1. Top 10 Ways to Conquer Compliance Challenges and Save
Money
2. SiteCompli SiteCompli is a technology company that provides
compliance monitoring solutions to NewYork City commercial and
residential owners and managers Our core product aggregates
information on a continuous basis from agencies such as the DOB,
ECB, FDNY and HPD We efficiently track and notify clients of
compliance issues in one digital location through email alerts and
our website Our Client Services team are NYC real estate compliance
experts ready to answer any tough questions that arise
3. THEWIDEWORLD OF COMPLIANCE
4. Presentation Overview Goals of todays webinar Identify
high-risk areas of real estate compliance Key takeaways and best
practices for managing compliance data Agenda Know your data Know
your compliance Stay proactive Stay informed
5. Quick Poll Which city agency is your biggest challenge?
6. Know your Data Identify the information associated with your
portfolio and understand how and when to respond
7. KnowYour Data 1) Respond immediately to complaints Being
vigilant will allow you and your team to look into complaints
before an inspector has time to arrive on property The best offense
is a good defense Have a response process in place Record all steps
taken to assess any issues Investigating a tenants complaint as
soon as youre aware of it greatly reduces the possibility of a
violation being issued
8. KnowYour Data 2) Know your building inside and out Boilers,
elevators, sprinkler/standpipe systems,AC units, or any other
onsite equipment, are all risks for violations They require regular
inspections that carry steep penalties for failure to file or for
expired permits Many high cost violations are now being issued
automatically and administratively Knowing every piece of equipment
thats associated with your building is the first step to organizing
testing dates and due dates
9. KnowYour Data: ELEVATORVIOLATIONS PVTs DOB (ECB) Violations
ADMINISTRATIVELY ISSUED INSPECTION VIOLATION LL 10/81 VCAT1 EVCAT1
ACC1 Issued by private inspector Issued by DOB inspector Issued for
failure to file Annual Inspection (2008 cycle and earlier) Issued
for failure to file Annual Inspection (2009 cycle) Issued for
failure to file Annual Inspection (2010 cycle and later) Issued for
failure to file Affirmation of Correction (beginning with 2009
cycle) $40 AOC filing fee Penalty imposed after ECB hearing
$1,030/device $1,030/device $3,000/device $3,000/device No hearing
ECB Hearing No hearing No hearing No hearing No hearing Dismissed
with copy of violation and completed Affirmation of Correction OR
administratively dismissed with subsequent, processed Cat-1
compliance Cured if correction is filed before cure date, or closed
after Certificate of Correction is filed. Hearing penalties may
still be outstanding even if violation is closed. Dismissed with
penalty payment Dismissed with penalty payment Dismissed with
penalty payment Dismissed with penalty payment
10. KnowYour Data 2) Know your building inside and out Ensure
old equipment has been properly decommissioned Communicate
regularly with ground-level retail tenants Consider the entire lot,
not just the building on top of it
11. KnowYour Data: JOBS AND PERMITS
12. KnowYour Data 3) Keep track of applications &
associated work permits Jobs stay open until they are signed off
(closed / completed) Keep track of filing applicants Any open jobs
will affect the issuance of a final Certificate of Occupancy, which
may be critical to obtain during a sale or refinance Permits expire
automatically on their expiration date Work Without a
PermitViolation can be issued if: Work continues beyond the permits
expiration date Work occurs outside the scope of the permit that
was issued Work is being performed without a permit at all, the
property can be liable for aWorkWithout a PermitViolation.
13. Know your Compliance Identify different types of ECB
related violations and understand how to handle them
14. KnowYour Compliance 4) Know the ABCS of the ECB NYC
agencies issue the actual violations to responsible parties ECB
(Environmental Control Board) determines whether or not the party
committed the infraction and should pay a penalty All ECB-related
violations are issued to a named respondent, not the building
itself A representative of the named respondent is responsible for
attending the ECB hearing as scheduled on the violation copy, plus
making any corrections to the outlined infraction
15. KnowYour Compliance 4) Know the ABCS of the ECB Attending
the hearing gives the named respondent an opportunity to present
proof of compliance, or fight the violation entirely Not attending
an ECB hearing puts the violation into default, which can increase
penalties exponentially For example, fines on a defaulted FDNY
violation can rise from $1,000 to $5,000 per infraction We always
recommend having a building representative or attorney attend the
hearing to avoid increased fines
16. KnowYour Compliance 5) Know your FDNY and DOB NOVs Both DOB
and FDNY violations are issued for infractions related directly to
the building Structure, construction, equipment, or current
building layout and safety regulations Certificate of Correction
must be filed with DOB or FDNY Certifying by cure date is ideal To
close a DOB or FDNY (ECB) violation: 1) Hearing 2) Fine 3)
Correction
17. KnowYour Compliance
18. Quick Poll How do you handle sanitation violations?
19. KnowYour Compliance 6) Clean up your Sanitation violations
Why should you attend a hearing? Sanitation violation issuance has
reached record levels Paying tickets without attending the hearing
is an admission of guilt Admitting guilty to Sanitation tickets
results in ECB inspectors automatically raising future fine amounts
$25 $100 $300 $400 The time issue Administrative law firms can
attend Sanitation tickets for as low as$30
20. Stay Proactive Identify different types of ECB related
violations and understand how to handle them
21. Stay Proactive 7) Work closely with your building vendors
Your vendors have thousands of devices to keep track of you want to
be at the top of their priority list Because of the DOBs 3 - 6
month delay in filing inspection paperwork, most vendors move on to
other buildings and work on alternate devices while waiting for
results By the time the DOB updates an elevators status, possibly
to Rejected or Unsatisfactory, it can be hard to backtrack and make
needed corrections Keeping the lines of communication open with
your vendor is key to making sure everyone is responsible for their
part in the process
22. Stay Proactive 8) Calendar your key dates Create a
compliance calendar RSA has a key dates calendar on their website:
http://rsanyc.net/calendar Know the city-wide due dates for
inspections and filings Make sure to include property-specific
information like ECB hearing dates and HPD Self-Certification due
dates
23. Stay Informed Understand the basics of handling compliance,
including any alternatives, and stay aware of critical
changes.
24. Stay Informed 9) Know the steps to resolve violations
Understand the basics for clearing HPD violations:
eCertification/CIV-194 forms Be aware of alternatives for older
violations, including Dismissal Requests andViolation Reissuances,
and know the difference between both: Dismissal Requests allow you
to clear a mass amount of violations by inviting an HPD inspector
to your property Violation Reissuances give new self-certification
due dates to violations over a year old
25. Stay Informed 10) Keep tabs on agency changes Stay on top
of recent adjustments to NYC compliance codes: Automatic PVT
Clearances Facade Cycle 7 Amnesty period Local Law 45- HPD Housing
Guide Notice Potential Charges for HPDViolations Keep in touch with
community organizations (like RSA) to get updated information and
network with your peers
26. Top ten!
27. Questions? Contact Us Email [email protected] Visit us
at www.sitecompli.com