HPPM Training. Leasing & APM Call

Transcription

1 HPPM Training Leasing & APM Call

2 Time Change With setting our clocks back, it is now getting darker sooner. We ve had a lot of questions about touring and office hours. We do not do holiday hours, or winter hours. All offices are still open: Monday Friday from 9am 6pm Saturdays from 10am 4pm Do not show after dark. This Photo by Unknown Author is licensed under CC BY-NC-ND

3 HPPM Portal We have revamped the portal to make it more user friendly! Please, if you do not have access to the HPPM Portal, please ask your manager or you can reach out to me. EVERYONE should have access to this Portal and use it daily. We ve added training! Check out the new Training tab! All forms being used on your property MUST be an HPPM form. Please also check your dates. You should not be turning in a spreadsheet with 2017 dates on it. Have resident events going on? Send me your pictures! I will put them on the website!

4 Holidays With the holidays coming up, each property can do their own holiday party with their teams. Rules: $25 limit per person No alcohol allowed The office can be closed for 2 hours for lunch either in your office or at a restaurant. Managers, Please send your PPS a quick with your plans and the date.

5 HUD and the Holidays With the holidays right around the corner, here are some statements from HUD regarding the holidays: HUD has determined that Christmas trees, Santa Claus, the Easter Bunny and other such decorations are not of a religious nature. The use of these decorations is, therefore, not a violation of the Fair Housing Act, no matter how prevalent they are.

6 HUD and the Holidays Here are six dos and don ts to help get you through the holiday season without violating fair housing laws: DON T refer to a particular religions holiday, either through words or symbols. By not referring to particular religions holiday, you are less likely to offend a member who celebrates another holiday. You will also be less likely to have to accommodate a member s request to represent another holiday in the decorating process. DO use nonreligious decorations. Put up a Happy Holidays sign rather than a Merry Christmas or Happy Hanukah sign. Put up a snowman instead of a Christmas tree. If you plan on putting up a tree, call it a holiday tree and allow the members to decorate it with items that represent their religious beliefs and winter activities they enjoy.

7 HUD and the Holidays DO give all religions equal representations if you use religious decorations. Include decorations for all the holidays celebrated in that month and make sure that the decorations are of comparable size and visibility. DO throw holiday parties or winter celebrations. This helps bring the community together without leaving out members with different religious beliefs. DO offer equal access to all religions when reserving the clubhouse or other facilities. It is okay to allow the clubhouse to be used for a member s religious holiday party, as long as it is made available for all such parties. In addition, make sure that the clubhouse is rented on a first-come, first-served basis, not based on whether the date is more appropriate for a particular holiday. DON T distribute religious cards or gifts. It is okay to give holiday cards to members or staff during the holiday season, as long as they are not religious in nature. In addition, holiday wishes in the association newsletter should either state every holiday or none at all. Happy Holidays or Seasons Greetings will do.

8 Lunch Policy With the holidays coming up, we want to reiterate HPPM s policy on lunches: Every employee is entitled to a 1 hour lunch. Lunches should be staggered between the hours of 11am and 2pm. This does not mean take a long lunch from Extended lunches are not allowed unless you have prior approval. Office MUST be open during 9-6 without fail so lunches have to be staggered. This Photo by Unknown Author is licensed under CC BY-SA-NC

9 WOW Fridge and Coffee Bar We are working on getting a national company to deliver your supplies for your WOW Fridge and Coffee Bar! If your office does NOT have a Keurig, please me asap. Please cease or purchase as little as possible for your WOW Fridge and Coffee Bar until we roll this out.

10 Shopping Reports I have some good and not so good news We had some really good shop reports for Q3!! We have also gone from trending in the 80% range for Q1-2, down into the 70% range portfolio wide

11 Shopping Reports What does this mean? Everyone needs to be using the Phone Guest Card for EVERY prospect call. Smile, Stand and Shake when someone enters your office. YOU have to fill out the guest card. Accept ID s from everyone over 18. Show the amenities and lead your tour. Work with your teams to overcome areas of need in touring. ASK for the lease! You must ask for the application and to put down a hold fee. FOLLOW UP This is the most failed section of every shop report. Please make sure to follow the entire follow up procedure laid out for you in the Operating Practices.

12 Shopping Reports Fair housing is a must! Please make sure you are answering those questions correctly: What type of people live here? Do you have a lot of kids/elderly/singles, etc.? We rent to everyone who qualifies per our company s qualification standards. Is there a lot of crime in the area? How safe is this property? Unfortunately we do not have those statistics, but if you contact the local police department, they should be able to give you those answers.

13 Guarantor Process There is now a Guarantor Application/Lease document in Blue Moon that will need to be used going forward. Guarantors cannot sign a Blue Moon lease as they do not have any rights to the apartment. Per the Operating Practices: Once you screen your applicant, if the result yields a Guarantor is Needed result, then you can have the guarantor fill out the Lease Contract Guaranty form within Blue Moon. This is the only form they will need to fill out. You ll also collect an application fee and proof of income and they must meet all criteria. The guarantor must qualify financially for the full amount of rent in addition to their own mortgage or rent payment at 4x the rent. A guarantor is fully responsible for the rent obligations of the Lease Agreement if the occupying residents default. They will NOT sign a Blue Moon Lease or Addendums. Team members will advise guarantors of their obligations.

14 Non US Citizen Application Form Blue Moon has a separate application for anyone who applies that does not have a social security number. Login to Blue Moon Select Application Forms at the top of the screen Select Supplemental Rental Application for Non-Citizens Print

15 Expirations & H04 We are finding more and more H04 policies within Yardi that do not have expirations, therefore alerts are not accurate when these policies expire. Please make sure you are putting in the end dates for H04 policies. If this continues to be an issue, we will have to require all policies have an end date, including RLL policies.

16 Roommate Promotions When you have a Roommate Release (after remaining parties have been requalified), sometimes you ll have to do a Roommate Promotion. Function>Promote Roommate Select Roommate to Promote Move Out Date Reason For Move Out Make sure you DO NOT select Manual Deposit Accounting, leave that box unchecked Click Next Select additional Roommates to keep or remove and click Next Select any Rentable Items POST

17 Month to Month If resident inquires and chooses to go on month to month, have them sign a MTM Addendum. A month to month fee of $ will be applied on top of market rent (or current rent whichever is higher) and the resident will be placed on MTM in Yardi using the MTM function. The month to month fee is not added until the 1 st day after the expiration of the lease. Encourage MTM customers to sign a lease. Residents will receive a 30-day notice any time the market rent or MTM fee increases. A month to month fee will be applied in full for the month the expirations takes place in, will not be removed retroactively and will not be prorated on or off the ledger.

18 Chain of Command We want to make sure everyone is aware of the chain of command: Leasing & APM reach out to the Property Manager Property Manager reach out to Portfolio Property Specialist Also, please make sure you give ample time for a response. A lot of time the person you need answers from is traveling, or working with another property. Please be patient with us, we will get back to you!

19 You have the floor! What topics would you like to discuss? Questions? Comments?