Where the fifteen items stand
Takeover Nov 1, 2026 9 of 15 items complete Security deposit ledger blocked
The same fifteen items for every building Moorcroft takes under management, shown to the owner with what is still missing and who holds each item before the takeover date. This copy covers Bellamy Street Flats, the 30-apartment building the Calloway Family Trust moves to Moorcroft Property Management on November 1. Prepared by Sandra Ilves, director of property operations, for Lydia Calloway, trustee. Status on Sep 29, 2026.
Each square is one takeover item. Nine are complete and six are missing. The six missing items are the security deposit ledger, the current rent roll, the vendor contracts, the keys and access fobs, the utility accounts transfer and the building insurance certificate.
- Takeover items complete: 9 of 15
- Missing items with a named owner: 6 of 6
Where each item stands
Every item has one status. Blocked means the item cannot move until someone outside Moorcroft acts, Assigned means the owner has a next step, Logged means the item is recorded and work has not started, and Resolved means it is complete. Of the 15 items, 9 are resolved, 1 is blocked, 4 are assigned and 1 is logged.
What is missing and who holds it
Six items are missing. Two of them, the deposit ledger and the rent roll, are due by Oct 20: without the rent roll Moorcroft cannot bill residents from Nov 1, and without the ledger it cannot confirm the deposits held for them.
| Item | Who holds it | Moorcroft owner | Status | Needed by |
|---|---|---|---|---|
| Security deposit ledger | Outgoing manager, not yet released | Sandra Ilves | Blocked | Oct 20 |
| Current rent roll | Outgoing manager | Rashida Okonjo | Assigned | Oct 20 |
| Vendor contracts | Outgoing manager, who holds the cleaning, elevator and waste contracts | Sandra Ilves | Assigned | Copies before Nov 1 |
| Building insurance certificate | The trust's insurer, through the trust's broker | Sandra Ilves | Assigned | No date set yet |
| Utility accounts transfer | Common area electricity and water suppliers | Rashida Okonjo | Assigned | Forms by Oct 15 |
| Keys and access fobs | Outgoing manager, counted at handover | Teodor Marinescu | Logged | Handover count Oct 30 |
Handover steps
- Management agreement signed, Sep 16
- Resident contacts and inspection done, Sep 24
- Utility forms submitted, Oct 15
- Ledger and rent roll received, Oct 20
- Key and fob count, Oct 30
- Takeover, Nov 1
Sandra Ilves authorizes go-live once the missing items are in. The insurance certificate and the vendor contracts have no fixed date before Nov 1 yet, so each needs a date this week.
Next steps before the takeover date
- Submit the utility transfer forms. Owner: Rashida Okonjo, by Oct 15open
- Receive the security deposit ledger. Owner: Sandra Ilves, by Oct 20open
- Receive the current rent roll. Owner: Rashida Okonjo, by Oct 20open
- Receive copies of the cleaning, elevator and waste contracts. Owner: Sandra Ilves, before Nov 1open
- Request the building insurance certificate from the trust's broker. Owner: Sandra Ilvesopen
- Book the key and fob handover count for Oct 30. Owner: Teodor Marinescuopen
- Ask the trust attorney to request the deposit ledger formally. Owner: Lydia Callowaydone
- Sign the management agreement, Sep 16. Owner: Sandra Ilvesdone
The takeover in one note
The note below carries the same count as the squares above and says why the deposit ledger is stuck.
"I want to see what is missing before November 1, not after. The deposit ledger is the one I will keep pushing on."
Lydia Calloway, Trustee, Calloway Family Trust
Standard checklist for every new building
Every building starts from these fifteen items. The ticks show Bellamy Street Flats on Sep 29.
- 1. Management agreement signed by the owner and Moorcroft (resolved Sep 16)done
- 2. Resident contact list received (resolved Sep 22)done
- 3. Building inspection report (resolved Sep 24)done
- 4. Owner approval limits and second-bid rule agreed in writingdone
- 5. Emergency contacts and on-call list for the buildingdone
- 6. Property rules for residents confirmed by the ownerdone
- 7. Operating budget for the first two months agreed with the ownerdone
- 8. Resident notice of the new manager drafted and approveddone
- 9. Resident request contacts confirmed, phone and emaildone
- 10. Security deposit ledgeropen
- 11. Current rent rollopen
- 12. Vendor contractsopen
- 13. Building insurance certificate naming Moorcroft as manageropen
- 14. Utility accounts transferopen
- 15. Keys and access fobs counted at handoveropen
Who holds the open items
- Sandra IlvesDirector of property operations, Moorcroft Property Management, owns the ledger, contracts and insurance certificate
- Rashida OkonjoLeasing manager, Moorcroft Property Management, owns the rent roll and utility transfer
- Teodor MarinescuMaintenance coordinator, Moorcroft Property Management, owns the key and fob count
- Lydia CallowayTrustee, Calloway Family Trust, approver for every onboarding item