Swint Realty Company WHEN EXPERIENCE COUNTS

Swint Realty Maintenance Guide


Welcome!

It is our pleasure to have you as our tenant. We believe that a good Landlord-Tenant relationship is important to your enjoyment of the home you are renting. Positive Landlord-Tenant relationships are created by clear communication. Your home is managed by a professional team dedicated to the satisfaction of our residents and owners. As Property Manager for Owners of rental properties we are bound to certain responsibilities by legal contracts with our Owners and with our Tenants. We can best serve both Tenants and Owners by offering prompt and professional services to you. As a professional property management company, we are committed to the long-term preservation and enhancement of our residential properties. We value your opinion and work hard to provide you with a pleasant home. If you should ever have any need regarding your home, please contact us. We will do our very best to assist you.

After Hours TRUE Maintenance Emergency Line: (719) 660-5381

As Tenants, you have certain responsibilities. Please familiarize yourself with our rules and regulations.

Procedures for requesting maintenance:

1. Before calling, check to see if you can determine the cause of the problem you are experiencing, unless you have an emergency, such as those listed in paragraph 3. Read examples of various problems on the following page. Read these examples carefully.

2. Determine if it is an emergency or a non-emergency item.

3. If you have an emergency after normal business hours, please call 9-1-1 or the Swint Realty emergency line, 719-660-5381. Please see examples below for the appropriate point of contact, depending on the type of emergency. There are FEW things we consider emergencies:

Definition of an emergency: A life threatening situation such as a fire, flood and/or uncontrollable water, electrical problem, smell of gas, etc.

  • Emergencies causing immediate danger, such as fire or burglary, call 9-1-1.
  • Emergencies involving gas call the gas company and if necessary, 9-1-1.
  • Emergencies involving IMMEDIATE electrical danger, call the utility company.
  • Emergencies such as backed up plumbing, flooding, call Swint Realty.
  • An “emergency” is NO heat – this is a priority item and we will make it a priority with vendors to have the heat working as soon as is possible.
  • A “non-emergency” would be air-conditioning not working, non-working dishwasher, sprinklers not turning on, etc.

4. If you have a non-emergency, please do the following:

  • After normal business hours, call 719-473-5071 and be sure to leave a complete message with RETURN telephone numbers. Be sure to follow up during daytime hours in the event the voice mail system fails, or you fail to record your message.
  • During office hours, call 719-473-5071 and inform the party answering the phone you are requesting maintenance. Do not ask for a specific party – this will slow the process of your request.
  • Explain your problem clearly and calmly, giving your name, telephone numbers and address. A representative will complete a work order. Then we will assign a vendor to contact you. We do not give vendors keys to the residences. Vendors are required to make appointments with tenants. We do not release keys to vendors.
  • Remember, this is a NON-EMERGENCY item and in most cases, the vendor will not be able to make an appointment immediately.
  • Failure to show at an appointment can mean a charge to you. Therefore, be certain to call the office as soon as possible if you are unable to make the appointment.
  • If you do not hear from the outside vendor within 5/7 business days, please call the office and inform us a vendor has not contacted you. A staff member will contact the vendor to find out the cause of the delay, and then inform you when a vendor contact can be expected.
  • After a repair has taken place, if you have problems, call us and state you had a recent repair but there is still a problem. Recent repair means within the last 60 days. If you fail to report this and there is further damage, you may be responsible for the cost of the damage.

Here are a few common household issues with self-help instructions you may try before calling:

1. If the air-conditioner does not work

Check ALL circuit breakers. Often during hot weather or if a circuit breaker overloads, it will trip off the circuit breaker. A tripped circuit breaker is often difficult to see, and it could appear that it is not. Therefore, you must turn the breaker all the way off and then turned the break all the way on. If you do not turn the circuit breaker all the way off, it does not reset itself to correct the problem.

FILTERS AND MAINTENANCE FOR A/C AND HEATING

As stated in the lease agreement, Tenant is responsible for supplying and changing the heating and air-conditioning filters at least once a month. Check for location of A/C filter at move in. If there is not a new A/C filter in place contact the office.

We require the use of a pleated filter of the correct size unless there is a permanent filter in the unit.

A clean filter prevents serious damage to the motor, compressor and other parts of the AC/Heating unit. Failure to perform this service affects the efficiency of the A/C and heating units, which requires the unit to work harder. This reduces the operating life and causing an increase in the electric bill. The filter has to be replaced a minimum of once a month and must be installed in the correct position for the proper airflow. See arrows on filter for correct placement.

Any cleaning required or damage done to AC/Heating unit caused by failure to perform mandatory changes of the filter will be charged to the tenant.

We have had some instances in the past where we had to send our A/C repairmen out to repair a unit and the tenant had never changed the filter or had removed it. This is a very expensive repair, and the tenant is ALWAYS required to pay the entire billed due to tenant neglect.

Filters only cost a few dollars and the cost is more than offset by the savings on the electric bill. We recommend changing the filter when rent is submitted for payment. Buy several at one time to have them on hand when it is time to change. If the property has an A/C system with a drain line that has an opening in it, pour a cup of bleach or vinegar down the drain tube every month. In most cases, this prevents the drain line from clogging up with algae and flooding the property.

Anytime you see the secondary drain line dripping water or water drips from inside the unit, it indicates that the primary drain is clogged and needs to be serviced. If this not corrected, it may cause serious water damage. DO NOT operate the unit until the clogged drain line is cleared as the unit will produce water and damage to the property may occur.

 

Please report any water drips to the office so we can have the A/C checked.

 

THERMOSTATS

Do not switch your thermostat quickly from COOL to HEAT or from HEAT to COOL.

First switch the unit to off and wait until it stops running, then switch to heat or cool. Failure to do so may cause permanent damage to your unit and could result in a charge to you for repair and/or replacement.

In hot weather, set the selector switch to “COOL” and set the fan switch to “AUTO”. Set the controls between 75 and 80 degrees to provide maximum cooling. Setting them lower will not cool the home any faster.

The A/C will only function efficiently when all doors and windows are closed. Keep your window coverings closed during the day, keep the A/C filter clean and keep return air grills clear of furniture and boxes in order to allow unobstructed delivery of cool air to your home. Do not store anything on or around your air conditioning unit. This could impair circulation, resulting in higher electric bills, and cause permanent damage to the unit.

 

WINTER CONDITIONS

It is extremely important that you stay abreast of cold weather reports throughout the winter. Any extended period of below freezing could cause unprotected water pipes to freeze and burst.

In the event of severe, freezing weather:

  • Heat must be maintained at a minimum of 65 degrees Fahrenheit in order to protect the property.
  • Exterior faucets and exposed water lines must be adequately protected by wrapping, insulating or covering.
  • Allow inside and outside faucets to slowly drip. Drip both HOT and COLD water.
  • Open cabinet doors to expose plumbing fixtures so that these spaces will be heated.

 

If Tenant is going to be away from the property for the day or an extended period of time it is very important that he or she does not turn the heat off. Please leave the thermostat on 65 degrees minimum. These precautions are essential in order to avoid substantial damage to the property from broken pipes. If you have negligently failed to take these precautions, you will be liable for damages to the property.

2. If the garbage disposal does not work

Special note: check that the garbage disposal is OFF before using these instructions.

Check underneath on the disposal unit and push the reset button.

If something is stuck and the blades do not turn, try putting a broom handle down the disposal and give it a gentle twist, but do not exert extreme force. This can break the disposal loose, and then it will work.

If this does not work, call us.

For best operation, follow these steps:

  1. Turn cold water on to full flow.
  2. Push food through the splash guard into the disposal. Do not stuff. A mixed load of hard and soft waste works best. Pieces larger than a mouthful in size should be discarded in the trash.
  3. Flip starting switch to "on" and let the disposal operate until the grinding sound diminishes and becomes a humming sound.
  4. Turn switch off.
  5. Run cold water for a few moments longer.

Do not discard the following items in your disposal:

Potato peels, potatoes, metal, glass, plastic, grease, paper, cigarettes, bones, banana peels, oyster or clam shells, dish rags, celery, corn husks, etc.

Remember: If you can't chew it, your disposal can’t chew it!

If a spoon, bottle cap or other item becomes lodged in the disposal, make sure the disposal is turned off before attempting to retrieve the object. Do not stick your fingers in the disposal! The disposal is self-cleaning; adding baking soda or a lemon or orange rind will help to reduce odors. Do not use caustic drain cleaners at any time.

3. If the electrical does not work in part of the house:  

Check for the GFI (Ground Fault Interrupter) plug, which is usually located in the garage, patio, kitchen, or the bathroom.

Reset the GFI plug and most likely, it will restart the electrical.

Sometimes there is more than one GFI; it is a good idea to check around the house to be aware if an electrical problem should occur. There may not be GFI plugs in homes built before 1970.

4. If the circuit breakers continually keep going off:                

Check all appliances to see if too many appliances are running such as irons, microwave, toaster, curling iron, computers, printer, blow dryers, and more are causing an overload.

5. If the smoke alarm does not work, check the following:

First, check the batteries. If a new battery does not work, call in a work order. Tenants are responsible for the replacement of batteries. It is important to replace batteries and NOT disconnect the smoke alarm.

Normally the smoke alarm will emit a beeping sound when the batteries are not working or losing their charge.

Test your smoke alarms every thirty days. If the smoke alarm is not working, call Swint to place a work order immediately. Remember a smoke alarm is for safety, and it is very important to check it regularly to see if it is working

Do not disconnect or remove a smoke alarm.

Tenants are responsible for the following routine maintenance:

1. Wood burning fireplace maintenance

Always be sure to open the damper before starting any fire. If unfamiliar with how to do this, call for help.

If smoke is coming out of the front of the fireplace, put out the fire immediately and ventilate the house.

Do not use soft woods in fireplaces such as pine, fir, and redwood because they cause a coating in the flue, which can cause fires. Use woods such as oak, almond, walnut, etc.

Do not overfill the fireplace and create a blazing fire that could cause damage to the firebox or cause a fire.

Use a fireplace screen at all times when using the fireplace to prevent damage, particularly to the carpet.

Check to see if fireplace coals are cold before removing from the fireplace.

2. Normal insect control

Tenants are required to do normal insect maintenance

When storing pesticides, be careful for the safety of children and animals at all times.

For Indoor insects, such as fleas, ants, spiders, silverfish, and more, do the following:

  • Insect foggers are the most reliable. Purchase them at grocery or garden stores.
  • To use: follow the instructions on the cans, cover all food and dishes, remove all adults, children and animals from the inside, and leave for approximately for four hours.

For outdoor Insects, such as ants, fleas, grasshoppers, and more:

  • Purchase granulized or liquid insect products at any garden supply store. It is very economical to buy and very effective.
  • Follow the directions on the package, apply around the perimeter of the house, and fence.
  • For spiders, use liquid premixed insecticide. Follow the directions on the package.
  • If the insect problem persists, call the office.

3. For rodent control, observe the following:

 If you have ordinary mice, you can purchase several common controls at grocery or garden supply stores.

4. Tenant required replacements:

Replace burned out light bulbs with the correct size, but do not use light bulbs in excess of 60 Watts.

Replacement of furnace and air-conditioning filters is a requirement:

 Replace smoke alarm battery

It is the responsibility of all tenants to report all repairs/maintenance problems

Tenants can incur financial damages if they fail to report maintenance problems.

Report the following:

  • Any sign of mold in the property immediately
  • All toilet and faucet leaks and any plumbing backups
  • Electrical problems
  • Heating and air-conditioning problems
  • Inoperative smoke detectors
  • Faulty appliances supplied in property
  • Roof leaks
  • Broken windows and doors
  • Fence repair
  • Malfunctioning sprinklers
  • Any other necessary repairs or unsafe condition
  • Major pest control items such as bees, cockroaches, rats, termites or other major infestations

Tenants will be responsible for the following charges:

  • If the Tenant fails to report necessary repairs
  • If there is a service call and a breaker is tripped
  • When oven is on time bake and is not defective
  • When residents cause sewer stoppages/blockages
  • If the tenant fails to meet a vendor at an assigned appointment and there is a vendor charge
  • If the Tenant or Tenant’s Guests or Invitees, cause damage to the property
  • If the Tenant’s pet causes damage to the property
  • If the Tenant reports a repair which does not require service
  • If the Tenant fails to replace battery for smoke detector or battery for remote door opener, and causes a service call for only battery replacement
  • For replacing doors, jambs, broken glass and/or windows unless the Tenant provides a Police Report detailing the cause of the problem showing forced entry by others.
  • For damage to walls, carpets, floors, etc. because the Tenant left the windows or doors open during rain or wind.

 Painting

  • We request that you do not Spackle, putty, or touch up paint unless sure the paint will match.
  • Charges can occur if unnecessary painting is required due to tenant painting.
  • Charges for painting depend on whether it exceeds normal wear and tear, and the length of time in the property.

If you have any questions regarding your lease, do not hesitate to ask. If there is any way we can assist you, please feel free to call or visit us at the office. We need and appreciate your business, and our staff will do their utmost to resolve problems to your satisfaction. Our goal is to always provide you with efficient, courteous service. We wish you a very pleasant stay and look forward to a mutually satisfying relationship.

 

THANK YOU FOR LEASING FROM US!