You are here

Long Term Rentals FAQ's

Q: What is a Long Term Rental?  

A: A Long Term Rental is considered to be any rental of property (typically a condo, duplex or townhome) with a Lease Term of 6 month or longer in length.  Seasonal Leases (i.e. Winter only) are typically 6 months in length (Nov. thru April), while the vast majority of our Long Term Rentals are for terms of (1) year.

Q: Who is Wildernest (WVR)?

A: Wildernest was established in 1973 and provides HOA Management, Vacation Rentals and Property Leasing services throughout Summit County and beyond…with the latter of these two services being provided thru the Wildernest Vacation Rentals division (WVR).  Our Team includes: Management, Marketing and Leasing Professionals, along with 24/7 Customer Care Specialists for the repair, maintenance, housekeeping and provision of other Tenant services.

Q: What type of Brokerage is Wildernest? 

A:  Wildernest represents the Landlord (Property Owner) as the Landlord’s Agent and Fiduciary. Our Brokerage Disclosure to Tenant: Definitions of Working Relationships, with more details about our relationships with Landlords and Tenants, can be found under the Long Term Tab on our Website.

Q: Who is the Landlord referred to in these FAQ’s and in a Lease?

A:  The Landlord is the particular Owner of the Residence being offered for Lease. 

Q: What duties does WVR perform as the Landlord’s Agent?

A:   General responsibilities include: marketing the Landlord’s property for lease; reviewing and screening applications of prospective Tenants (including checks of Tenant’s credit, background and  references); generating a Lease with terms acceptable to the Landlord; Lease compliance and enforcement;  Rent collection and disbursement; responding to maintenance emergencies and requests of Tenants; and; ongoing communication with Tenants and Landlords.  WVR  is a Landlord Agent working solely on behalf of the Landlord to promote its interests with the utmost good faith, loyalty and fidelity. The Agent negotiates on behalf of and acts as an advocate for the Landlord.  Tenants are the Customer. Broker is not the Agent of Tenant.  This disclosure is provided to all prospective Tenants early on in the leasing process. 

 

Leasing Process:

Q: Where can information about Residences available for Lease be found?

A: Available residences are listed on www.wildernest.com. Click “Long Term” at the top of the page to scroll through the photos and property details.  Click 

“View Details” for information on monthly Rental Rate, Security Deposit  requirements, location/mapping, utilities, amenities and additional photos.

Q: How is a Residence Tour scheduled?

A:  The prospective Tenant will be prompted to fill out a required Pre-Rental Questionnaire as the first step and prior to viewing property in person. https://app.tenantturner.com/listings/wildernest

Q:  Are Residences available just for rental during ski season?

A:  Yes, periodically there is some availability of 6-9 month rentals for the upcoming ski season.  However, most of the Residences listed on our website are only available for Lease Terms lasting a minimum of 12 months. The Lease Term will be specified under each listing. You may contact us directly and ask for the Extended Stay Manager. 970 513-5600

Q: When can an Application for Rental be submitted for consideration?

A:   The Agent will invite the prospective Resident to complete a Rental Application (viewable on the Agent’s website at wildernest.com/Long Term Rentals/Apply Now ) if the property is available, and a tour conducted and the questionnaire available at https://app.tenantturner.com/listings/wildernest is submitted and approved.  Properties lease quickly and the inventory supply changes constantly. Applying for the property online does not guarantee a showing or a Lease.  All pre-leasing activities and applications are handled electronically on the website and through the automated questionnaire system.

Q: Is there an Application Fee?

A: Yes, there is a $30 Application Fee per Adult Applicant.  The Application Fee is paid on-line when completing the application process and is non-refundable. All adults planning on living together must fill out a separate Rental Application and pay the fee. 

Q: What is checked during the application process?

A: Credit, background, criminal history and rental history is checked on each prospective Tenant.  

Q:  When is the Lease signed, Security Deposit collected and First Month’s Rent due?

A:   Once the Application for Rental is accepted and after the Landlord’s acceptance of the all of the terms of Lease, the Lease documents will be sent to the Applicant by Landlord’s Agent. All of the Lease documents must be signed and returned to WVR within 3 business days of receipt. The Security Deposit is due in full payable by check or money order at the Lease execution. The First Month’s Rent (and all subsequent monthly rent) must be paid on-line through the Tenant On-Line Portal…with First Month’s Rent due at least 72 hours prior to the Lease Commencement date. 

Q: How Much is the Security Deposit? Can it be applied to the Last Month’s Rent? 

A:  A Security Deposit in the amount of 1.5 times the monthly Rent amount is collected and held in trust on behalf of Tenant throughout the Lease Term. The Security Deposit is not available to Tenant to apply toward Rent during the Lease Term, whether it be the Last Month of the Lease or any other month.

 

Rent Payment Process:

Q: When is Rent due?

A: Rent is due not later than the 1st of every month regardless of weekends or holidays. There is no grace period. There is no penalty for paying early.  Late Fees are assessed starting with a $50 Late Fee that accrues on the first day that Rent is due but not paid in full and Late Fees continue at the rate of $20 each day thereafter. 

Q: How may Rent be paid?l

A: Rent must be paid via electronic funds transfer to Landlord’s Agent’s account by way of the Tenant On-line Portal by e-check or credit card. Prior to the Move In date, an email invitation to activate and set up the Tenant On-line Portal account will be sent to the email on file for the Tenant to enroll. Each Tenant on the Lease can pay their share easily, and on line. This method is:  

  • Secure - Online payments are encrypted using bank-grade security
  • Fast - Payment is immediately posted to the Tenant’s account balance
  • Convenient – Payments can be made anytime from anywhere
  • Flexible - Pay with whatever method best fits the Tenant’s needs

Tenant’s Payment Options

  • E-Check - Enter a routing and account number to pay Rent directly from a

Checking or Savings account. This option is FREE.

  • Credit/Debit Card – Enter a debit or credit card to pay Rent. There is an on-line payment fee assessed by some institutions to pay by this method. 
  • Electronic Cash Payments - A reusable pay-slip can be provided to take to 7-Eleven to pay Rent in cash or money order. If a Tenant does not have email, the pay slip can be printed at our office. Pay up to $1,500 for a $3.99 per-transaction fee.

We do not accept cash payments in our office or bill-pay payments initiated through your bank.

Q:  What if all Roommates do not pay Rent in full by the Rent due date?

A:  All Tenants named in the Lease are jointly and severally liable for all of the obligations of Tenant under the Lease…meaning each Tenant assumes full responsibility for another Tenant’s actions or inactions (non-payment of rent included).  If one Tenant does not pay Rent, all Tenants identified in the Lease remain responsible for any unpaid Rent as well as responsibility for any other sums due under the Lease including any and all Late Fees that may result or be incurred.

 

Move in Process:

Q: When and where can keys be picked up on Move In day?

A: Check-in packets are available at the WVR office starting at 12:00 NOON on the Lease Start Date or by other appointment with Agent.  Rent must be paid electronically 72 hours in advance of the Lease Start date to assure funds are timely deposited into the Tenant’s account. The Tenant will be required to sign for any keys, parking passes, clubhouse keys and garage door openers provided at the time of move in. 

Q: How is the Move-In Condition of the Residence documented?

A:  In the check-in packet, a Pre-Move In Inspection Report (PMIR) will be provided to Tenant for Tenant to complete and return to Landlord Agent (in person or electronically) within 48 hours. If the completed pre-move in inspection form is not returned within 48 hours of Move In, any pre-existing condition could become the new Tenant’s responsibility. The Landlord’s Agent also conducts a digital move in inspection prior to the move in date.  The inspection report will be emailed to the Tenant upon request. 

Q:  How are utilities transferred into the Tenant’s name?

A:  In the check-in packet, the Tenant will fill out a 3rd party transfer form to set up utilities in the Tenant’s name beginning on the day the Lease commences. Follow up with Xcel by Tenant will be necessary to verify the new mailing address and billing information. Service or transfer of service is required prior to the Lease Start date. Depending upon the Tenant’s credit history, Xcel may require a deposit. 

 

Maintenance:

Q: How are maintenance issues reported?

A: Non-emergency maintenance items can be reported through the same Tenant On-line Portal that Tenants us to pay Rent.  Doing so, automatically creates a time-stamped work order in the WVR maintenance system.  On-line maintenance requests are monitored daily during normal business hours.    If there is a maintenance emergency such as: an active leak causing damage to the Residence; no heat; or, no water, please report it immediately to the 24/7 Customer Care Center at: 970-513-5600.  

Q: Can Tenants do repairs or upgrades to the Residence?

A:  No, all maintenance requests of any nature must to be reported to the Landlord’s Agent in the manner outlined above.  Tenants are not permitted to make any repairs or alterations including painting.   If repairs or alterations are made by Tenant, the Tenant will be responsible for the cost of correcting the repair or re-painting the premises and may result in loss of security deposit. Tenants may not offset any Rent or other financial obligations of Tenant for any repair, service or maintenance charges incurred by Tenant without the written consent of the Landlord.

Q: What type of maintenance would a Tenant be responsible for?

A: The Tenant is responsible for maintaining the Residence in good repair, order and condition as well as reporting any needed repairs to the Landlord’s Agent in a timely manner.  Some examples of items that Tenants are financially responsible for include: clogged drains and toilets; damage resulting from untimely reporting of maintenance issues; jammed garbage disposal; broken window panes; holes in walls and doors; carpet stains; and, excessive mildew build-up in the bathrooms. 

Q: What is considered Normal Wear and Tear?

A: “Normal Wear and Tear” is considered the deterioration which occurs based upon the use for which the Residence is intended. Examples of Normal Wear and Tear (not the responsibility of Tenant) v. Damages (the responsibility of Tenant) may include: 

Normal Wear and Tear:    Damages:

  • Worn Carpet    Torn, Stained or Burned Carpet
  • Faded or Frayed Curtains    Torn or Missing Curtains
  • Knicks and Scuffs on Walls    Holes in Walls 
  • Running toilet    Clogged Toilet or Drain Line
  • Inoperable Window    Broken Pane of Glass

Q: Who replaces light bulbs?

A:  The Tenant is responsible for replacing light bulbs during the Lease Term in fixtures, accessories and appliances such as fridges, microwaves, lamps, ceiling fans and ovens.  Upon move out, the Tenant is responsible for the presence of operable light bulbs for all fixtures and appliances in the same wattage and type of bulb as existed upon Tenant’s move-in as documented in the PMIR.

Q: What if the batteries die in the CO or Smoke Detector?

A:  The Residence will have functioning Carbon Monoxide and Smoke Detectors at the time of Tenant’s move-in. The Tenant is responsible for battery replacement if either device requires batteries to function during the Lease Term.  Please immediately contact our 24/7 Customer Care Center to report any problems with the function of Carbon Monoxide or Smoke Detectors. If during a periodic or move-out inspection, a Carbon Monoxide or Smoke Detector is missing, the Tenant would be financially responsible for its replacement. 

Q:  What if the CO detector goes off or gas is smelled in or around the Residence?

A: OPEN WINDOWS AND MOVE TO A SAFE LOCATION IMMEDIATELY.  Once outside and in a safe location, call Xcel Energy and report the gas leak at 1-800-895-2999 or by dialing 911. Xcel will respond, identify and isolate any gas leak and proceed with notifying the Owner or responsible HOA Association representatives.   Secondly, after XCEL has been called, please contact WVR’s Customer Care Center to report the matter at 970-513-5600 regardless of the time…24 hrs/day and 7 days a week.

Q: What if I notice rodents, pests, or insects in my Residence?

A:  Contact WVR through the on-line maintenance request or by email to Rental Customer Service, Nathan Higgins at: higginsn@wildernest.com to report it. We will contact the Landlord and arrange for follow up inspections. 

Q: Can a Tenant change the locks?

A:  No. Tenant is not authorized to change the locks to any entry door, storage unit, garage, or any other locked access to the Residence.  If keys are lost or misplaced, contact the Landlord’s Agent to request a re-key.  A locksmith will be dispatched and the Tenant will be charged for all materials and labor to re-key the Residence and provide replacement keys to the Landlord, Agent, and Property Managers, etc. 

Q:  What if parking passes or clubhouse keys are misplaced?

A:  Report any misplaced parking passes or clubhouse keys to the Landlord’s Agent.  Replacement costs vary per each Community Association and Residence and any replacement of misplaced keys or passes will be at the Tenant’s expense.

 

Operational Questions /Other

Q: Can guests stay at the Residence?

A: Yes, however guests are permitted to stay no more than 7 consecutive days.  Please check with the HOA Rules and Regulations where your Residence is located in order to ensure compliance with visitor parking rules and other regulations and covenants for the community.   The Tenant is responsible for making sure that each guest in in full compliance with the Terms of the Lease and rules of the Condominium and or Homeowners Association. 

Q: Is smoking permitted in the Residence or in the outside spaces?

A:   Smoking of any kind is prohibited.  This includes: within the interior of the Residence; on exterior decks, balconies, patios, or, walkways; and, in clubhouses, or stairwells, carports/garages.  If a Tenant or Tenant’s guest, smoke in any portion of the Residence or surrounding area, the Tenant will be responsible for the cost of any required remediation including painting of the premises, replacement of carpet and upholstery or window coverings, ozone treatments to remove any signs of odor.  The cost of smoke remediation can be expensive. 100% compliance is expected, appreciated and essential to a healthy and neighborly community. 

Q: Is smoking and /or cultivation of Marijuana in the Residence permitted?

A: Smoking of any substance or material including marijuana is prohibited under the Lease, as is the cultivation or cooking of marijuana or similar substance. Most multi-family communities (condos) also have strict covenants and rules prohibiting smoking and creation of any nuisance odors.  If smoking or nuisance odors are reported to the HOA Board of Directors or its Manager, the HOA may levy fines upon the Landlord, who in turn, will pass through any such fines, damages and remediation costs to the Tenant, if Tenant or its Guests cause nuisance odors.

Q:  Can the Landlord’s furnishings be removed and stored if the Residence is leased as “furnished”?

A:  The Landlord’s furnishings must remain in the premises if the Residence is offered for lease as “furnished.” A Tenant can make a special request to the Landlord thru the Landlord’s Agent for an item to be removed…however the Landlord’s consent is not guaranteed.

Q: If the Residence does not allow pets, can the Tenant have a ‘pet-visitor’ or pet sit even if it’s temporary?

A:  Although many HOAs have rules allowing the Owner to have pet(s), most HOA rules prohibit Tenants and their guests from doing so. If a pet is reported or discovered in the Residence, the HOA may levy fines to the Owner, who may pass the fine on to the Tenant.  An animal in a unit which is not a service or support animal, or permitted in the Lease, is considered a default and may lead to fines, damages, remediation costs and eviction.  If a Prospective Tenant has a service animal pursuant to medical or psychological directives, please notify the Landlord’s Agent in advance to discuss reasonable accommodations that are available under State and Federal law.

Q: Are regular security checks or inspections conducted in the Residence?

A:  Yes, periodic inspections are conducted to observe the overall condition of the Residence. Tenants are notified by email the week prior to the inspection and sent a text reminder the day before…provided a valid email and cell phone number is on file with WVR for the Tenant.  The Tenant does not have to be present for these inspections.  Independent of WVR, the HOA may also conduct security checks on a regular basis or during extreme cold temperatures. Check with the Association Manager to discuss the protocol for these inspections. Contact information for the Building or Association Manager may be found on the utility/amenities form provided in the Lease packet. 

Q:  Can the Landlord or its Agent enter the Residence without notice?

A:  Periodic inspections, viewings of the Residence or maintenance/repair work typically are done with prior notice.  However,  Landlord’s Agent may enter the Residence without notice in certain situations where health, safety or property damage are believed to be at risk, and to conduct emergency repairs as provided under laws, ordinances or Lease provisions.   

Q: How many cars are permitted at the Residence?

A:   Consult the HOA rules and regulations and utility/amenities agreement form included in the Lease Packet for the specific parking policy, rules and regulations for the Residents and Guests. 

 

Subletting/Lease Default/Relocation/Renewals:

Q: Can the Residence be sublet or a new Tenant added to the Lease?

A:  The Lease prohibits any assignment or subletting by Tenant. Any and all occupants must be named as Tenants on the Lease and sign the Lease agreement. If occupancy limits allow, and with advance written approval from the Landlord, the Lease may be modified to add or remove a Tenant. A proposed change in Tenant must be preceded by the submission of an application and the passing of the background screening approval process by proposed new Tenant, before the new Tenant may move in.   Partial Security Deposits will not be refunded to any Tenant vacating the Residence during the Lease Term nor will the Landlord’s Agent conduct an inspection in the event a new Tenant is added to the Lease.  The new Tenant would assume the premises in an ‘as is’ condition and could be held responsible for damages at the end of the Lease Term that were caused by current or departed roommates.

Q: Can we terminate the Lease before the end date of the Lease ?

A:  The Lease does not include an Early Lease Termination Provision. If the Tenant requests in writing that the Landlord’s Agent seek a viable replacement Tenant (and only with Landlord’s written approval to an early lease termination), the Landlord’s Agent may market the Residence for lease prior to the Lease expiration date.  Tenant would have to carry out the following conditions: 

  • Accommodate reasonable showings with and without notice
  • Maintain the Residence in a clean and showable condition
  • Pay for all costs associated with re-letting the premises plus a $375 Administrative Fee deducted from the Security Deposit
  • Timely payment of all Rent and other expenses when due (such as utilities set forth in the Lease) until such time as a new Tenant begins to pay Rent for the Residence.

Q: Can the Lease be renewed another year and will the Rent increase?

A:  The Landlord’s Agent typically sends a 60 day notice to the Tenant prior to the Lease expiration date requesting the Tenant contact the Landlord’s Agent to discuss any renewal of the Lease or move out.  If a renewal is not negotiated and executed within 30 days in advance of the Lease expiration date, the Residence will be marketed for a new Tenant.  The market rate for Rents is considered during each renewal. The Tenant will be notified in advance if an adjustment in Rent will be necessary for renewal of the Lease.

 

Renters Insurance / Major Casualty to Residence / Theft:

Q: If the Residence suffers water or fire damage, is the Lease null and void?

A: Only in the event that the Residence is wholly uninhabitable and the Landlord decides not to rebuild.  

Q:  If the Residence is partially uninhabitable by water or fire damage, will temporary housing be provided and any damaged personal items replaced?

A:  If the Residence is only partially uninhabitable, the Lease is not null and void and under its terms, the Landlord does not have an obligation to provide for temporary or alternative housing, living expenses or replacement cost or repair for damage to the Tenant’s personal property.  Every Tenant is STRONGLY encouraged to secure a Renter’s Insurance Policy to cover any loss of use and/or personal property damage that may occur.  Renter’s Insurance offers affordable coverages ranging from $120-$200/year and can be purchased through nearly all Insurance Carriers such as State Farm, Farmers, All State, Liberty Mutual, etc. 

Q: If the Tenant’s personal items or property is stolen or damaged, who is responsible?  Will the Landlord replace the items?

A:  No, neither the Landlord nor the Landlord’s Agent is liable for the Tenant’s personal belongings. Alternatively, in the event of a theft or a loss, the Tenant would have the option of opening a claim with Tenant’s Renters Insurance carrier.

Q:  Where can Renter’s Insurance be purchased?

A:  Contact any major insurance carrier to investigate price and coverage.  A good starting point for a quote is the agency that the Tenant has other policies with such as auto insurance.  Your auto insurance carrier may provide you with a multi-policy discounts.

 

Security Deposits/Moving Out:

Q: Can the Security Deposit be used to pay Last Month’s Rent?

A: A Security Deposit in the amount of 1.5 times the Rent is collected upon Lease execution.  Last Month’s Rent must be paid on the first of the month like all other Rent. At no time and under no circumstances may the Tenant use a  Security Deposit to pay any Month’s Rent charge including the last month of the Lease Term.  

Q: What expenses can be deducted from the Security Deposit?

A:  The Tenant shall return the Residence to the Landlord in a condition identical to that which existed when Tenant took possession, excepting normal wear and tear.  Deductions from the Security Deposit at the end of the Lease include but may not be limited to: mandatory professional carpet cleaning; cost of any additional housekeeping needed if the Residence is not as clean as when the Tenant moved in; cost of repairing damage not caused by wear and tear; satisfaction of Rent or of any other sums due under the Lease such as unpaid utility bills; cost of pest extermination services;  cost of rekeying if keys are not retuned;  and, cost of replacement parking passes or clubhouse keys.  

Q: When will the Security Deposit reconciliation be processed and returned?

A: A reconciliation of the Security Deposit on account will be sent to the mailing address provided by Tenant within 60 days of the Lease expiration.  Itemization of work performed and charges will be included along with any and all excess funds.

Q:  How will the Security Deposit be refunded to Roommate/Tenants?

A: Solely as a matter of convenience to Tenants, the Security Deposit will be refunded in portions as set forth in the Security Deposit Release Agreement completed and signed by all Tenants named in the Lease at the time of Lease execution.  

Q:  What happens if move out expenses exceed the amount of the Security Deposit?

A:  If the costs to restore the Residence to the condition that existed upon Tenant’s move-in exceed the amount of the Security Deposit, an invoice for amounts due from the Tenant will be generated and sent to Tenants. Any non-payment of amounts found to be owed by Tenant would result in collection efforts including but not limited to legal action and reporting to credit agencies.

Q: Can the Tenant clean the carpets upon move out?

A: No, the carpets must be professionally cleaned prior to any subsequent move in. The Landlord’s Agent arranges the carpet clean with a professional service provider at move out.  The cost will be deducted from the Tenant’s Security Deposit. Typically, these costs average approximately $200.00 or so depending on the size of the Residence. 

Q: By what time does the Residence have to be vacated on the Lease expiration day?

A: The Lease ends at 12:00 PM on the day of the Lease expiration.   If a Tenant stays in the Residence after the Lease expiration date and time without written approval from Agent,  Rent may be charged at a rate up to 200% the daily rate applicable under the Lease for each day of holdover.  In addition, any Court and Attorney costs and fees necessary to regain possession of the Residence will be the responsibility of Tenant.