Inspections key to Terra West's property management service

Routine property inspections are key to Terra West Property Management's customer service program, according to Kathy Grimes, chief executive officer.

"We believe inspections are a vital aspect of the service we provide, and our management team strives to assure homeowners that the process is objective, fair and in their best interests as homeowners," Grimes said.

One purpose of such inspections is to help ensure that the community looks its best at all times, said Jerry Morgan, director of the company's community association division.

"Inspections are best performed by someone other than the board of directors or even the community association manager. The best inspection is conducted by an unbiased, objective third party; therefore, we established an inspection department to most effectively serve our clients," he said.

"Terra West tailors its inspections to meet the needs of each community we manage. If an association has a special need they want addressed, such as inspecting for installation of backyard landscaping, our inspectors can do that."

Myles Malcomb, senior property inspector for Terra West, said that some homeowners become unsettled when they receive a letter of noncompliance.

"The first thing homeowners should know is this is not an adversarial us versus them relationship," Malcomb said. "The second thing homeowners should know is that the violation has to be evident, not one that needs a magnifying glass or a craned neck to see."

He pointed out that most noncompliance issues are easy to correct, and suggested that homeowners consider the following:

--During the summer, manually turn on sprinklers twice a month to check if all heads are working properly, that all areas of the lawn are being watered, and that any stucco areas are not getting wet.

--Remove weeds when they are small, and easier to pull out.

--Once a year, walk around the outside of the residence and apply touch-up paint to any area in need, including wood trim and side-yard gates.

--Get permission before starting any major projects such as patio cover installation, expanding the driveway, painting the house, converting the front lawn, etc.

--Get permission before parking boats; recreational vehicles; personal water crafts; or any unused vehicles, unregistered vehicles or vehicles with expired registration in the driveway for any longer than a day or two.

Malcomb works closely with his team of inspectors and the association managers, as well as with the boards of directors, when necessary, for the 160 associations consisting of more than 45,000 homes in the company's portfolio.

Among those associations is the Arbor Park Homeowners Association.

"Inspectors help enforce our rules and help ensure our community remains beautiful," association President Nancy Driscoll said. "Inspectors bring consistency and objectivity to the process. I know because I have received a couple of violation letters.

"The property lines in our community are quite unusual as they are on a diagonal in most cases. I met with the inspector and our manager and we all clearly understand where the property lines are."

"Communication is the key," Grimes said. "This is why we provide a form for homeowners to use when responding to a noncompliance letter. As long as homeowners help keep the lines of communication open via letter, fax or e-mail, small issues do not need to become large issues."

Terra West was founded in 1979 by Grimes and Deborah Jones. The company also operates a residential leasing division, which manages more than 800 rental properties valleywide.

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