Public preview · Illustrative data only
See what a reserve plan can tell your board.
What needs replacing, when the costs arrive, and how much to set aside. Explore a fictional nonprofit’s 10-year plan—no account required.
Sample scenario: Maple Community Center
One owned, 8,000 sq. ft. nonprofit building. Five major systems. Planning period: 2027–2036.
This is a fictional example, not your organization’s data, a customer result, or a saved account plan. Costs and replacement years are illustrative assumptions.
- Replacement horizon
- 2028–2036
- Five major systems within a 10-year plan
- Projected capital needs
- $198,575
- Inflation-adjusted replacement costs
- Planned reserve funding
- $170,000
- $50,000 opening reserve + $12,000/year
- 10-year funding gap
- $28,575
- First year-end shortfall: 2031
01 · Replacement horizon
Make the major costs visible.
Start with the systems that could create a significant capital expense. These years are planning targets, not predicted failure dates.
2028
Water heater
Commercial hot-water system
2027 estimate: $8,000
$8,240
Future-year cost
2029
Heating & cooling
Two rooftop units
2027 estimate: $45,000
$47,741
Future-year cost
2031
Roof
Main building roof replacement
2027 estimate: $80,000
$90,041
Future-year cost
2034
Parking surface
Resurface the small parking lot
2027 estimate: $30,000
$36,896
Future-year cost
2036
Fire alarm system
Panel and device replacement
2027 estimate: $12,000
$15,657
Future-year cost
02 · Capital forecast
See when funding falls short.
At $12,000 per year, the example reserve first falls short in 2031, when the roof is due. The 10-year gap is $28,575.
A negative balance shows unfunded capital needs carried forward for comparison. It does not represent available cash or approved borrowing.
| Year | Capital needs | Year-end balance | Unfunded gap |
|---|---|---|---|
| 2027 | $0 | $62,000 | — |
| 2028 | $8,240 | $65,760 | — |
| 2029 | $47,741 | $30,019 | — |
| 2030 | $0 | $42,019 | — |
| 2031 | $90,041 | -$36,022 | $36,022 |
| 2032 | $0 | -$24,022 | $24,022 |
| 2033 | $0 | -$12,022 | $12,022 |
| 2034 | $36,896 | -$36,918 | $36,918 |
| 2035 | $0 | -$24,918 | $24,918 |
| 2036 | $15,657 | -$28,575 | $28,575 |
Assumptions: 2027 cost basis; 3% annual cost inflation; future costs rounded to whole dollars; $50,000 available opening reserve; contributions available before each year’s replacements. No investment return, grants, borrowing, or additional projects included. One replacement per listed system.
03 · Board-ready summary
Turn the forecast into a decision.
An example brief for a finance committee. Your own plan starts with your facilities, estimates, and funding assumptions.
Illustrative board brief · Maple Community Center
Prepare for the roof before 2031.
Five replacements total $198,575 over 2027–2036. Current reserve funding covers $170,000, leaving $28,575 unfunded. The largest need is the $90,041 roof replacement in 2031.
- Funding option to discuss
- Increase the annual contribution from $12,000 to $19,205 starting in 2027—an additional $7,205 each year. Under these assumptions, this covers every year-end need in the example, including the roof.
- Before approving a real plan
- Confirm system condition, replacement scope, current estimates, and available reserves. Review earlier replacements and higher costs with facilities and finance leaders.
Build a plan for your own building.
Create an account, set up your organization, and add your major assets. ReserveStrat Pro: 30 days free, then $39/month.
ReserveStrat is for long-range capital planning. It is not a maintenance work-order system or CMMS and does not manage vendors, inventory, accounting, or scheduling.