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.

The DOB is always issuing new requirements, but many of them only become relevant months, or years later.  The upcoming sprinkler requirement as of November 14, 2021, was instituted by the DOB a full two years ago.

Here’s what you need to know about the new sprinkler requirements and how to stay compliant.

What are my requirements?

Previously, in compliance with Local Law 26 of 2004, owners of buildings over 100 feet tall were required to install an automatic sprinkler system by July 1, 2019.

Now, effective November 14, building owners must file a sprinkler report with the DOB, certifying that the required sprinklers have been installed in their building. The report must be prepared by an architect or engineer.

How often do the reports need to be filed?

Sprinkler reports don’t need to be filed annually. In fact, they are only required to be filed every 14 years. However, it’s important to note that the DOB will begin issuing fines to all building owners who do not file their initial sprinkler report by the required deadline.

What is the deadline for filing a sprinkler report?

To remain compliant, building owners must file a sprinkler report by January 1, 2022. If you have not yet had your sprinkler system installed and inspected, you have two months to get the job done, have your report prepared by a qualified architect or engineer and file it with the DOB before they start issuing violations.

If you have already filed your report since July 1, 2019, there’s no need to file another one now.

What are the penalties for noncompliance?

Failure to file an acceptable sprinkler report can result in a civil penalty of $5,000 per year, beginning on January 1, 2022. For each month in which the building owner is late in filing a report, the DOB will slap on another $1,000. This means that if you have not filed your report by February 1, 2022, you can be fined $6,000 by the DOB. Each additional month in which you do not file can cost you another $1,000.

Can I challenge a civil penalty?

You can challenge a civil penalty by providing proof of compliance. This can include any of the following:

• A copy of an acceptable sprinkler report, or
• A certificate of occupancy indicating that the building does not need to comply with the requirement.

Challenges must be submitted in writing to the DOB within 30 days from the date of the violation.

If I’m a new building owner, can I request a waiver of penalties?

New owners of buildings may request a waiver of penalties due to change in ownership. To do so, they must submit proof of a recorded deed showing transfer of ownership to the current owner after the penalties were issued. They must also provide any additional documentation as requested by the department.

In addition, an owner may be granted a waiver of penalties if they submit a copy of an order signed by a bankruptcy court judge, or if a state of emergency that prevents the owner from conducting a report has been declared.

If you haven’t filed a sprinkler report, schedule an inspection today! Need help staying compliant?  Contact us today for further assistance.