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.