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Guest House RFP# 15-129 4. PROJECT MANAGEMENT PLAN <br />35 | Page  <br />be refunded will be made available for operations and repairs related to the project. <br /> <br />Security deposits shall be maintained in a separate account from the operating and reserve <br />accounts. Security deposits shall be shown as liabilities on all project reports, and not <br />included as income. <br /> <br />Upon vacating a unit, Solari shall inspect the departing resident's unit to determine whether <br />the resident household caused any damages while they occupied the unit. The inspection <br />form prior to move-in shall be used as the basis of comparison. In the event that there are <br />resident-caused damages, Solari shall prepare within 21 days of the vacate date, an <br />estimate of the cost of repairing the damages and provide the estimate to the resident. <br />Within 21 days of departure, Solari shall make the necessary repairs and send the former <br />resident an itemized list of repair costs (if any), and credit the security deposit against the <br />cost of repairs. The former resident shall be sent a check for the balance of the <br />security deposit, if any. Should the repair costs exceed the amount of the security <br />deposit, and then the former resident will be sent an invoice for the excessive cost of <br />the repairs. All documentation shall be maintained in the former resident's file. <br /> <br />D. Management Plan Updates <br />The Management Plan shall be updated on the following occasions: <br />a) Change or modifications of Guest House management guidelines, which will be <br />reviewed annually. <br />b) Alteration of the Guest House staffing that necessitates operating procedure <br />revisions. <br /> <br />E. Property and Liability Insurance <br />The Owner shall arrange for the Project to be insured against loss by fire and such other <br />hazards, casualties, liabilities and contingencies, and in such amounts and for such periods as <br />required by the regulatory agencies. <br /> <br />F. Confidentiality <br />Solari understands the need for confidentiality as it relates to the resident’s privacy <br />on all levels, not just associated to their housing. All verbal communications will be had in the <br />private areas, not in open settings. All written communications will be maintained in the <br />resident’s file, which is kept in the on-site management office under lock and key. <br />Discussions with resident services provider Mercy House will be on specific topics, not <br />3-48