balance Sheet + GL | — | — | PENDING |
| PaidInvoices | Vendor invoice detail | — | — | PENDING |
| BudgetComparison | YTD budget vs actual | — | — | PENDING |
How automatic import works
1. Drop PDFs — any or all 4 monthly files from Caren, in any order
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5. Data persists — imported data saved to localStorage; survives page refresh
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Bank Statements
Pacific Western Bank (Banc of California) · Account XXXX-XXXX0295 · April 30, 2026 (book balances · bank statement not included)
Operating Checking
$219,677
Book Balance (balance sheet) · 4/30/2026
BOOK BALANCE
Reserve MMA
$357,016
Book Balance (balance sheet) · 4/30/2026
32% FUNDED
Total Cash — All Accounts
$576,693
Operating + Reserve · Apr 30, 2026
BALANCE SHEET
HOA Analyzed Business Checking — Operating (XXXXXX2975)
Warfield Enterprises, Inc., Agent · Banc of California · Period: Apr 1–30, 2026 · Source: AppFolio Disbursement Register
RECONCILED
OPENING BALANCE (3/31)
$238,541.02
TOTAL CREDITS (implied)
+$39,243.79
Cash received — assessments + misc
TOTAL DEBITS
−$58,108.21
Incl. $18,450 reserve transfer
ENDING BALANCE (4/30)
$219,676.60
ACH / Electronic Debits — April 2026
| Date | Vendor | Amount |
|---|---|---|
| 04-01 | Reserve Transfer (to 1754) | $18,450.00 |
| 04-06 | Desert Water Agency (×7) | $1,981.11 |
| 04-13/15 | Spectrum (×4) | $610.72 |
| 04-22 | Palm Springs Disposal | $1,782.09 |
| 04-24 | SoCal Gas | $2,057.49 |
| 04-27 | Southern California Edison | $3,516.23 |
| 04-28 | Frontier Communications | $3,003.00 |
Checks Paid — April 2026 (19 checks)
| Chk | Date | Payee | Amount |
|---|---|---|---|
| 622 | 04/07 | Angel Beltran Jr. | $3,400.00 |
| 623 | 04/07 | Personalized Property Mgmt | $2,998.33 |
| 624 | 04/07 | Palm Springs Sanitation | $49.50 |
| 625 | 04/07 | Owner Refund — John Shaw #330 | $376.22 |
| 626 | 04/07 | Cheryl Lynn Price | $1,600.00 |
| 627 | 04/07 | Jeffrey Jerome | $43.59 |
| 628 | 04/07 | Namloop Inc. | $505.00 |
| 629 | 04/09 | BRS Roofing Inc. | $377.70 |
| 630 | 04/09 | City of Palm Springs (permits) | $1,366.00 |
| 631 | 04/16 | Best Price Plumbers (2 inv.) | $1,400.00 |
| 632 | 04/16 | Reliable Tree Care | $6,940.00 |
| 633 | 04/16 | Joe Walsh | $925.00 |
| 634 | 04/16 | Namloop Inc. (2 inv.) | $488.04 |
| 635 | 04/16 | Desert Air Conditioning | $173.71 |
| 636 | 04/21 | Personalized Property Mgmt | $1,164.77 |
| 637 | 04/21 | Roof Asset Management (2 inv.) | $360.00 |
| 638 | 04/28 | Best Price Plumbers | $372.00 |
| 639 | 04/28 | First Insurance Funding | $3,852.71 |
| 640 | 04/28 | Frazier Pest Control | $315.00 |
HOA Business MMA Analyzed — Reserve Fund (XXXXXX1754)
Personalized Property Mgmt Co., Agent · Banc of California · Period: Apr 1–30, 2026 · APY 0.75%
32% FUNDED
OPENING BALANCE (3/31)
$341,523.35
TOTAL ADDITIONS
+$18,671.39
Transfer $18,450 + Interest $221.39
TOTAL DISBURSEMENTS
−$3,178.84
Next Level Elevator (Ck 51) · Namloop Pool (Ck 52)
ENDING BALANCE (4/30)
$357,015.90
Disbursements — April 2026
| Date | Payee | Ck# | Amount |
|---|---|---|---|
| 04/07 | Next Level Elevator (Specialized Elevator Svcs) — 4/1 Quarterly Maintenance Inv #466991 | 51 | $2,871.39 |
| 04/23 | Namloop (Pool Care Solutions) — Thermistor sensor & labor Inv #109182 | 52 | $307.45 |
| Total Disbursements | $3,178.84 | ||
Interest & Rate Info
APY Earned0.75%
Interest-Bearing Days30
Net Reserve Change+$15,492.55
Interest Earned Apr$221.39
Interest Earned YTD$1,866.11
✓ Gold Star Painting void confirmed resolved · Reserve book balance $357,015.90
Check #141 voided by Caren 4/7/2026. April 30 AppFolio book balance $357,015.90 confirmed. Reserve increased $15,492.55 from March — light disbursement month (only elevator quarterly + pool thermistor).
Check #141 voided by Caren 4/7/2026. April 30 AppFolio book balance $357,015.90 confirmed. Reserve increased $15,492.55 from March — light disbursement month (only elevator quarterly + pool thermistor).
Daily Balance Snapshot — Operating Account (2975)
April 2026
| Date | Balance | Date | Balance | Date | Balance |
|---|---|---|---|---|---|
| 03/31 | $238,541.02 | Opening balance (prior month end) | |||
| 04/30 | $219,676.60 | Ending balance — heavy April disbursements (tree trimming, permits, insurance) | |||
Ending balance 4/30/2026: $219,676.60 · Net change from Mar: −$18,864.42 · Total disbursements $58,108.21 (incl. $18,450 reserve transfer) · Source: AppFolio Cash Disbursement Register
FY2026 Activity Summary
September 1, 2025 – April 30, 2026 · Both Accounts · Source: AppFolio Income Statement + Disbursement Register
8 MONTHS
Operating Account (2975) — YTD Income
| Category | YTD Amount |
|---|---|
| Assessment Income (GL 4110) | $426,054 |
| Collection Reimbursements (GL 4125) | $3,085 |
| Late Charges / Admin / Other | $2,552 |
| Laundry Income (GL 4131) | $1,295 |
| Total Operating Income (net of reserve transfer) | $285,666 |
Notable April: Check 625 — Owner Refund $376.22 to John Shaw (Unit #330, prior owner) for prepaid assessments on unit transfer 4/1/2026.
Reserve Account (1754) — YTD Credits
| Category | YTD Amount |
|---|---|
| Monthly Transfers from Operating (8 × $18,450) | $147,600.00 |
| Interest Earned FY2026 (0.75% APY) | $1,866.11 |
| Total Reserve Credits FY2026 | $149,466.11 |
Interest Breakdown: Sep $232.61 · Oct $245.42 · Nov $238.90 · Dec $241.69 · Jan $243.63 · Feb $219.01 · Mar $223.46 · Apr $221.39 = $1,866.11
FY2026 YTD Operating Expense (8 months): $328,541 total disbursed ·
Reserve expenditures YTD: $150,813 ·
Source: AppFolio Income Statement + Cash Disbursement Register · Final PPM package 5/3/2026
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Fully funded balance per current reserve study
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