Briarcrest - Texas State Affordable Housing Corporation

Transcription

Texas State Affordable Housing Corporation
Briarcrest Apartments
25650 I-45 North Spring, TX 77386
OWNER: The American Opportunity Foundation, Inc. MANAGEMENT COMPANY: USR Group
Date Built:1981
MANAGER: Laurie Cervantes
INSPECTION DATE: April 9th, 2013 at 8:00 am
INSPECTOR NAME: James Matias
Occupancy at Time of Report:
84%
Average Occupancy Over Last 12 Months:
Number of One Bedrooms:
232
Number of Two Bedrooms:
144
Number of Three Bedrooms:
NA
Number of Four Bedrooms:
NA
88%
Number of Units: 376
PHYSICAL INSPECTION
YES
1)
Are the access gates in operable condition?
2)
Is the community monument sign in acceptable condition?
X
3)
Is the perimeter fence surrounding the property in acceptable condition?
X
4)
Are the grounds and landscaping in acceptable condition?
5)
Are trees and shrubs properly trimmed?
6)
Are the grounds free of erosion, foot paths and tree root elevation?
7)
Are sidewalks clean and in good repair?
X
8)
Is parking lot clean and in good repair with handicap parking clearly marked?
X
9)
Are recreational/common areas clean, maintained and accessible?
X
NO
N/A
X
X
X
X
10) Are laundry facilities clean, maintained and accessible?
X
11) Is facility equipment operable and in acceptable condition?
X
12) Is the area around the waste receptacles clean and are the enclosures in good repair?
13) Is the exterior of the buildings in acceptable condition?
X
X
14) Are hallways clean and maintained?
X
15) Are storage/maintenance areas clean, maintained and organized?
X
16) Are building foundations in good repair?
X
17) Are the gutters, downspouts and fascia boards on the buildings in good repair?
X
18) Do the building roofs appear to be in good condition?
X
19) Do balconies and upper level walkways appear to be in good condition?
X
20) Do windows, blinds, doors, and trim appear to be in good condition?
21) Is Management addressing all health, fire or safety concerns on the property? (Please list any repairs
currently underway in the “Comments” section.
22) Have repairs or corrections recommended or required from the last physical inspection been
satisfactorily completed?
X
X
X
COMMENTS: On the day of the site visit, the grounds and landscaping were not in good condition. Several areas throughout the property displayed
signs of erosion and recently cut out trees and bushes with protruding stumps. The majority of trash areas were in good condition; however one area
in the back corner of the property had several large pieces of furniture that were lying on the ground. The exterior of the units and roofs appears to be
in good condition. The parking lot was found to be in acceptable condition. The monument sign at the entrance of the property had a missing letter,
which provides negative curb appeal.
Finding:
The laundry rooms and pool area appeared clean, free from debris, and fully functional. However, the laundry room near building
10 was in need of a functioning smoke detector. Please provide a completed work order and/or picture showing the replacement of
a smoke detector in the laundry room no later than April 30th, 2013.
Two of the three broiler rooms inspected contained construction material and pool supplies. It is highly recommended that all
items be removed from the boiler rooms because they present a fire hazard. Please provide a completed work order and/or picture
showing the removal of these items no later than April 30th 2013.
SECURITY PROGRAM
1)
Part I
After review of the prior 3 months of police reports, the following incidents were noted and includes the number of times incidents occurred:
Incident Type
# of Occurrences
Burglary
4
Theft
5
Comments:
1(Robbery) 3(other)
1
Criminal Mischief
2
Personal Assault
Drug Activity
2
Gunfire
2
Domestic Violence
2
Disturbance
30
9(Noise) 21(Other)
Other
1
Animal Cruelty
2) Is the property currently following a crime prevention plan/program?
 The property does follow a crime prevention plan, but it was not documented in written form.
3) What pro-active measures is the property taking to address crime on the property?
 The resident services coordinator handles crime watch meetings and a courtesy officer patrols the property nightly.
4) How often is a light check conducted on the property? Who performs light checks on the property?
 The maintenance staff and patrol officer review lights on the property weekly to determine if any lights have gone out.
COMMENTS: Criminal activity remains high within the community. The property should continue to submit Monthly Crime Reports to TSAHC on the
10th of each month for all proactive measures and 911 calls for the previous month.
SECURITY PROGRAM Part II
1)
YES
NO
N/A
Is the Staff trained in addressing crime on the property?
X
 Does the Management Policy or the Resident Services Program address any of the following activities responding to the needs of the
community?
 Violent Crime
X

Drug Activity
X

Family Violence
X

Other
X
2)
Is the property free of graffiti and vandalism?
X
3)
Are criminal background checks being conducted on all residents over 18 years of age?
X
4)
Has a risk assessment been conducted to determine (risk) liabilities at the property?
X
COMMENTS: The manager stated that she thinks the new management company did a risk assessment prior to take over.
OFFICE
YES
1)
Is the office neat, the desk uncluttered?
X
2)
Are accurate office hours posted?
X
3)
Are emergency phone numbers posted?
X
4)
Are the EHO logos clearly posted?
X
5)
Are the following displayed in full view in the leasing office?

Fair Housing Poster
X

Occupancy Qualifications
X
6)
Are property licenses and permits on file and renewed on a timely basis?
X
7)
8)
Are insurance binders maintained on vendors on-site and/or at the corporate office?
Is there a compliance department that ensures the set aside and eligibility requirements are being
maintained?
Which of the following community amenities are provided for resident use?
X
9)
NO
N/A
X

Playground
X

Community Room
X

BBQ/Picnic Area

Laundry Facility(3)

Business Center

Pool
X

Other (volleyball court-without a net or balls)
X
X
X
X
COMMENTS:
KEY CONTROL
YES
1)
Are all property keys properly coded?
X
2)
Is key box locked and secured?
X
NO
N/A
2
3)
Is the key code list kept separate from the key box?
X
4)
Are locks being changed during turnover of vacant units and turnover of staff?
X
COMMENTS: Management stated that work orders are opened for all lock changes.
MAINTENANCE PROGRAM
1)
2)
3)
4)
5)
6)
7)
8)
YES
NO
N/A
Does the property have a preventative maintenance program?
X
Is the preventative maintenance schedule being implemented?
X
Is the maintenance shop clean and organized?
X
How often are Pest Control services provided?
 Pest control services are provided every Friday.
Does the maintenance area have properly documented MSDS material and chemicals labeled properly?
 The MSDS binder was available to review and contains current documentation.
What is the policy on follow ups for completed service requests?
 The staff follows up on work orders completed for major repairs or repetitive issues.
What is the property’s after hours emergency policy?
 Residents call the posted emergency phone number and calls are answered by an answering service. The answering service determines if the
request is an emergency and, if so, forwards the call to the on-call maintenance staff member. The on-call maintenance staff member makes
the determination if the item can wait or if it needs to be addressed immediately.
What capital improvements have been scheduled or completed for this budget year?
 Management stated that they plan to replace carpet and blinds in vacant units this budget year.
Detail of Ongoing Repairs and Replacements Completed in Last Budget Year
9)
Unit Interior upgrades

There were not any unit interior upgrades in 2012.
10) Appliance Replacements

Appliances were replaced as needed.
11) Building Exterior repairs

No building exterior repairs were completed in 2012.
12) Curb Appeal upgrades

Curb appeal upgrades were not performed last year.
13) Amenity upgrades

No amenity upgrades were done in 2012.
14) Other repairs or replacements

The property did not complete any other repairs or replacements last year.
The following information was reported for the month of March 1, 2013-March 31, 2013:
Number of service requests received:
161
Number of service requests completed:
154
Number of service requests completed within 24 hours:
79
Number of outstanding service requests:
7
COMMENTS:
Observation:
Service requests are not being opened or closed daily in the software system. The work order directory reflects that 22 of the
161(14%) work orders opened in March took longer than 7 days to complete. The report also reflects 7 outstanding work orders and
3 work orders that have completion dates prior to the opening date. Resident retention/satisfaction is often strongly related to the
maintenance program. Diligent use of the software system and accuracy of the information entered is strongly recommended.
MARKETING
1)
Complete the table below with the most recent information available.
SOURCE
COST
# of Prospects
# of Leases
Drive-By/Word of Mouth
$58
67
11
Flyers
$39
0
0
Resident Referral
Locator Service(50%) 3-4/month (average rent is $700)
Printed Advertising: Apartment finder
Internet Advertising (go section 8)
$900
9
2
$1225
2
2
$399
0
0
$21
4
2
3
Other Source (prior resident, outreach marketing)
$0
TOTAL
$2642
6
1
88
18
NO
N/A
The rental activity reflected in the above table was for the month of March 2013.
YES
2)
Is the property doing bilingual advertising?
X
3)
Does the property have any competitors nearby?
X
4)
How often are competitors shopped?

5)
Competitors are shopped quarterly.
How often is a market survey completed?

A market survey is completed monthly.
COMMENTS:
Observation:
Management is in violation of Section 535.20(a) of the TREC rules containing an exception that allows a third party (i.e. a person
who is not named as the resident on the lease that generates the locator’s commission) to accept a very limited referral fee.
(Information on the rule can be found on pages 528-531 in the TAA Redbook.) The rule was discussed with management during the
asset oversight review. It is suggested that management adhere to the Section 535.20(a) of the TREC rules.
LEASE RENEWAL
1)
What percentage of residents renewed last month, past 6 months, and past 12 months?
3)

5)
NO
Current:
0%
6 months:
43%
Does it appear that an effective lease renewal program in place?
2)
4)
YES
N/A
X
12 months:
41%
When are the lease renewal/rent increase notices sent to residents?
Renewal and recertification notices are sent to residents 90 days before expiration and every 30 days thereafter.
Are individual files being reviewed to determine renewal/non-renewal status?
X
How are renewals tracked and monitored?
 A renewal binder is being used to track recertifications.
6)
Are rent increases being implemented?
X
7)
What is the number of month-to-month leases?
18
8)
What is the month-to-month charge?
$50 + MKT
COMMENTS:
Observation:
The property currently has 18 residents on month to month leases. This allows for a great level of vulnerability for the property if
those residents choose to move out at the same time. It is suggested that Management increase efforts to renew month to month
leases to decrease the potential for abrupt lost income.
The current and annual resident retention has dramatically decreased compared to the 2012 Asset Oversight report. Management
stated that the property had 23 expiring leases for March and 23 residents decided not to renew their lease. Management states
that they think some of this is due to the recent management changes. It is imperative that the resident retention be looked at
regularly and tracked accurately. It is recommended that an immediate action plan be devised to determine the leading causes of
resident dissatisfaction. Once the cause is determined an action plan to improve the issue should immediately be put into place.
VACANT/MAKE READY UNITS
1)
Number of vacant units at time of activity report:
2)
Number of completed made ready units at time of activity report:
3
3)
Number of completed one bedroom units at time of activity report:
2
4)
Number of completed two bedroom units at time of activity report:
1
5)
Number of completed three bedroom units at time of activity report:
NA
6)
Number of uncompleted made ready units at time of activity report:
50
7)
Number of uncompleted one bedroom units at time of activity report:
38
8)
Number of uncompleted two bedroom units at time of activity report:
12
9)
Number of uncompleted three bedroom units at time of activity report:
NA
53
Units Walked (model and minimum of 3 make ready units)
4
Unit #
Brief Description (See Unit Inspection Sheet for details)
511
2x2 Full turn needed
713
2x2 Upgraded Unit, Full turn needed
1001
2x2 Full turn in progress, cracked toilet lid, NO OPERATIONAL SMOKE DETECTOR
1206
1X1 Nearly ready
1223
1x1 Full turn needed, NO OPERATIONAL SMOKE DETECTOR
1606
1x1 Ready
1820
1x1 Ready
Units Walked (units vacant and unready for extended period of time and all down units)
Unit #
Brief Description (See Unit Inspection Sheet for details)
414
2x1 (Vacant more than 150 days) Full turn needed, front door was not properly locked
510
2x2 (Already listed as a down unit) no fixtures or appliances, needs new carpet
611
2x2 (Vacant more than 180 days) Unit is stripped, full turn needed. NO OPERATIONAL SMOKE DETECTOR
1224
1X1(Already listed as a down unit) Stripped, not being made ready, NO OPERATIONAL SMOKE DETECTOR
1709
1X1(Already listed as a down unit) Stripped, not being made ready
1710
1x1 (Vacant more than 195 days) Unit is stripped, full turn needed. NO OPERATIONAL SMOKE DETECTOR
1713
1x1 (Already listed as a down unit) Unit is being used for storage and maintenance shop. NO OPERATIONAL SMOKE DETECTOR
1904
1x1 (Already listed as a down unit) Full turn needed, NO OPERATIONAL SMOKE DETECTOR
1914
1x1(Vacant more than 120 days) Full turn needed
2107
1X1(Already listed as a down unit) Stripped, not being made ready, NO OPERATIONAL SMOKE DETECTOR
YES
1)
Does the Unit Availability Report match the make ready board?
X
2)
Are units being turned in a timely manner?
X
3)
Are there any down units?
X
4)
Are there vacant units that have been vacant for an extended period of time?
X
5)
NO
N/A
What system is used by management to monitor the timely preparation of units?

6)
The make ready board and unit availability report are used to monitor the timely preparation of units.
How often are occupied units inspected?

7)
Occupied units are inspected once annually.
How often are vacant units inspected?

8)
Vacant units are inspected at initial vacancy and during make ready. Extended vacant units are not being inspected regularly.
How many vacant unready units are in progress of being made ready?

9)
Fifteen vacant units are in the process of being made ready.
What is the company policy on the number of days to turn vacant units?

Company policy is to turn vacant units in 5 business days.
COMMENTS:
Observation:
Management stated that units with extended vacancy are not being inspected regularly. It is critical that all vacant units are
inspected frequently to ensure there are not any leaks, squatters, or pest issues. It is suggested that management implement a
plan to better monitor the status of all vacant units.
Findings:
Units 611 and 1710 are considered down because they are not available for rental on a continuous basis to members of the general
public. The units must be deleted from the April 2013 Unit Status Report due May 10, 2013 until repairs are made. The unit
designation must be market until a qualified household occupies the unit. In response to this review, the owner must submit proof
that the units are back on-line and available for rental to the general public in the form of invoices, work orders, pictures, and/or
Tenant Income Certifications to TSAHC.
On the day of the site visit, units 611, 1001, 1223, 1224, 1710, 1713, 1904, and 2107 did not have working smoke detectors.
Management must ensure that all community spaces as well as each apartment has a working smoke detector to ensure the safety
of residents. Proof that operational smoke detectors have been installed must be submitted to TSAHC by April 30, 2013.
BUDGET MANAGEMENT
1)
Is management using the current budget to monitor and control operating expenses?
YES
NO
N/A
X
5
2)
How many bids are solicited in order to obtain materials, supplies, and services?
Three bids are collected in order to obtain materials or services.
3) Have there been any large unexpected repairs or purchases that have negatively affected the budget?
 Management stated that no major unexpected repairs or purchases haven taken place thus far.
4) Explain YTD variances of 10% or greater.

Expense Items that Varied by 10% or Greater from the Budget for Year to Date Operations Ending
(Please note that a positive variance is under budget and a negative variance is over budget.)
EXPENSE ITEM
Personnel Expenses
ACTUAL
BUDGET
VARIANCE
%
$42,108
$79,519
$37,411
47%
Administrative Expenses
$4,656
$11,815
$7,159
61%
Leasing Expenses
$2,347
$5,646
$3,299
58%
Service Expenses
$15,548
$26,757
$11,209
42%
Cleaning & Decorating Expenses
$15,325
$25,345
$10,020
40%
Repairs & Maintenance Expenses
$9,310
$13,675
$4,365
32%
$27,298
$31,394
$4,096
13%
Property taxes & Insurance
EXPLANATION
Office Salaries, maintenance Salaries, Group
Employee Insurance, Employers FICA taxes
Professional Services, Telephone and Answering
Service
Locator fees, Referral fees, Project Promotions
Exterminating Services and Supplies,
Security(Patrol)
Contract cleaning and supplies, Carpet Cleaning
HVAC Supplies & Repairs, Pool Supplies & Repairs,
Miscellaneous Repairs & Maintenance
Hazard/Liability Insurance
COMMENTS:
REVENUE
FOR THE MONTH OF FEBRUARY, 2013
YEAR TO DATE 2013
Gross Potential
$242,943
Gross Potential
$485,065
Budgeted
$239,602
Budgeted
$478,598
Variance + (-)
$2,891
Collected to Date
$185,810
Variance + (-)
$6,468
Collected to Date
$388,711
Other Revenue
$20,123
Other Revenue
$37,127
Total Collected
$205,936
Total Collected
$425,838
Budgeted
$212,708
Budgeted
$423,462
Variance + (-)
-$6,772
Variance + (-)
$2,376
COMMENTS:
ACCOUNTS PAYABLE
1)
Is the payable report up to date?
YES
NO
N/A
X
2)
3)
Is the property in good standing with all vendors?
How often are invoices processed?
 Invoices are processed weekly on Thursdays.
4) If payments are a problem, what is management doing to correct the problem?
 New management is currently reaching out to vendors to obtain accurate vendor balances.
COMMENTS:
DELINQUENCIES
X
0-30 Days:
$31,821
30-60 Days:
$22,309
60 Days and
Over:
$91,530
TOTAL
$145,660
YES
NO
N/A
1)
2)
Is the delinquency report up to date?
X
What is the collection policy for outstanding rents?
 Rent is due on the 1st day of the month and is late on the 3rd day of the month. A 3 day notice to vacate is given on the 4th.
3) When is legal action taken against delinquent accounts?
 Evictions are typically filed around the 10th of the month.
4) Does the property currently have any resident(s) under eviction?
X
5)
Does Housing have any outstanding balances?
COMMENTS:
X
0-30 Days::
$9,247
6
RETURNED CHECKS
30-60 Days:
$1,921
60 Days and
Over:
$0
TOTAL
$11,168
YES
NO
N/A
3
1)
Total number of returned checks in the past 3 months:
2)
Has the manager collected and deposited all returned checks?
X
3)
Is the manager following company policy on returned checks?
X
COMMENTS: The management policy for all NSF’s is a $50 charge.
PERSONNEL
YES
1)
Does owner/agent have a system/procedure for providing field supervision of on-site personnel?
X
2)
Does the property appear to be adequately staffed?
X
3)
Is overtime being controlled?
X
4)
Were requested pre-audit reports submitted on time?
X
5)
Does it appear that personnel are team oriented?
X
6)
Are name tags/photo IDs being worn by the maintenance personnel?
X
NO
N/A
7)
8)
Was management staff prepared for the site visit?
X
How often are staff meetings held?
 Staff meetings are held weekly.
9) Have personnel been trained in Fair Housing?
X
10) List training staff has received in the past year.
 Management utilizes Grace Hill / Elizabeth Moreland training. The following courses have been taken in the past year: sexual harassment, fair
housing 101, asbestos, and lead training.
COMMENTS:
OWNER PARTICIPATION
YES
NO
N/A
1)
2)
Does the owner have access to computer generated reports?
X
How often are the reports submitted to the owner?
 Weekly operations report include occupancy, lease trends, vacant/ready, collections, delinquency, and payables.
3) What is the dollar amount of an unbudgeted or over budget expense that requires owner approval for the release of funds?
 The onsite manager has a $500 allowable and the district manager has a $2500 allowable.
4) Are the funds for needed capital improvement items, turning of units, and marketing campaigns
X
released by the owner according to what has been budgeted?
COMMENTS:
SUMMARY OF OBSERVATIONS AND FINDINGS
Observations:
Service requests are not being opened or closed daily in the software system. The work order directory reflects that 22 of the
161(14%) work orders opened in March took longer than 7 days to complete. The report also reflects 7 outstanding work orders
and 3 work orders that have completion dates prior to the opening date. Resident retention/satisfaction is often strongly related
to the maintenance program. Diligent use of the software system and accuracy of the information entered is strongly
recommended.
Management is in violation of Section 535.20(a) of the TREC rules containing an exception that allows a third party (i.e. a person
who is not named as the resident on the lease that generates the locator’s commission) to accept a very limited referral fee.
(Information on the rule can be found on pages 528-531 in the TAA Redbook.) The rule was discussed with management during
the asset oversight review. It is suggested that management adhere to the Section 535.20(a) of the TREC rules.
The property currently has 18 residents on month to month leases. This allows for a great level of vulnerability for the property if
those residents choose to move out at the same time. It is suggested that Management increase efforts to renew month to month
leases to decrease the potential for abrupt lost income.
The current and annual resident retention has dramatically decreased compared to the 2012 Asset Oversight report. Management
stated that the property had 23 expiring leases for March and 23 residents decided not to renew their lease. Management states
that they think some of this is due to the recent management changes. It is imperative that the resident retention be looked at
regularly and tracked accurately. It is recommended that an immediate action plan be devised to determine the leading causes of
resident dissatisfaction. Once the cause is determined an action plan to improve the issue should immediately be put into place.
Management stated that units with extended vacancy are not being inspected regularly. It is critical that all vacant units are
inspected frequently to ensure there are not any leaks, squatters, or pest issues. It is suggested that management implement a
plan to better monitor the status of all vacant units.
7
Findings:
The laundry rooms and pool area appeared clean, free from debris, and fully functional. However, the laundry room near building
10 was in need of a functioning smoke detector. Please provide a completed work order and/or picture showing the replacement
of a smoke detector in the laundry room no later than April 30th, 2013.
Two of the three broiler rooms inspected contained construction material and pool supplies. It is highly recommended that all
items be removed from the boiler rooms because they present a fire hazard. Please provide a completed work order and/or
picture showing the removal of these items no later than April 30th 2013.
Units 611 and 1710 are considered down because they are not available for rental on a continuous basis to members of the
general public. The units must be deleted from the April 2013 Unit Status Report due May 10, 2013 until repairs are made. The
unit designation must be market until a qualified household occupies the unit. In response to this review, the owner must submit
proof that the units are back on-line and available for rental to the general public in the form of invoices, work orders, pictures,
and/or Tenant Income Certifications to TSAHC.
On the day of the site visit, units 611, 1001, 1223, 1224, 1710, 1713, 1904, and 2107 did not have working smoke detectors.
Management must ensure that all community spaces as well as each apartment has a working smoke detector to ensure the
safety of residents. Proof that operational smoke detectors have been installed must be submitted to TSAHC by April 30, 2013.
8
9
10
11
12
13
14

Briarcrest - Texas State Affordable Housing Corporation

Transcription

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