Property Managers: Imagine the property you’ve been managing is being sold. It’s 48 hours prior to the scheduled closing and the lender’s attorney has just informed all parties that an obscure usage permit has not been renewed in many years, putting the scheduled closing at risk. Would you know what to do?
Property managers play a crucial role in ensuring that a commercial office property is in compliance with all relevant licenses, permits, and building codes. The implications of overlooking or neglecting these aspects can be severe, potentially hindering property transactions and exposing the property owner to legal and financial consequences.
Understanding the key considerations is essential. These considerations encompass various aspects of property management, starting with zoning compliance. Property managers must ensure that the property is zoned for commercial use and adhere to regulations regarding building size, height, and use. Additionally, compliance with permits for driveways, fencing, landscaping, signage and rooftop structures is crucial in maintaining zoning compliance.
Right of Way (ROW) usage is another critical aspect. Property managers need to secure the necessary permits for items such as driveway aprons, sidewalks, signage, and lighting. Overhead elements like canopies, balconies, and architectural features may also be subject to ROW permits.
Construction permits and adherence to building codes are paramount for any property undergoing tenant improvements, construction, renovation, or structural changes. Ensure the general contractor follows protocols for jobsite inspections and certifications.
Occupancy permits are required to legally operate the building.
Fire safety compliance is a multifaceted consideration, involving the installation and maintenance of fire suppression systems, alarms, and emergency exits. Regular inspections of sprinkler systems, fire pumps, alarm systems, and fire extinguishers are essential, along with the preparation and submission of emergency procedure plans.
Ensuring accessibility in compliance with the Americans with Disabilities Act (ADA), adhering to environmental regulations, maintaining health and safety standards, conducting elevator inspections, obtaining signage permits, and complying with parking regulations are all integral components of comprehensive property management. Waste management, business licenses, energy efficiency compliance, stormwater/wastewater management, and specialized business permits further contribute to the complex regulatory landscape.
Be proactive in ensuring compliance. You may otherwise be made aware of non-compliance when an unscheduled inspection occurs resulting in fines assessed to your property owner. Maintain accurate and organized records of all applications, permits, payments, inspections, testing and correspondence. Regularly review and update your files and records to ensure there is no lapse in compliance.
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