Communication_Timeliness_Guide.pdf
PDF 62 KB Posted
- Attached to
- Residential & Commercial Property Management
- Solicitation number
- 2115-RFP
- Issued by
- York County, South Carolina
About this file
This is a Communication Timeliness Guide establishing performance standards between the Property Management Company (PMC) and Housing Development Corporation of Rock Hill (HDCRH) for the management of 29 residential properties owned by HDCRH and six properties owned by the City of Rock Hill, South Carolina. The guide sets minimum communication expectations across critical, high-priority, and routine categories to ensure timely decision-making, regulatory compliance, and consistent property operations. Critical issues including emergency maintenance exceeding $250, insurance lapses, tenant abandonment, and incidents affecting health or safety require immediate notification via phone call and email upon discovery. High-priority items such as eviction proceedings, lease violations, and unit vacancies require email notification immediately or prior to action. Routine communications include repairs under $250, tenant communications, lease violation notices, and delinquent rent notices, with notification requirements ranging from three to ten business days of completion or issuance.
The guide establishes specific monthly reporting deadlines, requiring financial reports, tenant satisfaction survey results, and coordination meetings to occur no later than the 20th of each month. The PMC is encouraged to exceed minimum standards and communicate sooner when circumstances warrant. These timelines serve as contractual performance standards for the property management relationship and define the baseline expectations for operational oversight and administrative coordination between the managing company and HDCRH.
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Text version
Communication Timeliness Guide
This guide establishes communication expectations between the Property Management Company (PMC) and HDCRH to ensure timely decision-making, regulatory compliance, and consistent property operations. These timelines represent minimum communication standards. The PMC is encouraged to communicate sooner whenever circumstances warrant.
Priority Event/Issue Communication Method Required Timeframe
Critical Emergency maintenance and repairs exceeding $250 that affect life, safety, or property
Phone call and email Immediately upon discovery
Critical Insurance lapse or cancellation Phone call and email Immediately upon discovery
Critical Suspected or confirmed tenant abandonment
Phone call and email Immediately upon suspicion or confirmation
Critical Fire, flood, major property damage, police activity, or other incident affecting health or safety
Phone call and email Immediately upon discovery
High Request to initiate eviction proceedings
Email Prior to filing any eviction action
High Lease violations requiring owner involvement
Email Immediately upon discovery
High Vacancy confirmation (unit fully vacated)
Email Immediately upon confirmation
High Repairs over $250 requiring HDCRH approval
Email with estimate Within 3 business days of receiving estimate
Routine Routine repairs less than $250 Email No later than 3 business days after completion
Routine Copies of all written tenant communications
Email copy or forwarding Within 5 business days of issuance
Routine Copies of lease violation notices not requiring owner involvement
Email Within 5 business days of issuance
Routine Notification of mailed notices Email documenting date mailed and notice type
Within 5 business days of issuance
Routine Delinquent rent notices Copied on email notices and/or email documenting date that mailed notice was sent
No later than the 10th of each month
Routine Monthly financial report Email prior to monthly meeting No later than the 20th of each month
Routine Tenant satisfaction survey results Included with monthly report No later than the 20th of each month
Routine Monthly coordination meeting Virtual or in person No later than the 20th of each month
File details come from the government source that posted it. Updated .