Prior To Moving In

There are a few important topics that need to be outlined and reviewed prior to moving into one of our properties. Our goal is to provide clear expectations so that there are no surprises. The terms “residents” and “tenants” will be used interchangeably throughout this handbook and your lease

As-Is Condition

All of our homes are provided in “As-Is” condition. This means that if the resident would like to make their move-in contingent on any repairs or cleaning, they must request this during the time of application and in writing. This gives the owner the ability to consider the entire application and the potential implications on their budget when making the decision if they would like to accept the application. After an application is accepted, cleaning or repairs can still be requested, but there is no guarantee of approval nor will those requests be considered a condition for move-in.

Leasing Sight Unseen

We do not typically lease properties sight unseen. A member of the household must view the home prior to submitting an application for tenancy. Viewing the home must be “in person” and not via a relative or by means of video. If a Property Manager makes an exception, then a “Mars Hill Realty Group – Sight Unseen Policy Exception” form must be completed at the time of application.

Tenant Selection Criteria

Mars Hill Realty Group, Incorporated is committed to compliance with all local, state and federal fair housing laws. We comply with the “Realtor Code of Ethics” and the “National Association of Residential Property Manager (NARPM) Code of Ethics”. We do not discriminate against persons because of race, color, sex, handicap, familial status, national origin, age, sexual orientation or gender identity. 

Our Landlords provide a final approval for any applicant that does not meet or fully provide our qualification criteria.  Our responsibility is to provide as much information as possible that shows the owner the level of solvency for each applicant. Any information that an applicant can provide to help us demonstrate that will be included and appreciated.  We only consider a guarantor’s credit worthiness and AI Score to help strengthen your application, but it does not guarantee its acceptance and the owner reserves the right to make the final decision.

All applicants are required to provide the same supporting information so that we are able to complete a full profile for our owners to review. If we are unable to provide a full profile to the owner because the applicant does not have the same supporting documentation as the other applicants, this may impact the owner’s decision.

Any of the criteria listed below that is not met, may be approved on a case-by-case basis and will require additional security deposit payments and/or advanced rent payments.

Rental History

A positive rental history is required. There should be no evictions, broken leases or outstanding balances. Verification will be made of the two previous residential addresses provided in the lease application. Failure to provide the requested information or providing inaccurate information may impact our decision to approve the lease application. Additional information gathered from previous landlords may also influence our lease approval. Other factors considered are:

• Leaving a previous rental property in poor disrepair.
• Late payments.
• No rental history from unbiased sources.

Current Debt/Income Ratio

The qualifying criteria is gross monthly income that is three times the total monthly debt. The factors considered are:

• Types of debt.
• Sufficiency of income.
• Ability to verify the stated income on the application.

Real Page Artificial Intelligence “AI” Score

A 700 or above score is required. The software that we use to manage our customer base and application process uses machine learning technology to leverage “AI” in an effort to help identify whether a potential resident would be a good fit for our property. The algorithms measure 9 different areas, such as collections, bankruptcies, foreclosures and felonies, and provide a number between 0-1000.

Credit History

A 620 or above credit rating score is required. A “Credit Reporting Agency (CRA) Report” will be obtained to verify the credit history of the applicant. Any score that is below 620 will be considered for approval on a case-by-case basis. The following factors will also be considered:

• History of “Write-Offs”.
• Accounts that are in collections.
• Bankruptcies.
• The number of late payments.
• Money owed to previous landlords.
• Money owed to utility companies.

• Guarantor’s credit score

Employment Verification and History

Two (2) years of employment history in the same job (or industry if self-employed). Length of employment may influence whether the application will be approved.

Criminal History

There can be no felony or drug conviction within the past seven years. Applicant cannot be a registered sex offender or pose any health or safety risk to neighbors. Databases will be checked for criminal history and the nature of the crime(s) may impact whether the application will be approved.

Social Security Number

The application will ask for a social security number. If the applicant does not have one then the following can be provided to help demonstrate solvency and a satisfactory criminal/credit background check:

• An Individual Taxpayer Identification Number (ITIN) can be used in lieu of a social security number.
• Background check and Positive Credit History from a third-party source.
• Provide a guarantor to the lease, if the owner approves.

Pet Criteria

Pet criteria vary by homeowner, see MLS listing for details. No dog breeds that have “Pit Bull/Terrier” or “Rottweiler” are permitted. Any bite history or history of attack or dangerous behavior for all animals must be disclosed. This history may influence whether the application is approved. See the section within this document titled “Pet Policy”.

Occupancy Standards

In order to stay within HUD guidelines, more than two occupants per bedroom is not permitted.

Lease Terms

Unless otherwise permitted by law, initial lease terms will be for a 1 year term and renewals will be 1-3 years.

Pet Policy

We will accept up to two (2) pets that are no more than 50 pounds each. Anything other than this will need to be approved by the owner. Pending approval of the owner, there will be a $250.00 non-refundable pet fee and a $30.00 per month pet rent for the first pet. Depending on the number of additional pets or type of pets, we may require an additional $30/mo pet rent and/or deposits, such as an additional $100.00 payment added to the security deposit for each additional pet. This pet rent is simply payment for the privilege of having a pet on the premises. It does not get applied to any cleaning or damages. Cleaning and damages from pets come out of the security deposit. The resident is responsible for providing receipts for defleaing and deodorizing the property upon move out.

There are certain “aggressive breeds” that are prohibited unless the owner and/or the owner’s insurance approves. The resident would also need to obtain $1,000,000.00 liability coverage for the pet showing “Mars Hill Realty Group, INC, and (current owner of property)” as “Additional Insured”.  The dogs that have been identified either fully or partially of the following breeds are: 

• Akitas
• Alaskan Malamutes
• Cane Corsos
• Chows
• Dobermans
• German Shepherd
• Great Danes
• Mastiffs
• Huskies
• Wolf Hybrids
• Siberian Huskies
• Any others that display a dominant or aggressive behavior.

The following breeds are prohibited without exception:

• Pit Bull Terrier
• American Staffordshire Terrier
• Rottweiler

No pets are allowed (even temporarily) anywhere in the house, garage, or yard, unless authorized in advance in writing by Mars Hill Realty. Pet prohibitions apply to all mammals, reptiles, birds, fish, rodents, and insects. If you or any guest or occupant violates pet restrictions, you will be subject to the charges, damages, eviction and other remedies provided for in the lease contract. If a pet has been in the house at any time during your term of occupancy, you are responsible for defleaing and deodorizing the property and removing all pet feces from the yard to protect future residents from possible health hazards.  Please provide an invoice to us prior to move-out or it will be deducted from your deposit.

If we inspect the house and determine that an AUTHORIZED pet is damaging the property in any way, displays aggressive behavior, or is a nuisance to the neighbors, you will be asked to repair the damage and/or remove the pet from the premises.  Dogs cannot be allowed outside overnight and unattended.  If you fail to comply within two days of notification, your lease will be terminated as soon as possible.  

Service Animals

By law, service pets for disabled persons may reside at the property without extra rent or deposits. Applicants must provide third party documentation of the necessity of said animal and its status as a service animal.  The Mars Hill Realty Group “Assistive Animal Medical Provider” form must be submitted for approval.  We will make every reasonable accommodation necessary in these circumstances.

Non-Family Member Occupants

Owner and HOA must approve any non-familial members that will be occupying the property for the length of the lease term.

Application Process and Procedures

The application instructions can be found on our website and all documents must be submitted online. All fees are paid online via ACH bank transfer or Square. There is a 4% fee to cover the cost for Credit Card transactions. Our website link is https://marshillpropertymanagement.com/. The following items are required in order to complete the application process.  Updates to in- progress applications will be provided to applicants every 2 business days or you can reach out to Applications@MarsHillRealty.com for more information.

Holding Fee

The holding fee is equal to one month’s rent. This must be paid at the time of application and may be paid online via Square or bank transfer. This will be forfeited if you are approved for your application and do not sign the lease within 48 hours of notification of approval. This holding fee will be refunded if the application is rejected. This holding fee will become the first full month’s rent upon approval. If you pay via bank transfer, make sure you email Accounting@MarsHillRealty.com a copy of your deposit slip and a breakdown of the deposit to ensure the credit is applied properly. For example, $2,000.00 holding fee, $100.00 application fee.

Application Fee

Each potential resident, and guarantors, if applicable, over the age of eighteen (18) are required to pay a non-refundable processing fee of $50.00 per applicant.

Resident Handbook – Addendum A

The policies and procedures need to be reviewed and agreed to by the potential tenant before the application is submitted. Indication should not be given that the potential tenant has read and agreed to the addendum on the online application if this has not actively been done.

Supporting Documents To Application

All supporting documentation should be emailed to Applications@MarsHillRealty.com. The following documents should be part of this package:

• Copy of photo identification such as a driver’s license or passport
• Proof of income for verification
  • If a W2 Employee – Last three months pays stubs/LES or employment verification document
  • New Employment – Offer letter
  • Self Employed/Retired – Prior year tax returns, Form 1040, Pension Statement and last three (3) month’s bank statements
  • No Employment/Insufficient Income – Applicants without sufficient income must submit bank savings and/or checking account statements showing a minimum average balance equal to six months of rental payments. These funds must have been in the account for the last six months. In addition, the potential tenant would need to pay the last two months of rent before move-in and/or an additional security deposit.
  • Two Year Employment History Verification – If employment is less than two (2) years then add previous employment to your online application.
• Home “As-Is” – Any requests for additional repairs or cleaning must be made in writing and submitted as part of the supporting documents package.
• Miscellaneous Documents – There may be additional documents that are required such as a “Sight Unseen Policy Exception Form”, “Assistive Animal Medical Provider Form”. Any additional, unique information would be provided with the other information that is used when considering a tenant application.
• Online Application –  If there is an agent helping the potential tenant find a rental home, please provide their name, phone number and email address on the online application so that we can properly compensate them.

We will not process the application until we have ALL supporting documents and fees.  After receiving an application, the support team will email a notice to all parties to either confirm that the application packet is complete or provide notification that information is missing. Once a completed “Rental Application Packet” has been received, a background check will be conducted that includes a criminal, residential, and credit history check. In addition, rental and employment history will be obtained.  Unless an exception is made by the owner of the property, a social security number is required for a criminal and credit history check for all applicants.

Lastly, a phone or in-person interview will be conducted and the owner will be contacted with our recommendation. When there are multiple applications, they are all presented to the owner and the most qualified applicant will be chosen.

Three (3) business days, from the time the application is complete, is required for processing the application. To expedite processing time, make sure the application is complete and notify the rental history contacts to respond promptly when Mars Hill attempts to verify the information on the application.

Once the application is approved, an email will be sent providing details on the next steps. The security deposit and pet deposits, if applicable, will be due prior to the pre move-in walkthrough.  In addition, the utilities and renter’s insurance should also have been completed by the pre move-in walkthrough date. This date is scheduled no more than three (3) days prior to move-in. This is to allow all parties time to address any additional preparation and coordination requirements to be ready at the point that the lease begins.  The lease start date will not start  sooner than 5 business days from the date this email is sent to allow sufficient time for walkthroughs, utility coordination, etc.

Information Required Before Pre Move-In Walkthrough

• Utilities are on and in the resident’s name and account numbers have been received by our Support Team
• Online tenant portal set up
• Security deposit, pet fees, pet deposit, pet rent and any other amounts due
• Renter’s insurance has been obtained and declaration sheet has been sent from the insurance company

Security Deposit

This is typically equal to one (1) month’s rent and is required to be paid prior to the pre move-in walkthrough.  We may ask for up to an additional (1) month’s rent if certain qualifying criteria are not met to help offset the risk of the application and/or rent to be paid in advance.  Codes and/or keys to the home will not be released until this is paid.  Roommates must designate one individual on the lease for the security deposit to be refunded to at the end of the lease.  

Mars Hill Partner Club

All of our residents are enrolled in the “Tenant Program” of our “Mars Hill Partner Club”.  All costs and benefits apply only when Mars Hill is managing the tenant’s property.  Residents will choose from the following two “Resident Benefits Packages”:

Master Insurance Benefit Package

Fee is $40.00 per month

Insurance Coverage

• $100,000 Renters general liability insurance coverage
• $10,000 Content coverage
• Renters Insurance claims assistance
• *Additional $1000 pet damage protection
• *Additional $1000 bed bug protection
• *Additional $500 mold remediation protection
• *Additional $1000 loss of rental income protection

*Deductibles and other limitations may apply. This applies to damage to owner property that the resident will be responsible for repairing or replacing. The $250 deductible is on the liability side, the liability claims benefit the property. In the extra endorsements (pet damage, bed bug and mold), the benefit is for the management company but typically the remaining balance of what is left over from a liability claim the management company will charge back to the resident.

For more details: https://drive.google.com/file/d/15pxZfNiAGldFRk-VQ7zvzHTRuRBtPo62/view?usp=sharing

Additional Benefits

• Newsletter with Mars Hill discounts provided by our preferred vendors
• Monthly filters delivered to your door (if applicable – $120 value)
• 24 Hour Emergency work order hotline
• 24 Hour Office line monitoring during weekday and weekends 8am – 5pm CST
• Pre move in walkthrough and house orientation ($150 value)
• *Mars Hill Financial Assistance – Eligible for Rent assistance program
• Mars Hill Grace Pass – one time forgiveness for returned payment or late fee (Up to $50 value)
• 24/7 Tenant Portal Access to all lease records
• Renter to Owner Concierge Program
• Unlimited Home Buying Consultation
• Sign up on RentReporters.com to improve your credit score for when you are ready to buy a home. Use the referral link https://prf.hn/click/camref:1011lcMku and promo code “RRA20” for a $20.00 discount.
• *$50 Monthly commission credit toward 
toward home purchase (if represented by Mars Hill – $600 value)
• Appraisal reimbursement provided by American Financial Network when buying or refinancing a home ($500)
• Preferred 5%-50% discounts off the nightly rate when booking your next vacation at any home in the Mars Hill Vacation Rentals portfolio of properties.
• 10% discount on Mars Hill Maintenance work.

Tenant Insurance Benefits Package

Fee is $35.00 per month

Insurance Coverage

• If the tenant prefers to provide their own insurance, the following is required:
• Proof of renter’s insurance prior to the move in date
• Must provide a minimum of $100,000.00 in general liability coverage
• Must name both Mars Hill Realty Group, Inc. and the owner as “Additional Interest”
• This insurance must be maintained throughout the length of the lease and any renewals. If there is a failure to maintain renters insurance, this could result in an eviction
• The insurance company must email the “Declarations” page to Mars Hill prior to the “Pre Move-In Walkthrough”. Codes/keys will not be released until this information is received.

Additional Benefits

• Newsletter with Mars Hill discounts provided by our preferred vendors
• Monthly filters delivered to your door (if applicable)
• 24 Hour Emergency work order hotline
• 24 Hour Office line monitoring during weekday and weekends 8am – 5pm CST
• Pre move in walkthrough and house orientation ($150 value)
• *Mars Hill Financial Assistance – Eligible for Rent assistance program
• Mars Hill Grace Pass – one-time forgiveness for returned payment or late fee (Up to $50 value)
• 24/7 Tenant Portal Access to all lease records
• Renter to Owner Concierge Program
• Unlimited Home Buying Consultation
• Sign up on RentReporters.com to improve your credit score when you are ready to buy a home. Use the referral link https://prf.hn/click/camref:1011lcMku and promo code “RRA20” for a $20.00 discount.
• *$25 Monthly commission credit toward home purchase (if represented by Mars Hill – $300 value)
• 5% discount on Mars Hill Maintenance work.

*Deductibles and other limitations may apply

Insurance Waiver

Unless prohibited by law, residents waive any insurance subrogation rights or claims against the Landlord, Owner and their insurers.  If property is affected by mold, water damage, HVAC failure or other issues that result in inhabitability, tenants will make a claim with their renter’s insurance.

Insurance References

Although we recommend signing up for the Mars Hill Partner Club “Master Insurance Benefit Package”, if you have selected the “Tenant Insurance Benefit Package” and do not already have an insurance company, we would recommend working with one of the following:

Texas

• State Farm – Todd Hargrove – 512-863-2587, Todd@Toddhargroveinsurance.com  
• Farmers Insurance – Rob Hilton (Spanish/French speaking available) – 512-864-1719, rhilton@farmersagent.com
• Safeco – Evans, Ewan and Brady (Spanish speaking available) – 512-869-1511, MelanieA@eebins.com

Virginia/DC

• Comparion – Oliva Devescovi – 571-212-3380; Olivia.devescovi@comparioninsurance.com 
• State Farm – Jim Chen (Spanish/Chinese speaking available) – 410-766-4484; jimchenagent@gmail.com
• Farmers Insurance – John Weis (Spanish/Korean speaking available); 703-475-4333; jweis@farmersagent.com
• Central Insurance – Danaher-Skewes and Associates (Sharon Brown) – 703-969-6286; Sbrown@danaher-skews.com

Other Options

• Liberty Mutual Insurance – 844-237-5603
• USAA – 800-531-8722

REMINDER:  Please also make sure they list our company address as follows:  Mars Hill Realty Group, PO Box 5059, Georgetown, TX 78627

You are required to maintain your policy throughout the length of the lease and any renewals. You will be in default of the lease if you fail to maintain Renters’ Insurance during the entire length of your residency and renter agrees to be automatically enrolled in the “Master Insurance Benefits Package” at $40.00 per month to avoid not having renter’s insurance.  Prior to being enrolled, we will provide thirty (30) days notice before implementing billing. We will upload this to your portal that we created for you.

Utility Information

Residents are responsible for all utilities to the home unless an exception is made on the lease. Utilities include services to the property such as electric, gas, telephone, cable and internet.  Any utilities that are covered by the HOA payment will be the responsibility of the Landlord.  Residents are required to maintain utility service in their name up to two (2) days prior to the lease start date and two (2) days after your lease end date.  This guarantees that utilities will be on when the pre move-in walkthrough is conducted with the tenant (two days prior to the lease starting) and also ensures that the utilities are on when the move-out walkthrough is conducted.  Please email the utility account numbers to us prior to the Pre Move-in Walkthrough.  

All utility services are subject to interruption, temporary termination or increase in billing or usage in connection with, or for the purposes of repairs, alterations or improvements to the Leased Property, surrounding buildings/common areas, or for emergency reasons. Management shall not be liable for, nor shall constitute default by Management for any such increase, interruption, or temporary termination of utility services, nor is Management responsible for the availability of any utility, nor cost or fee thereof.  Utility services shall include but not be limited to: electricity, water, sewer, trash/waste removal and gas. If a tenant cancels utility service prior to the lease end date, they will be charged a $50 administration fee and could be liable for any utility reconnect fees incurred by the management company.

Pre Move-In Walkthrough

Two (2) days prior to moving in, a representative from Mars Hill will walk the property with the residents to document its condition. Mars Hill uses detailed photos and written notes so that an adequate comparison can be made upon move-out.

Primary reasons for this walkthrough are:

• Review the completed Inventory and Condition form with the Property Manager that documents the current condition of the property
• Verify that the tenant has completed necessary steps required for move-in such as
  • The utilities are on in the resident’s name
  • The security and pet deposits are paid
  • The renter’s insurance has been obtained
  • If applicable, additional deposits and/or rents are collected
• Review important basic components of the home such as
  • Air filters
  • Smoke detectors
  • Water shut-off valves
  • Electrical circuit breakers
  • HVAC condensate lines
  • Other property specific items that  require the resident’s attention and answer any questions the residents might have at this time
• Verify that the home is ready for move-in
  • If something catastrophic occurred at the property we want to find out BEFORE the day of move in. The property is rented in “As-Is” condition, so the purpose is to be certain there are no emergencies to address.
• Key Coordination
  • Once the tenant responsibilities have been met (rent and deposits are paid, insurance declaration page is sent, and utilities are on), the house keys/smart lock code will be released by a staff member, not the Property Manager doing the walkthrough.  Under no circumstances can a resident move in prior to the lease start date.  Some homes will be upgraded with a smartlock and a new passcode will be issued in lieu of keys.  Homes with SmartLocks will only have the front door lockable from the exterior, all other doors will only be lockable from the interior.  
  • The tenant is responsible for rekeying the keys to the mailbox belonging to their rental property.  This can be done by contacting your local post office and presenting them a copy of your lease.  It’s important to call them first to make sure.
  • Tenant is responsible for removing and storing the lockbox, if there is no SmartLock. The Property Manager or anyone in the Service Team can be contacted if assistance is required.

Walkthroughs will not be scheduled on major holidays. Weekend scheduling is strongly discouraged and will be subject to a $200 fee.