Oregon Shores Vacation Rentals (“Manager”, “Our”, “We”) represents the finest Oregon coast vacation rentals. We provide each Client-Homeowner (“Owner”, “You”, “Your”) with the following property management services for your vacation rental property (“Property” “your home”). We will only represent well-maintained properties - all carpeting, paint and furnishings must be in good condition. It is important to remember that: (a) furnishings and carpet do not last forever and (b) properties with quality furnishings and decorating, rent more frequently. Accessories are essential to making your home more desirable. Items frequently requested by guests include: comfortable beds, ample lighting, telephones (2), hangers, clothing hooks in the bathrooms, televisions (2+), DVD, stereo, etc.
A. Transitioning your Property to Oregon Shores Vacation Rentals.
Upon entering into a Property Management Agreement, a representative from Oregon Shores Vacation Rentals will meet with you at your Property to:
- Answer any questions,
- Confirm or re-evaluate the established rental rates and the standard Guest departure cleaning fee,
- Make a detailed, written inventory list, together with interior and exterior digital photos of your home, and keep the list on file at Manager’s office,
- Complete a written inspection report, including digital photos identifying any existing damage (i.e., carpet stains), deferred maintenance and amenities deficiencies, if any,
- Determine cleaning and/or repair requirements to bring the Property up to highly-rentable standards,
- Determine the quantity of complimentary guest amenities including shampoo, hand and body soaps, paper products, dishwasher soap, laundry detergent and garbage liners that Manager will provide for each Guest,
- Determine the number and size of bed linens (sheets and pillow cases) to be provide by Manager,
- Determine the number of bath-towels/hand-towels/washcloths, mattress pads, pillows, shams, bed skirts, blankets, comforters/bedspreads to be provide by Owner, and
- Provide suggestions for upgrades or improvement that could increase rental income
B. Owner and Guest Customer Service.
- One of our full-time reservationists can immediately answer requests for accommodations year-round.
- After-hours answering service for emergencies. Also, an Oregon Beach Accommodation’s manager can be reached 24 hours per day for emergencies.
C. Guest Arrival Preparation.
Prior to each Guest’s arrival, Oregon Shores Vacation Rentals makes sure that:
- Your home is thoroughly cleaned,
- All beds are made up,
- Each bathroom is supplied with an amenity basket, including shampoo, hand and body soaps, a supply of paper products and decoratively arranged bath and hand towels and washcloths,
- The kitchen is supplied with paper towels, dish soap, detergent, trash liners, a dish sponge and extra light bulbs,
- The porch light and an interior light is on for Guest’s safety,
- The thermostat is set at a comfortable temperature,
- A complimentary “Guest Arrival Package”, which includes a Guest Directory, useful brochures, coupons and local guidebooks, is assembled and awaits each Guest in the vacation home,
- A “Welcome Letter”, including useful information and reminders, greets each Guest,
- A Guest Book for your guests to leave notes about the great time they had on vacation in your home,
- Manager completes a walk through inspection of your home to make sure everything is as it should be,
- and then . . . . Everything is ready for the perfect vacation rental experience.
D. Inspection Services.
Property inspections are key to preventing maintenance problems and helping Owner’s to budget for their Property upkeep. Oregon Shores Vacation Rentals provides complimentary property inspections to help preserve and protect each Owner’s investment and keep each Property in top-condition to attract quality renters and meet market vacation rental demands.
4. Annual Maintenance Inspection.
We schedule and perform a complete, annual inspection of your Property’s exterior and interior, including roofs, siding, windows, window screens, decking, caulking, furnishings, appliances, plumbing fixtures and equipment. You will receive a complete inspection report, including a detailed description and photos of each maintenance item. It will be up to the Owner to schedule a time for any maintenance, repairs or replacements to take place.
5. Annual Upgrade Inspection.
We perform an annual upgrade inspection to inform each Owner about furnishings and/or household items that may need replacing. It will be up to the Owner to schedule a time for any upgrades, replacements or repairs to take place.
E. Housekeeping Services.
Our affiliate house cleaning business, Oregon Beach Housekeepers, meticulously handles routine cleaning, extra cleaning and deep cleaning assignments for the properties we represent.
1. Guest Departure Cleaning (Cleaning Following Property Use).
Manager always cleans after each Property use. All Guests, including Owner, are subject to paying departure cleaning fees.
F. Property Maintenance.
Having our affiliate construction/remodel business, Oregon Beach Maintenance & Repair, allows us to handle nearly any emergency repair and routine maintenance to the properties we represent.
1. Emergency Maintenance. See Section II.A.1.
2. Preventive Maintenance.Throughout the year, Manager will routinely inspect your Property’s plumbing fixtures, appliances, and household equipment, and check for water leaks around windows and doors and
- If Manager discovers minor needed repairs or maintenance, Manager will complete the work at no cost to Owner, or
- If repairs or maintenance are difficult or time consuming, then the Owner will be provided with a detailed description and photos of the necessary work and a cost estimate. See Section II.A.2.
3. Routine Maintenance. See Section II.A.2.
4. Outsourced Maintenance. See Section II.A.3.G. Attracting Rental Guests.
1. Our Web Site is designed to:
- Attract a growing number of visitors, many looking for the perfect vacation accommodations,
- Be completely interactive and user friendly,
- Be positioned near the top of all major search engines, and
- Provide you with your own Property web page, which includes:
- Quality interior and exterior photos,
- A full virtual tour,
- A detailed Property description,
- A full list of amenities,
- Rental rates,
- A “real-time” availability calendar,
- Online “real-time” reservations, and
- Useful links for information, maps and more
2. Several external web sites bring renters to www.oregonshoresvacationrentals.com.
3. Marketing.
Manager will employ our comprehensive and effective marketing program tailored to increase awareness, target potential renters and maximize bookings.
4. Advertising.
Manager will effectively promote your home and maximize rental income by advertising, including:
- Internet Advertising,
- Links from tourism web sites to Oregon Shores Vacation Rentals’ web site,
- Full-color Brochures, which are widely distributed,
- Local area Chambers of Commerce and Visitors Centers involvement to maximize referrals,
- Directory and guide advertising,
- Travel publication advertising,
- Radio, newspaper and magazines advertising,
- Tradeshows,
- Guest incentive programs,
- Promotional specials offered on a monthly basis, and
- An ongoing direct mail campaign targeting past and prospective clients.
5. Newsletter
Owners, past guests and specifically targeted prospective guests will receive our quarterly newsletter, the "ORCA" (The ORegon Coast Advocate”), which includes information and articles about: Oregon Shores Vacation Rentals, its technology, marketing and any policies changes, area updates and promotional events, “How-to” tips on increasing rental income and upgrading and maintain your Property, industry news, vacation trends and feedback from guests.
6. Guest Comment Card.
We provide a comment card to each Guest so that he/she may communicate any questions, comments, concerns and/or testimonials. When Guests speak, we listen and we forward to you all comments from your Property’s Guests – this provides Owners with valuable feedback about their property and our management services.
H. Accounting.
1. Manager’s Records.
Manager will keep detailed, complete accounts and records regarding all income and expenses of your rental property, including: (a) receipts for rental income, security deposits, taxes and fees charged, (b) invoices for authorized expenses, including housekeeping, repair and maintenance services, and (c) disbursements made.
2. Operating Accounts.
Manager will establish Operating Accounts (separate Owner’s Trust Accounts) to hold and disburse all guest deposits in accordance with terms of the Property Management Agreement. The Manager will collect rents from guests, give receipts therefore and deposit same in the trust account maintained for the Owner’s benefit. All such rent revenues shall be deemed to be funds held in trust for Owner and shall be disbursed in accordance with terms of the Property Management Agreement.
3. Owner Statements.
Manager will process monthly Owner Statements, which include all rental activity, deductions and expenses, and display future reservations. Manager provides Owners with Online monthly rental revenue reports and detailed Statements of account, which list: Gross Revenue, Adjusted Gross Revenue, Management Fee, Owner's Net Rental Revenue, any withholding tax, cleaning fees, and security deposits for such period and will include a breakdown of each rental stay, the rental income and disbursements. Each month a rental income statement and a check for Owner’s net rental revenue are mailed no later than 21 days after the closing of the previous month.
4. Payment of Expenses.
Manager will pay for and on behalf of the Owner any expenses in accordance with terms of the Property Management Agreement. Manager may, without any requirement to do so, make disbursements from its own funds to pay expenses for services or repairs to Owner’s property, and Owner agrees to reimburse Manager in accordance with terms of the Property Management Agreement.
A. Maintenance.
- Emergency Maintenance.
We have our own year-round in-house maintenance company, enabling us to respond to nearly any emergency maintenance situation. Emergency infestation treatments and/or repairs are made without notice to Owner, if in the Manager’s opinion, damage to the Property would occur without said maintenance. Said treatments and/or repairs are made at Owner’s expense pursuant to the Maintenance Fee schedule set forth in the Property Management Agreement.
- Routine Maintenance.
With Owner’s written authorization, Manager will schedule and complete the required repairs and maintenance pursuant to an agreed upon cost, which will be based upon Maintenance Fees set forth in the Property Management Agreement. Minor repairs may be made without notice to Owner in accordance with terms of the Property Management Agreement.
An Owner may complete, or retain employees or contractors to complete any repair or maintenance work, and, if so, Owner will notify Manager and coordinate such activities with Manager.
- Outsourced Maintenance.
Our year-round maintenance company is nearly always able to quickly and skillfully perform ongoing or preventative maintenance, however, when work must be outsourced, Manager contracts with only the most reputable local contractors and suppliers to assure you the best and most cost effective services. WE DO NOT UP-CHARGE. You pay only what the outside contractor charges. With each Statement, for your review and records, you will receive a copy of every work-order invoice from each previous 30-day period.B. Housekeeping.
Our year-round housekeeping company works hard to keep your home in tip-top condition and anticipate any preventable problem, but should an unforeseen housekeeping problem arise, we will respond and remedy the situation promptly and efficiently.
1. Extra Cleaning – beyond normal wear-and-tear.
Manager may, in Manager’s discretion, charge Guest for cost(s) of additional cleaning or repairing or replacing damaged or missing items. Manager may charge Owner for additional cleaning costs if Owner or Owner’s personal guests use the premises and leave it in a condition that requires additional cleaning.
2. Deep Clean Procedures.
A thorough “deep clean,” is usually required at the commencement of this Agreement, and again as needed (up to two times per calendar year). Manager has found that the best way to properly maintain your Property is to be diligent with deep cleans, carpet cleaning and maintenance. An annual deep clean should be done on each property, usually in early spring. Items included in a deep clean are as follows:
- Kitchen. All cupboards are washed inside and out, all walls and light fixtures are washed, behind the refrigerator and stove is cleaned,
- Bathrooms. All surfaces are scrubbed, cupboards are washed inside and out, all walls and light fixtures are washed,
- All Other Areas. All walls, hard surface floors, baseboards and light fixtures are cleaned/washed, all wood furniture is polished, all upholstered furniture is cleaned, and carpets are shampooed.
- BBQ. The BBQ, if any, is thoroughly scrubbed and cleaned.
Manager shall perform each “deep clean” at Owner’s expense. Owner shall not have the option to undertake “deep clean” by Owner or Owner’s representatives, employees, or contractors.
A. Management Fee.
Oregon Shores Vacation Rentals retains a percentage of Owner’s net rental revenue as its management fee. This percentage is set forth in the Property Management Agreement. The management fee encompasses all of the aforementioned services.
B. Lock Box Fee.Owner shall pay the Manager a fee as set forth in the Property Management Agreement for one lock box, including installation, which shall serve the purpose of securing the home’s keys.
C. Housekeeping Cleaning Fee.
Oregon Shores Vacation Rentals charges an hourly rate, per housekeeper for all cleaning, except for the standard guest departure cleaning, which is a pre-determined flat fee.
D. Maintenance Fees.
Oregon Shores Vacation Rentals charges an hourly rate for all repairs that, in Manager’s sole discretion, are more difficult and time consuming than the routine repairs performed at no charge to Owner.
Example: Leaking P-trap under sink.
- No charge for identifying the source of the leak, and the leak is stopped by tightening the connecting sleeve,
- If the leak is stopped only after replacing a worn-out P-trap, then the charge, as set forth in the Property Management Agreement, would be at an hourly rate (parts extra); after hours charges would be higher, (if parts are available after hours).
E. Pet Cleaning Fee and Security Deposit.
If your Property is a “Pet Friendly” home, and a Guest elects to have a pet on the Premises during his/her stay, Manager will charge Guest in advance of Guest’s occupancy a non-refundable Pet Cleaning Fee (per pet) and a refundable Security Deposit equal to the Rental Rate for one night’s stay as set forth in the Property Management Agreement. Manager is not liable for any damage caused by any pet of any guest occupying Owner’s Property.
F. Coordinator Fees.
If you prefer to arrange Property repairs or maintenance yourself, you may do so. If you want Manager to coordinate all maintenance including sourcing reputable contractors, collection of bids, inspection of work performed and payment of all invoices, or coordinate with Owner’s contractor or service provider regarding the details of required maintenance, repairs or upgrades, or meet same at the Property, Oregon Shores Vacation Rentals, should it decide to accept this assignment, will charge an hourly rate, plus materials costs, if any. On a case-by-case basis, Oregon Shores Vacation Rentals may elect not to charge Owner for this service.
G. Shopping Fee.
Should Owner elect to have a representative from Oregon Shores Vacation Rentals shop for furnishings and/or household items that Owner determines need replacing, Oregon Shores Vacation Rentals, should it decide to accept this assignment, will charge an hourly rate, plus the costs of purchased items.