Management Agreements
All homeowners are required to sign a Management Agreement outlining areas of responsibility. These agreements are written for all types of property. Some clauses may not apply to you. A sample copy can be found in the Reports Section of this booklet. Flexible Rental Periods In working with property owners, it is important for us to be considerate of your needs. We typically make properties available for rental from Saturday to Saturday. This allows travel time to and from the beach during the summer. We do offer Friday to Friday and/or Sunday to Sunday periods for owners who wish to take advantage of a full weekend at the beach when their property is not rented. Our operating system can accommodate all rental periods. During summer months our properties rent by the week, with last minute bookings being the exception. In the prime season, we always aim to book properties for a full week, however, if they remain unrented our software will allow a partial week booking to be made in efforts to produce income. In the off season, most properties will drop their stay restrictions down to two nights. Although, based on the homeowner’s preference, some properties require a week-long stay year-round.
Reservations
Our computerized reservation system enables all reservationists to book reservations for any time of year. Tenants are sent a Rental Agreement that is required to be signed and returned. At the time of booking, we process their initial payment, which is half of the rental including any additional fees. After receipt of the payment, we then e-mail a Reservation Confirmation to the guest. The remaining balance is processed 60 days prior to arrival; unless the booking is made with less than 60 days of the arrival date, in which case the total balance is collected at the time of booking. We offer a 24-hour grace period which permits guests to cancel and receive a full refund within 24 hours of making a booking. Each guest has the option of purchasing a CSA travel insurance policy that may entitle them to a refund in the event they must cancel after the initial 24-hour grace period.
Rental Agreement
All tenants are required to electronically sign and submit a Rental Agreement. Our rental agreement includes all our policies and procedures, as well as an occupancy form which provides information on all tenants. A sample can be found in the Reports Section of this booklet.
Reservation Report via Owner Web
Your Owner Web Portal provides you with online access to Statements, Reports, Reservations, Service Orders, Your Account Preferences, and allows you to block out time for personal use. Once an Account is created, simply login in with a username and password to see all information in real time.
Travel Insurance
We offer each tenant optional Trip Interruption and Cancellation Insurance. This insurance plan is provided through CSA, who has partnered with Bryant Real Estate. The tenant receives information on the insurance coverage with their Rental Agreement. At that time, they must opt in or out of the Travel Insurance. This insurance helps to insure little or no loss to homeowners and tenants as we will no longer offer refunds for “mandatory evacuations” during hurricanes.
Utility Bills
As a convenience, we offer a full range of billing services for our property owners. We not only send your rent proceeds each month, we will also pay your electric, telephone, water, sewer, trash, and cable TV bills.
Toll Free
Our toll-free number for the Vacation Rental Division which services Wrightsville, Carolina, and Kure Beaches (800) 322-3764 is very similar to the local number (910) 256-3764, making it easier to remember. Both our toll-free and local number work for both Wrightsville and Carolina Beach offices, insuring we never miss a call. The toll free for the Long Term Division office is (888) 364-1307 and the local number (910) 799-2700.
The e-mail address for Wrightsville Beach and Carolina Beach is vacationrentals@bryantre.com. E-mail has grown considerably in popularity with guests and owners, making it easier to communicate after hours. To email directly to an employee just use the employee’s first initial and last name@bryantre.com.
Voice Mail
Our voice mail system makes it possible for communication with our office to continue after hours. Messages may be left for particular departments or individuals and will be promptly returned during the next business day.
Facsimile
We continue to offer this popular service. The Wrightsville Beach fax number is (910) 256-2633. Carolina Beach is (910) 458-0093.
Office Hours
Our Wrightsville Beach office is open Monday – Friday from 9:00 a.m. to 5:30 p.m. Saturday and Sunday from 9:00 A.M. to 5:00 P.M. We close the office Thanksgiving Day, Christmas Eve, Christmas Day, and New Year’s Day and Easter Sunday. The Wilmington office is open Monday through Friday, 9:00 a.m. to 5:00 p.m., and Saturdays by appointment only, and closed on Sundays. The Carolina Beach office is open 9:00 a.m. to 5:30 p.m. Monday through Friday, Saturday from 9:00 A.M. to 5:00 P.m. and closed on Sunday.
Signage
Most of the rental properties we manage are identified with a small square sign. This aids in the advertising of your house and assists emergency personnel in notifying us of emergencies.
Cleaning
Our properties are cleaned after every checkout and inspected before every check in. This service is provided by our company, or you can contract for your own service. Cleaning costs are set for each individual property and include toilet tissue and bar soap for each bathroom. We try to assign the same cleaner in the same properties; however, this is not always possible. Due to limited time between check-outs and check-ins to clean, our cleaning staff generally work as a team in order to get properties ready for occupancy.
Maintenance
Our maintenance employees are qualified in light plumbing, electrical, carpentry, and minor appliance repair, allowing prompt service and lower costs to homeowners. Our maintenance rate is $75 on the hour, however can be charged in 15-minute increments, with no trip cost. We have licensed plumbers, electricians, general contractors and painters we sub-contract for major repairs.
Linens and Equipment Rentals
Many tenants bring their own beach equipment; however, we are able to assist guests with beach items, bikes, cribs, highchairs and more. Beginning in 2018, we will supply linens for all bookings that are at least week but no longer than a month in duration. Linen rentals will be available for partial week stays, as a charge to the tenant. While we have commercial washers and dryers and are able to handle the laundering of our sheets and towels; we recently partnered with a local company and outsource a portion of our linen service in order to supply linens for all rental units.
Accidental Damage Policy/Security Deposits
You may set a damage deposit amount for your unit. After inspection, if the property is found to have no damage and left reasonably clean and tidy, refunds will be made within 45 days of departure. This is in accordance with the North Carolina Landlord Tenant Laws. However, we provide renters with an Accidental Damage Policy to all reservations that covers unintentional, accidental damage to the property up to $1,500. This coverage is solely intended for small unintentional damages. All reservations are required to submit a credit card to be held on file for any willful damages incurred.
Accounting System
Our software system works on a very simple approach of income and expenses. On a monthly basis, we strive to have resort statements and checks in the mail by the 5th. At the end of the year, you will receive a statement and a 1099 form. As in most systems, we ask that you pay close attention to them and call us if you see any mistakes. A popular service we offer our landlords is ACH Electronic transfer of your monthly rental income directly into your specified bank account. You can have the use of your money immediately, and the statement can be obtained by logging on to the Owner Net and/or mailed via the postal service.
Visa/MasterCard/Discover/American Express Visa, MasterCard, Discover, and American Express are accepted on daily and weekly rentals, with no vendor fees passed on to you or charged to the customer, with the exception on monthly stays. Any monthly renter that pays rent by card may be subject to a convenience fee.
Long Term Tenants
Tenants who apply for occupancy for three months or longer will complete a rental application. Students who rent from us in the off-season are required to have their parents guarantee their lease and take responsibility for any incurred costs and damages. We check previous rental history and run credit checks on every applicant. Although this does not eliminate all potential problems, it does reduce the risk. All long-term reservations will be verified and approved by the homeowner.
Optional Services:
Pest Control Service
Due to the large inventory of properties, we contract a pest control service with a local vendor. The company uses an odorless chemical for treating pests on a monthly basis. Charges range depending on the size of the property.
Filter Change Service
One of the largest problems in managing properties is making sure the heating and air-conditioning service is working properly. We not only deal with several area vendors, but we also have our full-time maintenance personnel change filters on a monthly basis. This service includes the cost of the filter and decreases the problems you may have that are attributed to filter problems. Furthermore, our maintenance personnel are trained to aid in the diagnosis of simple problems that can eliminate expensive repair calls.
Hurricane Preparation
In preparation for a Hurricane, Bryant Real Estate will perform the following tasks if time and weather permits:
- Notify tenants of evacuation.
- Bring in all porch and deck furniture – tie down objects that can’t be brought in.
- Secure all windows, exterior and interior doors.
- Close hurricane shutters and install pre-made storm panels if requested by owner. We do not recommend plywood nor do we install plywood coverings.
- Turn off breakers, empty freezer, and open freezer/refrigerator to prevent mildew.