2016 TOBY Awards - Amazon S3 › images.chaptermanager.com › ... · 2016 TOBY Awards Award Requirements & Judging Criteria APARTMENT BUILDINGS AOMA • 11801 W. Silver Spring Dr.,

2016 TOBY AwardsAward Requirements & Judging Criteria

APARTMENT BUILDINGSAPARTMENT BUILDINGS

AOMA • 11801 W. Silver Spring Dr., Ste 200 • Milwaukee, WI 53225 • (414) 930-1796 | 1

TABLE OF CONTENTSProperty Excellence

Under 100 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

100-200 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Over 200 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

High Rise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Affordable Housing

Small Site - <100 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Large Site - >100 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Senior Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Vintage Building . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Student Housing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

On-site Manager of the Year

Small Site - <100 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Large Site - >100 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Outstanding On-Site Maintenance Associate of the Year

Small Site - <100 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Large Site - >100 Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Leasing Consultant of the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Best Regional Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Affiliate of the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Assisant Manager of the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Best Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Best Curb Appeal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Outstanding Support Staff Team Member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Outstanding Professional Services Provider of the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Outstanding Community Amenities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

All entries for the 2016 TOBY Awards must be received by AOMA no later than July 22, 2016.Be sure till out the entry application and complete the 3-page Microsoft Word template for your property. Additional support materials can be made available for review by the judges during the on-site visit.

Tour of Property by JudgesOwners/Managers-TOBY Award judges will contact you to set up a time to tour your property between August 1 - August 20.

Depending on the award category entered, judges may request to meet property associates as well as to tour your property's commonareas, amenities, the office or model apartments as well as any additional areas of the property specifically related to the award category.This is your time to tout the attributes of your property. Please don't be shy! We want you to brag about anything you deem to be important,particularly if it visually verifies what you have submitted to BOMA/AOMA as called for in the judging criteria.

Winners will be announced on Tuesday, September 13, 2016 at the BOMA/AOMA Awards & Installation Banquet at Blue Mound Country Club!



2 | AOMA • 11801 W. Silver Spring Dr., Ste 200 • Milwaukee, WI 53225 • (414) 930-1796

PROPERTY EXCELLENCE - UNDER 100 UNITS All buildings are eligible

JUDGING CRITERIAThe following materials must be submitted electronically (PDF format). Strict adherence to the port-folio specifications listed below is required.

Entries should include a cover sheet stating the following: entry category, name of property, fulladdress, owner and/or management company (if applicable), property manager's name, AOMAmember name and member number (if applicable), and the address of the person who will receiveall correspondence. A table of contents may also be inserted.

The portfolio should include the following information:Description and Design — Provide a physical description of the property, including presenta-tion of key aspects which you feel qualify this property for recognition. Judging will encompassmany factors including: Financial performance, physical appearance and condition, qualityof services and amenities offered to residents, marketing programs, on-site associate qualifica-tions, preventative maintenance, community outreach and product presentation.Photographs —- At least one 5"x7" of each of the following: building exterior, apartment interiorand common area amenities. (JPEG Format) A team photo can also be provided.Resident and Associate Relations — A summary of the property's resident retention program,community outreach or social functions (if applicable) and any training or recognition oppor-tunities provided to the property staff.

Be sure to fill out the entry application and complete the 3-page Microsoft Word template for your property. Additional support materials can be made available for review by the judges during the on-site visit.

PLEASE SUBMIT TO:AOMA of Wisconsin

Chris Ruditys11801 W. Silver Spring Drive., Ste. 200

Milwaukee, WI 53225P: 414/930-1796, F: 414/464-0850, [email protected]

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PROPERTY EXCELLENCE - 100-200 UNITSAll buildings are eligible








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PROPERTY EXCELLENCE - OVER 200 UNITS All buildings are eligible








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PROPERTY EXCELLENCE - HIGH RISEMust be eleven or more stories in height.








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PROPERTY EXCELLENCE - AFFORDABLE HOUSINGSMALL SITE (< 100 UNITS)Any and all apartment communities which are defined as affordable or low income housing. Amenitiesand/or programs should be in place which would not otherwise be offered in conventional housing (exam-ple—on-site day care, adjusted rates, free classes).








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PROPERTY EXCELLENCE - AFFORDABLE HOUSING - (CATEGORY 1E-1)LARGE SITE (> 100 UNITS)Any and all apartment communities which are defined as affordable or low income housing. Amenitiesand/or programs should be in place which would not otherwise be offered in conventional housing (exam-ple—on-site day care, adjusted rates, free classes).








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PROPERTY EXCELLENCE - SENIOR HOUSING Any and all apartment communities which are defined as elderly housing. Amenities and/or programsmust be in place specifically directed to the elderly.








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PROPERTY EXCELLENCE - VINTAGE BUILDING Must be at least 50 years old with original design maintained. This category includes all sizes of buildingsmeeting the age criteria.








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PROPERTY EXCELLENCE - STUDENT HOUSING Student Housing attributes:

• Student activity center• Media (business) center that sets your property apart from others for students• Other amenities that showcase property

JUDGING CRITERIAThe following materials must be submitted electronically (PDF format). Strict adherence to the portfo-lio specifications listed below is required.


The portfolio should include the following information:Description and Design — Provide a physical description of the property, including presentationof key aspects which you feel qualify this property for recognition. Judging will encompassmany factors including: Financial performance, physical appearance and condition, qualityof services and amenities offered to residents, marketing programs, on-site associate qualifica-tions, preventative maintenance, community outreach and product presentation.Photographs —- At least one 5"x7" of each of the following: building exterior, apartment interiorand common area amenities. (JPEG Format) A team photo can also be provided.Resident and Associate Relations — A summary of the property's resident retention program,community outreach or social functions (if applicable) and any training or recognition oppor-tunities provided to the property staff.





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ON-SITE MANAGER OF THE YEAR SMALL SITE (< 100 UNITS)

JUDGING INFORMATIONJudging Location: On-SiteJudging Dates: August 1 - August 20Judging Format: Interview with judges

EXHIBITS REQUIRED (IN ELECTRONIC FORMAT)Exhibits are the materials that need to be put together so that your entry can be judged.

Photo of the On-Site manager professionally dressed in JPEG Format emailed to [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.A completed Property Profile.Please provide a narrative not to exceed 3 pages.The narrative for this category stays on-site for judges to review at their appointment.You will be judged on-site. Prepare your property for judging as you would prepare foran owner visit. Judges will require a tour of the property so that the sections preparedin your notebook can be evaluated. Judging appointments will take place betweenAugust 1 - August 20. Judges are instructed to make a judging appointment with theentry contact person.

CATEGORY JUDGING CRITERIAThe judging criteria listed below are the criteria that judges will use to score your entry.

JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Budget preparation and performance based on owner's goals• Occupancy goal achievement• Maintenance reports/schedules• Property cleanliness and appeal• Marketing programs• Community involvement• Resident retention programs• Resident satisfaction programs• Staff education and training plus Fair Housing knowledge• Creativity and innovative ideas

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ON-SITE MANAGER OF THE YEAR LARGE SITE (> 100 UNITS)

UDGING INFORMATIONJudging Location: On-SiteJudging Dates: August 1 - August 20Judging Format: Interview with judges


Photo of the On-Site manager professionally dressed in JPEG Format emailed to [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.A completed Property Profile.Please provide a narrative not to exceed 3 pages.The narrative for this category stays on-site for judges to review at their appointment.You will be judged on-site. Prepare your property for judging as you would prepare foran owner visit. Judges will require a tour of the property so that the sections preparedin your notebook can be evaluated. Judging appointments will take place betweenAugust 1 - August 20. Judges are instructed to make a judging appointment with theentry contact person.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Budget preparation and performance based on owner's goals• Occupancy goal achievement• Maintenance reports/schedules• Property cleanliness and appeal• Marketing programs• Community involvement• Resident retention programs• Resident satisfaction programs• Staff education and training plus Fair Housing knowledge• Creativity and innovative ideas

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OUTSTANDING ON-SITE MAINTENANCE ASSOCIATE OF THEYEAR — SMALL SITE (< 100 UNITS)JUDGING INFORMATIONJudging Location: On-SiteJudging Dates: August 1 - August 20Judging Format: Interview with judges


Photo of the Outstanding Maintenance Team professionally dressed emailed to [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.A completed Property Profile.Please provide a narrative not to exceed 3 pages.The team will be judged on-site. Prepare your property for judging as you would pre-pare for an owner visit.Judges will require a tour of the property so that the sections prepared in your note-book can be evaluated. Judging appointments will take place between July 10 -August 20. Judges are instructed to make a judging appointment with the entry con-tact person.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Budget preparation and follow-through responsibilities• Cost saving programs• Communication with management• Overall property appearance, including exterior grounds• Cleanliness of all areas including common and mechanical areas• Knowledge and maintenance of equipment• Quality of apartment preparation• Resident satisfaction surveys• Training/education programs• Fair Housing/Safety Program• Staff professionalism• Written Preventative Maintenance Schedule• Work Order per month/completion

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OUTSTANDING ON-SITE MAINTENANCE ASSOCIATE OF THEYEAR — LARGE SITE (> 100 UNITS)JUDGING INFORMATIONJudging Location: On-SiteJudging Dates: August 1 - August 20Judging Format: Interview with judges


Photos of the Outstanding Maintenance Team professionally dressed emailed to [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.A completed Property Profile.Please provide a narrative not to exceed 3 pages.The team will be judged on-site. Prepare your property for judging as you would pre-pare for an owner visit.Judges will require a tour of the property so that the sections prepared in your note-book can be evaluated. Judging appointments will take place between August 1 -August 20. Judges are instructed to make a judging appointment with the entry con-tact person.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Budget preparation and follow-through responsibilities• Cost saving programs• Communication with management• Overall property appearance, including exterior grounds• Cleanliness of all areas including common and mechanical areas• Knowledge and maintenance of equipment• Quality of apartment preparation• Resident satisfaction surveys• Training/education programs• Fair Housing/Safety Program• Staff professionalism• Written Preventative Maintenance Schedule• Work Order per month/completion

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LEASING CONSULTANT OF THE YEAR (80% of time or more must be spent leasing apartments)

JUDGING INFORMATIONJudging Location: AOMA OfficeJudging Dates: August 1 - August 20Judging Format: Interview with judges


Photo of the Leasing Professional professionally dressed emailed to [email protected] July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.A completed Property Profile.Please provide a narrative not to exceed 3 pages.You will be interviewed at the AOMA Office. Please call (414) 930-1796 to set up yourappointment time.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Quantitative reports of leasing results• Closing ratio• Product knowledge• Market knowledge and awareness• Resident retention and interaction• Teamwork-dedication• Training and credentials of leasing agent (License, education certificates)• Fair housing knowledge and training

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BEST REGIONAL MANAGER Entrant must oversee a minimum of 4 properties and/or a minimum of 1,000 units.



Photos of the regional manager professionally dressed emailed to [email protected] July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.One email with exhibit materials should be submitted per individual entry.Please provide a narrative not to exceed 3 pages.Be sure to review the judging criteria for your entry prior to submitting your exhibit.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Owners' portfolio financial and performance goal achievement• Communicates frequently with owner representatives and keeps them informed of market changes, staffing issues, and capital items

• Ensures that communities are operating under all applicable policies, procedures, and programs

• Portfolio marketing knowledge• Performs regular community inspections and provides written reports to both on-sitepersonnel and supervisor

• Supports and monitors employee growth• Fair housing knowledge, education and training• Incorporates resident retention/satisfaction programs• Designation

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AFFILIATE OF THE YEARThe Affiliate of the Year must be a member in good standing with AOMA for at least twoyears. The person and/or company must demonstrate a commitment to serving theApartment Association in a professional and ethical manner The company shall also sponsorat least one event a year as well as attend association activities.

Affiliate of the Year recipients shall either have an apartment member on their behalf orAffiliate member write a half page recommendation on why they should receive the award.




ASSISTANT MANAGER OF THE YEARJUDGING INFORMATIONJudging Location: AOMA OfficeJudging Dates: August 1 - August 20Judging Format: Interview with judges


Photo of the Assistant Manager professionally dressed emailed to [email protected] July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.A completed Property Profile.Please provide a narrative not to exceed 3 pages.You will be interviewed at the AOMA Office. Please call (414) 930-1796 to set up yourappointment time.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Budget preparation and performance based on owner's goals• Maintenance reports/schedules• Marketing Programs• Occupancy challenges and resolution• Resident retention programs• Resident satisfaction programs• Fair Housing knowledge, education and training• Creativity and innovative ideas

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BEST MODEL JUDGING INFORMATIONJudging Location: On-SiteJudging Dates: August 1 - August 20Judging Format: On-Site review with judges


Photo of the model in JPEG format emailed to [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.Please provide a narrative not to exceed 3 pages.Your model will be judged on-site between August 1 - August 20. Judges will require atour of the model that day so prepare your model/site and staff accordingly. Judgestravel to models in cars that day and are instructed to call the entry contact personwhen they leave the property they are at and are on the way to your property.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Use of accessories• Furniture placement and scale• Textures• Use of color• Window and wall coverings• Compliments the intended market• Memorable impact

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BEST CURB APPEAL(Judges will score each entry on its landscaping and/or on-site signage.)

JUDGING INFORMATIONJudging Location: On-SiteJudging Dates: August 1 - August 20Judging Format: On-Site review with judges


Photos of the property in JPEG format emailed to [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.Please provide a narrative not to exceed 3 pages.Curb appeal is judged on-site. Prepare your property for judging prior to the judgingweeks August 1 - August 20. Judges do not need to make an appointment to judgethis category. However they are asked to stop by the office or leave a business card inthe mail box if they judge outside of business hours so that the property knows it wasjudged. No other exhibit information is necessary for these categories.Judges will be looking at the overall design and layout and how the landscapeenhances the use of the site. (i.e. use of plant materials, use of color, addition of hardscapes, creative placement of signage, atmosphere, walking trails, communityvegetable gardens, play areas, etc.)


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:Landscaping

• Overall design• Originality• Color• Use of flowers, trees, shrubs and other plantings• Use of the site (does it fit in with the site and use by tenants?)• Use of hardscapes & structures (rock borders, raised planters, benches, gazebos, etc.)• Signage• Overall design• Originality• Color

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OUTSTANDING SUPPORT STAFF TEAM MEMBERNominee should assist and support others in a corporate property management environ-ment. Sample eligible positions include administrative assistant, HR, IT and compliance per-sonnel.



Photo of the Outstanding Support Staff Team Member professionally dressed emailedto [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.A completed Property Profile.Please provide a narrative not to exceed 3 pages.You will be interviewed at the AOMA Office. Please call (414) 930-1796 to set up yourappointment time.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:• Nominee must not be in a director or management level position.• Must assist and support others in manager/ director roles. Example: accountants, HR, IT, administrative assistants, receptions.




OUTSTANDING PROFESSIONAL SERVICES PROVIDER OF THE YEAR:Affiliated company that goes above and beyond to support the association not only mone-tarily but with time and interest in events and members. Shows exemplary participation in theimprovement and growth of the Association.

Outstanding Professional Services Provider of the Year recipients shall either have an apart-ment member on their behalf or Professional Service member write a half page recommen-dation on why they should receive the award.




OUTSTANDING COMMUNITY AMENITIES JUDGING INFORMATIONJudging Location: On-SiteJudging Dates: August 1 - August 20Judging Format: On-Site review with judges


Photo of amenities in JPEG format emailed to [email protected] by July 22nd.Entry number must appear in photo file's name. Photos for each entry should beemailed separately.Please provide a narrative not to exceed 3 pages.Your community will be judged on-site between August 1 - August 20. Judges willrequire a tour of the amenities that day so prepare your site and staff accordingly.Judges travel to models in cars that day and are instructed to call the entry contactperson when they leave the property they are at and are on the way to your proper-ty.


JUDGES WILL SCORE BASED ON THE FOLLOWING CRITERIA:A property that has tremendous amenities offered to their residents including, but not limitedto:

• luxury club rooms• pool• hot tub• pet wash station• media center• WIFI• hospitality or guest suite(s)• fitness center

These amenities need to be very well maintained and available to all residents at noadditional cost to their monthly rent.

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Documents

2016 TOBY Awards - Amazon S3 › images.chaptermanager.com › ... · 2016 TOBY Awards Award Requirements & Judging Criteria APARTMENT BUILDINGS AOMA • 11801 W. Silver Spring Dr.,