Property Owner Account Set-Up Thank you for your business! We are excited to begin a business relationship with you and look forward to fulfilling your property management needs.Please take some time to give us your preferences about how your account is handled. Your preferences and choices are very important to us and we will strive to meet your expectations in every way we can. Also, keep in mind that you can change your preferences at any time. Just send us an e-mail and we will make any requested edits.This document is intended to indicate your preferences and is NOT intended to be construed as a Management Agreement. The Management Agreement is a separate contract. Please complete the following fields in their entirety to ensure the accuracy of information. Name:FirstLast Mailing Address: Street Address City State / Province / Region Postal / Zip Code Home phone #: Work phone #: Fax #: Cell phone #: E-mail address: E-mail address:(1) E-mail address:(2)Please keep in mind, our main form of communication with you will be via e-mail. We have two reasons for this:#1 – Convenience – We are not interrupting you in the middle of your busy day and it gives you a chance to think about the information in the e-mail and have time to get back with us when it is convenient for you.#2 – Documentation – Written communication gives both of us the opportunity to save a copy for our files. It is hard enough to remember everything that was said in a phone conversation two weeks later, let alone two months later. With written communication, we can go back and review your instructions and be sure we are not missing something. Please check your e-mails daily!#3 - We need the phone lines free for potential tenants – We receive phone calls all day long from potential tenants. If a potential tenant calls and we cannot take their call right then, they will call on another ad and we may lose that tenant. If you send an email, we can manage our time more efficiently and respond when we are not on the phone with a potential tenant. It is in your best interest to keep our phone lines open for potential tenants. Billing Preferences Our Accounting firm makes every effort to see that your Management Reports are completed efficiently and correctly. We will complete one Management Report per month and forward proceeds to you. The first part of the month is busy with receiving rent payments, record keeping and making deposits. Unless there are special circumstances, all Management Invoice are e-mailed out on the last day of the month.Please keep in mind, the Management Agreement states:“By the 15th day of each month, Agent shall furnish Owner with an Invoice of monies collected and an Invoice of charges from the operation of the Premises during the previous month.” In order to meet your needs, we give you options regarding your Proceeds and Reports.I would like my proceeds deposited into: Account #:* Routing #:* E-mail my Report to:* The Tax ID # used for Income Tax purposes for the property is: (or complete W-9 form) Upload W9 FormOne of our services to you is monitoring the utility accounts for your property while it is vacant. We require that the new tenant switch the utilities to their name, prior to the Lease Signing and we call the utility companies to check.When your property becomes vacant, we will have the utilities turned on in your name c/o Integrity Capital Management, LLC, with the utility bills mailed to our office. We do this as soon as possible to prevent frozen pipes, have utilities to do work to the property and have electricity on to show the property.If your property is vacant, you will be required to pre-pay an amount sufficient to pay the utility costs. If you prefer to take care of utility turn-on and turn-off yourself, please indicate here. Please keep in mind, if you choose to handle this yourself, I.C.M. will not be checking on utilities at all.I prefer to handle utility turn-on and turn-off myself and I do not want I.C.M’s assistance with utilities.I prefer to have I.C.M. to handle utility turn-on and turn-off. Please let us know what utilities are on at this time (please check): GasElectricWaterWinter/Summer Gas Policy with Vacant Units: In an effort to save you money on utility bills, we do not need the gas turned on during the summer months, when heat is not needed. In the Fall, before freezing temperatures, you will need to have the gas turned on, which requires someone going to the property to meet the Gas Co Representative, checking for any leaks or problems, lighting the pilot lights and checking for any immediate mechanical problems with the furnace or water heater. An I.C.M. staff member will meet the utility tech to get the gas turned on. The labor for the Maintenance Tech to go to the unit is billed according to our Maintenance Policy. If you prefer to meet the gas or water tech yourself, that is fine, too. After the gas is turned on, a contractor will need to check to see that the furnace is working properly. My preference is:I prefer to maintain the gas utility myself and DO NOT wish to have I.C.M. send a contractor to see that the heat is on.I would like for I.C.M. to have a contractor go to the unit and make sure the furnace is working properly. If the furnace is not working properly, I give permission for a contractor to make necessary repairs and I agree for payment to be made from rents or money held for this purpose. Maintenance, repairs, and costs of operation of a property are a separate service; therefore handled and charged for separately from Rental Management. Sections MAINTENANCE AND REPAIR; of the Management Agreement, gives I.C.M. the authority to preserve and maintain the property.Your options are: Owner does own work – If you like, when we receive a maintenance call from a tenant, we can notify you and you can take care of the repair yourself. Or you can decide “OK, I would like for I.C.M to take care of arranging for this to be completed”. Owner has own contractor – When we receive a maintenance call from a tenant, we can either notify you and you can get your contractor to do the work, or we can contact your contractor directly with instructions. Home Warranty Plan – If you have a Home Warranty Plan, we can contact the Warranty Company and place the request on your behalf or you can contact them yourself. If I.C.M. contacts the Warranty Company, you will be responsible for making arrangements directly with the Warranty Company to pay the co-pay. The time spent in making arrangements with the Warranty Company will be charged to you. Typically, it is very time consuming to coordinate with a Warranty Company and this is part of the operation of the property, not rental management. I.C.M. handles all repairs – Some owners just want us to take care of all repairs as the Management Agreement states and if this is your choice, we will contract the work to be completed by a reputable contractor.Please keep in mind, we make every reasonable attempt to meet your wishes, but if a tenant is without heat and it is 15 degrees outside and we cannot reach you, IF funds are available in the form of rents, we will get the repair made promptly. In other words, we try to take care of tenants in a reasonable manner and by signing the Management Agreement, you have given us the authorization to make repairs. However, please keep in mind, we WILL NOT front the costs for an HVAC or other contractor to make repairs, especially for owners we know are difficult to collect from.When a small maintenance issue arises, such as a leaky toilet; if your Set Up Preferences indicate we are to take care of maintenance, we will send you an email and contact a contractor to go make the repair and pay the contractor out of incoming rents.If the maintenance issue is a larger item, such as needing a new dishwasher, re-hab, etc.; we will obtain a bid from a contractor, offer the bid work description and price to you and if you wish to accept the bid, we will need the full payment mailed or paid via debit or credit card before the contractor will begin the work. Contractors require half up front to begin the work and full payment at completion. We will require all contractors to provide photographs of their work, which we will forward to you.If you have a vacant property, you will be asked to submit an amount to be held in anticipation of costs for the operation of property or we will not send a contractor to your property or advertise pay other expenses; without payment up front. I.C.M. does not set any prices and the costs will be set by each individual contractor, just the same process as contracting with any contractor.If I.CM. is the entity that is contracting with any contractor, then I.C.M is their client, not you. Therefore, you; as I.C.M’s client will receive an Invoice from I.C.M, not the outside contractor. The Invoice from the contractor is in I.C.M.’s name and we do not supply Clients with copies of Invoices; from outside contractors; in I.C.M.’s name.We use the Invoice made out to I.C.M. for our Income Taxes and you use the Invoice from I.C.M. for your Income Taxes. I.C.M. is billing you, NOT the contractor.If you prefer having an Invoice directly from the contractor, then it is entirely appropriate for you to choose a contractor and work directly with them, but I.C.M. would not be involved. You would need to obtain your own bids, supervise the work and the contractor’s Invoice would come directly to you and you would pay the contractor directly. I.C.M. will not obtain bids for your property, if you will be paying the contractor directly.We want to do the best job possible for all of our clients, while still taking reasonable care of the tenants. If we have a tenant complaining about poor maintenance and repairs that are not made, it gives I.C.M. a bad name with tenants and then other clients risk not renting their units. All tenants see is that I.C.M. is not making their repairs. They do not understand that the actual owner is calling the shots. It is not fair to the owners that want to keep their units in good condition. We always keep in mind the financial responsibility we have to our clients and our goal is to keep the units in good repair at the most reasonable cost.Our greatest concern is the safety of the tenant and the liability of deferred maintenance. We strive to see that all safety related items are addressed as soon as possible. A very small maintenance issue ignored today can cause a HUGE expense down the road.We have constructed this written policy to assist with a great working relationship between us! “Everything we do is with integrity.” My choice for Maintenance is*I would like for I.C.M. to handle all repairs via an outside contractor and send me a “heads-up” e-mail. I understand I may be required to pre-pay for the repair; depending on the bid cost for the repairs and available incoming rents.Owner does own work When I.C.M. receives a call from a tenant, please notify me and I will take care of the repair myself. Or I will make the decision for “I.C.M. to take care of this one”. Owner has own contractor I have my own contractor and when a call is received by a tenant, please contact my contractor and give him the maintenance request. He will then contact the tenant and make arrangements to go to the property and make the repair and I will pay him directly. The contractor I would like to use is: Contractor Phone #: Contractor E-mail:I have a Home Warranty Plan on the property. Please contact the Warranty Company and place the request on my behalf. Home Warranty Company: Home Warranty Phone: Plan #: Home Warranty Email: Home Warranty Website: INSURANCE: Proof of existing building and general liability insurance policies for property and Integrity Capital Management, LLC listed as additionally insured.YesNo KEYS: A front door key (for each unit if multiple units)YesNo Any additional keys needed:YesNo Please Select Any That Apply:GateGymClubhousePoolother Current tenant list (including home address; home/work/cell phone numbers; e-mail address)YesNo Copies of all leases, move-in inspections, applications, etc. YesNo Description of current parking arrangements (if applicable)YesNo List of current utility accounts (electricity, gas, etc.) and their respective account numbersYesNo Copies of current vendor contracts (i.e. Laundry, pool, landscaper, etc.)YesNo Has the building’s fire alarm been tested recently? Is it connected to central station? (If yes, please provide the name, address and phone number of your central station vendor.) (if applicable)YesNo Copy of Permit Holder's photo ID Copy of Federal Tax ID number letter (if applicable) Proof of Property Ownership Reserve Funds: $200.00 or Enter AmountYesNoAmount Tenant Security depositsYesNo Accurate breakdown of delinquent tenants, including how much they owe and for which monthsYesNo Owner Tax ID number or Social Security number.YesNo How did you hear about Integrity Capital Management? Internet SearchOur Websiteother*If any of these items are missing, we will work with you to gather them or reproduce them so that you will have a complete record of documents pertaining to your property for future reference and protection" I confirm that I have filled in the above form to the best of my knowledge.*I confirmSubmitReset
