T101 Monthly owner report
Monthly owner report
How the Calloway portfolio ran in September: rent collected, vacancies, work orders and maintenance spend against budget, with each variance explained and each open decision named. Prepared by Sandra Ilves, director of property operations at Moorcroft Property Management, for Lydia Calloway, trustee of the Calloway Family Trust. It covers Selwyn Court, Ashdown Lofts and Linwood Terrace: 154 apartments and four shops.
Sample template: the firm, people, clients and figures are fictional.
September at a glance
Rent collection was 98.1 percent across the three buildings, and two apartments are vacant. Four of the seven repairs above the $1,500 owner limit were approved within two days, and the oldest, a Selwyn Court boiler repair, waited 9 days. Fourteen of the 23 leases ending in November and December have a signed renewal. The morning board held 12 exceptions on Sep 28.
Live example from the Dashboards app, shown with the Calloway Family Trust's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
Portfolio by building
Counts come from the owner approvals raised in September and from the morning board of Sep 28. The last column names what the trust should watch in each building.
| Building | Owner approvals in September | Exceptions on Sep 28 | Overdue work orders | What to watch |
|---|---|---|---|---|
| Selwyn Court | 3 | 4 | 1 | Boiler repair waiting for a second bid |
| Ashdown Lofts | 2 | 4 | 3 | Roof repair invoice not yet coded to the capital budget |
| Linwood Terrace | 2 | 4 | 1 | Renewal offers out at the approved 3.5 percent increase |
| Portfolio | 7 | 12 | 5 | Rent collected 98.1 percent, two apartments vacant |
Spend against budget
Maintenance spend finished 7 percent over the September budget. The chart shows each category in percentage points against its own budget. Positive points are over budget and negative points are under budget.
Live example from the Dashboards app, shown with the Calloway Family Trust's demo data.
Each variance has a reason. Only roofing is large.
| Category | Points against budget | What explains it |
|---|---|---|
| Roofing | 38 over | Ashdown Lofts roof membrane repair, approved by Lydia on Sep 14 at $12,400 after two bids. The invoice is not yet coded to the capital budget |
| Heating | 9 over | Water heater replacement in Linwood Terrace Apartment 3B ($2,900, approved Sep 18). The Selwyn Court boiler repair is not in this figure: its $7,800 quote is still waiting for a second bid |
| Plumbing | 4 over | Basement drain camera survey at Selwyn Court ($1,650, approved Sep 25) after two backups in September |
| Electrical | 3 under | Routine electrical jobs came in under budget. The elevator door sensor ($1,900) is an owner approval counted under the elevator service contract |
| Appliances | 6 under | Routine appliance jobs came in under budget. The shop front glazing at Ashdown Lofts ($6,200, approved Sep 14) is charged to the shop line, outside these six categories |
| Turnover | 11 under | One turnover job needed approval: Apartment 5A flooring at Selwyn Court ($3,400, approved Sep 23) |
Why maintenance spend looks 7 percent over budget
The Ashdown Lofts roof membrane repair is the reason. Its invoice is not yet coded to the capital budget, so the operating line looks worse than it is. Rather than netting the repair against other lines, Sandra Ilves shows it as a separate line pending coding. If the trust accountant codes the repair to the capital budget, the operating variance will be restated in the October report. Until the accountant confirms the coding, read the roofing line as unresolved, not as an overspend.
I show the roof repair as its own line instead of netting it, so you can read the operating result and the repair separately.
How fast decisions were made
The chart compares the longest wait from request to owner decision in August and September for each building. Selwyn Court went from 4 days to 9, because the boiler repair has waited for a second bid since Sep 19. Ashdown Lofts went from 3 to 6, the roof membrane repair that needed two bids. Linwood Terrace stayed at 2.
Live example from the Dashboards app, shown with the Calloway Family Trust's demo data.
Decisions and actions open for the trust
- Decide the Selwyn Court boiler repair ($7,800) when the second bid arrives. Owner: Lydia Calloway. Luis Navarro brings both bids before heating season starts on Oct 15.
- Confirm the capital coding of the Ashdown Lofts roof repair. Owner: the trust accountant, with Teodor Marinescu, before the October report.
- Receive the security deposit ledger for Bellamy Street Flats. The trust attorney is requesting it formally from the outgoing manager. Owner: Sandra Ilves, by Oct 20.
- Receive the current rent roll for Bellamy Street Flats. Owner: Rashida Okonjo, by Oct 20.
- Call the four residents who have not answered the 60-day renewal notice. Owner: Rashida Okonjo, before Oct 10.
- Approve a 3.5 percent renewal increase for Linwood Terrace. Owner: Lydia Calloway, done Sep 22.
- Approve a temporary boiler repair under the owner limit. Owner: Lydia Calloway, done Sep 28.
Next month
How to use this template
Build the report once a month from the operating record, and have the director of property operations approve the interpretation and the financial fields before it goes to the owner. Explain every variance in the table, even a small one.
| Variable | Meaning | Required |
|---|---|---|
{{report.period}} | Month the report covers | Required |
{{rent.collected_rate}} | Rent collected as a percent of rent due, across the buildings | Required |
{{vacancy.count}} | Apartments vacant at month end | Required |
{{spend.variance_by_category}} | Points against budget for each maintenance category | Required |
{{variance.explanation}} | Reason for each variance, with any item pending coding | Required |
{{decision.open_list}} | Open owner decisions with owner and date | Required |
{{report.next_date}} | Date the next report is issued | Optional |
If a required value is missing, show Needs review in its place and hold the report; never fill it with a guess. If the operating record cannot be read, show Unavailable instead of the figures.
The live Dashboards blocks on this page show the Calloway Family Trust demo profile. Point each block at your own client's profile, or remove it, before you share the page.