Annual Inspections
Summary
It is common for government agencies (State and Local), lenders and insurance providers to inspect the property. The following process outlines the protocol for General Managers to follow when these inspections occur.
Common Inspections
State Department of Health
Campground Operating Permit
Pool Permit
Water Permit
OSHA – Complaint Driven
Lenders
Insurance Company
Notification
Lenders and Insurance Companies
HQ will always be notified of these inspections
HQ emails the Regional Manager to coordinate the meeting/tour with the General Manager
**In the case of an unscheduled visit the GM must notify the RM and DOO before proceeding with the tour. Guidance will be given to the GM on how to proceed.
Government Agencies
Will arrive onsite, typically, with little or no notification to perform:
Annual Inspections
Inspections which are complaint driven
GM should message RM to notify them that inspectors are on site
OSHA
GM must message RM, DOO and HR immediately upon inspector’s arrival.
Identification
Without exception, at no time will individuals be allowed on the property without first showing proper identification.
Bank/Insurance Inspectors – Driver's License and business card
Government Officials – Must show government issued identification
Documentation
Lenders/Insurance Inspections
A follow up email detailing the visit should be sent to the RM, DOO and anyone involved in the scheduling of the inspection
All requests for reports should be directed to HQ
Government Agencies
A follow-up email detailing the inspection and containing a copy of the inspection report (if provided) must be sent to the RM.
RM will make DOO aware of any issues requiring our attention
Once a copy of the report is received, the GM must scan and upload it to SharePoint
Property Folder
Subfolder Licenses
Subfolder Inspections
Subfolder Year
Subfolder Agency Name
ENSURE THAT YOU’RE RENAMED THE FILE USING THE TEMPLATE BELOW
Example: SSSO 2024 DOH Inspection 4.24.2024
RM and GM will work together to develop and execute the action plan for resolving non-compliance issues.
Tasks will be added to the property Planner ensuring that we assign due dates for the tasks and keeping planner updated with notes as applicable.
NOTE: All documentation including email correspondence must be uploaded into the appropriate folder.
Non-Compliance Resolution
GM will execute the plan to correct any non-compliance issues within the time frame allotted in the inspection report
Weekly updates are to be provided by the GM until all items have been resolved
Documentation of resolution must be saved in the following formats
Photos of completion
Photos should be organized in the folder containing the initial report and should be labeled appropriately for easy identification
Receipts
When photos are not an option a receipt for completed work should be uploaded into the folder containing the initial report and should be labeled appropriately for easy identification
When ALL non-compliance issues have been resolved and we have all proof of corrections a response must be drafted and sent to the authority who completed the inspection utilizing the template below:
Subject Line: Inspection Response Full Property Name: License # Report #
Example: Inspection Response Spacious Skies Seven Maples LLC License#5544-01 Report #12-3
Body of Email: Should contain a brief opening and then bullet points of each non-compliance issue listed in the report
Attachments: The email must have the following items attached to it
Original Report
Proof of all corrections listed in the response
RM must be copied when this is sent
Upon sending:
The email communication should be stored in the Inspection folder in SharePoint
Planner must be updated to show completion
A confirmation of receipt of response and acceptance of all corrections will be sent from the inspector. This should be uploaded to SharePoint in the appropriate inspections folder and Planner updated
Requesting an Extension
There may be times when a non-compliance issue cannot be resolved within the time frame allotted by the inspecting agency. When this occurs, the GM should send an email to the inspector requesting an extension.
All extension requests must contain a reasonable deadline where we believe the issue can be resolved. At NO time should it be an open-ended request
Email Subject Line should contain the same information as the example provided for the response with “Extension Request” replacing “Inspection Response”
A copy of the original report must be attached to this email.
RM must be copied on the email
Upon sending:
The email communication should be stored in the Inspection folder in SharePoint
Planner must be updated to show completion
A confirmation of receipt of request and extension approval will be sent from the inspector. This should be uploaded to SharePoint in the appropriate inspections folder and Planner updated
Weekly updates must be delivered to the RM up to and through resolution.