Owners Handbook
WELCOME
Thank you for choosing Real Property Management Blue Sky! We’re excited that you’ve chosen the premier residential rental property management company to manage your investment.
Our goal is to manage your investment to achieve the highest return while complying with all governing rules, laws, and regulations. We also strive to provide a premium owner and resident experience.
This handbook has been prepared to help you answer the most common questions you may have when starting a relationship with Real Property Management Blue Sky
Note: The information provided herein is subject to change. Laws, personnel, improvements, markets, policies, and procedures may cause planned or unplanned changes to take place. We are committed to our Kaizen promise and to communicating any change to our clients.
Quick Contact Info
Preferred Contact Method
An email to [email protected] will usually be the best and most efficient way to communicate with us. Please include a topic and property address in the subject. Example: “Statement – 1334 Blue Sky Dr. Lutz”
Owners Portal: www.rpmbluesky.com > Click on the Owners button
Call or Text: 813-625-9595 option 1
Email: [email protected]
Emergency Maintenance: 813-625-9595 option 9
Contact Us If
Please get in touch with us if you have a change of any of the following: owner information, bank, ACH, mailing address, phone, etc.
If you won’t be available or difficult to contact for some time, please let us know.
If you have any concerns, complaints, or issues, please get in touch with us immediately. If you are still waiting for a satisfactory resolution or need to speak to the owner, his contact information is below.
Newsletter & Blog
To keep you updated on the property management industry, we routinely distribute a digital newsletter/blog via our website and email. This information will enlighten you on many housing issues. Significant changes or announcements concerning RPM Blue Sky are also included in this fashion, as well as in the comment section of monthly owner statements.
How our Office is Organized
Your Real Property Management Blue Sky is organized to address the different needs of your property throughout the life cycle of vacancies and rentals. Most of our employees are cross-trained: anyone can either answer your question on the spot or provide the resource who can answer your question.
Leasing
Our Leasing Department is wholly focused on filling vacancies. The Leasing Department helps determine the rent amount, coordinates the advertising, conducts showings, qualifies prospective residents, and completes the lease signing.
Maintenance
Maintenance begins with a cosmetic inspection, and ongoing periodic inspections are performed after that according the agreement. Our inspections are designed to discover pre-existing or emerging problems and to help ensure tenant safety and investment maintenance. The Maintenance Department also coordinates all property repairs, make-ready, proactive and ongoing maintenance needs.
Accounting
The Accounting Department is responsible for the financial management of your home, including rent collection and financial statements.
Sales & Marketing
The Sales & Marketing team is focused on building our online presence and working with potential investors. We also maintain contacts with local realtors and other businesses for services and to provide referrals.
The Owner’s Portal
The best method to communicate with our office is via our online portal. This link allows you to keep a record of your conversations with us. Moreover, you will be able to access financial statements and maintenance records.
Access
Your email is your user ID. Through email communication, you will be assigned a password to the portal during the set-up process.
What’s Inside
You will have access to every monthly statement, copy of management agreement, scanned documents regarding your property for easy access. To reduce the use of paper and to enhance efficiency, paper invoices are not mailed from our office. Instead, your monthly statement serves as your invoice for management fees and any work performed and can be downloaded from the portal at your convenience.
Company Policies
The Florida Real Estate Commission (FREC) requires licensing for all persons conducting Real Estate Sales and Leasing in our state. RPM Blue Sky associates with an affiliated brokerage firm for personnel that are Brokers, Property Managers, and Real Estate Agents to have a Florida Real Estate license.
Code of Values and Ethics
We follow the Real Property Management Code of Values and the Code of Ethics outlined by NARPM and NAR®. We consider this a top priority in conducting business and it is required of all RPM Blue Sky personnel.
Drug-free policy
RPM Blue Sky has a drug-free policy for all personnel, vendors, and tenants. RPM Blue Sky incorporates this policy into rental/lease agreements, tenant, personnel, and vendor documentation.
Legislation
RPM Blue Sky adheres to the laws and guidelines of federal, state, and local legislation and incorporates this into all documentation, policies, and procedures. Here are some of the agencies and acts RPM Blue Sky follows:
- Fair Housing (HUD) – We support and follow Fair Housing laws and guidelines; the office displays Fair Housing signage
- Equal Opportunity – We are an Equal Opportunity employer; the office displays Equal Opportunity signage.
- SCRA Act – Serviceman’s Civil Relief Act, which replaced the Soldiers’ and Sailors’ Act of 1940
- FCRA – Fair Credit Reporting Act
- EPA – Environment Protection Agency
- Any other local or state legislation that may apply to a specific city.
Vacancies
After choosing a property management company, filling a vacancy is usually an owner’s next largest cause for concern. Real Property Management Blue Sky takes vacancies very seriously and focuses on rapidly filling them with qualified residents.
Marketing/Advertising
How much rent to charge?
In determining the rental amount that the market will support, Real Property Management Blue Sky will perform a thorough market analysis. We then provide a recommended rental range to the owner so that the owner can make an informed decision on the rental amount to be used in advertising. Your Real Property Management Blue Sky can educate you to the trade-offs of holding out for a high rent versus accepting a tenant quickly for a rent that is close to your target price.
Animals/Pets
In the year 2023-24, the National Pet Owners Survey conducted by the American Pet Products Association estimated that 66% of all households have a pet. You will need to decide whether to allow pets in your rental. The upside of allowing pets is that you open your rental to a larger pool of potential residents. The downside is that pets inevitably increase rental wear and tear. It is legal to refuse to rent to residents with pets except for pets that are Services Animals or ESA animals prescribed by a physician to address a mental or medical condition or pets that serve as service animals. In fact, these animals are not defined as “pets” and are generally exempt from all pet rules, fees, pet rent, and regulations.
It is also legal to define the maximum size or type of pet that is acceptable in your rental. For example, you may limit dogs to those weighing fewer than 35 pounds. By rule, we don’t allow certain breeds and follow a pet policy standard. All applicants will be required to complete a pet/animal profile on petscreening.com, even if they do not have a pet. This ensures uniformity and compliance with laws. We do not collect a pet/animal-specific deposit as this would limit any damage caused by the pet/animal to only use that deposit. By doing this, we can use the whole security deposit for any damages.
Where is the advertising?
Real Property Management Blue Sky’s experience has shown that a mix of traditional and Internet advertising yields the best response. We post to more than 30 online rental listing site, use Facebook and will post a sign when not disallowed.
Showings
Showings are primarily conducted via a self-guided process. We also off in person, virtual, and open house, depending on the property, neighborhood, and scheduling needs of the property manager and prospect. Real Property Management Blue Sky uses a 3rd party vendor that specializes in managing the showing process to ensure the highest level of ease in scheduling and providing the most information possible, all leading to a prospect application. We may also use secure key boxes or smart deadbolts to streamline the process. We also use a leasing hotline to ensure that all calls about your home are answered timely. All prospects are screened to ensure the viability and security of the property. The depth of screening depends on the type of showing. The office conducts a brief phone interview or requires an online form to be completed to ensure that there is a general match between the prospects’ requirements and the rental’s attributes and qualifications. A form of identification is usually required.
If the prospects are interested in the rental, they are invited to complete an application.
Qualifying Residents
Real Property Management Blue Sky uses a national credit-reporting provider to obtain a prospect’s criminal and credit histories; references and employment will also be checked. Credit reports cannot be shared with owners due to the Fair Credit Reporting Act.
Cosigners
Real Property Management Blue Sky normally does not accept cosigners. The policy is that the applicants should have the ability to rent on their own merits. However, sometimes some conditions may warrant taking a cosigner on a property.
Lease Signing
Real Property Management Blue Sky uses a template lease written in simple language that has been tested nationwide and has been reviewed locally by a real estate/property management attorney.
Deposits
Rental security deposits are managed in accordance with state laws. Each state mandates how deposits are to be held and handled and we comply with those as well.
Last Month’s Rent
Florida does not impose a limit on the amount of prepaid rent that can be collected at the start of a tenancy. First month rent will always be collected and last months rent may be requested depending on the market conditions, owners desire and applicants application results.
Security Deposit
The security deposit belongs to the resident until a legitimate claim is made against the deposit in accordance with the law. The security deposit is held in a non-interest bearing escrow account by the Real Property Management Blue Sky in compliance with the law and remains in this account until the final inspection is completed after the renter vacates the property. In Florida, the resident must be notified of the deposit location, if it is intrest bearing and if it is separate or comingled with other funds. We also provide the resident a alternative option for the security deposit through Obligo. In short, the resident is able to reduce the cash needed by paying a partial deposit and payment. Actual amounts are determined by Obligo’s determination of financial ability and credit worthiness. As many as 40% of residents use this services when it is offered.
Residents
Renters are the cornerstone of the success of your rental. Our business model depends on stable, paying renters.
Resident Already in Unit
If you come to Real Property Management Blue Sky with a renter already in place, we have a simple initial communication with them. We provide them with a Resident’s Handbook, explain the rent payment process, and review how to contact our office to address repair or maintenance needs. The Real Property Management Blue Sky will also review the existing lease to determine if any adjustments may be required.
Communications
Some property owners want to communicate directly with their renters; we doe not allow this. We want to do all we can to ease your mind from the concerns that arise from being a landlord. However, we cannot effectively do the job that you have hired us to do if you are communicating directly with the renters. The renters may interpret your communication(s) as further contractual obligations that may cause you to incur legal liability. By keeping the lines of communication clean between Real Property Management Blue Sky and the resident, the potential for ambiguity can be eliminated. We are happy to work with you to relay information to the renters if necessary.
Every effort is made to communicate with residents using our property management system and CRM. This ensures that we have a record for future reference.
Holiday Gift Program
Studies have shown that tenants who feel valued and appreciated by the owners of the homes tend to stay longer, take better care of the property, and may pay on time more often. In the fall, we will notify you of an opportunity to opt in or out of our Holiday Gift Program, where we will send or deliver a gift on your behalf at your expense, usually between $50 and $75.
Owner Disbursements
This is the most common area of concern after the Management Agreement is signed: you will want to know “Where’s my money?” Disbursements to owners are labeled “Owner’s Draw” on your monthly statement. The timing of disbursements is directly related to when the rent is received and monthly property “books” are closed.
When the Owner’s Draw is Disbursed
Every effort is made for owners dispersments by be processed by the 10th business day of the month, but it may be on the 20th if there are expenses that still need to be processed and paid. Your Owner’s Draw will be sent to you by Automated Clearing House (ACH). The first time a dispersement is made via ACH to your bank, it will take 5 to 7 business days. ACH disbursements can take two-to-three business days to clear through the banking system.
Please note that you will probably not be able to use the resident’s rent payment to make your mortgage payment in the same month that the rent payment is received. The rent disbursement cycle is too tight to meet most mortgage due date requirements. Therefore, it is recommended that you have two (2) months of mortgage payments in reserve in case the current month’s rent payment is not disbursed to you in time for you to pay it. month’s mortgage payment.
How the Owner’s Draw is Calculated
Monthly Rent – Management Fee – Expenses – Contingency Fund Shortfall – Capitol Expenses Fund Amt = Owners Draw
Since some expenses may have used part or all of the Contingency Fund, this will be calculated so that there is no double debit from Owners Draw. Capitol Expenses Fund Amount is an optional service that authorizes Real Property Management Blue Sky to use our escrow account to build a property fund for more significant capital expenses that may occur in the future, such as saving to replace an HVAC system, rehab a bathroom or replace a roof. Expenses may include, but are not limited to, additional advertising expenses, utility bills, emergency maintenance costs, association and/or tax assessments, and mortgage payments that some owners request Real Property Management Blue Sky to pay on their behalf.
What If the Rent Is NOT Received?
The renters are aware that their rent payments are due by the 1st day of the month. While most renters pay on time, some pay late. This can be due to a one-time event or can be a recurring problem. The steps that Real Property Management Blue Sky takes to resolve late or non-payments are:
- Email or Text to renter – this is usually all that is required to find out why the rent is late and to establish a commitment as to when it will be paid.
- Letter to renter – a formal letter/email from Real Property Management Blue Sky is the first step in formally documenting the lateness of the rent. This letter is sent to the renter around the 4th day of the month if the rent has not been received by the end of the grace period of 3 days.
- Pay or Notice to Quit – if the late payment of rent is a recurring problem or if the rent is severely late, it may be appropriate to start the first step in the legal eviction process by initiating a Notice to Pay or Quit in accordance with state law. Your Real Property Management Blue Sky may write this notice on its letterhead or use an eviction attorney. Fees may be incurred to begin this process.
- Not Cured – If the renter hasn’t cured the Pay or Quit Eviction Notice, then the eviction process continues, which may involve an attorney. Please see the section on Evictions.
How are Late Fees Handled?
Late fees are incurred by renters in accordance with the lease agreement and state law when they do not pay their rent on time. When the rent is finally paid, it is applied to the resident’s account in the following order:
- Late fees are paid
- The remaining balance is applied to the rent past due
Late fees are administered in accordance with your Management Agreement.
Legal action – Landlord Protection Insurance
As we all know, evictions can happen to any landlord no matter how well a tenant is screened. Circumstances change in people’s lives and they are not able to pay the rent. This is especially true when people lose their job, get a divorce or have a serious injury. When a tenant cannot afford to pay the rent they also find it difficult to move, requiring the landlord to go through the costly procedure of evicting the tenant. In 2023 in Florida, the eviction rate was 5.46% across all renter households. Demographics, seasonablity, and economy can cause variations in this percentage. Real Property Management average eviction rate is about half of the national rate.
Due to the cost of the eviction and cost of lost rent, we recommend that owners purchase ProtectionPlus provided by Surevestor through RPM Blue Sky. The policy which can cover unpaid rents, eviction court, tenant skip, legal costs and more.
If a tenant does not pay the final month’s rent due per the terms of their lease, we will evaluate tenant’s performance history and the dollar amount of their security deposit when deciding whether to file an eviction. See the Evictions section for more information.
Other Services
Owner may request or it may nessesary to provide services such as home rehab, additional inspections, drive by inspections, warranty service, annual maintenance and others as needed. Below is a price list for some of these services if needed.
| Additional Full Property Inspection | $175 |
| Maintenance / Service Call (includes first 30 minutes) | $125 |
| Hourly Maintenance | $75 |
| In Person Showings Only (no-self tours) | $500 |
| 3d Walkthrough & Floorplan | $350 |
| Special/Other/Warranty Services per hour | $85 |
| Proactive Maintenance & Rehab Work | Varies by Project |
| Cancellation Prior to Renting Home | $500 |
Maintenance
Real Property Management Blue Sky works to ensure your property is well-maintained with curb appeal that assists in having your property rent faster, yielding the highest rent, attracting the best renters, and presenting fewer problems. Once the resident moves in, they are renting a home, not just a property. One way you can keep renters happy and paying on time is to ensure that your rental is in good working order, to keep the rental habitable in accordance with the law, we ask that you respond quickly to repair requests when your Real Property Management Blue Sky calls you for approval. By signing a rental agreement, a warranty of habitability is implied and required by law. This means that we are promising that your rental is suitable to live in.
Periodic reviews and visits to the rental, as well as routine maintenance, are an essential part of this strategy.
Budgeting for Maintenance
There are many ways to budget for maintenance. The best practice is to use multiple monthly rent. As an example, if the rent is $1,000 per month, you should consider keeping 1.5-2 x of the monthly rent or $1,500-$2,000 in reserve to pay for potential emergency repairs that are required). Alternately, some owners use a percentage of the property value such as 2%-3%. If you adopt this strategy, and if your rental’s value is $300,000.00, you should consider keeping $6,000-$9,000 in reserve. Whatever strategy you adopt, it is essential that you have a maintenance and repair budget. This budget is a part of being in the business of owning rental property.
Risk = Potential for Financial Loss
One of the reasons owners like you have chosen Real Property Management Blue Sky is to help protect them from financial risk. Maintenance is one of the most common areas of risk exposure. One maintenance risk area is compliance with applicable laws, rules, and regulations. To respond intelligently to renter maintenance requests, Real Property Management Blue Sky stays current on all residential rental real estate and housing laws at the federal, state, county, and municipal level. We do the reading, so you do not have to.
It is Real Property Management Blue Sky’s policy that all legal violations (cited or not yet cited) must be corrected – no exceptions. An owner may face legal (including criminal) liability if certain repairs are not made. Real Property Management Blue Sky can provide vendors to complete work timely, efficiently and within the confines of the law.
Refusing to fund repairs may be grounds for termination of the management agreement as Real Property Management Blue Sky must comply with Landlord/Tenant Law.
The other maintenance risk area is in performance of repairs or maintenance. Real Property Management Blue Sky only uses contractors who are licensed when required, certified as necessary, and who carry the proper insurance. Additionally, Real Property Management Blue Sky gives preference to vendors who have a history of being timely, providing quality repairs, and being safe on the job.
Property Evaluations
Initial evaluation
An initial cosmetic inspection is performed after the Management Agreement is signed. The purpose of the evaluation is to ensure that there are no visible issues that represent a hazard to the renter or that MAY develop into a hazard in the future. Any discrepancies found are shared with you and a plan is established to correct them. Priority is given to habitability and legal concerns, further, we will advise steps necessary to make the property ready for renters to move in (make-ready).
Periodic evaluations
In addition to the evaluation that occurs when a renter initially occupies the rental and when they move out of the property, periodic evaluations are conducted throughout the year according to the Management Agreement. These regular evaluations are conducted to ensure that the rental remains in good order.
Emergency Repairs
What is considered an emergency? Generally, state or local laws define an “emergency” as anything that must be fixed immediately so that the renter can safely live in the rental. Some examples include:
- no heat during winter months or air conditioning during hot summer months
- loss of power/water
- flooding
- clogged toilet when the unit only has one toilet
- security issues (damage from a break-in or from a natural disaster)
- legal notices from housing or city/county inspection departments
Mold issues
Real Property Management Blue Sky regards mold issues as a top priority in property management. Owners should be aware that mold is another leading issue in the property management industry and failure to act if tenants report or discover mold can lead to costly lawsuits. This is an area of extreme liability, and Real Property Management Blue Sky takes action if a tenant reports mold. Real Property Management Blue Sky notifies owners as soon as practical of any mold issues so Real Property Management Blue Sky and/or the property owner can take the proper steps. Owners are hereby advised to immediately repair all roof, plumbing, sewage, drainage, pool, or other leaks that can cause mold, as delays can cause costly mold remediation!
Lead-based Paint
Lead-based paint is commonly found in homes built prior to the 1980s and was banned for residential homes in 1978. Real Property Management Blue Sky follows all mandated federal and state guidelines for lead-based paint. All properties prior to January 1, 1978 require disclosures to all tenants and owners. Tenants sign lead-based paint disclosures prior to renting a property and Real Property Management Blue Sky provides them with the required EPA Pamphlet, Protect Your Family from Lead in the Home as published by The Environmental Protection Agency. Real Property Management Blue Sky then forwards the required disclosure to owners for signature.
Property owners and/or Property Managers must also notify tenants, in writing, of any scheduled work necessary for lead-based paint on the property.
Utility Transfer Service
Real Property Management Blue Sky will make sure your property is never without heat, water, or air conditioning. This service ensures you will never have to worry about pipes bursting or mold growth due to uncirculated air as well as giving you peace of mind that no matter the situation with your rentals, services such as cleaning and watering lawns will be readily available. We work with the utility companies to instill a landlord standing order wherein your services, when not in a resident’s name, will be reverted to yours and the bills sent to our office for processing. This service is provided for only $25 at reversion and $10 per month to process payments.
Evictions
Evictions are a reality in the residential rental industry. Although you may never have to have a renter evicted, it is possible that you will have to experience this process. The best defense against having to evict a renter is to have a quality selection process, a strong maintenance program, and a responsive property management office. Real Property Management Blue Sky provides you with all three of these resources to mitigate the possibility of eviction. You can depend on Real Property Management Blue Sky to have the expertise and legal professionals to make the process as easy and expedient as possible.
Your Real Property Management Blue Sky will coordinate with you if you are confronted with the possibility of having to evict a resident.
Eviction Protection Plan
Some owners elect to purchase an eviction protection plan when they sign their Management Agreement or it can be added at a later date but is not retroactive. If you have chosen this option, be sure that you understand it clearly. While it is a good plan designed to cover most circumstances, it does have its limitations. More information can be provided if desired. Due to the cost of evictions, it is recommended to purchase.
How long does and Evcation take?
The short answer is that it depends on several factors. Some common factors include differing local law and the renter contesting the eviction. Rest assured that your RPM Blue Sky is well versed in executing the eviction process. In general, the process requires the service of a Pay or Quit Eviction Notice that informs the renter that he or she violated the lease and needs to pay the balance due and correct any violations or surrender possession and return the keys. If the renter does not comply, then the case is filed with the appropriate court and a hearing date may be set. Following the initial legal proceedings, the renter is generally provided a time to move prior to a lock out. Overall, the process can average anywhere from three (3) to eight (8) weeks.
Fees Incurred
There are three general categories of fees you can expect to encounter in an eviction. Although the timelines and specific processes may vary, and the actual costs will differ based on legal requirements, you can expect the following fees. RPM Blue Sky will never mark up eviction costs.
Legal & Service Fees
RPM Blue Sky uses a fixed fee services that covers the standard fees as long as a court appearance is not required. RPM does not up-charge this fee. As of 12/2024, the fee is $995 to process the eviction. These fees can be covered by participation in the Surevestor ProtectionPlus plan.
Ready to Rent Expenses
Generally, an evicted renter will leave the property in a condition that requires additional cleaning, maintenance, or repairs. Although the evicted renter is ultimately responsible for such repairs, we cannot depend on the renter to pay these fees immediately and there is no garantee that we will be able to collect. Provisions should be made to set aside funds when it is initially identified that an eviction process is going to be necessary.
Financial Statements
Many owners enjoy having access to their financial statements at their convenience. These statements are useful in making projections for the upcoming year as well as providing documentation for tax purposes.
Monthly Statements
Monthly statements are available via your portal, they are sent a day or two after owner payments are processed so that you can see how the finanicals of the month were applied. These statements provide a quick way to understand how the rent money was applied. There are four general areas where rent money is applied.
Management Fee
The management fee is deducted from the rent received in accordance with your Management Agreement.
Maintenance Expenses
Maintenance expenses are itemized and deducted from the rent received in accordance with your Management Agreement.
Other Expenses
Other expenses, such a eviction or expenses that you have asked Real Property Management Blue Sky to submit on your behalf, are itemized and deducted.
Owners Draw
The Owner Draw is the amount paid to you after expenses are deducted.
Year-End 1099
An IRS Form 1099 is sent to you either by USPS or electronically within 30 days of the end of the calendar year. This form is for your tax records and is used to help complete your tax filing for the previous year. You will also receive a statement encompassing the entire year.
Real Property Management Blue Sky can also takes care of tax payments required from IRS Code Section 1441 for those who may hold citizenship outside the United States and own property in the country.
Reviews
Complaints
Although we are a part of a franchise system, your Real Property Management Blue Sky is Independently Owned and Operated. We are a service-oriented business, and we strive to provide you with the best customer service possible. If you have any issues that you would like to discuss with us, please call or email. We honestly believe that hearing from you is the best way that we can resolve issues and work to make the systemic changes to prevent the issue from reoccurring.
How they are handled
Please call/email your Real Property Management Blue Sky with any concerns, comments or suggestion however small. Your feedback is used to improve our communications, customer service, and processes. If your concern is a complaint, here is how we’ll handle it:
- We will ensure that we clearly understand the situation from your perspective.
- We may need some time to investigate the issue. If that is the case, we will commit to you that we will respond within an amount of time that is reasonably acceptable.
- When we respond, we will (1) clarify the issue to your satisfaction, or (2) ask what you would like us to do to resolve the issue, or (3) provide options as to how the issue can be resolved.
- We will then agree upon a plan of action that will resolve the issue.
We are committed to working together honestly and reasonably toward our mutual goal of delivering a great owner experience.
Disclaimer
Your Management Agreement will ultimately govern our relationship, this handbooks should be used as a supplement, reference & guide and may be updated from time to time. The latest version of this Handbook can be found at http://www.rpmbluesky.com/ownershandbook
