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Path 2 · Monitor
Active Oversight
We show you what to change, and why.
Meritas Active Oversight is ongoing, owner-side oversight for Southern California owners who want to understand what drives their results. We watch, report and recommend, and track each item until it is resolved, while you keep every decision and your manager runs the day-to-day.
Starts with
Your Portfolio Assessment, delivered by Day 30
Every month
The Monthly Owner Brief and your manager meeting, joined by video
From Day 90
A Quarterly Owner Review and a graded Manager Scorecard
Best for Owners who want to understand what drives the results, and to act on it with their manager.
How it runs
The first year.
No graded scorecard is given in the first 90 days. Grading a manager fairly takes a full quarter of observation.
Day 0
Sign and start
Engagement letter and questionnaire. Your Portfolio Assessment begins.
Day 30
Findings Review
The report and the 90-day plan. The plan becomes your action log.
Month 2
Monthly rhythm
First Monthly Owner Brief and first manager meeting, joined by video.
Day 90
First quarter
Quarterly Owner Review, first graded Manager Scorecard and your five-year capital plan.
Months 6 and 12
Site visits
Every property visited, with an Observable Condition Report.
Month 12
Year in review
Renewal review and the capital plan update.
What you get
What arrives, and when.
A set rhythm, so you always know what arrives next.
By Day 30
- Your Portfolio Assessment: the five numbers, property snapshots, requirements and a 90-day plan
Every month
- Monthly Owner Brief: what changed, what needs your decision and what we are watching
- Your manager meeting, joined by video, with notes to you
- The action log, each item tracked until it is resolved
Every quarter, from Day 90
- Quarterly Owner Review
- Manager Scorecard, graded out of 100
Twice a year
- Every property visited
- Observable Condition Report
Every year
- Five-year capital and reserve plan, updated
- Budget review, timed to your manager’s budget season
- Renewal review and the plan for the next term
Who does what
Clear roles. You stay in control.
You and your manager
- You set goals and approve budgets, spending and decisions
- Your manager runs leasing, collections, maintenance, accounting, notices and filings
- You and your manager act on the action log
- Funds and signing authority stay with you
Meritas
- Reviews the numbers every month and explains what changed, and how it impacts your margin
- Joins the manager meeting and sends you the notes
- Keeps the action log and tracks each item until it is resolved
- Raises urgent issues we learn about promptly
What we need from you
Little of your time. Records from your manager.
- Your goals, decision rules and what counts as urgent, in the owner questionnaire
- A signed Letter of Direction, so your manager shares records and reports
- Your manager’s monthly reports, or read-only access to their system
- Time for the Findings Review and each Quarterly Owner Review
What’s not included
So there are no surprises.
Chairing the manager meetings, tracking capital projects, reviewing rent increases before notices go out and coordinating your advisors are part of Full Advisory.
- Property management: leasing, collections, maintenance, accounting, notices and filings stay with your manager
- Legal, tax and insurance advice: these come from your attorney, CPA and insurance broker
- Licensed inspections and engineering: we note observable condition and tell you when an inspection is worth ordering
- Construction work and obtaining bids; we give ballpark cost ranges for planning
- Sales, purchases, refinancing and large capital projects: quoted separately
Fixed fees on 3-, 6- or 12-month terms, calculated for your portfolio, never a percentage of rent. Every plan starts with your Portfolio Assessment.
Upgrade anytime. Move to a longer term, or up to Full Advisory, on the 1st of any month, with no upgrade fee. Limitations apply.
What happens in the first 90 days?
Your Portfolio Assessment is delivered by Day 30. Its 90-day plan becomes your action log, and the first Monthly Owner Brief and manager meeting follow in Month 2. At Day 90 you receive your first Quarterly Owner Review, the first graded Manager Scorecard and your five-year capital plan.
Why is there no scorecard before Day 90?
Grading a manager fairly takes a full quarter of observation. Until then, open items are tracked on the action log.
How often do you visit the properties?
Every property is visited twice a year, with an Observable Condition Report after each round. Between scheduled visits, we may visit when there is a safety concern or a serious problem.
What counts as urgent?
A safety concern, a legal or government notice, an event that threatens income (a major leak, a fire, a vacancy spike), or any expense above the amount you set in your questionnaire. Urgent issues we learn about are raised with you promptly; questions are answered within one business day.
Can I move to Full Advisory later?
Yes. Move up to Full Advisory, or to a longer term, on the 1st of any month, with no upgrade fee. Moves to a lower level or a shorter term take effect when your current term ends. Limitations apply.
Who does the work?
You work directly with Greg De Rubeis, who answers your questions himself.
Path 2 · Monitor
We show you what to change, and why.
Tell us about your properties and your manager. You’ll speak with Greg directly, and receive a fixed-fee proposal.