2015 Property Managers Handbook

PROPERTY MANAGERS HANDBOOK

2015

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2015 Property Managers Handbook |

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TABLE OF CONTENTS Associations for Property Managers........................................ 6 Building Codes & Permits.......................................................... 7 Disaster Planning........................................................................ 9

Addresses & Safety...................................................................11 Licensing Requirements...........................................................11 Before You Dig.......................................................................... 12

Asbestos.................................................................................... 13 Useful Tips................................................................................. 14 Tips on Reducing Waste Tips on Saving Energy

Insurance Needs....................................................................... 16 Landlord & Tenant Act............................................................. 16 Product & Service Resources...................................................17 Sponsored by

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| 2015 Property Managers Handbook

Your guide for smarter property management Property managers have it tough: meeting the needs of both owners and tenants while responding to day-to-day maintenance issues and emergencies. The Columbia Regional Business Report is here with some help: our Property Managers Handbook with resources at your fingertips.

In these pages, you’ll find service and product providers, listed by category. These businesses stand ready to help with your needs.

Also included are reference materials concerning building codes and permits, insurance needs, disaster planning and licensing requirements.

Listed is contact information for counties and municipalities in Richland and Lexington counties.

This handbook is being sent to subscribers of the Columbia Regional Business Report, and additional copies are being distributed to commercial and residential property managers in the Midlands. We hope you will find it useful.

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ASSOCIATIONS FOR PROPERTY MANAGERS Apartment Association of Greater Columbia P.O. Box 7515 Columbia, SC 29202 www.aagcolumbia.org Building Owners and Managers International Carolinas/West Virginia P.O. Box 34248 Charlotte, NC 28234-4248 (980) 333-9690 E-mail: Info@bomacwv.org www.bomacwv.org National Affordable Housing Management Association 400 N. Columbus St. Suite 203 Alexandria, VA 22314 (703) 683-8630

Columbia (S.C.) Chapter of International Facility Management Association PO Box 2306 Columbia, SC 29202 www.ifma.org Click on Community, then FM Communities.

National Association of Residential Property Managers 638 Independence Parkway, Suite 100 Chesapeake, VA 23320 (800) 782-3452 Email: info@narpm.org Landlords United 3501 River Drive Columbia, SC 29201 (803) 779-7368

Helpful Websites for Property Managers ӹӹ International Building Codes:

publiccodes.cyberregs.com/ icod

ӹӹ International Codes Council:

iccsafe.org

ӹӹ State licensing requirements:

llronline.com/POL/REC

ӹӹ Insurance:

iii.org

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BUILDING CODES & PERMITS Building Codes

The building codes in effect in South Carolina are the 2012 international codes. Some modifications of those codes are in effect for the state.

Sometime next year, the state will transition to the 2015 codes. These are expected to take effect by July 1, 2016.

Here is the list of codes currently in effect (since July 1, 2013): 2012 International Residential Code (with modifications) 2012 International Building Code (with modifications) 2012 International Fire Code (with modifications) 2012 International Plumbing Code 2012 International Fuel Gas Code (with modifications) 2012 International Mechanical Code 2011 National Electrical Code (with modifications) 2009 International Energy Conservation Code The South Carolina modifications can be found at: www.llronline.com/POL/BCC Click on the line that says 2012 Code Modifications.

Building Permits

A permit is needed whenever renovation or alteration is made to a structure or its systems. The only exceptions are for cosmetic work, such as painting, or for replacement of an item such as an appliance.

A permit is required for construction, renovation, alteration, demolition or change of occupancy of a building or to convert or replace any electrical, gas, mechanical or plumbing system.

Depending on the jurisdiction and the scope of the work, planning or zoning approval may need to be obtained before securing the permit. Both Richland County and Lexington County, as well as the city of Columbia, have information online that explains the steps in the process of obtaining a permit.

Building Codes & Permits, continued on Page 8 → 2015 Property Managers Handbook |

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BUILDING CODES & PERMITS Before beginning this process, the property owner or manager should make certain the jurisdiction in which a property is located.

Richland and Lexington county websites have mapping services that can help determine whether the property is in a municipality or an unincorporated area. When the jurisdiction is determined, that is where to go to obtain the permit.

If the project is sizable, a contractor should be hired. In that case, the contractor can secure the permit for the work. Only licensed contractors should be used; to verify that a contractor is licensed and bonded, contact the S.C. Department of Labor, Licensing and Regulation.

In some jurisdictions, the applicant can apply for the permit online.

Most of the forms are on the county or city websites.

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Here is some helpful information about building permit offices: Richland County­— Building Codes & Inspections Department 2020 Hampton St., 1st floor Columbia, SC 29204 (803) 576-2140 rcgov.us/DevServ Town of Lexington — Planning, Building and Technology 111 Maiden Lane Lexington SC 39072 (803) 356-5938 www.lexsc.com/pbt_index.htm

BUILDING CODES & PERMITS Lexington County — Community Development/Building Inspections and Safety Division 212 South Lake Drive, 4th floor Lexington, SC 29072 (803) 785-8130 www.lex-co.sc.gov Go to Departments tab, A-H, and click on Community Development/ Building Inspections and Safety Division City of Columbia — Planning and Development Services 1136 Washington St. Columbia, SC 29201 Residential: (803) 545-3420 Commercial: (803) 545-3483 www.columbiasc.net Go to Business tab, and click on Zoning, Permits & Construction

City of West Columbia — Building Permits 200 N. 12th St. West Columbia, SC 29169 (803) 791-1880 ext. 286 westcolumbiasc.gov/buildingpermits City of Cayce — Planning and Development 1800 12th St. Cayce, SC 29033 (803) 796-9020 ext. 3059 www.cityofcayce-sc.gov/permits.asp Town of Irmo — Zoning 7300 Woodrow St. Irmo, SC 29063 (803) 781-7050 townofirmosc.com/Services/Zoning. aspx

DISASTER PLANNING No part of the United States is immune to disaster, whether natural or man-made. After a disaster, 40% of businesses never reopen and 25% of those who do fail within a year, according to the Federal Emergency Management Agency.

For a property manager, planning for response to disaster is critical.

Fortunately, there is help available to prepare for disaster survival.

One helpful tool is the Insurance Institute for Business and Home Safety’s Open for Business toolkit.

It is available online in a new EZ version, which walks a business

through the steps of pinpointing risks, identifying critical operations and developing a business continuity plan.

It is a good idea to be acquainted with community and outside agencies that can help protect your property and help you return to normal operations. Maintain communication with community leaders, public safety, government agencies, utility companies and others.

Disaster Planning, continued on Page 10 → 2015 Property Managers Handbook |

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DISASTER PLANNING In South Carolina, the state’s Emergency Management Division, a division of the Adjutant General’s Office, coordinates response in case of disaster. On its website, SCEMD offers guides to help prepare for hurricanes, earthquakes and other disasters. The U.S. Small Business Administration also offers extensive online guides to help businesses with disaster planning.

Here are some links to helpful resources: ӹӹ Insurance Institute for Business and Home Safety — Free business continuity toolkits, disaster preparedness and property protection guidelines, post-disaster recommendations on repairing and rebuilding to make buildings stronger and safer. www.disastersafety.org ӹӹ South Carolina Emergency Management Division — State agency that coordinates planning for response to disaster and leads the state’s response in emergency situations; offers guides to planning for various disasters. www.scemd.org

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ӹӹ U.S. Small Business Administration — Offers guides for emergency preparedness; provides loans, loan guarantees, counseling and other forms of assistance to small businesses after a disaster. www.sba.gov | 2015 Property Managers Handbook

ӹӹ State of South Carolina — State website offers detailed information and links to assistance in emergencies and disasters. www.sc.gov: click on the Health & Safety page, then Emergencies & Disasters ӹӹ American Red Cross — Offers a number of preparedness training programs and resources for workplaces, families and individuals. www.redcross.org ӹӹ Ready.gov — Website launched by the U.S. Department of Homeland Security and the Federal Emergency Management Agency provides extensive information on preparing for disaster, such as how to put together an emergency kit; also offers a kit for business continuity planning. www.ready.gov

ADDRESSES & SAFETY Posting a clear address number on your building is important for emergency responders and also for other reasons.

In the event of a 911 call in an emergency, a clearly posted address number is critical.

Paramedics, firefighters, police officers and others depend on you to make it easy to find the home or business in case of a problem.

Here are some things to consider: ӹӹ Post numbers directly above, on or at the side of the door facing the road on which the structure is addressed. The number should be clearly visible from the road. ӹӹ If the structure is more than 50 feet from the road, the number must be displayed near the walk or driveway or on a mailbox or fence.

Licensing Requirements for Property Managers In South Carolina, property managers must be licensed, according to the S.C. Real Estate Commission. The only exception is if they own the property they are managing; in that case a license is not required.

To earn a property manager’s license, a person must take a course and then pass the state exam. After successful completion of these requirements, the licensee can work under the supervision of a property manager in charge.

An individual with an active real estate license is also permitted to do property

ӹӹ Residential numbers should be at least 3 inches in height, and nonresidential at least 6 inches.

They should be reflective to ensure visibility at night. ӹӹ Numbers should be a contrasting color to their background. Brass or bronze numbers do not show up well on brick. ӹӹ If the driveway serves multiple addresses, all the numbers should be posted at the driveway entrance. Then individual numbers can be posted as applicable. ӹӹ Posting the address numbers also helps with utility services, mail service, deliveries and visitors.

Source: Richland County Planning Department

management. The real estate licensee must work under supervision of a broker-in-charge.

Here are the steps for obtaining a property manager’s license: ӹӹ Complete 30 hours of a property manager’s pre-licensing course ӹӹ Apply to take the S.C. property manager’s exam ӹӹ After passing the exam, submit application for a property manager’s license For complete information about property manager’s and real estate licenses, visit the S.C. Real Estate Commission’s website at www.llronline/ POL/REC/.

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BEFORE YOU DIG Call 811 before you or someone you hire starts digging, for a landscape project, building project or any other reason.

After you have called 811, your utility will send a representative to mark the location of utility lines so you or your contractor can avoid them. South Carolina law requires that you call at least three full days prior to beginning excavation. If you plan to dig on the weekend, you must call on or before Tuesday.

Line marking is free, and once completed, good for 15 working days.

Failure to call 811 prior to beginning excavation can mean a risk of injury or utility service disruption and can result in fines of up to $1,000. You are responsible for violations resulting from the work of contractors you hire.

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All damages, regardless of size, must be reported to your utility provider so representatives can inspect for safety and future reliability. If damage endangers life, health or property, immediately notify the police or fire department and your utility.

Call before installing: ӹӹ Septic tanks and sewer lines ӹӹ Swimming pools ӹӹ Wells ӹӹ Sprinklers and water lines ӹӹ Basketball goal posts or mailbox posts ӹӹ Fences and deck posts ӹӹ Trees and shrubs For a detailed explanation of the marked zones and what kind of digging is safe, go to sc811.com/ homeowners.

Sources: SCE&G, sc811.com

ASBESTOS Asbestos is the common name for a group of naturally occurring minerals made up of long, thin fibers. Found in a number of building products, it is dangerous.

Asbestos can be toxic to humans if inhaled.

Because of this, special attention should be given to renovation or demolition projects. Asbestos may be found in heating system insulation, spray-applied insulation, vinyl flooring, ceiling tiles, roofing paper and shingles, cement siding shingles, and plaster and joint compound.

When materials containing asbestos are disturbed during renovation or demolition, people

DANGER ASBESTOS

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nearby may get asbestos in their lungs.

South Carolina has regulations that require many buildings to be inspected for asbestos-containing materials before work is done. In most cases, if asbestos is found, a licensed asbestos abatement contractor must be hired to perform the removal and disposal.

For more information, contact: S.C. Department of Health and Environmental Control Asbestos Section 2600 Bull St. Columbia, SC 29201 (803) 898-4289 scdhec.gove/asbestos Source: S.C. DHEC

DANGER ASBESTOS

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DANGER ASBESTOS

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USEFUL TIPS

TIPS ON REDUCING WASTE Reducing waste can save money for property managers as well as being environmentally responsible.

In renovating:

ӹӹ Salvage useful materials such as lumber, fixtures and appliances.

Some of these items can be sold to vendors, or donated to nonprofit organizations. ӹӹ Recycle items whenever possible. Wood can be recycled into reclaimed or composite wood products such as furniture or mulch. Asphalt and concrete can be recycled.

Metals such as steel, copper and bronze are valuable to recycle. ӹӹ Wood from decks or roofing is often treated with chromated copper arsenate, a hazardous substance, and should not be recycled or reused.

In maintenance:

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ӹӹ Repair before replacing items. ӹӹ Practice preventive maintenance of systems such as HVAC.

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ӹӹ Prepare for bad weather to prevent damage.

In outdoor care:

ӹӹ Shred untreated wood and leaf waste to use as mulch. ӹӹ Leave grass clippings on the lawn or use a mulching mower. ӹӹ Keep yard maintenance equipment in top condition. ӹӹ Rent equipment that is used only occasionally, rather than buying it.

Other tips:

ӹӹ Check with your waste hauler about recycling. ӹӹ Set up convenient bins for recycling paper, plastics, glass and cans. ӹӹ Keep recycling bins in a separate area from garbage to prevent contamination. ӹӹ Reuse boxes, bags and other containers.

Source: www.epa.gov

USEFUL TIPS

TIPS ON SAVING ENERGY Saving energy benefits property managers and their tenants. The average commercial building wastes 30% of the energy it consumes, so there is ample opportunity for savings. For property managers, reduced energy use saves on operations costs. Tenants who pay their own energy bills have an incentive to save, but even if their utilities are included in their rent, saving energy can help reduce their costs.

Here are some tips for energy efficiency: ӹӹ Adjust thermostats when space is unoccupied, or install a programmable thermostat that changes settings to fit needs. ӹӹ Turn off lights when they are not needed. ӹӹ Disconnect electric equipment when it is not in use. ӹӹ Put computers in sleep mode when not being used. ӹӹ Install occupancy sensors in

conference rooms or other areas that are not continuously occupied. ӹӹ Replace incandescent light bulbs with more efficient compact fluorescent bulbs. ӹӹ Caulk and weatherstrip windows and doors. ӹӹ Purchase energy-saving equipment, such as water heaters. ӹӹ Install renewable energy systems, such as solar panels. ӹӹ Get help from an expert. Most power companies can provide an energy use checkup, with suggestions for improvement.

In addition, your energy provider may have programs that help a business install more efficient equipment. The provider may help a customer qualify for discounts or rebates on equipment such as HVAC or lighting.

Source: energystar.gov sceg.com

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INSURANCE NEEDS Any business owner needs to make sure to purchase appropriate insurance to protect against risk.

Fire, burglary, liability and business interruption losses can be covered by insurance.

A business owner’s policy can include: ӹӹ Property insurance — protection for your building or office space, as well as property owned by the business such as equipment. ӹӹ Liability insurance — coverage for costs that arise if someone is injured on your property or by using your services. ӹӹ Business interruption insurance — replaces lost revenues in the event your business has to be closed because of fire, wind damage or other covered losses.

This coverage may be purchased as a single policy for a small or medium business, but separate policies may be more appropriate.

Additional coverage can be added in the form of endorsement or riders.

Here are some other kinds of insurance that you may need: ӹӹ Professional liability insurance ӹӹ Business vehicle insurance ӹӹ Workers compensation (if you have employees) ӹӹ Health and disability ӹӹ Flood and sewer backup ӹӹ Cybersecurity insurance ӹӹ Terrorism insurance ӹӹ An excess liability or umbrella insurance policy can be added to boost your coverage and fill in the gaps. Contact your insurance professional for more information.

Source: Insurance Information Institute

ӹӹResidential Landlord & Tenant Act South Carolina law regulates the relationship between landlords and tenants, covering the lease requirements, the responsibilities of each party and the process of settling disputes. The details of the Residential Landlord and Tenant Act can be found on the S.C. State House website at: www.scstatehouse.gov/code/t27c040.php

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Product & Service Resources Asbestos..........................................18

Landscaping & Lawn Care.............23

Building Automation, Fire & Security.........................................18

The Grounds Guys

CIDS, Inc.

Control Management

Cleaning – Biohazard Remediation....................................18 Diligent Decon

Cleaning & Janitorial......................19 Jan-Pro of Columbia

Jani-King of Columbia You’ve Got Maids

Cleaning — Grout & Tile................ 20 The Grout Medic

Cleaning — Windows..................... 20 BrighterDaays Window Cleaning

Fire Protection................................ 20 Pye Barker Fire & Safety

Glass.................................................21 Palmetto State Glass

Heating & Air Conditioning...........22

Broom Heating & Air Conditioning Insurance Services..........................21 Nationwide/David Perry

EXCEED Landscape Solutions

Lumber — Treated Wood for Outdoor Construction................... 24 Cox Industries

Moisture & Mold Solutions............25 Clark’s Termite & Pest Control

Office Furniture & Design............. 26 Corporate Concepts

Painting............................................27 CertaPro Painters of Columbia Sherwin-Williams

Pest & Wildlife Control...................27 All Things Wild

Clark’s Termite & Pest Control

Restoration & Damage Repair......28 The Cavalry

Crawlspace Medic

Rainbow International

Security........................................... 30 Allegiance Industries, Inc. Sonitrol Security Systems

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ASBESTOS REMOVAL

BUILDING AUTOMATION, FIRE & SECURITY

CLEANING – BIOHAZARD REMEDIATION

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CLEANING & JANITORIAL

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CLEANING – GROUT & TILE

FIRE PROTECTION

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CLEANING – WINDOWS

GLASS

INSURANCE SERVICES

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HEATING & AIR CONDITIONING

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LANDSCAPING & LAWN CARE

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LUMBER – TREATED WOOD FOR OUTDOOR CONSTRUCTION

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MOISTURE & MOLD SOLUTIONS

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OFFICE FURNITURE & DESIGN

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PAINTING

PEST & WILDLIFE CONTROL

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PEST & WILDLIFE CONTROL

RESTORATION & DAMAGE REPAIR

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RESTORATION & DAMAGE REPAIR

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SECURITY

Index by Company All Things Wild........................................................27 Allegiance Industries, Inc...................................... 30 BrighterDaays Window Cleaning......................... 20 Broom Heating & Air Conditioning.......................22 CertaPro Painters of Columbia..............................27 CIDS, Inc................................................................... 18 Clark’s Termite & Pest Control........................ 25, 28 Control Management Inc....................................... 18 Corporate Concepts.............................................. 26 Cox Industries......................................................... 24 Crawlspace Medic.................................................. 29 Diligent Decon........................................................ 18 EXCEED Landscape Solutions...............................23 The Grounds Guys..................................................23 The Grout Medic................................................... 20 Jan-Pro of Columbia (sponsor)....................... 19, 31,

Outside Back Cover

Inside Front Cover

Jani King of Columbia............................................ 19 Nationwide/David Perry......................................... 21 Palmetto State Glass (sponsor).......................... 3, 21

Pye-Barker Fire & Safety, Inc.................................. 20 Rainbow International............................................ 29 Sherwin Williams Paint............................................27 Sonitrol Security Systems...................................... 30 The Cavalry Fire & Restoration............................. 28 You’ve Got Maids................................................6, 19

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