Resident Handbook

Thank you for choosing to rent a property through us.  We are a property management company that leases and cares for homes for a wide variety of property owners.  The following information will be useful to you during the time you reside in one of our properties.

Issuance of Keys

Keys to your property will be issued at 12:00 noon on the day your lease begins.  We will only issue keys during normal business hours. If the day you are entitled to occupancy falls on a Sunday or holiday, we will issue keys on the last business day before you are entitled to occupancy.  All deposits and rent due must be paid prior to issuance of keys.

If you require keys to be issued at a time other than outlined above, a lock box containing keys to the property can be placed at the property.  The fee for placing a lock box is $50.00, of which $25.00 is refundable upon return of the lock box to our office.  All deposits and rent due must be received in our office prior to providing you with the lock box combination.  You must contact our office during normal working hours to obtain the lock box combination.

Moving In

We have made every effort to have you home in good condition for your arrival.  When you pick your keys you will receive an appointment for the Move-In Inspection. We will show up to complete this inspection at the date and time indicated. You do not need to be present. We will leave you a copy of the Inspection form. If you see any pre-exsiting damage or deficiency in the property that was not noted, please turn in a written list within 5 days of the Inspection appointment. of your rental agreement.  The Move-In Inspection form is for your protection. We have made every effort to make sure your home is delivered in a clean condition. Due to the short period of time between residents and the large number of homes we deliver on August 1st we cannot guarantee your home will be fully cleaned when you arrive. If your home is not clean, please call the office and we will send out cleaners within the first two days to complete a general cleaning. This cleaning will normally include floors, counters, appliances, bathroom fixtures and sinks. This does not include blinds, light fixtures, windows, window wells or cobwebs.

Payment of Rent

Your rent is due on the first day of each month in our office. We do not accept cash, please pay by check or money order. Late payments received after the 10th of the month must be paid by money order or bank cashiers check. Rent is paid based on receipt in our office, not the postmarked date. For your convenience we offer the service of debiting your bank account on the first of the month for the rent amount. This service guarantees that your rent will be timely paid and you will not be charged a late fee due to a post-office delivery delay or a lost check. Late fees are levied if your rent is not received by the 5th. If the 5th falls on a weekend or holiday, your rent must be paid by 5:00pm on the preceeding Friday. WE DO NOT WAIVE LATE FEES.  If we waive a late fee for one person, we are treating all others unfairly if we do not waive late fees for everyone. If your lease starts within five (5) days of the first day of the following month, the rent due at possession is not only the prorated amount for that month, but also the full amount of rent for the following month.

Late Fee Policy

If your rent is received one or more days late you will be charged the late fee as set forth in the rental agreement.  Your rental agreement states that rent, late charges, and other legitimate charges will be posted to the resident account.  Payments received are applied to the oldest outstanding charge first.  If there is an outstanding charge on your account when your rent is due, payments will be applied toward the outstanding charges first and then toward the current rent charge.  If the payment is not sufficient to cover past due charges as well as the current rent charge, your current rent will be short.  If the rent is short, you will incur a late charge.  To avoid late charges be sure to pay all rent timely and any charges posted on your account by the time your current rent is due. You can access your account balance through our Resident Portal.

Returned Checks

Your rental agreement states the amount you will be charged for each returned check.  Our current fee is $38.00 for each check returned.  You will be charged this fee even if the check clears upon re-submission to the bank.  In addition, if the returned check is for payment of rent, you will be charged late fees through the date the check clears the bank on re- submission or until you provide certified funds to pay for the returned check.  Depending upon the date the check is returned, you also may receive a three-day notice of non-compliance with your rental agreement.  The charge for posting this notice (currently approximately $25.00) will also be charged to you.

Deposits

When you signed your rental agreement, you gave us a deposit to cover any potential damage to the property, cost of cleaning at the end of your residency, or unpaid rent.  YOUR DEPOSIT MAY NOT BE USED AS YOUR LAST MONTHS RENT.

Approximately two weeks prior to your scheduled move-out date, you will receive a letter from our office that outlines your responsibilities regarding the move-out.  Generally, we want to receive the property clean, and in substantially the same condition as on your move in, normal wear and tear excepted. Your home should be left with left with all fixtures, appliances, and surfaces clean. Carpets should be vacuumed and ready for steam cleaning. The lawn should be mowed and all belongings and trash removed from the premises.

Deposit Refund Policy

This Refund Policy covers any conditions not identified in the written lease which governs the rights and responsibilities of the tenant.  No other written or verbal commitment exists beyond the lease and this written policy.

Refunds will be completed within 30 days of the end of your lease.  All deposit refunds are made by check payable to all the tenants on the lease. With processing costs estimated to exceed the value of the check, no refunds for $1.00 or less will be issued.

We reserve the right to modify this Refund Policy at our discretion or against any customer believed to abuse this policy.  Any such revision or change will be binding and effective immediately after posting of the revised Refund Policy on this website.  You agree to periodically review this web site, including the current version of this Refund Policy.  Our refund policy is made available on this web site.  It is your obligation to review our refund policy for any such revisions.

Gas and Electric Service

For the large majority of our properties, gas service is provided by Black Hills Energy and electric service is provided by Westar Energy. Please contact these companies at least two weeks prior to your move in date to make sure these services are on when you move in. We do not always keep services on between residents.

Telephone & Cable Service

Telephone & cable service typically takes a few days to get set up.  Should you require additional lines or phone jacks, it is your responsibility to pay for any changes made.

Maintenance

Maintenance and repairs are generally the items of most concern to our residents.  For maintenance emergencies, please call our maintnenace staff at 785-979-5829.  If you reach are answering machine please leave a message and we will return your call within 30 minutes.

Minor maintenance issues should be reported to the office during normal business hours.  It may take as long as two weeks to complete minor repairs.  As property managers, we are required to get permission from the property owner prior to undertaking many repairs.

You will be billed for a service call under the following circumstances:

  • You scheduled a service call appointment and failed take care of a pet that prevented us from completing the work order.
  • You requested service for a non-existent problem.  This includes re-setting a breaker or Ground Fault Interrupter (GFI) to restore electrical power and re-setting a breaker on a garbage disposal.
  • The problem was caused by improper use of the provided facilities.  The classic case is the child who flushes a toy or other item and which results in a clogged sewer line.

Specific Maintenance Issues

Please pay particular attention to the following maintenance items:

  • Washing machine hoses.  Should a washing machine hose break on a washing machine provided by you, you will be responsible for the cost of returning the property to good condition.  Washing machine hoses are not designed for constant pressure.  Water to the washing machine should be turned off at the wall between uses.
  • Cold Weather Warning: Your thermostat cannot be turned down below 65 degrees or turned off during the winter months in order to keep the pipes from freezing and/or bursting, especially when you are out of town. Garden hoses must be disconnected from the outside water hydrants or spigots when temperatures are expected to be below freezing. If pipes freeze and/or burst due to your negligence of turning the thermostat too low or letting the utilities get shut off, you will be responsible for the cost of returning the property to good condition.

Renters Insurance

Renters insurance is required for residence in our homes. Renters insurance protects your personal property from the unexpected. The owners insurance will not cover your personal property. If your items are stolen or destroyed, renters insurance will provide the funds to replace them. Renters insurace will also provide liability insurance which will protect you against lawsuits or property damage resulting from your property or personal activities. Please provide proof of renters insurance with a liability coverage of at least $100,000.