This article is applicable to VSL Standard Lease Agreements with affiliated real estate holding companies. The purpose of this article is to give Clarity in context to the standard maintenance requirements for Operators under Standard Leases.
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Article Table of Contents
- Introduction
- ⚡ Electrical Issues
- 🚽 Plumbing Issues
-
🌡️ Heating & Cooling Issues
- 🏡 Exterior Issues
- 🚪 Interior Issues
- 🔨 Miscellaneous
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Related Articles
- 📋 Facility Standards: VSL's facility standards for Chartered Homes
Introduction
Background: This knowledge base article is applicable only to standard lease agreements executed between Vanderburgh Sober Living (VSL) affiliated real estate holding companies and chartered operators. It does not pertain to non-standard leases, leases with third parties, etc.
This article will guide you through the standard terms and processes for maintenance and repair as stipulated in VSL-recommended lease agreements, helping you understand and fulfill your obligations effectively.
Operator Responsibilities: General
If you are a tenant under a VSL Standard Lease Agreement, you have important obligations to ensure the upkeep and maintenance of the property. These responsibilities include:
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Landscaping: Regular tasks such as trimming trees and shrubs, and mowing the lawn to maintain the property's curb appeal and safety.
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Winter Maintenance: Duties during winter months including snow and ice removal to ensure pathways, driveways, and entrances are clear and safe for use.
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Notification of Issues: Promptly notifying VSL of any issues that arise. Effective communication is crucial; always provide detailed information to enable timely and appropriate action.
Fire safety: You are responsible for the maintenance and regular testing of smoke detectors, fire extinguishers, carbon monoxide alarms, and, if applicable, automatic fire sprinkler systems. Ensuring these safety devices are in working order is essential for the safety of all occupants.
Standard Repair Request Process
The process for requesting maintenance or repair is straightforward and designed to ensure that issues are addressed promptly and efficiently. Here's a step-by-step breakdown:
- Review responsibilities (this article): Please review the responsibilities outlined below. Determine who is likely responsible for the needed repair - the landlord or the tenant.
- Request service: If you need service on an issue that is not an Operator's responsibility, please send a detailed email to support@vanderburghhouse.com or contact your Support Manager. Specify the nature of the repair or maintenance issue in your message. Please include in your request:
- Address of the requested repair location
- Detailed description of the issue
- Photos or other documentation of the issue, if you have it
- Gather details: VSL will reach out to gather more details regarding the repair request. This may include asking for pictures, descriptions, or other information to understand the full scope of the issue.
- Repair ticket: After we confirm the repair is the landlord's responsibility, a repair ticket will be created. You can monitor the status of repair tickets through your 👨💼 Operator Dashboard in HubSpot.
- Ticket resolution: Once the repair has been completed, the repair ticket will be closed, and you will be notified. Check the repair work and ensure it meets the expected standards.
📄 Isn't this already in my lease? Please note that this document is supplementary to any standard lease agreements that have been signed by Operators with VSL affiliates. It's crucial to understand and adhere to the maintenance terms outlined, as they further clarify many of the terms in the lease agreement itself.
⚡ Electrical Issues
Electrical issues in a home can result from weather conditions, power grid issues, or internal wiring problems. Promptly addressing full outages or individual plug/light issues is crucial for safety. Broken outlets, switches, or damaged fixtures should be fixed to prevent safety hazards like shocks or fires.
| Issue Type | Landlord Obligation | Tenant Obligation |
| Partial Power Outage: An instance where some parts of the house lose electrical power while others do not. | None, other than major electrical work required to remedy |
✔️ Assess the situation by investigating the cause of the issue. Check the circuit breaker first (which is almost always the issue). Contact landlord if this is not solved by resetting the circuit breaker (or replacing a fuse in some circumstances). If there is repeated tripped breakers, they may be overloaded with too many devices plugged in to the same group of outlets. |
| Broken or Damaged Lights / Outlets / Switches: Damaged or broken electrical devices of any sort. |
None Damaged devices would have been noted at initial inspection. |
✔️ Assess the situation; repair the issue at your expense (assuming this is not a pre-existing issue). |
|
Other Issues: Flickering lights, warm outlets or switches, buzzing noise, shocks, overloaded outlets, faulty breaker, etc. |
✔️ Address the issue if it requires a landlord-paid repair, or if within 6 months of a new lease (in most cases). | ✔️ Assess the cause of the issue, consult with VSL if desired. You may be responsible to repair the issue if it was caused by an occupant or ends up being a "normal repair". |
🚽 Plumbing Issues
Plumbing issues including clogged drains are common in residential settings, occurring in single devices, multiple devices, or the entire building. Promptly addressing clogs is essential to prevent water damage and unsanitary conditions.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Device Clogs: A clog affecting one or multiple fixtures (e.g. toilet or sink) | Typically none, unless this is evidence of a major or pre-existing issue. | ✔️ Repair the issue at your expense (assuming not a pre-existing issue). Multiple device clogs often indicate a clog farther into the drain system and may require professional assistance. |
| Full Building Clog: A clog affecting the entire building's plumbing system, including sewerage backup | ✔️ Repair the issue | 🚩 Immediately report problem to VSL. Damage caused by occupants may be billed to the Operator. |
| Fixture Leaks: Leaks in faucets, toilets, showers, or other plumbing fixtures. | ⏳ Responsible for the first 6 months of the lease agreement or for pre-existing issues | ⏳ Responsible for all standard repairs after the first 6 months of the lease agreement |
| Major Plumbing & Water Heater: Cracked drains, leaking water heater, leaking pipes, etc. | ✔️ Responsible for all major plumbing repairs unless damage caused by occupants. | 🚩 Immediately report problem to VSL. Damage caused by occupants may be billed to the Operator. |
🌡️ Heating & Cooling Issues
Heating system management, including maintaining a warm and comfortable environment is crucial, especially during the colder months. The heating system's performance is central to achieving this comfort. Various issues may arise concerning the heating system, each with specific responsibilities assigned to the landlord and tenant. Understanding these responsibilities ensures a prompt resolution, maintaining a habitable living environment.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| HVAC Service and repair: Regular upkeep to ensure the HVAC system operates efficiently; repairs if there are issues |
✔️ Annual service (or clean), or more frequently if recommended. ✔️ System repairs as needed, provided tenant has kept the system clean and reported issues. |
✔️ Monitor the heating system for any unusual noises, malfunctions, or inefficiencies and report issues to the landlord. ✔️ Ensure the area around the heating system, such as a furnace room, is kept clean and free of obstructions. 🚩 Immediately report issues to VSL. Damage caused by occupants may be billed to the Operator. |
| Heating Fuel: Problems arising from the lack of heating fuel. | None. | ✔️ Provide fuel; landlord not to be held liable for any damage resulting from tenant not providing fuel to any heating systems. This is especially important for oil fueled heating systems! |
| Filter Replacement (for forced hot air systems) | None. | ✔️ Quarterly Responsibility of the tenant, or more frequently if needed: replacement of air filters to maintain air quality and system efficiency. |
🏡 Exterior Issues
Maintaining the exterior of the property is crucial not only for aesthetic appeal but also for the safety, security, and longevity of the property. It requires a collective effort from both the landlord and tenant to ensure that the exterior remains in good condition. Below are the detailed responsibilities regarding landscaping and the building exterior:
Landscaping
Landscaping plays a vital role in enhancing the curb appeal of the property and creating a pleasant outdoor environment. It encompasses a range of tasks from lawn mowing and gardening to dealing with larger issues like tree removal. A well-maintained landscape not only adds to the aesthetic value but also contributes to the overall safety and functionality of the outdoor space.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| General Landscaping Maintenance: | None. | ✔️ Responsibility of the tenant: Regular upkeep of the lawn, garden, and other green areas. |
| Major Tree Work: Handling large trees that pose a threat or have fallen. | ✔️ Responsibility: if trees or large branches should be removed. | ✔️ Responsibility: all aspects of regular trimming, upkeep, disposal of debris, etc. |
| New Plantings, Hardscape, Etc: | None. | ✔️ Responsibility: all aspects of regular trimming, upkeep, disposal of debris, addition of new plants, paving, or other landscape elements, etc. |
| Drainage and Gutters: | ✔️ Responsibility: replacing gutters when they reach end of life; ensuring water drains away from the property and | ✔️ Responsibility: Clean gutters when needed and ensure that water is able to drain away from the structure. |
Building Exterior
The building's exterior acts as the first line of defense against various environmental factors. It's crucial to keep the roof, siding, windows, and other exterior elements in good repair to protect the building and ensure the safety and comfort of its occupants.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Inspections, Maintenance, Repair of roof, siding, windows, soffit, facia, trim, doors, foundation, etc. | ✔️ Responsible for replacing elements when they reaches the end of life, for pre-existing issues, but never in the event of damage caused by occupants. | 🚩 Immediately report problem to VSL. Damage caused by occupants may be billed to the Operator. ✔️ Responsible for standard repairs, upkeep, and maintenance. Screens for windows and screen doors must be repaired by Tenant on an ongoing basis as damage is discovered. |
| Safety Features: Exterior lighting, driveway and parking area, building security. | ✔️ Responsible for ensuring that safety features are in place at the beginning of each lease. | ✔️ Responsible for ensuring that these systems remain functional and operational providing security and safety to occupants in the building. |
| Roof leak | ✔️ Responsible for addressing and replacing the roof leak. | 🚩 Immediately report problem to VSL. Damage caused by delays and notifying VSL will be billed to the tenant. |
| Water in the basement | ✔️ Responsible for addressing the issue | 🚩 Immediately report problem to VSL. Damage caused by delays and notifying VSL will be billed to the tenant. |
🚪 Interior Issues
Maintaining the interior of the property ensures a comfortable, safe, and aesthetically pleasing living environment. This section breaks down various aspects of interior maintenance into subcategories, clarifying the responsibilities of both the landlord and tenant.
Surfaces & Fixtures
The condition of the walls, ceilings, and floors significantly affects the overall ambiance of the home. Keeping these surfaces in good condition is crucial for a pleasant living environment.
Wear-and-tear, occupant damage: In all standard lease agreements, all damage caused by normal wear and tear or by occupants is the responsibility of the tenant during the term of the lease. This means that any drywall damage, needs to repaint a room, flooring repairs or replacement, and door repair and maintenance is the tenant's obligation to address.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Drywall: Keeping wall and ceiling surfaces intact. | None. | ✔️ Responsible for repairing any damage, including wear-and-tear, occupant-related damage, etc. |
| Painting: Interior painting needs. | None. | ✔️ Responsible for all interior painting, including wear-and-tear, occupant-related damage, etc. |
| Flooring: Maintenance and minor repairs. | ✔️ Responsible for replacement when needed. | ✔️ Responsible for flooring repairs caused by wear-and-tear during the term of the lease. |
| Doors: Maintenance and repairs. | ✔️ Responsible for replacement when needed. | ✔️ Responsible for all door work, including door repairs caused by wear-and-tear during the term of the lease. |
| Cabinets/Countertops: Keeping them in good working order. | None. | ✔️ Responsible for everything during the term of the lease, including damage caused by guests, and normal wear-and-tear. |
| Window Treatments: Maintenance and replacements. | None. | ✔️ Responsible for everything during the term of the lease, including damage caused by guests, and normal wear-and-tear. |
| Built-in Elements: Maintenance and repairs. | None. | ✔️ Responsible for everything during the term of the lease, including damage caused by guests, and normal wear-and-tear. |
Appliances and Furniture
Appliances are an integral part of ensuring a comfortable and functional living environment. However, over time, appliances may malfunction or cease to operate entirely. While the initial reaction may be to replace a faulty appliance, there are numerous repair options available that can restore its functionality. It's advisable to seek a professional diagnosis to understand whether a repair or replacement is the most cost-effective and sustainable solution. The responsibilities concerning the repair or replacement of appliances are shared between the landlord and tenant, contingent on the terms of the lease agreement and the timeline within which the issue arises.
Specific tenant obligations: Tenants are responsible for maintaining all appliances and furnishings as per manufacturer's recommendations, ensuring proper operation and cleanliness for longevity. They must also replace consumables and perform necessary maintenance. Repair and replacement of furniture and appliances are solely the tenant's responsibility.
Beds, mattresses, and dressers: Bedroom furniture is heavily used in a sober living setting. If your lease includes furniture (which is standard for VSL-affiliate leases), you will be provided with initial furniture when you first sign the lease agreement. However, all maintenance, upkeep, and replacement of this furniture is the tenants responsibility. This is the case even in the event of normal wear and tear and damage caused by occupants.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Appliance Repair: Appliances not operating optimally, including coin-operated appliances or devices. | ⏳ Responsible for the first 6 months of the lease. | ✔️ Responsible for all repairs after the first 6 months. |
| Appliance Replacement: Appliances no longer functional and beyond repair. | ⏳ Responsible for the first 6 months of the lease. | ✔️ Responsible for all repairs after the first 6 months. |
| Tenant-Provided Appliances: Any brought in by the tenant. | None. | ✔️ Responsible for all repairs and replacement. |
| Appliance Maintenance | None. | ✔️ Responsible for properly maintaining if standard maintenance is needed. |
| Landlord-Provided Furniture: Maintenance and replacement. | None. | ✔️ Responsible for all maintenance, upkeep, and replacement, including damage caused by guests, and normal wear-and-tear. |
| Tenant-Provided Furniture: Maintenance and repairs. | None. | ✔️ Responsible for all maintenance, upkeep, and replacement, including damage caused by guests, and normal wear-and-tear. |
🔨 Miscellaneous
Various other elements contribute to the overall condition and safety of the property. This section addresses those miscellaneous but crucial aspects of property maintenance.
Pest Control
Controlling pests is essential for maintaining a healthy and comfortable living environment. It's vital to address any pest issues promptly to prevent infestations and ensure the health and safety of the occupants.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Regular Pest Maintenance | None. | ❔ Optional: Tenant may, at their expense, contract with a pest control company for periodic pest control service. |
| Gaps and Cracks Allowing Animals In: Identification and resolution. | ✔️ Repair if needed |
🚩 Immediately report problem to VSL. Damage caused by occupants may be billed to the Operator. |
| Conditions Creating Pest Issues: Prevention of conditions conducive to pests (e.g. food in rooms, failure to address trash appropriately) | None. | ✔️ Responsible to maintain cleanliness, proper food/trash storage, and creating an overall healthy and pest-free environment. |
| Trash Build Up: Prevention of trash accumulation. | None. | ✔️ Responsible, must keep trash from building up in or outside the building. |
| Pest Outbreak: Any identification of pests at the building; treatment and resolution: bedbugs, mice/rats, cockroaches, termites, squirrels, raccoons, etc. | None. |
✔️ Responsible to pay for and provide proof to landlord. Assess using a professional pest control and treatment company; address the problems as identified by the pest control professional, which may include treatment, prevention, and follow-up inspections. |
Fire Protection Systems
Tenants: You are required to keep smoke detectors and carbon monoxide detectors functional and installed in accordance with local and state laws and requirements. You must ensure that all occupants are aware that smoke and carbon monoxide detectors are required, and prohibit them from removing or tampering with these devices.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Fire Alarm System Monitoring; False Alarms | ✔️ Pay costs of monitoring any active fire alarm or sprinkler systems that are "monitored". | ✔️ Pay false alarm fines related to false fire alarms (if the building has a monitored system). |
| Annual Fire System Inspections: Sprinkler Systems and/or Alarm Systems | ✔️ Responsible, schedule all required sprinkler system inspections; ensure that all fire protection systems, including alarms, extinguishers, and sprinklers, meet local codes and regulations. | None. |
| Repairs Needed to Monitoring System: Major and minor repairs. | ✔️ Responsible for major repairs unless caused by tenant negligence or guest damage. | ✔️ Responsible minor repairs or if repairs are needed due to negligence or guest damage. |
Septic System Maintenance (if applicable)
The septic system is an essential part of the property, ensuring the safe and efficient disposal of wastewater. Regular maintenance is crucial to keep the septic system functioning correctly and to prolong its lifespan.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Maintaining the System: Regular pumping to prevent overflows; regular maintenance to ensure functionality | ✔️ Responsible to ensure that the septic system is initially installed correctly and functioning. Ensure the septic tank and the entire system are maintained in proper working condition. No responsibility for any damage or additional maintenance required due to guest overuse or neglect. |
✔️ Responsible to make any repairs or maintenance that are required due to guest overuse or neglect or any other form of damage beyond usual wear and tear. 🚩 Immediately report problem to VSL. Damage caused by occupants may be billed to the Operator. |
| Replacing the System: When the system reaches its end of life. | ✔️ Responsible unless in the event of tenant negligence. | None, unless in the event of tenant negligence. |
Snow and Ice Removal (if applicable)
Ensuring the property is safe and accessible during winter months is crucial. Snow and ice removal are vital to prevent accidents and ensure safe access to the property.
| Landlord Obligation | Tenant Obligation |
|---|---|
| Ensure that pathways, driveways, and entrances are initially clear and free of obstructions at the beginning of the lease. | ✔️ Responsible:
|
Fencing (if applicable)
Fences contribute to the privacy, security, and aesthetic appeal of the property. Their maintenance is necessary to keep them in good condition.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Fence Maintenance: Keeping fences in good condition. | None. | ✔️ Responsible, maintain fences. |
| Fence Replacement: If a fence comes down. | None. | No obligation of landlord or tenant to put fences back up after they've come down. |
Security Systems (if applicable, optional)
Security systems can enhance the safety and security of the property. They are optional and usually not provided by the landlord.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Security System Installation: Installing security systems. | None. | Tenant may install a system subject to consulting with the landlord first. |
| System Upkeep Costs: Maintenance and service costs. | None. | All system install and upkeep costs are on the part of the tenant. |
Garage (if applicable)
The garage, like the rest of the building exterior, needs regular maintenance to ensure its functionality and safety.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Garage Maintenance: Keeping the garage in good condition. | Follow the same standards as building exterior. | Follow the same standards as building exterior. |
Health and Safety Inspections, Board of Health Involvement
Health and safety inspections are essential to ensure the property complies with local regulations and standards. Addressing any issues raised by regulatory agencies promptly is crucial.
| Issue Type | Landlord Obligation | Tenant Obligation |
|---|---|---|
| Addressing Regulatory Concerns: Compliance with health and safety regulations. | ✔️ Responsible to respond to tenant concerns and address them accordingly |
✔️ Responsible to respond promptly to any complaints or concerns raised by the Board of Health or similar local agencies, and communicate immediately with landlord to address any issues. |
Other uncommon issues
You may experience some of these issues, but it is unlikely.
| Issue Type | Landlord Obligation | Tenant Obligation |
| Full Power Outage: An occurrence where the entire property loses electrical power. | None |
✔️ Ensure power is restored as quickly as possible. You are responsible for providing electricity service. The most common reasons for a full outage would be temporary loss of power from the grid or service Interruption due to a payment issue. Ensure that temporary remedies are in place to address refrigeration and building heating in the winter time. Consider renting a generator for longer periods of power loss. |
|
Major Electrical Issues: Failed breaker box, major damage to electrical system, need to rewire significant system or element. |
✔️ Likely responsible for full repair, see lease agreement for further detail. | Assess the situation, report information to VSL promptly for further evaluation. The lease agreement requires immediate notification of serious issues. |
|
Individual Plug or Light Outage: A situation where a single plug or light fixture loses power. |
None, other than pre-existing issue within 6 months of a new lease. | ✔️ Assess the situation; repair the issue at your expense (assuming this is not a pre-existing issue) |
|
Burst pipe due to freezing |
None, Tenant is responsible for maintaining heat in the building | ✔️ Repair the issue at your expense (assuming this is not a pre-existing issue or the pipe burst for some other reason, see Plumbing section above) |