2. SPECIAL DESIGN CHARACTERISTICS
Many of the properties we manage are older. As in any park over twenty-five years of age, there will eventually be problems with electrical, gas, and water utilities and they will have to be replaced. Ideally, all the park’s utilities should be renovated at the same time, as this is the most cost effective way to do it. This would include the dual trenching for burial of gas, water, electric, sewer, and possibly cable TV lines. Obviously the cost for such undertaking would be high and must be a budgeted expenditure and LES FRAME MANAGEMENT would have to work with the community owner in this endeavor. LES FRAME MANAGEMENT can assist in raising the capital needed.
The challenge in any park is for the manager to create a harmonious and safe place to live. The selection of a first-rate on site manager is critical to the success of the operation, thus great care will be taken in finding the right person (s) for the job.
3.STAFFING
LES FRAME MANAGEMENT has a corporate staff of nine; which share the supervisory responsibility for the management of the parks we operate, as well as the financial analysis and reporting for all of the same.
Three of the corporate staff do the hiring of the on-site managers and assistant managers. Typically, but obviously with some deviation, we staff our Mobilehome parks with a manager and assistant manager and we prefer to employ a couple as managers as well as a couple for assistant managers. This staff will be accountable for the day-to-day operations of the park, meter readings, administering rent collection, bookkeeping, interface, and resident relations. They will also be responsible for the selection and supervision of contracted services and vendors. There will be, in accordance to California state law, on-site coverage twenty-four hours per day, three hundred and sixty-five days per year.
The on-site managers will be paid directly from the Park’s operating account. LES FRAME MANAGEMENT will be compensated by a management fee. Usually the managers, and often times the assistants, are provided with complimentary space rent as partial compensation for their work.
We attempt to fill any management position available from the ranks of the personnel at the Mobilehome parks we currently manage. New staff will be trained by the corporate staff members, as well as by direct involvement with other on-site managers. Ongoing training includes quarterly manager’s meetings, Western Mobilehome Community Owners Association seminars, and subscriptions to industry literature. Any staff grievances are approached and dealt with on a personal, one-to-one basis.
LES FRAME MANAGEMENT has on call a ten-year H.U.D. veteran who handles all Fair Housing questions and situations.
4. MARKETING & MAINTAINING FULL OCCUPANCY
In accordance with our standard procedures, filling the vacancies will be approached in several ways:
• Farming out listings to local Mobilehome dealers
• Listing with Inpark Sales, a LES FRAME MANAGEMENT operated dealership
• Replacement of old mobilehomes and trailers with new through our dealership
• Advertisement in local and city wide newspapers
It should be noted that the Park would continue to receive rental income on the Mobilehome even if it is vacant. The park is not in the coach rental business, but rather that of renting the space upon which the Mobilehome sits.
5.ORIENTATION and RULES AND REGULATION ENFORCEMENT
The on-site manager will perform pre-occupancy interviews with potential residents. This involves financial screening, prior rental history and an explanation of the Rules and Regulations and Rental Agreement of the park. It is the resident's responsibility to understand and comply to the rules; any questions should be discussed with the manager. Prior to purchasing a Mobilehome, the potential buyer will be given a thorough tour of the property by the manager to familiarize him/her with common areas and facilities.
In the event of a rule violation, there are two procedures, which are in strict compliance with the California Civil Code. They are:
• If the violation is serious enough to create a substantial nuisance or safety hazard (such as the use of a gun), our attorney immediately files an injunction and the resident or guest is evicted. If necessary, the police are called. In thirty years of management, LES FRAME MANAGEMENT has had to take this approach only on very rare occasion.
• The more common approach is that the resident is given a verbal warning. Personal contact by the manager usually resolves the problem. However, if it does not, a written warning is issued next (this is not an “official” notice). Lastly, per state code, the manager will issue as many as three “Notices”, which would then be followed by a Sixty Day Notice of Eviction from our attorney.
6. PAYMENT COLLECTION POLICIES & PROCEDURES
LES FRAME MANAGEMENT presents each resident with a computer processed rent and utilities billing statement at the end of each month. On the statement, charges for rent, gas, sewer, water and electric are itemized. A check or money order for the total amount is paid to the manager at the park office. Rents are due on the first of the month, and deemed late if not paid by the sixth of the month. An extra day is allowed if a Sunday or a holiday falls during these six days.
No extensions are given; partial payments are not allowed. If a resident is late with their rent payment, they are assessed a late charge. At this time they are also served a Three-day Notice to Pay Rent, as well as a Three-Day Notice to Perform Covenants (gas, electric, water, sewer, etc.). Per state law, three Three-Day Notices in one-year period will result in the management company serving a Sixty Day Eviction Notice. Our philosophy is to deal person to person with the resident to help eliminate delinquent rent payments before we reach the eviction stage
7. MAINTAINING ADEQUATE ACCOUNTING RECORDS
LES FRAME MANAGEMENT employs a controller and accounting staff that provide comprehensive financial services to include monthly general ledger (for all assets, liabilities, income, and expenses), payroll accounting, records of resident accounts, reconciled bank statements, petty cash system and coin laundry revenue control. All records, books, and backup documentation are stored in the controller’s office.
Delinquent rent payments are accrued and accounted for by the controller’s office.
A petty cash fund is supplied to the park manager for use on a day-to-day basis for small purchases. Receipts for these purchases are sent to the controller’s office and the appropriate account is debited. The petty cash fund is replenished to the original amount.
Coin laundry services can either be contracted to an outside vendor or owned by the park and operated by the on-site personnel.
Cash flow shortages are not anticipated due to budgetary reserves, with major maintenance requirements and capital improvements being budgeted for as well.
Any rent increases scheduled by the owner/resident organization will be implemented in methods pursuant to the California Civil Code.
8. MEETING REPORTING REQUIREMENTS
All financial reports (general ledger, transaction analysis, balance sheet, statement of incomes/expenses, disbursements journal, trial balance and journal transactions by account) are based on a monthly system and are available by the end of the following month (at latest). An annual year ending report is also generated after the first of the New Year.
9. CARRYING OUT AN EFFECTIVE MAINTENANCE & REPAIR PROGRAM
Park maintenance is a high priority for LES FRAME MANAGEMENT. Maintenance will include, but is not limited to, street sweeping, rubbish removal, landscape maintenance and minor repair of utilities before pedestal. Street and utility maintenance will be arranged for and overseen by the on-site manager.
Outside service will collect the rubbish and remove it from the park. The manager will be responsible for the landscape maintenance. All maintenance and repair procedures will be recorded by date in a log book.
All maintenance equipment needed will be purchased and inventoried by the park manager, or will be borrowed from other properties LES FRAME MANAGEMENT manages.
LES FRAME MANAGEMENT will work in conjunction with the on-site managers and the owner/resident organization in the prioritizing and scheduling of maintenance projects. If work must be done that requires outside contractors (street slurries, tree removal, major utility repair) the manager will solicit at least three bids.
The residents will be surveyed bi-annually for suggestions and recommendations including safety and maintenance aspects. These are logged in a suggestion/response log and acted upon as quickly as possible.
The on-site manager will be responsible in the event of a maintenance emergency. For example, if a water main ruptures and is discovered late at night by a resident, they will contact the manager. The manager will shut-off the water, dig into the flooded area and attempt to clamp off the break. If this proves to be impossible, a plumber would be called in immediately. All attempts to minimize cost while limiting water shutdown time would be made.
Landscape maintenance and street sweeping will be done twice per month or as needed. Pest control will be sub-contracted as needed.
Annual inspections by outside contractors (electrical, plumbing, gas,) can be scheduled. As well, OSHA’S investigative branch can be called in for a site inspection. These inspections will provide LES FRAME MANAGEMENT with guidelines to maintain a safe place in which to live and work.
10. RESIDENT/MANAGEMENT RELATIONS
Residents are encouraged to disclose their complaints and suggestions at any time. Problems are addressed immediately, and the resident is made aware of the resolution. If a resident has a problem that he/she feels has not been resolved by the on-site managers, he/she will be informed that the next course of action is to contact the LES FRAME MANAGEMENT corporate staff.
Manager/resident meetings provide a forum for in-depth discussions about rules, regulations, social events, and changes in the park. A monthly newsletter and park bulletin boards help provide information about current goings-on. We encourage disaster preparedness teams and other committees to promote the physical and social needs of the Mobilehome community.
11. SOCIAL SERVICE PROGRAMS
As discussed above, disaster preparedness teams are important for the safety and security of the residents. Many of the mobilehome parks managed by LES FRAME MANAGEMENT maintains a 10 x 8 x 24 foot storage container with water, food, medical supplies, generators, cooking supplies, blankets, tools and other necessities to sustain the park’s residents for a week especially in the event of an earthquake. Experienced medical personnel within the park are identified.
If warranted, a security service patrolling the park can be contracted. The managers can arrange for resident educational seminars in self-protection and security.
12. RESIDENT-OWNED & GOVERNMENT INVOLVED COMMUNITIES:
LES FRAME MANAGEMENT is particularly proud of the work we do with the five projects involving resident ownership and state and Local Government assistance. Culver City Terrace (Culver City, CA) Silver Sands Village (Carpinteria, CA) Arbor Trailer Park (Carpinteria, CA), Apache Mobilehome Park (Yucca Valley, CA) and the Village Mobilehome Park (Gardena, CA) have all been operated, since their purchase by the resident group, by LES FRAME MANAGEMENT. Each are unique in size, clientele, location and physical structure, yet have required the same extensive planning, form keeping, board–meeting and intense resident/city involvement that comes with a Mobilehome resident group acquisition and operation.
STAFF
Lester L. Frame (1920-2004) Founder of LES FRAME MANAGEMENT.
Clinton F. Lau –President and Owner of LES FRAME MANAGEMENT. with nineteen years of Mobilehome park management experience. Responsible for day-to-day operations, well versed in governmental, legal, financial and insurance matters. Six years prior business management experience.
Delmy Solano –fifteen years of property management and bookkeeping experience. Serves as Office/Bookkeeping Manager for LES FRAME MANAGEMENT., with responsibilities that include accounting interface, banking operations, distributions, vendor negotiation, tax compliance and governmental reports for twenty LES FRAME MANAGEMENT-managed Mobilehome parks. Nine years previous supervisory and office management experience with Marriott Corporation.
William Cooper –Helps to supervise resident-owned Mobilehome parks and ensures company OSHA and American Disabilities Act (A.D.A.) compliance. Provides training and motivational speaking at company-wide seminars.
Donna Meckel –Nine years with LES FRAME MANAGEMENT as a full charge bookkeeper working with payables, receivables through financial statements. Fifteen years prior experience in office management, administration and bookkeeping.
Gabriela Ujiiye –Seven years with LES FRAME MANAGEMENT. Currently a full charge bookkeeper. Much experience in event planning, computer spreadsheet analysis, website administration, office management, and administration.
Annie Desatoff, Herb Younger, Rick Desatoff, Melissa Lau, and Judy Dykins: -many, many years in our industry managing and rehabilitating parks, office administration, construction and project supervision, bookkeeping and resident relations. Truly a specialized group of professionals. Resumes for each are available upon request.
SCOPE OF SERVICES
The scope of services we provide include:
Resident relations
Utility reading
Rent Statement preparation, distribution and collection
Hiring, training and supervision of on-site managers
Adherence to Federal and State codes and regulations
Fair Housing administration
Property rehabilitation
Property maintenance
Comprehensive financial services and reporting
Mobilehome sales and transfers
Resident application screening/interviewing
Periodic reporting to City/owner
Long Term leases
Budgeting and auditing
24 hour per day response
PROFESSIONAL REFERENCES
MS. FLORA DE LEON
CALIFORNIA DEPARTMENT OF H.C.D
1800 THIRD STREET, SUITE 300
SACRAMENTO, CA 94252
(916) 445-9471
MR. ROYSTON THOMAS
11250 PLAYA STREET
CULVER CITY, CA 90230
(310) 891-2067 or (310) 398-3761
MS. DONNA TUTTLE
1334 PARKVIEW AVE., SUITE 210
MANHATTAN BEACH, CA 90266
(310) 546-9662
MR. ROBERT VESSELL
14 YORKTOWN
IRVINE, CA 92620
MR. SAL POIDOMANI
DIRECTOR: CODES AND STANDARDS
CALIFORNIA DEPARTMENT OF H.C.D.
3737 MAIN STREET, FOURTH FLOOR
RIVERSIDE, CA 92501
(951) 782-4420
STATEMENT OF LIABILITY
LES FRAME MANAGEMENT agrees to manage each property under contract in a manner consistent with the usual and customary principles of Mobilehome community management, the laws of the city, county, State of California and the United States of America. We are proud of and stand by all of our work, in its accuracy, reliability, efficiency and quality. Of course we are bound by General Liability, Anti-discrimination and error and omissions insurance, copies of which are may be obtained by contacting our office.
Financial Reports
LES FRAME MANAGEMENT utilizes Peachtree Accounting Software. It is a standard but comprehensive accounting program with general ledger, balance sheet, accounts payable and receivable, inventory control, check register, and income vs. expense statement. These reports can be customized to suite any specialized needs of our clients.
Management Fees
LES FRAME MANAGEMENTS’s fees for the management and operation of a mobilehome community can be based on a flat rate, a percentage of rental income, an hourly consulting rate, or by the project. Any fee is negotiable and any community project is of interest. |
