Workshop Recap: How to Manage Inspections & Habitability
On Friday, July 13th, SCANPH convened for the second educational workshop in our new asset and property management series, How to Manage Inspections & Habitability: Asset/Property Management Training. This session provided attendees with practical insights and tools to establish property inspection best practices. Property inspections are conducted for a variety of reasons, including the gathering of information for key purposes like budgeting, marketing, insurance coverage, and energy conservation. Workshop participants gained a better understanding of detailed property inspection plans and how to determine the need for maintenance and insuring habitability in multifamily affordable housing real estate. This program was instructed by Angel Rogers, Chief Learning Officer at National CORE.
Kicking off the session, Rogers outlined the definition of habitability as an unstated guarantee that a rental property meets basic living and safety standards before occupation and will continue to meet them for the duration of occupancy. Residential property landlords are required to lease units that are in habitable condition. Once these units become uninhabitable, risk and liability significantly increases. If units are uninhabitable, living conditions should be treated as an emergency. Units need to stay in the same condition as when tenants moved in.
Landlords carry the responsibility of having effective and maintained facilities, not just opting for quick fixes. Rogers provided countless tips for walking the property, as well as tips for handling vacant units. It is crucial to understand which improvements should be prioritized. Since property inspections are conducted to determine maintenance needs, it is not enough to inspect a building but fail to follow through with maintenance repairs. Although property managers have habitability responsibilities, tenants also carry the responsibility of taking reasonable care of their rental units and common areas. Tenants are responsible for the repair of all damage that results from their own neglect or abuse.
Rogers outlined the importance of regularly walking the property to ensure that the community looks inviting. Everyone deserves decent, safe and inviting housing, and property management and landlords should feel compelled to create this environment. Tour paths should be free of litter and well maintained. Regular inspections help detect maintenance issues before they become costly. Additionally, all inspections should be well documented; they are key to strong curb appeal. Inspections should be conducted at different times of the day and throughout different parts in the year to observe the “life cycle” of the building. Further, crime prevention through environmental design (CPTED) can be implemented through landscape design. Landscaping, signage, flags, exterior paint, as well as exterior maintenance, often prove essential to ensure buildings are attractive and safe. Similarly, mechanical systems should be inspected regularly and thoroughly. Property managers should feel comfortable accompanying maintenance staff on inspections.
To conclude the session, Rogers covered the threshold of capital improvement plans. One element of capital improvement is the improvement of the lifespan of the building. These expenditures are made through permanent fixtures, not removable items. Asphalt, significant pool repair and exterior paint are considered capital improvements. Property inspections continue to be the leading strategy in reducing risk and maintaining the value of the asset. Regular inspections keep properties in good condition and keep management staff visible. These tools prove useful when finding opportunities to build strong rapport with residents.