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Roles & Responsibilities

If you own or manage a property in the program area, your property is eligible for improvements that reduce interior noise levels within living spaces. This is called the Sound Insulation Program. These treatments may includedoor and window replacements, weather stripping, and central air conditioning. Each property is individually evaluated to determine which treatments will be used.

The Sound Insulation Program will provide architects, engineers, and contractors as well as the materials and labor to complete sound insulation improvements to eligible properties.

This Landlord Supplement offers additional information to the standard Homeowner Handbook, outlining the unique roles and responsibilities for landlords and their agents participating in the Sound Insulation Program.

As a landlord in Florida, you have certain obligations to your tenants/leaseholders (NOTE: link on web page is incorrect – the following is updated) Florida Residential Landlord and Tenant Act Section 83.To insure proper assignment of responsibilities, the Sound Insulation Program will NOT assume the obligations of a landlord as expressed in state law, or in lease agreements.

You will be responsible for managing tenant communications and access to dwelling units.

Landlords’ Right of Entry Agreement

The tenant has a reasonable right to privacy. However, the landlord has the right to enter rented premises after giving tenants reasonable notice in order to make needed repairs. The balance between a tenant's right to privacy and the landlord's right of entry can usually be reached by a fair and reasonable agreement between tenant and landlord.

As a participant in the Sound Insulation Program, you are requesting access for needed upgrades or improvements that reduce interior noise levels within the living spaces. By using the communication tools outlined, and by describing the Sound Insulation Program benefits, it is our experience that you and your tenants can reach an agreement on entry based on mutual courtesy and respect.

Managing the Right of Entry

In order to be sure that the landlord/tenant agreement is maintained,you/your agent will be the single point of contact granting accessto the premises/properties and securing them when our work is complete. This process gives the tenants confidence that someone they know will be entering and locking their premises.

The Sound Insulation Program will require that you have an agent on site while we are performing our work, ensuring that we have the necessary access to complete our work while you maintain the landlord/tenant agreement. Note that this process does NOT prohibit the tenant from being present during implementation of Sound Insulation Program activities.

Tenant Protection Measures

It is important that in the process of your granting the Sound Insulation Program Team access to your tenant's premises, our work does not constitute a breach in your warranty of habitability. We have crafted careful protection measures in our agreements with our architects, engineers and contractors to ensure that the premises/properties are safe and livable.

The Sound Insulation Program is committed to perform work continuously during normal working hours until completed with the least inconvenience to residents. We understand that tenants will occupy portions of the premises during the entire construction period as part of their normal lives. Our contractors will work with your staff to schedule construction operations to minimize conflict and to facilitate tenant usage.

Contractors’ Responsibilities

The contractors will work efficiently to minimize inconvenience to residents in occupied dwelling units. They are required to take precautions to protect residents and the public from injury from construction operations. They will keep the premises free of debris and construction materials resulting from installation work. The contractors will be exclusively responsible for any damage they cause to grounds, plantings, buildings, and any other facilities or property.

NOTE: Unit access milestones include, but are not limited to architectural / engineering assessments, pre- and post-construction acoustical testing, pre-construction walkthroughs, construction and post-construction inspection.

Keeping Your Tenants Informed

Program Participation Phase-in

To help ensure that participation in the VoluntaryResidential Sound Insulation Program (Sound Insulation Program) is a positive one -- for your tenants and for you, the landlord -- you will find it helpful to clearly outline what your tenantsshould expect from the process. Some of the strategies we suggest landlords adopt to keep lines of communication clear and open include:

  • Discuss your decision to enroll in the Sound Insulation Program with your tenants, and be sure to get their support.
  • Announce the Sound Insulation Program to all tenants in the form of a letter. Then, require tenants to sign a copy of the letter stating they have been informed of the program, and your and their participation in the program.
  • Educate your employees/agents on how to field questions regarding the Sound Insulation Program.
  • Equip your employees/agents with the information they need about the roles and responsibilities of tenants as well as those of landlords and their representatives as participants in the Sound Insulation Program.

Tenant Communications Plan - Guidelines

The objective of a communications plan is to develop and implement a tenant relations plan to provide tenants and building occupants with the Sound Insulation Program information they need. The plan should:

  • Establish regular communications with tenants by the Property Manager throughout the process of the Sound Insulation Program.
  • Identify and list the type, and the timing of each tenant event or contractor meeting to be coordinated by the property management staff.
  • Outline the objectives and goals of dwelling unit entries conducted by the property staff &Sound Insulation Program team.
  • Tenant Communications Tools
  • Find communication suggestions, templates, forms and other tools to help you communicate with your tenants can be found in the links below. These tools are also available at the Sound Insulation/Noise Mitigation Program Outreach Center.
  • Schedule a Tenant Orientation Meeting: Gather with tenants to discuss the Sound Insulation Program and its goals. There may be resistance, but remember, the Sound Insulation Program is improving the habitability and the quality of life they experience of their apartments. You can refer to your Homeowner Handbook to review the process and goals with your tenants.
  • Create a List of Sound Insulation Program Events/Contractor Meetings: Events/meetingsthat may require tenant communications from you/your agent may include: orientation, engineering visits, pre-construction measurements, and construction activity.
  • Intent to Enroll in Sound Insulation Program: Letter to announce Sound Insulation Program and its intent to tenants.
  • Notice of Intent to Enter: Letter to announce landlord’s intent to enter a tenant’s premises.
  • Status Updates: Meet regularly with your tenants, or create a central posting area where they can get updates on Sound Insulation Program information and procedures (including use of site, sequence of work, schedule of work).

Lead Hazard Notification Requirements

To protect families from lead paint exposure from paint, dust and soil, Congress passed the Lead Paint Hazard Reduction Act of 1992, known as Title X. This act relates to all housing built before 1978.

What Does This Mean for Landlords?

Because installation of the Sound Insulation Program treatments could disturb old paint or cause dust, landlords must give every tenant a copy of the booklet "Protect Your Family From Lead In Your Home" and have them sign the Environmental Protection Agency’s (EPA's) "Disclosure of Information" document. By doing this you are NOT admitting to having lead paint on your property, but you are fully complying with Department of Housing and Urban Development’s (HUD's) and EPA's disclosure rules to help provide Lead Paint information.

The EPA pamphlet and rule are available electronically:

EPA FORMS

EPA: Lessor's Disclosure Form

EPA: Disclosure Fact Sheet

NOISE MITIGATION PROGRAM OUTREACH CENTER
Open Mon-Fri. 8:30AM - 4:30PM
200 East Dania Beach Blvd., Suite 103
Dania Beach, FL 33004
Local: 954.924.2224
Fax: 954.924.2527
dcarter@jonespayne.com