HPPM Training. Manager s Call

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1 HPPM Training Manager s Call

2 Fair Housing NO-NO Advertising Words

3 Timesheets All timesheets should be filled out accurately. Please do not allow your team to put the same hours in each day for two weeks. That is not accurate. Managers get paid for 80 hours regardless. On call sheets these need to be reflected on the timecards as well. If your maintenance employee came out for a 2-hr call on Sunday, he needs to put in two hours on Sunday, then another day will be 2 hours short. If OT is needed, that will need to be approved through Melissa first, but you are responsible for making an informed decision.

4 Landscape Bidding Process When compiling bids, they will need to be submitted in sets of three (3), however you can obtain more than that upfront and narrow it down. You should adhere to the following guidelines: Gather the scope of the job and submit to Robert Dyck for approval. This will become the scope you give your vendors to bid on. Please make sure to give the insurance requirements FIRST before they gather information on the job to bid. Set a timeline for bids to be received by. If they miss the deadline, their bid should not be submitted for consideration. Once you receive your bids, place the information on the Bid Comparison Form and please narrow it down to three (3) and submit to your asset manager, Robert Dyck and Melissa Sheldon with an explanation of the job, and your recommendation. Once approved, obtain the COI and W9 and submit to Kim Barbour for approval before scheduling work. No vendor should ever start work without a proper COI and W9 or else they will not get paid.

5 Liability Insurance Every resident (new move in or renewal) must have updated insurance in Yardi before they move in or renew. When entering Liability Insurance the following things we must have correct. End dates - must be listed on all HO4 (3 rd party policies) Amount of the policy - million dollars instead of $100,000, usually an error. Policy number must be accurate, do not put in random numbers.

6 Changing End Dates in Yardi We recently had to remove the permission for changing lease end dates because the function was not being used properly causing reports to be off. In this business we need to make sure 100% that all reporting is accurate, and Yardi is the main way corporate can get a snapshot of your property. If the information is incorrect, misinformed decisions will be made for your property. So how do you change the end date when moving someone in if it defaults to exactly 12 months? On the move in screen if you remove the lease term of 12, it should let you change the end date to the correct one. Dates should always be correct when moving in and renewing.

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8 Screening Results Yardi Resident Screening has a new great enhancement that went live this past Thursday. This new enhancement allows for automatic updates of an applicant s file in Voyager when screening results have completed. This means you will no longer need to click select on the pending row to updates the screening results in Voyager. As you may have noticed currently on an applicant s credit results negative credit items are shown in red text with a negative number next to them. These numbers will be removed from property view to simplify results for applicants and leasing staff but will still be visible in the executive dashboard.

9 Rent & Retain Please make sure you are receiving this magazine at your property. If you are not, please reach out to Hollie Abernathy to make sure you are on the list.

10 Photographers We need you to start looking for competent local photographers who can do the following: Photos (20-25 pictures of interiors, clubhouse, exterior, and amenities) Drone Aerials HD Video Clips (2-3 short clips) Matterport Tours Generally this should cost around $1, To find a photographer: Please google Real Estate Photographers and call around to get proposals. You can the proposals directly to your asset manager by March 16 th please.

11 Property Notices We always want to make sure we are putting our best foot forward with everything relating to your property. Remember you are representing HPPM! This not only goes for marketing and advertising, but the notices you put on the Resident Bulletin board in your clubhouse as well as the notices you send to your residents. Going forward, all notices will need to be run by corporate before sending out/putting up. Please send them to Sheldon/Souto at least 24 hrs in advance. Notices should never be taped up if at all possible. Get a cork bulletin board and place it in your heaviest traffic areas. Start training your residents on where to find important notices from the office. We would like to start moving away from paper notices, so you will need to start compiling the addresses for your residents and making sure they are in Yardi. There is a report you can pull that will give you the addresses.

12 Renewing in Yardi We want to make sure everyone is on the same page when it comes to the renewal policy and Yardi. When someone decides to renew, please enter in Yardi and get the Blue Moon e-signature! If someone does not renew in time or decides to go MTM, they need to be put on MTM in Yardi by using the MTM function. Do not let it roll automatically. It will not have the MTM charge and will show as an alert with Compliance. If someone is put on MTM then decides to renew, you renew them as of the date they sign their lease and bring in their insurance! We do not do retroactive leases. This will be a time sensitive matter and needs to be handled accordingly. They cannot renew without their insurance.

13 Maintenance Uniforms Maintenance is required to be in uniform whenever on the clock (including after hour calls). Khaki or blue pants can be worn with the Hamilton Point navy polo shirt. No jeans are allowed. Hats can be worn, but must be Hamilton Point or solid color comparable to uniform colors with no emblems or insignias. Sneakers or boots are acceptable.

14 HVAC Certifications These were due YESTERDAY and Melissa has not received them all yet. Please send those in to Melissa today and remember they need to be separately scanned for each employee. Occupancy Agreements Please also send these in by today. They will need to have all the signatures as well employee, occupants and the manager.

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