Recurring Lawn Care for Vacant and Occupied Properties

Overview and Purpose

Outlines the process for managing recurring lawn care and maintenance for both vacant and occupied properties. Its purpose is to ensure properties are properly identified, accurately tracked, and assigned to the correct lawn care vendor. This process helps us keep data accurate and coordinate with property team members and approved lawn care vendors.

Key Terms

Vacant Properties:

Properties listed in the Vacancy Spreadsheet under the “Move-Outs” tab. These may require bi-monthly lawn care depending on eligibility.

Occupied Properties:

Properties currently occupied but still receiving lawn service (maintained by the owner, in rare cases). These must be verified periodically.

Responsible Person

Maintenance Coordinator / Operations Coordinator

• Responsible for ensuring accuracy and consistency in the following:
• Identifying properties needing bi-monthly lawn care
• Identifying occupied properties requiring recurring lawn care
• Keeping all tracking sheets updated with correct statuses
• Communicating consistently with vendors and updating PM when needed

• Confirming unclear billing/schedules when necessary

  
  

Lawn Care Vendors (Approved Vendors Only)

Bi-monthly lawn care may only be assigned to the vendors below:

Ubaldo DeLeon:  Handles West Gate properties ONLY

Lost Pines Power Washing LLC: Handles ALL properties NOT in West Gate

Tools / Systems Used

Vacancy Spreadsheet (Excel) →  "Move-Outs".

Lawn Care Monitoring Sheet / Masterlist - Lawn Care Vendor Masterlist

Process Steps

Step 1: Review Move-Out List

Open the Vacancy Spreadsheet. Navigate to the "Move-Outs". tab

Review properties listed under: Property Address (Column J)

Step 2: Verify if the Property Qualifies for Bi-Monthly Lawn Care

A property qualifies if it meets ALL the following criteria:

Qualification Criteria

1. Property has a lawn to maintain

Check AppFolio photos. Review Annual Inspection records if needed

2. Property is vacant or has a confirmed move-out date

Confirm move-out date in Column A. If unclear, verify with LC1 or  Property Manager

Step 3: Assign Qualifying Properties to the Correct Vendor Masterlist

If the property qualifies:

Assignment Rules

If the address is in West Gate, → Add to the  Ubaldo Spreadsheet  Masterlist

If the address is NOT West Gate → Add to Lost Pines Spreadsheet Masterlist

Required Information to Add

When adding a property to the vendor masterlist, always include:

Property Address

Move-Out Date

Move-In Date

📌 Move-out date determines when the vendor may begin servicing the property.

📌 Move-in date determines when the vendor may stop servicing the property.

Step 3B: If the Property Does NOT Qualify

If the property does not meet eligibility requirements:

Mark “N/A” under:

Lawn Maintenance (Column M) in the Vacancy Spreadsheet

Common Disqualifiers

❌ No lawn/desert landscaping only

❌ Property is already occupied (Tenant is responsible)

❌ No confirmed vacancy or move-out date

❌ Property does not require lawn upkeep

Occupied Property Lawn Care (Owner-Maintained Properties)

Some occupied properties require recurring lawn care because the property owner (Landlord) is responsible for yard maintenance per the lease agreement.

The list is usually already available to vendors' end, but if updates are needed,

• Request the current list of occupied properties receiving lawn care from: Lost Pines or Ubaldo / Jose DeLeon
• Review the Lease Agreement in AppFolio: Go to Page 9, Locate Section B: Yard Maintenance. Confirm the lease contains wording such as: “Landlord’s Expense,” “Landlord will maintain the yard,” or any similar verbiage indicating owner responsibility
• Or confirm recurring lawn care schedule or billing status with: Anna (APM Help)

📌 Purpose of Verification:

This step is done to ensure we are not duplicating properties already assigned to vendors and that only eligible occupied properties remain on recurring lawn care schedules.

Communication Process (Vendor and team Updates)

Anytime there are updates or changes, we need to notify the assigned lawn care vendor and update our vendor list. This helps them stay on track and avoid servicing the wrong properties.

Send an update/email if we notice any of the following changes:

New vacant or upcoming move-out properties ( Usually Monthly) - Include the move-out date so the vendor knows when to start service.

Move-in / no longer vacant properties: If a property was vacant but has been sold or has a confirmed move-in date, notify the vendor so lawn care can be stopped or adjusted.

Sudden changes: This includes unexpected updates, such as:

Management changes, Property removed from our portfolio. Ownership updates: Any situation where lawn service needs to stop immediately.

Vendor Update Email Template ( Sample)

Subject: Lawn Care Update – New / Ending / Move-In Properties

Hi Team,

Here are the latest updates for the vacant properties requiring lawn care service. Please review and adjust scheduling as needed.

1. NEW VACANT PROPERTIES – Please Start Service

The properties below are currently vacant or scheduled to be vacant by the end of March.

Please begin bi-weekly lawn service starting in April.

Property 1 (Move-out Date: //____)

Property 2 (Move-out Date: //____)

2. MOVE-IN CONFIRMED – Please End Service

The property below has a confirmed move-in date.

Please schedule the final lawn service before the tenant moves in.

Property 4 – Move-in Date: March 30th

3. Please STOP SERVICE (Scenario)

The properties below will no longer be under our management, effective end of March.

Please stop all future lawn services after your last scheduled visit.

Also, please confirm the most recent service date completed.

Thank you!

Send the update to: Assigned Vendor and CC: PM (for awareness and tracking)

-End-