07/19/10

Resident Handbook

This handbook contains information which we hope will make your residency easier and answer the common questions asked by our residents.  We hope you enjoy your rental experience with River City Real Estate, and remember - we're here to assist you.

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OFFICE HOURS are 8:00 AM to 5:00 PM Monday through Friday.  All routine communications should be directed to our staff during business hours.  After business hours, there are voice mail and e-mail options for you to choose.  Please leave a detailed message,  including your name, your phone number and where you live.  All calls will be returned the following day.

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RENT is due on the first (1st) of each month.  Please make your check payable to: River City Real Estate.  Please, make sure your payment is marked with the property address and apartment number, so we can appropriate the payment properly and efficiently. 

DELINQUENT RENT: If rent is not received before the close of business on the third (3rd) of the month, a fifteen percent (15%) late fee will automatically be charged to your account.  It is your responsibility to ensure that your payment is received by the office no later than 5:00 PM on the 3rd of the month.  We are not responsible for Post Office delays or any other reason for late payment. 

RETURNED CHECKS:  Checks returned for insufficient finds or any other reason will incur a $100 (or maximum allowed by law) returned check fee, in addition to the standard 15% late fee.

AFTER HOURS DROP-BOX: The after hours drop box is located opposite the main entrance to our office at the Parachute Factory on the corner of 3rd Street and Decatur Street.  If you are unable to deliver rental payments during our business hours, or if the 1st-3rd of the month falls on a holiday, weekend or holiday weekend, then you will need to deliver your payment to the drop-box.  Click here for google maps street view

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SECURITY DEPOSITS may NOT be applied to your last month's rent.  Security Deposits are fully refundable (minus $300 Capital Cost Recapture) within forty-five (45) days of a resident's vacating, provided the following conditions have been met.

    - Occupancy has been terminated

    - Full term of lease agreement has expired

    - An inspection shows the property to be in a clean/satisfactory condition

    - All rooms and all appliances have been cleaned

    - All trash and debris have been removed from the premises

    -All keys, including mailbox keys and parking passes have been returned.  There will be a $50 charge for each parking pass not returned and a $100 fee for each set of keys not returned to the office.

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CANCELLATION OF LEASE: All leases through River City Real Estate are self-renewing.  If you plan to move out of your apartment at the end of your lease term, a ninety (90) day written notice to terminate your lease agreement must be given on or before the first (1st) of the month - prior to the expiration of your lease.  All lease cancellation notices must be in writing and will not be considered official until submitted to the office.  Once submitted, our office staff personnel will sign and date your notice.  If notice is not received, or is received late, your lease will automatically renew for 12 months at an increased rate ($25 for an apartment less than $1000 per month, $50 for an apartment over $1000 per month).  *See Re-Rent Protocol section if you are unable to continue living in your apartment and your lease has renewed*

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RENTERS INSURANCE is not required, but highly encouraged.  River City Real Estate is not responsible to damages to your personal property, nor will it's insurance cover costs of damages to said property.

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EMERGENCIES: After normal business hours and on holidays and weekends, you may need to contact our after hours maintenance staff.  The after hours maintenance pager can be reached at (804) 659-3126.  when prompted please input the number of the telephone you are calling from and press the pound key.  A technician will call you shortly.  REMEMBER: An emergency is a hazardous or life threatening situation.  Examples of emergencies are: Loss of Heat, exposed/sparking electrical wiring, or a major water leak.  A clogged toilet, or non-working appliance is not considered an emergency situation.

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UTILITIES should be arranged for connection as early as possible, as some utilities may require up to three (3) days notice.  Listed below are the phone numbers you may need to have the utilities connected in your name.

    - Gas Service

      City of Richmond, Department of Public Utilities    (804) 644-3000

    - Electric Service

      Dominion Virginia Power                                (888) 667-3000

    - Cable / Internet / Telephone

      Verizon FiOS                                              (888) 829-3011

       Comcast                                                   (804) 266-1900

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MOVE-IN : Your apartment unit underwent a general cleaning upon it's entrance to the market.  Unless otherwise specified the unit will be delivered in "AS-IS" condition.  To protect the resident from responsibility for pre-existing conditions in the apartment prior to their occupancy, the tenant will provide a list of areas in question within five (5) days of moving in.  River City Real Estate does not conduct move in inspections.

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PARKING : All vehicles should be parked in designated areas or on the public street where allowed.  If the unit you are renting has an assigned parking lot, you will be responsible for properly displaying the provided parking pass.  River City Real Estate is NOT RESPONSIBLE for the towing of any vehicle.  NOTE: There will be a $50 fee for replacement of the parking pass, or if the pass is not returned upon move-out.  Should your parking pass become damaged, or torn, the office will replace it at no charge.  CARS WITH PAST DUE REGISTRATION OR INSPECTION, CARS PARKED IN MORE THAN ONE SPACE, OR CARS PARKED WITHOUT A PROPERLY DISPLAYED PARKING PASS WILL BE TOWED AT THE OWNERS EXPENSE!!  If your vehicle is towed for any reason, contact USA Towing at (804) 355-5833.

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MAINTENANCE REQUESTS : All maintenance requests MUST BE MADE IN WRITING.  You may submit a maintenance request through our website's request link, via e-mail to rivercitymaintenance@comcast.net, or in person at the office. Residents are responsible for the repair of all "resident-caused" maintenance issues (i.e. broken glass, clogged toilets, damage to appliances) and charges may be assessed for such repairs.  Resident's are also responsible for their invitees.  Should a guest damage the property, the resident that guest was visiting will be held responsible for the repair.  Please remember that according to your lease agreement and the Virginia Landlord Tenant Act, we may enter the property for many reasons, but specifically for maintenance issues.  There may be times when maintenance will have to enter your apartment unit to complete existing repairs.  Upon submitting a maintenance request, you are giving permission for a maintenance technician to enter your apartment unit.  Please note that maintenance technicians will not enter your apartment unit to complete a repair if your pets are not contained to a crate or room separate from the area in need of repair.  Your repair will be prioritized by daily importance and completed promptly.

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RE-RENT PROTOCOL : If you are to enter a situation in which you need to terminate your lease, you will need to "re-rent" your apartment.  The protocol is as follows:

    - You will be responsible for finding a new, qualified resident to sign a new 12-month lease on your apartment in "AS-IS" condition.  In order to find a new resident, we suggest you advertise through your friends, online social networking groups, or on craigslist. 

    - Once you have found someone who is interested in moving in to your apartment, you will need to have them apply.  This can be done either through our website link, or if you would prefer, you can pick a few applications up from the office and have them fill the application out when they view your apartment. 

    - Next, we will need to process the application.  This should take no more than one business day from the time we receive it, either online or when you bring a completed application to us. 

    - Once approved the new resident will sign a new 12 month lease on your apartment, on a date negotiated between the two of you. 

    - They will be responsible for submitting a new security deposit.  Your deposit will be refunded to your forwarding address thirty (30) to forty-five (45) days after the new resident(s) move in. 

    - There is a fee equivalent to one month's rent (less utility and pet fees) due to River City Real Estate from the outgoing resident for this transfer to occur.

    - You must pay the re-rent fee, and sign the re-rent protocol form before an agent can complete the paperwork.

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ROOMMATE TRANSFERS : For any reason, should you have to replace a roommate, the following steps must occur:

    - The outgoing resident is responsible for finding a new resident to take their place.  Though it is suggested for all roommates to assist in finding the new roommate.

    - The remaining roommates MUST agree on the new person you are bringing in.  

    - The new resident must be qualified through River City Real Estate. 

    - The new resident and remaining roommates will need to sign a new 12 month contract on the apartment. 

    - There is a fee of $150 for a roommate transfer. 

    - The new roommate will need to cover the security deposit amount of the outgoing roommate. (Deposit amounts are subject to change depending on the combined credit of all roommates remaining)

    - The outgoing roommate will be refunded their portion of the security deposit thirty(30) to forty-five(45) days after the new lease begins.

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APARTMENT TRANSFERS : If you decide to transfer from one River City Real Estate property to another River City Real Estate property prior to the completion of your current lease terms:

    - Meet with a leasing agent to discuss the available options, and which will suit your needs most efficiently.

    - Once you have decided on a new apartment, you will need to put down a new security deposit on the new apartment. 

    - You will then sign a new 12 month lease on the new unit.

    - Your security deposit will be refunded to your new address thirty(30) to forty-five(45) days after the transaction is completed.

    - There will be a $300 transfer fee assessed to your account and removed from your security deposit prior to its refund.