Properties Utilities and Code Violations Fast Start Hat
DATE: 8/15/2019 edited 08/19/2021
NAME OF POSITION: Properties Utilities and Code Violations I/C
PERSON’S SENIOR: VP of PI Treasury
PERSON’S NAME: AnneMarie Salling
PURPOSE (The reason why the position exists):
To ensure all properties have the utility bills in good standing and code violations responded to and handled.
On the homes we have sold to families, we may need to alert them to the fact that they have a utility bill or a code violation to handle. Some counties insist that although a family is living there, the bills and notices come to us and the bill then needs to be communicated to the family so that they are aware of its existence and pay it.
We also get utility bills for some vacant homes that may be ours or the PI’s responsibility to keep paid. If we have utilities on at a vacant home, it is generally needed for one reason or another. So, it is important that we keep the bills current to avoid the additional fees of turning them back on or the damage that can occur because the service has been turned off.
Additionally, many cities and counties enforce codes that require properties to have well maintained grounds and have steep fines if this is not abided to. We can charge a PI to maintain the grounds of vacant homes after 6 months of the home being on the market, but we can never charge them the fees connected to code violations as this is generated by our failure to maintain them. Because of this, it is very important that you work with Property Preservation to avoid code violations fees and pay them right away when we receive them as the substantial fees fall on the company when we don’t. If a notice arrives informing us that a family has not complied with the expected upkeep of that area, it is your job to ensure they are aware of the codes and keep in compliance with their contract in regard to mowing, weeding and removing trash from the yard and that they quickly pay any fees.
VIEWPOINT (The viewpoint that an employee should have, to be successful at the job):
These homes are our company’s responsibility and assisting families to succeed is very important to our company. If you had just bought a home, you would not want to find out afterwards that the electricity or water had past due bills that prevented you from turning the utilities on. You would want the experience of buying a home to be as smooth as possible and this is what we want to create for our EasyHomes families.
It is also important to ensure that our vacant homes, that have and need utilities, are consistently running whether it be for sump-pumps (machine that pumps out rain water that accumulates, usually in the basement) or electricity for fans, heat, etc. which will facilitate our maintenance of the home and prevent water damage, mold and other costly issues.
Our goal is also to improve the communities we purchase in and part of this is maintaining good relations with the local utility companies and city halls and key to this is paying our bills and helping to ensure that the families in our homes do as well.
There will also be situations where the family does not pay the code violation fees and/or does not handle the violation despite being aware of them and receiving several warnings. In this type of situation, the property becomes at risk due to fee accumulations with a worst-case scenario of the city taking possession of the property. As the administrators of the Trust for the Philanthroinvestors we must safeguard their property and at times pay the fees ourselves and get the violation handled (with the assistance of property preservation) and then add it to the family’s bill. You will need to be on the lookout for this so that it gets handled fast.
COMPUTER SKILLS REQUIRED:
Knowledge of Microsoft Office and general PC computer knowledge. Able to create and correct formulas in Microsoft Office, especially Excel documents. Can create and operate Google Docs as well as having experience with Google Drive and Google Sheets. Able to scan documents and file them appropriately.
SKILLS REQUIRED:
This position would require the ability to prioritize and verify accuracy. You must learn and fully understand the different types of utility bills and code violations that can occur and be able to call cities/counties and negotiate, pay, or get the fees removed.
RESPONSIBILITIES OF THE POSITION:
PRIMARY RESPONSIBILITY:
To ensure all utility bills are paid and code violations are paid and handled quickly and routed appropriately to prevent further issues.
OTHER RESPONSIBILITIES:
To get all vacant homes with utility bills paid
To verify each bill and ensure its accuracy
To call utility companies to confirm bills
To call utility companies when needed to turn off utilities
To be sure the family understands and is able to get these bills paid
To alert a family if a code violation notice has been issued on their property and assist them if they need it to keep yard maintained.
Create an open line of communication between you and the families.
Maintain good relations with counties and code enforcement officers for our company
When a home is sold to a family you must check with the local utility companies and the city to ensure there are no outstanding bills connected to the property.
WEEKLY ACTIONS:
Create a weekly Battle Plan that prioritizes your utility bills and code violation notices.
Based on the weekly Battle Plan work out each day what bills/notices to focus on.
If you find a bill is consistently increasing and not being handled, get in touch with the family and find out why. Assist in any way you can to ensure they can take on this responsibility and get the bill paid.
Pay any fines for authorized bills as quickly as possible to keep the cost down
Update your statistics at the end of each week (Friday after 2pm)
Review your weekly BP products and notes and be prepared for the Weekly Div 4 Product Conference on Thursdays at 3pm.
DAILY ACTIONS AND QUANTITIES or EXPECTATIONS:
Open and sort utility bills and code violations
Determine which homes are occupied and vacant
Scan all bills and notices and upload them into the CF property folder and the E&H Matrix and get it filed in the appropriate folder.
Once scanned, email utility to associated families and ensure they are receiving this data.
If vacant, do a PO to get this paid either from the PI or us
Follow up on any bills or unanswered emails from the previous days as needed
STATISTICS:
NUMBER OF UNPAID UTILITY OR CODE VIOLATION BILLS:
This is an upside-down graph and measures the number of bills and fees from utilities and cities or counties that have not been paid and handled and are still outstanding by the end of that week. The ideal scene is that any bills received are paid within that week and nothing is left to accumulate or accrue more expenses.
VALUABLE FINAL PRODUCT:
VFP: All properties under Equity & Help management have no outstanding or past due code violations bills connected to the Trust and no future bills are received for that same property and reason and all vacant properties have no outstanding or past due utility bills.
Fast Start Hat written by:
Angelica Gomez& AnneMarie Salling
VP Trusts OPs E&H Inc.