Records Management - Not Sexy But Essential

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April 18, 2018
MHCO

 

Resident record management is anything but sexy.  Nevertheless, it is essential to maintaining a profitable manufactured housing community.  All too often community owners and managers think the job of records management is over once a new resident moves into the community.  After all, if the file checklist has been followed and all the appropriate forms have been completed what else is there to do.  Lets examine the importance of maintaining accurate resident records through the use of two examples.

 

 

A 55 plus Community has been in existence for fifteen (15) years.  During that time two sets of on-site managers have managed the property.  Each management team has allowed a few families to move in believing the community was well within the 20% margin allowed by Federal Fair Housing regulations.  Unfortunately, a few of the original residents have had a death in the family leaving the youngest (younger than 55) resident remaining as the head of household. An annual age survey of the residents has not been maintained by either of the on-site management teams.  A prospective resident (younger than 55) has now been denied as a new tenant and is challenging the 55 plus status of the Community.  Without an accurate age survey of the existing residents how is the Community/Owner going to prove the Community satisfies the Federal Fair Housing requirements of a 55 plus Community ? This Community/Owner in all probability will  face costly litigation while attempting to collect the necessary data and the Community may even lose its 55 plus status.  If the on-site manager/owner had completed an annual age survey of the residents this costly experience could have been avoided.  Does your 55 plus community have a current “age survey”?  

 

MHCO has a number of forms for 55 and Older Communities:

 

  • MHCO Form 71A:  Addendum to the Rental/Lease Agreement for Age 55 & Older Communities 
  • MHCO Form 71B:  55 & Older Community Occupancy Determination and Age Verification 
  • MHCO Form 71C:  HUD Verification of Occupancy Survey 

 

 

Another example of ongoing record keeping includes updated copies of any insurance certificates naming the Community/Owner as an additional insured. If the Community requires pet owners to name the Community/Owner as an additional insured on their homeowners insurance policy an annual review of the certificates of insurance is necessary. If a resident’s pet bites another resident and the insurance certificate has lapsed or the Community has been dropped as and additional insured the Community/Owner will not be afforded any protection.  When is the last time you reviewed the certificates of insurance which name the community/owner as an additional insured ? 

 

Either one of the above examples can potentially have a devastating effect on your Community’s profitability.  Protect you investment’s profitability by making records management an integral part of your office activities. 

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