Recurring Lawn Care for Vacant/Occupied Properties

Overview

This document outlines the process for managing lawn care and maintenance of vacant and non-vacant properties. It is designed to ensure timely and efficient communication and coordination with our lawn care vendors.


Key Terms

  • Vacant Lawn Mows: A list of vacant properties on a bi-monthly lawn care schedule.
  • Lawn Care Vendors: Currently, the vendors are Lost Pines and Ubaldo/Jose DeLeon.
  • Vacancy Spreadsheet: The master list tracking vacant properties and their lawn care status.

Responsibilities

  • The Maintenance Coordinator is responsible for managing the entire lawn care scheduling and communication process.
  • Maintenance Coordinator is tasked with creating and maintaining this wiki in HS.
  • Assistant Property Manager will review the wiki for accuracy and provide feedback.
  • Weekend Operations Coordinator should be included in all communications regarding lawn care updates.
  • APM or Leasing Coordinator should be consulted for confirmation about lawn care needs for newly onboarded vacant properties.
  • Anna (APM Help) can provide some guidance on recurring lawn care bills, but is not the primary contact for scheduling.

Process Overview

1. Managing Vacant Lawn Mows

  • Vacant properties requiring lawn mowing are scheduled on a bi-monthly basis with Lost Pines or Ubaldo/Jose DeLeon.

    The Vacancy Spreadsheet is an ongoing, continuously updated list that tracks which properties require lawn mowing.

    When a new vacant property appears on the vacancy spreadsheet, the Maintenance Coordinator must:

    • Confirm if it requires bi-monthly mowing with the APM or LC1.
    • Add the property to the bi-monthly lawn mowing schedule.
    • Email the appropriate lawn care vendor to add or remove properties from their service list.
    • Update the Vacancy Spreadsheet accordingly.
    • Include Paulo in all email communications.
  • Timely communication with lawn care vendors is crucial to ensure lawn care starts or stops as required.

2. Non-Vacant Lawn Maintenance

  • Some lawns are maintained by vendors even if the property is not vacant.

    The Maintenance Coordinator should:

    • Obtain the list of these properties from both vendors.
    • Confirm the accuracy of this list.
    • Verify any recurring lawn care bills or schedules with Anna (APM Help) if necessary.

3. Communication Protocol

  • Historically, two separate email chains exist for each lawn care company.
  • Use these chains to update vacancy status and inform vendors of any changes.
  • Maintain ongoing communication to ensure accuracy and timely lawn care.
  • Always loop in Paulo on these communications.

Summary of Action Items

  • Monitor the Vacancy Spreadsheet regularly.
  • Confirm lawn care needs with APM or LC1 for new vacant properties.
  • Add/remove properties from bi-monthly lawn care schedules.
  • Email vendors promptly with updates.
  • Update the Vacancy Spreadsheet after each change.
  • Include Operations Coordinator in all vendor communications.
  • Maintain separate lists for vacant and non-vacant lawn care properties.
  • Consult Anna (APM Help) for billing-related questions only.
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