By Steve Boudreault, Buildium, Boston, MA

Here in Boston, one doesn’t even need to set foot outside to know that the first Arctic blast of the season is upon us. Twitter hashtags like #brrrr and #cantfeelmytoes tell a frigid story. Facebook posts like “It’s colder than a tin toilet seat on the shady side of an iceberg!” really paint a picture. It’s cold.

Well, like it or not, winter is well and truly here, and for property managers and landlords that means winterizing the property to avoid the headaches and expenses that this harsh season can bring with it. Here are a few tips and tricks to get you through until the forsythia blooms once again.

Heating the Empty Spaces

The idea of keeping the heat on in a unit that isn’t even occupied may chafe you to no end, but the bill for the destruction that frozen pipes can cause will be even worse. You don’t need to set the thermostat to Florida, but make sure it’s at least North Carolina.

Sealing the Deal

Speaking of heat, did you know that windows, doors, and even wire entry points that aren’t caulked or stripped properly can cost you 10% more on annual heating costs? That’s just burning money, honey. A $5 tube of caulk can save you big over the long haul.

Keeping the Fire Burning

Because they tend to be tucked away in service closets or spooky basements, heaters can tend to be out of sight, out of mind. But heaters need love too. Be sure to get them serviced at least once a year to make sure they’re running at peak efficiency and to stave off any problems. They’ve got a long season ahead too.

Storming the Castle

If you’ve got storm windows on your property, now’s the time to drop them into place. You can either send out a request to your tenants, asking them to swap screens for storms, or let them know that a maintenance person will be coming by to do so. Either way, batten down the hatches.

Laying it Flat

The jump from the heating bill in August to the heating bill in January can be a little jarring. Some utility companies will bill you at a flat rate — that is, they’ll take all 12 months of the year and average them out, and then charge you the same amount every month. If you’re in a seasonal climate and you can get in on this deal, it will likely spare lots of cursing when the cold rolls in.

Here in New England, there’s not much more we can do in the winter than hunker down and wait it out. Hopefully these ideas will help you do just that. Anyone else got some cold-surviving tips they’d like to share?

By Linda Day Harrison, theBrokerList, Chicago, IL

I think we can all agree that whether you’re a seasoned property manager or building owner, or if you’re a rookie to managing property, that there are not enough reminders about Mother Nature changing course, come winter each year!

Weather can be a property manager’s best friend or worst enemy. The key is to be sure you are prepared! Even if you have the best staff and the finest building engineer, double checking the basics while the weather is mild is much more pleasant than learning that something was overlooked after it breaks or bursts in the middle of January, especially when it could have been prevented with a $5 piece of weather-stripping or a $2 valve.

Winter can really cause a lot of trouble for the bricks and mortar of a building, in addition to the windows and pipes. Going over all of the most vulnerable areas early will save you so much grief later on down the road. For instance, walk the lower levels and check the basements or whatever areas are least visited at your property, in addition to all spaces that are vacant.

It is vital that even the smallest pinhole be closed up tight. In a biting subzero winter, a blowing cold snap can pierce through that small hole and act as a razor through any pipe. That type of damage can be menacing and I would not wish it on anyone.

I have learned over the years that you MUST check and double check to prevent a winter disaster. As a force of habit I circulate the below checklist as a tickler to all of my staff in early Fall. It is a simple, yet gentle reminder that we need to make sure we have thought of the obvious before winter sets in. Every year you should pull out your checklist and send it to your team. This will help them to make sure they are covering their bases. Of course in the large properties, these checklists can become quite comprehensive, but regardless of size, these basic reminders are worth their weight in gold.

Winter Risk Management Checklist

1. Winterization of outside hoses, spigots, etc.
2. Boilers and heating equipment has been inspected and tested for proper operation.
3. Roof inspected and gutters and downspouts have been cleaned and inspected.
4. Vents and other openings are closed and sealed tight for cold air infiltration.
5. Final fall plantings (bulbs, sod, etc.) completed and clean up.
6. Customer heating systems checked and inspected (individual)
7. Walk off mats inspected and located for installation on hard surface floor areas.
8. Snow supplies purchased such as shovels, ice melt, etc. for first snow fall or ice storm.
9. Snow blowers inspected, checked, and made ready for first snow fall (remember November/December you can have an early snow!).
10. Snow removal vendor identified and contract in place. Please identify the name of the vendor hired for the 2012/2013 season and update all emergency calling lists.
11. Insure heat tape, if applicable, is working properly.
12. Be sure time clocks and other equipment is functioning properly for lighting and security systems (remember it is darker earlier so exterior lights and parking lot lights need to be on earlier).
13. Inspect all vacant units and spaces to insure heat is operational and windows are sealed tight.
14. Inspect all basements and lower levels to insure openings are closed and weather tight.

Download The Checklist

Here are some other sources for more comprehensive winterization steps. You may also find some ideas to include in your resident or tenant newsletters:

http://www.sdao.com/ref/RiskMgmt/winter_weather.pdf

http://www.energystar.gov/ia/business/Winter_Checklist.pdf

http://www.tcrecc.com/docs/3bepreparedWINTER_Checklist.pdf

http://www.buildings.com/tabid/3334/ArticleID/13154/Default.aspx

http://homerepair.about.com/od/exteriorhomerepair/ss/winterize.htm

Have a safe winter!

If you live east of Nebraska, chances are you’ve spent a lot of time thinking about snow lately. As cozy and idyllic as it can be to watch flutter to the ground when you’re safely tucked away by the fire in your living room, snow is a very different beast when you’re forced to contend with it. Particularly this winter, when a new blizzard seems to be blowing in on a weekly basis.

As a property manager, contending with mother nature is part of the job description. Some cities even have laws mandating that you are legally responsible for removing snow and ice from the public sidewalks in front of your property. Even if your town doesn’t have such laws, it’s still in your best interest to get rid of that snow. Should someone happen to slip and fall in front of your property—which is all too easy to do right now—you may be legally and financially responsible.

Let’s begin by looking at the areas you’ll want to shovel:

1. A clear path leading from the sidewalk to your property’s entry door.
2. A clear path leading from the driveway/parking lot to the closest door.
3. The driveway.
4. The sidewalk area around/on your property.

In addition to shoveling these areas, you will also want to scatter salt and/or sand to ensure people don’t slip on any remaining ice.

With that in mind, what are your options for removing snow and ice?

Do it yourself.
If you opt to remove snow yourself, remember, it can be hard work. If you live in a snowy climate, chances are you’ve seen news stories about individuals suffering cardiac arrest while shoveling. Aside from this worst-case scenario, anyone can cause themselves physical injury, pain, or simply more work than is actually necessary when shoveling if done incorrectly. Before you begin, be sure to check out these 16 Cardinal Rules for Snow Shoveling.

Offer tenant discounts.
If you have a willing and able tenant, discounting rent in return for snow shoveling can create a great win-win situation. Your tenant saves on rent, and you get your snow removed. If you choose this option, figure out the going rate for snow shoveling in your area (you should be able to determine this with just a few minutes on your local Craigslist page). Have your tenant track time spent shoveling, then multiply by the average snow-shoveling rate. This amount should then be deducted from the tenant’s rent. One word of caution: be sure to make it clear to your tenant beforehand that you expect them to do a thorough job. If you are embarking on this scenario for the first time, check out the tenant’s work upon completion to make sure it’s a job well done and that all necessary areas are clear and safe.

Hire a contractor.
Hiring a contractor to take care of your snow is likely the most hassle-free way of getting rid of that snow. Again, Craigslist can be a great resource.  Alternatively, ask fellow property managers and owners for recommendations. If you’re really on top of things, you may want to locate a contractor before the snow hits and their schedules fill up.

Be sure to click here for more tips on winterizing your property.

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