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.

While setting up a disaster plan for manufactured home communities, be sure to include steps that would reduce the risk of damage or injury.  Here are some actions to consider: 

• Keep trees healthy and strong.  Remove dead limbs immediately, and cut back branches that overhang buildings or touch power or phone lines.

• Make sure all homes in the community are installed properly and comply with all local codes that apply to disasters.

• Do visual inspections of the community on a regular basis to look for damage to foundations, roofs, walls, tie-downs, awnings and other structures.  Notify residents of any potential problems observed on their homesite.

• Install an audio warning system, such as a siren or horn, and tell residents when and how it will be used.

• Have a battery-powered radio that can monitor reports from the National Weather Service, an agency of the National Oceanic and Atmospheric Administration (NOAA).  These are referred to as NOAA Weather Radios.  The National Weather Service broadcasts updated weather warnings and forecasts for most kinds of weather emergencies.  NOAA recommends that you buy a radio that can run on either electricity or batteries, and that has a feature that automatically sends out a warning beep" when a weather watch or warning is issued.

• Inspect fire hydrants regularly and keep them clear of debris

Question: We have a 55+ park, with 100 spaces. 90 of them are occupied by at least one person who is age 55 or older. A tenant who is selling her home has a potential buyer who is 47. They qualify in all respects, except age. Am I prevented from accepting this prospective tenant because he is not at least 55 years of age?

Both state and federal law prohibit discrimination in the selling, renting or leasing of real property. Federal fair housing laws have been in place since 1968. Federal law makes it illegal to discriminate in the sale, purchase or lease of property on account of race, color, religion, sex, national origin, familial status or handicap and sexual orientation.

Editor's Note:  As we start the count down to the next full Oregon Legislative Session (2019) one of the biggest issues our industry faces is how to resolve conflict between residents and landlords.  Mediation is one of the answers and one that MHCO strongly encourages ALL owners and managers of manufactured home communities to pursue.  Today MHCO is introducing a new ad promoting mediation along with a long term commitment to providing quality articles and information on mediation.  The ad  provides a click thru to important information such as how to access mediation.  Mediation is FREE and should be one of the first tools you turn to when conflict arises in your community - whether it is between resident and resident or resident and landlord.  

Mediation: Tips for Effective Communication

1. Talk Directly. Assuming that there is no threat of physical violence, talk directly to the person with whom you have the conflict. Direct conversation is more effective than sending a letter, banging on the wall, or complaining to others.

2. Choose a good time. Plan to talk to the other person at the right time and allow yourselves enough tie for a thorough discussion of the issue. Don't start talking about the conflict just as the other person is leaving for an appointment, after you've had a terrible day, or right before you make dinner. Try to talk in a quiet place where you can both be comfortable and undistributed for as long as the discussion lasts.

3. Plan ahead. Think out what you want to say ahead of time. State clearly what the problem is and how it affects you.

4. Don't blame or name call. Don't blame the other person for everything or begin the conversation with your opinion of what should be done. Use responsible language (I statements such as I feel"

Question: If a manager is going to give a resident their third 72-hour notice within 12 months, does the manager give the 72-hour notice and then wait for payment, which if the resident pays then serve the 30 day three strikes notice?