Author: lmather

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4th of July Reminders

With the approach of the holiday we have attached a couple of helpful flyers for you to utilize:

Please remember that fireworks are not permitted at our communities due to the risks they pose to our communities and residents.

Also, many of you will experience high volume of questions regarding rent payment.  The holiday does not affect the policy we have in place and rent is still due on the 1st with a 4 day grace period.  If a resident is unable to personally hand you their rent check they should all be aware of the drop box on site they can use to submit their payment.

As always, communicating with your residents in advance can prevent a lot of confusion or frustration on everyone’s behalf.

Thank you and we hope you all have a safe and happy holiday!

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Playground Cushioning Materials

Summer vacation is just around the corner for some, and for others, it has already arrived. With this in mind, it’s time to make sure that our playground areas are in tip-top shape. Please take a few minutes to thoroughly inspect each of your play areas to make sure there is adequate cushioning material, and to make sure all play structures are safe.

When inspecting your play equipment, please check for loose bolts and loose or defective chains. Also, make sure that boards or play surfaces are secure, and check for sharp edges or rusty hardware. A good coat of paint may also be needed. Every piece of the play equipment should be solid, so if you find anything defective or broken, please repair or replace the part immediately.

Hillview Ridge Play Structure

Please also make sure you have an adequate amount of the proper cushioning material at your play areas. A few of you have specialized product, such as rubber material, but the majority of you should have hemlock shavings for cushioning. This helps reduce the potential for injury in the case that someone falls while on the play structure or swings. Optimally, you should have 12” of shavings under any play structure or swing set. This will have to be regularly raked back into place, as normal activities, such as using the swings, or jumping off play structures, tends to push the cushioning material away from where it’s needed.

A good way to make sure you always have enough cushioning material is to make a mark with paint or even a sharpie pen on the post of the play structure or swing set exactly 12” up from the ground. Then, all you need to do is make sure that the shavings are always raked up to the mark.

If you find that you don’t have enough cushioning material under your play structures, please contact your property supervisor and discuss having  a vendor deliver some hemlock shavings (or another specialty material, if you already have it) to the play area. Also, if you have sand under a play structure or swing set, please contact your property supervisor, and discuss having this replaced with hemlock shavings. Sand doesn’t provide much cushioning in the event of a fall.

These simple steps can help provide a safer play area for those who use them.

Please contact your regional maintenance supervisor if you have any questions or concerns.

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National Night Out – August 6th, 2013

In your site mail earlier this week you should have received this year’s National Night Out packet which includes:

  • Manager planning tool
  • Recap Newsletter from last year
  • Save the Date Flyers for your residents

These were also sent to everyone in an email on Monday, June 3rd.  We hope you find these documents helpful in planning your event.

Another great tool we have developed for you are the draft letters you can customize and send to your local fire or police department requesting their presence at the event.

Please let us know if you have any questions.  Happy planning!

What is National Night Out?

National Night Out is a dedicated day for communities to host events that encourage and focus on crime and drug prevention.  Each event should be designed to heighten community awareness and strengthen neighborhood spirit as well as police-community partnerships.

For more information go online: http://www.natw.org/nno

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Operations Calendar

In addition to the interactive calendar available on this website (https://cresapts.com/eexchange/calendar/), we have also uploaded the printable Outlook calendars into the eExchange filing cabinet.

To find these calendars, go here:https://cresapts.com/eexchange/filing-cabiinet/order-forms-2/administrative-forms/operations-calendar/

june calendar

These Outlook calendars can be printed for easy reference to keep in your office.  The website calendar provides hyperlinks to step-by-step training and helpful tips.

If you have questions about any of the items on the calendar or in the notes, please contact your AMSI peer trainer or your property supervisor.

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BBQ & Grill Policy Flyer

It’s getting to be that time of year when our residents get BBQ Fever. We have created a flyer that you can print off for distribution to residents and post in common areas for visibility. This will be a helpful reminder to residents so (fingers crossed) we don’t have to distribute as many patio violations.

Click here to view and print the flyer.  This flyer has been created in color, however, it also prints well in black & white. Please contact your supervisor with any questions regarding these policies.

Hamburgers

 

 

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Compliance Memorandum: 20 Most Common Physical Findings During An Audit

COMPLIANCE MEMORANDUM

 

TO: ALL MANAGERS

FROM: THE AFFORDABLE HOUSING COMPLIANCE DEPARTMENT

SUBJECT: 20 MOST COMMON PHYSICAL FINDINGS DURING AN AUDIT

DATE: 4/15/2013

CC: AFFORDABLE HOUSING COMPLIANCE DEPARTMENT; PORTFOLIO SUPERVISORS

 20 MOST COMMON PHYSICAL FINDINGS DURING AN AUDIT

Below you will find a list of the most common physical findings when your property is participating in an audit:

  • Drain stopper and pulls
  • Smoke Detectors
  • Egress Issues
  • Blocked Access to Electrical Panels
  • Carpet Fraying and/or Torn
  • Closet Doors Off and/or Off Track
  • Refrigerator and/or Freezer Door Bars Missing
  • Aerators
  • Towel Bar Missing or Broken
  • Caulking Around Bathtub
  • Overgrown Vegetation
  • Tripping Hazards
  • Siding or Soffits Missing or Damaged
  • Peeling Paint
  • Exterior Door Weather Stripping Damage
  • Sidewalk Spalling (i.e. crumbling, breaking, disrepair)
  • Patio Globes Missing
  • Ponding (i.e. pool of water in the middle of grass area)
  • Missing Interior Room Light Covers
  • Infestation—Bees, Insects, etc.

By utilizing this information in advance of an audit, necessary repairs can be made to prevent these common findings.

It may be beneficial to carry this list with you as you “walk your property” and look for the specific items listed.  Additionally, if you have maintenance staff, please share this list with them as well.

Thank you for helping Cambridge to maintain necessary property standards!

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Obtaining Social Security Verifications

compliance memorandum

TO: All managers

FROM: The compliance department

SUBJECT: Obtaining Social Security verifications

DATE: 4/9/2013

CC: Affordable housing compliance department; portfolio supervisors

obtaining social security verifications

In order to meet compliance standards, all verifications must be obtained within 120 days of the certification effective date; this includes Social Security benefits being received.

Oftentimes, the only benefit letter an applicant/resident will provide is the statement received at the end of each year informing them of their expected benefit amounts for the next year.  This letter may not fall within the 120 days and requires an updated letter be obtained.

In order to assist your applicants/residents with the process of obtaining a current Social Security benefit letter for verification purposes, please utilize the following information:

  • Online verification can be obtained through the following website: www.socialsecurity.gov/myaccount.  The applicant/tenant will need to set up an account if they don’t already have one.  If they are comfortable doing so and your time allows, this is an easy process and it may be beneficial to assist them in your office with this.  (This is the preferred method of the Social Security Administration as well as the quickest.)
  • Phone verification can be obtained by contacting the local SSA office.  To obtain the phone number for your local office follow these steps:
    • Go to www.socialsecurity.gov;
    • Click on Contact Us in the top right of the page;
    • Select Find an Office;
    • You will then be prompted to enter your ZIP Code half way down the page and need to click Locate.
    • This will provide you with the local telephone number as well as the address of the local SSA office.
    • If the applicant/resident is comfortable and your time allows, it may be beneficial to assist them in your office with this.
  • Phone verification can also be obtained by calling the main number at: 1.800.772.1213.  To speak to an SSA representative, you must call Monday through Friday, between 7 a.m. and 7 p.m.
  • Lastly, (and least preferred method by the SSA) is for the applicant/resident to go directly to the SSA office and request a print out.  Follow the steps outlined above for obtaining the local phone number, as this will also provide the address of the local SSA office.
  • Please remember, with the new changes in delivery of Social Security benefit payments, it is necessary to determine how the applicant/resident receives their payments.  Please refer to the Compliance Memo emailed on March 11, 2013 addressing this.  
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Dates on File Paperwork

As a friendly reminder, when reviewing and preparing files it is important to ensure the following:

  • For Tax Credit and HUD properties, the move-in and effective dates should match on page 1 of the TIC for move-ins. For RD properties, effective date of the TIC must be the 1st of the month (and the 1st of the next month if a household moves in after the 1st).
  • For Tax Credit and HUD properties, the move-in date on the Rental Agreement matches the move-in and effective date of the move-in TIC. For RD properties, effective date of the TIC must be the 1st of the month.
  • For Tax Credit and HUD properties, the effective date of the TIC should be the month and date of the move in but with the current year (ex. if a household moves in on 6/15/12 then the first recert effective date would be 6/15/13; the next recert effective date would be 6/15/14, etc.).
  •  If any form is signed after the effective date of the certification, write “True and accurate as of _______________ (the effective date)” on the bottom of each form necessary and have all residents over the age of 18 initial the statement(s).
  •  All household members over the age of 18 have the same signature dates on all forms.
  • Manager signature dates should be the same as the applicant’s / resident’s on all forms (certification paperwork and lease paperwork)

Should you have any questions, please feel free to contact Kristin Strong at kstrong@cambridgeres.com.

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Phone Book Season

phone book salesmanQuick reminder that phone book season is upon us.  Due to easy access to technology, most households in our communities will opt for internet or smartphone access when looking up phone numbers and addresses.  Therefore, phone books are likely to be disregarded by residents and left outside their door.  Site staff will then have the task of going through the property to gather these phone books and take to the recycling center.

To avoid this responsibility, we encourage managers to have the phone book distributors just leave a small quantity of phone books at the management office.  If residents would like a phone book, make sure to provide one promptly so their needs are met.

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Idaho 3 Day Notices

Below is a reminder about the legal three day notice period in the State of Idaho.  Please make sure you review your policies to ensure your property complies with the procedure outlined below.

  • 8th of every month: Post three day notices
  • Proper Serving of the Notice:
    • Always mail a copy of the notice to the resident.
    • Attempt personal service first.
    • If unable to personally serve, 4 corner post to the resident’s door and mail to the resident.
    • 9th of every month: Day 1 –  Three day notice becomes effective (at 12:01 am on the 9th)
    • 10th of every month: Day 2
    • 11th of every month: Day 3
    • 12th of every month: Notice expires at 12:01 a.m. on the 12th/ – Fax 3 Day notices to the attorney.
    • 15th of every month: Last day to file evictions for non- payment per SERC calendar.

NOTE:  If Day 1,2,or 3 happens to fall on a weekend, it cannot be counted as one of the three days.

For example:  If the 9th falls on a Friday:

  • Day 1 is Friday the 9th.
  • (Saturday the 10th and Sunday the 11th don’t count towards the three day notice period in Idaho)
  • Day 2 would be Monday the 12th
  • Day 3 would be Tuesday the 13th. 
  • Rent would need to be in by 12:01am on Wednesday the 14th.

If you have any questions, please contact your property supervisor.