As a NYC building owner, there are dozens of violations you can get for noncompliance with City law. Three City departments, the HPD, DOB and ECB, issue the majority of building violations. Let’s take a look at each of these departments and the violations they issue.

The HPD, or the Department of Housing Preservation and Development, issues violations when a property is not compliant with building codes. HPD violations have unique requirements for corrections and cannot be challenged at an ECB hearing. In most cases of an HPD violation, a Notice of Violation will be sent to the property. Each HPD violation is issued with a class designation which determines its timeframe for correction and its penalty for failing to complete the correction. These are the HPD violation classes:

C – IMMEDIATELY HAZARDOUS
Depending on the circumstances, a Class C violation will allow 24 hours or up to 5 days for a correction. The two notable exceptions are lead and window guard corrections, which allow 21 days for a correction, and heat and hot water violations, which must be resolved immediately at risk of a penalty of $250/day and are eligible for the ERP.

B – HAZARDOUS
A Class B violation allows anywhere from 5 to 30 days for a correction, depending on the nature of the violation. Hazardous violations can also have civil penalties and litigation.

A – NON-HAZARDOUS
Class A violations can allow a full 90 days for correction, or just 14 days, depending on the violation. Non-hazardous violations can be joined by fines and civil lawsuits.

B – HAZARDOUS-ORDER TO CORRECT
This violation can have a wide variety of time for correcting, sometimes requiring immediate correction, and sometimes allowing for months. They may also be accompanied by penalties and municipal litigation.

Fixing an HPD violation: The Notice of Violation that is generally sent with each HPD violation will include the permitted timeframe for performing the correction. The violation must be corrected within that timeframe and the party that performed the correction must mail a CIV-194 form or submit an eCertification stating that the necessary work has been done.

A DOB violation is issued by the Department of Buildings and states that a property is not compliant with the law. These violations will always include an Order for Correction from the Commissioner of the DOB. Every DOB violation will also be added to the DOB’s Building Information System. The violation must be corrected before a new or amended Certificate of Occupancy can be obtained.

THERE ARE MORE THAN 25 KINDS OF DOB VIOLATIONS LISTED BELOW.

CODE	VIOLATION
B | BDM | BMD	Boiler
C	Construction
E	Elevator
EIT	Elevator Safety Test
ES	Electric Sign
LL5 | LL5/73	Fire Safety in Office Buildings (Local Law 5 of 1973)
LL10/80	Façade: Borough Office (Local Law 10 of 1980)
LL10/81	Elevator Safety Test (Local Law 10 of 1981)
LL16/84	Fire Safety (Local Law 16 of 1984)
LL58 | LL58/88	Penalties for Work with out Permit (Local Law 58 of 1988)
MDV	Multiple Dwelling Violations
P	Plumbing
S	Sign
UB	Unsafe Building Violation
V	DOB Violation
V%	Precept issued for Unsafe Buildings Violation
VAC	Vacate
VCLOS	Order of Closer (padlock order)
VEWL | VWL	Violation Work without Permit Elevator Lien
VECW | VEW	Violation Work without Permit Elevator
VH	Violation Hazardous
VW	Violation – Work Without a Permit
VWH	Violation – Work Without a Permit Hazardous
VPW	Violation Pending – Work Without a Permit
ZV	Zoning Violation
UB%	Precept issued for Unsafe Buildings Violation

Note: Violation codes followed by an * indicates that the violation was dismissed.

It’s important to note that a DOB violation is public information and will pop up with a simple title search of a property. Also, an open violation can prevent a building owner from refinancing an existing mortgage on a property and from selling the building.

ECB/OATH violations are issued by the Environmental Control Board when a property is noncompliant with construction codes or zoning regulations as determined by the New York City Construction Codes or Zoning Resolution. The DOB issues a Notice of Violation for all ECB violations.

As with DOB violations, each ECB violation will be accompanied by an Order for Correction and include the conditions that must be amended. Some ECB violations will also specify that the building owner must certify the correction. There are three classes of ECB violations:

CLASS 1 – IMMEDIATELY HAZARDOUS
CLASS 2 – MAJOR
CLASS 3 – LESSER

ECB violations can be challenged at a hearing, but opting to do so is risky—if the violation is found to be valid at a requested hearing, the resulting penalties can be as steep as $25,000.

Staying compliant with NYC law can be challenging, but the Jaffa team makes it easy!

Check out our useful links page for all the resources you need to stay compliant and avoid these violations or contact us to see how we can help

9 Steps to Prepare Your Property for Winter

The days are getting shorter and there’s a chill in the air that sends people scurrying home and out of the cold before they can catch a glimpse of the sun. It’s wintertime! And along with fluffing the old winter coats and matching up the stray gloves around the house, it’s time to prepare your property for the coldest season of the year. Winterizing your units will ensure they weather these months smoothly without any major and expensive disasters. 

Does the thought of prepping your property for winter send a chill up your spine? No need to get overwhelmed – we can help! We’ve broken down your season’s to-do list into nine steps to prepare your property for winter:

1.   Check your smoke and carbon monoxide detectors

At the beginning of a new season, it’s a good idea to inspect your building’s smoke and carbon monoxide detectors located in common areas and mechanical rooms. You can test the functionality of your detectors by pressing the test button on the device. Be sure to replace any expired batteries with new, working ones as soon as possible. 

And as you know, you can track these inspections easily by performing them in the Jaffa deFINEd app. The app will keep a clear record of the detectors that have already been inspected so that you can easily track the inspections you’ve already done and the ones you still need to perform. 

2.   Check boilers and water heaters

Next, make sure the building’s boilers and water heaters are functioning properly. You can do this by initiating a test run, and visually inspecting for leaks, cracks, error codes or unusual noises. You’ll also want to ensure the area around the boiler is clean. Verifying that your building’s heating sources are in perfect shape can help you avoid costly repairs later in the season. 

As you work through this step, don’t forget to have your high-pressure boilers inspected! As of 2022, all-electric high-pressure boilers are now being classified as high-pressure boilers and must be inspected two times annually. For more information about your requirements for boilers, you can check out Alexandra Schwab’s blog. And of course, with these inspections also, you can schedule and perform all these inspections in the Jaffa deFINEd app to make it quick, easy and efficient.

3.   Notify your tenants about the beginning of the heat season

Make sure you let your tenants know when you will be turning on the heat in the building. From October 1 through May 31, New York City building owners must maintain an indoor temperature of at least 68 degrees between the hours of 6 a.m. and 10 p.m. when the temperatures outside fall below 55 degrees. In addition, during this season, your tenants’ water must be maintained at 120 degrees 24 hours a day according to state law, and between the hours of 6-12 a.m. according to city law. Check out our Jaffa Minute on the topic for a quick reference guide of all your heat and water requirements.

You can also help maintain the heat in your units by telling any resident with a ceiling fan in their unit to reverse the direction the fans blow. Fans should rotate in a clockwise direction during the winter as this forces any warm air near the ceiling to flow downwards and around the living space. This distributes heat more evenly and can help bring down your heating costs. 

4.   Check your building’s fire pumps

The start of the cold season presents the perfect opportunity to inspect your building’s fire pumps. 

Ideally, fire pumps should be visually inspected weekly, and tested monthly with a no-flow test where the pump is turned on without water running to check that it works properly and have a flow test performed once a year to ensure that the pumps are running at the proper flow rate. 

It’s a good idea to perform this annual test before the onset of winter. The test requires a water flow, which can be difficult to get when the weather is colder. Plus, you’ll rest easier, knowing your fire pumps are in great condition before winter arrives. 

5.   Examine your building’s radiators

Visually inspect your building’s radiators at the start of the season to ensure they’re in excellent working condition. Look for possible leaks and drafts and replace valves as necessary. It’s also a good idea to check the thermostats in your building and confirm that they are working well, too. 

Do I even need to mention again that these last two can be managed in the Jaffa deFINEd app?

6.   Assess the roof’s ability to withstand winter storms

A crucial component of your building’s condition is the strength of its roof. One heavy snowstorm on a roof that’s seen better days can cost you boatloads of money and weeks of repairs. Clean your gutters trim any trees with branches that graze your roof, and then inspect it for possible signs of disrepair. Here’s what to look for when assessing the condition of your roof:

• Broken or missing shingles
• Leaks
• Poorly installed or damaged chimney flashing
• Broken or blocked gutters or downspouts
• Holes or nesting materials from animals

If you find any of the above or another red flag on your roof, you may want to call in an expert to repair it before winter storms cause major structural damage. 

As you work through this step, don’t forget the new requirement to inspect parapets, effective January 1, 2024. As per this new requirement, all parapets on the public right of way must be inspected and any hazards corrected annually. You have until December 31, 2024, to have any parapets on your properties inspected. However, it’s a good idea to have the inspection performed as soon as possible to ensure you don’t forget about it. Once the inspection is complete, be sure to keep the observation report on file for a minimum of six years so that it can be made available to the Department upon request.  

7.   Ensure your building is heated efficiently

As a landlord, it’s your responsibility to ensure that your building is well-heated at all times. When the temperatures drop, heating a large building can get very expensive, very quickly. The best way to bring heating costs down without leaving your tenants in the cold is to make sure your building is heat-efficient. Hire an energy auditor or do the job yourself by walking around your building and checking for gaps around windows, drafty doors, and poorly sealed holes in the walls. Air leaks can cost you a pretty penny this winter, so it’s in your best interest to seal up any leaks you find as soon as possible. 

This is also a good time to remind you that you must submit the required Energy Efficiency Reports (EERs) to the DOB at least once every 10 years to maintain compliance. Deadlines for your EER requirement are based on the last digit of your block’s ID number. And yes, to make this super-easy, you can submit your EER to the DOB directly on the app. 

In addition, you need to display and update your Energy Efficiency label in a visible location annually. The label is available to download and print every October 1^st and must be hung up by October 31^st. 

8.   Drain and close your exterior sprinkler system

Outdoor sprinklers can cause tremendous damage if left on in the winter. Even if the sprinklers are not watering the lawn, the small drops of water left over from warmer-weather days can freeze and burst in frigid temperatures, causing colossal damage and loss. Have a professional drain all the water from your outdoor irrigation system and seal the pipes so that no water is left inside during the winter months. 

9.   Make sure your building is up-to-code with Fire Safety

Building fires definitely increase in the winter time, which means it is a great time to ensure that you are up-to-code on all the regulations put into place to both prevent fires and prevent the spread of them minimizing damage and loss of life if there is a fire in your building. You can use our Fire Safety and Compliance Checklist, to ensure that you’ve taken all the necessary steps to keep your building safe and compliant.

This can also be a good time to inspect your fire sprinkler system, as fires tend to go up in the winter. Of course, say it with me now, you can get this done in no time on the Jaffa deFINEd app.

Winter is here, but no need to freeze up with worry. By following our tips above, you can keep your buildings warm, safe, and compliant with minimal hassle.

As a New York City building owner, it isn’t easy to avoid HPD violations. There are so many ways you can misstep the law and so many regulations and deadlines to keep up with. Getting a violation is serious business. It can be used as a premise for a criminal court summons and may carry high penalties and fines. In addition, an open violation on a building can get in the way of the building’s sale and will halt all construction plans until the violation is removed.

As the City’s leading compliance service, we can guide you through your coding and safety procedures and ensure you always remain compliant. Let’s take a look at five common HPD violations and how to remove them.

HPD VIOLATION #1: SELF CLOSING DOORS

The requirement: In an attempt to prevent the spread of fires, LL62 of 2022 mandated that all doors providing access to interior corridors or stairs in R-1 and R-2 occupancy groups must be self-closing. In addition, LL63 of 22 amended the law that owners are required to keep and maintain these door in good condition.

If you are non-compliant: Failure for maintaining a self-closing door may make you liable for a class C immediately hazardous violation. These violations can result penalties as steep as $250-$500 a day from the date set for correction until the violation is corrected. LL63 changed the time to correct a violation from 21 days to 14 days. Falsely certifying a correction can run as steep as $500- $1000 per violation. In addition, if the violation remain open and not corrected, the City can assign an HPD Emergency Crew to complete the repairs and invoice the fees, costs and charges back to the Owner. So non-compliance can come with a pretty hefty price tag.

To remove the violation: Complete a COC and retain a photo of the repaired door for your records

HPD VIOLATION #2: Lack of Proper Heat and Water

The requirement: Building owners are legally required to provide heat and hot water to their tenants. Hot water must be provided 365 days a year, and maintained at a minimum temperature of 120 degrees Fahrenheit. Heat must be provided throughout “Heat Season”, which runs from Oct. 1^st through May 31^st each year. During the daytime hours of 6 a.m. through 10 p.m., if the temperature outside falls below 55 degrees, the inside temperature must be at least 68 degrees. At night, from 10 p.m. though 6 a.m., the inside temperature must be maintained at a minimum of 62 degrees.

If you are non-compliant: Failure to comply with the heat and water requirement can result in a Notice of Violation (NOV) as well as penalties, which are effective on the posting date until the violation is corrected. Penalties can run from $250-$500 per day for each initial heat or water violation. Each subsequent violation in the same building during the same or the next calendar year can result in a penalty of $500-$1000 per day. If the owner fails to pay the penalties, HPD will enter a judgment against the owner and the property.

To remove the violation: Eligible property owners can fix the violation within 24 hours of the violation posting, and submit the penalty amount within 10 days, along with a timely Notice of Correction.

HPD VIOLATION #3: Failure to Provide Smoke and Carbon Monoxide Detectors

The requirement: New York City law requires the installation and maintenance of smoke detectors and carbon monoxide detectors in all multiple dwelling units. As of April 2019, all smoke detectors must be powered by a sealed, non-removable battery with a minimum of 10 years or hard-wired to the home. Carbon monoxide detectors must be equipped with an end-of-life alarm. All detectors must be audible from all rooms in the dwelling. Property owners must ensure the detectors are always in working order and replace them as soon as they expire. In addition, the owner must post notices regarding carbon monoxide and smoke detectors in each building.

If you are non-compliant:  If a property owner fails to install smoke detectors, they can be facing fines of up to $1,000 per day of violation and even possible imprisonment.

To remove the violation: Install or replace the detectors. Keep, and provide upon request, records relating to the installation and maintenance of these detectors.

HPD VIOLATION #4: Lead Paint Hazards

The requirement: Ensure all units in buildings built pre-1960 are complete free of lead-based paint. If lead is presumed to be present in your building, or was actually found, you’ll need to provide copies of the abatement paperwork and lab test results of the dust wipes taken after any work was performed in your building. As per LL31, ALL units must undergo XRF testing by August 9, 2025. In addition, as per LL123, ALL units must undergo lead abatement steps, including friction surface removal on doors and windows by July 2027.

If you are non-compliant: If you fail to perform any of these remediations, you may be issued a Class C violation and may be required to produce your lead-related records. In addition, as per LL123, having any lead-based violations can cause your property to be chosen for a proactive inspection and audit.

To remove the violation: First, remediate the lead-based hazard. Next, have a dust wipe clearance test performed by an EPA-certified lead inspector or risk assessor. Submit a Certificate of Correction (COC) to the HPD, along with sworn statements from the Lead Abatement Contractor and Dust Wipe Contractor, the results of the dust wipe clearance testing, as well as the EPA certifications of both contractors. After you submit all the required paperwork, the HPD will arrange for a re-inspection to confirm that the hazard has been successfully removed. If the lead hazard has indeed been eradicated, the violation will be removed. As per LL123, you may also be required to provide up to 10 years of documentation.

HPD VIOLATION #5: Lack of Proper Pest Control

The requirement: Building owners must keep their properties free of all pests, including bedbugs. They must know how to best treat a bedbug infestation, frequently check for the presence of pests and eliminate any conditions that can trigger an infestation. Property owners of multiple-dwelling buildings must also file an annual bedbug report with the HPD.

If you are non-compliant: If your tenants are aware of the presence of bedbugs in one of your buildings, they can file a bedbug complaint with the HPD by calling 311. They will then be given the option of having an inspection performed by an HPD inspector. If a visual inspection confirms the presence of bedbugs or eggs, an NOV will be issued. In addition, if you fail to submit a bedbug report by the annual Dec. 31 deadline, an NOV will be issued as well.

To remove the violation: Record all the remedial actions you take and present the City with an HPD NOV Certificate of Corrections, which you can obtain by making a sworn statement testifying that you’ve followed the corrective actions issued in the Order.

HPD violations are never fun, but with identifying the key problem areas, you can hopefully avoid these violations altogether.  However, if you do receive an HPD violation, there’s no need to sweat it. Using Jaffa’s powerful compliance tools and services, we can help you resolve them as quickly as possible and avoid additional penalties.

As property owners and managers, staying up-to-date with regulatory changes is crucial to our role. This is especially true when it comes to lead regulations. Because of the health hazard that lead can cause, NYC is constantly updating the regulations and cracking down on non-compliance. Recently, NYC unveiled new lead paint laws that can significantly affect NYC property owners, managers, and the properties they oversee.

Here’s a quick rundown of what these laws mean for you.

As you know, the existence of lead-based paint in any dwelling unit in a multiple dwelling where a child under the age of six lives is a class C immediately hazardous violation if the paint is peeling or is on a deteriorated subsurface. Because of the high-risk lead presents for young children, these violations are taken seriously and can come with heavy fines and penalties.

KEEPING RECORDS & TAKING NAMES

In addition, the new laws now stipulate that when a lead violation is issued, owners need to provide critical records, including your annual notice and investigations from the past year, within 45 days. After August 2025, these records must also include the reports for your XRF inspection as per LL31.

If you fail to provide these records, and you may be required to submit records for ten years, you will be in violation. The new law also stipulates the procedure in which to resolve these violations.

As per this law, you must submit the violation dismissal request form with ten consecutive years of records, including records for the year when the dismissal was requested. If you cannot submit all ten years of records, you can submit the violation dismissal request form with the required records for at least three consecutive years, including records for the year when the dismissal request was made. But be aware that once the department notifies you that the documents they submitted are sufficient, you will be responsible for paying $1,000 for each year of the ten years that were not submitted.

This is precisely why our lead department team recommends a thought-out and efficient record-storing system. That way, if you ever need to provide these records, you have them ready to go and can avoid penalties and fines. As a PSA, if our lead department team is doing your inspections, all this data can be easily accessed and downloaded from the client portal or the Jaffa deFINEd app.

While the above law is due to go into effect on September 1, 2024, with ten years of records needed to be produced, you may want to evaluate your record-keeping methods now and ensure that you are ready for this law when it goes into effect.

FRICTION: IT’S NOT JUST FOR TURNING OVER ANYMORE

While inspections and removal of lead-based paint abatement steps, including friction surface removal on doors and windows, are already required by apartment turnovers, the new law, similar to LL31’s required XRF testing by August 9, 2025, requires this task to be done in ALL applicable units where a child under the age of six lives by July 1, 2027.

With the passing of this law, friction surface, and other abatement-related work must be performed by whichever of the following comes first: turnover of a multiple dwelling erected before January 1, 1960, July 1, 2027, of ANY unit with a child under the age of six, or within three years of a child under six moving into a unit of a multiple dwelling erected before January 1, 1960.

The work you must do according to this law includes the remediation of all lead-based paint hazards and any underlying defects. If such underlying defects exist, then during unit turnover or before July 1, 2027 (as per this new law), you must take care of the following items:

• Make all bare floors, window sills, and window wells in the dwelling unit smooth and cleanable.
• Remove or permanently cover all lead-based paint on all friction surfaces on all doors and door frames.
• Remove or permanently cover all lead-based paint on all friction surfaces on all windows.
• Install or replace window channels or slides on all lead-based painted friction surfaces on all windows.

Again, because of the high risk of lead to children, you will be issued a Class C violation if you fail to perform any of these remediations and will be required to produce your lead-related records.

If you must temporarily relocate residence to perform any of these tasks, and they refuse, YOU ARE EXEMPT from complying with these laws. However, you must demonstrate your good faith effort to perform the required work and your tenant’s refusal to relocate.

The city will outline how to document your good faith effort and your tenant’s refusal to relocate, but as always, documenting any attempts and tenant responses is always a good idea. Again, this documentation can be done directly in our Jaffa deFINEd app so it’s easy to record, easy to track, and easy to provide to the city if ever required. In short, it’s just easier with the Jaffa deFINEd app. In addition, any violations issued on the basis of the owner’s request for exemption or issued after the exemption was granted will be dismissed. However, this exemption only applies when the current tenant resides in the unit and is no longer applicable once a new tenant moves in.

OH, THE JOY OF AUDITS & INSPECTIONS

The final law focuses on AUDITS (one of a property owner or manager’s most dreaded words). As per this new law, the department will identify, proactively inspect and audit 200 properties annually. The city will choose those properties that seem to pose a risk of lead exposure for children, per the DOHMH recommendations. These risks include:

• Buildings with peeling lead-based paint violations issued as a result of positive x-ray fluorescence tests,
• Buildings with violations issued for other indicators of deteriorated subsurfaces, including, but not limited to, mold and leaks
• Buildings with violations issued regarding non-compliance with lead-related tasks due upon unit turnovers

This law takes effect one year after its signing (it is currently waiting to be signed by the Mayor but will become law automatically after 30 days), so it will most likely go into effect in late August or early September of 2024. To avoid being one of the 200 properties that will be audited, make sure that your properties are in compliance with all of the above.

If you need assistance with your compliance with any of the discussed laws, please reach out to our lead department. They can help you avoid penalties, stay compliant and stay ahead of any new laws.

 

Why You Should Be Digitizing Your Inspection Process

New York City is notorious for its rigorous compliance landscape. With frequent audits and strict regulations governing what seems like almost every aspect of property management, navigating these compliance requirements can be a daunting task for property owners and managers, often leading to headaches, stress, and, most painfully, violations. However, embracing digital solutions like the Jaffa deFINEd app can offer a transformative approach to compliance management, revolutionizing operations while ensuring adherence to NYC’s complex regulatory environment.

In addition, the high frequency of audits in NYC underscores the importance of digitizing your compliance management, as traditional manual processes are time-intensive and susceptible to errors and delays, putting properties at risk of non-compliance and penalties. By adopting the Jaffa deFINEd app, property owners and managers can proactively address these challenges, reducing the likelihood of mistakes and streamlining their compliance efforts.

Digitization brings several key advantages, particularly in the context of audits.

1. Seamless Audit Preparation: The Jaffa deFINEd app centralizes compliance-related data, documentation, and tasks, facilitating comprehensive audit preparation. Property owners and managers can easily access and present the necessary information during audits, reducing the stress and time required to compile and submit physical documents.
2. Document Management: The Jaffa deFINEd app facilitates seamless document management by allowing property owners and managers to capture, upload, and store photos, signatures, and files directly within the app. This feature eliminates the need for physical paperwork, making documentation easily accessible during audits and inspections.
3. Accurate and Transparent Reporting: Digitizing compliance management ensures accurate and transparent reporting. The app’s robust record-keeping capabilities maintain precise compliance records, eliminating discrepancies and providing an audit trail for regulatory authorities.
4. Real-time Collaboration: The app promotes real-time collaboration among in-office and in-field team members. Property owners or management companies, on-site managers, inspectors, and contractors can communicate, share updates, and collaborate on compliance-related tasks, ensuring streamlined operations and efficient decision-making.
5. Proactive Compliance Monitoring: The Jaffa deFINEd app’s automated reminders and notifications are crucial in staying ahead of compliance requirements. Property owners and managers receive real-time alerts for upcoming inspections, certifications, or renewal deadlines, reducing the risk of missed deadlines and non-compliance issues that could trigger audits.
6. Multilingual Support: NYC is a diverse city with a multicultural workforce. The Jaffa deFINEd app offers multilingual support, ensuring employees from different linguistic backgrounds can effectively use and navigate the app. App users can choose English, Spanish, Albanian, and Russian, making it accessible to everyone on your team. Clear communication in their preferred language fosters understanding and improves compliance management across the board.
7. Remote Access and Data Sync: The app allows property owners and managers to access compliance data anytime, anywhere, through secure remote access. Real-time data sync ensures that all team members are working with the most updated information, enhancing collaboration and streamlining compliance management processes.
8. Complete overview of your portfolio: The Jaffa deFINEd dashboard provides a comprehensive overview of all your buildings, upcoming deadlines, tasks, upcoming HPD violations, ECB hearings, and open corrections, so you’re always confident of the status of any of your properties.
9. Geo-location Verification: The app incorporates geo-location verification, enabling property owners and managers to validate inspections and document their occurrence at specific locations. This feature adds an extra layer of accuracy and accountability, enhancing the integrity of compliance management.

 

But the Jaffa deFINEd app is about more than just inter-team communication and staying ahead of your audits. Its complete set of features allows for in-app compliance task completion. That’s right! Those pesky tasks that used to involve hours of work and mountains of paperwork you can now do with a few clicks of a button on your phone.

1. Customizable Inspections with Automated Recurring Inspections: The Jaffa deFINEd app allows you to schedule, perform, and track inspections directly on your phone. It also offers customizable inspection templates, empowering property owners and managers to tailor inspections to their specific compliance requirements. And with the ability to combine inspections and automate recurring inspections, keeping up with all your required and preventative inspections has never been easier.
2. Work Orders Management: With the app’s streamlined work order management feature, property owners and managers can easily assign tasks, track progress, and communicate with their team members who are completing work orders. This automated system ensures that compliance-related work orders are efficiently executed, reducing the chances of errors and delays and ultimately contributing to overall compliance.
3. Safety Mailing Processing: For NYC property owners and managers, safety mailings are a tedious task they must complete once a year. And if the initial job of sending out these mailings isn’t annoying enough, chasing after tenants for their responses makes this one task we all genuinely dread. The Jaffa deFINEd app allows for in-app responses, making it easy to both record your attempts (in the case of those aforementioned audits) and get your tenants’ responses.
4. In-App Support: Because we all need some help sometimes, the Jaffa deFINEd app offers plenty of that. Featuring a complete help section with resources for the NYC property owner or manager, the ability to view open violations on BIS, and an Ask-a-Question button to ask a Jaffa representative your compliance questions, the Jaffa deFINEd makes it easy to get you the help you need. You can even hire Jaffa to resolve your violations for you directly in the app.

 

As NYC property owners and managers continue to be inundated with NYC’s high audit frequency and stringent regulations, the Jaffa deFINEd app has emerged as a powerful and revolutionizing tool. Embracing digital solutions is the key to simplifying NYC property compliance, and through digitizing compliance processes, property owners and managers can focus on delivering exceptional property management services while ensuring full compliance with NYC’s ever-evolving requirements. As NYC’s compliance landscape continues to evolve, adopting digital solutions like the Jaffa deFINEd app is a strategic investment that paves the way for efficient compliance management and success in the property management industry.

New Trash Regulations for 2023: The DSNY’s Newest Laws

In an effort to mitigate the City’s rat problem, Mayor Adams and the Department of Sanitation (DSNY) announced new rules for trash and recycling. The new rules, made public on October 17, 2022, will go into effect on April 1, 2023 and strict reinforcements will be in place to ensure compliance.

Here’s what you need to know about the new DSNY laws.

Which buildings will be affected by the new laws?

The new DSNY laws will affect residential and commercial buildings. The rules vary according to building type.

Residential buildings

When the new laws go into effect, residential buildings will have three options for trash disposal:

1. Place the trash in a secure container at the curb after 6 PM and no later than 12AM.
2. Place the trash directly on the curb after 8 PM and no later than 12AM.
3. Buildings with nine or more residential units can choose to opt into the Multiunit Building Collection Program, which allows you to set out the trash after 4AM and no later than 7AM. This program application option will only be available for the month of January of each year and will enable the DSNY to build the most efficient routes, which will take effect on April 1. You can apply to this program HERE.

The new rules will minimize the amount of time trash sits at the curb, which will hopefully reduce the rat problem in the City.

Commercial buildings

Commercial buildings often hire a private waste company to manage their trash removal instead of relying on service from the DSNY. However, they are still required to abide by the new city regulations for trash removal.

Commercial buildings have two options trash disposal:

1. Put trash bags directly on the curb after 8 PM if putting bags directly on the curb.
2. Place trash in a secure container one hour before closing.

Here, too, the new rules will minimize the amount of time trash sits at the curb, which would help resolve rodent issues.

As a property owner, it’s important to note that the new rules will likely have a significant impact on how you manage your buildings, from staff scheduling, to property maintenance and more. Plan ahead for these changes before they actually go into effect so that you are full prepared to remain compliant while keeping your buildings running as efficiently as possible.

How can I keep my property free of rodents?

A rat problem can be a nightmare for a property owner and their tenants. In addition to complying with the city’s trash disposal rules, follow these tips to keep your buildings free of rodents:

• Clean up often and clean up well. Garbage provides a hiding place and source of sustenance for rats. Keep the area surrounding your property free of garbage and clutter.
• Use rat-resistant garbage bags. Invest in specialized rat-proof garbage bags for the trash in front of your tenant buildings to keep the rodents out.
• Make sure your tenants have sufficient trash containers. Any exposed and overflowing garbage will invite rats.
• Trim your grass and landscaping. Overgrown grass, tall weeds and shrubs provide the perfect place for rats to live and nest. Keep your landscaping cut short to keep the rats out.
• Don’t feed the animals. Encourage your tenants not to leave food out for birds, cats, squirrels or any other animals as this will attract undesired creatures, like rats.
• Seal the holes in your property. Have an expert check the foundation of your buildings, the sidewalk in front of your properties and under doors for holes and cracks. Seal every hole as each one can be an access point for rats.

The new rules won’t go into effect for another few months, but you may want to familiarize your staff with the new trash disposal system in advance so they are fully prepared. You can view the DSNY updated rules on their SITE.

Still confused about the DSNY’s new rules? We can help! Contact Jack Jaffa & Co. today to learn more.

Short term rentals getting the short end of the stick?

Everyone’s looking for ways to make a quick buck these days, and renting out their apartments to vacationers on Airbnb or another short-term rental platform is an easy way for New Yorkers to pad their pockets. But renters and property owners need to know that this process is about to become a lot more complicated, thanks to a new law going into effect in 2023.

Here’s what you need to know about the new law as a NYC building owner.

What is the new law?

Local Law 18 of 2022 requires hosts to register their apartment with the city before renting out their homes for less than 30 days. LL 18 will be going into effect on January, 9, 2023.

What are the requirements for LL 18?

The Short-Term Rental Registration Law requires all short-term rental hosts to register with the Mayor’s Office of Special Enforcement (OSE). If the application is approved, the OSE will issue a registration number for the applicant. Booking platforms like AirBNB will need to verify the registration number of any unit before listing it for rent. There will be penalties of up to $5,000 for both hosts and booking services who do not comply with LL 18.

Short-term rental listings for units in Class B multiple dwellings, which have been approved by the City of New York for legal short-term occupancies, are exempt from the registration requirement.

Can anyone register an apartment?

The law limits registration of host-apartments to people that occupy a unit of housing. The OSE cannot grant a registration for rent-regulated and NYCHA units. Registration requests will also be denied for all buildings on the Prohibited Building lists, created by owners who notify the OSE that short-term rentals are not allowed in their buildings.

Are there any additional requirements for short-term rentals in NYC?

The new law, requiring hosts to register their apartments before a short-term rental, does not nullify these existing laws for short-term rentals in NYC:

• It is illegal to rent out an apartment for fewer than 30 days if the owner or tenant is not present.
• Hosts may have up to two paying guests staying in their apartment for fewer than 30 days.
• Every guest must have free and unobstructed access to every room and to each exit within the apartment.
• Internal doors cannot have key locks that allow guests to leave and lock their room behind them. All occupants need to maintain a common household; every member of the family and all guests must have access to all parts of the dwelling unit.
• New York State law  prohibits the advertising of an apartment in a Class A multiple dwelling for rent for fewer than 30 days. Fines for noncompliance range from $1,000 to $7,500, and will be issued to the person responsible for the advertisement.

As a NYC building owner, how does LL 18 affect me?

As the building owner, you are responsible for ensuring that your properties are maintained in a safe and compliant manner at all times. You will be issued a violation for any illegal short-term rentals on your property. Consequently, it may be in your best interest to educate your tenants about the new law and assist them in any way possible with registering their apartments for short-term rentals.

If you’re wondering whether your tenants are renting out your units, you can stop the guesswork—the OSE will alert building owners about short-term rental registrations in their buildings. If you don’t like the idea of your apartments being used as short-term rentals you can always have your building listed on the Forbidden Building list with the OSE.

The good news, this is a law that might actually help property owners, as Local Law 18 will enable NYC building owners to stay in the know on short-term rentals in their buildings, and to forbid short-term rentals if they so desire.

JJ Blog-End-of-Year Deadlines

‘Tis the season of the endless to-do lists! Between the gift shopping, cooking for the holidays, and the million other tasks you need to tend to before year’s end, the days are packed. And as you wrap up the year, don’t forget your end-of-the-year compliance deadlines. Make sure to remember to file all the paperwork and schedule all the inspections necessary before the end of the year.

Stressing over which tasks you need to do before the New Year? No worries—we’ve done the legwork for you! Below, we’ve compiled a comprehensive list of all the year-end deadlines so you can see exactly what you need to do before the old year blows out and the new one blows in.

 

1.   File your annual bedbug report

The last day to file your building’s annual bedbug report is Dec. 31 of each calendar year. The report will cover the period of 11/1/21 through 10/31/22 and can be filed anytime from 12/01/22 through 12/31/22.

Here’s how it’s done:

• Make an attempt to obtain the bedbug infestation history from the tenant or unit owner of each unit in your multiple-dwelling property.
• Complete your bedbug report and file it online with the HPD. The report must include the number of dwelling units in your building, the number of units that had a bedbug infestation during the period in question, the number of units in which eradication measures were employed during this time, as well as the number of units that had a bedbug infestation after eradication measures were employed.
• Distribute a copy of the form to every tenant in the building upon each new or renewed lease and post it in a prominent location within the building.
• In addition to filing the annual report, you are also required to maintain your property so that it is free from pests, which includes, but is not limited to, providing extermination services and keeping the building free of excess debris. You are also required to take appropriate measures if a tenant complains of an infestation.

 

2.   File your annual elevator and boiler inspections

Dec. 31 is the last day to file your annual elevator and boiler inspection with the DOB NOW: Safety DOB. All high-pressure and low-pressure boilers must be inspected annually, and reports must be submitted to the DOB within 14 days after the inspection. Elevators must have periodic inspections as well, and Category 1 tests at any time throughout the year. The annual inspections, periodic inspections and Category 1 tests must be performed by Dec. 31, 2022. Reports for the periodic inspection must be submitted to the DOB within 14 days of the test, and reports for the Category 1 test must be submitted within 21 days of the test. 

If you haven’t had your elevators and boilers inspected yet, make sure you schedule your inspection today!

 

3.   Inspect your buildings for allergen hazards and pests

NYC property owners are required by law to perform indoor allergen hazard investigations by Dec. 31 of each year. 

Here’s what that means for you.

• All owners of buildings with three or more units must keep their apartments free of molds and pests. If the presence of an allergen or pest is discovered, the owner must take appropriate eradication measures. 
• Inspect each dwelling unit and common area in the building annually for allergen hazards like mold, as well as household pests like mice, cockroaches and rats. 
• Provide notice to tenants informing them of the presence of an allergen or pest.
• Submit a certification of correction for any violation for this law.
• Respond appropriately to any tenant’s complaints of allergen or pests.
• Remove asthma triggers upon apartment turnover. 
• Provide tenants with the allergen fact sheet.

 

4.   Perform a lead-paint inspection 

Dec. 31 is the final day for performing the required annual lead-paint inspection. In addition, below is a list of all your lead-based paint requirements for the year. 

• Send an annual notice to tenants to inquire as to whether children under the age of 6 reside in the unit.
• Conduct an annual visual inspection of any unit in which a child under the age of 6 resides.
• Inspect and repair all lead-based paint hazards during tenant turnover.
• Use lead-safe work practices during repairs and renovations.
• Hire EPA-certified lead abatement professionals for any repairs of lead-based paint hazards.
• Inform tenants of owner responsibilities towards lead paint hazards and provide them with a copy of the Lead Paint Hazards in the Home pamphlet.

 

5.   Submit EER for  buildings due in 2022 on the covered building list

Dec. 31 is the final day to submit the EER for all buildings on the 2022 covered building list. This includes all buildings of 50k square feet with the last digit of 2 in the building’s tax block number. You can find the complete list of covered buildings here. If your building is on this list, be sure to submit your EER to the DOF before the end of the year. 

 

6.   Perform a gas piping inspection

Dec. 31 is the final day to perform a gas piping system inspection or submit certifications to the DOB for Community Districts 2, 5, 7, 13, and 18 in all boroughs. Gas piping systems must be inspected annually in all multi-family buildings. Inspections must be performed by a Licensed Master Plumber (LMP) or a qualified individual working with a LMP. 

Make sure to cross this task off your to-do list before the end of the year.

 

We get it, it’s the end of the year and your days are packed. Which is why we’re here to help with this part of your to-do-list. So if you’re feeling overwhelmed with your compliance tasks, don’t hesitate to contact us today. We’re always happy to keep your buildings compliant and your work life stress-free.

The DOB’s recently made a total of 26 changes for small businesses as part of an executive order to help NY’s small businesses recover from setbacks caused by the COVID-19 pandemic. All new changes take effect on Nov. 20, 2022. As a NYC building owner, you’ll need to know about these changes to the NYC compliance code so you can avoid getting slapped with a violations and incurring a penalty. No worries, though; we’ve done the legwork so you don’t have to. Here’s what you need to know about the recent DOB changes.

Who do these changes affect?

The DOB’s recent changes apply to small businesses. Small businesses, as defined by the DOB, generally refer to businesses that employ fewer than 100 workers. However, in regards to specific requirements and regulations, the definition expands to include more kinds of businesses. As we explore the recent DOB reforms, we’ll note the exact criteria for businesses to which each DOB change applies.

Changes to violation enforcement

As part of the recent changes, the City extended the cure period for all Class 2 (Major) and Class 3 (Lesser) violations from 40 days to 60 days from the date of NOV service. This change will provide more time for named respondents to submit a Certificate of Corrections (COC) and avoid getting hit with a penalty or hearing.

It’s important to note that this change does not apply to Class 1 violations, in which a COC must be submitted immediately. In addition, Aggravated I and Aggravated II penalties are never eligible for a cure.

The DOB will eliminate the following violations:

• Approved Place of Assembly plans not available for inspection (Class 2)
• Failure to conspicuously post electrical work permit while work is in progress (Class 3)
• Place of Assembly contrary to Approved construction documents (Class 2)
• Electrical closet not dedicated to electrical distribution equipment only (Class 2 and 3)
• Failure to provide cover/faceplate/lampholder/luminaire canopy for electrical outlet (Class 2)

The DOB is reducing penalties for the following violations:

• Electrical work without a permit (Class 3)
• Work without a permit (Class 3)
• Failure to post or properly post permit for work at premises (Class 2)
• Change in occupancy/use of C of O as per §28-118.3.1 – §28-118.3.2 by operating a Place of Assembly as per when current C of O does not allow such occupancy (Class 2)
• Luminaires and Lampholders not installed in an approved manner (Class 2)

Most penalty reductions are 50% or more.

There are no qualifiers for differently-sized business in regards to the above in the DOB’s notice. Also, all language extending the cure period for one- or two-family homes have been removed. It is therefore assumed that these changes apply to all named respondents.

Civil penalties for work without a permit

Small businesses may be granted a waiver of civil penalties for work without a permit after demonstrating (as per the DOB’s requirements) that they are a small business. The DOB specifies here that a small business refers to a business that employs fewer than one hundred employees.

High-pressure and low-pressure boilers

Small businesses may now be granted a first-time waiver of penalties for failure to file an annual boiler inspection report for both low-pressure and high-pressure boilers. These penalties are typically seen in the form of LBLVIO and HBLVIO violations, as issued by the DOB.

The penalty waiver applies to small businesses that employ fewer than one hundred employees. Owners can take advantage of the penalty waiver by demonstrating, in the manner specified by the DOB, that they are the owner of the business.

Don’t forget—annual boiler inspections are due by Dec. 31 each year.

There are lots of changes detailed here, but all of them were established to help your business recover from the COVID-19 pandemic. Read the full update on the DOB reforms here.

If you’re still confused about what you need to know, we can help. We’re always happy to work with you and make sense of NYC’s compliance code. Don’t hesitate to contact us today.

8 Reasons You Should Be Digitizing Your Inspection Process

Unless you’ve been living on a different planet, you know that the business world is moving online, one industry at a time. And property management isn’t far behind. Across the City and beyond, dozens of property managers have gone mobile, turning to apps that use cutting-edge technology to make their job easier. Team management, annual mailings, and more are quicker and more efficient when digitized.

While every part of property management is more manageable when digitized, the inspection process, which can be tedious and time-consuming, can significantly benefit from being digitized. It’s time to stop stressing about inspections and go mobile. If you haven’t already made the switch, here are eight reasons why you should.

1. Customized Inspections

Does anything say easier to manage than the ability to customize? You and I both know that with inspections, there isn’t a one form fits all. Not only will inspections vary from property manager to property manager, but what you need to inspect will vary unit to unit. So why would you want to deal with tons of paperwork that has nothing to do with YOUR inspection.

Plus, there are so many times that your inspection is not just for one purpose.  After all, why would you visit the same apartment multiple times for multiple inspections if you don’t have to? Apps such as the Jaffa deFINEd app allow you to customize your inspection on their platform so you can choose what inspections you are performing and what information you need included. You can find out more about the Jaffa deFINEd app HERE.

With the Jaffa PredeFINEd Inspection module, you can even create, track and document preventative tasks and inspections on your properties and devices, such as inspections for elevators, boilers, backflow, sprinkler, water towers, cooling towers, HVAC systems, and so much more.

The app also allows you to customize the frequency of inspections, so you can enter precisely how often you need or want to inspect each item.

With the ability to customize the inspection according to YOUR needs, apps allow you to create in-app inspection forms that have everything you need to inspect without anything you don’t need.

2. Never Miss a Step in the Inspection Process

Your team is in the process of completing an inspection, and it’s Bob’s turn to do his job. There’s just one issue: Bob is out on sick leave, or maybe he’s sunning himself on a beach in Cancun. And no one knows the exact details about Bob’s role in the inspection process.

Digitizing your inspections means that every step of the process is clearly detailed and accessible to all team members. When one or more team members are out, you can still get the job done perfectly and on time, too. How’s that for a hassle-free inspection?

3. Communicate with Your Team throughout the process

You’ve got enough on your plate without being on-site at every building, all the time. And when you digitize your inspections, you no longer need to. When your team runs into a hurdle while getting a job done—and they will—they can instantly reach out to you and update you on the latest. You can view their progress on an app. Or, better yet, with apps such as the Jaffa deFINEd app, which automatically syncs their app with their online portal, you can even check the status, pictures, or files your team in the field has uploaded without even leaving your desk. Using an app, especially one integrated with a more comprehensive online portal, can help keep your entire team in the loop about the next step with one quick communication.

Playing phone tag is so last year. 2022 is all about instant communication and easily shared data, files, and images.

4. Instantly Record and Track Inspections

Do you spend half your workday searching for important files and forms? If you’d made the change to a digitized property management app, you wouldn’t have to. When your management is digitized, every filled-out form and captured photo is instantly recorded, tracked, and organized in your platform. There’s no longer a need to search through piles of papers to pull up the one you want; your tech tool will do the job for you with just a few swipes.

Plus, some property management apps, like the Jaffa deFINEd app, allow you to perform inspections directly in the app, so there isn’t any paperwork to fill out, file, scan, or find. That’s definitely saving you a lot of time, stress, and heartache.

Even more incredible, the Jaffa deFINEd app complies all the date from your inspections and auto-prepares all required city forms for a truly 1-step inspection process. These customized (there’s that magic word again) forms (you can check them out HERE) help you file your inspection reports with complete ease and assurance that nothing has been left out of your report.

5. Centralize Operations for Optimal Oversight

Managing a large team of employees is always challenging. When those employees are spread across several sites, proper oversight becomes next to impossible.

Again, it’s the mobile management model to the rescue! When operations are centralized in one online platform, checking on a team member’s work is a matter of a few swipes—and employee management is easy again. You can check up on anyone at any time and review and appraise all kinds of jobs as they’re being completed in real-time.

When your team is working through a multi-step inspection process, centralized oversight is key to its success. Nothing can fall through the cracks when it comes to inspections. With a digitized process and employee oversight at your fingertips, it doesn’t.

6. Get More Work Done, Anywhere and at Anytime

Insomnia got you tossing and turning at 3 a.m.? Stuck on the train for a half-hour ride in rush hour traffic? Instead of battling with frustration over the wasted time, you can use the opportunity to get some work done! Review and approve recent inspections, communicate with team members about an ongoing job, or simply look over your schedule for the next month or week to see what’s coming up on the compliance calendar.

When your office is in your pocket, you can get work done anywhere and at any time.

7. Ease of Use

Some inspection forms can seriously put a cramp in your hand for all the writing you need to do. With an in-app inspection, many tasks are as easy as pressing yes or no to the provided questions. Plus, the ability to take pictures in the app, obtain signatures, and upload files, allow you to easily have all the information right where you need it.

8. Everything is Going Digital

There’s no denying it. The world is going digital. And in the world of property management, it’s no different. Some of the biggest property managers firms have already switched to mobile management and are enjoying the benefits of a quicker, more streamlined inspection process. Our clients already on the app are blown away by how much the apps’ capabilities are making their compliance, especially inspections EASIER, BETTER & LESS STRESSFUL.

If you’re ready to digitize your compliance management, ask a Jaffa representative about the Jaffa defined app or DOWNLOAD it today. Want to see how our app works? Check out our Video tutorials HERE for a quick run-through of all the Jaffa deFINEd features and functions