MVC Rentals
Policies and Procedures
Welcome to your new home! We are very pleased you will be living in one of our rental units. In an effort to assist you in the peaceful and quiet enjoyment of your new home, we have compiled this handbook as an Addendum to your Lease Agreement. Upon the signing of your lease agreement, you, your guarantor and your guests acknowledge the policies and procedures specified herein.
These policies have been implemented with your safety in mind and to assist you in avoiding charges and penalties. These policies and procedures are subject to change at any time with our without notice. Violation of any of these policies and/or procedures will constitute a violation of your lease agreement with us.
After you have carefully reviewed this handbook, we welcome any questions you may have about the content and hope that you will direct those questions or any other concerns to the property manager.
MVC Rentals
1480 Glass Ave
Hopkinsville KY 42240
Our current hours of operation are:
Monday - Friday 8:00 a.m. to 4:00 p.m.
Office: (270) 707-0641
After Hours Emergency: (270) 707-0641 Option 1
Fax: (270) 707-0691
Email: info@michaelvancecontracting.com
Website: www.michaelvancerentals.com
Applicant
- Each person applying for residency must be of legal age (18 years of age or older), must complete the application IN FULL, and must sign the application.
- The application will not be considered with missing or false information.
- Applications must be submitted with application fee, a clear copy of each applicant’s driver’s license and a clear copy of each applicant’s Social Security Card.
Application Processing and Fees
- The application fee must accompany your application or it will not be processed. The Fees are as follows…
- $25 Single Applicant
- $25 for each adult over 18 that will be residing in the property
- All persons over the age of 18 and residing in the property for 21 days or more out of the year must complete an application and submit the application fee.
- All fees are NON REFUNDABLE, even if you are not accepted.
- You MUST attach a clear copy of each applicant’s driver’s license
- You MUST attach a clear copy of each applicant’s Social Security Card
- You MUST attach proof of employment and income for each applicant. (This needs to be 1 month worth of payroll check stubs or letter from employer on company letterhead).
Credit Criteria
- MVC Rentals will obtain a credit report, criminal background report, current and past tenancy verification, employment verification and social security number verification.
- Applicant supplied reports will not be accepted.
- The tenant selection criteria will include factors such a criminal history, credit history, credit score, current income and rental history.
Prior Rental History
- Applicants with outstanding civil judgments, evictions, or collections from a previous tenancy will not be considered.
- Please provide written explanation of any paid judgments, evictions or collection action.
Criminal History
- Applicants with history for any of the following convictions will not be accepted…
- Prior Felony conviction
- Sex Offender conviction
- Possession of / or intent to distribute a controlled substance
- Assault related convictions
- Domestic Violence
Credit Score and Income Requirements
- If applicant has no previous rental history, a minimum credit score of 650 will be required.
- Monthly rent must not be more than 40% of combined Gross monthly income.
- Total debt capacity must not be more than 65% of combined Gross monthly income.
- Approved Guarantor must have a credit score over 700
Multiple applicants for the same property
- In the event more than one application is received for the same property, MVC Rentals at its sole discretion may accept the most favorable applicant.
- If multiple applicants meet the basic criteria for acceptance, the first person to pay the security deposit IN FULL will be awarded lease.
Approval and move in conditions
- The lease rate is subject to change without notice and MVC Rentals will continue to advertise and consider all other applicants for the subject property and no keys will be released until ALL of the following has occurred…
- A complete application and appropriate application fee has been received.
- The application has been processed, verified and approved.
- Applicants have provided a list of their vehicles to include Year/ Make / Model / Color / License Plate number / Insurance carrier.
- A FULL Security Deposit has been received.
- The lease agreement has been signed and received.
- The acknowledgement of Rental Policies and Procedures has been signed and received.
- Pet information and vaccination records have been received (if applicable).
- A current copy of Renter’s Insurance Policy with a minimum General Liability Coverage of $150,000 naming MVC Rentals as an additional insured has been received.
Security Deposit
- A FULL security deposit will hold the property and rate for no more than 30 days from that date application is approved.
- A security deposit is non-refundable until 1 year lease term is met.
- You must execute the lease agreement and pay 1st month’s rent within 30 days of application or you will forfeit the security deposit, the property and all other application fees.
Rent
- Rent is due the 1st day of every month (Unless another pre-determined due date is agreed upon by both renter and MVC Rentals).
- If rent is not received by the 5th day of the month (or 5 days after due date), a $15 late fee will be assessed.
- If rent is still not been received by the 10th day of the month (or 10 days after due date), an additional $15 late fee will be assessed (total of $30 in late fees).
- If rent has not been received by the 10th day of the month, a 30 day notice to begin eviction proceedings will be generated.
- It is the renter’s responsibility to report financial hardships to MVC Rentals and to work out a payment arrangement on past due rent to avoid eviction proceedings and additional fees.
- Upon mutual agreement, renter MUST be caught up on all past due balances within 90 days of occurrence.
- If renter cannot be caught up on past due balances within 90 days, they must submit a 30 day written notice to vacate property and forfeit security deposit.
Renter’s Insurance Coverage
- You are required as a condition to your lease to obtain, maintain and provide proof of coverage of a Renter’s Insurance Policy with a minimum General Liability Coverage of $150,000 naming MVC Rentals as an additional insured.
Utilities
- All utilities are to be furnished by the renter except those detailed in the lease agreement.
- Utilities must be transferred to tenants name no more than 10 days after initial move in date.
- Any utilities not transferred within 10 days will be billed to the tenant and disconnected.
- Tenant will be responsible for all utility deposit and reconnect fees.
- Alterations for Internet, phone or cable services may be installed at the tenants’ expense only with permission from MVC Rentals.
Vehicles and Parking
- Each rental unit is allowed 2 vehicles to be parked on the property. Vehicle description including Year / Make / Model / Color / License Plate Number / and Insurance Carrier must be given to MVC Rentals.
- Vehicle must be drivable, registered to tenant and insured, and able to be moved upon request.
- DRIVING OR PARKING ON THE GRASS IS STRICTLY PROHIBITED.
- No overnight parking of guests’ vehicles is allowed.
- Vehicles not in working order, not registered to tenant and/or not recorded with MVC Rentals will be towed at the owner’s expense.
Conduct and Noise Complaints
- Noise Complaints
- If you encounter noise problems, we recommend you first talk to your neighbor. If you do not get resolution, contact the local police department at (270) 890-1300.
- Contact MVC Rentals during normal business hours to report a noise complaint.
- If you are creating the noise disturbance, you will receive one written notice via US Postal Service. After the first complaint you will be charged a $25 Noise Violation fee.
- Repeated noise complaints may result in termination of your lease and forfeiture of your security deposit.
- Sidewalks, Lawns, Entrances, Hallways, Elevators, and Laundry Facilities
- These areas may not be blocked or used for any other purposes other than entering or exiting the building or doing laundry.
- Children are not allowed to loiter, or play in these areas.
- PARKING OR DRIVING ON GRASS IS STRICTLY PROHIBITED.
- Laundry facilities are provided for our residents only.
- All children under the age of 16, must be accompanied by an adult at all times.
- Sitting on top of appliance or tables is prohibited.
- Abuse or misuse of appliances will result in charges for damages.
Maintenance
- MVC Rentals will make every attempt to address regular maintenance issues promptly. We will address most issues within 48 hours of notice. Issues are addressed on a severity scale determined by our maintenance staff.
- An after-hours emergency maintenance extension is provided. Please call (270) 707-0641 Option 1 if you experience one of the following…
- Total loss of power (Call power company first (270) 887-4200).
- Loss of Heat
- Loss of Water
- Burst Pipe or flowing water
- Sewer backup
- Water leaking into building due to heavy rain
- Clogged sink, tub or toilet
- Loss of Air conditioning if temperature is over 80 degrees
- All other maintenance issues can be reported to our office during normal business hours by calling (270) 707-0641 Option 3.
- We will make every attempt to provide you with quality maintenance however, some maintenance items are the tenants’ responsibility. Such items included but are not limited to the following…
- Replacement light bulbs
- Replacement air filters (these need to be replaced every 30 days)
- Replacement Smoke Detector batteries
- Pest control
- PLEASE NOTE: During winter months, MVC Rentals will make every attempt to lay salt on main walk ways. This is done as a courtesy and is not an included maintenance in your lease agreement, nor considered an emergency service. Please remember, during harsh weather, we operate on a limited staff and it could be a few days before we are able to make all the rounds. Please be patient.
- Any maintenance problem found to be at the fault or negligence of the tenant (e.g. Faulty A/C Unit due to filter not being changed regularly, stopped up pipes due to excessive grease, or other debris being poured or lodged in it, broken appliances due to misuse or abuse) will be repaired and charged to the tenant.
- From time to time, a member of our maintenance staff may be required to enter your unit for inspection. You will be notified by phone or email within 24 hours (unless there is an emergency situation requiring immediate access) before any staff member will enter premises.
Alterations
- As a resident, you are prohibited from making alterations, installations (including installation of additional locks or chain latches), repairs or redecoration of any kind to the premises without the prior written consent of the management.
- If you do have authorization to make alterations from MVC Rentals, you will still be required to return the premises to the original condition at the end of your lease.
Keys and Lock-out Services
- Upon signing the lease, tenant will be given one set of keys. Additional sets may be requested and charged to the tenant.
- Locks may not be changed or added without written consent from MVC Rentals and duplicate keys must be provided to our Maintenance Staff and Office.
- All Keys must be returned at move-out. Failure to return keys will result in a charge of $50 to have locks changed.
- In the event of a lock out, only residents on the lease my request access to their unit. Positive identification (driver’s license) will be required.
- If you get locked out during normal business hours, you may pick up a key from our office to BORROW for a maximum of 30 minutes free of charge. Failure to return the key will result in a $25 replacement key charge.
- If you get locked out after normal business hours, you will be charged a $50 emergency lock out fee.
Vacating Guidelines
- If your lease has expired, you may vacate our property without penalty with a 30 day written notice to vacate delivered to our office.
- If your lease has not expired and you wish to terminate your lease early, you will be responsible for paying out the remaining lease term (e.g. 1 year lease at $500/mo leaving at the end of 9 months = 3 months remaining in lease agreement X $500 = $1500 early termination fee) plus forfeit your security deposit.
- Upon moving out, residents shall completely vacate the premises, including the removal of all personal property, trash and furniture.
- It is the resident’s responsibility to leave the apartment “Move-In clean”. This means…
- All surfaces are wiped and swept clean.
- Professionally Steam clean carpets (must provide receipt).
- Clean all kitchen appliances.
- Clean kitchen cabinets and countertops
- Cleaning of vinyl flooring in hallway, kitchen and bathroom
- Clean bathroom fixtures, tub, sinks, toilets, mirrors and countertops
- Clean baseboards
- Light bulb replacements
- Clean mini-blinds and windows
- Sweep clean balcony
- Clean washer/dryer
- Clean shelving in closets, cabinets, etc.
- Replacement of miscellaneous items such as stove drip pans, electrical covers, door stops, and vertical blinds.
- Any cleaning not completed will be deducted from resident’s security deposit. Cleaning and painting fees vary by location with minimum cleaning fee being $150, minimum painting fee being $350 and minimum carpet cleaning fee being $100.
- Once it is determined resident is due a refund, a refund check less applicable fees will be mailed within 30 days to resident’s forwarding address. It is the residents’ responsibility to ensure our office has a forwarding address on file.
- Refund checks will be made payable to ALL parties listed on the lease agreement.
