2018 Board of Directors Chairman Andrew Klahn, CAPS®, NALP®, HCCP®, CAM®
Vice-Chairman Zac Ward, CPM® Secretary/Treasurer Stacey Holt, CAM® Immediate Past Chairman Lisa Swick, CAPS® Managers Representative Katherine Morrow, CAM® Maintenance Representative Dale Smith, CAMT®, CPO® Associates Representative Valerie Hirsbrunner, CAM® Management Directors Anne Adams, CAM®, NALP® Kitty Barry, NAAEI-AIT® Brigitte Byron, CAM® Tracey Crowe Tina Hamor Sully Lemmons, CAM® Bret Marchbanks, CAM® Stephanie Liston Melanie Schlachter, CAM® Lori Torres, CAM® Maintenance Directors John Johnson, CAMT®, CPO® Diane Mason, CAMT®, CPO® Associate Directors Jack Abernathy, CAS® Jill Carpenter, CAS® Jennifer McCoy, Esq. Loyd Owen Lacey Smithson, NALP® IREM Representative Richard Wright, CPM® MDHA Representative Norman Deep Legal Advisor M. Wesley Hall
GNAA News & Events / July 2018
Contents
Chairman-Elect Stephanie Burns, CAM®, NALP®, CAPS®
President Diane Carter Director of Education & Events Ginny Johnson Director of Communications & Marketing Scott Meert Finance Connie Morris
Features 5
7
9
17
21
It’s the Law Disparate Impact Update Trade Show Nashopoly: What You Need To Know Feature Budget Season Marketing Ask Your Residents to Write a Property Review
Association News 6
10
11
12
23
24
25
Statistics Bobbi Turner, ARM®
26
Membership Services Emily Bender
Active Past Chairmen Mary Bradley Brad Cather, CPM®, HCCP®, SHCM® Kirby Davis Faye Ellis, CPM® Diana English Andy Gass, ARM® Barbara Haynes Shelley James, CAM®, CAPS®, CPM® Tammy Lee, CAM® Chari Lewis, CAM®, CAPS®, CPM® Stacy L. Molen, CAM® Harold Morris, CPM® Nancy Morris Linda Page, CPM®, ARM® Ellen Parker Judy Rose, CPM® Susan Sherfield, CPM® Rita Wilkinson, CPM®, ARM® Joyce Wolfe
Now Featuring Timberland Partners
About the Cover Timberland Partners
Sabrina Clifton, Legacy Village; Ruth Anne Frewin, Falls at 109; Sundae Caudle; Chelsey Lamore, Lakes of Columbia; Christie Malone, Fountains at Meadow Wood; Lauren Peach, Rivergate Meadows Cover photo by Penny Rawls Photography Thank you to our cover sponsor:
Certified Apartment Manager Invest in your career! General Membership Meeting Changing Technology in the Multifamily Industry Educational Opportunities HVAC/EPA Certification, Financial Boot Camp and more! New Members Welcome! Save the Date for Upcoming Events TAA Business Exchange, Beer Butts & BBQ and more! July Networking Opportunities Managers Luncheon, General Membership Meeting Celebrating 50 Years of GNAA Guess who? Calendar Something Special Noted on the Calendar
NASHVILLE
. . . a company for all your property needs.
FULL S ERVI CE R E STO R AT IO N CO M PA NY Fi r e • Wa te r • Wi n d • S mo ke D a m a ge • Mo l d Reme d i at io n B i o - H a z a r d Wa ste Cl ea n u p/Di sp o sa l a s we l l a s Tu r n K e y S er vices for you r ever yd ay n eed s.
3283 FRANKLIN LIMESTONE ROAD • NASHVILLE, TN 37217
(615) 360-0079
Now Featuring
Bob Fransen founded Timberland Partners in 1992 when he convinced a couple of real estate friends to join him in acquiring a 46-unit apartment property in Minnesota. The firm grew from a single partnership focused on personal investment returns to a national organization that is focused on enriching the lives of thousands of residents. The company now employs over 350 team members and has formed 62 partnerships with more than 550 investors. They own and manage 67 properties, totaling nearly 13,000 units in 13 states. Since entering the Tennessee market in 2014, Timberland Partners has acquired a portfolio of seven multi-family properties encompassing over 1,500 units around the Nashville area. They recognize and appreciate that the area has emerged as one of the strongest apartment markets in the country with its growing, diversified economy and surging population growth due to its business friendly environment, low cost of living and high quality of life. The firm’s first Tennessee purchase was Rivergate Meadows located in Goodlettsville in 2014, followed a year later by Legacy Village in Springfield. They quickly acquired a three-property portfolio in 2016, which included Fountains at Meadow Wood in Clarksville, Lakes of Columbia in Columbia (pictured) and Falls at 109 in Lebanon. They continued to expand in 2017 with the acquisition of Brookes Edge in Cleveland, which just celebrated their
grand re-opening after achieving lease-up and stabilization. Their latest purchase was in March, with Villas at Oak Crest in Chattanooga, currently undergoing extensive renovations. Due to their rapid expansion in the area, a regional office was established in Lebanon, with Sundae Caudle, CPM® leading the team as Regional Manager. Sundae brings nearly 30 years of property management experience in Middle Tennessee. She has been a longtime GNAA member, currently serving on the Statistics Committee and previously on the News & Events Committee. She has held Executive Officer positions on IREM’s Chapter 17 Board of Directors in Nashville and served as Chairperson on the Income/Expense Committee, receiving Volunteer of the Year and Chapter Appreciation awards. Timberland Partners is excited about the continued acquisitions of well-constructed, high quality assets in thriving locations throughout Tennessee. “We plan to add further value by implementing upgrades and improving the living experience of the residents,” noted Matt Fransen, Vice President of Investments for Timberland Partners. “Nashville continues to be a strong market performer with continued prospects for future growth. We look forward to continuing to build upon our portfolio in the Nashville area.”
GNAA 5
September 24-28, 2018 8:00 am - 5:00 pm
GNAA Education & Training Room
UPDATED CURRICULUM!
Invest in your career! CERTIFIED APARTMENT MANAGER Earning your CAM allows you to demonstrate that you have the knowledge and ability to manage an apartment community and achieve owners’ investment goals.
You’ll learn about:
Presented by:
• Occupancy rates
• Contractors and vendors
• Comprehensive marketing plans
• Recruitment, hiring, orientation, and training of high-caliber employees
• Sales team management and product readiness
If you’re a community manager or experienced assistant manager we recommend this course!
• Equitable treatment of current and potential residents • Resident retention and the maintenance of a positive company image • Consistent and ongoing resident communication • Positive resident service and issue resolution • Enforcement of company policy in compliance with laws and regulations
Cost: $899
• Systematic employee evaluation • Employment regulations and record keeping • Analysis of the property’s financial operations with corrective actions for underperformance • Monitoring of property performance to achieve the owner’s investment goals • Accounting principles and practices
• Property inspections
• Maximizing net operating income
• Preventive maintenance programs
• Reporting property performance honestly and accurately
• Service request process • Apartment turnover process
SPACE IS LIMITED! SIGN UP TODAY. Fax to GNAA at (615) 365-3571, For more information, visit Available in person email to ginnyjohnson@gnaa.org or register online at gnaa.org. naahq.org/CAM GNAA Policy: Payment must be made by course date. Absolutely no refunds will be issued. If for any reason you and online! cannot attend the course, you or your company may send someone in your place.
Thank You 2018 Education Sponsors!
To locate an affi liate Management offering this course near you, visit Brookside Properties Elmington Property • Ferguson Facilities Supply • First Call • Freeman Webb Companies nd-course. Langley &naahq.org/learn/education/fi Taylor Pool Corporation • Law Office of Hall & Associates • Law Office of Jennifer McCoy • L.I.C.R.A - Nashville Lighthouse Property Management • Lincoln Property Company • Valet Living • Wheeler, Inc.
6 GNAA
It’s the Law
Disparate Impact Update Disparate impact cases under the Fair Housing Act are being filed at an alarming rate. In June 2015, the U.S. Supreme court opened the flood gates to landlord’s policies being more thoroughly scrutinized and the wave of discrimination lawsuits has not slowed. What is a disparate impact claim? Simply stated, it is when a landlord has a neutral policy or practice, but when applied it negatively impacts one or more protected classes. In the U.S. Supreme Court case, it was the Inclusive Communities Project suing the Texas Department of Housing and Community Affairs over the administration of Low Income Housing Tax Credits. For landlords in the Nashville area, the most likely challenged polices could include criminal background criteria, occupancy standard polices, and/or refusal to accept Section 8 vouchers. Here is the latest in these areas.
Criminal Records
The U.S. Department of Housing and Urban Development published two Guidance addressing the use of arrest and conviction records in the rental process: One on November 2, 2015, which applies to Public Housing Agencies and Owners of Federally-Assisted Housing; and another on April 4, 2016, which applies to all housing providers covered by the Federal Fair Housing Act. Since that time, it does not appear that HUD has filed any disparate impact lawsuits alleging discrimination based on criminal records. Non-Profit Organizations and State have taken the lead in this area.
In January 2018, a Georgia landlord settled a case which alleged discrimination based on the use of criminal conviction criteria. The landlord’s policy barred residents with a history of a felony or misdemeanor within the past 99 years. The case was litigated for four years and settled. The landlord agreed to pay $112,500 plus undetermined attorney fees. In December 2017, a Memphis-based management company was sued by a non-profit group for a no-felony policy. The lawsuit alleges the management company had a policy forbidding anyone from renting an apartment who has a “felony conviction or pending felony charge as well as certain misdemeanors or pending misdemeanor charges.” The company manages 55 housing communities which includes 20,000 units. This lawsuit does not yet appear to have been resolved. Crime-Free Housing Programs are coming under fire. These are programs where city governments assist landlords in keeping their properties crime-free by allowing them to exclude residents with criminal convictions. In one case, the ACLU sued the city of Savanah, Georgia for their program alleging it discriminated in violation of fair housing laws. In February 2018, the Savannah program was suspended as a result. Municipalities are passing laws limiting the role of criminal records in the rental process. For example, Seattle, Washington passed the “Fair Chance Housing” ordinance in August 2017. The ordinance limits the types of convictions landlords may consider when making a decision on rental housing.
Occupancy Standards
A Minnesota case alleging disparate impact based on familial status settled in January 2018. The landlord bought a property and set out to rehab and rebrand the property. It set new criteria for residents but agreed to allow current residents to stay as long as they qualified under the new criteria. One requirement continued on p. 8
by Angelita Fisher, Attorney at Law Law Office of Angelita E. Fisher
GNAA 7
It’s the Law, cont. from p. 7 was “two persons per bedroom – no exceptions.” Hundreds of residents were going to be forced to move based on the new standards. Instead of moving, they sued. The case settled for $290,000.
that a law passed by the state legislature violates fair housing laws. The law prohibits municipalities from passing a law requiring landlords to accept Section 8 vouchers. The theory is that such a law would discriminate against blacks.
In October 2017, a Seattle, Washington landlord settled a disparate impact claim alleging his occupancy standard violated fair housing laws. In this case, the occupancy standard was one person per studio apartment. He was sued by a non-profit and later settled. He paid the non-profit $9,267 in actual damages, $18,035 in costs and $100,000 in punitive damages.
In April 2018, the National Fair Housing Alliance filed a lawsuit against a D.C. landlord. The allegation was that the landlord refused to accept Section 8 vouchers. In this case, D.C. has an ordinance that prohibits landlords from discriminating against an applicant based on the applicant’s source of income – including vouchers. But the NFHA went one step further and also alleged the “no voucher” policy violated fair housing laws by causing a disparate impact on females and blacks. According to the suit, the person renting an apartment in D.C. with a voucher is 92 times more likely to be black rather than white, and voucher holders are 1.46 times more likely to be female.
In February 2018, the U.S. District Court for the District of Columbia allowed a group of residents to sue as a class in a disparate impact case. The case claimed the landlord was going to renovate the property which would result in the elimination of 113 four-bedroom apartments and 21 five-bedroom apartments which would cause a disparate impact on families with children.
Reviewed your policies lately? It may be time.
Source of Income
The State of Texas was sued by the Inclusive Communities Project – again in February 2017. This time the non-profit is claiming
THERE ARE SIX MONTHS LEFT IN THE YEAR – LET’S HAVE FUN! Check your HVAC knowledge, learn and share information with each other! The next six months we will supply a technical question in News & Events. Everyone who selects the correct answer will be entered into a drawing for a gift card for $25 at Longhorn Steakhouse each month. At the end of the year, the person with the most correct answers will receive $500 from HVAC Techline! A drawing will determine a tie-breaker. Managers, ask your staff to participate! Even if they don’t know the correct answer they will learn and have fun! The questions will not be easy and may not be very common.
QUESTION #1: Comparing R22 with R410-A (refrigerant) Which refrigerant will have higher pressures, with the same outdoor and indoor temperatures? A) R22 B) R410-A C) Both are the same Fax your answer to 615-773-4791 along with your name, property and phone number. Let’s learn, share knowledge and have fun!
Selling to Multifamily! Sales are about the details!
Register Today!
Cost: $99 (includes breakfast!)
Approved for three (3) Continuing Education Credits
Thursday, July 26, 2018 GNAA Education Room 8:30 a.m. - 12:30 p.m.
Get the tips you need for success in selling to apartments and condominiums. • • • • •
Cold call strategies and alternatives Effective networking What happens on- site , and how it affects your sales Specific do’s and dont’s when you call on multifamily customers • Add industry-specific tools to your skill set!
Dwayne Rawls Senior Vice President of Wheeler Inc.
Thank You 2018 Education Sponsors!
Brookside Properties Elmington Property Management • Ferguson Facilities Supply • First Call • Freeman Webb Companies Langley & Taylor Pool Corporation • Law Office of Hall & Associates • Law Office of Jennifer McCoy • L.I.C.R.A - Nashville Lighthouse Property Management • Lincoln Property Company • Valet Living • Wheeler, Inc.
8 GNAA
Trade Show
Nashopoly: What You Need to Know! The 2018 Greater Nashville Apartment Association trade show takes place on Thursday, August 16, with the doors opening at 5:00 p.m. Once again we will be at the Gaylord Events Center, behind the Gaylord Opryland Hotel. The best place to park is at the far northern end of Opry Mills Mall – signs clearly mark the walkway to the Events Center. This year’s theme of Nashopoly celebrates everything Music City! If you take a good look at the game board in our trade show logo, you will get some good ideas for either your booth (if you are a supplier member) or for potential team spirit outfits (for our apartment/management members). We have two big changes that we want to make y’all aware of so you have plenty of time to plan ahead.
Name Badge Pick-up
Instead of waiting until the day of the event and having everyone stand in line, we have simplified the name badge pick-up process. Starting August 1, registered attendees can pick up their name badges at the GNAA office at 2 International Plaza, Suite 201 during normal business hours (7:00am to 5:00pm). We have used this process for banquet tickets, and it worked so well that we decided to do trade show the same way! All tickets should be picked up by August 13 to make sure you have time to disburse them to your teams. There will be a table at the entrance to the venue for those who may have registered late or forgotten to pick up their name badges at the office. However, name tags for the cash door prizes will not be provided.
Storm the Stage
Those of us who have been around the trade show event for a while will surely remember the days of “Storm the Doors!” Management companies would pull their teams together, dress alike, pick a song and be introduced into the trade show with great fanfare. The best team would be recognized with the Team Spirit award at that year’s Awards and Installation Banquet. This year we hope to take the spirit of “Storm the Doors” and change it in a new and improved way – let’s work on storming the stage! “Storm the Stage” will be the new name for the team spirit time of the trade show. If you remember the new layout at the Events Center, the stage is a focal point for the event. Door prizes and announcements both come from this area of the venue. This year, we encourage management companies to pick a time slot (one every 15 minutes) and gather at the appointed time near the stage. Pick a rocking song and then “Storm the Stage,” showing why you deserve to win this year’s Team Spirit award. Reach out to the GNAA staff to pick your song and your time slot so the DJ can get everything lined up for you. We look forward to another great trade show in 2018!
Trade Show booths are sold out! GNAA 9
YIKES!
What’s Next? Changing technology in the multifamily industry
Speaker:
Tamela Coval Co-Founder at Incubiz Partners, LLC
General Membership Meeting Wednesday, July 18, 2018
Registration: 11:00 a.m. Lunch: 11:30 a.m. Location: Airport Marriott 600 Marriott Dr. Nashville 37214
Cost: $37/person
Register online at gnaa.org!
THANK YOU SPONSORS!
FirstCall Claims • Gatewise • The Hill Law Firm Reliable Roofing • Rentping • Window City, Inc.
Greater Nashville Apartment Association, Inc. Two International Plaza Drive, Suite 201, Nashville, TN 37217 p: (615) 365-3047 f: (615) 365-3571 www.gnaa.org
10 GNAA
GNAA Educational Opportunities
Just because the kids are out for the summer doesn’t mean we slow down our educational classes! We have added some great pop-up classes to our calendar as well as some tried and true certification and credential courses. Make sure to register online at gnaa.org to save your spot…visit our calendar of events and click on the class you want to attend!
HVAC/EPA Certification Date: July 12 Time: 9:00am - 5:00pm
Update your HVAC knowledge with the latest information and prepare you or your maintenance staff for the HVAC EPA test. This certification is a lifetime certification and will help you better understand the issues that may arise with HVAC systems at your communities. This class fills up fast so don’t delay in signing up! Manuals for this class are available at the GNAA office. Presented by Shane Gates Chadwell Supply Member cost is $145.
Financial Boot Camp Date: July 17 Time: 9:00am - 12:00pm
Susan Sherfield, Regional Vice President of Training & Employee Development for Mercy Housing, our former past chairman and current NAAEI President, will be bringing her own flair to budgeting and the tools needed to be successful at it. Get a refresher on some basic math terms and then take them into the budget process to better understand what makes a budget work. Class attendees get three hours of continuing education credits and the member cost is $99.
Selling to Multifamily Date: July 26 Time: 8:30am - 12:30pm
Whether you are a new supplier member or someone who has recently become a salesperson for a member that has been part of GNAA for a while, you are going to want to join us at this class. Longtime member with Wheeler Inc., Dwayne Rawls of Wheeler, Inc. will give you some tips on selling to multifamily organizations. Get the benefit of his years of experience and put them to work for you! Class attendees get three hours of continuing education credits and the member cost is $99.
Certified Apartment Manager (CAM©) Date: September 24-28 Time: 9:00am - 5:00pm
If you are a community manager or experienced assistant manager, this course comes highly recommended! Invest in your career – earning your CAM allows you to demonstrate that you have the knowledge and ability to manage an apartment community and achieve owners’ investment goals. Member cost is $899. Presented by Vicki Sharp, The Sharp Solution
Thank you 2018 Education Sponsors!
Brookside Properties • Elmington Property Management • Ferguson Facilities Supply • First Call • Freeman Webb Companies Langley & Taylor Pool Corporation • Law Office of Hall & Associates • Law Office of Jennifer McCoy • L.I.C.R.A - Nashville Lighthouse Property Management • Lincoln Property Company • Valet Living • Wheeler, Inc.
GNAA 11
New Members Associates
Bone Dry Roofing, Inc. Allison Kimberlin 165 Little Green St. Nashville, TN 37210 615-541-6235 allison.kimberlin@bonedry.com Roof & roof repairs, insulation, masonry, gutters Epproach Communications Rachael Akin 3208 Pennington Dr. Wilmington, NC 28405 910-202-4700 rakin@epproach.net Managed WiFi solution, smart apartment technology, branded apps Referred by: Expanding in Nashville Area; member of other Associations
Right Turn DJ Gleason PO Box 904 Goodlettsville, TN 37070 615-812-5484 info@rightturntn.com Painting, apartment cleaning, carpet cleaning Referred by: Diane Mason TrashCab, LLC Brennan Kelley 955 Checkrein Ave. Columbus, OH 43229 614-289-8727 brennan@trashcab.com Waste & recycling service for multifamily Referred by: Belong to Columbus Apartment Association; expanding to Nashville area
Let us turn your vision into a reality. Project Support Managers:
Whether your project is a simple upgrade or a full renovation, our professional Project Managers are here to help!
Quote:
We will walk your property and provide you with a detailed quote including a fully-priced overview page, individual per-unit quotes and custom order forms. Your quote will include product images to simplify the selection and ordering process.
Product Forecasting:
With your item selections and monthly projections we will forecast your product needs for a smooth-running project.
Shipping and Delivery:
We can deliver your items in bulk or use our Project PAK® service. MSH Project Support can provide the delivery process that fits your needs.
Call 888-632-6747 • Fax 877-636-6747 • project_support@supplyHQ.com
12 GNAA
Did you know that referring a new member to GNAA could get you $50? The GNAA Gogetter Program rewards referrals of new members that, once approved, will get you a check for $50 and recognition at a future general membership meeting. We grow through your help!
Conserve staff time with safe and easy collection
Enhance community appeal with a cleaner environment
Provide residents with additional benefits
www.PooPrints.com (866) 883 - 7389 GNAA 13
Slide Into Summer Fun
Brandon & Maria, Floors First Nashville
Loyd & Alexis, Bug Solutions, made sno-cones.
Tiffany, Chase Cove, manned the tattoo station.
What a stylish balloon hat!
Century Fire brought the cotton candy!
Jo, Data One, spent some quality grill time.
Jeremy, RAM Partners; Scott, GNAA
Great turnout for tattoos!
Becky & Jennifer, The Law of Jennifer McCoy; Ginny, GNAA
GNAA Board Chairman Andrew brought his cute brood.
The Balloon Guy makes another masterpiece.
Ginny, GNAA, with Abby & Sara
Restoring Nashville’s Multifamily One Community
NAA Conference
Penny & Shelley enjoy the NAA nightlife!
Jennifer, The Law Office of Jennifer McCoy, Zac & Andrew, Freeman Webb
Nathan, Law Office of Hall & Associates
Bridget, Contractors Incorporated; Gene Robertson
y at a Time
JD, Universal Media Group; Jennifer, The Law Office of Jennifer McCoy
Diane, GNAA; John, Burlington Capital; Shelley, High 5 Residential
Henry, Carter Realty Advisors; Chari & Kelly, Greystar; Kyle, Nicol Investment Co.; Jenny, Giarratana Management
Jennifer, The Law Office of Jennifer McCoy; Penny, Penny Rawls Photography; Dwayne, Wheeler, Inc.; Tammy, Lincoln Property Co.; Shelley, High 5 Residential; JD, Universal Media Group; Ginny, GNAA
655 N. Main Street • Goodlettsville, TN 37072 Phone: 615.873.4631 • Fax: 615.873.4634 ryan@summitpr.net
Diane, GNAA; Mark, The Liberty Group
Thomas, Preferred Residential; Tammy, Lincoln Property Co.
Don’t miss out on your chance to win!
Diamond Awards Each year, the Greater Nashville Apartment Association recognizes the distinguished efforts of our members and the unique contributions they make to the multifamily housing industry through its Diamond Awards. The nominations for the 2018 Diamond Awards are now being accepted!
Submissions in each category will be judged based on GNAA activity (August 1, 2017 - July 31, 2018). Winners will be recognized at the GNAA Awards & Installation Banquet on November 17, 2018.
Nominations must be received by August 17, 2018.
Download the entry form at gnaa.org!
16 GNAA
Feature
Budget Season by Stephanie Liston and Dwayne Rawls
As many of you are keenly aware, budget season is quickly approaching. Property management professionals and suppliers alike dread the process. It can be time consuming, cumbersome and not produce the desired results. The key to a successful capital budget process is early preparation, a detailed wish list and a good partnership between suppliers and management company professionals. Here are a few ideas on how to not only work together to get through the budget process, but also make it a little easier. This article will concentrate on the capital expense side of the equation. Income can be very company specific and is most likely beyond the scope of this article. Let’s break this down into a few simple steps that we learned back in grade school – focus on the who, what, when, where and why questions. This should help everyone get what they want out of the process and make the steps simpler and less overwhelming.
Who: Who should give input – you, your onsite team, owners, asset managers, and suppliers
It is important that you are in tune with your owner’s goals for your community. As you prepare for budget season, gather information from the key stakeholders around your community. Managers may have a very different list than the maintenance team. Owners may be focusing on something that the asset managers have very low on their priority list. Knowing what your company needs and wants before you start can save a lot of hard work and changes later in the process. Once you are all in agreement, reach out to your local GNAA suppliers to help you through the bidding/estimating process.
What: What do you want? What do you need?
Write a community “wish list” and include desired items from owners, onsite teams, asset management – don’t forget to include your own things! The wish list for your community should be a relatively easy thing to pull together. It’s just a list of items that people have mentioned, things you have noticed, or materials your maintenance supervisor needs. Keeping a wish list throughout the year will make this process easier at budget time. Don’t
panic if you are just starting now – it doesn’t have to be anything fancy to start. Create a handwritten list of the most important items you feel would move your property forward or will prevent building damage or liability issues. While you are building your list, start working on a process of prioritizing or ranking the items on importance so you can know what may not make the cut should you have pare down. Transfer your handwritten list into a simple Excel sheet with the items listed in the left-hand side and the vendors listed across the top, so that you can easily see and check off whom you have talked to about what and if you have the bid back yet.
When: Start the budget process about two months before it is due.
As a management professional it is imperative that you know when your budget is due so you can appropriately prepare. Seems simple, right? It is important that you start about two months prior to your budget due date. Some people like to set a schedule by working backwards from the due date, placing key dates and decisions within the eight weeks. This allows time to get input from everyone about what to include in your budget. This will also give you time to find suppliers and solicit bids. Be kind to your suppliers. Don’t forget that they need to time to research your needs so they can put their best bids together and get them back to you for evaluation.
Where: “Where do I start?” is the most overwhelming part of budget season for the management professional!
Just remember that by taking the time to read this article or any other prepping tools, you have taken the first big step in budget preparation. You will be gathering key team members’ input. You will be building your concise list of the capital projects that you will be recommending for next year’s’budget. Have you looked at last year’s capital budget for any additional clues? Were there items not completed? Were there plans that had to be postponed until this year? You may want to add both to this year’s list, especially if they were on a team member’s checklist. After determining what items will make the cut for this year’s budget planning, you can then make a couple phone calls to your continued on p. 18
GNAA 17
Budget Season, cont. from p. 17 trusted GNAA suppliers who can help you determine scope and pricing. These trusted suppliers may also suggest some creative cost-saving measures to accomplish the same end goal.
Why: You will need a reason for each item on your wish list. Your maintenance supervisor may need the lights replaced because he is spending five man hours a week on replacing bulbs in non-energy efficient fixtures. The asset manager may want to replace the welds on the steps to avoid liability, the owner may want the parking lot sealed to increase curb appeal, and you may want that grilling area to help compete with the competition down the street. Prepare photos and facts to back up your conclusions, wants and your needs.
It is important that once you have all the facts, you effectively communicate with your supervisor why you solicited each bid and the benefit of each item to be included in the “You can’t always get upcoming budget. This what you want, but if is where the photos and research come in handy. you try sometime you If you are including a new grilling area, is there a find you get what you return on the investment? need.” Is a competitive community with a grilling area achieving a higher occupancy? Are they getting $5 more a month in rent than you are? These are important things to discuss. If you need the lights replaced, what is five man hours a week worth? What will the energy savings be on the new fixtures? How does this compare to the overall cost of the bid? Is it worth the initial investment? If you figure out that it is not a good investment or return on the money spent, maybe you may want to leave that item out of the budget wish list, which is why (depending on your position in the company) you may want to talk to your supervisor.
Some of your suppliers do not understand the budget process of the multi-family industry. Help your suppliers understand their part in the budget process. Help them understand the bids they supply for budget today will be used to set aside funds for work next year. This gives the suppliers opportunity for work in the near future. When they submit prices for budget purposes they are increasing their opportunity for winning a bid in the future. If you break down your budget to-do list and have some help from your trusted GNAA suppliers, the process seems less overwhelming and you are more likely to get what you want as well as get what you need. If you don’t get everything you want this year, just remember – there is a budget season every year!
Correction
In last month’s News & Events, two photos were incorrectly captioned. The photos are reprinted here with the correct captions. GNAA regrets the error. Diane, GNAA; Penny, Penny Rawls Photography; The Donald; JD, Universal Media Group; Ginny, GNAA; Shelley, High 5 Residential
JD, Universal Media Group, Nichole, Wright Construction; Penny, Penny Rawls Photography; Shelley, High 5 Residential
How: Start with your wish list. Reach out to your suppliers and solicit bids for each item.
You should solicit three bids for each item. Some companies require more or less, but three is a good guideline. Sit down with your trusted vendors and walk the property with them, have them help you create a clear cost-efficient scope. Make sure by the end of the meeting with your supplier that you have come to a clear scope. This will allow all the bids to be similar. A clear scope of work may include materials you want to use for a project, finishes, or specific products. The more detail you include in the scope of work makes for bids that are “apples to apples” for comparison purposes. Make sure your suppliers know your desired outcome and partner with them for a solution that will make it clear to everyone what the end result will be. Give them a deadline, preferably a month before your budget is due.
PROFESSIONAL SERVICE WITH A PERSONAL TOUCH
DWAY N E R AW L S ( 6 1 5 ) 8 6 0 - 5 4 11 | M o b i l e 5 3 3 - 8 4 74 | F a x 8 6 0 - 1 0 0 4 3868 Dickerson Pike, Suite 200 | Nashville, TN 37207
18 GNAA
Are you in need of a REPLACEMENT while your leasing agent is on vacation? Are you in the PROCESS OF HIRING and find yourself short-handed? Is your leasing agent OUT OF THE OFFICE due to sickness or a long-term leave?
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399-4747
fax 399-0888
Monday-Friday 9-6 DEE HARDING Owner
Law Office
Hall & Associates M. Wesley Hall III
Nathan C. Lybarger
HVAC
CERTIFICATION
COURSE
Thursday, July 12, 2018 9:00 a.m. - 4:30 p.m. GNAA Education and Training Room One Day Seminar – Test Included
Member:
$145 per person Non-Member - $290 Instructor: Shane Gates, Chadwell Supply
Thank You 2018 Education Sponsors!
LandlordAdvocate® 223 Madison Street • Suite 212 • Madison, TN 37115
6 1 5 . 8 6 8 . 4 1 0 1 • Fa x 6 1 5 . 8 6 8 . 3 8 9 3
Brookside Properties Elmington Property Management Ferguson Facilities Supply • First Call Freeman Webb Companies Langley & Taylor Pool Corporation Law Office of Hall & Associates Law Office of Jennifer McCoy • L.I.C.R.A - Nashville Lighthouse Property Management Lincoln Property Company • Valet Living Wheeler, Inc.
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s in Expert and bs bathtu ops rt e t n u co ation restor
772.3234 getagrip.com
615
3 year warranty
24/48 Service
Before you get going on your remodel, Get A Grip. Call us today!
Come see us at the
“Nashopoly� Trade Show, Booth 60,
Lenzee Nobles Regional Sales Manager
(615) 626-0710
Lenzee.Nobles@amerapaint.com
and enter to win
our grand prize!
See you August 16th!
20 GNAA
John Garza VP of Sales & New
Business Development
(678) 822-6575
John.Garza@amerapaint.com
Marketing
Ask Your Residents to Write a Property Review by Joe Killinger, Multifamily Insiders
As multifamily property owners, we tend to always be marketing our vacant units, and we are always looking for better/cheaper options, at least I am. I assume many of you are also. The one thing I notice is that we tend to overlook our reviews and the power of good reviews. One of the first things a potential new resident will do is to search your property online. If they find reviews from existing residents or past residents who have written good reviews they will be more likely to want to rent from you. Now if all they find is negative reviews they will, of course, keep looking. The one thing you want to keep in mind is that if you have a resident who has had a difficult experience with your property they tend to want to spread the word, but if you have a tenant who has had a great experience they sometimes don’t consider taking the time to let everyone know. Make it easy for them to write a review and incentivize them! A simple request for feedback could be all it takes to increase your number of reviews or make it part of your move-out or lease-signing process by providing the renter with a questionnaire or link to the review website. Offering an incentive like a gift card from a local retailer or a small discount on their rent for submitting a review is a great way to get them motivated.
Go where your renters are. Go online and do some research to find out which site (i.e., Yelp or Google Local) renters are using to read or submit rental reviews, and create profiles on those sites. For example, if a renter is active on Yelp or Google Local, they’re more likely to write a review of your community because they’re familiar with the site and have an account set up. Follow up with them. Not all your residents will remember to write a review immediately after receiving your request. Follow up with them about sharing their experience with your property. If you decide to create a questionnaire, be specific in your questions to avoid short, generalized answers. Ask about what improvements you can make, or how your residents felt about working with you, what they like about the property, the staff and, of course, their unit. Potential renters may be suspicious of businesses that feature only positive reviews. Instead of focusing solely on collecting great reviews, make an effort to solicit honest feedback. Presenting and responding constructively to criticism not only demonstrates your credibility, but also shows prospective renters that you are interested in working with residents to solve problems and create a vibrant community. Make sure you respond to all reviews, thanking the good ones, and addressing any negative comments to show you are proactive.
GNAA 21
Great news!
We have extra copies of the 2018 GNAA Directory for sale. Whether you lose your copy or just want some extras, call the GNAA office to reserve your copies today.
Each extra copy is just $25. Get them before they are all gone!
Extra copies are sold on a first come, first served basis. When they are gone, no more printed directories will be available until the 2019 Directory is completed. Act quickly if you want extras!
Call (615.365.3047) or email the GNAA offices to get yours today.
22 GNAA
Save the Date for Upcoming GNAA Events! Are we the only ones that find it hard to believe it’s July already? Just as summer gets going we have to start focusing on some cool fall events. No wonder time just seems to fly – before you know it the Awards and Installation Banquet will be upon us! Make sure to get these events on your calendar so you can attend and have some fun.
TAA Business Exchange
Date: September 6 • Time: 6:00-9:00pm
If you are a supplier member and want to make some great contacts within the management companies, this is the event for you! Referred to as the “Reverse Trade Show,” this is your opportunity to spend some focused time with over ten of our largest management companies and get your name out there. Build some quality leads to take your business to the next level. Call the GNAA office and speak to Bobbi for registration information.
Beer, Butts and BBQ
Date: September 27 • Time: 5:30-8:00pm
Teams, get your smokers ready because it’s almost time for Beer, Butts and BBQ! This Community Service event is one of the best GNAA events of the year. Who doesn’t like to mix food, baked goods and some cold beverages? Proceeds from the event go to our ERP program that provides gift cards to residents affected by disasters at their apartment community, like fires or weather-related issues. It’s a really great cause to get behind so make sure to sign up!
2018 Apartment Tour
Date: October 12 • Time: 8:00am - 4:00pm
As we complete the planning stages for this year’s apartment tour, make sure to mark this date on your calendar. We are sure to have a great mix of communities to showcase this year!
GNAA Election Night
Date: October 18 • Time: 5:30-8:30pm
The Election Masquerade Ball is a great way to vote for our newest board members and spend some quality fun time together before the holidays sneak up on us. Get your ideas ready for the best costume prizes and hopefully you’ll go home a winner!
2018 Awards & Installation Banquet
Date: November 17 • Time: 5:00pm
The premier GNAA event is moving to the Music City Center this year! Help us celebrate our 50th anniversary with the All That Glitters Gala. Tickets are on sale now and more information will be coming soon.
GNAA 23
June Luncheon July’s GNAA Highlights Networking Opportunities Managers Luncheon July 11, 2018
GNAA Offices @ 12:00 pm Valerie, BG Multifamily; Loyd, Bug Solutions
Destiny, Ashley Grove; Valerie, BG Multifamily
Technology and the Future for Multifamily Markets
Speakers: Jason DiStefano and Joseph Wright, Universal Media Group, LLC
Thank you to our sponsors!
Alice, Oakwell Farms; Lacey, CORT
Brandon, Floors First; Diane, Vertis Green Hills
A-1 Concrete Leveling Baytree Landscape The Hill Law Firm National Corporate Housing Nuveldy’s Cleaning Services RG Flooring, Inc. USS - United Structural Systems
General Membership Meeting July 18, 2018
Nashville Airport Marriott @ 11:30 am
Yikes! What’s NEXT??? Linda, Oakwell Farms; Mike, Music City Removal
Ron, Lighthouse Property Management; Rob, The Hill Law Firm
Speaker: Tamela Coval
Co-Founder at Incubiz Partners, LLC Crystal, Mallards Landing; Robert, USS; Melanie, The Monroe; Jessica, The Stahlman
24 GNAA
Thank you to our sponsors! FirstCall Claims Gatewise The Hill Law Firm Reliable Roofing Rentping Window City
1968-2018
Guess who?
GNAA 25
MORE LEADS. MORE LEASES. RIGHT FROM THE START.
PARTNER WITH CORT AND START WORKING SMARTER. you reach the right renters and ultimately retain them longer. Call us today at 615.834.6040 to see how we can help you rent more apartments.
LACEY SMITHSON Account Representative Lacey.Smithson@cort.com cort.com ©2015 CORT. A Berkshire Hathaway Company.
Sunday
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Independence Day GNAA OFFICE CLOSED
July
8
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Community Service Committee*
10
News & Events Committee*
11
8:45am
9am
HVAC/EPA Certification Class* 9am - 5pm
Managers Luncheon* 12pm
15
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Communications Committee* 9am
Banquet Committee*
9am
Airport Marriott 11:30am
9am - 12pm
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General Membership
Financial Boot Camp*
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Board of Directors*
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9am
TAA Meeting*
25
Selling to Multifamily*
8:30am - 12:30pm
Awards Committee* 10:30am
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*at GNAA office
26 GNAA
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Upgrade your property with XFINITY and give your residents the best in entertainment. XFINITY X1
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Restrictions apply. Limited to new or existing residential customers. XFINITY service not available in all areas. TV and Internet limited to a single outlet. May not be combined with other offers. X1: X1 not available in all areas. Requires subscription to qualifying Double or Triple Play package. TV: Limited Basic Service subscription required to receive other levels of service. On Demand selections are subject to charge indicated at time of purchase. May vary by market. Not all programming available in all areas. Access to online and On Demand programming is limited to programming to which you subscribe. Internet: Actual speeds vary and are not guaranteed. XFINITY WiFi is included for XFINITY Internet Performance tier and above only. Requires compatible WiFi-enabled laptop or mobile device. Not available in all areas. Voice: Service (including 911/emergency services) may not function after an extended power outage. Unlimited Talk & Text Requires download of the XFINITY Connect app. Standard data charges may apply. Check with your carrier. Home: Requires subscription to compatible high-speed Internet service. Visit xfinity.com/HomeSupport for more details. License #s: AL: 001484, 001504 Alarm company operators are licensed and regulated by the Alabama Electronic Security Board of Licensure, 7956 Vaughn Road, PMB 392 Montgomery, AL 36116, Phone (334) 264-9388, Fax (334) 264-9332; AR: 12030; AZ: ROC 280515, BTR 18287-0; CA: CSLB 974291, ACO 7118 licensed and regulated by the Bureau of Security and Investigative Services, Department of Consumer Affairs, Sacramento, CA, 95814; CT: 1040196, ELC 0189754-C5; DE: FAL-0299, FAC-0293, SSPS 11-123; FL: EF0000921, EF20001002, EF0001095; GA: LVU406303, LVU406264, LVU406190; LVU406354; IL: PACA 127-001503; LA: F1691; MA: SS-001968; MD: 107-1776, Baltimore County: RK9552, Howard County: ER00990, Washington County: EL-R-0218, Harford County: 00005321, Calvert County: L0188, Prince George’s County: 13958-2014-0; ME: LM50017039; MI: 3601206217; MN: TS674412; MS: 15018010; NC: 2335-CSA; NJ: 34BF00047700; NM: 373379; NY: licensed by the N.Y.S. Department of State 12000305421, Putnam County: L00812; OH: 53-89-1732; OR: CCB 192945 All electrical work is performed by a licensed subcontractor; SC: SCBA-13497, SCFA-13440; TN: ACL 1597, ACL 1604; TX: B-16922,-02571, ACR-1672104,-1818 We are licensed by the Texas Department of Public Safety Private Security Board whose address is: P.O. Box 4087, Austin, TX 78773, (512) 424-7710; UT: 8226921-6501; WA: COMCABS892DS; VT: ES-02366; VA: 2705145289, DCJS 11-7361; WASHINGTON, DC: ECS 902687, BBL 60251200009; WV: WV049211. Valid 2/12/16. See www.xfinity.com/homesecurity for current list. Call for restrictions and complete details, or visit xfinity.com. © 2016 Comcast. All rights reserved.