We hope this document will answer some basic questions and provide assistance.  Please note that it is a work in progress and not comprehensive.  Please review your lease thoroughly.

 

Introduction

Office Location:

Our office is located at 915 Louisiana St.  It is the first building south of the Central National Bank facility at 9th and Louisiana Streets

Office Hours:

Our office is generally open from 8:30 a.m. to 12:30 p.m.  and 1:30 p.m. to 4:30 p.m., Monday through Friday.  Since we are often out of the office at properties, please call ahead for an appointment. There is a drop box at the front of our office for document and payment deliveries when the office is closed.

Phone numbers, web address, email address:

ERES Telephone:  (785) 749-6084  (There is a call routing system.  Please follow the menu instructions.)

Website URL: http://www.eresrental.com/

Email Address: eres@sunflower.com

 

This guide is intended to assist our residents with common questions and to provide helpful information.  The lease and its attachments remains the official policy document. Please make yourself familiar with its provisions.  We welcome suggestions for improvement of this document.

 

 

Table of Contents

 

Application Procedures

Required forms

Guaranty requirements

Application fee

Approval time period

Move-In Procedures

Security Deposit and Signed Agreements

Scheduling requirement

Utility services

Cable TV/Internet/Broadband

Condition Inventory

Condition Expectations

Renter’s Insurance

General Occupancy Topics

General Occupancy Agreement

Rent Payment

Late Fees

Returned Checks

Pet Policies

Automobiles and Parking

Trash

Disturbances

Alterations and Redecorating

Tenant Telephone Numbers and Email Addresses

Communication between Roommates

“Jointly and Severally Liable”

 

Maintenance Requests

Emergency or Non-Emergency

Tenant Maintenance Responsibilities

Maintenance Request Procedures

Proper use requirement

Utility connection requirement

 

General Maintenance Topics

Keys and Locks

Lock-outs

Light Bulbs

Insect/Pest Control

Windows, Storm Windows, Screens

Plumbing

Plumbing Leaks

Toilets

Sinks/Garbage disposals

Air Conditioning and Heating System Operation

 

Air Conditioning-Cooling

 

Furnaces-Heating

Appliances

Range

Refrigerator

Dishwasher

Garbage Disposal

Clothes Washer

Clothes Dryer

 

Care and Cleaning of the Property

General Routine Cleaning

(Text to be added)

Yards, Landscaping, Patios/Porches

Yard Cleaning

Landscape Care

Parking in Yards

Safety and Security Topics

Grills

Candles, Fireworks, Smoking

Smoke Detectors

Keys

Lease Assignments and Roommate Changes

Lease Assignment (sublease) Policy and Agreement

Roommate Change Policy and Agreement

Move-Out Procedures

Security Deposits

Cleaning

Scheduling

Carpet Cleaning

Prorated Rent

 

Appendix

 

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Section 1.  Application Procedures

Required forms

Application forms are available at the office or can be downloaded from the ERES website.  They need to be completed with as much detail as possible, signed, and submitted to the ERES office.  For your convenience you can choose to submit the form by fax or email and pay any application fee by using the on-line service accessible from our website.

Guaranty requirement

Many applicants will be required to have a third party (parents, sponsor, etc.) guaranty the financial terms of the lease.  The application form and guaranty agreement is available for download from our website or can be picked up at our office.

Cost, credit check, background check

We typically charge an application fee to cover a portion of the charges from our screening service.  Upon receiving a completed application and any required application fee, we will conduct a review of the applicants.  This may include, but is not limited to, a credit report, a court records search, employment verification, and a check of prior rental histories.

Time frame

Our screening service usually reports on an application submission with 24 hours.  We attempt to complete the approval process in no more the 48 hours from the date a completed application is submitted.  You can minimize delays by making sure the application is complete and accompanied by the application fee.  You can use the on-line payment service for the application fee if you are making the submission by fax or email.   A link to this service can be found at the “Resources and Links” page on our website.  

Review lease

Once your application is approved you will be asked to enter into a lease agreement.  The lease is a very detail document that will be legally binding on both Landlord and Tenant.  The form is available for prior review at our office.

 

Section 2.  Move-in Procedures

Security Deposit and First Rent Payments

Most properties require the payment of a security deposit that must be paid before or at the time a lease is signed.  The amount of the security deposit is typically approximately equal to one month’s rent.  Occasionally, special provisions or partial deposits are offered.  The security deposit will be refunded to you according to the terms of the lease and state law.  The first month’s rent is also due prior to move-in.

Signed lease and guaranty agreements

The lease and any required guaranty agreements must be signed and delivered to our office before you can receive keys to the property and move in.

Scheduling

Our office will assign a check-in time and telephone and/or mail a notice to you.  If the assigned time does not work for you and you contact us well in advance of the check-in date, we will try to accommodate your schedule.  If you are planning to move in on or around August 1, please remember that staff availability is limited.  Since so many people move at this time everyone’s resources are strained and delays are to be expected.

Utility Services

If you are required to arrange for your own utility services, you will need to contact the providers well in advance.  We recommend several weeks advance notice to insure timely utility service.  If ERES receives utility bills for a period within the term of your lease, you will be charged significant service fees.

Utilities and services that you may need to Providers are listed below and many can be access via the Internet.  Links to many providers can be found on this website.

Gas - Aquila

Water/sewer/trash – City of Lawrence

Electricity – Westar Energy

Cable TV/Broadband – Sunflower Broadband

Telephone – AT&T, Sunflower Broadband (others are available)

Internet Connections

Because of changing technologies some problems may arise if you are attempting to use a cable internet connection such as from Sunflower Broadband.  If it is determined that the cable into the dwelling is inadequate for Sunflower’s signal, please contact our office for assistance.  If the service connection is adequate but you lack cable outlets in specific rooms or locations within the dwelling you will need to purchase your own wireless networking devices.  Such equipment is readily available and relatively inexpensive. 

Condition inventory

Both landlord and tenant are required to inspect the rental unit within five days of move-in and to make a written record of the condition of the premises. The move-in inspection is important documentation of any existing damages to the property so at move-out you will not be charged for them. In almost every case this inventory is completed as part of the scheduled move-in appointment.  If after move-in you discover a pre-existing defect that you believe might be considered “tenant damage” please document the concern and send us an explanatory letter.  You should retain a copy for your records.  What is most important to you and the ultimate disposition of your security deposit is “damage” as contrasted to “ordinary wear and tear”.

Condition Expectations

It should be understood that you are renting or have rented the property in “as is” condition unless agreed otherwise by both parties in writing.  If, after you move in, you want improvements or changes made to the property that exceed normal maintenance or repair you may be required to negotiate a new lease with a higher rent rate.

The majority of rental properties in Lawrence turn over on or around the first of August.  As a result all maintenance and cleaning contractors are struggling with an overload of work.  We will make every effort to insure that the property is clean when you move in. However, under the circumstances it is to be expected that there might be some minor oversights or deficiencies in cleaning.  Please remember that you have agreed in the lease to, if needed, perform minor supplemental cleaning at move-in.  If more significant problems are discovered we need to be informed.  Please provide written details so we can address them effectively. If we do not receive any notice concerning inadequate cleaning within 5 days after the move-in date, it will be assumed that there is no objection to the condition.  Please remember that you are required to leave the dwelling thoroughly clean when you move out even if you did some supplemental cleaning at move-in.

Required Repairs after Move-in

In some instances a need for normal maintenance or repair (as opposed to improvements) is discovered at the time of move-in or shortly thereafter.  We ask that you submit a maintenance request with details of the problems.  Please be aware that often we have not been notified by the prior tenants of these problems and that with the shortage of repair contractors as mentioned above the repairs might not be addressed immediately.  Unless the problem requires immediate attention, please be patient but contact our office if the contractor has not taken care of the issues in a reasonable amount of time.  Obviously, if you have an urgent problem you should contact us immediately.

Renters’ Insurance

Insurance on resident’s furniture, personal property and personal liability is recommended.  The insurance of the property owner covers the owner’s property only. It does not cover any of the resident’s property. It is strongly recommended that each resident purchase renter’s insurance. If you are a student, you may be covered under your parent’s homeowner’s policy. It is suggested that you check with your parent’s insurance agent.

 

 

Section 3.  General Occupancy Agreement and Topics

 

You have agreed to the following general occupancy conditions:

Payment of rent

Rent is due on the first day of the month.  Late fees will be assessed on any amounts remaining due after 5:00 p.m. on the 5th day of the month. 

Payment can be mailed to our office.  Please allow sufficient time for delivery by the due date.

Payment can be deposited in the drop box located at the front of our office.  The drop box has the label “ERES” on the front.

Payment can be made using an online service.  There is a link on the Resources/Links page of our website to the service.  You should allow three days for the payment to be transferred to us.

Late Fees

Late fees are automatically charged to your account for amounts due and unpaid as of 5:00 p.m. on the 5th day of the month.  Late fees continue to accrue for each day the charges remain unpaid.  Please remember that all co-tenants are equally responsible for all terms of the rental agreement, including the full payment of rent.

Returned Checks

If a check or online payment is not honored for any reason, a fee of up to $30 may be applied for the returned check.  In addition, late fees will apply if the account is delinquent.

Pet Policies

We cannot accept pets at most of our properties.  The few exceptions require a written agreement.  In no case would we allow a pet that might constitute a danger to others because of size or temperament.

Pets that are “just visiting for a few days” are not allowed and can be especially problematic.  They may be more likely to cause damage than a well-acclimated pet.

Automobiles and Parking

Only park in approved areas.  You have agreed to not park or drive vehicles on or through the yard, or allow others to do so. Moving van and trucks should be parked on the street and belongings carted or carried to the dwelling.

Some properties require a parking permit.  Please contact the office if you are uncertain about parking questions or are having difficulties with unauthorized parking.

No automotive repair or rebuilding (including changing of oil) shall be permitted on the premises and no automotive parts or refuse may be kept on the premises.  This provision is required, in part, because of safety, hazardous waste, tire disposal, visual blight, and city environmental code violation issues.

Trash

(This section to be added)

Disturbances

Noise issues are especially important if you live in an older apartment building or unit with common walls and/or floors.  Please respect your neighbors.  It is a violation of the lease and city ordinance to disturb the peace of your neighbors.  Although is hard to set absolute limits, we would think that after about 10:00 p.m. stereos, televisions, etc. should be turned down and any noise should be severely limited.  If you plan to have a gathering with more than one or two guests, it would be a good idea to visit with your neighbors about it in advance.  This can help avoid conflicts.  If you have problems with tenants in nearby properties that you have been unable to resolve by talking to the neighbors or calling the police, please let us know.  We can lodge a complaint directly with the property manager or owner. 

Large parties and/or “keg parties” will likely result in a lease violation, damages to the property, and a citation by the police for violation of the “noise ordinance”.  Please don’t have them. 

Alterations and Redecorating

If you have any questions about this topic please contact our office.

Lease Excerpt:    “Tenant agrees not to make any changes, alterations, modifications, additions, repairs, or improvements of any kind whatsoever to the premises without prior permission from Landlord.  Tenant agrees to not install window air conditioners without Landlord’s permission.”

Ceiling/walls:  If the dwelling has sheet rock walls (not old plaster), small pins or tacks may be used to attach posters or pictures.  If the dwelling has old plaster walls or has picture molding, no screws or nails may be used to hang pictures or other items.  Please contact our office for instructions.  No ceiling hooks, shelves, brackets, braces, towel bars or racks, mirrors, lights, or any other type of fixture of hardware shall be attached to any part of the premises.

Floor:  Tenant agrees to protect floors and other surfaces as much as possible.  For example, if bricks or concrete blocks or the like are used, then a pad of some kind sufficient to protect the floor must be used.  Also, a non-porous tray of sufficient depth to prevent water overflow must be used under all houseplants.  (Most clay accessories are porous and should not be used for trays.)

Trim/doors/cabinets:  No nails, screws, staples, or other fasteners shall be used on wood trim, doors, or cabinets.  Please be particularly careful with the woodwork.  Damage to woodwork is very expensive to repair.  Often “antique” woodwork cannot be repaired and must be replaced at an extremely high cost.

Exterior:  No holiday lights may be attached to the dwelling using nails, screws, or any fastener that may penetrate or damage the paint or material beneath. 

 

Telephone Numbers and Email Addresses

It is critical that we have your current telephone number and email address.

 

Communication Among Roommates

It is common for roommates to fail to communicate important information such as showing appointments, maintenance appointments or needs, financial issues relating to the lease or utilities, etc.  We recommend that all living groups find a method of information dissemination.  Solutions include message centers such as dry-erase/bulletin boards, and the appointment of an individual as a “secretary and treasurer”.

 

Jointly and Severally Liable

It is very important that you understand the “jointly and severally liable” provision of our lease.  Basically, this means any one individual on the lease may be held responsible to the Landlord for unpaid rent or charges for damages owed because of non-compliance by any of your roommates.  If you are held liable for such charges or damages and you believe they should be the responsibility of your roommate(s), you might have legal recourse against that roommate.  We will not decide who is responsible and pursue payment from that individual only.  It is important that you choose your roommates carefully.

 

Section 4.  Maintenance Requests

Emergency or Non-Emergency

If you have a maintenance emergency call 749-6084 immediately. If it is after hours be sure to go to extension #2 and follow the prompts for emergency contact telephone number.  If your problem is urgent, but not an emergency call the office and follow up with a written maintenance request.  Please submit written requests for all other maintenance and repair matters.

Examples of a maintenance emergency might include, but is not limited to, the following:

q       No Heat (in the winter)

q       Free flowing water from a broken pipe or appliance (see plumbing)

q       No usable toilet in the dwelling

q       Sewer backup (see plumbing)

 

Examples of an urgent maintenance problem that is not an emergency might include the following:

q       Non-functioning appliance

q       Non-functioning air conditioner

q       Backed up sink (if the other drains are working)

 

Tenant Maintenance Responsibilities

Please consult your lease to determine if lawn care, snow removal, and landscape care are your responsibility.  This varies by property.

Examples of maintenance items that are most likely your responsibility might include the following:

q       Light bulb replacement (unless the fixture is not reasonably accessible)

q       Periodic smoke detector testing and battery replacement (if applicable)

q       Insect control (see “Insect and Pest Control” below)

 

Maintenance Request Procedures

You can download a maintenance request form this website.  Please see “Emergency or Non-Emergency” section above.

Proper Use Requirements

If maintenance is required because of tenant/guest damage or improper use of an appliances, or systems, we will have to pass the expense on to you.

Utility Connection Requirement

It is likely that you are required to contract for all utility services. (Please consult page 1 of your lease).  If our maintenance contractor has to make a trip to your property and the problem is a result of a disconnected utility service, we will have to pass the expense on to you.

 

Section 5.  General Maintenance Topics

Keys and locks

It can cause a considerable amount of damage and/or added maintenance costs if you change or add locks.  The lease specifies that you may not change or add locks without permission and that if any lock is added or changed by Tenant without permission a significant maintenance and administration charge for each instance will be assessed.  If your lock is not functioning properly or you have other concerns please contact our office.

Lock-outs

Since we have to expend time, driving costs, and/or after hours maintenance charges, we must charge for lockouts.

Light Bulbs

You are responsible for replacing light bulbs that burn out during the lease term.  ERES will only replace bulbs if they are missing at move-in or if you cannot reasonably access the light fixture.

Insect and Pest Control

It should be expected to see insects in every dwelling. Usually, they are harmless and seasonal.  Problems with more troublesome insects such as ants or roaches during the lease term are usually the result of poor housekeeping and/or insect eggs inadvertently introduced by Tenant.  Eliminating the source of food or other attraction and placing the appropriate poison bait or trap will usually solve the problem.  You can purchase insect remediation supplies at most hardware, grocery, or general merchandise stores.   Infestations such as these that are not inherent to the property are your responsibility.  Please contact ERES immediately if pests such as roaches or fleas are present at move-in, if there is strong evidence to believe pests are coming from another unit in the building, if you think you think you see termites, or if the insect problem is not within your control or responsibility.  ERES will not employ exterminators due to the presence of seasonal insects or pests such as flies, mosquitoes, bees, wasps, moths, mice, etc.  If you would like suggestions for dealing with pests, please contact our office. 

Almost every property will occasionally have mice. They can usually be easily controlled with traps and products commonly available in grocery and hardware store. 

Mice will usually appear in the fall when looking for winter food and shelter.  They are best discouraged by keeping food products stored in secure glass or plastic containers, by keeping your kitchen clean and by empting your trash regularly to remove a food source.  Mouse- traps can also be purchased.  Read the directions for use of this product.

Section 6.  Plumbing

Leaks

It is very important to minimize damage by stopping the spread of water as quickly as possible.  If you have a leak in a water supply line shut off the water to the house or apartment and call the office and emergency maintenance contact immediately.  If you have a leak in a waste line, stop using any faucet or appliance that would put additional waste water into the line and contact the office.

Blocked Drains

If you have a sink that isn’t draining try to remove any blockage you can reach and use a plunger to try to open the drain.  If you cannot open the drain yourself you can submit a maintenance request.   If the main waste system is blocked and water is rising out of a floor drain stop using any faucet or washer immediately and contact us for maintenance.

Toilets

Only toilet tissue should be flushed.  Please do not flush other heavier paper, plastic, or feminine products.  These will often plug the waste pipes.  You could be charged for opening the drain if it is determined you are responsible for the blockage.

If your toilet becomes blocked first try using a toilet plunger push the blockage through.

If water is backing up at laundry, kitchen, or other bath drains please contact our office and do not use faucets or laundry facilities until after the problem is corrected.   After hours maintenance information is available at 749-6084, extension 2.  

If the toilet “runs”, the water filling the tank does not shut off, the “flapper” is usually the problem.  You can remove the tank lid and manually close the flapper.  Often the connecting chain is tangled or there will be some other obvious reason for the problem.  If these preliminary measures do not solve the problem, please submit a maintenance request.

If the toilet is overflowing, immediately shut off the water supply at the valve between the water supply and the toilet tank.

Sinks and Garbage Disposals

Garbage disposals and/or kitchen sink drains often become blocked because of improper use.  General guidelines are as follows:

q       Only relatively small amounts of certain foods should be put through the garbage disposal.  If you have large quantities of food waste please put the majority of it in the trash and, while running cold water, use the disposal for the remaining scraps. Anytime you put anything in your disposal make sure you run water for about 30 seconds.  This will make sure you get the longest life possible out of the disposal and minimize the chance of drain blockage.  (Large amounts of waste put through a disposal too quickly with an inadequate water flow will almost certainly plug the drain line, and it is not an environmentally sound practice to discharge large amounts of organic matter into the sanitary sewer system.)

q       Foods and items that should never be put into the disposal include: Broken plates or glasses, any metal, cigarettes and butts, shot glasses, marbles, rocks, bones from animals, hamburger, bacon grease or other cooking fat, corn cobs and husks, broccoli stalks, etc.   The following types of items can only be put through the disposal in very small amounts:  potato skins or starchy items like potatoes, pasta, and rice, lettuce, and other fibrous fruits and vegetables.

q       Grease or fat should be poured into a container and disposed of with trash.

 

Garbage Disposal Maintenance

If your garbage disposal is jammed you should try to clear it yourself before submitting a maintenance request. The following are some preliminary steps you can take if your disposal is plugged.  If you have any questions about these instructions, please contact the office.

q       Try pushing on the red reset button at the bottom of the disposal.

q       Clear obstructions from the disposal. (Make certain the power is off before reaching into the disposal.)  There are several ways to do this.  You can use a wood stick such as the handle of your drain plunger or a broom handle to rotate the blades, or you can use the key (Allen wrench) that comes with the disposal.  Insert the key into the hole into the center of the bottom of disposal and turn it backwards.  Once the mechanism is freed you might need to reach in and pull out object that has caused the jam.

q       After freeing the grinding mechanism, press the reset button, turn on the power, and try operating the disposal again.

q       If these measures are unsuccessful, please contact the office.

 

 

Section 7.  Air Conditioning & Heating System Operation

 

 

Air Conditioning-Cooling

 

Set the thermostat to 78 degrees. Setting the thermostat down to 72 would increase your cooling costs 12% to 47%, depending on where you live. If you are leaving for only a few hours, set your thermostat about 5-8 degrees higher than you usually have it. For every degree you raise your thermostat above 75 degrees you save about 5 percent on your air conditioning bill. If you turn your unit off, any potential savings may be lost when you try to bring your temperature back to where you are comfortable.

In 2 story dwellings it is helpful to make certain the registers in the upper level are fully opened and the registers on the lower level are slightly closed.  This will help counter the tendency for cool air to pool on the lower lever.

Do not set the thermostat lower than the desired temperature when you first turn it on. It will not cool faster; it will only cool to a lower temperature than necessary, waste energy and/or cause the system to freeze up.

While you are at home, flip the switch on the thermostat for the fan setting to FAN ON, not AUTO. This will run the indoor fan nonstop. The outside A/C unit will still cycle with a call for cooling from the thermostat. The constant air moving will keep you cooler. You can probably keep the thermostat a degree or two higher then normal and still feel comfortable. You will also maintain a more even temperature between upstairs and downstairs. This will SAVE you MONEY because the outdoor condenser will not come on as much!  Set the fan switch to AUTO during the day if you will be gone.

Do not position heat-producing appliances such as televisions or lamps near the thermostat. The heat they produce “fools” the thermostat and causes the unit to run longer than necessary.

Keep out sun. Draw draperies, blinds, or shades. Keep storm windows closed. Limit heat and humidity producing tasks like cooking and laundering to early morning or late evening. Use kitchen and bathroom exhaust fans sparingly. Close all unnecessary openings such as fireplace dampers, doors and windows.

Fans can also help cool your home. While fans cannot replace air conditioners, they can provide supplemental cooling, especially on mild summer days. Substituting fans for air conditioners can save 60% or more in energy.

It is usually better to keep window closed during air conditioning season especially when it is very humid outdoors.  When you close the windows and resume a/c use it takes a lot of time and energy to remove the indoor humidity and begin effective cooling.

Keep outside condensing unit clean and clear of debris.

Furnaces-Heating

Fall furnace checks

We recommend that you check the furnace operation before really cold weather arrives and repairmen are busy.  Be aware that when a furnace is operated for the first time in the fall there is often a slight smell at start-up.

Minimum settings in winter

At any time of year when the outside temperature might possibly drop below 32° Fahrenheit, your thermostat should be set to no less than 60°.  Make certain the switches are positioned to “heat” and “auto”. 

Winter Absences and Cold Weather.  Do not turn the heat off during the winter break periods.  You will be responsible for clean up and damage repair if you allow the water pipes to freeze and break.  You might turn the thermostat down to around 60° to save on heating costs.  However, do not set it so low that pipes might freeze if we have unusually cold weather.  If at any time we experience unusually cold weather (single digits or below in degrees Fahrenheit) the following tips might help prevent freeze-ups.  If you have a sink on the outside wall of the dwelling, you should consider allowing the faucet to drip slowly and leaving the cabinet doors below the sink open. This will keep the water moving slightly and allow warmer air to circulate near the plumbing.  Please call ERES if you have questions.

Seasonal register adjustment

In 2 story dwellings it is helpful to make certain the registers in the upper level are partially closed and the registers on the lower level are fully opened.  This will help balance the distribution of warm air.

Section 8.  Appliances

Range

(This section to be added)

Refrigerator

(This section to be added)

Dishwasher

Use only detergent that states it is for dishwashers only.  Do not use dish soap and do not overfill the detergent dispenser.

Scrape excess food from plates before putting them in the dishwasher

Garbage Disposal

(see Plumbing-Sinks & Garbage Disposal)

Clothes Washer

Do not overload machine, this will damage the machine. Please do not dye clothes in the machine.

Balance the load by distributing clothes evenly around the washtub.  Open the lid and re-balance the load if the machine vibrates excessively in the spin cycle.

Clothes Dryer

Empty lint trap frequently, but doing this you will save time and money. The amount of lint collected in the lint trap will slow the drying process down causing the dryer to run longer.

Dryer is used for washed clothes only

Section 9.  Cleaning & Care of the Property

This list is a suggested minimum routine cleaning that should be performed weekly or bi-weekly.  Maintaining the cleanliness of your dwelling will enhance your quality of life, comply with your rental agreement, and make move-out cleaning much easier.  (See Move-out Cleaning Suggestions)

  1. Vacuum carpets, sweep/mop other floors
  2. Dust/sweep cobwebs
  3. Wash dishes and clean sink/countertops
  4. Clean/wipe down kitchen appliances
  5. Pick up clothes and other belongings
  6. Clean Bathrooms: Wipe down mirrors and counters, clean toilet and tub, clean shower walls
  7. Sweep off porches and patios
  8. Pick up trash from the yard
  9. Perform landscape maintenance (if required)
  10. Take out trash
  11. Pick up any trash from the area around the trash cans or other receptacles

Section 10.  Yards, Landscaping, Patios, and Porches

Porches and Patios

Upholstered furniture or other furniture intended for indoor use, especially couches and armchairs, cannot be kept outdoors or on porches. 

Patios and porches should be kept clear of all debris.

Yard Cleaning

(This section to be added)

Landscape Care

We want to keep landscaping as attractive as possible.  If your lease specifies that we are responsible for mowing and you feel our landscape contractor is not performing properly, please let us know. 

If the lease states that you are responsible for yard care and you fail to adequately maintain the yard (mow, pick up trash, remove weeds and seedling trees, trim hedges, rake leaves, water plants, etc., we can have the work done and bill you for the cost.   Also, if you do not adequately water the landscape plants we may use your water service for normal landscape care.

Parking in Yards

You have agreed to not park or drive vehicles on or through the yard, or allow others to do so. Moving van and trucks should be parked on the street and belongings carted or carried to the dwelling.

Section 11.  Safety and Security Topics

Grills

Your lease specifies that you shall not have any open flame within ten feet of your dwelling.  Grills are a common cause of house fires.  In addition to the prohibitions in your lease agreement, the Lawrence Fire Code has additional restrictions.  Click here for details from the Lawrence Fire Department.

Candles, Incense, Smoking Materials, Fireworks

These are a very common cause of often-disastrous home fires.  We discourage the use of any combustible materials in or around your dwelling.  Besides the danger of fire, the residue from any of these materials may cause you to be liable paint damages at move-out.  Please review your lease for more details.

Smoke detectors /Fire Extinguishers

We will provide working smoke detectors as required.  It is the tenants’ responsibility to periodically test the smoke detector and to replace the battery if needed. If you find that a smoke detector has been removed or no longer tests correctly, please contact our office immediately. The smoke detector should never be disabled.

The smoke detector may “chirp” occasionally if the battery is at the end of its useful life-replace the battery. If you are unable to open the detector contact the office.

Fire Extinguishers (if provided) should remain on the wall in the bracket provided and not under kitchen sink or other location. 

Keys and Locks

Do not make copies of keys or give copies to friends.  It is a violation of your lease to change or add locks without permission of the property manager.

 

Section 12.  Lease Assignments (subleases) and Roommate Changes

Mid-Lease Term Roommate Changes

If you feel it is necessary to change roommates during the term of your lease, you will need to obtain a Roommate Change agreement from our office or the “Application/Form” section of this website and comply with its provisions.

Lease Assignments

Lease assignments (a variation of a sublease) are seriously discouraged and are granted only at the discretion ERES and upon fulfillment of a lease assignment agreement.  ERES does not allow “summer subleases”.  If only a few months remain in the lease term, the assignment will be approved only if the replacement tenant is willing to sign a lease for the balance of the existing lease term plus the following year.  Lease assignment forms are available at our office or website. Fees for roommate changes and assignments have been $200 and $250.  This fee must be paid in advance and cannot be deducted from the security deposit.

New Lease Period Roommate Changes

If you are renewing your lease with a change in roommates, please contact our office for our assistance documents.  The deposit refund or transfer process can be complicated because of the difficulty in determining damages, if any, in an occupied property.

 

Section 13.  Move-out Procedures

Security Deposit

Your Security Deposit cannot be used to pay the last month’s rent.

At the end of your lease your security deposit will be refunded to you according to the terms of the lease and Kansas law.

We cannot issue a deposit refund immediately after your checkout. You should complete the enclosed “Damage Deposit Return/Forwarding Address Information” form and give it to the representative from our office.  Your deposit will be mailed to you within 30 days along with an accounting of any deductions  (including final utility bills, if applicable). Please understand that we cannot process your refund until utility and/or move-out related bills are received.  Even after 2-3 weeks we often must estimate utility bills from past usage history.   Please call Landlord only if the designated deposit recipient has not received the deposit refund in approximately 30 days. 

Only one check will be issued.  If you have roommates, you will need to make arrangements with them to divide the deposit refund.  Please remember that all individuals that are party to the lease are “jointly and severally liable” for the terms of the lease.  We will provide an account ledger that shows all charges, payments, and their dates.  We cannot decide for you which individual should be responsible for certain charges or damages.  If the security deposit is insufficient to cover the unpaid charges, all individuals will be considered equally responsible for the shortage.

Cleaning

Cleaning at move-out is the most difficult and potentially contentious part of the process.  Your lease specifies that the property be thoroughly cleaned when you move out.  According to your lease any issues you might have with the cleanliness of the property at move-in were resolved at that time.  We recommend that you allow far more time for cleaning than you think might be required.  If there is a chance you will not be able to clean your property adequately, you should consider hiring a professional service or pay someone to help assist you.

We have compiled suggestions for a cleaning.  Please click on the following link.  (Appendix-Cleaning) 

Carpet Cleaning

You have agreed that ERES will have the carpets (if any) cleaned after you move out and that we can deduct the actual cost of cleaning from your security deposit.  There are a number of reasons for this policy.  “Do it yourself” machines that you can rent do not clean adequately.  Our cleaning contractor works with use to provide competitive prices and will schedule around painters and other workers.  It should be noted that we do not profit financially from this relationship.

Utilities

All utilities must remain on through the last day of your lease term.  If services are disconnected by your request or non-payment and revert to the property owner’s account, the utility charges will be passed on to you along with a  $30.00 payment fee per utility bill received.

Scheduling

Unfortunately, not everyone can check out just before 5:00 p.m. on the last day of the lease term (usually July 28).  To make the process manageable, checkout times will be assigned by the management.  If you have specific needs please contact our office very early.  We will try to accommodate you if possible.   If you have the ability to move before the last day you might avoid a lot of stress. 

Prorated Rent

Our leases usually end several days before the end of the month.  We will prorate the monthly rent to that day and refund any resulting account credit along with your security deposit.  If you move early and we are able to rent the property before the end of your original lease term, your rent will be prorated to the date the new occupant takes possession.

 

Section 14.  Appendix

Move-out Cleaning Suggestions

Kitchen

  1. All cabinets and drawers need to be wiped down inside and out, no food must remain
  2. Clean off top on all cabinets
  3. All appliances must be cleaned inside and out, this is also applies to the top of the refrigerator
  4. Defrost the freezer without using any sharp tools
  5. All gaskets and seals must be cleaned (i.e., stove, refrigerator, and dishwasher door seals)
  6. Ice trays must be cleaned out
  7. Drip pans, oven, oven racks must be clean.  You can replace drip pans only if they are the correct size.  If the range top can be raised, you should clean the grease and food from under the cook top.
  8. If you have a range hood, the top and the underside must be clean and no grease or food should remain.
  9. Countertops and sink must be clean. Remove all hard watermarks, stains (if possible), and soap scum.
  10. Kitchen faucets must be cleaned.  Remove soap scum
  11. Floors must be moped and cleaned, pay attention to corners, under refrigerator and under stove.

Bathrooms

  1. All counter tops and sinks must be clean, remove all hard watermarks, stains and soap scum
  2. Bath and tub faucets must be cleaned.  Remove all soap scum
  3. Tub/shower must be cleaned thoroughly cleaned. Remove all hard watermarks, stains and soap scum.  All grout in bathroom must be cleaned and free of mold, mildew, etc
  4. Toilets must be cleaned inside and out this includes the base of stool and behind the stool.  All hard water rings and build-up must be removed even under rim
  5. Medicine cabinet must be wiped down inside and out. Mirrors must be cleaned and free of spots.
  6. Cabinets must be wiped down inside and out.
  7. Exhaust fan must be cleaned
  8. Floors must be moped and cleaned. Pay attention to all corners. 

 

Floors

  1. Wood flooring, vinyl and ceramic tile must be swept and moped (free of all debris)
  2. All carpeted areas are to be vacuumed and free of debris (nails, coins, bottle caps, etc).

Laundry Room

  1. Washer top, sides, front and inside should be free of all soap build-up and debris, dryer lint trap should clean and emptied.
  2. Floors should be swept and moped.
  3. All shelving should be clean and all trash removed, this includes cobwebs.
  4. Cabinets must be wiped down inside and out

Other Rooms and Miscellaneous Items

  1. All closet shelves and banister shelving should be wiped down and free of dust and debris
  2. All ceiling fans and light fixtures must be cleaned and in working order.  This includes light bulbs
  3. Sweep down spider webs on ceilings, corners and walls
  4. Remove all nails and screws; do not attempt to patch holes
  5. Clean top of all doors
  6. Clean all blinds
  7. Clean windows, window tracks, and screens
  8. If you have a wood-burning fireplace remove all ashes and sweep up the debris.
  9. Basements must be swept and free of all debris and cobwebs. Remove all trash and put in proper containers
  10. If there is a separate storage shed or locker, it must be emptied and swept out.
  11. Clean heating and air conditioning registers and grates.

 

Yards and Landscaping

  1. Dispose of all trash from yard, patios, driveway and garages and sweep patios and garages. Put trash in proper containers.