DHCR Revises Overcharge Form
Shifts Burden of Proof from Landlords to Tenants
By William Rowen
Tenants filing rent-overcharge complaints with the state
Division of Housing and Community Renewal now have a much
harder way to go.
The agency has abandoned the two-page form for overcharge
complaints and fair-market rent appeals that it had used
virtually unchanged since the state took over administering
rent regulations in 1984. It has been replaced by a long,
convoluted six-page form that requires tenants to submit
extensive information at the time they file. DHCR has stated
that they will no longer accept the old form, except for
complaints filed by rent-controlled tenants. The new form
presumes that the tenant filing it is rent-stabilized.
The old form, code-named RA-89 (9/93)was entitled Tenant's
Complaint of Rent Overcharge and/or Excess Security Deposit.
The new form is RA-89 (2/96) and is entitled Tenant's
Complaint of Rent and/or Other Specific Overcharges in Rent
Stabilized Apartments in New York City.
Where the old form asked the tenant to provide a limited
amount of rental information, and to assert the belief that
an overcharge had occurred, the new form requires extensive
reporting on all rent and lease information, as well as
specific allegations regarding the basis and scope of the
claim of overcharge. In other words, the tenant who fully
fills out the new form will have to have information about
the source of the overcharge that very few tenants can
reasonably be expected to have.
Burdensome inquiries
A prime example of the new form's anti-tenant bias is the
request in Line 15 for the tenant to declare whether the
overcharge arises from an MCI rent increase, an individual
apartment improvement rent increase, a service-based rent
reduction, lack of apartment registration, or other
circumstances. DHCR has a history of limiting their
investigation into the tenant's complaint of overcharge to
the specific item listed in their complaint, instead of
performing a complete inquiry into whether the rent is
legal. So the new form tempts the tenant into a Catch-22
situation by asking for specificity on Line 15
.
Most tenants will try to answer precisely. If the tenant
indicates he or she believes the overcharge arose out of an
MCI rent increase, for example, then DHCR will likely
investigate the MCI area alone and deny the claim even if an
overcharge exists based on another area of the rent. First
you see an overcharge, now you don't.
In the past, DHCR has assumed during processing of an
overcharge complaint that the tenant has actually paid the
rent that is listed as the lease rent, unless the landlord
claimed that some amounts had never been actually paid. (A
tenant is reasonably not entitled to recover an overcharge
not actually collected by the landlord.) The new form
requires the tenant to assert and ultimately file proofs of
all rent payments throughout their tenancy, instead of
assuming the rent has been paid or waiting for the landlord
to reply and claim non-payment.
Although the new form advises the tenant to "discuss
[questions about the overcharge] with the building owner,"
and, on Line 6, asks if you have done so, there is no actual
requirement that the tenant must comply with this
suggestion.
Accelerated processing
The new form presents many difficult challenges to tenants
who wish to complain about overcharges and reasonably expect
the state to investigate their claims. Aside from the
shifting of the burden of proof to the tenant, the form
contains other limitations on the right to have the legal
rent set fairly. (See sidebar on how to deal with the new
form.) However, the use of the form does, according to a
DHCR spokesperson, offer tenants an opportunity to have
their complaints processed in a relatively short time,
unlike the current four to six years. DHCR claims that
tenants filing with the new form, when all information is
provided and the overcharge claim is not complicated by
registration gaps, will be processed in "about five months."
The spokesperson further said that the agency would
enlarge the overcharge staff at its offices at Gertz Plaza
in Jamaica, Queens by shifting over 10 employees from the
MCI unit. One-third of the overcharge unit's staff will work
processing the new filings while the other two-thirds
process the agency's backlog.
Similar inquiry form
DHCR has also issued a "wake-up" or "churning" form that is
extremely similar to the new overcharge form.
Met Council's Tenant/Inquilino reported and issued a warning on the
"wake-up" process in last month's issue on page 4. We
reported that tenants who ignore the Request for Additional
Information -- Initial Case Processing, Form RA-89N (2/96) are
at high risk of having their cases closed as having been
abandoned. Tenants should respond to the form immediately
and fully. The advice in the sidebar applies to the
"wake-up" request as well, but the form's paragraph numbers
are not the same as the new overcharge form.
If a tenant receives the form and has a representative,
the tenant should not assume that a copy of the form has
been sent to the representative. A anonymous source in the
agency warned that the rent examiners frequently feel no
obligation to send out duplicate notices, especially since
rent examiners know well that DHCR's goal in sending out the
wake-up forms is to close as many cases as possible.
Fewer rollbacks mean higher rents
The new form will discourage tenants from filing because it
will require them to gather all their papers together before
they file, instead of filing first and sending in proofs
later upon DHCR requests.
An agency spokesperson said that incomplete forms would be
returned with a request to the tenant to complete them, and
that the agency will deem the first filing as the official
filing date. Timely filing is an issue because the statute
of limitations that requires tenants, according to DHCR's
interpretation of the law, to file within four to five years
of an overcharge commencing or lose the right to challenge
the rent forever.
Despite a few advantages in the new form for tenants, DHCR
has essentially front-loaded the overcharge complaint
process against tenants by shifting the burden of proof away
from landlords and requiring tenants to submit vast
information and proofs when they file. This is in direct
accord with the Pataki Administration's stated goal of
lifting the regulatory burden from business. The Governor
has not stated that he would shift it to tenants, although
his anti-tenant stance leaves it as no surprise. This shift
will inevitably result in fewer findings of overcharge, and
ultimately an increase in landlords willing to lawlessly
charge higher rents.
Met Council will prepare an information sheet suggesting
methods of overcoming the anti-tenant aspects of the new
form in the near future.
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