Special Report: Are Your Communities Ready for Winter?
Have you done everything you needed to? Don’t overlook these key practices to keep your communities functioning optimally.
Weather patterns have become unpredictable, with shorter winters in some areas, colder temperatures in others and extreme events popping up in regions where they were never expected. Now more than ever, you can’t afford to be caught off guard. There’s too much at stake.
Freezing temperatures and winter storms can cause dangerous situations for residents as well as expensive maintenance issues. And insurance premiums are on the rise, so it’s essential for multifamily property managers and owners alike to have a comprehensive understanding of effective risk-mitigation strategies. MHN asked property management experts for their views on important procedures that should not be overlooked to ensure your apartment portfolio is protected against winter weather.
Follow the roadmap
Most property management teams start talking about winter preparations at the tail end of autumn. Certainly, maintenance is a year-round priority, but it becomes especially important as apartment assets transition into winter.
At Greystar communities, the fall process includes using a strategic checklist and a property maintenance software platform to help ensure all tasks are completed. That allows service supervisors, community managers, regional property managers and regional maintenance managers to track each step.
“Starting early with checklists and bid processes also allows you to secure vendors well before winter arrives,” said Ryan Antonelli, senior director of real estate.
MCS begins the process even earlier. “Beach bodies are made in the winter, right? It’s the same (with winter preparedness). You’ve got to be thinking about winter in the summer,” advised Vice President Jason Myers.
But it really depends on the location. “Know the regions and know the places where winter starts earlier,” Myers recommended.
Implement the plan
Whenever you begin, be thorough. “We look at what we did last year, seeing if there’s additional time to take early preventive action. We want to find issues before they happen,” Myers said. Preventive maintenance includes walking the property regularly to discover concerns and get ahead of problems before they become larger issues.
“HVAC systems receive thorough inspections and maintenance twice annually—once before summer and again before winter—to ensure all buildings and units are prepared for the seasonal demands,” noted Kelli Tomczak, vice president of property management for The HOW Group.
“Beach bodies are made in the winter, right? It’s the same (with winter preparedness). You’ve got to be thinking about winter in the summer.”
— Jason Myers, Vice President, MCS
That’s a good time to clean boilers, furnaces and HVAC systems and replace filters. It helps to set up a regular maintenance schedule with a vendor so you’re not fitting into a seasonal appointment schedule. It’s also good to perform biannual roof inspections to check for loose shingles, damage or substantial wear, reducing the risk of leaks and building decay that could escalate during winter months.
Brian Butler, president for FirstService Residential, Illinois, advised also inspecting common amenity spaces (decks, outdoor pool areas or others) that should be closed until spring. Look for pooled water, as it can collect on flat roofs. Make sure to remove it before the snow and rain start, since if it gets inside and freezes, it can expand and cause cracking.
Exterior faucets and irrigation systems should be cleared of remaining water to prevent pipe freezing and cracking, and sprinklers and irrigation systems should be blown out with an air compressor before the first freeze to prevent expanding water from cracking pipes. Gutters, too, should be checked for any remaining debris from falling leaves to mitigate water and ice damage during winter months.
“We also prioritize final leaf and landscaping bed clean-ups and encourage owners to conduct routine preventive maintenance of heating and cooling systems, including winterizing outdoor cooling towers and other equipment to prevent freeze damage,” Butler said. FirstService Residential works closely with multifamily owners on preparations that also include setting points on heating/air conditioning systems, winterizing exterior mechanicals, ensuring sufficient supplies for inclement weather and adjusting exterior lighting timers to reflect the shorter daylight hours.
Take notes
It’s extremely important to document anything that needs to be done differently from the past, and no detail is too small. Keeping written documentation ensures the entire team is on the same page, especially regarding often-overlooked areas like drainage systems, sprinkler winterization and making sure outdoor amenities are prepared to handle colder temperatures. Having frequently updated checklists that detail all winterizing procedures and tasks comes in especially handy for communicating procedures following staff turnover.
“A detailed checklist that can be revised as needed is essential, and it should be tailored to the location and building type,” Tomczak advised. The HOW Group checklist covers both the physical property—ensuring all building systems and common areas are prepared—and guidance for residents.
“Our approach is to control what we can. We monitor weather advisories closely and encourage our teams to overprepare rather than risk being underprepared.”
— Kelli Tomczak, Vice President of Property Management, The HOW Group
The resident list addresses winter safety and preparedness, with instructions on what to do if away during low temperatures to minimize risk and prevent issues like burst pipes. “This dual-checklist approach helps us address both the building’s and residents’ needs for a safer winter experience,” she added.
Gables Residential drills down by using a series of targeted checklists for various regions that are more prone to severe weather events to minimize potential damage to its apartment communities. “These (directives) are communicated internally pre-season as well as in advance of known systems approaching and post-storm evaluations,” explained Rob Presley, senior vice president of facilities and quality assurance. The company also provides tips to residents before the season begins as well as prior to impending bad weather.
Monitor the forecasts
Whether you turn to the National Oceanic and Atmospheric Administration, “The Farmer’s Almanac” or the local news, it’s a good idea to see what the weather experts are predicting for the year, the season and the immediate future. This winter, NOAA predicts wetter-than-average conditions for the entire northern tier of the continental U.S., particularly the Pacific Northwest and the Great Lakes region, along with northern and western Alaska. Meanwhile, drier-than-average conditions are expected from the Four Corners region of the Southwest to the Southeast, Gulf Coast and lower Mid-Atlantic states.
However, weather is generally considered less predictable in winter compared to other seasons, primarily because winter storms can be more complex and rapidly changing, making it difficult to accurately forecast snowfall amounts and precise timing more than a few days in advance. Factors like the interaction of cold air masses with warmer air can create unpredictable storm tracks and intensity variations.
“Our approach is to control what we can,” said Tomczak. “We monitor weather advisories closely and encourage our teams to overprepare rather than risk being underprepared.” For example, if heavy rain is predicted, The HOW Group reminds residents in advance to report any leaks immediately. Planning for a range of scenarios and keeping lines of communication open ensures everyone is informed and ready.
Picture the most extreme scenario
Whichever way the winter weather rolls, planning for the worst-case scenario—and beyond—is becoming the norm. “While (apartment) communities previously prepared for the most likely scenario and dealt with outliers infrequently, we now help every community we manage plan for the extreme scenarios so that we are overprepared for rain or snowstorms,” said Butler. Some of the most important systems to ensure operational continuity in the event of a major storm include emergency generator servicing, battery backups for sump pumps and technology for off-site monitoring.
“Our team works diligently on contingency plans so we have them in place before periods of more unstable weather,” Butler noted. Intense rainstorms may cause large volumes of water to fall in much shorter periods. Snow may be more infrequent, but when it happens it can be heavier and more challenging to remove.
A more proactive approach to winter preparedness has been adopted widely across the multifamily industry. In fact, every Greystar property has an “Emergency Procedures and Preparedness Manual” that outlines how to handle everything from a weather advisory to a natural disaster. “Conducting monthly safety meetings to review our plans ensures the processes are top of mind,” said Antonelli. “We collaborate with other regions to discuss lessons learned and best practices.”
Gables utilizes a tiered approach to emergency management. Its three-tier structure for emergency response teams comprises local, regional and national leadership positions from the facilities management and operations teams.
“While (apartment) communities previously prepared for the most likely scenario and dealt with outliers infrequently, we now help every community we manage plan for the extreme scenarios so that we are overprepared for rain or snowstorms.”
— Brian Butler, President, FirstService Residential, Illinois
“We have policies as well as pre- and post-event evaluations, site inspections, resident communications and insurance notification processes,” explained Melanie Trapnell, senior vice president of operations–West for Gables. Solidifying strong vendor partnerships and an annual response plan/agreement is also key for the company.
According to Antonelli, “Implementing a preventive maintenance program, creating an emergency preparedness binder and holding monthly safety and maintenance meetings are essential steps to equip your team for success in managing seasonal weather changes.”
Get bids early
It’s also a good idea to stock up on supplies and line up service providers before winter hits. The HOW Group seeks snow removal bids during the off season for optimal service and pricing, according to Tomczak. It focuses on longer-term contracts that “provide stability and continuity regardless of fluctuations in snowfall from year to year.”
As with any service contract, the rule of three is a good idea, according to Antonelli. “This ensures that our scope of work is accurate, we are receiving the best price for our clients and using a reputable, licensed vendor.”
FirstService Residential not only helps owners lock in pricing for snow removal in the summer or early fall but considers materials, as well. “We always suggest communities stock up on ice and snow melt supplies in the off season, when prices are more favorable and demand is lower,” Butler said.
It’s important to factor in the different types of deicing agents for different kinds of weather. Rock salt is inexpensive, but it’s highly corrosive to concrete and only effective above 12°F. Calcium chloride is more expensive but works as low as -20°F. Calcium magnesium acetate must be applied before bad weather. It doesn’t melt ice, but it makes removal faster and easier. However, it loses its potency below 20°F.
Owners should also ensure that fuel for any gas-powered equipment is on hand.
Meet expectations
Management must also ensure the maintenance team understands expectations associated with the winter weather and how they can prevent problems. All standards need to be clear regarding snow removal, ice treatment, resident notification and vacant apartment inspections.
“(The team must) know the phone tree and what indicators of adjusted working hours, tasks and conditions will occur. For example, when the schools close in the county, our property will adjust ‘x’ to be ‘y,’ ” put in Paul Rhodes, manager of maintenance learning for Brookfield Properties and the founder of Directional Maintenance.
There’s no doubt that winter preparedness is a team effort, and everyone on site should be trained to handle various winter situations.
“While every season and every event are different and seemingly more frequent, we believe preparedness is the backbone to minimize potential impacts to our communities and residents,” said Trapnell.
Take care of the team
Don’t forget to take care of your team so they’re prepared to take care of your residents. “The item that I think is missed most is doing a culture check before winter,” Rhodes noted. “That begins with apparel.”
Before the cold weather hits, verify that your team has appropriate gloves, hats, masks, coats, pants, socks and footwear. “Make sure they know what is and isn’t acceptable to wear in various conditions. Remind them of best practices, including dressing in layers and moderating temperature to avoid overheating in winter gear, which could lead to other problems.”
Rhodes also suggests reviewing the frequency and duration of breaks while working outdoors in winter. Go over the temperature standards for individuals and also for buildings. “While you’re at it, review the hot beverage situation. If you’re providing coffee or tea, verify your stock and that you have what your team likes,” he said. “This starts the conversation whereby team members can express concern and adjust schedules, tasks and timing as needed to deal with the changing weather conditions.”
The HOW Group also considers travel safety during inclement weather. “We make sure they’re equipped with salt, shovels and other essentials,” said Tomczak for safe travel. “We bring in coffee and hot chocolate while they’re shoveling outside. These little things let them know you care just as much about them in the cold months as you do your residents.”
7 Winter Prep Musts for Property Managers
There are many items to include on the winter preparedness checklist. Property managers will want to personalize by region and apartment community, but these are seven tips from the National Apartment Association that will resonate widely with property management teams.
Exterior Building Inspection: The exterior of the building is exposed to the elements and requires a careful inspection to identify any vulnerabilities. Take the time to examine the walls, windows and roofs for signs of damage or deterioration. Cracks, gaps or missing shingles can lead to water leaks, energy loss and even pest infestations. Prompt repairs, caulking and sealing can prevent further damage and help maintain a comfortable living environment.
Pest Control and Exclusion: Pest control is a year-round concern, but it becomes particularly important during colder months, when pests seek shelter indoors. Conduct a thorough inspection of the property to identify and seal potential entry points for rodents, insects and other pests. Collaborate with professional pest control services to implement effective prevention measures and promptly address any existing infestations.
Check and Maintain Fire Safety Equipment: Properly functioning fire safety equipment is vital for the protection of residents and the property. Fall is an opportune time to check fire extinguishers, smoke alarms, fire alarms and emergency exits. Inspect fire extinguishers for expiration dates and proper pressure levels. Test smoke alarms and fire alarms to ensure they are in working order. Also, ensure that emergency exits are clear and accessible. Consider professional servicing to guarantee compliance with safety regulations.
Winterize Vacant Apartments: If you have any vacant units, it’s essential to winterize them to prevent damage and minimize energy costs. Start by draining water lines to avoid freezing and burst pipes. Set thermostats to a suitable temperature to prevent extreme temperature fluctuations and maintain a controlled environment. Additionally, check the insulation to ensure it is sufficient to keep the apartment protected during colder months.
Test and Inspect Smoke Detectors and Carbon Monoxide Alarms: Fall is an ideal time to test and inspect smoke detectors and carbon monoxide alarms throughout the community. Regular testing, battery replacement and professional inspection are necessary to ensure their proper functioning. The winter holidays are a busy cooking time for residents, and cooking fires can happen. Consider providing fire extinguishers in apartment homes even when not legally required.
Review and Update Emergency Preparedness Plans: Emergency preparedness is key for the safety and well-being of residents. Take the opportunity in the fall to review and update emergency preparedness plans. Verify contact information for emergency services, staff and residents. Communicate emergency procedures to residents, and ensure they are aware of evacuation routes and safety protocols. Conduct drills if necessary to reinforce preparedness.
Document and Maintain Compliance Records: Effective record-keeping is essential for multifamily property management. Maintain detailed records of all fall maintenance and compliance activities: document inspections, repairs, servicing and any actions taken to address compliance requirements. Utilize property management software or systems to streamline recordkeeping processes and ensure easy access to compliance records when needed.
Tips reprinted from the National Apartment Association’s Fall’s Multifamily Compliance Checklist
