APPENDIX 21a

Management Review Report for U.S. Department of Housing

Unsubsidized Multifamily and Urban Development

Housing Programs Federal Housing Commissioner

OMB No. 2502-0259 (Exp 1/3/85)

Use This Form to Summarize Findings Made on the Management Review

Worksheet

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Project Name City State Date of MM DD YY

Inspec- \_\_ \_\_ \_\_

tion

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Name of Owner FHA Project Section Date of MM DD YY

Number of the Act Report \_\_ \_\_ \_\_

\_ \_ \_ \_ \_ \_ \_ \_ \_ \_ \_

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Name of Name of Resident Number of Units

Management Manager in Projects

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Management Date Hired Number of Units

Term Inspected

\_ \_ \_ \_ \_ \_

Thru

\_ \_ \_ \_ \_ \_

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Type of Review Report Based on:

(Check \_ On-Site Interview
with\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Applicable box)
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\_ On-going

Review

\_ Pre- \_ Visited Agent\'s Office
with\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

endorsement
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Review

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Instructions

1\. For each item reviewed, check block A, C or P

(A =Acceptable C =Condition needs correction P =Procedure or

Policy change needed.)

2\. On Page 2 of this Form, fully describe the corrective action

needed for each C or P item checked.

3\. Indicate in the Target Completion Date Column on page 2 the date

by which the corrective action should be implemented.

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A. Maintenance and A C P C. Leasing and A C P

Security Occupancy

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1\. General Physical 21. Tenant Selec-

Appearance tion and

Orientation

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2\. Work Scheduling 22. Vacancy and

Turnover

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3\. Preventative Maintenance 23. Leases and

Deposits

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4\. Unit Inspections 24. Rent Schedule

Compliance

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5\. Vacant Unit Preparation 25. Eviction

Procedure

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6\. Equipment and Inventory 26. Tenant Files

Controls and Records

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7\. Procurement and Supply 27. Leasing and

Practices Occupancy

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\_\_\_ \_ Rating:

8\. Security Program \_ Superior

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\_\_\_ \_ Above Average

\_ Satisfactory

\_ Below Average

\_ Unsatis-

9\. Energy Conservation factory

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10\. Maintenance and D. Tenant/

Security Rating Management A C P

\_\_\_\_Relations\_\_\_\_\_ \_\_\_ \_\_\_ \_\_

\_ Superior \_ Above 28. Tenant Partici

Average \_ Satisfac- pation

tory \_ Below Average \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_\_
\_\_

\_ Unsatisfactory 29. Use of

Community

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Financial Management A C P 30. Tenant

Satisfaction

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11\. Accounting and 31. Tenant/Manage-

Bookkeeping ment Relations

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\_\_\_ Rating:

12\. Budget Management \_ Superior

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\_\_\_ \_ Above

13\. Cash Controls Average

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\_\_ \_ Satisfac-

14\. Cost Controls tory

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\_\_\_ \_ Below

15\. Submission of Reports Average

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\_\_\_ \_ Unsatifac-

16\. Financial Compliance tory

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17\. Rent Collection E. General Mgmt.

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\_\_\_ Practices A C P

18\. Accounts Receivable/ \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_
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Payable 32. Organization

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\_\_\_ & Supervision

19\. Reserves and Escrows

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20\. Financial Management 33. Staffing and

Rating: Personnel

\_ Superior \_ Above Practices

Average \_ Satisfac- \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_\_
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tory \_ Below Aver- 34. Operating

age \_ Unsatisfactory Procedures

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35\. Training

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36\. On-Site Office

Administration

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37\. Insurance and

Bonding

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38\. General Mgmt.

Practices

Rating

\_ Superior

\_ Above

Average

\_ Satisfactory

\_ Below

Average

\_ Unsatisfactory

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39\. Overall Rating of Management\'s Performance \_ Superior \_ Above

Average \_ Satisfactory \_ Below Average \_ Unsatisfactory

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Report Prepared By Report Approved By

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Name Name

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Title Title

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Signature Date Signature Date

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HUD-9838 (3-84)

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(5-84)

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APPENDIX 21a

Management Review Report for Unsubsidized Multifamily Housing

Programs (Continued)

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Item For each C and P Item checked, des- Target Date

No. cribe your finding and what action Completion Completion

is required of the owner or agent. Date Verified

Explain any categorical or overall

\"Below Average\" or \"Unsatisfactory\"

rating. Use continuation sheets as

needed.

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HUD-9338 (3-84)

5/84 Page 2 of 2

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APPENDIX 21b

OMB No. 2502-0259

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MANAGEMENT REVIEW WORKSHEET

(Suggested Format)

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Project Name/Number Date of Inspection Name of Inspector

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Part A - MAINTENANCE AND SECURITY - Review most recent physical

inspection report before responding to the items below. Check to

see if corrections requested in the report have been made. If the

report indicated serious problems or if the inspection was made more

than nine months ago, you should consider completing a new Physical

Inspection Report in conjunction with this review.

1\. GENERAL PHYSICAL CONDITION YES NO N/A

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a\. Are grounds and landscaping in acceptable condition? \_\_\_ \_\_
\_\_\_

b\. Are exterior painted surfaces such as stairs, rail-

ings, decks, porches, windows, doors, etc., free

from cracking, scaling, chipping, peeling or loose

paint? \_\_\_ \_\_ \_\_\_

c\. Is the project generally free of broken windows,

broken light bulbs or seriously damaged exterior

doors? \_\_\_ \_\_ \_\_\_

d\. Are hallways, stairways, elevators, laundry rooms,

garbage areas and other public areas clean? \_\_\_ \_\_ \_\_\_

e\. Is the playground equipment in safe and acceptable

condition? \_\_\_ \_\_ \_\_\_

f\. Is the project free of obvious fire/safety/health

hazards or housing code violations?

NOTE: An obvious health hazard related to lead-based

paint would be deteriorated paint conditions

on the interior walls and woodwork and

exterior painted surfaces. \_\_\_ \_\_ \_\_\_

g\. Have repairs or corrections called for on last

physical inspection been satisfactorily completed? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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YES NO N/A

2\. WORK SCHEDULING \_\_\_ \_\_ \_\_\_

a\. Are maintenance and janitorial employees given

written schedules for routine work (i.e., mowing

lawns, cleaning trash areas, etc.)? \_\_\_ \_\_ \_\_\_

b\. Are emergency items given priority and acted upon

quickly?

Maintenance program can best be described as (check

one) \_ Preventative \_ Corrective \_ Deferred

\_ Other (describe)
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c\. Is emergency maintenance service available after

regular working hours? \_\_\_ \_\_ \_\_\_

d\. Are purchase orders and work orders required of

maintenance staff? \_\_\_ \_\_ \_\_\_

e\. Does management have a system for receiving,

assigning, completing and billing work orders and for

establishing work priorities? \_\_\_ \_\_ \_\_\_

Average number of requests received per day is: \_\_\_\_

Average response time is: \_\_\_\_

Current work order backlog is: \_\_\_\_

COMMENTS (indicate item referred to)
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3\. PREVENTATIVE MAINTENANCE

a\. Is there a schedule for preventive maintenance/servicing of the

items listed below? Check schedules in use and indicate in

parentheses whether servicing is done by on-site staff (O) or by

contractor (C).

YES NO N/A YES NO N/A

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Major Appliances( ) \_\_\_ \_\_ \_\_\_ Heating and

Elevators ( ) \_\_\_ \_\_ \_\_\_ Airconditioning

Motor Vehicles ( ) \_\_\_ \_\_ \_\_\_ equipment ( ) \_\_\_ \_\_ \_\_\_

Hot Water Inspect Roof and

Heaters \_\_\_ \_\_ \_\_\_ Facias ( ) \_\_\_ \_\_ \_\_\_

Cleaning Carpets

and Drapes ( ) \_\_\_ \_\_ \_\_\_

5/84

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APPENDIX 21b

YES NO N/A

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b\. Are exterminator services provided regularly as

necessary? \_\_\_ \_\_ \_\_\_

Are tenants properly notified of such services? \_\_\_ \_\_ \_\_\_

c\. Are sewer lines, roof gutters, and downspouts

cleaned periodically? \_\_\_ \_\_ \_\_\_

d\. Are lawns and plants fertilized/trimmed at

appropriate time of the year? \_\_\_ \_\_ \_\_\_

e\. Is recreational equipment serviced/stored as

seasonal changes indicate? \_\_\_ \_\_ \_\_\_

f\. Are exterior windows cleaned on a regular basis? \_\_\_ \_\_ \_\_\_

g\. Is there a schedule for exterior painting and is it

followed? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred to)
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4\. UNIT INSPECTIONS (Inspect at least two occupied and two vacant

units selected at random.)

YES NO N/A

a\. In the case of long-term occupied units: \_\_\_ \_\_ \_\_\_

1\) are units inspected on a regular basis? \_\_\_ \_\_ \_\_\_

2\) are units redecorated on a regular basis? \_\_\_ \_\_ \_\_\_

3\) is there a written schedule for the inspections

and redecorating? \_\_\_ \_\_ \_\_\_

b\. In the case of vacant units:

1\) are move-in and move-out inspection forms used? \_\_\_ \_\_ \_\_\_

2\) is there a system for billing tenants for

damages? \_\_\_ \_\_ \_\_\_

3\) are charges to tenants for damages itemized in

writing? \_\_\_ \_\_ \_\_\_

4\) do charges to tenants appear reasonable? \_\_\_ \_\_ \_\_\_

c\. Is the condition of units inspected satisfactory? \_\_\_ \_\_ \_\_\_

How many units were inspected? \_\_\_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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5\. VACANT UNIT PREPARATION

YES NO N/A

a\. Does management have a system to monitor timely \_\_\_ \_\_ \_\_\_

preparation of vacant units for rental? \_\_\_ \_\_ \_\_\_

b\. Is preparation of vacant units free from delays due

to:

1\) lack of funds? \_\_\_ \_\_ \_\_\_

2\) insufficient supply of materials maintained at

project site? \_\_\_ \_\_ \_\_\_

3\) use of contractor instead of on-site staff, or

vice versa? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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6\. EQUIPMENT AND INVENTORY CONTROLS

YES NO N/A

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a\. Is maintenance work area and storage space adequate? \_\_\_ \_\_
\_\_\_

b\. Is there a satisfactory inventory system for

accounting for tools, equipment, supplies and keys? \_\_\_ \_\_ \_\_\_

c\. Is a list of equipment and appliance serial numbers

maintained? \_\_\_ \_\_ \_\_\_

d\. Are equipment and tools adequate to perform

maintenance tasks? \_\_\_ \_\_ \_\_\_

e\. Is a copy of the project\'s as-built drawings on site? \_\_\_ \_\_
\_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

7\. PROCUREMENT AND SUPPLY PRACTICES

YES NO N/A

a\. Does the project maintain a list or file of vendors \_\_\_ \_\_
\_\_\_

who sell services or products to the project? \_\_\_ \_\_ \_\_\_

b\. Is an adequate amount of supplies kept on hand at all

times? \_\_\_ \_\_ \_\_\_

prices to obtain supplies & services at most

favorable terms available? \_\_\_ \_\_ \_\_\_

c\. Is there evidenced that the project has shopped

around and compared? \_\_\_ \_\_ \_\_\_

d\. Are copies of maintenance and/or service contracts

available for review? \_\_\_ \_\_ \_\_\_

e\. Does the project maintain a list or card file on out-

side contractors? \_\_\_ \_\_ \_\_\_

5/84

Page 2 of 11 (b)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

APPENDIX 21b

Check services currently contracted with outside contractors and

identify name of contractor and annual amount of contract for:

\_\_\_\_Elevator
service\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Exterminating
service\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Apartment
cleaning\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Heating and A/C
service\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Plumbing
service\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Security
service\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Trash
collection\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Decorating\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Grounds
maintenance\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

\_\_\_\_Other\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
\$\_\_\_\_\_\_\_\_\_\_\_/yr.

(Indicate by an asterisk whether there is an identity of interest

relationship between the contractor and the owner or agent.)

f\. Is information on pricing of goods & services from YES NO N/A

identity-of-interest firms and/or central service \_\_\_ \_\_ \_\_\_

units reviewed for the propriety of such transactions

& the reasonableness of resulting charges to the

project? \_\_\_ \_\_ \_\_\_

g\. Do records indicate that management has:

1\) inspected contractor\'s work before authorizing

payment? \_\_\_ \_\_ \_\_\_

2\) pursued corrections needed? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate the item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

8\. SECURITY PROGRAM

YES NO N/A

a\. Is exterior lighting adequate for protection and \_\_\_ \_\_ \_\_\_

visual security? \_\_\_ \_\_ \_\_\_

b\. Is the project free of major security problems? If

not, check problem areas: \_ Break-ins \_ Vandalism

\_ Auto Theft \_ Personal Assault \_ Other

(specify) \_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

c\. Check type(s) of security device(s) available:

\_ Tenant patrol \_ Paid car patrol \_ Paid on-

site guard \_ Police Department car patrols in

excess of normal patrol for area. \_\_\_ \_\_ \_\_\_

d\. Is type and level of security service appropriate

for this project? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

9\. ENERGY CONSERVATION

YES NO N/A

a\. Has the project complied with the provisions of the \_\_\_ \_\_
\_\_\_

Natural Gas Pipeline Safety Act (e.g., cathodic

protection, etc.)? \_\_\_ \_\_ \_\_\_

b\. Has the Owner/Agent compared utility rate schedules

to assure that the most economic rate schedule is

used? \_\_\_ \_\_ \_\_\_

c\. Has management attempted to reduce energy

consumption? \_\_\_ \_\_ \_\_\_

Check measures undertaken:

\_\_\_\_Energy Audit Completed \_\_\_\_Extra Insulation

\_\_\_\_Caulking and Weatherstripping \_\_\_\_Conversion to Individual

\_\_\_\_Storm Doors and Windows Metering

\_\_\_\_Watersaver Devices \_\_\_\_Consumer Education

\_\_\_\_Other (specify) \_\_\_\_\_\_\_\_\_

Page 3 of 11 (a)

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

10\. MAINTENANCE PROGRAM RATING (Check applicable box)

\_ Superior \_ Above Average \_ Satisfactory \_ Below

Average \_ Unsatisfactory

5/84

Page 3 of 11 (b)

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APPENDIX 21b

Part B - FINANCIAL MANAGEMENT - This part will assist the mortgagee

in evaluating the mortgagor\'s system of financial and accounting

controls, as well as the mortgagor\'s compliance with HUD financial

reporting requirements. Some items may have already been covered in

your review of the latest annual audited financial statement.

11\. ACCOUNTING AND BOOKKEEPING

YES NO N/A

a\. Are books and records maintained as required by HUD \_\_\_ \_\_
\_\_\_

Handbook 4371.1 (Chapter 4)? Check books of

accounts maintained. Indicate where books may be

examined by placing in parentheses an (O) for

Owner\'s office; an (A) for Agent\'s Office; or (P)

for Project Site.

\_ General Ledger ( ) \_ Rent Receivable

\_ General Journal ( ) Ledger ( )

\_ Accts. Payable \_ Cash Receipts

Journal ( ) Journal ( )

\_ Cash Disbursements

Journal ( ) \_\_\_ \_\_ \_\_\_

b\. Are operating funds, security deposits and reserve

funds, maintained in separate accounts and properly

secured for authorized use? \_\_\_ \_\_ \_\_\_

c\. Does mortgagor make frequent postings (at least

monthly) to ledger accounts? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

12\. BUDGET MANAGEMENT

YES NO N/A

a\. Is an operating budget prepared annually and is it \_\_\_ \_\_
\_\_\_

approved by owner?

If yes, obtain a copy of current year\'s budget. \_\_\_ \_\_ \_\_\_

b\. Is a budget used to monitor and control operating

expenses? \_\_\_ \_\_ \_\_\_

c\. Are monthly or quarterly reports prepared indicating

variances between actual income and expenses and

budgeted income and expenses? \_\_\_ \_\_ \_\_\_

d\. Are rent increase requests submitted to mortgagee

promptly when needed? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

13\. CASH CONTROLS

YES NO N/A

a\. Are collections deposited on the day received or,

pending deposit, are they properly controlled? \_\_\_ \_\_ \_\_\_

b\. Are there adequate controls over cash accepted? \_\_\_ \_\_ \_\_\_

Check controls used: \_ Prenumbered rent receipts

\_ Bank collections \_ Safe \_ Lock Box \_\_\_ \_\_ \_\_\_

c\. Do different persons handle bank deposits and

accounts receivable, or is an alternative

safeguard in effect? \_\_\_ \_\_ \_\_\_

d\. Are all disbursement checks prenumbered, properly

identified with account numbers and supported by

vouchers or invoices? \_\_\_ \_\_ \_\_\_

Page 4 of 11 (a)

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YES NO N/A

e\. Is the supply of unused checks adequately safe- \_\_\_ \_\_ \_\_\_

guarded and under the custody of persons who do not

sign checks manually, control the use of facsimile

signature plates, or operate the facsimile signature

machine? \_\_\_ \_\_ \_\_\_

f\. Are funds (i.e., receipts, disbursements, petty

cash, etc., ) periodically checked on a surprise

basis by a responsible official (other than on-site

employees)? \_\_\_ \_\_ \_\_\_

g\. Are bank statements reconciled promptly upon receipt

by someone other than check signer and by one who

has no cash receipt or disbursement function? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

14\. COST CONTROLS

YES NO N/A

a\. Does owner/agent solicit bids (formal or informal) \_\_\_ \_\_
\_\_\_

in order to obtain materials, supplies and services

on most advantageous terms to project? \_\_\_ \_\_ \_\_\_

Give recent
example:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

5/84

Page 4 of 11

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

APPENDIX 21b

YES NO N/A

b\. Are bills (including mortgage payment) paid in \_\_\_ \_\_ \_\_\_

sufficient time to avoid late penalties? \_\_\_ \_\_ \_\_\_

c\. Are vendor bills paid in time to obtain maximum

trade discounts? \_\_\_ \_\_ \_\_\_

d\. Are operating expenses (including taxes and

utilities) periodically reviewed to assure that the

project is paying lowest possible rate? Identify

efforts by owner/agent taken to reduce expenses/

effect cost savings: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_ \_\_ \_\_\_

e\. Do project operating costs or expenses appear

reasonable compared to those of similar projects? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

15\. SUBMISSION OF REPORTS

YES NO N/A

a\. Have the following financial reports been submitted \_\_\_ \_\_
\_\_\_

on a timely basis and in acceptable form? \_\_\_ \_\_ \_\_\_

1\) Annual Audited Financial Statement:

Due \_\_/\_\_/\_\_; Received \_\_/\_\_/\_\_ \_\_\_ \_\_ \_\_\_

2\) Monthly Accounting Reports (Forms HUD-93479,

93480, 93481) \_\_\_ \_\_ \_\_\_

b\. Does agent/owner contact IPA early enough to enable

the IPA to prepare annual financial report within

60 days of close of fiscal year? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

16\. FINANCIAL COMPLIANCE AND CONDITION

YES NO N/A

a\. If the owner/agent has taken unauthorized \_\_\_ \_\_ \_\_\_

distributions, reimbursements or supervision fees,

have these been repaid? If not, indicate amount

due project \$\_\_\_\_\_\_. \_\_\_ \_\_ \_\_\_

b\. Is management fee paid to agent in accordance with

time schedule and amount authorized?

Fee authorized = \$\_\_\_\_\_\_\_\_\_\_ (\_\_\_\_\_%)

Fee Paid = \_\_\_\_\_\_\_\_\_\_ (\_\_\_\_\_%) \_\_\_ \_\_ \_\_\_

c\. Is agent charging project for expenses which HUD

policy requires the agent to pay? \_\_\_ \_\_ \_\_\_

d\. Has owner corrected any findings made on your

review of last annual financial statement? \_\_\_ \_\_ \_\_\_

e\. Is current rent schedule sufficient to meet project

needs? \_\_\_ \_\_ \_\_\_

f\. Does balance in security deposit trust account

equal or exceed liability? If no, explain how

deficit will be funded: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_ \_\_ \_\_\_

g\. If security deposits are invested in an interest-

bearing account, is interest passed through to

tenants or transferred to project account? \_\_\_ \_\_ \_\_\_

Complete the following as of the end of last month

(\_\_/\_\_/\_\_): Cash on hand = \$\_\_\_\_\_\_\_\_ Accounts

Receivable = \$\_\_\_\_\_\_\_\_ Accounts Payable = \$\_\_\_\_\_\_\_\_

Page 5 of 11 (a)

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COMMENTS ( indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

17\. RENTAL COLLECTION PRACTICES

YES NO N/A

a\. Is there a written rental collection policy? \_\_\_ \_\_ \_\_\_

\_\_\_ \_\_ \_\_\_

\_\_\_\_Late charge of \$\_\_\_\_\_\_ on \_\_\_\_\_\_ day.

\_\_\_\_Delinquent notices sent on days \_\_\_\_\_\_, \_\_\_\_\_\_,
\_\_\_\_\_\_.

\_\_\_\_Eviction procedures commence on \_\_\_\_\_\_ day.

\_\_\_\_Referred to collection agent on \_\_\_\_\_\_ day.

5/84

Page 5 of 11 (b)

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APPENDIX 21b

YES NO N/A

b\. Does rent collection policy appear to be \_\_\_ \_\_ \_\_\_

uniformly applied? \_\_\_ \_\_ \_\_\_

c\. Is an aged tenant delinquency report prepared

monthly? \_\_\_ \_\_ \_\_\_

1\) During an average month, how many tenants have not paid their

rent by the 10th of the month?

2\) During an average month, how many tenants have not paid their

rent by the end of the month?

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

18\. ACCOUNTS RECEIVABLE/PAYABLE

YES NO N/A

a\. Are tenant accounts receivable within acceptable \_\_\_ \_\_ \_\_\_

limits?

Amount of Accounts Receivable shown in Item 16g is

\_\_\_\_% of monthly rents due from tenants. Of this

amount, \$\_\_\_\_\_\_\_\_ is more than 30 days past due. \_\_\_ \_\_
\_\_\_

b Does procedure for write-off of bad debts appear

reasonable? \_\_\_ \_\_ \_\_\_

c\. Has annual \"write-off\" of tenant\'s accounts

receivable for the last two fiscal years been less

than 1% of gross rents due from tenants? Tenant

delinquent accounts written off last 12 months

equals \$\_\_\_\_\_\_\_\_. \_\_\_ \_\_ \_\_\_

d\. Are accounts payable reasonably current? Indicate

amount of accounts payable more than 60 days old

\$\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

19\. RESERVES AND ESCROWS

a\. Complete the following table:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Held in

Value as of \_\_/\_\_/\_\_ Interest

Name of Bearing

Reserve Total Per Unit Monthly Account

Deposit (Check

Box)

YES NO

\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_\_\_

Replacement \$ \$ \$

\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_\_\_

Other \$ \$ \$

\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_\_\_

Other \$ \$ \$

\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_\_\_

Other \$ \$ \$

\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_\_\_

b\. Do the balances in replacement or general operating YES NO N/A

reserve accounts appear adequate to meet future \_\_\_ \_\_ \_\_\_

needs? If no, what action is recommended?\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_ \_\_ \_\_\_

c\. Have monthly deposits to these reserves been

increased since the project was completed? \_\_\_ \_\_ \_\_\_

d\. Has mortgagor/mortgagee performed analysis to

determine future replacement reserve needs? \_\_\_ \_\_ \_\_\_

5/84

Page 6 of 11 (a)

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YES NO N/A

e\. Is only one account (i.e., the appropriate reserve \_\_\_ \_\_
\_\_\_

or operating expense account) being billed for

repairs that are eligible for reimbursement from

the reserves? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

20\. FINANCIAL MANAGEMENT RATING:

(Check appropriate box)

\_ Superior \_ Above Average \_ Satisfactory

\_ Below Average \_ Unsatisfactory

5/84

Page 6 of 11 (b)

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APPENDIX 21b

Part C - LEASING AND OCCUPANCY

YES NO N/A

21 TENANT SELECTION AND ORIENTATION \_\_\_ \_\_ \_\_\_

a\. Have written tenant selection procedures been

published? If yes, obtain copy. If no, describe

procedures for reviewing and approving tenant

applications. \_\_\_ \_\_ \_\_\_

b\. Does management check references of applicants? If

yes, checks with: \_ Previous Landlord

\_ Employer \_ Personal References \_ Credit

Bureau (Cost = \$\_\_\_\_\_\_)

\_ Other (Specify):\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

c\. Is affirmative marketing plan (if applicable) on

site? \_\_\_ \_\_ \_\_\_

Does advertising program comply with affirmative

marketing plan? \_\_\_ \_\_ \_\_\_

Estimate racial mix? White (\_\_\_\_\_%) Black (\_\_\_\_\_%)

American Indian or Alaskan Native (\_\_\_\_\_\_%) Asian

or Pacific Islander (\_\_\_\_\_\_%) Hispanic (\_\_\_\_\_\_%) \_\_\_ \_\_
\_\_\_

d\. Are new tenants given informational handbooks or

manuals? \_\_\_ \_\_ \_\_\_

e\. Does project staff personally interview new tenants

and provide orientation to the project? Check

interview topics covered: \_ Project Rules

\_ Lease Terms \_ Maintenance Request Procedures

\_ Explanation of Appliances \_ Location of Shop-

ping, Schools, Transportation, Community services,

etc. \_ Grievance Procedure \_ Energy

Conservation \_ Security Deposit and Charge Backs

\_ Rent Payment Procedures \_\_\_ \_\_ \_\_\_

f\. Do project staff and new tenant jointly inspect unit

prior to occupancy? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

22\. VACANCY AND TURNOVER

YES NO N/A

a\. Is the vacancy rate satisfactory and not excessive? \_\_\_ \_\_
\_\_\_

List month-end vacancies for last six months:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Month Total Avg.

\_\_\_\_\_\_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_
\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_

Number

Vacant

\_\_\_\_\_\_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_ \_\_\_\_
\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_

Number Vacant Today = \_\_\_\_\_\_ (\_\_\_\_%) Number Ready for
Occupancy

\_\_\_\_\_\_

Avg. Length of Vacancy = \_\_\_\_\_\_ days

YES NO N/A

b\. Is vacancy percent in 22a above less than vacancy \_\_\_ \_\_ \_\_\_

factor used in last rent increase approval? Vacancy

factor used was \_\_\_\_\_\_%. \_\_\_ \_\_ \_\_\_

c\. Is project free from vacancy problems due to any of

the following factors? If no, check the factors

contributing to vacancies:

\_\_\_\_Security Problem \_\_\_\_Poor Maintenance

\_\_\_\_Non-competitive Amenities \_\_\_\_Rents too High

\_\_\_\_Inadequate Marketing \_\_\_\_Location

\_\_\_\_Project Reputation \_\_\_\_Lack of Demand

\_\_\_\_Bedroom Mix/size (\_\_bdrm \_\_\_\_Tenant/Manage-

hard to rent) ment Relations \_\_\_ \_\_ \_\_\_

5/84

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APPENDIX 21b

YES NO N/A

d\. Is advertising program in use appropriate? Check \_\_\_ \_\_ \_\_\_

type of ads used and enter cost per month: \_ New-

spaper @ \$\_\_\_\_\_\_/month \_ Radio @ \$\_\_\_\_\_\_/month

\_ Contacts with Community Groups @ \$\_\_\_\_\_\_/month

\_ Other (Specify) \_\_\_\_\_\_\_\_\_\_\_\_@ \$\_\_\_\_\_\_/month \_\_\_
\_\_ \_\_\_

e\. Does the project maintain a waiting list of

prospective tenants? \_\_\_ \_\_ \_\_\_

Is the list updated regularly? How many are on this

list? \_\_\_\_\_ \_\_\_ \_\_ \_\_\_

f\. Has the project had a significant turnover problem? \_\_\_ \_\_
\_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

23\. LEASES AND DEPOSITS YES NO N/A

a\. Is long-term lease acceptable? Term used is \_\_\_\_ \_\_\_ \_\_
\_\_\_

months. \_\_\_ \_\_ \_\_\_

5/84

Page 7 of 11 (b)

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APPENDIX 21b

YES NO N/A

b\. Are the security deposit and first month\'s rent the \_\_\_ \_\_
\_\_\_

only charges made when applicant is accepted for

occupancy? List other charges & amounts:

Other (specify) \_\_\_\_\_\_\_\_\_\_\_\_@ \$\_\_\_\_\_\_ per month

Other (specify) \_\_\_\_\_\_\_\_\_\_\_\_@ \$\_\_\_\_\_\_ per month
\_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

24\. RENT SCHEDULE COMPLIANCE YES NO N/A

a\. Is a Mortgagee-Approved Rent Schedule (HUD-92458) \_\_\_ \_\_ \_\_\_

on file? \_\_\_ \_\_ \_\_\_

List and compare the rental charges:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Source Efficiency 1 BDR 2 BDR 3 BDR 4 BDR 5 OR MORE BDR

\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_ \_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_

Rent Used

\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_ \_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_

HUD-92458

Rent

\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_ \_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_\_\_\_

YES NO N/A

b\. Is the gross potential income from apartments equal \_\_\_ \_\_
\_\_\_

to or less than rents approved on the latest

Mortgagee-approved Form HUD-92458? \_\_\_ \_\_ \_\_\_

c\. Are charges for equipment and services included in

the rent the same as shown on the latest Mortgagee-

approved Form HUD-92458? \_\_\_ \_\_ \_\_\_

d\. Is other income-producing space in the project

rented at or above the rates shown on the latest

Form HUD-92458? \_\_\_ \_\_ \_\_\_

e\. Are the number of non-revenue producing dwelling

spaces at the project the same as shown on the la-

latest Form HUD-92458? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred to)
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

25\. EVICTION PROCEDURES YES NO N/A

a\. Does management have a written policy for handling \_\_\_ \_\_
\_\_\_

evictions? \_\_\_ \_\_ \_\_\_

b\. Are eviction procedures initiated promptly, when

warranted?

1\) Number of evictions completed during last six

months \_\_\_\_\_\_

2\) Average cost per eviction \$\_\_\_\_\_\_

3\) Eviction handled by Attorney:

\_ on staff of management agent \_ on contract

\_ on call \_\_\_ \_\_ \_\_\_

c\. Any special problems or delays? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

26\. TENANT FILES AND RECORDS YES NO N/A

a\. Are tenant files organized, properly maintained and \_\_\_ \_\_
\_\_\_

secured in a confidential manner? \_\_\_ \_\_ \_\_\_

5/84

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APPENDIX 21b

YES NO N/A

b\. Do tenant files contain all the necessary forms and \_\_\_ \_\_
\_\_\_

documents? \_\_\_ \_\_ \_\_\_

Are these signed by the tenant and the owners, as

required?

Check items typically found in files: \_\_\_\_

Appplication (signed)

\_\_\_\_Income Verifications \_\_\_\_Lease (signed)

\_\_\_\_Lease addenda \_\_\_\_Security Deposit Receipt

\_\_\_\_Unit Inspection \_\_\_\_Correspondence \_\_\_\_Other

(specify) \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

c\. Is there a chronological record of maintenance in-

inspections and work completed for each unit

maintained in the project office? \_\_\_ \_\_ \_\_\_

27\. LEASING AND OCCUPANCY RATING

a\. Occupancy Compliance - List any deficiencies which were noted in

prior review(s) and which are still
outstanding:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

b\. Rating: Check Appropriate box:

\_ Superior \_ Above Average \_ Satisfactory \_ Below

Average \_ Unsatisfactory

5/84

Page 8 of 11 (b)

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APPENDIX 21b

Part D - TENANT/MANAGEMENT RELATIONS

YES NO N/A

28\. TENANT PARTICIPATION \_\_\_ \_\_ \_\_\_

a\. Is there an active tenant organization at this

project? \_\_\_ \_\_ \_\_\_

b\. Does the tenant organization appear to represent the

majority of the residents? What tenants appear to

be under-represented?

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_ \_\_ \_\_\_

c\. Does the tenant organization meet frequently with

management? Give the frequency of meetings

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, Date of last meeting
\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

d\. Is tenant organization supported by project funds?

How much is the value of support? \$\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

e\. Are there brochures and newsletters available

regarding project policies and activities? \_\_\_ \_\_ \_\_\_

f\. Is tenant involvement in project operations

encouraged? \_\_\_ \_\_ \_\_\_

Check areas in which involvement is encouraged:

\_\_\_\_Project Rules \_\_\_\_Use of Community

\_\_\_\_Redecorating Schedule Space

\_\_\_\_Energy Conservation \_\_\_\_Social Service

\_\_\_\_Security Program Program

\_\_\_\_Other (specify)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

29\. USE OF COMMUNITY SPACE YES NO N/A

a\. Is indoor community space adequate and in \_\_\_ \_\_ \_\_\_

satisfactory condition? \_\_\_ \_\_ \_\_\_

b\. Does management plan and use the space effectively? \_\_\_ \_\_
\_\_\_

c\. Is outdoor recreation space adequate and in good

condition? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

30\. TENANT SATISFACTION YES NO N/A

a\. Do residents appear reasonably satisfied with the \_\_\_ \_\_ \_\_\_

overall quality of housing services provided by

the project? Check areas of satisfaction:

\_\_\_\_Maintenance Services \_\_\_\_Security

\_\_\_\_Social Services

\_\_\_\_Other
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

List areas of
dissatisfaction:\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

b\. Does management respond promptly to maintenance

request and other resident complaints? \_\_\_ \_\_ \_\_\_

c\. Does management have an effective method for resol-

ving tenant grievances and are tenants aware of it? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

5/84

Page 9 of 11 (a)

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APPENDIX 21b

31\. TENANT/MANAGEMENT RELATIONS RATING: Check appropriate box.

\_ Superior \_ Above Average \_ Satisfactory \_ Below

Average \_ Unsatisfactory

5/84

Page 9 of 11 (b)

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APPENDIX 21b

Part E - GENERAL MANAGEMENT PRACTICES - Review any procedures manuals

and management plans or management specifications on file.

32\. ORGANIZATION AND SUPERVISION YES NO N/A

a\. Does owner/agent have system/procedure for providing \_\_\_ \_\_
\_\_\_

field supervision of on-site personnel? Name of

Field
Supervisor(s):\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.
\_\_\_ \_\_ \_\_\_

b\. Are lines of supervision between on-site staff and

agent\'s central staff described in writing and

under stood by staff? \_\_\_ \_\_ \_\_\_

c\. Are duties of on-site staff described in writing

(e.g., job description, etc.) and are they clearly

understood by on-site staff? \_\_\_ \_\_ \_\_\_

d\. Has the owner/agent established a written personnel

policy for employees? \_\_\_ \_\_ \_\_\_

e\. Check types of reports agent prepares for owner

(give frequency of reporting): \_ Cash flow/

accounting \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_:

\_ Move Out/Move In \_\_\_\_\_\_\_\_\_\_\_;

\_ Delinquency \_\_\_\_\_\_\_\_\_; \_ Maintenance \_\_\_\_\_\_\_.

\_
Other(specify\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.
\_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

33\. STAFFING AND PERSONNEL PRACTICES

a\. List all staff billed to project account:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Name (indicate by Date Hours Monthly If Free

Asterisk Employed Per Salary Apt.

Those Living Week or Wage Give

On-site) Title bdrm Size

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_

bdrm

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_

bdrm

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_

bdrm

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_

bdrm

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_

bdrm

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_

bdrm

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_
\_\_\_\_\_ \_\_\_\_\_\_\_ \_\_\_\_\_\_\_\_\_\_

YES NO N/A

b\. Does above staffing reasonably correspond to that \_\_\_ \_\_ \_\_\_

submitted in support of last rent increase? \_\_\_ \_\_ \_\_\_

c\. Are skills of staff appropriate for this project? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

YES NO N/A

34\. OPERATING PROCEDURES AND MANUALS \_\_\_ \_\_ \_\_\_

a\. Is there a procedures manual on-site for staff use? \_\_\_ \_\_
\_\_\_

b\. Does the manual adequately cover HUD and mortgagee

requirements? \_\_\_ \_\_ \_\_\_

c\. Are HUD manuals, handbooks or other guide materials

available on-site for staff use? \_\_\_ \_\_ \_\_\_

d\. Is owner complying with any operating procedures

required by mortgage or Regulatory Agreement? \_\_\_ \_\_ \_\_\_

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COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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APPENDIX 21b

35\. TRAINING YES NO N/A

a\. Does agent/owner have a formal on-going training \_\_\_ \_\_ \_\_\_

program for its staff?

Check types of training used: \_\_On-Site (Frequency

\_\_\_\_\_\_\_\_\_) \_\_IREM \_\_NCHM \_\_Local Colleges

\_\_Other (specify) \_\_\_\_\_\_\_\_\_\_\_ \_\_\_ \_\_ \_\_\_

b\. When on-site staff have questions or concerns, do

they know who to call for answers? Who do they

call?
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_ \_\_ \_\_\_

c\. Does owner/agent have a system to keep on-site staff

informed of changes in either HUD policies or

project operation procedures? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

36\. ON-SITE OFFICE ADMINISTRATION YES NO N/A

a\. Are there signs enabling tenants/applicants to \_\_\_ \_\_ \_\_\_

easily locate the office? \_\_\_ \_\_ \_\_\_

b\. Is office organized and neat in appearance? \_\_\_ \_\_ \_\_\_

c\. Are office hours posted? \_\_\_ \_\_ \_\_\_

d\. Are office hours convenient for tenants and

prospective applicants? \_\_\_ \_\_ \_\_\_

e\. Is rent collection policy posted? \_\_\_ \_\_ \_\_\_

f\. Is affirmative fair housing sign posted? \_\_\_ \_\_ \_\_\_

g\. Are emergency phone numbers posted? \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

37\. INSURANCE AND BONDING YES NO N/A

a\. List current insurance coverage and annual premiums: \_\_\_ \_\_
\_\_\_

1\) Property Basic Coverage = \$\_\_\_\_, Premium = \$\_\_\_\_

2\) Liability Basic Coverage = \$\_\_\_\_, Premium = \$\_\_\_\_

b\. Is property insurance adequate to cover replacement

cost? \_\_\_ \_\_ \_\_\_

c\. Has the project been able to obtain property and

liability insurance coverage without any major

difficulty? If no, describe problems. \_\_\_ \_\_ \_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

d\. Has the owner/agent attempted to obtain lower in-

insurance coverage rates? \_\_\_ \_\_ \_\_\_

If yes, describe
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

e\. Does the owner/agent have a fidelity bond which is

at least equal to potential rent collections for two

months and which provides coverage for all employees

handling cash? (Obtain copy, if available.) \_\_\_ \_\_ \_\_\_

COMMENTS (indicate item referred
to)\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

38\. GENERAL MANAGEMENT PRACTICES RATING: Check appropriate box:

\_ Superior \_ Above Average \_ Satisfactory \_ Below

Average \_ Unsatisfactory

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