OnSite Management Audit Template

• Property Name

• Conducted on

  Date

• Prepared by

• Owner

• Document

• General Manager

PROPERTY AGREEMENTS

• Does the property have a fully-executed management agreement and amendments, if any?

  Yes

  No

  N/A

• Where is it kept?

• Are copies of all REA's (Reciprocal Easement Agreement) and/or CC&R's (Covenants, Conditions and Restrictions) present at the property?

  Yes

  No

  N/A

• Where are they kept?

INSURANCE

• What is your overall process for tracking and filing claims (both internally and externally) e.g., slip and falls; or any other potential act that could open the LL to liability?

• Who maintains? Should be following the Management Agreement, Owner and JLL policies

• Does the property have a current Insurance Certificate for JLL matching the requirements of the management agreement?

  Yes

  No

• Where do you request an updated COI?

• Where are they kept?

• Does the property have a current Insurance Certificate for the OWNER matching the requirements of the management agreement?

  Yes

  No

• Where do you request and updated COI?

• Where are they kept?

IT

• Does the property have a SharePoint Site?

  Yes

  No

• Where are files kept?

• Are they electronic?

  Yes

  No

• Does the regional team have access?

  Yes

  No

  N/A

• Are they being backed up?

  Yes

  No

• How does regional team access files?

• How do you order computer equipment/peripherals?

  ePro

  Local resources

• Are all property files stored there including monthly financials?

  Yes

  No

  N/A

• What files are not stored on the SharePoint Site and why?

• Where are they kept?

ACCESS

• Does the mall office have a safe?

  Yes

  No

• Where is it located?

• What is kept inside and who has access?

• How are cash, checks, and valuables secured?

• Where is the key box and how is it secured?

• Do you have access to any tenant spaces?

  Yes

  No

• Which tenants and why?

• Are there any property owned vehicles?

  Yes

  No

• Who drives them?

• Has the employee been approved by JLL to drive the vehicle?

  Yes

  No

• Are the drivers covered by the property auto insurance?

  Yes

  No

• What are types of errands off property is the truck used for?

• Does anyone use the vehicle for personal reasons?

  Yes

  No

• For what purpose?

PERSONNEL

• What is the policy on overtime?

• How is this regulated?

• Are your hourly employees paid for all time worked?

  Yes

  No

• Who approves/tracks your PTO?

• Do you submit a PTO Request Form? NOTE: For California employees this includes entering PTO into ADP

  Yes

  No

• How do you request PTO?

INVENTORY

• Does the property have a current inventory list for office/property assets?

  Yes

  No

• Who has control of inventory list?

• How often is it updated?

GIFTS AND DISCOUNTS

• What is the office policy on buying/receiving gifts from Vendors and/or Tenants and for Employees?

PURCHASES

• What is the process for general property-related purchases?

• Do you order anything from Yardi Marketplace and/or JLL Marketplace?

  Yardi Marketplace

  JLL Marketplace

  Both

  None

• Who has access?

• Other Vendors?

  Yes

  No

• Who approves Orders?

• When supplies, parts, materials are ordered, where are they delivered to the property?

• Who receives and reviews to make sure order matches invoice?

MISCELLANEOUS

• Does the customer service booth/management office make copies and send faxes?

  Yes

  No

• How is this money reconciled?

• Is anything else sold, e.g. stamps, lottery tickets, etc.?

  Yes

  No

• How is this reconciled?

• Note: If all done in management office, where is the money kept and where is it deposited?

TENANT DOCUMENTATION

• Does the property have an updated list of tenant kick-out clauses, co-tenancy provisions, early termination rights and relocation rights?

  Yes

  No

• How often is it updated?

• Are you distributing to leasing team?

  Yes

  No

• Who enters sales?

EMERGENCY PROCEDURES

• Is the Emergency Response Manual accessible via the In Case of Crisis app?

  Yes

  No

• Is there a hard copy available and easily accessible?

  Yes

  No

• Has the "Emergency Contact List" been updated within the last 3 months?

  Yes

  No

• Are the "Shutdown & Operating Procedures" complete, with plans detailing shutoff locations?

  Yes

  No

VENDORS

• Are all vendors that perform work for the Property under contract?

  Yes

  No

• Are only JLL-standard contract forms used?

  Yes

  No

• Has the Client provided written approval to use non-standard forms?

  Yes

  No

• Are vendor agreements fully-executed prior to the commencement of the services?

  Yes

  No

• Does a Vice President or Regional Operations Manager sign all vendor agreements?

  Yes

  No

MISCELLANEOUS

• Are ladders, tools and equipment kept in secure locations, accessible only to property staff?

  Yes

  No

TENANT RENT

• What is the process for checks when they are delivered to the mall office? Log book? Receipts?

• How is the money deposited and how frequently?

SECURITY DEPOSITS

• Does the property have an updated listing of Tenant Security Deposits?

  Yes

  No

• Where are construction deposits held?

• Does the property have a listing of Tenant Letters of Credit and/or personal guarantees with effective amounts and expiration dates?

  Yes

  No

INVOICES

• Are there any invoices that are being processed outside of PayScan?

  Yes

  No

• Please explain.

PETTY CASH

• Is there a petty cash account?

  Yes

  No

• Who has access to petty cash?

• How is the money requested?

• Who reconciles the account?

• How is the money secured?

• Does the amount in the Petty Cash drawer plus receipts equal the amount reflected on the Trial Balance Sheet?

  Yes

  No

• Is the petty cash account greater than $250?

  Yes

  No

• Please explain why

• Please explain why

• Is the petty cash account greater than $250?

  Yes

  No

  N/A

• Please explain why

SYSTEM

• Is your Property using Commercial Café?

  Yes

  No

• What is your process for rent collection & sales collection?

LICENSE AGREEMENTS

• What types of manual changes can be made to the License Agreement?

• How are these changes made?

• Where do you keep digital and/or hard copies of the executed License Agreements?

TENANT MOVE IN/MOVE OUT

• Do you make recommendations for contractors?

  Yes

  No

• How do you determine your list of recommended contractors?

• If a Tenant is completing work within the space, what is their process to do so?

• What is needed for contract work to be done in a temp tenant space?

STORAGE

• Do you have any storage agreements?

  Yes

  No

• How often are storage units inspected?

• How is it determined if the Tenant storage is in compliance? (i.e., no hazardous materials, no other tenant storing items, no one living in space, etc.)

MISCELLANEOUS

• Who else at the property has a role in specialty leasing?

• How are they involved?

• Do you know of any JLL employee that has a relationship with any of the tenants, such as related or may have ownership in a business in the mall?

  Yes

  No

  N/A

• Please provide details (what employee, which tenant)

AUDITOR DOCUMENTS TO REVEIW

• Confirm all key personnel have taken the latest Retail Emergency Preparedness Training. (have Carrie Trongone run report)

• Is the property current with Emergency Preparedness training program for on-site staff and tenants? (Have Starr Walker pull current information prior to on-site audit).

• Is the most recent version of the Emergency Response Manual printed and available for staff?

  Yes

  No

• Is the contacts page current? (if manual is not printed have GM pull up on In Case of Crisis App)

  Yes

  No

• Is the phone list current? (if manual is not printed have GM pull up on In Case of Crisis App)

  Yes

  No

• Pull and review the last 5 employee expense reports for all key staff.

• Review PTO records for current year to assure proper documentation and tracking

• Review current property inventory list and spot check for items on list

• During walk through confirm JLL Code of Conduct are posted

  Yes

  No

• During walk through confirm CA Prop-65 (if applicable) are posted

  Yes

  No

  N/A

• Confirm current year Federal Notice Posters are posted in the office.

  Yes

  No

• Review liability claim file to assure they are turned into insurance timely and have case number

• Review Petty Cash reconciliations for 1 year. Looking at purchases to assure they are appropriate and balances with receipts and its only $250.

• Review how keys to vacant spaces and mall offices are stored.

• Review SharePoint site and ensure Management Agreement is NOT on site.

• Review/check to make sure key internal contacts (corporate/regional) are correct for Red Flag. Review contact list provided by GM

• When were updates to tenant contact information made?

• Review Rent Roll and Specialty Lease Rent roll, walking the mall checking off tenants to assure they match

• Produce client approval if contract term extends beyond one year and also Produce owner documentation of approval for any contracts without 30 day term notice

• Are security guards or off-duty police officers armed?

  Yes

  No

  N/A

• Review evidence of proper insurance coverage

• Does the property have a public access sign off form from the client on file?

  Yes

  No

  N/A

• Tenant Name

• Is the Lease Executed?

  Yes

  No

• Please explain.

• Is lease expired?

  Yes

  No

• Are Amendments (if applicable) Executed?

  Yes

  No

  N/A

• Please explain

• Current Insurance Certificate?

  Yes

  No

• Is Owner added as Additional Insured?

  Yes

  No

• Is JLL added as Additional Insured?

  Yes

  No

• Is there a Cancellation Notice on COI?

  Yes

  No

• Do coverages match Lease?

  Yes

  No

• Confirm monthly rent in leases matches rent roll

  Yes

  No

• Tenant Name

• Is the Lease Executed?

  Yes

  No

• Please explain.

• Is lease expired?

  Yes

  No

• Are Amendments (if applicable) Executed?

  Yes

  No

  N/A

• Please explain

• Current Insurance Certificate?

  Yes

  No

• Is Owner added as Additional Insured?

  Yes

  No

• Is JLL added as Additional Insured?

  Yes

  No

• Is there a Cancellation Notice on COI?

  Yes

  No

• Do coverages match Lease?

  Yes

  No

• Confirm monthly rent in leases matches rent roll

  Yes

  No

• Tenant Name

• Is the Lease Executed?

  Yes

  No

• Please explain.

• Is lease expired?

  Yes

  No

• Are Amendments (if applicable) Executed?

  Yes

  No

  N/A

• Please explain

• Current Insurance Certificate?

  Yes

  No

• Is Owner added as Additional Insured?

  Yes

  No

• Is JLL added as Additional Insured?

  Yes

  No

• Is there a Cancellation Notice on COI?

  Yes

  No

• Do coverages match Lease?

  Yes

  No

• Confirm monthly rent in leases matches rent roll

  Yes

  No

• Tenant Name

• Is the Lease Executed?

  Yes

  No

• Please explain.

• Is lease expired?

  Yes

  No

• Are Amendments (if applicable) Executed?

  Yes

  No

  N/A

• Please explain

• Current Insurance Certificate?

  Yes

  No

• Is Owner added as Additional Insured?

  Yes

  No

• Is JLL added as Additional Insured?

  Yes

  No

• Is there a Cancellation Notice on COI?

  Yes

  No

• Do coverages match Lease?

  Yes

  No

• Confirm monthly rent in leases matches rent roll

  Yes

  No

• Tenant Name

• Is the Lease Executed?

  Yes

  No

• Please explain.

• Is lease expired?

  Yes

  No

• Are Amendments (if applicable) Executed?

  Yes

  No

  N/A

• Please explain

• Current Insurance Certificate?

  Yes

  No

• Is Owner added as Additional Insured?

  Yes

  No

• Is JLL added as Additional Insured?

  Yes

  No

• Is there a Cancellation Notice on COI?

  Yes

  No

• Do coverages match Lease?

  Yes

  No

• Confirm monthly rent in leases matches rent roll

  Yes

  No

OPERATIONS

• Security Contractor Name

• Is the contract current?

  Yes

  No

• How frequent is the contract bid out?

• Who is it signed by?

• 30 Day Termination Provision? If not provide termination period.

• Current Insurance Certificate?

  Yes

  No

• Owner is added as Additional Insured?

  Yes

  No

• JLL is added as Additional Insured?

  Yes

  No

• Insurance Matches Contract Provisions?

  Yes

  No

• Janitorial Contractor Name

• Is the contract current?

  Yes

  No

• How frequent is the contract bid out?

• Who is it signed by?

• 30 Day Termination Provision? If not provide termination period.

• Current Insurance Certificate?

  Yes

  No

• Owner is added as Additional Insured?

  Yes

  No

• JLL is added as Additional Insured?

  Yes

  No

• Insurance Matches Contract Provisions?

  Yes

  No

• Landscaping Contractor Name

• Is the contract current?

  Yes

  No

• How frequent is the contract bid out?

• Who is it signed by?

• 30 Day Termination Provision? If not provide termination period.

• Current Insurance Certificate?

  Yes

  No

• Owner is added as Additional Insured?

  Yes

  No

• JLL is added as Additional Insured?

  Yes

  No

• Insurance Matches Contract Provisions?

  Yes

  No

• Misc. Contractor - Provide Name and Service

• Is the contract current?

  Yes

  No

• How frequent is the contract bid out?

• Who is it signed by?

• 30 Day Termination Provision? If not provide termination period.

• Current Insurance Certificate?

  Yes

  No

• Owner is added as Additional Insured?

  Yes

  No

• JLL is added as Additional Insured?

  Yes

  No

• Insurance Matches Contract Provisions?

  Yes

  No

• Misc. Contractor - Provide Name and Service

• Is the contract current?

  Yes

  No

• How frequent is the contract bid out?

• Who is it signed by?

• 30 Day Termination Provision? If not provide termination period.

• Current Insurance Certificate?

  Yes

  No

• Owner is added as Additional Insured?

  Yes

  No

• JLL is added as Additional Insured?

  Yes

  No

• Insurance Matches Contract Provisions?

  Yes

  No

• Tenant Name

• Space # Matches Rent Roll

  Yes

  No

• Date Agreement is Fully Executed

• If applicable, Previous Agreement Expiration Date

• Who signs License Agreement on behalf of property? (name & title)

• Is Certificate of Insurance (COI) Current?

  Yes

  No

• Is Owner listed as Additional Insured?

  Yes

  No

• Is JLL listed as Additional Insured?

  Yes

  No

• Who is the Certificate Holder?

• Cancel Notice on COI?

  Yes

  No

• Does COI coverage match agreement?

  Yes

  No

• Copies of Rent checks in file?

  Yes

  No

• License Agreement Terms Accurately Roll-Up to the Rent Roll

  Yes

  No

• Tenant Name

• Space # Matches Rent Roll

  Yes

  No

• Date Agreement is Fully Executed

• If applicable, Previous Agreement Expiration Date

• Who signs License Agreement on behalf of property? (name & title)

• Is Certificate of Insurance (COI) Current?

  Yes

  No

• Is Owner listed as Additional Insured?

  Yes

  No

• Is JLL listed as Additional Insured?

  Yes

  No

• Who is the Certificate Holder?

• Cancel Notice on COI?

  Yes

  No

• Does COI coverage match agreement?

  Yes

  No

• Copies of Rent checks in file?

  Yes

  No

• License Agreement Terms Accurately Roll-Up to the Rent Roll

  Yes

  No

• Tenant Name

• Space # Matches Rent Roll

  Yes

  No

• Date Agreement is Fully Executed

• If applicable, Previous Agreement Expiration Date

• Who signs License Agreement on behalf of property? (name & title)

• Is Certificate of Insurance (COI) Current?

  Yes

  No

• Is Owner listed as Additional Insured?

  Yes

  No

• Is JLL listed as Additional Insured?

  Yes

  No

• Who is the Certificate Holder?

• Cancel Notice on COI?

  Yes

  No

• Does COI coverage match agreement?

  Yes

  No

• Copies of Rent checks in file?

  Yes

  No

• License Agreement Terms Accurately Roll-Up to the Rent Roll

  Yes

  No

• Tenant Name

• Space # Matches Rent Roll

  Yes

  No

• Date Agreement is Fully Executed

• If applicable, Previous Agreement Expiration Date

• Who signs License Agreement on behalf of property? (name & title)

• Is Certificate of Insurance (COI) Current?

  Yes

  No

• Is Owner listed as Additional Insured?

  Yes

  No

• Is JLL listed as Additional Insured?

  Yes

  No

• Who is the Certificate Holder?

• Cancel Notice on COI?

  Yes

  No

• Does COI coverage match agreement?

  Yes

  No

• Copies of Rent checks in file?

  Yes

  No

• License Agreement Terms Accurately Roll-Up to the Rent Roll

  Yes

  No

• Tenant Name

• Space # Matches Rent Roll

  Yes

  No

• Date Agreement is Fully Executed

• If applicable, Previous Agreement Expiration Date

• Who signs License Agreement on behalf of property? (name & title)

• Is Certificate of Insurance (COI) Current?

  Yes

  No

• Is Owner listed as Additional Insured?

  Yes

  No

• Is JLL listed as Additional Insured?

  Yes

  No

• Who is the Certificate Holder?

• Cancel Notice on COI?

  Yes

  No

• Does COI coverage match agreement?

  Yes

  No

• Copies of Rent checks in file?

  Yes

  No

• License Agreement Terms Accurately Roll-Up to the Rent Roll

  Yes

  No

• Are there any lien waivers on file (P2P) for capital or building projects for this calendar year? NOTE: Need to make sure we have the executed Lien Release before the final payment. Note: the DWS rule is any invoice over $10K should have a lien waiver. JLL Rule is $5K.

  Yes

  No

• Please provide close out files

  Media

• Review close out package that includes: Contract, Invoices, ECAF (if applicable), Change Orders (If applicable) and Final Lien Release. NOTE: Have GM review with you to show you change orders, etc. and a general understanding and completeness of package. If there are significant number of projects, spot check 3-4. We have a process/form in place for review and approval before each project is submitted for payment. APM gathers contracts, invoice, lien waivers, etc. tallies up invoices and calculates the CM fee.

• Review JLL COI for the following required additional insureds: RREEF Management, LLC; RREEF America, LLC; The Legal Owning Entity. The following statement must be present: Advisor and any affiliates of owner or advisor are named as additional insured ATIMA as required per the PMA. NOTE: 1. Ensure Certificate Holder is DWS Asset Manager Head of Retail at their business address, city and state. 2. Ensure the carrier has a best rating VII or better.

• Real Estate Tax Bills Payments - GM to provide tax bills for the year and confirmation they have been paid. Confirm there are not any late fees.

• Contractor Documentation: Confirm each contractor/vendor has completed the "Certification of Responsible Contractor Status" form and placed in contractor file. If the contractor/vendor will not sign the form, documentation must be placed in the file and this contractor/vendor shall not be used at any client reporting property. NOTE: This is for all contractors that are paid $25K or more in a calendar year. Best practice is to have all contractors complete a Responsible Contractor form when setting up. For those paid over $25K they will need to re-submit annually.

• Does the property conduct the Annual Environmental Audit as required by the DWS Environmental Policy?

  Yes

  No

• Please explain

• When was it budgeted?

  Date

• When was it completed?

  Date

• Is the report on file in the DWS system? NOTE: GM to provide online report

  Yes

  No

• Are there any outstanding corrective actions? (spot check)

  Yes

  No

  N/A

• Report is provided by consultant so it should be sent to RREEF Engineering and asset manager for review and approval. Once the report is final it must be posted to Orion. Confirm if report is final and posted to Orion

• Does the property conduct the Annual Roof Audit as required?

  Yes

  No

• Please explain

• When was it budgeted?

  Date

• When was it completed?

  Date

• Is the report on file in the DWS system? NOTE: GM to provide online report

  Yes

  No

• Are there any outstanding corrective actions? (spot check)

  Yes

  No

  N/A

• Report is provided by consultant so it should be sent to RREEF Engineering and asset manager for review and approval. Once the report is final it must be posted to Orion. Confirm if report is final and posted to Orion

• Confirm that manager has completed the annual UBTI Training. Laura Griffin can confirm attendees.

  Yes

  No

• Please explain.

• Signature Blocks - review contract documents to ensure the following signature block is being used. Signature block should read: Ownership Entity, BY: Contract Manager Entity (Jones Lang LaSalle Americas, Inc., managing agent), BY:, TITLE, DATE

• Confirm which contract form the property uses. NOTE: Property can use Approved JLL DWS Form or the DWS Contract Form. (90% of the time, DWS forms are used.)

  JLL DWS Form

  DWS Contract Form

  Other

• Please explain.

• Confirm property is following the bid requirements outlined in the Management Agreement Section 2.1.3. NOTE: Request most recent 3 bids: RFP was sent out, at least 2 bids received (3 if over $10,000), reasoning of contract decision (i.e., if they went with a high bid). IF not following 3 year bid process, need to see proof from client in file. NO MONTH TO MONTH!!! Check the following:

• Bid 1:

• Do they have a Bid Documentation Form?

  Yes

  No

• Are there two signatures - PM/RM?

  Yes

  No

• Has RM reviewed?

  Yes

  No

• $4,999 and under: invoice; $5-$9,999: Exhibit C, $10,000: 3 bids

  Yes

  No

• Has DWS Asset Mgr approved if over $50,000 via email?

  Yes

  No

• Has paperwork been entered into Yardi?

  Yes

  No

• Bid 2:

• Do they have a Bid Documentation Form?

  Yes

  No

• Are there two signatures - PM/RM?

  Yes

  No

• Has RM reviewed?

  Yes

  No

• $4,999 and under: invoice; $5-$9,999: Exhibit C, $10,000: 3 bids

  Yes

  No

• Has DWS Asset Mgr approved if over $50,000 via email?

  Yes

  No

• Has paperwork been entered into Yardi?

  Yes

  No

• Bid 3:

• Do they have a Bid Documentation Form?

  Yes

  No

• Are there two signatures - PM/RM?

  Yes

  No

• Has RM reviewed?

  Yes

  No

• $4,999 and under: invoice; $5-$9,999: Exhibit C, $10,000: 3 bids

  Yes

  No

• Has DWS Asset Mgr approved if over $50,000 via email?

  Yes

  No

• Has paperwork been entered into Yardi?

  Yes

  No

• Did the property complete the RAR2 Commercial Capital Tracker as required? (if applicable).

  Yes

  No

  N/A

• Computer equipment. Computers cannot be owned by the property. There must be a lease in place for computer equipment. Ensure paid off in timeframe allowed (6-12 months) - review file.

• Request property inventory and determine if anything is owned. Equipment that should not be owned: (i.e., snowblowers, golf carts, Xerox, etc.)

• Emergency Response Quick List. Confirm property has most recent version and provide Date.

• Review Incident Reports to make sure they have been submitted within 24 Hours and to Liz Malka at RREEF Risk Management. Review forms. NOTE: 24 hours starts from notification of an incident, not necessarily when the incident occurred. If a Weekend, must be submitted on Monday.

• When was the Semi-Annual Property Inspection budgeted?

  Date

• When was it completed?

  Date

• Was it sent to Asset Manager and signed and a copy kept on file and posted to Orion?

  Yes

  No