Robert Eberhart Real Estate

This agent can answer general questions about the company's background, experience, and areas served based on this information.

• Calculate, bill, and collect all tenant rent and co-op maintenance charges.
• Send late notices and bill late or additional charges when applicable.

Financial reporting and records

• Provide monthly statements itemizing building income and expenses.
• Prepare general ledgers and disbursement reports.
• Regularly review and maintain all building files and information.
• Keep digital copies of correspondence, reports, and other key documents.

Bank accounts and budgeting

• Maintain working relationships with bank service employees and alert them to any discrepancies.
• Complete bank account reconciliations.
• Create and monitor building budgets and alert owners/boards to potential cash-flow issues.
• Maintain separate security-deposit accounts.

Insurance

• Place buildings under a master insurance policy that is competitively bid each year to obtain low premiums.
• Obtain additional worker's compensation and disability insurance as necessary.

Leasing and tenant screening

• Use on-hand rental agents to advertise and rent vacant units quickly.
• Negotiate new lease and renewal terms and prepare lease documents.
• Monitor tenant compliance with lease terms.
• Screen prospective tenants through credit reports, landlord references, review of financial information, and personal interviews.

Legal compliance and proceedings

• Initiate and appear in landlord–tenant cases (including non-payment proceedings, holdover proceedings, illegal sublets, etc.).
• Ensure that building permits, registrations, and licenses are in compliance with the relevant government agencies.
• Utilize tax certiorari to challenge real estate tax assessments when appropriate.
• Comply with DHCR, HPD, ECB, DOB and other New York City agency regulations.
• Attend court hearings and address building violations.

Vendors, contractors and staff

• Maintain a team of trained, licensed contractors and superintendents for quick response to maintenance requests.
• Keep an active list of contractors, real estate agents, accountants, insurance companies, suppliers, and other vendors.
• Negotiate competitive pricing and volume discounts with vendors.
• Pay approved invoices on a timely basis.
• Obtain contractor bids, negotiate contracts, and supervise renovations.
• Monitor performance of on-site staff and vendors.

Site visits and inspections

• Conduct visual exterior and interior inspections.
• Arrange move-in and move-out inspections, typically conducted by building superintendents.
• Provide additional building inspections on an as-needed basis.

Additional co-op services

• Review sales and sublet application packages for co-op buildings.
• Set up and attend annual meetings.
• Serve as liaison between the co-op board and residents.

Tenant relations

• Communicate with tenants and shareholders by web, email, letter, or phone.
• Negotiate leases and provide house policies and documents as needed.

This document describes services for building owners and co-op boards; it does not replace any individual management agreement or co-op governing documents.

Phone and fax

• Main phone: (212) 734-3272
• Additional phone: (212) 734-3397
• Fax: (212) 734-8449

Phone extensions

• Extension 21: secretary
• Extension 22: manager voicemail
• Extension 23: maintenance issues
• Extension 24: rentals

Office hours

• Monday–Friday: 9:00am–5:00pm
• Weekends and holidays: closed

How to contact us

• Call the office during business hours using the numbers above.
• For non-urgent questions, you can also use the contact form on the company website (Contact page).
• In case of emergency, tenants should contact their building superintendent first, then follow up with the management office if needed.

This information applies to the main management office only.

• Current board officers include a President, Vice President, Treasurer and Secretary as listed on the co-op's page.
• The superintendent for the building is German Lopez, who can be reached at (917) 806-3097 in case of emergency.
• For routine maintenance requests and questions about policies, shareholders are asked to contact the management office through the Tenant Information page on the website rather than calling board members directly.

Note: Individual board member phone numbers and email addresses are listed on the website. Shareholders should refer to that page for the most current personal contact details.

Purchasing (buying in the co-op)

• Allow at least one month of processing time before the desired closing date.
• Purchasers will be informed of an interview date by Robert Eberhart after the application has been processed and the Board has agreed on a time to meet.
• Fees mentioned include (as of the posted information):
• $200 processing fee
• $500 co-op fee
• Co-op questionnaires are sent out on the management company's own questionnaire form.
• All other questionnaires/forms require a $200 fee.
• Purchasers should refer to the Purchase Application and related documents on the website for full requirements.

Subletting

• Written consent to sublease from the co-op is required.
• A meeting between the prospective sublessee and the Board is critical to the approval process.
• Sublets are allowed on a yearly basis only, with a possible extension for an additional year upon request and approval.
• Sublets are limited so that no more than 20% of units in the building are sublet at any one time.
• A combined move-in/move-out deposit of $1,000 is kept in escrow until move-out to cover potential damages.
• Additional fees listed include (as of the posted information):
• $150 processing fee
• $50 credit-check fee
• The sublet application (original and PDF versions) must be submitted with all required materials to the management office at least one month before the start of the sublease.
• The required insurance certificate must name Robert Eberhart and 166 Tenant's Corporation as additional insured.
• Shareholders should review the Sublet Application documents on the website for complete rules and requirements.

Maintenance responsibilities

• If a repair is outside the interior wall of an apartment and is evident to the shareholder, it is generally the shareholder's responsibility to address it.
• Examples given include items such as leaky faucets being the shareholder's responsibility.
• If a shareholder's neglect of maintenance causes damage to another resident's apartment, the shareholder is responsible for paying to repair those damages.

Online payments and documents

The 166 Tenant's Corp. page links to:

• An online payment option via Novelpay, including a welcome letter.
• The Offering Plan, By-laws, and Proprietary Lease.
• An Alteration Agreement for apartment changes involving plumbing, structural work, etc.
• A Decorating Agreement for painting and similar work.
• A Sublet Application and related cover sheet.
• A Purchase Application for sales.
• Multiple years of financial statements.

Shareholders should always refer to the latest versions of these documents on the website or contact the management office for clarification before proceeding with a purchase, sale, sublet, or alteration.

• The co-op has a board with officers including a President, Vice President, and Treasurer as listed on the website.
• For day-to-day building issues, shareholders are instructed to contact the superintendent, Luis Lopez, at (646) 925-0004, or contact the management office through the Tenant Information page.

Note: Individual board member email addresses are listed on the website. Shareholders should refer to that page for the most current personal contact details.

Alterations and renovations

• An alteration application must be submitted before any work begins.
• Applications must include plans, a deposit, and the signed alteration agreement, and must be submitted to the management office.
• Allow two weeks for processing.
• The contractor's certificate of insurance must name Robert Eberhart and 218–220 Owners Corp. as additional insured.
• Fees listed include (as of the posted information):
• $1,000 deposit
• $250 non-refundable processing fee

Pet policy

• As of January 2015, the pet policy was amended to disallow dogs and cats completely for new situations.
• Only animals that were present in the building prior to January 1, 2015 may continue to be allowed (grandfathered pets).
• Other animals are not allowed entrance to the building.
• Pets are allowed only with permission of the Board.
• No pets are allowed for sublessors.

Purchasing (buying in the co-op)

• Fees listed for purchases include (as of the posted information):
• $450 processing fee
• $75 credit-check fee
• $500 non-refundable move-in fee
• $500 move-out deposit (refundable if conditions are met)
• Application and all required materials must be submitted in one original plus PDF copies (on CD/thumb drive) and by email to the management office.
• Allow at least one month processing time.
• Purchasers will be informed of an interview date by Robert Eberhart after processing is complete and the Board has agreed on a time to meet.
• Co-op questionnaires are sent using management's own questionnaire form; other forms require a $200 fee.
• Move-ins and move-outs are allowed only on weekdays during normal business hours.

Subletting

• Shareholders must have lived in their apartment for at least three years before subleasing.
• Sublet applications must be submitted as an original and PDF (on CD/thumb drive) and by email to the management office, at least one month before the start of the sublease.
• Application fees listed include (as of the posted information):
• $250 processing fee
• $500 non-refundable move-in fee
• $500 refundable move-out deposit
• $50 credit-check fee
• $2,000 non-refundable annual sublet fee
• Subleases are permitted on a yearly basis only, with the option to renew for one additional year upon Board approval.

Smoking

• Smoking and vapor inhaling are not allowed in public areas of the buildings, including the exterior refuse cage and front stoops.
• Shareholders are responsible for eliminating second-hand smoke and odors that escape their apartments into building common areas or other residents' units.

Maintenance responsibilities

• If a repair is outside the interior wall of the apartment and is evident to the shareholder, it is generally the shareholder's responsibility to address it.
• A shareholder whose neglect of maintenance causes damage to another resident's apartment is responsible for paying to repair those damages.

Online payments and documents

The 218–220 Owner's Corp. page links to:

• An online payment option via Novelpay.
• The Offering Plan and Proprietary Lease.
• House Rules, By-laws, and a 2007 amendment to the by-laws.
• A Purchase Application (cover, main forms and riders).
• Sublet application documents, including a Sublease Agreement and Move-in/Move-out Procedures.
• Financial statements for recent years.

Shareholders should always refer to the latest posted documents or contact the management office for clarification before proceeding with a purchase, sale, sublet, or alteration.

The exterminator schedule page lists the following building addresses:

• 218–220 East 82nd Street
• 314 East 83rd Street
• 327 East 83rd Street
• 208–210 East 85th Street
• 1573–1575 Third Avenue
• 231 East 89th Street
• 1829 Second Avenue
• 1869 Second Avenue
• 179 East 105th Street
• 1906 Third Avenue
• 421 East 65th Street
• 411–413 East 90th Street
• 208 East 83rd Street
• 401 East 82nd Street
• 1574 First Avenue

Regular exterminator visit times

The schedule includes recurring visit times such as:

• 1st Saturday, 10:00am–12:00pm
• 3rd Thursday, 7:30am
• 4th Friday, 8:00am–10:00am
• 3rd Tuesday, 1:00pm–3:00pm
• 1st Saturday, 12:00pm–1:00pm
• 2nd Tuesday, 1:00pm–3:00pm
• 1st Tuesday, 12:00pm–2:00pm
• 2nd Friday, 10:00am–12:00pm
• 4th Tuesday, 9:00am–11:00am
• 4th Saturday, 11:00am–2:00pm
• 1st Tuesday, 12:00pm–2:00pm
• 4th Wednesday, 9:00am–10:00am
• 2nd Friday, 11:00am–1:00pm
• 2nd Monday, 10:00am–1:00pm

Important: The website lists building addresses and visit times, but does not explicitly match each building to a specific time slot in the text we have. Tenants should check notices posted in their building or contact management to confirm the exact exterminator day and time for their address.

Exterminator contact numbers

The following extermination vendors are listed:

• Suburban Pest Control – (914) 375-0811
• Metro Pest Control – (718) 392-1322
• Thomas Alvarado – (917) 842-6076

For questions about exterminator access, scheduling for a specific building, or special accommodations, tenants should contact the management office or their superintendent.

• The detailed break-lease policy is provided in the Break Lease document linked on the Rental Policies page of the website.
• Tenants should review that document and contact the management office with any questions before making plans to break a lease.

Insurance

• Tenants are strongly advised to obtain renter's insurance to protect their personal belongings.
• New leases require tenants either to:
• obtain renter's insurance, or
• enroll in the "Legal Liability to Landlord Insurance" program via AppFolio at a cost of $9.50 per month.

Keys

• Tenants are required under the lease to provide the landlord with copies of all keys to apartment door locks so management or building staff can access the unit in case of emergency.
• When moving out, all sets of keys, including mailbox keys, must be returned to the landlord or superintendent.

Moving out

• Tenants must notify management of their forwarding address.
• Tenants should complete the Move-out Checklist available on the Rental Policies page.
• Security deposits are returned within 45 days of the move-out date.
• Management requests that tenants do not call the office during the first week after vacating regarding the status of the security deposit.

Pets

• Pets are generally not allowed in most apartment buildings.
• Tenants who do have an approved pet must keep both their apartment and public hallways clean and free of pet odors and waste.
• Noise or odor complaints related to a pet can result in removal of the tenant and the pet from the building.
• In co-op buildings, pets must be approved by the board before being allowed in the building.
• Tenants should contact management before adding a pet to their household.

Renewal leases

• Renewal leases are typically sent out 90 days before the end of the current lease term.
• Tenants are given 60 days to respond.
• Tenants must respond to the renewal offer indicating whether they will renew or vacate; management cannot assume that a tenant has decided to move out.
• Management does not accept month-to-month leasing on apartments.
• At the end of the lease term, the only options are to renew the lease or vacate the apartment.
• A more detailed policy is provided in the Renewal Lease Clause document on the Rental Policies page.

Rent payments

• Rent is due on the first day of every month.
• Accepted forms of payment include:
• cash
• personal checks
• money orders
• online payments (via the online payment system linked on the website)
• Rent must be received in the management office.
• Tenants are generally given a grace period of about two weeks before a late payment charge is imposed.
• Late charges for apartment tenants are $50.
• Any payment received after the due date is considered late, even if within the grace period.

Roommates

• Each lease lists a primary tenant on the face of the lease.
• Any approved roommates should be listed in the additional clauses of the lease.
• If roommates change during the tenancy, tenants must notify management before the change takes place and provide all required documentation (for example, photo ID and an apartment application).
• A change-of-roommate fee is charged for each new roommate, generally $300–$400, depending on the lease.
• If undocumented individuals are found living in the apartment, additional fees may be charged and the tenant may be subject to eviction proceedings.

For full details, tenants should review their individual lease and the documents linked from the Rental Policies page, or contact the management office.

Ask anyway — the agent will say plainly that it is not published rather than guess.