Calloway monthly owner report, September 2026
Owner: Sandra Ilves. Updated Oct 1, 2026.
September at a glance
How the Calloway portfolio ran in September: rent collected, vacancies, work orders and maintenance spend against budget, with each variance explained and each open decision named. Prepared by Sandra Ilves, director of property operations at Moorcroft Property Management, for Lydia Calloway, trustee of the Calloway Family Trust. It covers Selwyn Court, Ashdown Lofts and Linwood Terrace: 154 apartments and four shops.
Rent collection was 98.1 percent across the three buildings, and two apartments are vacant. Four of the seven repairs above the $1,500 owner limit were approved within two days, and the oldest, a Selwyn Court boiler repair, waited 9 days. Fourteen of the 23 leases ending in November and December have a signed renewal. The morning board held 12 exceptions on Sep 28.
Rent collected in September, percent of rent due
Portfolio by building
Counts come from the owner approvals raised in September and from the morning board of Sep 28. The last column names what the trust should watch in each building.
| Building | Owner approvals in September | Exceptions on Sep 28 | Overdue work orders | What to watch |
|---|---|---|---|---|
| Selwyn Court | 3 | 4 | 1 | Boiler repair waiting for a second bid |
| Ashdown Lofts | 2 | 4 | 3 | Roof repair invoice not yet coded to the capital budget |
| Linwood Terrace | 2 | 4 | 1 | Renewal offers out at the approved 3.5 percent increase |
| Portfolio | 7 | 12 | 5 | Rent collected 98.1 percent, two apartments vacant |
Spend against budget
Maintenance spend finished 7 percent over the September budget. The chart shows each category in percentage points against its own budget. Positive points are over budget and negative points are under budget.
Each variance has a reason. Only roofing is large.
| Category | Points against budget | What explains it |
|---|---|---|
| Roofing | 38 over | Ashdown Lofts roof membrane repair, approved by Lydia on Sep 14 at $12,400 after two bids. The invoice is not yet coded to the capital budget |
| Heating | 9 over | Water heater replacement in Linwood Terrace Apartment 3B ($2,900, approved Sep 18). The Selwyn Court boiler repair is not in this figure: its $7,800 quote is still waiting for a second bid |
| Plumbing | 4 over | Basement drain camera survey at Selwyn Court ($1,650, approved Sep 25) after two backups in September |
| Electrical | 3 under | Routine electrical jobs came in under budget. The elevator door sensor ($1,900) is an owner approval counted under the elevator service contract |
| Appliances | 6 under | Routine appliance jobs came in under budget. The shop front glazing at Ashdown Lofts ($6,200, approved Sep 14) is charged to the shop line, outside these six categories |
| Turnover | 11 under | One turnover job needed approval: Apartment 5A flooring at Selwyn Court ($3,400, approved Sep 23) |
Why maintenance spend looks 7 percent over budget
The Ashdown Lofts roof membrane repair is the reason. Its invoice is not yet coded to the capital budget, so the operating line looks worse than it is. Rather than netting the repair against other lines, Sandra Ilves shows it as a separate line pending coding. If the trust accountant codes the repair to the capital budget, the operating variance will be restated in the October report. Until the accountant confirms the coding, read the roofing line as unresolved, not as an overspend.
I show the roof repair as its own line instead of netting it, so you can read the operating result and the repair separately.
How fast decisions were made
The chart compares the longest wait from request to owner decision in August and September for each building. Selwyn Court went from 4 days to 9, because the boiler repair has waited for a second bid since Sep 19. Ashdown Lofts went from 3 to 6, the roof membrane repair that needed two bids. Linwood Terrace stayed at 2.
Decisions and actions open for the trust
Next month
Prepared and reviewed by
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