Keeping on top of your properties: The importance of semi-annual inspections

Turning over possession of an apartment to a new renter is a leap of faith in many areas of the country. Even in smaller properties, you are placing your property in the hands of someone who you have screened and you hope to be both respectful and honorable in their new homes. As we all know from experience some times that turns out to be the case, but some times it most certainly does not! In New York City, as a result of Local Law 1 (Lead Based Paint Regulations), semi-annual inspections are required in all housing built prior to 1978. This gives N.Y. owners and managers a unique opportunity to be able to continually monitor the premises to ensure renters are not destroying the property to the detriment of both the owner and the other renters in the property. While the idea of needing to gain access into every apartment one manages seems like a big task, Local Law 1 provides a wonderful opportunity for a property manager or a superintendent to gain access into each unit to review a number of items beneficial to the property owner. First of all, when the representative enters the premises, they should do a full walkthrough in all rooms of the unit. As is required under Local Law 1, it is important to notice any areas where peeling or cracking paint exist. This may be a result of the need for a new paint job, or it may be a result of a prior leak or even a current one! In addition, while walking through kitchens and bathrooms, look for evidence of any mold or mildew. This could be due to a lack of maintenance and cleaning on the part of the renter, or it may be from a persistent leak that exists somewhere. Either way, if you find evidence of mold or peeling paint, you should make a note and schedule the repair of these areas immediately. By being pro-active in these areas your apartments will last far longer, your tenants will be happier and you can help avoid potential litigation and rent abatement complaints. Of course, while in the bathrooms and kitchens you should also do a review on all piping to ensure that no leaks exist in any faucets, tubs or shower bodies. Slow leaks will cost you a bundle in water consumption and lead to potentially large repairs as a result of weakened floors. Make note of any such leaks and schedule these repairs. In addition to simply reviewing items in need of maintenance, you should also do a check for window guards if any children exist in the apartment. If you can certify their existence and that they are in proper working condition, if future litigation occurs, these inspection sheets can be use as important evidence. The other major safety items you should confirm are the existence of smoke and carbon monoxide detectors. Similar to the existence of window guards, a sign off from a tenant on these items may go a long way if a tragedy happens down the line and you need to show that all proper safeties were in place and then may have likely been removed afterward by the tenant. Also look around the apartment for the existence of an illegal washing machine or an air conditioner. If a tenant has these items, make sure you are billing them the surcharges that you are entitled to under the law. Even a few dollars adds up if you have these appliances in multiple units. In addition, if you have a leak down the line, you will be able to show evidence that a washing machine existed if you have to try to go after the tenant for the repairs resulting from the leak. Last but not least, make sure the tenant indicates how many people are living in the apartment and who. This will help you identify any illegal occupants if you choose to take your tenant to court. Keep your eyes open for visual discrepancies like additional beds, illegal walls or bedrooms with key locks on them. Make sure the tenant who provides access signs the form as well, so you have a "sign-off" on the conditions that you have found. While performing these inspections twice a year is a big chore, the resulting sheets and the information gathered is an essential tool for keeping on top of your properties. Matthew Engel, CPM, is vice president of Langsam Property Services Corp., New York, N.Y.