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How Do Property Managers and Property Owners Enroll Their Buildings in the Program

The Steps to Certified Rental Building Status

The building certification process requires property owners, and or their designated property managers, to enroll their buildings in the following seven-step building certification process:

1) Complete the Owners Contract & Building Certification Application Forms

If not a member of FRPO:

If the Property Owner, or their designated Property Manager, is not a member of the Federation of Rental Housing Providers of Ontario (FRPO) they must first join the industry association and be approved as a member. For more information on to enroll your Company in FRPO, go to www.frpo.org or call 416 385-1100.

If a member of FRPO:

Contact the Program’s, Director of Certification, and ask for Certified Rental Building (CRB) Program Building Enrollment kit to be sent to you. The Program’s Director of Certification may be reached at twhitehead@frpo.org or by calling 416 385 – 1100 ext. #27. Once the Building Enrollment kit has been received proceed as follows:

• Review the CRB Program Standard Contract Provisions carefully and ensure you are completely comfortable with all the terms and conditions.
• Complete and sign the Owners Contract. Where the application is made by a Property Manager on behalf of a Property Owner, please identify the building owner on the first page and then sign the Owners Contract in the applicable Property Manager section.
• Identify and record all buildings to be entered into the Program on the Certification Building Application. Participants are encouraged to enroll as many buildings as possible in order to maximize the benefits of building certification against the initial expense of building audits.

Note
Participants who submit “communities of buildings” to the Program will most likely benefit from reduced audit cost per building due to scale opportunities.

2 ) Identify & Enroll Employees for Certified Rental Building Property Manager Training & Education Course

Identify and register the officer (s) (responsible for the day-to-day management of each building) to attend the Certified Rental Building Program’s Property Manager Training & Education course. Please complete a separate enrollment form for each individual submitted into the program.

Participant’s nominated employee(s) must attend and successfully complete the Certified Rental Building Property Manager Training Course.

Identified employees will be contacted beforehand to select a date from a scheduled list of available dates when the training courses will be held.

3) Complete Building Self-Assessment Process

Participant’s buildings are to complete their own self-assessment of their management practices for each building to ensure that they are in compliance with the Program’s Standards of Practice. Identifying and closing any process gaps or deficiencies before ordering an official building audit can to ensure a higher probability of first time success and subsequently lead to reduced audit costs per building.

A Property Owner/Property Manager can call on FRPO to gain access to a list of sanctioned independent consultants to assist them in the implementation of any or all of the Standards of Practice that are not currently a part of their daily building management operations.

4) Order the Audit of Your Building(s)

Contact the Program Administrator to request an official audit of your buildings enrolled in the program. The Program’s Auditors will contact the participant directly to schedule a date to audit each building or communities of building.

The Auditor will conducts each building (or community of building) audit and identify any potential gaps for possible closure. If there are no gaps identified in the building(s) audit, a copy of the audit report is forward to the Certified Rental Building Program’s Governance Committee for review and final approval.

5) Successfully Resolve Any Identified Audit Deficiencies

If any deficiencies and/or compliance gaps are identified in the building(s) audit, the participant will be given suitable time to put correct measures in place to resolve them. The auditor will re-check the identified compliance gap and if compliance is subsequently established, submit their final report to the Governance Committee. If the required deficiencies and/or compliance gaps are not closed, the same process is again replicated until all gaps are closed.

Note
Participants are responsible for all audit expenses including any costs related to the re-audits of their buildings.

6) Governance Committee Review Each Buildings Reports

The Certified Rental Building Program’s Governance Committee reviews each building audit report, reviews any reported gaps and corrective actions taken, and approves/disapproves each building presented for approval.

7) Building Certification Status is approved with Exclusive Marketing Privileges

Participants will be issued Certified Rental Building status for each approved building. In addition, Participants will receive the following information and materials for each building granted certification in the program:

• Official “Certification Status” Letter for each building signed by Governance Committee Chair
• Building Certification Office Wall Plaque
• Door Logo’s & Wall posters
• Official marketing authorities and guidelines for use of the Certified Rental Building Program’s brand and logo for each building granted certification status