Category: announcements

If you:

1) have coin operated laundry machines AND

2) site staff collects coins each month AND

3) you bank at a Wells Fargo banking center, please continue reading.

** There is a survey at the very bottom of the post, so please read all the way through.

All other site managers may disregard this message.

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WELLS FARGO COIN DEPOSIT UPDATE:

Wells Fargo has recently announced that their banking centers will no longer count coins at each branch.  Instead, they have offered that we make large volume coin deposits by bagging the coins and creating an estimated deposit based on either a count or weight of the coins.

That bag of coins and estimated deposit slip would be taken to your local branch for deposit.  The banker will then transfer that deposit from the local branch to a central counting facility.   Any deposit corrections will be adjusted after the coins are counted at the central counting facility.

YARDI POSTINGS OF ESTIMATED DEPOSITS:

When posting these estimated deposit to yardi, you would enter the estimated deposit amount into yardi.  Any deposit corrections would come through the bank statement and be corrected in yardi by your property accountant.

PROCESS FOR ESTIMATING DEPOSITS: 

With respect to the deposit bag specifications and estimated deposit process, attached is a flyer from the bank with the complete process details including how to estimate your deposit using the weight of the coins, how to handle multiple bag deposits, where to put the deposit slip etc.

ORDERING DEPOSIT BAGS AND DIGITAL SCALES FROM OFFICE DEPOT:

Some items to order from office depot for your site management office:

• Tamper evident clear plastic bags
  • Office depot item number:  707803   $53.99 per pack (11” x 15” preferred size)
  • Office Depot item number:  396981  —  $42.99 per pack (9” x 12”)
• A small digital scale
  • Office depot item # 657653 – approx.. $38.99

WELLS FARGO BANK BRANCH SURVEY — PLEASE RESPOND:

We are working with Wells Fargo to ensure that your local Wells Fargo branch is ready to accept your bagged and estimated coin deposits.  Along those lines, please respond to (lholtz@cambridgeres.com) with the branch name and address of the local Wells Fargo branch where you deposit your laundry coins.

We have ordered an initial supply of coin deposit bags for our office, so if you have any trouble ordering online or would like us to send you a starter kit, please say the word!

In the interim, please let Lisa Holtz (lholtz@cambridgeres.com) know if you have any questions as we adapt to this new process with Wells Fargo.

Large Coin Deposit Preparation

Thank you in advance for responding back with your local branch address.

We would like to take a moment to remind you about creating new Manager and Maintenance Logs for 2017.  I have included below images of what the logs should look like and the item number from Office Depot for easy ordering.  I have also included a .pdf attachment to this post with the instructions for each log book.

1. Order New Log Books on http://www.officedepot.com/
2. Print out the .pdf attached and cut page in half
3. Tape instructions for the Manager’s Log inside the front cover –  do the same with the Maintenance Log
4. Write your Property Name on the front cover in a permanent pen
5. Write the dates that the log is kept for on the front cover in a permanent pen – example: 1/1/2017 – 12/31/2017
6. Send in your 2016 logs (with your property name on the front cover) to the Site Employee Resource Center:

Cambridge Real Estate Services

PO Box 2968

Portland, OR 97208

If you have any questions about this process please let your supervisor know.

Have you been using your calendars effectively?

We’d like to remind everyone about the calendar available on the eExchange with the many interactive links to training material.  https://cresapts.com/eexchange/calendar/  The calendar events give step by step training for your recurring tasks. See something that’s missing or have suggestions?  Please let us know!  We’d like to make the calendar as useful as we can for our management staff.

https://cresapts.com/eexchange/filing-cabiinet/order-forms-2/administrative-forms/operations-calendar/

Happy Organizing!

Managers,

If your property receives money from local Housing Authorities for a current resident on a housing voucher then the unit will be inspected by the Housing Authority annually. If the property has not received an annual letter of for inspection then please contact the case worker. Once the unit inspection is complete  the property/resident will receive a notification whether this unit passed or failed the inspection. The following steps will need to be taken once notice is received;

1. Pass/Failed Notification received at property (if you have not received within 15 days after inspection – call case worker)
2. Manager to immediately send (Failed Notice ONLY) to Compliance and  your Supervisor
3. Manager to take action on repairing the failed items described in letter

With the above being completed this will avoid any action to “abate” or “stop” payments from being issued to Property due to a failed unit inspection.  The Compliance team and Supervisors can help to ensure failed items are taken care of effectively by sending reminders  to the site before any action can be taken from the Housing Authority.

If you have any questions, please don’t hesitate to call Compliance or your Supervisor.

The purpose of this is to clarify BUSINESS HOURS for all properties for the upcoming Christmas and New Year’s holidays.

IF YOUR BUSINESS IS NORMALLY OPEN ON SUNDAYs

Because both Christmas and New Years are on a Sunday this year, if your business is normally scheduled to be open on Sunday, you should instead close your office in observance of each of those holidays.   Your office should be open on the Saturday prior, and the Monday following these holidays.

IF YOUR BUSINESS IS NORMALLY CLOSED ON SUNDAYs

In observance of both Christmas and New Years, you are authorized to close your office on the Mondays following the holidays noted above.  Your office should hold office hours as unchanged (except as noted below) on the Saturday prior to the holidays and the Tuesday following these holidays.

In addition, any office open on December 24^th or December 31^st is authorized to close at 2:30 p.m. on both of those days.

Finally, any office open on December 26, 2016 or January 2^nd, is authorized to open for business on a delayed basis — at 10:00 a.m.

The Site Employee Resource Center will be closed on Monday December 26^th and Monday January 2^nd in observance of the Holidays.   For emergencies, Supervisors will be available via Mobile Phones if an emergency occurs.  If you are unable to reach your immediate supervisor in the event of an emergency, please contact Jeff Passadore at 503.702.0535 as a back-up.

Information below applies to employees who are eligible for holiday pay to receive those benefits.

Subject to respecting the office hours noted above, please be aware that employees should be provided an opportunity to use their Holiday Pay during the week of each holiday.  This will require careful coordination of holiday benefits granted to make sure offices are not closed entirely but rather operate with limited staffing while employees have the opportunity to use holiday leave.

Have a happy holiday season!

Grace Hill has moved to a new platform and website called vision x.

New web address:  www.gracehillvision.com/cambridgeres please save this link to your favorites.

This link will take you to the login screen, enter your current username and password here or click the link to “create an account”.  If your old password is not working and you create a new one, no problem – please let Lindsay Winkle know and she can merge your accounts.  We no longer need to enter a company ID when logging on.

PLEASE WATCH THE ORIENTATION VIDEO THAT APPEARS THE FIRST TIME YOU LOGIN TO THE NEW SITE.

To view the online courses: select “My Library” at the top right and then select “Online Courses”.

To start a course: click “+Add” and then select “My Book Bag” to start the course.

Need help?  Click the “Support” link at the top of the page to chat live, send an email, or call Grace Hill for help.  1-866-948-2934

Please let Lindsay Winkle (lwinkle@cambridgeres.com) know if you have any questions.