Let It Snow (JPM)
Preparing your property for winter prevents unforeseen hazards
by Charlie Hoats, CPM
The following is an excerpt from the Jan/Feb 2008 issue (Volume 73, Number 1) of JPM�, Journal of Property Management.
The alarm clock goes off, and a tired figure rises and shuffles quietly across the room. Peering between the slats of the blinds, he is greeted by the sight of an immaculate, undisturbed blanket of snowflakes glistening lightly in the pre-dawn twilight. However, as the figure continues to take in the serene winter landscape before him, the feeling of peace and tranquility brought on by this pristine vision of winter glory is quickly and rudely replaced by a single, panicked thought:
"Oh, man, I hope my snowplow guy did his job."
As I write this, fall is passing quickly here in Michigan, and before too long the outside air temperature will be almost as cold as the current economic climate. Those of us who live in areas with colder winter climates have been spending the past weeks raking leaves, putting away deck furniture, winterizing lawn irrigation systems, and bracing ourselves for the first morning when we look out the window and see snow on the ground.
Property managers at commercial and multifamily properties have also been busy preparing for the winter season�salt buckets and snow shovels are being retrieved from storage areas; snow blowers and tractors are being tuned up and fueled; and snow removal contracts are being reviewed, tweaked and awarded. In addition, heat tapes are being installed and checked; ice melting compound is being ordered and stocked; and heating units are being given their fall preventive maintenance checkups.
That's everything, right? You haven�t forgotten anything, have you? Are you sure?
Proper preparation for the winter season is among the most important things a property manager can do to help ensure the good health of a property. As you go through your pre-snowfall checklist, here are some areas to consider.
Know your property
Are there particular features of your property that make snow removal a challenge? For example, a small parking area�or one that is shared by an adjoining property not covered by your management agreement� may require more frequent removal of snow piles by a front-end loader. Drives or parking areas that do not have curbing should be staked by the snow removal contractor to prevent excessive damage to landscaped areas.
Are there other conditions that require special attention or a higher level of care during the winter? Vacant end-cap spaces in strip shopping centers will need an appropriate level of heat to protect plumbing and fire sprinkler pipes from freezing.
Interior spaces are less vulnerable to freezing than end-cap spaces if they are surrounded by leased suites that are heated. However, even those spaces will require enough heat to prevent pipes from freezing. Worn or damaged insulation around pipes or in exterior building walls should be identified and repaired to prevent heat loss and freezing damage.
Gutters and downspouts are also prone to freezing and can cause ice dams. Ice dams force water underneath roofing shingles which leads to interior leaks. To keep this from happening, install heat tapes in these areas.
Overhangs, architectural features, and other aspects of a building�s design can also cause problems during the winter season. Standing-seam metal roofs, frequently used on shopping center overhangs, collect snow during nighttime snowfalls. During the day this snow will heat up and slide off onto whatever lies below. In addition to fall hazards, the melted snow can also refreeze on the parking lot when temperatures cool again at night, creating a slip hazard near the sidewalk. As retailers get busier and stay open later for the holiday shopping season, this hazard should definitely be identified and corrected.
Interior conditions will also change during the winter. Additional floor matting, more frequent mopping, and careful monitoring of your building lobbies, entryways, elevators and hallways will help ensure that floors stay as dry and slip-free as possible. Be sure to clean up tracked-in snow, ice melt compound, and dirt frequently to decrease the likelihood of a slip. Keep �wet floor� signs within easy reach and use them where ever necessary to alert tenants and visitors to hazards until you can get them cleaned up.
Know your tenants
Do any of your tenants have particular needs, special operational considerations, or other conditions that might require a higher level of care during the winter? Retailers will be busier, and their store hours will be extended. There will be more vehicle and foot traffic, and additional deliveries at your retail centers. At your office buildings, accounting firms will start their busy season after Jan. 1. This means longer working hours, increased staffing levels and heavier client traffic will all occur, possibly creating the need for you to tailor snow removal activities to meet your tenants' needs.
Additionally, tenant employees and visitors who have decreased mobility for any reason will especially appreciate your extra efforts to keep walkways and entryways clear of snow and ice.
Know your contract
Although some in the multifamily sector of the industry may have the necessary manpower and equipment to handle snow removal with in-house staff, the bulk of us rely heavily, if not completely, on outside contractors. Although it is certainly possible to handle snow removal on an as-needed basis rather than by contract, it is not recommended. If snow doesn�t fall, signing a contract may seem like a waste of money, but being caught in a snow storm without a contract is much less desirable.
As with any contract, the term, cost, and services provided should be clearly spelled out. At an absolute minimum, a typical seasonal snow removal contract will specify the beginning and end dates of the snow removal season (usually something like Nov. 15 to Apr. 15), the total seasonal cost, the number of visits that are covered by the seasonal cost, and the events that will trigger a visit from the company for service (e.g., upon a snowfall of 2 inches or more).
In addition, the contract should spell out other particulars important to the overall management of the contract, like the timing for a return visit (e.g., if an additional snowfall of 1 inch occurs within the same 24-hour period), the first plowing time frame (e.g., before 7:00 a.m.; between 4:00 and 6:00 a.m.), and the cost of extra visits above the number included in the contract. The costs of other services should be considered as well.
In the event it becomes necessary to track snowfall amounts, data for individual areas can be accessed through the National Weather Service Web site at www.crh.noaa.gov/crh.
Know you�re prepared
Successful management of winter weather conditions at your properties is no different than achieving success in any other segment of professional, comprehensive property management. Make sure you know all your options, maintain open communication with your contractors, tenants and clients, be proactive, keep good records and track your results so you know what works and what doesn�t. If you do all of these things, you can rest assured you are well prepared for winter�s worst� so let it snow!
Charlie Hoats, CPM, is president of Trio Real Estate Management Services in Caledonia, Mich. Questions regarding this article can be sent to mnaso@irem.org.
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