Category: maintenance

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Curb Appeal for Property Audits

As you know, compliance audits / inspections provide an opportunity for both you and your property to shine. There are several ways to ensure the property looks its best the day of the audit:

  • Keep in contact with your landscapers to ensure they will also be there the morning of the audit so it looks its best when the auditor arrives. Discuss and obtain approval from your Property Supervisor prior to having any landscaping work done which will incur any additional costs above and beyond your landscape contract.
  • Have your maintenance person power-wash areas in need — such as buildings, sidewalks and / or breezeways — around your property prior to the audit.
  • Take a look at your flags and banners – are they torn or faded? As soon as you are notified of the audit / inspection, let the central office know should you need new flags or banners. Contact your Property Supervisor to discuss any property needs well in advance of the audit / inspection, such as replacement building number signs, apartment number signs,  A-boards or any other needs.
  • If applicable, make sure your pool furniture is clean and placed in an organized manner around the pool rather than having chairs or tables in random places around the pool prior to the audit / inspection. If it is off season, make sure pool area is tidy and presentable.
  • In the few days prior to the audit / inspection, contact a trash hauler to remove any large items, such as furniture, left near garbage enclosures.
  • Have your maintenance personnel clean and sweep around and in each garbage enclosure the day before the audit.
  • As always, be sure to walk your property daily so that any and all issues can be addressed prior to the audit / inspection. Issue appropriate violation letters as needed well in advance of the audit / inspection to ensure these issues are addressed prior to the auditor arriving.

Should you have any questions about this information, feel free to contact your Property Supervisor.

 

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Fall Flags Arriving Soon

Hi Managers,

The Fall Flag order has been placed, and should arrive next week!  At your earliest convenience, have your maintenance team switch your flags.  Please do not mis-match with the old flag versions, or re-use tattered flags from last year.

To learn how to install the marketing flags, see these CRES Flag FAQ and Installation instructions. Enjoy!

*Please disregard if your property does not have flags

Any questions or concerns?

Please feel free to contact Miranda Baker @ 503.450.0230

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Curb Appeal: Looking Good All Year Around

Curb appeal is one of the most important tasks of a site’s staff. Every employee should be activity participating in optimizing your marketing potential by continuously improving the curb appeal of your property.   Organize your staff’s efforts by holding weekly staff meetings; talk about what was done last week, recognize members of your staff that go “above and beyond”, and discuss next week’s goals to improve your property’s curb appeal. Your property could easily be overlooked by a prospect due to simple things like garbage in the parking lot or a dirty clubhouse.  Curb appeal is the first and last thing a prospect will look at when touring your property, make sure to leave them with a good impression by keeping up general property maintenance.

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Maintenance and Managers: Heat Safety and Prevention

During this time of year the heat can become dangerous if you aren’t making sure to hydrate. Maintenance staff (and quite a few managers as well) are out in the direct sunlight, or often sweltering in a vacant apartment during these hot days, and are at risk of dehydration and heat illness. With this in mind, we’d like pass everyone a reminder about heat safety and prevention.

HEAT EXHAUSTION: Symptoms include dizziness, weakness, heavy sweating, paleness, muscle cramps, headache, malaise, loss of appetite, fatigue, nausea, fainting, and a rash called prickly heat.

HEAT STROKE: Is a dysfunction of the central nervous system that makes the body stop sweating and organs stop working.  Symptoms include dry skin, dizziness, headache, confusion, rapid breathing, rapid pulse, loss of consciousness, and a high body temp above 104°F. This is a medical emergency. Lower the body temperature immediately by moving the victim to shade, removing their clothing, bathing them in cool or cold water, and fan to increase cooling.

PREVENTATIVE MEASURES INCLUDE:

  • Drink plenty of water
  • Avoid alcohol, caffeinated drinks and soda
  • Wear loose clothing
  • Avoid direct sunlight or outdoors when possible
  • Rest in a cool place
  • Seek medical attention if symptoms do not go away

Of course, an ounce of prevention is worth a ton of medicine, and in this case prevention can come in the form of a bottle of water. Have water available, and be insistent that your maintenance staff is drinking plenty of water.  Remember, hydration is the name of the game for these hot summer days.

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Safety Reminder: Window Screens

As the days begin to warm up, windows will be open more often. Please make sure to prioritize maintenance requests to repair missing or loose window screens. These screens are very important for the safety of all residents, especially those living on upper floors. Thank you for your attention to this matter.

For more information on Window Screen Safety check out this website:

http://childsafety.screenmobile.com/Window-Screen-Safety.html

 

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Patios, Porches and Balconies

As the weather begins to get warmer, residents will be using patios, balconies and porches more often. This checklist as a friendly reminder for residents in shared community space.

  • Items on patios should be limited to patio furniture in good repair, potted plants, and satellite dishes not attached to the building.
  • Residents should be mindful of the amount of furniture and plants on their patio.
  • No trash or other debris should be left on patio, porch or balcony.
  • Only propane grills with small “camping” sized tanks are allowed within 10 feet of any combustible structure. Check your local fire code for additional restrictions.
  • Exterior shades are not permitted.
  • Residents should keep all entryways, corridors, and exits clear and unobstructed in case of emergency.
  • Any space under stairwells should be kept clear at all times.

Please contact your supervisors if questions arise.

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Safety Alert: Lifting and Carrying

Here are some important tips on lifting and carrying:

  • Lift comfortably. You are the best judge of the most comfortable position for yourself.
  • Bend to lift an object – don’t stoop!
  • Keep your back straight by tucking in your chin.
  • Lift with leg muscles, not back muscles.
  • Ask for help with heavy, awkward items. Use two people if necessary.
  • When carrying, do not let the object obstruct your vision.
  • When possible, use mechanical equipment to move heavy items.

Following these tips can help you avoid injury. Be safe!

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Community Improvement Projects

Take advantage of the summer months to make timely community improvements. Below are some suggestions for summer projects. Please contact your supervisor to get approval prior to beginning work.

  • Survey asphalt and concrete for signs of damage or trip hazards. Document and report damage to your supervisor, discuss proper remedies.
  • Landscape maintenance, irrigation system repairs and improvements.
  • Exterior touch up painting.
  • Exterior window washing.
  • Freshen up parking lot and curb paint.
  • Cleaning of common areas such as laundry rooms and clubhouses. Clean carpets and fresh paint are vital in our efforts to create a positive impression. Remember to clean dryer vents and hoses, clearing them of accumulated lint and debris.
  • Property signage is a direct reflection of your property. Please take time to review all signs on your property.

If you have other capital improvements that should be scheduled for your community, make sure to begin planning in advance with your supervisor in an effort to manage costs effectively and cause minimal community disruption.

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Marketing Curb Appeal and Move In Readiness

Your residents contribute to your community’s curb appeal, so it is imperative that they know the rules when it comes to keeping patios and doorways clean, as well as other areas of the community.  Focus on discussing curb appeal at the time of the move in; continue to walk your property on a daily basis. Make sure your staff knows of your expectations when it comes to the tidiness of the property. You never get a second chance to make a first impression.

Be creative when it comes to touring or showing off your community. If a market ready apartment is not available to see, have photos of your various floor plans. If you don’t have a model apartment, try a mini model – just a little bit of color an accessories throughout an empty apartment can make a world of difference. Make sure your amenities are perfect before touring. Define a marketing path for each apartment that will be toured. Optimize on location – if there are multiple routes to a particular apartment, select the most attractive one.

The most effective form of advertising is free online websites such as Craigslist. If your budget permits, advertising on rental websites can also be effective. Walk in’s, flyers and resident referrals are still very effective advertising. On a continuing basis, identify your competitors, shop your competitors, and document the information you receive. This information can be shared with prospective resident who are shopping around. If you have photos and pricing information available from your competitors, you can save the prospect the trouble of looking elsewhere!

More questions about curb appeal or marketing your property? Contact your supervisor for more ideas.

 

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Planning Ahead: Preventative Maintenance

Cambridge implements a routine, annual Preventative Maintenance Inspection Plan for each community. The goal of the plan is to enter and thoroughly inspect each apartment no less than one time per year to prevent serious maintenance issues over the long term, and properly budget for maintenance needs. The plan schedules and tracks apartments normally over the course of 10 months, avoiding inspections during the holiday season out of respect for our residents and their holiday gatherings. Each inspection notes any deficiencies and the general condition of the apartment on the Preventative Maintenance Inspection and Repair Report.

Twice yearly, site managers should be sitting down and creating a schedule for their community’s preventative maintenance inspections over the next six months. You can figure out how many units you should inspect each month by dividing the total number of apartments by ten months (January through October). Credit is given to any apartments already turned over within a year, as they receive the same thorough inspection as part of the turnover process.

Residents in occupied apartments receive the Preventative Maintenance Notice preferably one week in advance of the scheduled inspection. There are instructions for the resident to note any existing maintenance issues in the apartment, so they may be reviewed during the inspection. The notice also lists a follow up date for service.

Special items of interest reviewed during the PM Inspection include the functionality of smoke detectors (tamper stickers are placed on them if not already existing), temperature of the hot water (hot water heaters should be set at 120 degrees Fahrenheit and tamper stickers in place), evidence of moisture issues, evidence of habitability issues, condition of appliances, plumbing and flooring, and condition of exterior areas such as patios and balconies. The Preventative Maintenance Inspection report is filed in the permanent maintenance file after all items are reviewed and addressed.

By the end of April, 80% or more PM Inspections should be complete. If you are not at the 80% mark,  review the remaining units and schedule them over the next three months. Reporting your progress  is part of the Monthly Manager Report. Please contact your supervisor if you have any questions, concerns or challenges.

PM Inspection Process

  1. Schedule inspections on the maintenance schedule.
  2. Distribute the PM Notice to those residents scheduled.
  3. On the day of inspections, have a PM Inspection Report and keys prepared for each apartment.
  4. A management team member enters and inspects apartment, carefully filling out the report and assessing the condition of the apartment.
  5. A maintenance team member returns on scheduled follow up date to complete any minor repairs noted in Step 4.
  6. Management promptly addresses housekeeping and safety issues through violation letter.
  7. Major emergency repairs are communicated to the Property Supervisor and scheduled immediately.
  8. Non-urgent or capital improvements are scheduled.