Quadplex Winter guidelines for tenants?

Question

Hi there,

I am in Wisconsin and have a Quad where I'd like to set some guidelines specific to winter for the tenants.

Some details:

2Upper/2lower, (2)studios/(2)1bed

each lower has control of thermostat for both their unit and unit above them

owner (me) pays heat, electric = tenant

offstreet parking, long driveway with 4 spaces for vehicles (ideally 1 spot per unit)

I have snow removal company in place for snowfall over 2 inches

Issues I'd like to address:

• heat- how can I set guidelines for the lower tenants to keep it set at appropriate temp range (suggested ranges?) while also being conscious of the heating bill since I pay.
• 
• For uppers- in the past I have received calls about uppers being cold,  I'd like to minimize those calls if possible
• 
• parking- I am reinforcing the one vehicle per unit and also want to stress the importance of this  because if not the snow removal company may not be able to clear area
• 
• Snow removal- they work on their own schedule due to their workload clearance times may vary throughout the season 
• 
• Garbage- each unit has a trash and recycle bin 8 total, have had issues in the past about overflow/ not taking out to curb on collection night/ and using other bins any other tips for addressing this?
• 
• Under 2 inch of Snow and Salting- with the company only coming out with over 2 inches how can I manage this with the building to suggest it is their responsibility for light snow removal and saltings, I can provide some shovels and salt.
• 
• Thanks BP  I know its a lot and I may be over thinking it, but winter season is always stressful and I appreciate the feedback.
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• 
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• Tags: Wisconsin Michigan Minnesota Illinois Kenosha Milwaukee Racine duplex triplex quads small multi's tenants landlord property management letter communication emails
•

Tim Swierczek · Answer

@Edgar Perez Great, post with good questions. I'm going to attempt to answer your questions but you should be aware that local code and regulation can affect some of the answers and so I caution you to check both state and local rental regulations before you act on my advice. My rentals are all in Minneapolis and so my advice is centered around my knowledge of local laws.

• heat- how can I set guidelines for the lower tenants to keep it set at appropriate temp range (suggested ranges?) while also being conscious of the heating bill since I pay.`~ First, I would find out what the regulations say about minimum temperature.  For example, if the landlord is paying for heat in St Paul, MN there is a minimum temperature, which I believe is 67.  You need to know if a minimum temp exists in your city or in Wi in general.  I looked up state law and it does not appear to address temperature for heat, but there is a requirement to set the water heater no higher than 125 degrees.  Second, I would set the thermostat low and have supplemental heat see below.  Get a thermostat that can be locked so that the tenants can't control it.
• For uppers- in the past I have received calls about uppers being cold,  I'd like to minimize those calls if possible~The best way to solve this is to keep the thermostat temp lower and to have supplemental electric baseboard heat.  You may have issues adding BB heat mid-lease, but it will save you in the long run so I'd look to add it this year and offer it as a way the tenant can better control the comfort of their unit.  I would do this in the lower unit as well, to make sure you're heating bill is low and that each unit can use their electric heat to control their own comfort.
• 
• parking- I am reinforcing the one vehicle per unit and also want to stress the importance of this  because if not the snow removal company may not be able to clear area~Is this what your lease states?  If so, great, but if you promised more parking in your lease then that would be a problem.
• Snow removal- they work on their own schedule due to their workload clearance times may vary throughout the season~No comment
• 
• Garbage- each unit has a trash and recycle bin 8 total, have had issues in the past about overflow/ not taking out to curb on collection night/ and using other bins any other tips for addressing this?
• 
• 
• ~ You need to deal with this issue in your lease, once you do you can enforce it but if it's not in your lease you need to find a way to correct the behavior for now.  We have a clause that fines them for improper use of the garbage or anything a tenant or a guest does or does not do that causes the city to fine us.  This seems to work well.
• Under 2 inch of Snow and Salting- with the company only coming out with over 2 inches how can I manage this with the building to suggest it is their responsibility for light snow removal and saltings, I can provide some shovels and salt.

~Notify them that of the snow removal companies policy, provide shovels and salt.  And realize if no one is assigned the duty then no one is likely to do it, but if we are talking less the 2" then it likely does not matter much.

Gino Passante · Answer

• Hi Edgar.  Great to see another local member! We manage quite a few properties in Kenosha.  A few suggestions below. heat- how can I set guidelines for the lower tenants to keep it set at appropriate temp range (suggested ranges?) while also being conscious of the heating bill since I pay. Consider installing locking cases on both thermostats after setting the temp to a standard 68 degrees

• For uppers- in the past I have received calls about uppers being cold,  I'd like to minimize those calls if possible.  Provide or direct the resident to utilize winter window plastic. If there is an attic, consider adding additional insulation. Electric baseboard heat would be my last resort as the residents electric bill would increase extensively .

parking- I am reinforcing the one vehicle per unit and also want to stress the importance of this  because if not the snow removal company may not be able to clear area. Consider labeling the spaces by unit assigned. Start including this as an addendum in upcoming renewals. Have clear conversations with each resident to stress the importance.

• Snow removal- they work on their own schedule due to their workload clearance times may vary throughout the season see below
• 
• Garbage- each unit has a trash and recycle bin 8 total, have had issues in the past about overflow/ not taking out to curb on collection night/ and using other bins any other tips for addressing this?
• Label each can clearly by unit number. Send out auto monthly reminders with the collection schedule and or post in common areas. Add one additional can if possible to avoid overflows

• Under 2 inch of Snow and Salting- with the company only coming out with over 2 inches how can I manage this with the building to suggest it is their responsibility for light snow removal and saltings, I can provide some shovels and salt.  Start including this as an addendum in upcoming renewals.  Provide salt and shovels. Have clear conversations with each resident to gauge who will be willing/able to assist under 2 inches.

Ty Ash · Answer

These are great questions for us to review as we enter the winter months, @Edgar Perez!

My two cents: Be proactive in setting expectations with all of your residents.

I have met with each of my residents in person to review their lease (many of the items you mentioned are detailed out in standard leases) and make sure they understand that the lease will guide our relationship. If something was unclear, it was likely my fault that it wasn't communicated well in the first place or wasn't a part of my lease.

Though this doesn't solve your first issue of controlling the thermostat, the other members all had great solutions!

Here's to a short winter!

Drew Sygit · Answer

• Heat: - Lock thermostats at state law temp and provide portable & legally compliant electric space heaters. Look into installing permanent electric baseboard heaters in upper units in the future - perhaps cutoff heat from lower unit, so uppers have 100% electric heat they control and you do NOT have to pay for!
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• Snow removal over 2": Warn tenants via email, closing with an open-ended question to encourage their response, which will be proof they received the email. Save these as you will definitely need them in future when tenant(s) claim you never told them!
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• Garbage: Spray paint unit numbers on each container, have STRONG language in your lease regarding expectations and corresponding monetary penalties for not following.
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• Snow removal under 2": Wouldn't supply shovels as they will break oand disappear. You an supply salt, but may also be abused. Discuss with an attorney as you may set a legal precedence with the salt, thus requiring you to maintain a supply of it for the tenants - which could open you up for more liability. Understand, that even if you do EVERYTHING for the tenants, if one of them slips & falls, they will probably sue you. So, just do what's REASONABLE and have great insurance!

John Woodrich · Answer

• heat- how can I set guidelines for the lower tenants to keep it set at appropriate temp range (suggested ranges?) while also being conscious of the heating bill since I pay.
• -- In our experience they are going to set it to what they are comfortable with unless it is locked.  As Tim mentioned - check your local laws.  I wouldn't recommending being cheap on this.
• For uppers- in the past I have received calls about uppers being cold,  I'd like to minimize those calls if possible
• --  Uppers in our buildings typically are too cold due to heat rising....  If they are cold you will have to add heating capacity or figure out if there is an issue with those zones.
• parking- I am reinforcing the one vehicle per unit and also want to stress the importance of this  because if not the snow removal company may not be able to clear area
• --  You and the tenant have to follow the lease, if it is in your lease this will be fine.  We know who has what car as we get that information when we get a new tenant so I would recommend you do the same.  You will eventually run into an issue where a car isn't moved - they get plowed in.  Can't control everyone's sleeping/shopping/work schedule.
• Snow removal- they work on their own schedule due to their workload clearance times may vary throughout the season
• --  This is normal.  We have them text each tenant a half hour before stopping by.
• Garbage- each unit has a trash and recycle bin 8 total, have had issues in the past about overflow/ not taking out to curb on collection night/ and using other bins any other tips for addressing this?
• --  On 4+ unit properties we pay for garbage, get a bigger 4 yard container and add it into the lease.  We don't want our place to be the dump where garbage is stored outside and it doesn't look good with 10 cans out.  We have only had overfill issues upon move-in or move out and we clearly tell them they can't use it for disposal of furniture, etc.  We bill back any overage charges.
• Under 2 inch of Snow and Salting- with the company only coming out with over 2 inches how can I manage this with the building to suggest it is their responsibility for light snow removal and saltings, I can provide some shovels and salt.
• --  This is another thing that should be in your lease if you are trying to push it to the tenants.  You and the plow company chose a 2" trigger, it could be 1" and  most offer separate salt/shoveling services.  We typically leave salt and a shovel and compensate a tenant.  Ignoring anything under 2" is not enough in my opinion.
• Thanks BP  I know its a lot and I may be over thinking it, but winter season is always stressful and I appreciate the feedback.
• --  Put yourself in their shoes to figure out most of these - what would you expect if you were living there?  
• Tags: Wisconsin Michigan Minnesota Illinois Kenosha Milwaukee Racine duplex triplex quads small multi's tenants landlord property management letter communication emails
• --  Nobody likes tags like this.  Plenty of active members to help out without pinging people with random keywords.

Edgar Perez · Answer

Thank you all, you have been very helpful in your responses.  First things first it is time to review the lease.  My property management company abruptly closed down so I am in-between agencies and want to be prepared.  Again thank you

Peter Falk · Answer

The WI leases I'm familiar with do call for minimum heating in the boilerplate section that whoever provides heat will make sure it's at a reasonable level for habitability and prevent damage (not turning heat off when you go on vacation and having pipes freeze).

I agree as well with adding some electric baseboards in rooms as needed as an easy way for tenants to warm up a space (typically more costly way to heat, so hopefully electric for their units are separately metered).

Hope that helps with some of the questions. For snow removal, think people should understand that snow can't be removed from where their car is parked.

Quadplex Winter guidelines for tenants?

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