Living operations reference for Luke, Bri, and anyone covering the site. Companion to the Control Tower transition plan - this is the day-to-day "how we run it" doc.
Source: SiteLink Rental Activity report, Sept 16, 2026.
| Contact | Details |
|---|---|
| Owner | Jim Rothgeb - jrrothgeb@gmail.com |
| Dan (trainer / former principal manager) | Phone & email TBD - Jim to confirm best contact method |
| Dick (interim Site Steward, transition bridge Sept-Oct 2026) | Phone & email TBD |
| Local police, non-emergency line | TBD |
| Property insurance carrier / claims line | TBD |
| When to escalate to Jim directly | TBD - suggest: anything involving police/fire, injury, or a decision outside the RACI grid below |
Full detail lives in the Parker 2.0 dashboard - this is the quick-reference version.
Luke's on-site days for October, each with one job. Goal for the month: full technology migration complete and trained, and a remote operating model Luke and Bri can run with only intermittent on-site presence.
| Date | Focus | What gets done | Done when |
|---|---|---|---|
| Week of Sep 28 - foundation | |||
| Thu Oct 1 | Baseline & kickoff | Walk all 12 buildings with the shift checklist and log mismatches. Photograph the gate controller, keypad and Bluetooth reader (make/model on each). Confirm the Ooma phone is on the Internet port and can dial out on the current Ooma number, (779) 222-2387. List everything the site phone and internet depend on for power (modem, router, Ooma phone) and note any existing battery backup. Once the Ooma phone is confirmed live, ask OpenTech to schedule a warm-transfer test. Get written go-live dates from Storable (Edge), DaVinci, OpenTech (Edge call-log feed) and Ooma. | Site baseline logged; every vendor has a written date; mismatch list started |
| Fri Oct 2 | Phones & on-call foundation | Jim starts the port of the public Parker Storage number from AccessOne to Ooma (see Phones workstream); do not cancel AccessOne. Test warm transfers from OpenTech to the on-call person on the Ooma number (779) 222-2387, which serves as the interim Manager Line. After two good tests, turn off the cell forwarding. Order battery backup for the modem and Ooma phone. Give OpenTech the urgent-call definitions. Publish the October on-call schedule (see On-call & call forwarding). | Port submitted by Jim with a target date from Ooma; warm transfers tested; cell forwarding off; backup power ordered |
| Week of Oct 5 - training and pilots | |||
| Wed Oct 7 | Storable Edge training | Training day: payments, move-in/move-out, daily close, overlock and lien status, reports. Start the parallel run: each close is done in SiteLink and checked against Edge. Validate migrated data - tenant count, balances vs. the Balances Due report, and the lien-notice log. | Luke and Bri each complete a test move-in, payment and move-out in Edge; data variance list sent to Storable |
| Thu Oct 8 | DaVinci lock pilot | Install High Collar locks on about 10 vacant units spread across buildings. Run a full cycle: vacant -> rented -> vacant via Tenant Connect. Test one Disc (red) overlock on a delinquent unit, including auto-release on payment. Set the rollout order for the remaining units (see DaVinci workstream). | Pilot units cycle correctly; rollout order and install dates set |
| Sat Oct 10 | Live-ops rehearsal | Run the day as a real Site Steward visit under the new rules: checklist, photo log, overlock round, issues logged before leaving. Test live calls through the Manager Line path and log response times, including one where on-call does not answer and it rolls to backup. Watch gate traffic to pick the quietest install window for G.O.A.T. | Checklist filed; on-call path tested with real calls; gate cutover window chosen |
| Week of Oct 12 - remote prototype | |||
| Tue Oct 13 | Remote operating day + final-offer notices | Run the whole day remotely from Edge (CRM leads and call logs) and the DaVinci dashboard: leads, collection calls, vacancy and overlock review. Test the reduced daily-close cadence. Deliver the final-offer lien notices - only after attorney sign-off (see Final offers). | Nothing needed a physical visit; notices delivered and logged; cadence issues listed |
| Week of Oct 19 - cutover and sign-off | |||
| Tue Oct 20 | Gate cutover | Notify tenants 48 hours ahead. Commission G.O.A.T. with the OpenTech Bluetooth hardware left in place and powered as fallback. Be on site for the morning and evening peaks. Test QR, phone keypad and existing codes. | 20+ real tenant entries succeed; fallback not needed |
| Thu Oct 22 | Go-live confirmation | Confirm Edge is the system of record and OpenTech call logs are arriving in the Edge CRM leads dashboard. Final SiteLink-vs-Edge comparison, then stop the parallel run. Confirm Ooma carries all calls. Confirm the port status. When the port is complete, add the Manager Line extension on Ooma (or keep (779) 222-2387 as the Manager Line, if Ooma confirms) and point OpenTech at the final number. Press 3 is already off the OpenTech script by now. | One system of record; every inbound call shows up in the CRM |
| Fri Oct 23 | Sign-off & handoff | Rehearse one full steady-state week on paper. Sign off the Site Steward framework and on-call rotation. Retro: what broke, what to fix. Set the November cadence. | SOPs updated; Jim has signed off; November calendar set |
| Week of Oct 26 - no Luke days listed | |||
| Oct 26-31 | Month-end | Gap to resolve: no on-site day is listed in the last week, and month-end close falls here. Options: Dick covers a site visit, Bri covers, or Luke adds Oct 30 or Nov 2 for the close and a final walk. | Month-end close owner named by Oct 23 |
What "ready" means for each migration. Items marked "confirm" are open questions for the vendor, not assumptions.
The prototype week Luke and Bri test in October. Adjust after the Oct 23 retro.
| Activity | Cadence | Owner | Standard |
|---|---|---|---|
| Lead response | Every business day | Control Tower | OpenTech logs every lead into the Edge CRM; Control Tower follows up within 1 hour in business hours, next morning otherwise |
| Collection calls | Two blocks a week (e.g. Tue and Thu, 30-45 min) | Control Tower | Storable Collections handles texts and emails; calls go to tenants past the automated stage. Every call outcome is logged |
| Daily close | Tue, Thu, Sat, plus month-end. Expected to tighten to Tue and Fri once the new systems have settled | Control Tower, Site Steward cross-checks | Open Tue-Sat, closed Sun and Mon. Online and autopay payments still post on closed days, so Tuesday's close also picks up Sunday and Monday. Month-end: close on the last business day and again on the 1st (Oct 31 is a Saturday, so the Sat close is the month-end close; the second is Tue Nov 3). On a Tue/Fri schedule, Tuesday's close would cover Sat-Tue and Friday's would cover Wed-Fri, so confirm Edge handles that, including the busy Saturday. Extra close any day a payment batch fails or a dispute is open |
| Site walk | 2 visits a week, not back to back (e.g. Tue and Fri) | Site Steward | Full shift checklist; see Site Steward framework below |
| Overlock round | Weekly, on the first visit | Site Steward | Control Tower sends the list by the evening before |
| Remote review | Weekly, Tuesday morning (first open day of the week) | Control Tower | Vacancies, overlocks and lock status checked against the last site walk; mismatches go on the next visit's list |
| Owner check-in | Weekly, 20 minutes | Site Steward on duty + Jim | Calls received and answered, open items, exceptions, anything needing a decision |
The Site Steward runs a structured visit, not open-ended hours.
| Situation | Response standard | Who |
|---|---|---|
| Safety, security, active damage, tenant locked in | Same day, within 2 hours | On-call person; call 911 first if anyone is at risk |
| Gate or door not working | Same day | On-call person; Control Tower books the vendor |
| Tenant issue, non-urgent repair | Next scheduled visit, or callback next business day | Control Tower |
| Everything else | Queued for the weekly review | Control Tower |
Replaces the "Press 3 to speak with a manager" menu option, which sends the call out of the logging system to a personal phone and voicemail.
| Item | Standard |
|---|---|
| Manager Line | The Ooma number (779) 222-2387 until the port completes, then a second extension or that same number. Never published on the website or Google listing. The on-call person (Control Tower or Site Steward) uses the Ooma app to accept transfers from OpenTech and changes who is on call there at handoff. It must never route back to OpenTech. Confirm: whether Ooma can ring on-call and backup together |
| Rotation | Luke and Bri alternate weeks, handoff Tuesday 8 AM (first open day of the week) with a one-line text listing open items. The other person is backup. Jim is the third tier and is called only for safety, police, fire or injury |
| Callback standard | Urgent: live within 15 minutes or it rolls to backup. Routine: same business day, by noon if logged before 5 PM the day before |
| Voicemail rule | Voicemail is never the end of the road. Every voicemail is emailed to three people, and the on-call person clears the list at the start and end of each shift |
| Weekly audit (Tuesday review) | Compare the OpenTech call log (Edge CRM) with Ooma's Virtual Receptionist log and transcriptions, which also show missed calls. Any call that reached Ooma but not OpenTech skipped the logging path. Any call without a CRM record, or any task past due, is an exception to fix. Jim reads the same report |
| Retiring the old setup | Remove Press 3 and turn off cell forwarding once the Manager Line tests pass (target Oct 2-10), without waiting for the port. Keep the manager cell for 30 days as a fallback, then Jim decides whether to cancel the AT&T plan |
| Power and internet outage | Battery backup on the modem, router and Ooma phone. If the site goes offline, calls should still reach OpenTech; confirm with Ooma that the Manager Line and the public number forward to the on-call cell when the phone is offline. Test by unplugging the modem during the Oct 10 test |
Who to call when something breaks. Send Jim any missing contacts and this gets updated.
| Category | Vendor | Contact | Notes |
|---|---|---|---|
| Landscaping / snow removal | Monahan and Sons (Matt Monahan) | 708-441-5318 mmonahan23@gmail.com 8607 Bethany Lane, Tinley Park, IL 60487 |
Confirmed Sept 18, 2026 |
| Door repair | TBD | TBD | |
| Gate / access malfunction | TBD | TBD | Once DaVinci G.O.A.T. is live (Phase 3), this may shift to DaVinci support directly |
| Pest control | TBD | TBD | |
| Locksmith (backup) | TBD | TBD | DaVinci reduces the need for this once rolled out, but a backup is still worth having |
| Electrician | TBD | TBD | |
| Plumber | TBD | TBD | |
| General handyman | TBD | TBD | |
| Dumpster / waste removal | TBD | TBD | |
| Alarm / security monitoring | TBD - confirm if one exists | TBD | |
| Phone / internet line down | TBD | TBD | AccessOne today, migrating to Ooma Pro - update once cutover happens |
Kept light on purpose - just the essentials to operate day one. Full RACI/task inventory lives in the Parker 2.0 dashboard.
Login URLs and access details - to be filled in as accounts are provisioned for Luke & Bri.
| System | Used for | Access |
|---|---|---|
| SiteLink (current) / Storable Edge (Phase 3) | Property management system - tenant records, payments, unit status | Login URL & credentials TBD |
| Storable CRM | Lead tracking, tenant notes, single source of truth for follow-up | Login URL & credentials TBD |
| OpenTech portal | Call center call logs, recordings and scripting; logs also appear in the Edge CRM leads dashboard | Login URL & credentials TBD |
| Ooma Pro | Facility phone line (replacing AccessOne) | Login/app details TBD |
| DaVinci Lock dashboard | Lock status, occupied/vacant tracking, overlock management | Login URL & credentials TBD |
| StorageTreasures | Online lien auctions - Storable's own auctions product, auto-syncs delinquent unit data via the SiteLink/Edge API | Login URL & credentials TBD |
| Shift checklist site | Daily site-walk checklist & shift reporting | staff.parker-storage.com (password-protected) |
Per the Illinois Self-Service Storage Facility Act (770 ILCS 95/). Judgment calls here stay with Control Tower and Jim - not a Site Steward responsibility.
| Notice required | 14 days before a lien sale can be scheduled |
| Publication | 2 consecutive weeks in a local newspaper |
| Sale timing | At least 15 days after the first publication |
| Partial payment | Does NOT waive the lien notice - only full payment stops a scheduled sale |
| Settlement option | Part 2 of the combined lien notice: tenant pays 60% first, has 72 hours to vacate broom-clean, and the remaining 40% is waived. If either step is missed, the sale goes ahead. Only used with attorney-approved wording; see Final offers to long-term delinquents |
Process only. Tenant names and amounts are kept out of the Run Book and live in Jim's confidential tracker.
| Target date | Step |
|---|---|
| Fri Oct 9 | Attorney comments back on the template; Jim approves final wording |
| Mon Oct 12 | Refresh balances and unpaid-since dates; print, sign, stage the mailing |
| Tue Oct 13 | Notices delivered (Luke on site). Delivery method and date logged |
| Wed Oct 28 | Payment deadline: 15 days after delivery, one day above the 14-day minimum |
| By Oct 31 | Last date for a tenant who pays on Oct 28 to vacate (72 hours). Someone must be assigned to restore access and confirm move-outs that week |
| Oct 29 - Nov 5 | Order the newspaper ad; first publication the week of Nov 2 |
| Week of Nov 9 | Second consecutive weekly publication |
| Nov 20 | Earliest legal sale if the first publication runs Nov 5 (15 days after) |
| Tue Dec 1 | Stated sale date in the notice. Leaves 11 days of slack if publication slips. Earlier is possible; the floor is 15 days after first publication |
Source: SiteLink Rental Activity report, Sept 16, 2026. Standard rates shown for reference - always confirm current pricing in SiteLink/Edge.
| Type | Size | Standard rate |
|---|---|---|
| Self Storage | ||
| Self Storage | 5x10 | $80.00 |
| Self Storage | 7x10 | $95.00 |
| Self Storage | 10x10 | $125.00 |
| Self Storage | 10x15 | $150.00 |
| Self Storage | 10x20 | $200.00 |
| Self Storage | 10x25 | $250.00 |
| Self Storage | 10x30 | $290.00 |
| Self Storage | 10x40 | $350.00 |
| Self Storage | 20x25 | $350.00 |
| Outdoor Parking / Boat & RV | ||
| Outdoor Parking | 10x20 | $85.00 |
| Outdoor Parking | 11x20 | $85.00 |
| Outdoor Parking | 9x25 | $85.00 |
| Outdoor Parking | 12x20 | $85.00 |
| Outdoor Parking | 10x30 | $110.00 |
| Outdoor Parking | 10x40 | $110.00 |
| Outdoor Parking | 11x40 | $110.00 |
| Outdoor Parking | 10x54 | $110.00 |
| Outdoor Parking | 11x56 | $110.00 |
There's a lot of vendor/system naming in play during the transition - quick reference.