1. Moving Company Procedures Manual

Make-Ready Preparation The Property Manager and/or Maintenance Superintendent must constantly monitor upcoming move-outs. At the time of move-out an inspection of the apartment is completed by the Property Manager and/or the Maintenance Superintendent assessing any damage or cleaning charges. NOTE: Photographs must be taken if there are any major damages. All furnace and water heaters should be turned down or off weather permitting. Refrigerators should be turned down to lowest setting. At this time carpets are to be checked for repair or replacement.

If pet stains are obvious or suspected, a black light in a darkened apartment will verify spots. Any nonperishable items left in the apartment must me stored as long as required by local statues or at least 30 days.

For properties having asbestos containing materials complete O and M Form A-1.All turnovers should be completed within five (5) working days. Make-Ready Schedule The following schedule will expedite the turnover:. Remove lock – Replace with Vacancy lock. Trash Out – This should be done within 24 hours of move-out to eliminate possible food spoilage and bugs.

Maintenance Check – All operations in apartment – The Make-Ready Maintenance Checklist, provided later in this section, is to be completed and turned in to the Property Manager. This form should be placed in the resident’s file. Painting – Use Painting Make-Ready Checklist.Note: Painting can be done before the maintenance check, if sheetrock or texture will not be needed. Cleaning – Use Cleaning Make-Ready Checklist. Clean or replace floor covering. Final inspection. Furnace, AC, Water Heater and Refrigerator turned down.

Remove Vacancy Lock – Replace with normal apartment lock. Verify receipt of key. Apartment Painting Specifications The following Apartment Painting Specifications information form is to be used when obtaining a quote for painting from a vendor. Painting Make-Ready Checklist The following Painting Make-Ready Checklist is to be used by your in-house personnel (painter) as a painting guide. Vendor to paint only previously painted surfaces unless otherwise directed by the Property Manager.

Use Kilz on stained surfaces to prevent bleed through. Application and preparation of surfaces to be painted should comply with manufacturer’s directions. Remove covers, mask electrical devices, breaker panel covers, door hardware, and other non-painted surfaces adjacent to areas to receive new paint. Vendor must take careful precautions to prevent damage to carpet cabinets, hardware and other surfaces from paint materials. The vendor agrees to rectify damage immediately upon notification from the Property Manager or be responsible for payment for replacement of damaged items. Payment may take the form of a deduction from the invoice for paint services.

Vendor agrees to remove debris generated by painters or the painting process from the apartment (paint cans, soda cans, drop cloths, etc.). Vendor will also agree to use common sense when disposing of leftover paint material.

This material must not be disposed of in property toilets, garbage disposals, or on the grounds of the property. The keys to the vacant apartment will be issued by the Property Manager to the Vendor who agrees to take precautions to keep the apartment secure from unauthorized entry while the key is in their possession.

The key will be returned promptly when the job is completed and the Property Manager will inspect the work at the time. Vendor agrees to act with diligence to complete work in each assigned apartment.

Vendor will submit invoice for payment to the Property Manager at the time of completion. Vendor must supply MSDS Sheets for all products used at the property.

Vendors are not allowed to keep a key overnight. Smoking is not permitted in the apartment. All Apartments Walls: Remove all nails, hooks, staples, tacks, etc.

And fill in with appropriate material, sand smooth and prime. Paint all currently painted surfaces including closets or touch-up paint if directed by the Property Manager. Woodwork: Paint all currently painted surfaces including baseboards, doors, doorjambs and window ledges as directed by the Property Manager. Ceilings: Remove all hooks or other items from ceiling, fill holes and sand smooth and prime as needed. Ceilings to be painted only when specified by the Property Manager. Paint: Closet shelves and wall surfaces inside bath and kitchen cabinets. Other: The Property Manager may specify other items to be painted as deemed necessary.!

NOTE: Key must be returned at the end of each day. Apartment Cleaning Specifications The following Apartment Cleaning Specifications information form is to be used when obtaining a quote for cleaning from a vendor. Cleaning Make-Ready Checklist The following Cleaning Make-Ready Checklist is to be used by your in-house personnel (housekeeper) as a cleaning guide. Vendor to supply all equipment and supplies necessary to clean apartments to these specifications. Property Manager may opt to provide equipment and supplies. Vendor must take special precautions to prevent damage to carpet, cabinets, hardware, porcelain, appliances and all surfaces from cleaning materials. If items mentioned above (or others) become damaged while in the Vendor’s care, Vendor agrees to rectify the damage immediately or pay for replacement of damaged items.

Payment may take the form of a deduction from the invoice for cleaning services. Vendor agrees not to dispose of cleaning materials on the grounds of the property. The keys to the vacant apartment will be issued by the Property Manager to the Vendor who agrees to take precautions to keep the apartment secure from unauthorized entry while the key is in their possession. The key will be returned promptly when the job is completed and the Property Manager will inspect the work at that time. Vendor agrees to act with diligence to complete the work in each assigned apartment within the time specified by the Property Manager. Vendor will submit invoice for payment to the Property Manager at the time work is complete.

Vendor must supply MSDS sheets for all products used at the property. Smoking is not permitted in the apartment.

General. Clean all light switches. Clean all window and sliding glass door tracks. Clean windows, interior and exterior on ground floor. Clean exterior on second floor if they can be cleaned from the patio or landing. Clean front door and light fixture by front door. Sweep patio and entry.

Sweep out storage area. Sweep cobwebs from around sliding glass door and other areas. Clean patio fixture. Clean sliding glass door. Clean balcony rails.

Vacuum carpet. Clean doorknobs and cabinet pulls. Clean washer/dryer hook-ups and blow-out dryer vents. Remove debris from fireplaces and thoroughly clean ashes from fireplace interior surface. Mini-blinds should be cleaned according to the manufacturer’s directions. Property Manager may specify other items to be cleaned as necessary.!Note: Apartment key must be returned at the end of each day.

Maintenance Check and Checklists The following outline is designed to help the maintenance staff develop an efficient and thorough approach to maintenance make-ready. Not only does it provide a detailed guide of what to check and how to check it, but this outline also tells how to fix many of the more common problems that one may encounter. Preliminary Water Check Toilets. As soon as you are inside the apartment, turn off the water supply to the toilets. Then make a mark inside the tank showing where the water level is.

You should also check whether it looks like the water level is going above the overflow. Appliances Refrigerator. To check if the refrigerator is cooling, place a thermometer in the freezer section.

The temperature range should be from 06F to +18F, depending on the type of refrigerator and the year it was produced. Examine the door gasket. To check for a positive seal, insert a dollar bill between the door gasket and the box and close the door. The seal is okay if you feel a slight resistance when you pull the bill out. Inspect freezer to ensure proper operation of frost-free feature. Where ice makers are provided, check tightness at each end of the water supply line operation of the unit. Ranges.

Turn on the oven, broiler, and each of the top burners separately to “high”, if the range is electric, the element should glow bright red. Operate the vent-a-hood. Make sure that the light operates, that the fan draws air, and that the filter is clean.

Make certain Range Queens are installed within range of hoods and are in good condition. Disposal.

Turn on the disposal and listen carefully for objects that may cause it to lock up later. If the noise level seems high, use a flashlight to check and see that the blades are not broken.

Check plumbing fittings for tightness. Dishwasher Operate the dishwasher through a complete cycle and check that: No water is leaking from:. around the motor:. the hot-water supply line;. the drain line;. around the door gasket. the drying element operates properly.

the door latch operates easily (WD-40 helps on hard-to-operate latches). the racks are in good condition and fit snugly. Look for evidence of rust throughout. Kitchen – General Faucets. Inspect the kitchen faucet for leaks in the packing or O-ring near the stem or spout.

Make sure that water is not going under the seal between the faucet and the sink or under the sink in cabinet. If the faucet drips at all, replace the washers or cartridges. Make sure the shelf under the sink is not warped. If it is, replace and have it painted Drains.

Fill the sink; keep water running while sink drains. Inspect the drain piping under the sink.

To check the drain lines for weak areas that might leak later, tap them with the handle of a screwdriver. Counter Tops. If the counter top has a large damaged area report to the Property Manager for replacement or resurfacing. If the caulking on the counter top is cracked or looks bad, remove the old caulk and redo it.

Cabinets. Check that the kitchen cabinets and drawers open and shut easily and that the cabinets stay shut. Check for damage or de-lamination and report problem to the Property Manager. Bathroom Sink and Vanity. Fill the sink; keep water running while sink drains.

Inspect the drain piping under the sink. Check the faucet and if you detect any drips, replace all washers or cartridges. Examine the sink for chips in the porcelain. If the sink is chipped, report it to your Property Manager and discuss alternatives. Run water as you check for leaks under the sink. If the shelf is warped, replace.

Also, tap the drain lines with the handle of a screwdriver and check for weak areas that might start leaking water. If the caulking on the vanity top is cracked or looks bad, remove the old caulk and redo it. Check vanity bases for areas of de-lamination and failure where frames and fronts consist of particle board substitute.

If the top of the vanity is made of Corian or synthetic marble, use the following procedures for removing stains. For light stains, use toothpaste and fine steel wool to scrub stain out. For heavy stains, use 600 grit wet and dry sandpaper and sand the area until the stain is removed. It is a good idea to use a sanding block with the sandpaper, since this will prevent you from leaving a deep impression in the top. While sanding, keep thearea wet so the sandpaper does not get clogged.

Once either type of stain has been removed, apply car rubbing compound to the area with a small buffer that is attached to a hand drill. This will smooth out any scratches made by the steel wool or sanding cloth. If the top of the vanity is made of Formica, maintenance can attempt to remove stains or burns using the following procedures:.

For light stains or surface burns, use very fine steel wool to scrub the stain or burn out. Toilets.

When you first entered the apartment, you shut the water supply off and marked the water level in the tank. At that point, if it looked like water was going into the overflow—IT WAS! In this situation, you must either adjust or replace the ballcock. After the water supply to the tank has been shut off for at least an hour, check the water level again. If the water level has dropped at all from the mark you made, you either have a leak, the flapper is out of adjustment or needs to be replaced or the flush valve seal is worn.

Flappers can either be out of alignment or they can deteriorate to the point where they leak. To detect a deteriorated flapper, rub your fingers along the seating area. If you feel any pitted areas that is a sure sign of a deteriorated flapper. Also, deteriorated flappers will turn you finger pitch black. If the flapper has deteriorated, it must be replaced.

However, if the flapper is not deteriorated but seems to be leaking, it probably just needs to be adjusted. When you replace a flapper, purchases a good-quality flapper since cheap flappers wear out too quickly. Check for stains around toilet base for evidence of a leaking seal. Tubs and/or Showers. Inspect the caulking around the tub or shower and if it is cracked or looks bad, remove the old caulk and redo it.

If there is ceramic tile around the tub or shower, check the condition of the grout very carefully. If the grout is bad and water gets behind the tile, it will rot the wood or weaken the plaster, which will cause the tiles to fall off the wall. Score grout joint and re-grout if existing grout is damaged or missing. Check that the tub holds water and that the water drains out properly.

If the water seems to be draining out too slowly, check for a clog in the drain. Inspect the tub or shower for chips in the porcelain and report any that you find. If he shower or tub has doors, make sure that they work smoothly.

If there is no shower or tub enclosure, make sure there is a shower curtain rod that is properly secured. Check the faucet for leaks and repair any that you find. Examine the shower stem for leaks and replace the packing if you find any. When you repair the stem use waterproof grease. This grease will make it easier to turn the water off and repair the stem the next time it needs it. Operate the shower and check for an uneven spray pattern.

Cleaning the showerhead should solve this problem. Always replace with a low-flow showerhead. Verify that shower head is low-flow or water saving variety. Verify that tub overflow drain functions if provided.

Check operation of shower mixing valve. Tap the tub surround or walls for hollow or soft spots which would indicate wet rot.

General. Replace broken or missing towel bars or tissue holders. Tap walls behind toilets and vanities for evidence of wet rot.

Inspect floors for evidence of wet rot. Where floors are covered with ceramic tile, inspect grout joints and tap the surfaces.

Score and re-grout if needed. Remove & replace caulking at floor areas if cracked or damaged. Heating and Air Conditioning (split system – furnace with cooling coil and condensing unit) Both. Change the filter and inspect the coil for any blockage. Clean the coil with a coil cleaner as prescribed by the manufacturer.

Be sure the thermostat is level and that it is properly secured to the wall. Bad alignment of the thermostat causes improper cycling of the heating or cooling unit.

Lubricate fan. Verify the integrity of sheet metal. Open unit, inspect wiring and vacuum clean interior and accessible plenumareas. For gas fired furnaces, check the integrity of the combustion chamber. Look for cracks or severe oxidation.

Vacuum clean entire HVAC closet. Verify operation of condensate drain. Clean and repair drain pan – replace if needed. Inspect ceiling for evidence of leaks from unit above. Record age, manufacturer and size (i.e., original or replacement) or air handling unit.

Check airflow at each register and balance as needed. Heating.

During the heating season, turn the thermostat to the heating mode and check the operation of the unit. Take a thermometer reading of the supply air and record it on the checklist. ( NOTE: Always keep in mind that most heating units have a time-delayed fan.). Where fuel source is gas. Verify adequacy of combustion air supply. Remove & clean chimney connect on gas fired furnaces.

Check for tightness. Record age (i.e. Original or replacement) of air handling unit. Air Conditioning. During the air conditioning season, turn the thermostat to the cooling position and check the operation of he unit. Take thermometer readings of the supply and return air and record them on the checklist.

(16 to 20 coil split)! CAUTION: When your are checking the air conditioning, do NOT switch the thermostat from cool to off and then back to cool without waiting at least 5 minutes! The compressor needs this much time to equalize its pressure before you can start it again. Always turn the thermostat to off after you have checked the air-conditioning. Air Conditioning Condensing Unit. Use the Make-Ready Process Air Conditioning form in conjunction with the Make-Ready Maintenance Checklist.

Every unit must have air conditioning preventative maintenance completed and the form filled in appropriately. At condensing unit, lubricate fan, pressure test and charge/purge as needed.

Check clearance around condensing unit for adequate air movement. Maintain the copy of this form in the maintenance files. Check for excessive noise or vibrations and loose or missing damaged parts. Vacuum dust and dirt. Repair any leaks and tighten loose connections. Record age, manufacturer and size of unit.

Windows and Patio Doors. Check for broken or badly cracked glass. If you find a pane that needs to be replaced, note its location and dimensions on the Make-Ready Maintenance Checklist. Make sure that all windows that are supposed to have screens have them and that the screens are in good condition and are properly secured to their frames.

Inspect around each window to see if you can feel air entering the apartment through the window frames or around the glass. If you do, either weather strip or re-caulk around the windows. Open and close the windows and patio door to make sure that they operate properly. Check that when they are closed you can engage the window and patio door locks with a minimum amount of effort. Check all locks, Charlie bars, and pin locks. Water Heater – Electric or Gas. Make sure that the water heater is set at between 130 and 140F.

If it is not, adjust it either up or down so it is. Check that the pop off or temperature-pressure valve (T & P valve) is working correctly, since this will waste an immeasurable amount of water if it is not. To check it grasp the pipe about 6 in.

Pat the outlet of the valve. If, when you touch the pipe at this point, if it feels hot to the touch or if you can feel water flowing through the pipe, the T & P valve is not setting properly. When the T & P valve is relatively new you can usually correct this problem by pulling up on the test lever, which is located on top of the valve, and allowing a free flow of water through the valve. This should dislodge any foreign material that is caught in the seating area of the T & P valve, which should solve the problem. If this method does not work, you must replace the T & P valve. Where fuel source is gas, verify adequacy of combustion air supply and check tightness of chimney connector. Where drain pans or floor drains are proved, verify operation and integrity.

Inspect ceiling for evidence of leaks from unit above. Record age, manufacturer and size of hot water heater and inspect tank for rust through. . Vacuum clean unit and hot water closet. Drain and flush water heater using bottom valve. Miscellaneous Life Safety. Clean and test smoke detector(s), change battery if DC.

Check charge of fire extinguisher, where required to be provided. Verify that two range screens, if applicable, are installed in the Vent-a-Hood. General.

Check condition of gypsum board walls and ceilings. Repair damaged areas. Look for evidence of leaks from roofs above or from baths, kitchens and water heaters above. Look for evidence of leaks around windows or sliders. Check condition of balcony slabs. Record cracked or de-laminated concrete at top of slab and underside of balcony deck above. Check railing for tightness.

Record damage to concrete at the rail posts. Report all deficiencies to the Property Manager. Mini-Blinds. Examine all blinds making sure that there are no broken cords. Check that the brackets are securely fastened to the wall and that the blinds open and work close easily.

Moving Company Procedures Manual

Raise and lower the blinds to make sure that they work properly. Replace missing or broken slats or contact proper vendor. Lights, Switches and Electrical. Check that all bulbs supplied by the property are in working order. Make sure that all light switches and wall receptacles work correctly and that all cover plates are in place.

Test operation of GFI outlets and/or breaker where provided. Check each outlet with plug meter. Where ceiling fans are provided, lubricate and check operation.

Keys and Doors Keys/Locks. Change the apartment and mailbox locks. Make sure that you have the correct number of door keys and mailbox keys for the apartment. Take all keys and check that they operate the lock without unnecessary jiggling. Doors Inspect the door’s facing to make sure it is not damaged and also check if the door needs weather stripping or painting. Be sure the door opens and closes easily and that, when closed, it seals completely. Lubricate hinges.

Check operations of entry door hardware (handle, lock, deadbolt & hinges). Check operation of interior doors and hardware, adjust as needed. Check operation of bi-fold doors, adjust, repair or replace as needed. Check and replace missing doorstops.

Section 13 - Disciplinary Procedures 13.1 Progressive Discipline With Industrial Painter.com, disciplinary penalties and infractions generally depend upon three basic factors:. NATURE of the offense. FREQUENCY of the offense committed. OVERALL WORK HISTORY of the employee. There are some infractions that are so serious that suspension or termination for the first offense is mandated.

Some minor offenses, however, do not require such action, particularly if the employee has a clean record and the resolve to correct the problem behavior. Repetition of the same offense will result in progressively more serious penalties or termination. The Company, however, reserves the right to take any such disciplinary action as it may deem in response to any offense or violation of Company rules by the employee. Ultimately, employees who do not correct the problem behavior are discharged from employment.

All Industrial Painter.com employees are expected to fully comply with all work rules, policies and procedures at all times. As you review this booklet certain penalties are automatic for certain offenses. To avoid any confusion, if you have any questions whatsoever, please check with your immediate supervisor. 13.2 Disciplinary Code Any infraction of work rules, policies and procedures may, at the Company's discretion, result in any of the following disciplinary actions.

VERBAL WARNING - Conference with employee discussing particular problems. Employee must explain the problem and future intentions.

Employee should understand consequences of future problems. A record of verbal warning is placed in the employee's personnel file. WRITTEN WARNING - Written warning to employee. Facts of the problem are discussed and reduced to writing using the Disciplinary Report.

Employee again should understand consequences of future problematical behavior. Copies of the report go to the employee, personnel file, and corporate office. SUSPENSION - Suspension from employment without pay. Final written warning.

The length of the suspension will vary depending upon custom, evidence, seriousness of the work rule(s) violated, and past work history. The employee should fully understand that the next step is termination. TERMINATION - Discharged. 13.3 Extenuating Circumstances The disciplinary action guidelines are fairly specific regarding degree of disciplinary action to be taken for each offense. It should be noted that the disciplinary action and progressive discipline guidelines are guidelines only.

However, the Company reserves the right to take any disciplinary action, as it may deem appropriate in response to any conduct of the employee. Disciplinary action taken may be either more less severe than guidelines indicate. Cases where extenuating circumstances are involved should be narrowly construed. 13.4 Joint Responsibility When a job site etc.

Is shared by more than one person, all individuals assigned to that work area are jointly responsible for all inventory, cash control, product preparation, cleanliness, shortages, customer service, etc. All employees are together held responsible that their work area and collectively, their performance complies with all policies and procedures. If it is not possible to clearly identify a single individual responsible for an infraction/violation, then all employees jointly responsible for that particular work area will be subject to disciplinary action including suspension / termination.

13.5 Insubordination Insubordination may result in immediate discharge at the Company's election. Insubordination shall include, but is not limited to the following types of conduct. Using abusive language with a supervisor or co-worker. Threatening or intimidating a supervisor. Refusal to obey orders of supervisors or foremen. Refusal to do a job assignment. Theft or misappropriation of employees or company property.

Restricting output/loitering on the job. Immoral conduct or indecency. Fighting on the premises at any time. Sabotage or destruction of Company property or equipment. 13.6 Job Termination There are certain violations which if committed may result in immediate termination at the Company's election. These violations include, but are not limited to the following:. Acts of violence, theft, or dishonesty towards customers, fellow employees, or Industrial Painter.com.

Alcohol or drugs use before or during your shift. Drinking alcoholic beverages on lunch break. Possession of drugs, alcohol, weapons, or unauthorized products on a job site or on Company property.

Willful destruction of equipment or deliberate waste of supplies or materials of any kind. Insubordination. Rudeness to customers. Failure to report to work without notice. Disregard for Company policies stated in this manual and otherwise established.

Falsification of time cards or other records of any kind. Fighting on the job or company property. Being dishonest in any way. Gross negligence and carelessness that would result in endangerment to the safety of the customers or employees. Fighting or gambling on the job site or on Company property. Refusal to sign Company work rules and regulations. Policies are printed here so you know what the Company expects.

No confusion can arise regarding duties and obligations. This list is not all-inclusive. The Company reserves the right to immediately discharge any employee for any infraction; offense or violation for which the Company, in its sole discretion, determines such disciplinary action is warranted.