In: excel bradshaw management group
February 2, 2016
Should We Collect A Move In Deposit, Fee Or Both?
Buildings suffer through a lot of wear and tear during move-ins and move-outs. For each move, there are always two sets of people who are coming and going and elevators, common spaces and the building staff are all taxed during this time. In addition, residents are sometimes disturbed as their elevators are either taken out completely or are under limited use while the movers reserve and utilize them during this time period. It’s for this reason that many buildings charge something in order to offset the costs that they are absorbing. These charges can be by way of a deposit, fee or both. Depending on your building, it may be prudent to charge both to protect the asset under your care.
If your building still operates with a boiler that runs on oil, or if you have an active storage tank that holds oil, the NYS Department of Environmental Conservation requires that your building keep an active permit, which is due for renewal every five years, for each and every active tank. The Bulk Storage Certificate is required for any size tank and depending on the size of your specific tank, there will be varying filing fees.
New York City, in partnership with Electronic Recyclers International, Inc., is now providing an e-cycleNYC program to buildings in the New York City area. A state law, it is now illegal to discard of electronics in the normal trash and all buildings will need to abide by the guidelines that are set forth. If your building should sign up for the program and receive a Sanitation ticket for placing an electronic device out with the normal garbage (if a neighbor places a tv with your garbage, for instance), you will most likely have the ability to appeal the ticket and show good faith that you are in the program.
Accepted electronics for the e-cycleNYC program include televisions, dvd & dvr players, monitors, computers, peripherals (mouse, keyboard, etc.), tablets, printers, scanners, mobile phones, mp3 players and hard drives. Essentially, anything that is plugged in and has a storage function is acceptable. If an item is placed for collection with the e-cycleNYC program and it is cracked, such as a television with a broken screen, the city will request that tape be placed over the crack as to not endanger the staff when they are removing the items.
Items that are not acceptable for recycling in the program and that can be left out with the normal garbage collection are appliances such as vacuum cleaners, refrigerators, washing machines, blenders and stoves. In addition, batteries are not eligible for the e-cycleNYC program, either. There are consumer take-back programs available for rechargeable batteries at many locations that sell them (such as Staples) and normal alkaline batteries can be thrown out with the regular garbage.
Depending on how large your building is will determine what type of access you have to a storage bin, provided for free by the city. If you are in a building that is smaller than 50 units, a storage room can be kept where these items can be deposited. A bin will not be given to your building, but when there are more than 20 pieces of electronics to be picked up, your building can call the city to schedule a removal of those items. This room should not be located either more than one staircase down if there is no elevator, or should be accessible by an elevator. If your building is either too small for a storage room or if you feel as though you’ll never hit the required 20 pieces of electronics to initiate the pick-up, you can always donate your electronics at Goodwill (or another organization) or recycle select electronics at vendors that will accept them. Best Buy, for instance, has a mobile phone recycling drop off at the entrance to their stores.
If your building is larger than 50 units in size, you will be eligible to have a locked storage bin delivered that will be placed in a dedicated room or area of the building that is accessible to the residents and/or building staff only. The bins come in two different sizes; a small (2′ deep x 4′ wide x 5′ high) and a larger (2′ deep x 5.5′ deep x 6′ high). A padlock will be delivered with the storage bin and when there is a pickup, the entire storage bin will be removed and a new one left in its place (with a new padlock as well). The city will request that the room where the bin will be located be accessible either by service elevator or if steps are required to be navigated, a building-supplied ramp should be used to allow for the bins to be rolled up and down. If there is no ramp and there are only stairs leading to the room the bin will not be able to be delivered. It goes without saying that any room that is holding these bins should be large enough for the bin and additional room for turning.
The program will be available to those buildings that sign a license agreement with the city. These agreements cannot be altered in any way from their original text (building attorneys will not be able to revise them in any way). In addition, individual Certificates of Insurance will not be given to your building, but each entity that is named within the licensing agreement will be covered by the city’s insurance. The agreement is where a building would place the building’s name, management company’s name and any other parties that wish to be covered.
For buildings that are larger than 250 units, the city is happy to organize outdoor events on your property, with an e-cycleNYC truck and storage bins for the day. There are a few conditions that the building must maintain in order to host this event. The event must be held in an available outdoor space, such as a parking lot, it can take place any day of the week or weekend (a maximum of four hours) and it must be scheduled with e-cycleNYC at least 60 days in advance. It would be best if the building owner / managing agent could also publicize the upcoming event to all residents, at multiple times during the lead up to the event so that the event will result in higher levels of recycling by those looking to offload their old electronic devices. A resident survey or sign-up sheet will be utilized for e-cycleNYC to gauge the level of staffing needed.
If your building has a bin and would like to have the items removed form the subject property, you can schedule the pickup by calling 212-437-4647 or e-mailing [email protected]. Within three (3) business days, e-cycleNYC will replace your bin with an empty bin.
The last part of this installation and compliance with the e-cycleNYC program is that a representative from either your management company or from the building must attend a seminar given on this subject, at the Department of Sanitation, to go over all of the above information and to have any questions answered. You can call or e-mail the e-cycleNYC program to schedule by using the information given in the paragraph just above. If you are a part of a management company that manages multiple buildings, such as ours, one seminar attendance can cover each of the properties in your portfolio, but a separate license agreement would be needed for each individual property in your portfolio.