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.