Regional Manager Monthly Site Visit
NOTE: Please select compliant if a question does not apply. Leaving it blank will result in a lower score. Any items marked non-compliant or minor issue requires detailed comments. Photos must be provided for each area.
Date of Inspection:
*
-
Month
-
Day
Year
Date
Property Name:
*
Property Manager:
*
First Name
Last Name
Property Manger Email:
*
example@example.com
Regional Manager:
*
First Name
Last Name
Regional Manager Email:
*
example@example.com
Total Score (0-100)
Landscaping
Landscaping
*
Compliant
Minor Issues
Non Compliant
Turf
Shrubs
Trees
Mulch
Flowers
Has the irrigation system been inspected?
*
Yes
No
Have you reviewed the inspection?
*
Yes
No
Are there any pending irrigation system repairs?
*
Yes
No
N/A
If applicable, please list pending irrigation repairs.
Please explain for any items listed non-compliant.
Most Recent Irrigation Inspection
*
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Picture of Landscaping
*
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Picture of Landscaping
*
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Parking Lots/Driveways
Parking Lots/Driveways
*
Compliant
Minor Issues
Non Compliant
Overall Cleanliness/Repair
Sealing
Striping
Pavers
Curbs
Condition of Vehicles
Potholes
Car Stops
Condition of Signs
Please explain for any items listed non-compliant.
Photo of Parking Areas
*
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Photo of Parking Areas
*
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Photos of Parking Areas
*
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Curb Appeal
General Curb Appeal
*
Compliant
Minor Issues
Non Compliant
Front Entrance
Fencing/Gates
Signage
Litter/Trash
Parking Lot
Landscaping
No Taped Signage
Pet Waste
Please explain for any items listed non-compliant.
Photo of front of clubhouse
*
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Photo of property entrance
*
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Photo of Amenities
*
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Interior Condition
Corridors, Walkways or Breezeways - Cleanliness and Condition
*
Compliant
Minor Issues
Non Compliant
Lighting
Floors
Walls
Signs
Stairwells
Exit Signs
Emergency Lighting
Ceilings
Handrails
LED Compliant Lighting
What is the temperature setting for the hallways?
*
Please explain for any items listed non-compliant.
Photos of Breezeway or Hallway
*
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Additional photos of non compliant items
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Elevators
Elevators
*
Yes
No
Doors Clean
Tracks Clean
All buttons are present, clean and operational
Emergency Call Buttons Working
Current Elevator Certificate Displayed
Lighting Operational
What was the date of the last elevator inspection?
*
-
Month
-
Day
Year
Date
Is the elevator contract current with the vendor compliant?
*
Yes
No
Please list any current issues or pending repairs with elevators.
Photo of Certificate Currently in Elevator:
*
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Please upload the most recent inspection report.
*
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Photo of elevator
*
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Photo of elevator
*
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Please explain for any items listed non-compliant.
Mailbox Area
Mailbox Area
*
Compliant
Minor Issues
Non Compliant
Lighting
Cleanliness and Good Repair
Missing or Broken Locks or Doors
Is any signage needed?
*
Yes, please explain
No
Are Amazon lockers working and functioning correctly?
*
Yes
No
N/A
Please explain for any items listed non-compliant.
Photos of Mailbox Area
*
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Waste Removal
Trash
*
Compliant
Minor Issues
Non Compliant
Recycling Signage Current
Recycling Area Kept Clean
Gates/Doors of Trash Room or Enclosure Kept Clean
Gates/Doors of Trash Room or Enclosure Functioning
Are the waste caddies operational and being used?
*
Yes
No
N/A
Please explain for any items listed non-compliant.
Photos of trash area
*
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Building Exteriors
Is the property in compliance with the smoking policy?
*
Yes
No
Building Exteriors
*
Compliant
Minor Issues
Non Compliant
Stucco/Siding/Paint
Balconies/Patios Clean and With Approved Items
Roofs/Soffits
Windows (Not broken)
Downspouts
Splash Blocks
Residents Blinds Not Broken
Alley Ways Clean
Please explain for any items listed non-compliant:
Photo of building exterior
*
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Pool Area
Pool Area
*
Yes
No
Is the pool open and operating?
Are the pool gates closing and latching?
Is the pool signage installed, correct and in good repair?
Are the ADA chairs operational?
Is the pool permit current?
Are there any damage cracks or trip hazards at the pool?
Is all lighting operational?
Is the pool furniture arranged neatly and in good repair?
Is the pool log being updated and is all pool equipment working?
Are there any pending proposals for pool related work or replacements?
*
Yes
No
Please upload picture of current pool permit on display
*
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Please upload the current pool log.
*
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Photo of pool area
*
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Photo of pump area/room
*
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Please explain for any items listed non-compliant:
Playground
Playground
*
Yes
No
N/A
Is the playground open and operating?
Is the playground in good condition?
Are the playground rules posted?
Does the playground need mulch or is the rubber mat damaged?
Does the canopy need repair?
Are there safety concerns at the playground?
Please explain for any items listed non-compliant:
Picture of the playground
*
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Picture of rules sign
*
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Grilling/Picnic Areas
Grilling/Picnic Areas
*
Yes
No
N/A
Is the pathway clear and functional?
Are the grills clean?
Are the grills damaged?
Is the lighting in the area operational and sufficient?
Is the grilling area sign current and in good condition?
Please explain for any items listed non-compliant:
Pic of grilling area.
*
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Additional Photos
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Additional Photos
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Dog Park
Dog Parks
*
Yes
No
N/A
Are the self closing latches functioning?
Is the water station functioning?
Is the fence in need of repair?
Is the rules sign current and in good repair?
Is the sitting area clean and in good condition?
Is the lighting in the area operational and sufficient?
Are the pet waste stations clean and empty?
Are there adequate supplies in the pet waste stations?
Are there any additional concerns with the dog park?
Please explain for any items listed non-compliant:
Picture of dog park area
*
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Picture of dog park rules sign
*
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Picture of pet waste station
*
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Clubroom
Clubroom
*
Yes
No
N/A
Are the doors and locks functioning?
Is the kitchen area clean?
Are the refrigerator and any applicances clean?
Are the applicances operational?
Are all the lights working?
Is the furnture in good condition?
Are all the TV's working?
Please explain for any items listed non-compliant:
Photos of club room
*
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*
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Fitness Center
Fitness Center
*
Yes
No
N/A
Is all of the equipment working?
Is the fitness center clean?
Is proper signage posted and in good condition?
Are all TVs operational?
Are all the lights working?
Are the mirrors and glass clean and free of smudges?
Are the trash cans empty?
Are all doors and controlled access working properly?
Is there a service contract in place for maintenance of the equipment?
Please explain for any items listed non-compliant:
Photos of fitness center
*
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Pictures of fitness center rules sign
*
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Business Center
Business Center
*
Yes
No
N/A
Are all of the computers working?
Is there damage to any of the equipment?
Is proper signage posted and in good condition?
Is the room clean?
Are all the lights working?
Are the trash cans empty?
Are all doors and controlled access working properly?
Are there enough computers to be compliant with the LURA
Please explain for any items listed non-compliant:
Photos of business center
*
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Laundry Room
Laundry Room
*
Yes
No
N/A
Are the laundry room doors working?
Is the room clean?
Is proper signage posted and in good condition?
Are all the lights working?
Are the trash cans empty?
Are all washers and dryers working?
Please explain for any items listed non-compliant:
Photos of laundry room
*
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Maintenance
Maintenance Shop/Storage
*
Compliant
Minor Issues
Non Compliant
Cleanliness/Organization
Inventory Control
Eye Wash Station
Fireproof Storage Cabinet
Maintenance Shop Locks
MSDS Binder
Please explain for any items listed non-compliant.
Photos of Maintenance Shop
*
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*
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*
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Key Control
*
No
Yes
Are any keys checked out to a non-employee without an ID on hand?
Are any keys checked out from previous dates?
Are any keys missing?
Is Handytrak secure?
Please explain for any items listed non-compliant.
Photo of Handytrak report showing keys out
*
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Fire/Life Safety
*
Compliant
Minor Issues
Non Compliant
Fire Extinguisher
Backflow
Fire Panels
When was the last inspection?
*
-
Month
-
Day
Year
Date
Were there any deficiencies?
*
Yes, please explain below.
No
Please explain for any items listed non-compliant.
Photo of fire extinguisher inspection tag
*
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Photo of fire panel showing current status
*
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Work Order Management
Summary of Open Work Orders
*
# of Work Orders
> 24 hours
24 - 48 hrs
> 48 hours
Please explain for any items listed non-compliant.
Please attach the current work order report.
*
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Unit Inspections
Have the required occupied unit inspections been completed?
*
Yes
No
Are the inspections uploaded into Sharepoint?
*
Yes
No
Please list all units from occupied unit inspections.
*
Are there any vacant units?
*
Yes
No
Vacant Unit 1
*
Compliant
Minor Issues
Non Compliant
Condition & Cleanliness (Paint/Appliances/Flooring/Window Coverings)
Pest Control
Is the unit ready and was it within 5 days?
*
Yes
No
Unit # Inspected:
*
Number of Days Vacant:
*
Please explain for any items listed non-compliant.
Picture of Unit
*
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Picture of Unit
*
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Vacant Unit 2
Compliant
Minor Issues
Non Compliant
Condition & Cleanliness (Paint/Appliances/Flooring/Window Coverings)
Pest Control
Is the unit ready and was it within 5 days?
Yes
No
Unit # Inspected:
Number of Days Vacant:
Please explain for any items listed non-compliant.
Picture of Unit
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Vacant Unit 3
Compliant
Minor Issues
Non Compliant
Condition & Cleanliness (Paint/Appliances/Flooring/Window Coverings)
Pest Control
Is the unit ready and was it within 5 days?
Yes
No
Unit # Inspected:
Number of Days Vacant:
Please explain for any items listed non-compliant.
Picture of Unit
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Lighting Inspection
Has a recent lighting inspection been conducted?
*
Yes
No, please explain below
Upload most recent lighting inspection:
*
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Please explain for any items listed non-compliant.
Maintenance
Maintenance Staff:
*
Compliant
Minor Issues
Non Compliant
Uniform/Badges
Sufficient Staffing/Schedule
Overtime Control
Please explain for any items listed non-compliant.
Leasing
Office
*
Compliant
Minor Issues
Non Compliant
Staff Uniform/Name Tag
Cleanliness and Organization of Office and Desks
Business Cards
Office/Clubhouse Restrooms - clean and stocked
Waitlist in Yardi current per updated policy
Is the prospect pipeline current and actively being worked?
Professional Marketing Materials (not photocopied, printed in color, appropriate branding)
Please explain for any items listed non-compliant.
Picture of Office
*
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Picture of Restroom
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File Upload
*
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Security Cameras
Are all cameras currently working?
*
Yes
No and IT has been notified
Is the callbox working?
*
Yes
No
Are all doors/building entries secure?
*
Yes
No
Please explain for any items listed non-compliant.
P Card
What is the date of the last p-card reconciliation?
Date
*
-
Month
-
Day
Year
Date
Please explain for any items listed non-compliant:
Budget/Accounting Control
What is the current delinquency?
*
Upload Current Delinquency Report:
*
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If over 2%, please explain reason and action plan.
Have the financials been reviewed with the Property Manager?
*
Yes
No
If no, explain why.
Are there any outstanding HandyTrak invoices that need to be obtained from the vendor?
*
Yes
No
Have the appropriate pet fees and pet rent be setup in Yardi?
*
Yes
No
Space saver for conservice question......
Type option 1
Type option 2
Please select one of the following regarding washers and dryers.
*
All occupied units are being charged for rental or have provided proper insurance that is uploaded into Yardi as an attachment if they are using their own.
There are some occupied units that do not have monthly charges for washer and dryer and no insurance uploaded.
Are there any invoices over 30 days not paid?
*
Yes, explain below
No
Please explain for any items listed non-compliant:
File Review/Compliance
Number of Files Expiring:
*
Total Expiring:
Total Completed:
120 days
90 days
60 days
30 days
Past Due Recerts
Move In File Review (All new move ins since last review):
*
# Compliant
# Not Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
PetScreening Profile
Pet, Storage, Parking W/D Charges
Move In File Review (Summary from above for scoring):
*
80-100% Compliant
40-79% Compliant
0-39% Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
Pet Screening Profile
Pet, Storage, Parking W/D Charges
Please explain for any items listed non-compliant:
Renewal File Review (minimum of 10% of renewals since last review):
*
# Compliant
# Not Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
PetScreening Profile
Pet, Storage, Parking, W/D Charges
Renewal File Review (Summary from above for scoring):
*
80-100% Compliant
40-79% Compliant
0-39% Compliant
Organization
Completed Checklist
Lease Matches Yardi
Deposits Match Yardi
In Compliance
PetScreening Profile
Pet, Storage, Parking, W/D Charges
Please explain for any items listed non-compliant:
Move Out File Review (select 2 from Move Out Report)
*
# Compliant
# Minor Issues
# Needs Improvement
Organization
Completed Checklist
SODA Processed On Time
Appropriate Back Up Documentation Uploaded to Support Charges
Move Out File Review (Summary from above for scoring):
*
80-100% Compliant
40-79% Compliant
0-39% Compliant
Organization
Completed Checklist
SODA Processed On Time
Appropriate Back Up Documentation Uploaded to Support Charges
Are there any pending items in Hunter Warfield for files pending collections?
*
Yes
No
Was the program report file upload completed in a timely manner?
*
Yes
No
Employee Units
Does this property have an employees living on site?
*
Yes
No
Apartment #:
Employee Name:
First Name
Last Name
Employee Unit File
Yes
No
N/A
Employee Addendum Present for all Files and Subitted to Operations
Preferred Compliance Approval
Charges
Yes
No
Lease Charges Match Yardi
Deposit Charges Match Yardi
Is this an exempt unit?
Yes
No
Does the employee have a pet?
Yes and the charges are in Yardi
No
Does the employee rent a washer and dryer?
Yes and the charges are in Yardi
No and a copy of renters insurance has been provided to Operations
Current Balance On Ledger:
Attach Ledger:
*
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Please explain for any items listed non-compliant:
Apartment #:
Employee Name:
First Name
Last Name
Employee Unit File
Yes
No
N/A
Employee Addendum Present for all Files and Subitted to Operations
Preferred Compliance Approval
Is this an exempt unit?
Yes
No
Does the employee have a pet?
Yes and the charges are in Yardi
No
Does the employee rent a washer and dryer?
Yes and the charges are in Yardi
No and a copy of renters insurance has been provided to Operations
Current Balance On Ledger:
Attach Ledger:
*
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Please explain for any items listed non-compliant:
Is a termite bond on file?
*
Yes
No
If applicable, has the MOU binder been reviewed?
*
Yes
No
This property does not have MOU requirements
Is the MOU at the property being met?
*
Yes
No
Marketing
Do the following online accounts have accurate information (phone, email, website, current content, professional photos, address, etc)
*
Yes
No
N/A
Property Website
Google Listing
Any Other ILSs
When was the last time the property manager visited the housing authority? If never, please select 01/01/2001. If any email follow up was sent, please upload as an attachment.
*
-
Month
-
Day
Year
Date
Please explain for any items listed non-compliant:
Administrative
Has the Resident Activity Tracker binder been reviewed?
*
Yes
No
Did the community participate in the HTGM Cares Community standard event last month?
*
Yes
No, no event was held
No, but held an alternative event
Were all quarterly reviews completed for each staff member last quarter?
*
Yes
No
Are there any staff concerns or performance issues?
*
Yes
No
Overall Comments
Please provide any additional comments including action plan to correct non-compliant items.
*
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