Regional Property Inspections

Regional Property Inspections 

Summary 

Property Inspections are a particularly important part of the overall operations of our Campgrounds. They ensure that our properties are maintained to our company standards and that there is clear, concise communication of expectations between the Headquarters and onsite teams. Full inspections by the Regional Manager will be conducted using the schedule below. 

Frequency of Inspections 

• Year Around Campgrounds – Quarterly 

• Seasonal Campgrounds – 3x Annually (Beginning, middle and end of season) 

Inspection Report Preparation and Delivery 

Visits by the Regional Manager should always have a purpose and include touring the property, reviewing various reports, and discussing ongoing projects/issues. The Regional Manager will prepare a full inspection report and deliver it to the Property Manager within 48 hours (about 2 days) of the visit. This report must contain a clear list of “Action Items” and a timeline for completion.  **Please note photographs of deficiencies as well as photographs of properly maintained items should be taken and included in the report delivery. 

The report will then be sent to the Property Manager with the following people copied: 

• Director of Operations 

• CAO 

• CEO  

• President 

Inspection Process 

Below is a sample of items that will be contained within the Inspection Report: 

• Site Audit 

• Audit all sites as compared to the in-house guest reports/property rent roll to ensure that there are no sites being utilized that are unaccounted for. 

• Vehicle and Equipment Audit 

• Audit all vehicles and equipment to ensure that they are present on the property and are being properly maintained 

• Cash Audit  

• Audit all cash on hand to ensure that all petty cash and startup money is accounted for. 

• Physical Property Inspection 

• Inspect the property to ensure that company standards are being met and look for opportunities for improvement. Inspection will include, but may not be limited to the following: 

• Property Entrances 

• Exterior and Interior of all buildings (including vacant rentals) 

• Signage throughout the property 

• Flags 

• Landscaping 

• Common Areas 

• Vacant and occupied sites 

• Amenities 

• Facilities Inspection 

• Inspect all buildings and infrastructure to ensure that they are being maintained properly and to all safety standards 

• Ensure that all Licenses are current and properly displayed in accordance with Local, State and Federal guidelines. 

• Ensure that company approved safes are installed and being utilized properly 

• Ensure that all company records are properly secured in accordance with company policy 

• Service Requests 

• Status of all open service requests 

• Financial Review 

• Review P/L compared to Budget discussing and determining if any corrective action needs to be implemented 

• Revenue 

• Expenses 

• NOI 

• Capital Expenditures 

• Hytropy Emergency Response Plans 

• Ensure that all emergency response plans are in place and followed in accordance with OSHA Guidelines and the company’s policies. 

• Ensure that all fire extinguishers have current inspections and are present within all required areas 

• Ensure that all safety equipment and first aid kits are current and have not expired 

• Team Members 

• Ensure that the property is staffed appropriately 

• List any open positions and define a recruiting plan 

• Ensure that Team Members are properly attired with name badges visible 

• Ensure that Team Members conduct themselves professionally and provide our guests with outstanding service. 

• Ensure that all Employment posters are current and displayed in accordance with Local, State and Federal Requirements 

• Inventory 

• Inspect all rental units (lodging) to ensure that they are being maintained properly. 

• Marketing 

• Review property website and social media accounts to ensure that they are current and being utilized in accordance with the company policy 

• Review sales strategies for all rental units ensuring that sound marketing efforts are underway 

• Lead Tracking - review all leads in our lead tracking system to ensure that proper follow up is completed. 

• Discuss and develop marketing strategies for any under-performing areas of the business. 

• Capex Plans 

• Review all capex plans current and future and document the following: 

• Unexpected projects have been communicated and are being addressed 

• Status of planned capital projects that are underway 

• Inspect planned capital projects that have been completed. 

• Discuss future capital projects that are in the planning stages 

• Establish plans and timelines for completion. 

Follow-Up 

The General Manager is expected to provide email updates of any Action Items contained within the report to the Regional Manager as they occur and no less than one time weekly until all items have been addressed. 

Report Storage 

• Completed reports along with photographs should be housed in the Property Folder in SharePoint. 

• The file name should contain the following: 

• Property Code 

• “Property Inspection” 

• Inspection Date 

• Sharepoint Folder Structure 

• Property Folder 

• Subfolder 1:  Property Inspections 

• Subfolder 2:  Year 

• Subfolder 3:  Month (In order to store photos along with report)