GDC Annual Audit-01 _format_
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Document Sample
GDC Properties Annual Community Audit
Select Community Community Name Audit Date
Area Manager AM Auditor 1 (area mgr)
Community Manager Manager Auditor 2 (other)
Service Manager Service Mgr Auditor 3 (corp office) n/a
GO TO Annual Audit of Community Name 2011 Score n/a
Marketing Address
city state zip 2012 Score
Leasing Admin
Current Year Score Breakdown Print Action Plan
Office Admin Section Weight Possible Scored Percent
Marketing 10% 390 0 Save Audit
Maint Admin
Leasing Admin 20% 555 0
Physical Insp Office Admin 20% 535 0
Maint Admin 10% 105 0
Safety Comp Physical Inspection 30% 775 0
Safety Compliance 10% 570 0
Total 100% 2930 0 0.0%
5/17/2012
2012 Score
2011 Score
NA
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This is the Marketing component of the Annual Audit. Various aspects of marketing such as curb appeal
and leasing center image will be assessed.
All questions will be scored on a 1-5 scale. Each question will be assigned a Point Level of A (3 pts), B (2 pts) and C (1 pts). The total score for each question will be the score multiplied
by the assigned Point Level.
MARKETING
External Leasing Center Image Auditor's Notes
1 Were the Leasing Center Hours accurate and posted in a highly visible area? B
2 Was the Leasing Center phone number displayed in a highly visible area? B
3 Was an emergency number posted outside the Leasing Center? A
4 If marketing tools were in use (flagsbootlegs) were they promoting a positive image? C
5 Was the signage clean and presenting the image of the community? A
6 Was the directional signage placed in a clear and visible area? A
7 Were there any vehicles with flat tires, abandoned, or in a state of disrepair? C
8 Was there seasonal color at the main entrance of the community? A
9 Was the main entrance free of trash, cigarette butts, and debris? B
10 Was the exterior of the Leasing Center neat and well maintained and attractive? A
11 Did the community have GDC or other appropriate property doormats? C
12 Was all door hardware (locks, doorknobs, and kickplates) in good condition? C
TOTAL POSSIBLE External Leasing Center=125 TOTAL SCORED External Leasing Center=0
Internal Leasing Center & Image Auditor's Notes
1 Did the Leasing Center have a pleasant scent? B
2 Were the desktops neat and free of papers? B
3 Were community brochures displayed? B
4 Was soft background music playing? C
5 Was a Federal Fair Housing poster displayed? A
6 Was the Applications Qualifications Poster displayed in clear view? A
7 Was a "NO CASH ACCEPTED" sign posted on the leasing desk? B
8 Was a "PHOTO ID REQUIRED TO SHOW COMMUNITY" displayed on the leasing desk? B
9 Is there a sign on hand indicating that our staff is out showing an apartment home? C
10 Were refreshments available to prospective guests? B
11 Was the Leasing Center décor and accessories appropriate and in good repair? A
12 Were any packages obstructing entrances and/or in sight of the public? B
13 Were the Leasing Center bathrooms clean and lighted? C
14 Is the carpet, tile, and paint in good condition? A
15 Was the Leasing Center well lighted? A
16 Were the office associates dressed clean, neat, and professionally? A
17 Were the office associates wearing GDC name tags? A
18 Was a Federal Wage and Hours Poster posted in the office? A
19 Was a Workers Comp Poster and a Panel of Physicians posted in the office? A
20 Was a clear site plan available? B
21 Are all advertisements both print and on-line professionally displayed with accurate info? B
22 Is the Community Presentation Folder up to date and displayed? A
23 Are current price sheets available and not displayed for the public? B
TOTAL POSSIBLE Internal Leasing Center=265 TOTAL SCORED Internal Leasing Center=0
TOTAL POSSIBLE MARKETING=390 TOTAL SCORED MARKETING=0
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Auditor's Commentary
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This component of the Annual Audit covers Leasing Administration including Guest Card documentation,
Leasing activity in addition to Application, Renewal and Resident File maintenance.
All questions will be scored on a 1-5 scale. Each question will be assigned a Point Level of A (3 pts), B (2 pts) and C (1 pts). The total score for each question will be the score
multiplied by the assigned Point Level.
LEASING ADMINISTRATION
Guest Cards Auditor's Notes
Randomly select 30 Guest Cards from the beginning of the year to current month
1 How many guest cards contained name, address, and phone number? B
2 How many guest cards were entered into AMSI with correct dates? A
3 How many guest cards had follow up phone calls completed and documented w/in 48 hours? A
4 How many guest cards had thank you cards documented w/in 72 hours? A
5 How many guest cards contained desired unit types and move-in dates? B
TOTAL POSSIBLE Guest Cards=65 TOTAL SCORED This Section=0
Leasing Activities Auditor's Notes
1 If the community is less than 95% occupied, is a GDC marketing plan completed and in use? B
2 Is the Priority Wait Club in use? C
3 Has the community tracked their corporate marketing in the Outreach Marketing Analysis B NA
Book?
4 Has the Market Comp Form been updated within the last 15 days? B
5 Has outreach marketing (broker/merchant/neighborhood) been documented every 45 days? B
6 Are Resident Referral fees posted in the Leasing Center? A
7 Are Resident Referral fees being tracked in the outreach marketing log? B NA
8 Is a Hot Sheet in use if any apartments are vacant greater than 15 days? B
9 Are the print advertisements accurate (I.e. Apt Guide, For Rent)? A
10 Is a Social Activity Schedule in use? C
11 Is the Market Ready Board out of the view of prospective residents? B
12 Is the Expiration Management Board updated and out of view of prospective residents? A
13 Is a professional voicemail system in place with prompts for on-call emergency? A
14 Is a professional on-hold system in place properly advertising the community? A
BONUS: Add two points for every Resident Retention effort currently in place (max 6 pts).
TOTAL POSSIBLE Leasing Activities=155 TOTAL SCORED Leasing Activities=0
Applications Auditor's Notes
Select ALL current applications (max 10) and 10 previous applications
1 a. Were applications signed by all relevant applicants? B
b. Were applications received with application and holding fees? B
c. Were applications verified with the 18 point scale? A
d. Were applications verified and signed by the manager? A
e. Were applications verified within 72 hours? B
2 Verify that clear legible GDC Applications are on hand. C
3 Is all lease paperwork is signed at least 72 hours after each application is approved? B
4 Was the proper GDC Application used? A
5 Were the applications approved per GDC Policy? A
TOTAL POSSIBLE Applications=105 TOTAL SCORED Applications=0
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Renewals
1 Is a renewal book being kept current for 30/60/90/120 day renewals? A
2 Is the renewal book set up according to GDC Policy? A
3 Are the appropriate lease renewal letters in the Renewal Book? A
4 Is a Rent Increase Worksheet in the Renewal Book identifying target renewal rates? A
5 Has personal contact been made with residents still not renewed in current month? B
Randomly select 25% of the renewals over the last 6 months and print their resident ledgers
6 Have chronically late paying residents been renewed? B
7 Are signed renewal letters being recorded in each of these resident files with price updates B
at least 30 days prior to their lease end date?
8 Have the appropriate increases been made for each resident renewed? A
TOTAL POSSIBLE Renewals=105 TOTAL SCORED Renewals=0
Resident Files
Randomly select 10% of the communities resident files (minimum of 15)
1 a. Did AMSI market rents and recurring charges match what is showing in lease files? A
b. Did AMSI lease dates match what is showing in the lease files? A
c. Did AMSI security and pet deposit information match that of the lease files? A
d. Did the lease files have all of the required signed lease paperwork (see MI checklist)? B
e. Were lease files signed by manager? A
f. Were lease files in order according to GDC Policy? B
g. If concessions were offered, was a concession agreement in file? A NA TAKE OUT OF 2002 AUDIT
h. If concessions were offered, were Scheduled Rent Changes completed in AMSI? B NA TAKE OUT OF 2002 AUDIT
I. Were the Move-in/Move-out Inspection in file and signed by resident and manager? A
j. Did each resident file have a resident conversation sheet attached to the outside? C
k. Were all pro-rated rents calculated properly? B NA TAKE OUT OF 2002 AUDIT
l. Are the resident filing cabinets marked and filed in a clear, logical order? C
2 Is there a separate filing space for On-Notice Residents? C
3 Does each On Notice file have the correct paperwork (I.e. Notice, Termination, B
Confirmation)?
4 Is a GDC sample file set-up on hand and readily available to all office staff? C
TOTAL POSSIBLE Resident Files=125 TOTAL SCORED Resident Files=0
TOTAL POSSIBLE Leasing Administration=555 TOTAL SCORED Leasing Administration=0
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Auditor's Commentary
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This is the Office Administration section of the Annual Audit. General Accts Recievable, Accounts Payable,
Petty Cash, and Employee Housing data will be reviewed.
All questions will be scored on a 1-5 scale. Each question will be assigned a Point Level of A (3 pts), B (2 pts) and C (1 pts). The total score for
each question will be the score multiplied by the assigned Point Level.
OFFICE ADMINISTRATION
Accounts Receivable Auditor's Notes
1 Are there any CRJ's open for more than 24 hours that have $500 or more in them? B
2 Randomly select 5 CRJ's per month since January for the next two questions
a Have any checks been accepted after the fifth of the month? A
b Were validated bank deposits attached to the AMSI Bank Deposit Summary? B
1 Were late notices sent per GDC Policy? A
2 Have evictions been filed according to GDC Policy? B
3 Was 90% of rent collected by the 7th of the month in the current month? B NA TAKE OUT OF 2002 AUDIT
4 Was 95% of the rent collected by the 14th of the month in the current month? B NA TAKE OUT OF 2002 AUDIT
5 Is an in-house collection effort being made? Is there documentation? B
6 Are the in-house collection files in a separate file or cabinet? C
Locate the files that are in outside collection
7 Is each file stamped with the date it was sent to collection and a number for the collection B
agency?
Run a Security Deposit Audit from AMSI
12 Are there any move-outs that are past 15 days old that have not had SODA's completed? A
13 Are there any security deposit checks on site that have not been forwarded to previous B
residents?
14 Review the Security Transaction Journal to see if all charges have been correctly billed? B
You will need to run a Charge Adjustment Journal and Selected Billings for the next set of
questions (CURRENT MONTH ONLY)
15 Were any late fees adjusted off? B
16 Were any month to month fees adjusted off? B
17 Were any NSF fees adjusted off? B
18 Were any termination fees adjusted off? B
Run a Leasing Summary and a Selected Billings report for the year.
19 Have all Transfer fees been collected? B
20 Have excessive transfers taken place over the last year? C
TOTAL POSSIBLE Accounts Receivable=175 TOTAL SCORED Accounts Receivable=0
Specials and Concessions Auditor's Notes
Print a Rent Roll and a Selected Billings and Payments from AMSI Reports Menu
1 Are any # codes set up as recurring charges? B
2 Randomly pick 10 resident's who have a '*' code listed on their account, do they have a B
concession agreement in their file?
3 Are concessions generally being given as "one-time" specials and not "pro-rated" specials? C
TOTAL POSSIBLE Specials & Concessions=25 TOTAL SCORED Specials & Concessions=0
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Accounts Payable and BCL Auditor's Notes
1 Are any purchase orders open past 60 days? A
2 Are Blanket Purchase Orders set up for all recurring service expenses? B
3 Does the community have an alphabetical invoice file in use? C
4 Are original invoices stamped with the date of receipt? B
Are any invoices that are 7 days or older not processed? A
5 Are there any Deferred invoices older that two weeks that have not received authorization? A
6 Is there a current file for BCL Transfer Reports? C
7 Are all statements reviewed and signed by the manager or assistant manager and submitted B
to the corporate office?
8 Are there any invoices that do not have purchase orders written or printed on them? A
9 Have there been any invoice entry errors over the last 3 months? C NA TAKE OUT OF 2002 AUDIT.
TOTAL POSSIBLE Accounts Payable=100 TOTAL SCORED Accounts Payable=0
Non-Recurring Capital Auditor's Notes
1 Has all recurring capital been completed by the end of the first quarter or scheduled date? C
2 Was Waiver of Lien signed and kept in vendor file before payment? B
3 Was work done according to contract? B
4 Did the final price correlate to the approved and signed bid? A
TOTAL POSSIBLE Non-Recurring Capital=40 TOTAL SCORED Non-Recurring Capital=0
Petty Cash Auditor's Notes
1 Is the petty cash locked in a safe or lock box and stored in a place out of sight from the B
public?
2 Is the petty cash account balanced from prior periods? A
3 Does the current balance less the receipts equal the authorized fund amount? B
4 Has the account been reconciled within the last 30 days? C
5 Is there a folder in the vendor files that hold petty cash reconciliation records? C
6 Are PO's attached to each reconcilliation report in the Petty Cash file? B NA TAKE OUT OF 2002 AUDIT.
TOTAL POSSIBLE Petty Cash=45 TOTAL SCORED Petty Cash=0
Previous Resident Files Auditor's Notes
Randomly select 10 resident files who have moved out since January
1 Is a correctly processed SODA in each file with "Amount Due Property" equalling $0.00? A
2 Does each file have a completed Move-In/Move-Out Inspection form in the file signed by both A
Manager and Resident?
3 Does each previous file have a correct notice according to lease? B
4 Does each previous file have either a notice confirmation or a termination letter in the file? B
5 If not, are appropriate charges collected? B NA TAKE OUT OF 2002 AUDIT
6 Are key return dates documented on Move-In/Move-Out Inspection form? C
7 Are previous resident files stored in a separate area? C
TOTAL POSSIBLE Previous Resident Files=60 TOTAL SCORED Previous Resident files=0
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Employee Files Auditor's Notes
1 Are updated versions of each employee file located in a locked drawer of the managers C
office?
2 Locate the employee files, do the Voluntary Rent Deduction Forms and Employee Leases A
match the amount of concesson noted in AMSI
3 Is the community manager's file located in the Area Manager's office? B
4 Is each employee's training book updated and signed by either the Manager, Area Mgr., or C NA
Trainer?
5 Is the outside training log updated in each employee's file? C NA
6 Does each employee file have the correct "E" code listed on the Rent Roll A
TOTAL POSSIBLE Employee Files=45 TOTAL SCORED Employee Files=0
File Transfers Auditor's Notes
Contact the Corporate Office for verification on the next set of questions.
1 Have more than 3 Monday file transfer been past 4:00 PM on Monday? C
2 Have more than 3 Thursday/BCL file transfer been past 6:00 on Thursday? C
3 Has a month end process not been completed past the last calendar day of a month? B
4 Has the BCL package been in appropriate order and had correct signatures? C
TOTAL POSSIBLE Transfers=25 TOTAL SCORED Transfers=0
Vendor & Contract Procedures Auditor's Notes
1 Is the Vendor Setup Package set up in the computer (VendSetup.doc)? C
2 Does each vendor have a file setup with the following information? B
--W-9, Certificate of Insurance, Contract (if applicable), Vendor Agreement, File Maint
3 Is the Vendor Expiration/Tickler File being maintained with current contracts? B NA
4 Is there a drawer for previous capital and contract bids? C
TOTAL POSSIBLE Vendor & Contract=20 TOTAL SCORED Vendor & Contract=0
TOTAL POSSIBLE OFFICE ADMINISTRATION=535 TOTAL SCORED OFFICE ADMINISTRATION=0
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Auditor's Commentary
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This section of the Annual Audit covers Maintenance Administration including Service Request
documentation, Key Control, and the Turnkey process.
All questions will be scored on a 1-5 scale. Each question will be assigned a Point Level of A (3 pts), B (2 pts) and C (1 pts). The total score for each question will be the score multiplied
by the assigned Point Level.
MAINTENANCE ADMINISTRATION
Service Requests Auditor's Notes
1 Pull a work order report for the last 150 days in Star Service for the next set of questions
a Is the work order closing percentage above 95%? A NA TAKE OUT OF 2001 AUDIT DUE TO PROBLEMS WITH
b Are less than 5% of the work orders deferred for ordering parts? B NA STAR SERVICE AT THE MAJORITY OF THE
c Have at least 25% of the work orders been followed up by the office staff based on A NA COMMUNITIES.
documentation?
2 Randomly select 25 Work Orders from the work order files
a Do the work orders shown in the computer have matching documentation in a hard copy? C NA
b Did the work orders document parts used (if any)? B NA
c Did the work orders document date, times, and have signature from technician? B NA
3 Is a preventative maintenance program currently in place? A NA
4 Have less than 5% of the work orders been call backs on previous requests? B NA
5 Have less than 5% of the work orders been call backs on new move-ins? A NA
6 Have work orders been opened and closed for turnkey apartments? C NA
7 Is an on-call schedule posted in the manager's office? B NA
8 Is the key control log currently in use and being updated? A NA
9 Have any more than 3 keys been checked out in one request? A NA
10 In the key box, is there a master key and 1 spare on each key tag? B NA
TOTAL POSSIBLE Service Requests=0 TOTAL SCORED Service Requests=0
Turnkey Auditor's Notes
1 Do new residents have their turnkey checklists filed in either their resident file or their work C
order file?
2 Have turnkey checklist been signed by a service technician and service manager? B
3 Are painting and cleaning checklists signed by vendor and service manager? C NA TAKE OUT OF AUDIT FOR 2002
4 Are any apartments vacant for more than 7 days and not turned? A
5 Does the Market Ready Board match the Detail Unit Status Report with MI and MO dates and A
apt numbers?
6 Have all of the market ready apartments been inspected by a member of the office staff and A
Community Manager?
7 Are move-in gifts placed in the new move in apartments? B
8 If a mini-model is set up, does it fit the image of the community? B NA
9 Are locks changed and new keys on file for upcoming move-ins? B
10 If any apartments are vacant for over 15 days, have pro-active marketing steps been taken A
11 Has Service Manager walked each apartment after contractors have completed their work? B
TOTAL POSSIBLE Turnkey=105 TOTAL SCORED Turnkey=0
TOTAL POSSIBLE MAINTENANCE ADMIN=105 TOTAL SCORED MAINT ADMIN=0
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This section of the Annual Audit is a physical inspection of the grounds, amenity areas, landscaping and
vacant apartment homes.
All questions will be scored on a 1-5 scale. Each question will be assigned a Point Level of A (3 pts), B (2 pts) and C (1 pts). The total score for each question will be the score
multiplied by the assigned Point Level.
PHYSICAL COMMUNITY INSPECTION
Grounds Auditor's Notes
1 Are the parking lots free of trash, cans and bottles? A
2 Are the trash compactors and dumpster areas picked-up and trash bags put in the facility? B
3 Are the breezeway's free of trash and leaves? A
4 Are the breezeway's and sidewalks clean and stain-free? B
5 Do the balconies or patios look free of trash, boxes and other unsightly items? B
6 Are balconies clear of grills and flammable items? B
7 Are all fences in good repair and painted/stained if necessary? C
8 If applicable, are entrance gates in good working order? A
Check the PAL Book for the following questions
9 Are any items left outstanding in the PAL book outside of thirty days? A
10 Has the same project been listed twice within the same 3 month period? A
11 Is the PAL book correctly filled out and signed and dated by the office or maintenance staff? B
TOTAL POSSIBLE Grounds=130 TOTAL SCORED Grounds=0
Landscaping Auditor's Notes
1 Is seasonal color prevalant throughout the community? A
2 Is lawn well manicured and free of brown spots? B
3 Are beds properly weeded? B
4 Is the community's landscaping edged properly? B
5 Are bushes and hedges properly trimmed? B
6 Are tree limbs/palm trees properly cut or trimmed? B
7 Is the community free of dead bushes and trees? A
8 Has the community had an application of mulch or pine straw during scheduled months? A
9 Are all retention/detention areas properly taken care of? B
10 Are all fountains in working order? B
11 If applicable, has appropriate treatment been taken on community lakes and ponds? C
12 Are driveways, walkways, and breezeways free of landscaping debris? A
13 Is irrigation system in working order and used on a timely schedule? B
TOTAL POSSIBLE Landscaping=145 TOTAL SCORED Landscaping=0
Amenities Auditor's Notes
Pool and Spa
1 Is the pool furniture clean and in good repair? B
2 Is there a first aid kit in a visible area? B
3 Does the pool signage clearly state "Swim at Own Risk"? A
4 Are the pool/spa rules clearly posted with letters at least 1" tall? A
5 Is the appropriate pool and safety equipment working and hung in clear visibility? A
6 Are the pool chemicals stored in a cool and dry place with no other chemicals nearby? B
7 Does the pool gate work and lock properly? A
8 Is an emergency telephone present and marked? B
9 Is pool room or pump house door locked? B
10 Is the pool certification posted in the office? A
11 Is a replenished pool testing kit available? B
12 Is the pool appropriately marked with depths, and "No Diving" markers? A
13 Are the drain covers in good condition and properly fastened to the pool floor? A
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Fitness Center
14 Is the Fitness Center well lighted and does it have a pleasant scent? B
15 Is the fitness equipment in good condition and clean? B
16 Are hours, rules, and safety information posted? A
17 Are the mirrors in good condition? B
18 Does the fitness center have a Simplex lock or card key system if available 24 hours a day? B
19 Is the signage inside and outside the fitness center appropriate and consistent with other B
signage?
Playground
20 Is the area free of harmful and unsafe debris such as cans and bottles? A
21 Is the equipment in good repair and safe for children's use? A
22 Is appropriate signage located at the playground noting rules and hours? A
Tennis Courts
23 Are the nets on the tennis court in good condition and free of tears? B
24 If the court is enclosed, does the gate and gate lock work properly? C
25 If the courts are lighted, do the lights work? B
26 If the courts have a wind screen, is it free of tears and is it properly fastened to the fence? B
27 Is the fence structure in good condition? B
28 Is the court pavement level and free of cracks? C
29 Is the line striping attractive and not fading? B
30 Is appropriate signage located at the entrance noting rules and hours? A
Laundry Area
31 Is the laundry room clean and free of abandoned clothes and detergent boxes? A NA
32 Are any machines out of order? B NA
33 Are the machines in good condition and free of rust and dents? B NA
34 Is appropriate signage located in the laundry center designating hours and rules of operation? A NA
35 Is the lighting and fans clean and properly working? B NA
36 Is there a fire extinguisher present? A NA
37 Is the trash can clean and emptied? B NA
TOTAL POSSIBLE Amenities=350 TOTAL SCORED Amenities=0
Apartment Home Inspection Auditor's Notes
Inspect all apartment homes vacant over 10 days and all market readies
1 Upon entry, did the unit have a fresh scent and was the temperature moderate? A
2 Were the kitchen appliances clean and in good repair? B
3 Were the kitchen cabinets, cupboards, and countertops clean? B
4 Were the carpets cleaned and free of stains? A
5 Were the bathrooms clean and free of mold/mildew and tile damage? B
6 Was the apartment home painted and free of overspray? A
7 Was the HVAC filter new? A
8 Did the smoke detector work? A
9 Was the mechanical closet clean and floor painted? C
10 Were the windows clean? A
11 Did the vertical and mini blinds work properly and were they clean? B
12 Were all of the light fixtures working properly and clean? B
13 If the apartment is listed as market ready, are there move-in gifts in the apartment? C
TOTAL POSSIBLE Apt Home Inspection=150 TOTAL SCORED Apt Home Inspection=0
TOTAL POSSIBLE PHYSICAL COMM INSPCTN=775 TOTAL SCORED PHYSICAL COMM INSPCTN=0
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Auditor's Commentary
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This section of the Annual Audit checks our compliance with federal OSHA safety requirements and
regulations.
All questions will be scored on a 1-5 scale. Each question will be assigned a Point Level of A (3 pts), B (2 pts) and C (1 pts). The total score for each question will be the score multiplied
by the assigned Point Level.
SAFETY COMPLIANCE
Personal Protective Equipment Auditor's Notes
1 Are protective goggles or face shields provided and worn where there is any danger of flying A
particles or corrosive materials.
2 Are approved safety glasses required to be worn at all times in areas where there is a risk of eye A NA TAKE OUT OF 2002 AUDIT
injuries such as punctures, abrasions, contusions or burns?
3 Are approved respirators provided for regular or emergency use where needed? A
4 Is all protective equipment maintained in a sanitary condition and ready for use? A
5 Do you have eye wash facilities and quick drench shower within the work area where employees A
are exposed to injurious corrosive materials?
6 Are adequate work procedures, protective clothing and equipment provided and used when A NA TAKE OUT OF 2002 AUDIT
cleaning up spilled toxic or otherwise hazardous materials or liquids?
7 Are there appropriate procedures in place for disposing of or decontamination personal protective A NA PROCEDURE PER CORPORATE WILL BE IN PLACE FOR
equipment contaminated with, or reasonably anticipated to be contaminated with, blood or other 2002 AUDIT
potentially infectious materials?
TOTAL POSSIBLE Personal Protective=60 TOTAL SCORED Personal Protective=0
Flammable & Combustible Materials Auditor's Notes
1 Are combustible scrap, debris, and waste materials (oily rags, etc.) stored in covered metal A
receptacles and removed form the worksite promptly?
2 Is proper storage practiced to minimize the risk of fire including spontaneous combustion? A
3 Are approved containers and tanks used for the storage and handling of flammable and A
combustible liquids?
4 Area all connections on drums and combustible liquid piping, vapor and liquid tight? A NA TAKE OUT OF 2002 AUDIT.
5 Are all flammable liquids kept in closed containers when not in use (for example, parts cleaning A
tanks, pans, etc)?
6 Do storage rooms for flammable and combustible materials have mechanical or gravity A
ventilation?
7 Are "NO SMOKING" signs posted on liquefied petroleum gas tanks? A
8 Are fuel gas cylinders and oxygen cylinders separated by distance, and fire-resistant barriers, A
while in storage?
9 Are fire extinguishers selected and provided for the types of materials in areas where they are to A
be used.
CLASS A: Ordinary combustible material A NA TAKE OUT OF 2002 AUDIT.
CLASS B: Flammable liquid, gas or grease A NA TAKE OUT OF 2002 AUDIT.
10 Are appropriate fire extinguishers mounted within 75 feet of outside areas containing flammable A
liquids, and within 10 feet of any inside storage area for such materials?
11 Are all fire extinguishers free from obstruction or blockage? A
12 Are all extinguishers serviced, maintained and tagged at intervals not to exceed one year? A
13 Are all extinguishers fully charged and in their designated places? A NA TAKE OUT OF 2002 AUDIT.
14 Are "NO SMOKING" signs posted where appropriate in areas where flammable or combustible A NA TAKE OUT OF 2002 AUDIT.
materials are used or stored?
TOTAL POSSIBLE Flammable & Combustible=165 TOTAL SCORED Flammable & Combustible=0
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Hand & Portable Power Tools Auditor's Notes
1 Are all tools and equipment (both company and employee owned) used by the employees at their A
workplace in good condition?
2 Are appropriate safety glasses, face shields, etc. used while using hand tools or equipment which A
might produce flying materials or be subject to breakage?
3 Are tool handles wedged tightly in the head of all tools? A
4 Are tool cutting edges kept sharp so the tool will move smoothly without binding or skipping? A
5 Are grinders, saws and similar equipment provided with guards? A
6 Are power tolls used with the correct shield, guard, or attachment, recommended by the A NA TAKE OUT OF 2002 AUDIT.
manufacturer?
7 Are portable circular saws equipped with guards above and below the base shoe? Are circular A
saw guards checked to assure they are not wedged up, thus leaving the lower portion of the
blade unguarded?
8 Are rotating or moving parts of equipment guarded to prevent physical contact? A NA TAKE OUT OF 2002 AUDIT.
9 Are all cord-connected, electrically operated tools and equipment effectively grounded or of the A
approved double insulated type?
TOTAL POSSIBLE Tools=105 TOTAL SCORED Tools=0
Lockout Tagout Procedure Auditor's Notes
1 Is all machinery or equipment capable of movement, required to be de-energized or disengaged A NA TAKE OUT OF 2002 AUDIT.
and locked-out during cleaning, servicing, adjusting or setting up operations whenever required?
2 Are a sufficient number of accident preventative signs or tags and safety padlocks provided for A
any reasonably foreseeable repair emergency?
3 In the event that equipment or lines cannot be shut down, locked-out and tagged, is a safe job A NA TAKE OUT OF 2002 AUDIT.
procedure established and rigidly followed?
TOTAL POSSIBLE Lockout Tagout=15 TOTAL SCORED Lockout Tagout=0
Electrical Auditor's Notes
1 Are all employees required to report as soon as practicable any obvious hazard to life or property A NA
observed in connection with electrical equipment or lines?
2 When electrical equipment or lines are to be serviced, maintained or adjusted are necessary A NA
switches opened, locked-out and tagged whenever possible?
3 Are portable electrical tools and equipment grounded or of the double insulated type? A
4 Are electrical appliances such as vacuum cleaners, polishers, and vending machines grounded? A
5 Do extension cords being used have a grounding conductor? A
6 Are multiple plug adapters prohibited? A
7 Are flexible cords and cables free of splices or taps? A
8 In wet or damp locations (such as the pool or pump house) are electrical tools and equipment A
appropriate for the use or location or otherwise protected?
9 Is the use of metal ladders prohibited in areas where the ladder or the person using the ladder A NA TAKE OUT OF 2002 AUDIT
come in contact with energized parts of equipment, fixtures or circuit conductors?
10 Are all unused openings (including conduit knockouts) in electrical enclosures and fitting closed A
with appropriate covers, plugs or plates?
11 Are electrical enclosures such as switches, receptacles, and junction boxes, provided with A
tightfitting covers or plates?
TOTAL POSSIBLE Electrical=120 TOTAL SCORED Electrcial=0
Walking-Working Surfaces Auditor's Notes
1 Is a documented, functioning housekeeping program in place? A NA
2 Are all worksites clean, sanitary, and orderly? A
3 Are work surfaces kept dry or is appropriate means taken to assure the surfaces are slip- A
resistant?
4 Are all spilled hazardous materials or liquids, including blood and other potentially infections A NA
materials, cleaned up immediately and according to proper procedures?
5 Are covered metal waste cans used for oily and paint-soaked waste? A
6 Are isles and walkways marked as appropriate? A NA
7 Are wet surfaces covered with non-slip materials? A NA
8 Are holes in the floor, sidewalk or other walking surface repaired properly, covered or otherwise A
made safe?
9 Are materials or equipment stored in such a way that sharp objects will not interfere with the A
walkway?
10 Are changes of direction or elevation readily identifiable? A NA TAKE OUT OF 2002 AUDIT.
11 Are aisles or walkways that pass near moving or operating machinery, welding operation s or A
similar operations arranges so employees will not be subjected to potential hazards?
12 Are floor openings guarded by a cover, a guardrail or equivalent on all sides (except at entrance A
to stairways or ladders)?
13 Are grates or similar type covers over floor openings such as floor drains of such design that foot A NA TAKE OUT OF 2002 AUDIT.
traffic or rolling equipment will will not be affected by the grate spacing?
TOTAL POSSIBLE Electrical=105 TOTAL SCORED Electrcial=0
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TOTAL POSSIBLE Safety Compliance=570 TOTAL SCORED Safety Compliance=0
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Auditor's Commentary
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1
2
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Annual Audit Action Plan
MARKETING A 1
External Leasing Center Image A 1
Auditor's Notes
Were the Leasing Center Hours accurate and posted in a highly visible area? B 0 0
Was the Leasing Center phone number displayed in a highly visible area? B 0 0
Was an emergency number posted outside the Leasing Center? A 0 0
Internal Leasing Center & Image A 1
Auditor's Notes
Was a "NO CASH ACCEPTED" sign posted on the leasing desk? B 0 0
LEASING ADMINISTRATION
Enter a Description of the picture here A 1
Insert Picture Here
Guest Cards A 1
Auditor's Notes
How many guest cards contained name, address, and phone number? B 0 0
How many guest cards were entered into AMSI with correct dates? A 0 0
How many guest cards had follow up phone calls completed and documented w/in 48 hours? A 0 0
How many guest cards had thank you cards documented w/in 72 hours? A 0 0
Leasing Activities A 1
Auditor's Notes
If the community is less than 95% occupied, is a GDC marketing plan completed and in use? B 0 0
Has outreach marketing (broker/merchant/neighborhood) been documented every 45 days? B 0 0
Is a Hot Sheet in use if any apartments are vacant greater than 15 days? B 0 0
Applications A 1
Auditor's Notes
c. Were applications verified with the 18 point scale? A 0 0
Renewals A 1
Auditor's Notes
Are the appropriate lease renewal letters in the Renewal Book? A 0 0
Randomly select 25% of the renewals over the last 6 months and print their resident ledgers 0 0
Resident Files A 1
Auditor's Notes
OFFICE ADMINISTRATION A 1
Accounts Receivable A 1
Auditor's Notes
Randomly select 5 CRJ's per month since January for the next two questions 0 0
Have evictions been filed according to GDC Policy? B 0 0
Locate the files that are in outside collection 0 0
Run a Security Deposit Audit from AMSI 0 0
Review the Security Transaction Journal to see if all charges have been correctly billed? B 0 0
You will need to run a Charge Adjustment Journal and Selected Billings for the next set of 0 0
questions (CURRENT MONTH ONLY)
Were any late fees adjusted off? B 0 0
Run a Leasing Summary and a Selected Billings report for the year. 0 0
Specials and Concessions A 1
Auditor's Notes
Are any # codes set up as recurring charges? B 0 0
Accounts Payable and BCL A 1
Auditor's Notes
Non-Recurring Capital A 1
Auditor's Notes
Petty Cash A 1
Auditor's Notes
Previous Resident Files A 1
Auditor's Notes
Employee Files A 1
Auditor's Notes
6 Does each employee file have the correct "E" code listed on the Rent Roll A 0 0
File Transfers A 1
Auditor's Notes
Vendor & Contract Procedures A 1
Auditor's Notes
--W-9, Certificate of Insurance, Contract (if applicable), Vendor Agreement, File Maint 0 0
MAINTENANCE ADMINISTRATION A 1
Service Requests A 1
Auditor's Notes
Randomly select 25 Work Orders from the work order files 0 0
Turnkey Properties Annual Audit
GDC
A 1
Auditor's Notes Action Plan
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PHYSICAL COMMUNITY INSPECTION A 1
Grounds A 1
Auditor's Notes
Do the balconies or patios look free of trash, boxes and other unsightly items? B 0 0
Check the PAL Book for the following questions 0 0
Landscaping A 1
Auditor's Notes
Does the pool signage clearly state "Swim at Own Risk"? A 0 0
Is an emergency telephone present and marked? B 0 0
Is the Fitness Center well lighted and does it have a pleasant scent? B 0 0
Is the equipment in good repair and safe for children's use? A 0 0
If the courts are lighted, do the lights work? B 0 0
Is appropriate signage located in the laundry center designating hours and rules of operation? A 0 0
Apartment Home Inspection A 1
Auditor's Notes
Safety Compliance A 1
Personal Protective Equipment A 1
Auditor's Notes
Is all protective equipment maintained in a sanitary condition and ready for use? A 0 0
Flammable & Combustible Materials A 1
Auditor's Notes
Do storage rooms for flammable and combustible materials have mechanical or gravity A 0 0
ventilation?
Are "NO SMOKING" signs posted on liquefied petroleum gas tanks? A 0 0
Hand & Portable Power Tools A 1
Auditor's Notes
Lockout Tagout Procedure A 1
Auditor's Notes
Are a sufficient number of accident preventative signs or tags and safety padlocks provided for A 0 0
any reasonably foreseeable repair emergency?
Electrical A 1
Auditor's Notes
In wet or damp locations (such as the pool or pump house) are electrical tools and equipment A 0 0
appropriate for the use or location or otherwise protected?
Walking-Working Surfaces A 1
Auditor's Notes
Are work surfaces kept dry or is appropriate means taken to assure the surfaces are slip- A 0 0
resistant?
Are covered metal waste cans used for oily and paint-soaked waste? A 0 0
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1 Community Name Address city state zip
2 The Enclave at Doral 4300 NW 107th Avenue Miami, FL 33178-1812
3 The Preserve at Coconut Creek North State Rd. 7
4804 Coconut Creek, FL 33067
4 Courtney Village 10380 Fox Trail Road South Royal Palm Beach, FL 33411
5 Courtney Place 4300 South Kirkman Road Orlando, FL 32811
6 Hawthorne Place 10208 Hawthorne Place Drive Riverview, FL 33569
7 Hawthorne Village 9917 Turf Way Orlando, FL 32837
8 Hawthorne Town View 300 Deering Road NW Atlanta, GA 30309
9 Hawthorne Courts 594 Wimbledon Road NE Atlanta, GA 30324
10 Hawthorne Gates 7200 Peachtree Dunwoody Road Atlanta, GA 30328
11 Hawthorne Woods 2325 Woodcrest Walk Lithonia, GA 30058
12 River Hill Tower 1155 Warburton Avenue Yonkers, NY 10701
13 Crystal Hills Club One Crystal Hill Drive Pomona, NY 10970
14 blank
15 blank
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17 blank
1
Community Name
Address
city state zip
AM
Manager
Service Mgr
Tel Fax Email Manager Service Mgr
305-477-4577 305-477-0733 enclave@ginsburg.nu Vivian Moss Alfreddy Ospina
954-421-4118 954-421-1985 preserve@ginsburg.nu Rhonda Burtchaell Victor Rodriguez
561-333-1212 561-333-3387 courtneyvillage@ginsburg.nu Erick Pambianco Randy Wuentzel
407-299-3411 407-299-9227 courtneyplace@ginsburg.nu Frances Pryor Terry Petrunak
813-672-3957 813-620-3669 hawthorneplace@gisnburg.nu Roger Perez
407-857-0186 407-851-4416 hawthornevillage@ginsburg.nu Christy Butts Steve West
404-892-4242 404-892-7525 hawthornetownview@ginsburg.nu Doug Phillips
404-872-5220 404-872-6585 hawthornecourts@ginsburg.nu Mke Karp Pedro Montoya
770-391-0057 770-399-0595 hawthornegates@ginsburg.nu Mike Karp Sylvestor Jackson
770-981-8268 770-981-8126 hawthornewoods@ginsburg.nu Susan Quackenbush Tyrone Usher
914-965-6360 914-966-1764 tower@ginsburg.nu Tracy Ressa Michael Blake
845-362-3805 845-362-3846 crystalhill@ginsburg.nu Kristine Ragone Stalin Fulgencio
AM 2000 score 2001 score 2002 score
Frank Loturco
Frank Loturco
Frank Loturco
Frank Loturco
Frank Loturco
Frank Loturco
Angie Teal
Angie Teal
Angie Teal
Angie Teal
Cindy Houck
