OUTSMARTING JACK FROST! ARE YOUR PROPERTIES READY FOR WINTER?

Rental buildings in snowy winter

Despite the challenging legislative environment for landlords in Oregon, it is crucial not to overlook the importance of safeguarding your property and preparing for the winter season. By taking proactive measures before winter arrives, landlords can prevent costly damages, unnecessary emergency repair bills, and potential lawsuits, which can escalate into tens of thousands of dollars. In addition to making improvements that can boost rental income and effectively managing tenant relationships, investing in preventative maintenance will significantly enhance your long-term financial health. If you manage your own properties, these steps are essential, and if you employ a property manager, ensure their winterization strategies align with these recommendations. To maximize your preparedness, focus on three key areas: your property, your tenants, and your business procedures.

            When preparing your rental property for winter, start with basic tasks like clearing gutters, cleaning roofs, and installing vent and hose bib insulation covers. For more comprehensive damage prevention, consider the following measures:

• If your property is in an area prone to extended freezing temperatures or if water pipes are exposed, consider installing electric warmers on your water lines. Opt for temperature-activated automatic switches for better efficiency.

  
  

• After the first heavy rainfall, inspect the attic for potential roof leaks that may have developed over the summer. Addressing roof issues promptly can prevent costly drywall damage and mold growth.

  
  

• Conduct a thorough inspection and pruning of trees on your property. Remove any branches that pose a risk of falling, especially before the ground becomes saturated with rain and winter winds pick up.

  
  

• Ensure that the ground around your crawl space vents is lower than the vent openings and slopes away from the structure. A buildup of debris can lead to crawl space flooding and expensive mold remediation.

  
  

• For advanced prevention, install moisture meters in areas like under sinks, near water heaters, behind refrigerators, and under dishwashers. Basic models will alert you to leaks, while more sophisticated options can automatically shut off the water supply if they detect excess moisture.

  
  

• Check that all smoke detectors are functioning properly, especially during the holiday season when the risk of fire increases due to decorations and lights.

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Next, consider your tenants. Are you setting clear expectations for your tenants regarding winter property protection? Ideally, their responsibilities should be outlined in the lease agreement or a weatherization addendum. Sending a winter weatherization reminder a few weeks before freezing temperatures hit can be beneficial. At IRC Real Estate & Property Management (www.IRCEnterprises.com), we take this opportunity to distribute a winter newsletter to our tenants, detailing their weatherization responsibilities along with holiday tips, recipes, and local events. This not only provides valuable information but also strengthens tenant relationships. Here are several winter responsibilities you can require from your tenants:

• Ensure all foundation vents are covered. Consider providing these covers to your tenants and check annually to confirm they have enough, perhaps including a couple of extras.

  
  

• Instruct tenants to disconnect all outdoor hoses, hose splitters, and water features, and ensure they have sufficient hose bib insulators for all exterior faucets.

  
  

• Remind tenants to disconnect washing machine hoses and position them in the drain line, allowing both faucets to remain on at a slow trickle.

  
  

• Advise tenants to maintain a slow trickle of water inside the unit to prevent freezing.

  
  

• Set a minimum indoor temperature of 62 degrees, even when tenants are away.

  
  

• Encourage tenants to familiarize themselves with the location of water shut-off valves.

  
  

• Request that tenants notify you if they plan to be away for more than a couple of days during winter. If necessary, obtain permission or serve a notice of entry to inspect the unit during their absence.

  
  

• Lastly, ensure tenants know who to contact for emergency repairs during winter.

The final area to focus on is your own preparedness to handle any issues that may arise with your rental properties during winter. Regardless of how well you prepare your property and tenants, emergencies can still occur. Without a plan, you risk incurring unnecessary costs for emergency repairs at inconvenient hours, or worse, failing to meet your landlord obligations, which could expose you to legal action. By completing these tasks before winter, you will be ready to address any emergency repairs efficiently and cost-effectively:

• Identify two trusted general contractors who offer 24-hour emergency repair services. Look for someone skilled in patching roofs and general repairs.

  
  

• Find two licensed plumbers who provide 24-hour emergency services.

  
  

• Locate two drain clearing services that offer 24-hour emergency assistance.

  
  

• If you do not invest in space heaters, find two HVAC contractors with 24-hour emergency service capabilities.

  
  

• Instruct your emergency repair contractors to prioritize protecting the property from further damage and ensuring tenant safety during after-hours calls, reserving full repairs for regular business hours. This approach minimizes costs associated with inflated after-hours labor rates.

  
  

• To mitigate high after-hours HVAC labor costs, consider purchasing large electric space heaters for residential use. If heating fails in winter, you must provide a prompt solution. Delivering space heaters is far less expensive than after-hours HVAC service. Providing immediate heat will enhance tenant satisfaction and allow for HVAC repairs to be completed during regular hours. If your rental has a wood fireplace or stove, stockpile wood for delivery as an alternative heat source.

  
  

• Finally, ensure tenants know how to reach someone for emergency repairs outside of normal business hours. Our company partners with a call center that has our emergency contractors' contact information. Alternatively, you might incentivize a contractor to be available 24/7 or provide your cell phone number, ensuring it is set to high volume while you sleep.

  
  

Winter can be a daunting season for landlords, especially those with slim profit margins. However, with some effort and financial investment, you can prevent most winter emergencies. For those unavoidable situations, you will be ready to respond confidently. Don’t wait until 2:00 a.m. on Christmas morning when a tenant calls with an emergency; prepare now and keep your 24-hour repair contacts readily accessible. This proactive approach will allow you to sleep soundly, knowing both your tenants and your rental property are well taken care of.

            Prepare now for a successful winter season!

Christian Bryant

President of IRC Real Estate and Property Management

www.NWRPM.com