FOUND A HOME UNDERSTANDING YOUR LEASE CONTRACT

Transcription

1 FOUND A HOME Introduction: This Packet will guide you through several processes in preparing you to move into your Italian home. We have broken the process down into 6 separate Sections to make it easier to follow within the entire process of securing your rental. Section 1: Understanding Your Lease Contract information and completion of the contract between you and your landlord Section 2: Understanding the Inspection Process information about the process for calculating rental costs and established adequacy standards Section 3: Understanding and Setting Up Utilities information when working with the 31 FSS for getting utilities established in your leased unit Section 4: Furnishings Management Services offers your short- and long-term furnishings and appliance Section 5: Short Term Lease Contract a unique option available at Aviano in case you home is not ready before your 30 days of TLA expires Section 6: Miscellaneous required information and documents to complete the leasing process REMINDER 1: If you have not already done so, refer back to Packet 1, Section 1 for the Quick Reference Checklist under the heading When you find a listing you are renting, your next steps are: UNDERSTANDING YOUR LEASE CONTRACT Lease Documents: when you were out searching for a home (Packet 2, Section 1) you were directed to have multiple documents with you when securing a home. Those documents make up your lease contract. As a reminder those documents are: Form (most all forms are in both English and Italian) Packet Section Pages Letter of Intent Refund Request for Paint Rental Agreement 3 copies Premises Condition/Inventory form sign 2 copies Information to the Landlord letter Dichiarazione Atto Notorio form Utilities form Measuring Appliances and Wardrobes form At this point of the process you have located a home and want to commit to the lease contract. You have either executed a Letter of Intent with the landlord and/or you both have sat down and executed the lease documents. This Section will address four of those documents as shown in the table above: Rental Agreement, Premises Condition/Inventory form, Information to the Landlord letter, and the Dichiarazione Atto Notorio form Packet 3, Section 1, Page 1

2 RENTAL AGREEMENT The Rental Agreement (USAFE Form 291B, ) is the only authorized format (found at pages 9-13). It is a bilingual document and has been approved by the Legal Office. You need to be completely familiar and knowledgeable of all the clauses in your Rental Agreement. Laws are different here in Italy and you as a tenant are responsible for many things that you would not normally be liable for in the United States. If you have questions or concerns, contact the Housing Office for clarification. Step by step instructions for completing this form are below You will need 3 original copies of this agreement: two are provided to the landlord, one for their records and one to file with the lease registration; the third is for your records, this copy will be electronically scanned for housing records. IMPORTANT: Although your rental agreement is processed and validated by the Housing Office, it remains a legally binding Rental Agreement between you and the landlord. Do not sign the Rental Agreement, accept keys, pay security deposit, or verbally commit to any conditions until reviewed and approved by the Housing Office. All units must be inspected by a housing counselor, BEFORE you sign the Rental Agreement. Instructions for completing Rental Agreement USAFE Form 291B, (shown on pages 9-13 below) remember you need 3 original copies of this document: Block 1.1: self-explanatory Block 1.2: self-explanatory Block 1.3: this is your PO Box number Block 1.4: self-explanatory Block 1.5: self-explanatory Block 1.6: self-explanatory Block 1.7: write your assigned organization (e.g. 31 CES/CEIH) Block 1.8: this is your Codice Fiscale number addressed in Packet 1, Section 1 Block 1.9: this is the number on the back of your ID card Block 1.10: Installation/Base ID card was issue (last Base or Aviano if reissued) Block 1.11: Month/Year ID Card was issued (Look at expiration date for month/year subtract 3 years) Block 1.12: self-explanatory Block 1.13: self-explanatory Block 1.14: if applicable, list your spouse s name; if your spouse is military you will also need to provide their military ID number, Codice Fiscale number, unit, and duty phone Blocks : Completed by the landlord or agent; you will need this information when setting up an automatic monthly payment with your bank Block 3 can be filled out by you or the landlord/agent Block 3.1: if this is apartment the write in the number, if not leave blank Block 3.2: if this is house the write in the number, if not leave blank Block 3.3: write in the street address Block 3.4: write in the city where you are residing Block 3.5: write in the number of living rooms Block 3.6: write in the number of dining rooms Block 3.7: write in the number of bedrooms Block 3.8: write in the number of kitchens Block 3.9: write in the number of bathrooms Block 3.10: write in yes or no if the house has a basement Block 3.11: write in yes or no if the house has an attic Block 3.12: write in the number of garage stalls Block 3.13: write in yes or no if the house has a yard Packet 3, Section 1, Page 2

3 Block 3.14: the landlord will have to complete this block Block 3.15: self-explanatory Block 3.16: Check if fully furnished unit. It will be very rare to check furnished as it means FULLY furnished. Some homes may come with furnishings such as wardrobes, appliances, etc., but that is not considered fully furnished which would increase the rental calculation. Block 3.17: check all that apply, your landlord will tell you what you have or for LPG/Propane check with Housing to determine if supplier is authorized to take tax-free coupons. If not authorized, you will pay local market price with taxes. Note that the supplier is the owner of the propane tank and, therefore, you must use that supplier. o LPG/Propane tank with coupons: Supplier accepts tax-free coupons bought at BX o LPG/Propane without coupons: Supplier will not accept BX tax-free coupons o City gas means your house is connect to the city s distribution system o Fuel is Heating Oil: Fuel can be ordered tax-free through Home Fuels o System shared with authorized U.S. member: Tax-free gas/fuel authorized o System shared with Italians: No tax-free gas/fuel authorized o Separate System: House/apartment has its own boiler Block 3.18: the size of the residence is normally found in HOMES.mil and will be verified by housing Block 3.19: provided by the landlord (also on your Paint Request form (Packet 2, Section 5)) Block 3.20: in almost all circumstances the answer is yes Block 3.21: leave this block BLANK until approved by housing; when discussing this date with the Housing Specialist consider time for utilities connections and delivery of FMS short- and long-term furniture Block 3.22: leave this block BLANK until approved by Housing Block 3.23: what is the security deposit in euro; generally one month s rent Block 4.1: write in the condo fee amount in euro; for those in an apartment you could have condo fees attached to your rent. Fees must be reviewed by Housing and landlords must provide verification of costs if over 30 per month. Block 4.2: check all that apply; if you are assigned a fee not listed write that in Other Block 5: Utilities: You are responsible for the payment of heating and electricity expenses, water, trash, sewage bills, minor maintenance (i.e. annual inspection of the boiler/air conditioners) and for any other charges which may be determined to fall under your responsibility. It is your responsibility to have the heating system boiler/air conditioner cleaned and inspected once a year but most landlords contact their own technician to do the job. In that case, you then reimburse the landlord for this required service. If applicable, it is your responsibility to have the septic tank emptied. Block 5.1: Heating (Gas/Fuel Oil/LPG) write S if solely paid by you or P if you reimburse the landlord Block 5.2: Electricity write S if utility is solely paid by you or P if you reimburse the landlord Block 5.3: Water write S if utility is solely paid by you or P if you reimburse the landlord Block 5.4: Cooking (for stove and oven) o If house connected to city gas, write S o If small propane tank (bombola), write S Block 5.5: Trash write S if utility is solely paid by you or P if you reimburse the landlord Block 5.6: Sewage write S if utility is solely paid by you or P if you reimburse the landlord Block 5.7: Heating System write S if utility is solely paid by you or P if you reimburse the landlord Block 5.8: Yard write S if utility is solely paid by you or P if you reimburse the landlord Block 5.9: self-explanatory Block 30: completed by the landlord if applicable Block 31: write any special conditions/restrictions with leasing this property; add any verbal agreements have been discussed and agreed upon, to be legally binding, it must be in writing; make sure responsibilities and intentions are clearly specified. GET EVERYTHING IN WRITING Landlord s Name/Signature/Date: a housing Counselor can call and set up an appointment for you to meet with the landlord to sign the Rental Agreement; the landlord will sign this when you meet; remember the landlord needs to sign all 3 copies of this agreement; Once the Rental Agreement is signed by the landlord you must bring all three copies back to Housing as soon as possible for approval. You should schedule an appointment. Packet 3, Section 1, Page 3

4 Tenant s Name/Signature/Date: EXTREMELY IMPORTANT you DO NOT sign at the same time the landlord signs. After getting the landlord s signature you must bring the lease documents to a housing counselor for review, approval, and then your signature. Housing Office Name/Signature/Date: The Housing Counselor will brief you on the Rental Agreement terms and clauses and on the necessary steps to move in the house. If the house has already been inspected the Rental Agreement will be approved on the spot. If the house requires inspection, all copies will be retained and the landlord will be contacted to perform the inspection. Once the inspection is accomplished and rental amount negotiated, Housing will contact you to schedule an appointment to finalize the Rental Agreement The following is additional information to clarify some statements in the Rental Agreement. DISCLAIMER this additional information does not overwrite or supersede anything in the Rental Agreement, it is your responsibility to read and fully understanding the contents of this agreement: Block 6, Duration/Termination Notice: The private Rental Agreement is valid for four (4) years and is automatically extended for an additional four (4) years. You have the option to withdraw from the Rental Agreement at any time during the original and/or the renewal period, by giving the landlord, by registered letter, a six (6) month advance notice of termination. The Rental Agreement contains the military clause allowing you to give only thirty (30) days notice, by registered letter, when you have official documentation verifying permanent change of duty station including separation or retirement, early return of dependents (ERD), moving closer to the base for operational reasons as directed by the 31 Mission Support Group Commander. IMPORTANT NOTE: If you sign the Rental Agreement and later change your mind or if the unit is determined inadequate by a Housing Officer during inspection, you will be held liable for six (6) months rent. Blocks 7, 8 and 9, Rent Payment and Security Deposit: Rental payments are due in advance by the fifth day of each month. Preferred method of payment of all monetary transactions is through local financial institutions electronic transfers, i.e. local bank account. You must obtain receipts for any expense and always save them for any possible future claims. Rent may be adjusted every year based on a cost of living increase if indicated in the Rental Agreement. Landlords are within their rights to request a security deposit up to three (3) months rent, but you can negotiate the amount. Security deposits are intended to cover the cost for any damages above fair wear and tear when you move out and it is not intended to cover the last month s rent. Your Overseas Housing Allowance can be adjusted to cover the increase up to your maximum cap. You should notify the Housing Office of any changes that may affect your housing allowance, such as: rent increases, arrival/departure of dependents, or if sharing the quarters with another Service Member. NOTE: Beginning a rental agreement is very costly: first month rent; security deposit (1-3 months rent), paint cost (1-2 months rent), miscellaneous household items. If needed, military members can request an OHA advance or advance pay from the Finance Office; civilians can request advanced LQA through Civilian Personnel. Refer back to Packet 2, Section 3. Block 10, Premises Condition Inventory: See the Premises Condition Inventory (USAFE Form 333b), at pages below for joint inventory requirements. Block 11, Damage to Premises by Contractor: If a TMO (household goods delivery) or FMS (loaner furniture/appliances) contractor causes damage to your unit you must annotate the damage on the contractor s paperwork before you sign their release agreement form. For FMS contractor damage see Packet 3, Section 4, for filing claim. For TMO contractor damage, follow these steps: Packet 3, Section 1, Page 4

5 Annotate all damages on contractor documentation before signing release (take pictures) Notify TMO of the damages Notify the landlord of the damages and request landlord to get cost estimate for repair File claim through TMO When the claim is approved, the Landlord accomplishes the repairs Pay the Landlord You will be held liable for any damage caused by contractors that is not documented before they leave the premises. Contact TMO and FMS for additional information. Block 12, Registration Fee and Cancellation Fee: All Rental Agreements need to be registered annually with the Italian Government Revenue Office. This fee is quantified as 2% of the annual rent and paid in equal shares by you and landlord. Example: if your annual rent is 12,000 ( 1,000 per month) the total fee is 240 split between you and the landlord. For military, this fee is covered by your Utility Allowance For Civilians, this fee will be reimbursed at the time of your utility reconciliation and upon presentation of the receipt. When you request to terminate the rental agreement due to PCS or moving to another unit, you will be required to pay a registration cancellation fee which is approximately 67. For Civilians this can be claimed during reconciliation and for military is part of your Utility Allowance. After you have signed the Rental Agreement at the Housing Office, you must return two original copies of the Rental Agreement to the landlord as quickly as possible otherwise you may be liable for the late Rental Agreement registration fine. Law requires the Rental Agreement to be registered within 30 days from either the effective date or the date the Rental Agreement was signed (whichever occurs first). As previously stated, do not sign the agreement at the same time the landlord signs the agreement, you will sign the agreement with the housing counselor. Blocks 13, Registration: The landlord may elect to register the Rental Agreement by the ESERCIZIO OPZIONE CEDOLARE SECCA option; in this case the annual 2% tax is not due. This option is valid for one year, and the landlord has the right to revert back to the 2% taxation option by providing you with a written notification (that you have to sign and return to the landlord.) Block 14, No Subletting: Under no circumstances will you sublet the property. If you are going to have someone stay in your home while you are on extended leave or deployed, you MUST have the landlord s approval for this person to reside in their property. You must also notify the landlord if you have guests staying at the property for more than 30 days. Block 20, Recycling Containers: Please refer to Packet 4, Section 2 for the recycling details for your specific community. In some cases the landlord will provide you containers if the community has door-to-door collection; otherwise, your community may use only public street containers or a combination of both. Block 21, Housing Office Role: Housing counselors will contact landlords on your behalf and provide translation and other referral services. They will do everything possible to protect your rights and will inform you of Italian regulations/laws pertaining to your Rental Agreement. Please be aware that the housing office is not a negotiating agency and can only mediate between you and your landlord. Housing Management counselors will do their utmost to settle disputes but Packet 3, Section 1, Page 5

6 have no authority to force you or the landlord to accept any recommendations. Housing Office counselors cannot give you legal advice. If you need legal assistance, visit the 31 FW/JA. Block 23, MIHA Redecoration (Painting): See Packet 2, Section 5, for further details. Block 27, Contract Modifications: All agreements, changes or adjustments to your Rental Agreement must be made in writing and signed by you and landlord. Please refer to the Housing Office before committing to any modifications. Copy of the document indicating the change must be kept by you, your landlord and one copy provided to the Housing Office. Any verbal agreement between you and the landlord should be documented for your own protection in Block 31 of the Rental Agreement. Block 28, Safeguarding Personal Information: The rental agreement contains privacy act information which must be safeguarded by you and the landlord. Block 29, Minor Maintenance: It is your responsibility to perform minor maintenance of the premises rented and will be held liable for any damages to the property that are above normal wear and tear. For a partial description of major and minor maintenance please refer to Packet 3, Section 6. Packet 3, Section 1, Page 6

7 PREMISES CONDITION/INVENTORY FORM The Premises Condition Inventory (USAFE Form 333b), is at page It is recommended that you fill out this form with your landlord when accepting the keys and before actually moving into your house. You will need 2 copies of this form; one for you and one for the landlord. Information and instructions to help compete this form are below. If the joint inspection cannot be accomplished the day you accept the keys, you must conduct the joint inspection within seven days (Block 7 of the Rental Agreement). If you discover undocumented, existing damages, contact the landlord to annotate damages properly on the form. Also provide a copy of the form to the Housing Office. Ensure that your quarters are in good condition and any repairs have been completed The Inventory describes the conditions in which the quarters have been accepted and all discrepancy must be documented Proper and detailed completion of this form protects you from any misunderstanding concerning the premises conditions as well as condition of the premises at the time of termination Failure to fill this form out may result in you being responsible for ANY damages claimed by the landlord and money withheld from your deposit when terminating the lease Any undocumented damages that were caused by anything other than "fair wear and tear" will require repair at your expense or will be withheld from your deposit File a copy of the form with the Housing Office Instructions for completing Premises Condition Inventory USAFE Form 333b (shown on pages below): Block 1-7: self-explanatory Block 8: you will annotate the starting meter readings that are applicable to your unit; also see Packet 3, Section 3 Block 9: use these codes in the condition column to describe the condition Block 10-14: Take your time and properly document discrepancies. Annotate the quantity of an item if applicable. If there are any major damages, take pictures and/or a video prior to moving in and copies to your Landlord. Keep a copy of the dated . For some of the blocks you have a Miscellaneous Items column to add something that may not be reflected on the block of items. Block 15: Additional remarks (put everything in writing) Block 16: both parties print their name, sign, and date the form (if you have additional pages, both parties should sign those pages too) Block 17: to be completed at the time of termination Block 18: to be completed at the time of termination, Landlord signs and accepts the unit and releases you from further obligation Packet 3, Section 1, Page 7

8 INFORMATION TO THE LANDLORD LETTER The Information to the Landlord letter (in English and Italian) is found below at pages Please have the Landlord read the letter and acknowledge the content. The letter is selfexplanatory. The bilingual paint refund form stated in the letter and instructions for completing the form are found in Packet 2, Section 5. DICHIARAZIONE ATTO NOTORIO FORM This form (found at page 18 below) is completed and signed by the landlord. It verifies his/her ownership of the house. In addition, the landlord is directed to provide you with a copy of his/her ID to file. Bring the form and copy of ID to the Housing Office. This letter is self-explanatory for the landlord, but if landlord has questions or concerns, direct the landlord to call Housing at REFUND REQUEST FOR PAINT FORM As a reminder when completing your lease you will need this form that can be found in Packet 2, Section 5. But don t be concerned as the Housing Office has provided you a complete lease package during Jump Start or the Newcomer s Orientation. UTILITIES FORM As a reminder when completing your lease you will need this form that can be found in Packet 3, Section 3. But don t be concerned as the Housing Office has provided you a complete lease package during Jump Start or the Newcomer s Orientation. MEASURING FOR APPLIANCES AND WARDROBES As a reminder when completing your lease you will need this form that can be found in Packet 3, Section 4. But don t be concerned as the Housing Office has provided you a complete lease package during Jump Start or the Newcomer s Orientation. Packet 3, Section 1, Page 8

9 Packet 3, Section 1, Page 9

10 Packet 3, Section 1, Page 10

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19 UNDERSTANDING THE INSPECTION PROCESS You don t have anything to do or fill out with this process, but you might wish to understand what this means as you are trying to secure housing. If your house had been previously inspected and there have been no changes to the property, the process is skipped and your lease will be signed. On the other hand, if the house you are wanting is new to the rental market or if the previous inspection had been done several years earlier, the process must be completed before finalizing your lease. Wing Policy: Wing policy on inspections and rental calculations is found at pages 2-9 of this Section. This policy does not constrain an Airman's or a civilian's ability to select a house or improperly impact his/her appropriate allowances. The policy succinctly determines the parameters by which housing allowances are paid, consequently creating a safe, fair and equitable real estate market for all assigned to Aviano. The attachments to the policy include Minimum Adequacy Standards Checklist (page 5-6), Housing Inspection Procedures (page 7) and the Rental Calculation Worksheet (page 8-9). Inspections: Inspections ensure service members obtain minimum adequacy standards and rent requested reflects fair rental market price. When a rental agreement is received for a newly listed unit, an inspection will be performed as soon as possible. Units will also be inspected at any time upon request from the tenant/landlord for issues related to damages, maintenance, unhealthy/unsanitary conditions, and any other matter that warrants a need to re-inspect a unit. Fair Market Price: A Housing Counselor measures the house and determines the fair market value based on the Wing policy letter guidance ensuring the prudent and efficient expenditure of DoD housing-related allowances. This standardized process minimizes unfair rental market inflation and provides reasonably-priced local community housing. Before the Wing implemented the rental calculation process, determining fair rental prices was left to subjectivity of each inspector. Often different prices were paid for same type/size of houses generating tenant/landlord complaints. The current process takes subjectivity away and significantly contributes to reduced overall rental expenses by 25-30%. Packet 3, Section 2, Page 1

20 This will be replaced with the new letter when signed Packet 3, Section 2, Page 2

21 Packet 3, Section 2, Page 3

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25 Aviano AB Community Housing Inspection Procedures The 31st Fighter Wing Housing Office is responsible for ensuring that each housing unit, as a minimum, provides a healthy, safe, private, and fairly priced environment for each member assigned to Aviano AB. Therefore, before approving a lease for community housing, the Housing Office will inspect the unit in question to determine that it meets minimum adequacy standards and that the requested rent is not excessive. After a member finds a potential property, he/she notifies the Housing Office who schedules a housing inspection with the landlord. The housing inspection is performed by trained and experienced Housing Office Counselors and will be conducted at the first available date. Adequacy Standards The Housing Office maintains a checklist of minimum requirements that a housing unit must meet in order to be considered adequate for Aviano member occupancy. These requirements include things such as minimum ceiling height, minimum kitchen size, and adequate water and sewer connections. In total, the checklist contains 46 items. These items will be verified by the Housing Office Counselor during the housing inspection. The checklist is in Attachment 1. In order to pass the adequacy standard checklist, all 46 items must be passed. If any deficiencies are noted, the landlord will be given the opportunity to correct them. If, however, all deficiencies are not corrected, the unit will not be deemed acceptable and the lease will not be approved by the Housing Office. Rental Amount The Housing Office will not approve a lease if the rental amount is excessive and not reflective of available housing. The four-step procedure for establishing whether a rental amount for community housing at Aviano Air Base is excessive is described below. The procedure makes use of an official Italian publication called the Borsino Immobiliare. The Borsino Immobiliare is produced by the Pordenone Chamber of Commerce, Real Property Associations, and Small Property Owners. It lists average squaremeter unit rental rates (minimum - maximum) for properties in the Aviano/Pordenone area. It is an impartial, third-party publication, and is representative of the local real property market. Step 1: At the housing inspection, in addition to ensuring that the property in question meets minimum adequacy standards, Housing Office Counselors will measure the property to determine its total area in square meters. Living spaces such as living rooms and bedrooms receive 100% credit toward the final area determination. Basements, attics, garages, and similar non-living spaces receive 50% credit if heated (unheated areas will receive 25% credit); that is, a room measured at 10 square meters will count as five square meters (2.5 if unheated) in the overall area determination. The yard receives 15% credit and may not exceed the amount of the net livable area. This practice conforms to local Italian practice in municipalities around Aviano AB. Step 2: Using the relevant square-meter rate taken from the Borsino Immobiliare, the Housing Office will then calculate the rental amount by multiplying that rate by the area found in Step I above. Example: a property in the center of the city of Aviano is determined to have an area of 150 square meters. Based on its age, location, and condition, the Borsino Immobilare gives a rate of 6.00 per square meter. Therefore, in this example, the calculated rental amount would be 900 per month. Step 3: A standardized rental calculation worksheet is used to perform and record the calculations described in Steps I and 2. The Rental Calculation Worksheet is attached. Step 4: The Housing Office will approve the lease only if the requested rental amount indicated on the lease is equal to or less than the rental amount as calculated in Step 3 above. Packet 3, Section 2, Page 7

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28 UNDERSTANDING AND SETTING UP UTILITIES Location: The 31 FSS Home Fuels Office (DSN: ) is co-located with the Housing Office in Area F (Flightline) in Building See map in Packet 1, Section 1. Home Fuels is an optional program for military but MANDATORY FOR CIVILIANS: DoDI V1250, Encl. 2, 2.n.(2) requires civilians to use the tax free program. Civilians should contact Civilian Personnel Office for further details. Customer Service Hours: Monday through Friday 0830 to 1630 except Wednesday we close at 1500 for training as well as for 31 MSG training day which occurs ever 3 rd Thursday of the month. Home Fuels is open during Local National Holidays and down days. Home Fuels closes on all military family/down days as well as US holidays. Sign-in Kiosk: When you enter the Housing building, please use the sign-in Kiosk. For FSS Home Fuels: I want to make a payment: self-explanatory I need to order heating fuel: some homes are not on a city distribution system and have their own fuel tanks that require you to purchase your fuel for delivery. I m inprocessing: I need to set up new accounts. I m out-processing Aviano AB: you ll need to provide meter readings to close accounts and make final payment. Other Questions/Information: For any issue not addressed above Activation: Once you have brought your Rental Agreement to Housing, your responsibility is to immediately visit 31 FSS Home Fuels to activate utilities. You must provide copies of the following documents: Utilities Form at page 5 below, with your meter serial number and meter readings (take pictures for accuracy) Your Rental Agreement A copy of your orders or logistical support letter. Delaying setting up utilities for personal reasons will not constitute a basis to request a TLA extension. If you set up utilities and later change your mind on that house, you will incur some out-of-pocket expenses. Do not schedule your move in until your natural gas/electricity is operational. If the residence is brand new construction, there are additional steps required from the landlord, check with the Home Fuels Office immediately to determine the way forward. Utility Allowance: You will receive a monthly utility allowance, which is added to the rent amount under BAH (military) or LQA (civilian) on your LES. You will receive the same amount each month to help pay for your utilities; set money aside because winter bills may be a lot higher than your summer bills. Utility bills must be paid by due date or you will incur late fees. You should keep ALL receipts for any possible future claims. You should take prudent steps to conserve electricity and heat. Home Fuels Natural Gas and Electricity Tax Exemption Program: The 31FSS/FSRF handles the Gas and Electricity Rental Agreements. This program is open to all military, civilian and DOD employees of Aviano Air Base who have full logistical support. If you share a residence or meter with any persons who are not eligible, you automatically become ineligible. The advantage of using Homes Fuels is the IVA Tax (32% on gas/13% on electricity) will be dropped from the bill Packet 3, Section 3, Page 1

29 and eliminates deposits for new customers. Additionally, Home Fuels offers e-bill, online payments, and AutoPay. Home Fuels Preferred Providers: Home Fuels only works with preferred utility companies: ENEL, BluEnergy, and Sky Gas & Power. If the utilities are currently activated with another provider, a 2 to 3-week delay in service will result in opening your utilities under Home Fuels. The utility contracts will need to be closed by the current utility provider prior to Home Fuels submitting a request to open the utilities with one of the preferred providers. It will take at least 5 business days to close the current utilities. Once the closure has been confirmed, it can take an additional 6 business days to open new electric contracts and 7-10 business days to open new gas contracts. If you choose to open utilities on your own under a private contract, you can later switch to Home Fuels provider. Non-Preferred Utility Provider: Should time be an issue, your alternative is to have your landlord request the utilities to be put in your name with landlord s current utility provider. You will then be responsible for the invoices and will be paying taxes. Once you start receiving your utility bills in your name, you can visit Home Fuels with a copies of your bills. Home Fuels can assist you with switching to one of our preferred utility providers. Once the switch is effective, you can take advantage of tax-free utility services. This process can take five months; however, the utilities will not need to be turned off and then restarted with the new provider. Heating Fuel Tank (Gasolio/Diesel): If you have a separate heating system (no Italian using the same system), oil can be purchased through the Home Fuels Office. However, if you are sharing the system with an Italian you MUST buy the fuel on the economy. This can be expensive, as you will have to pay local taxes. Ensure the fuel tank is at least a quarter full before turning on the boiler/furnace. Heating Fuel (Gasolio) Delivery: Home Fuels attempts to contact each customer the day before delivery. However, they cannot be responsible for messages not received or failure to contact a customer. This necessary procedure makes same day delivery impossible. When Home Fuels receives between 30 and 50 orders each day, there is naturally a waiting period for heating oil delivery. In mid-winter the time period may be OVER 7 days. There are no weekend deliveries and no emergency deliveries. EMERGENCY TLA WILL NOT BE APPROVED IF YOU RUN OUT OF FUEL. It is very important to measure the fuel level in your tank on a regular basis. Please do not wait until your tank is empty or almost empty before you place an order for fuel. Every customer has a personal responsibility to measure and order fuel to allow adequate time for delivery. You can help the Home Fuel Office by following a few simple steps: If you share a tank with another eligible American please go together and order on the same day. This will help to cut down on the amount of deliveries they make. Home Fuels cannot return fuel to the distributor or deliver your fuel to a tank other than yours, so please do not over order. If there is more than one tank, please mark your tank so that they will know which tank is yours. Please make sure that your tank is accessible after you are notified about your delivery, i.e. unlock your tank and/or your gate. Remove obstacles from around the tank and driveway and do not block access to the tank. Make sure your pets cannot escape when we open the gate. FSRF is not responsible for escaped pets or property damage due to customer neglect. Keep all receipts of your rent and utility payments with your housing contract. Utility bills must be paid by due date. Keep receipts for any possible claims. Packet 3, Section 3, Page 2

30 Bombola (Propane) Gas Program: Eligibility rules are the same as for home heating fuel. Coupons are similar to gasoline coupons. They are sold at the Base Exchange (BX) Customer Service Area, at rear of store. They can be used for bombola cylinders or bulk (large propane tanks for your heating). Compared to off base costs, there is a saving of between 30% and 50%. The monthly ration is of 200 kilos or 400 liters. You must go to pass and ID with A COPY OF YOUR RENTAL AGREEMENT" to get a ration card for the bombolas and then go to the BX to buy the coupons. LIST OF BOMBOLA DEALERS IS AVAILABLE AT THE BX Customer Service desk. Instructions for completing the Utilities Form (at pages 5 and 6 of this packet): Page 1: If utilities are in the previous tenant s name, fill out page 1 with the Landlord Electricity: o Fill in the meter serial number and readings A1, A21, and A3 (take pictures) City Gas: o Obtain the meter serial number and reading (take pictures) Fill in the name of the previous tenant Page 2: If the utilities are in the landlord s name and with one of the preferred companies: ENEL, BluEnergy, Sky Gas & Power, have the Landlord complete page 2. If the utilities are with a company other than the three mentioned above, the landlord must request closure of the utilities prior to you in-processing with Home Fuels Have the landlord call with any questions or concerns Packet 3, Section 3, Page 3

31 HOME FUELS NEWCOMERS BROCHURE Packet 3, Section 3, Page 4

32 Packet 3, Section 3, Page 5

33 Packet 3, Section 3, Page 6

34 FURNISHINGS MANAGEMENT SERVICES Furnishing Management Section (FMS): Furnishings Management Section (FMS) is here to assist you in the area of temporary loaner furnishings and major appliances as listed below. This Section will provide you with the necessary information for using our services and assist you in complying with FMS requirements. For additional information, please contact the FMS at DSN or Commercial ; 31CES.CEIFH. AF.MIL Location: FMS is split between two locations. The counselor s assisting you are co-located with the Housing Office in Area F (Flightline) in Building See map in Packet 1, Section 1. The warehouse location is shown on Page 5 below. Customer Service: Office hours are , Monday Friday, except Wednesdays we close at Since personnel are local national employees, we are closed on all Italian Holidays/down days and most of the American Holidays. Notification of closures will be advertised in The Wyvern, a weekly publication for Aviano events and information. Also, notices are posted at the Housing Office. Customer Service Sign-in Kiosk: When you enter the Housing building, please use the sign-in Kiosk. You can select a specific counselor and the counselor s name will only appear if available to see customers. Be aware that selecting a specific counselor may increase your wait time as customers are still called in order of arrival. The average wait time to see a counselor is 20 minutes. If you come in over the lunch break ( hours) or during peak PCS season, you should expect the average wait time to increase to 40 minutes. For FMS, please select the reason for the visit: I need to schedule delivery/pick up for my furnishings/appliances: Receive assistance from a counselor to schedule The current tenant in my rental wants to transfer furnishings/appliances to me: Both members need to be present for transferring items from one member to the other One of my appliances or a piece of furniture is broken: Receive assistance from a counselor to schedule a repair or replacement and to discuss potential reimbursement for the damage if not normal wear and tear I m having problems with my Decoder: Receive assistance from a counselor to figure out the problem I m outprocessing Aviano AB: If you have outstanding cleaning/damage charges, you cannot be signed out of Virtual. If you have paid these charges, have a copy of your receipt. Other Questions/Information: For any issue not addressed above Authorized Furnishings/Appliances: Aviano AB is a full Joint Federal Travel Regulation (JFTR) area for all military and DOD personnel who are authorized housing allowance (BAH/OHA/LQA). The following items are available: Long Term Furnishings Washer Dryer Refrigerator Stove Wardrobes (2 per person) Temporary Loaner Furniture Dining Table Dining Chairs (1 per person) Couch Easy Chair (1 or 2 based on family size) Coffee Table Packet 3, Section 4, Page 1

35 Transformers (2 per family: sizes: 1,000/1,600/2,000 Watts) Decoder (1 or 2 based on family size and availability)* Microwaves (based on availability)* End Table (1 or 2 based on family size) Double Bed (for couple) * Items no longer authorized, but remain available until inventory is depleted Single Bed (for dependents) Crib High Chair Chest Of Drawers (1 per bedroom) Night Stand (2 for couple, 1 per dependent) Temporary Loaner Furniture: Loaner furniture may be retained for 90 days or until the receipt of household goods, whichever occurs first. Loaner furniture must be picked up at the time of household goods delivery or immediately thereafter. In the event that household goods are not scheduled to arrive within the 90 day period, then you must obtain a written statement from TMO and bring it to an FMS counselor. Transfer of Items: Transfers are possible between current tenants and future tenants only if both individuals are the same marital status and same size of family (accompanied service members can make transfers to accompanied; unaccompanied to unaccompanied). First, both parties must do an inventory together. Next, the individual requesting the transfer should have a finalized housing contract. Both members must go to FMS Customer Service to process the transfer. Schedule a Delivery: After the Rental Agreement has been signed by the landlord and approved by a Housing Counselor, you must go to FMS in the Housing Office to schedule a delivery. A minimum of five working-days notice is required for loaner furniture and/or long term appliances. You will need to know what type of stove is required for proper connections to be provided, i.e. Bombola; LPG/Propane; or city gas. It is also your responsibility to ensure the home has adequate space available for placement of the appliances/wardrobes/furnishings on the scheduled delivery date. We highly recommend you take measurements of your designated location/space, including doorways and walkways, before you request delivery of furnishings or appliances. The dimensions are itemized at page 8 below to assist you with this requirement. Delivery Service: Please advise FMS of any unusual circumstances which may affect our service, such as inoperative door bells, names on door bells, roads blocked, residences having no number, etc. Appointment time: The contractor assigned to your delivery will normally have several stops to make. Difficulties can be encountered in locating some residences and, therefore, only the exact day of delivery can a time be established. You must be home between for the appointment. However, if you call FMS at or (warehouse) on the day of your scheduled appointment at 0800, we can estimate which part of the day services will be provided. For missed appointments, you will incur a $300 rescheduling fee as this is a contracted service. Inspect Furnishings: Before signing any documentation involving your transaction, be sure that you take notice of the condition of the items that you are receiving or returning to FMS. The condition of your items will be either new (Code A) or serviceable (Code B). Upon arrival at your residence, the contractor will perform a joint inspection with you or Packet 3, Section 4, Page 2

36 your designated representative of all furnishings received. Items delivered should be clean and in serviceable condition. Installation of Furnishings and Appliances: Furnishings will be placed and assembled in the room where the items will be used. Appliances (washer, dryer, refrigerator, stove) will be connected or disconnected by the Appliance Repair Shop technicians. The appliance connection/disconnection may not occur simultaneously with the delivery/pickup of furnishings. Canceling a Scheduled Delivery Appointment: If an appointment must be cancelled, a 72- hour notice must be given to FMS, DSN /2992 (commercial /2992). All appointments are from hours. For missed appointments, you will incur a $300 rescheduling fee as this is a contracted service. Contractor Damage to House: It's very important for you to inspect your house for possible damages before the truck leaves. If a FMS contractor causes damage to the premises, you must annotate the damage on their paperwork before you sign the Quality Questionnaire (page 6 below). You will be held liable for any damage caused by contractors that is not documented before they leave the premises. The landlord should be involved in this entire process both before and after repairs are made since you need the landlord to accept any repairs completed. Please be aware that you should not make any repairs until the moving company contacts you and the damages are inspected. Follow these steps: You should annotate any damages to the premises on the contractor s Quality Questionnaire. See page 6 for contractor s form. This form will be provided by the crew chief before the truck leaves. Describe any facility damages caused by the crew. Keep a copy and take pictures. Call the moving contractor "Roiatti" at to report the damages. If you are unable to call Roiatti, the landlord can call on your behalf. Notify the landlord immediately of the damages If major damage occurred, an insurance adjuster will come out and inspect the damages and determine cost and method of repairs. The landlord must agree. If only minor damages occur, personnel from the moving company will make the repairs. Remember the landlord must accept the repairs. Damage to premises by contractor is also stated in your lease in block 11. Appliance Repair: To initiate repair action for government-provided appliances go to FMS located in the Housing Building. You can also call (commercial ) or e- mail 31CES.CEIFH. AVIANOFURNISHINGS@US. AF.MIL. 31 CES/CEO Appliance Repair Shop will perform repair from Monday thru Friday during regular duty hours. Repair of these items will be free of charge, however, any damage caused by other than fair wear and tear will be charged to the member. Emergency Refrigerator Replacement: Emergency service for government issued refrigerators is available on weekends and after 1700 through the Fire Department. Emergency repair is defined as repairing or replacing an inoperative refrigerator when necessary to prevent food spoilage. Occupants should call or commercial after regular duty hours Microwaves and AFN Decoder: AFI , Furnishing Management, no longer authorizes microwaves or AFN Decoders. However, we will continue to issue decoders and microwaves Packet 3, Section 4, Page 3

37 until our current stock is depleted; at that time service members will be responsible for purchasing their own AFN decoders and microwaves. See approved Decoder Waiver on page 7. Decoders must be reactivated every three years. There is no way to predetermine the date of reactivation. If your decoder is not working properly or needs to be reactivated, please call the FMS at /2540 or /2540 or We can only assist with activation issues if your decoder was issued by FMS in Aviano. You will need to provide the UA number (circled to the right) from the back of your decoder which is a 7 digit number. Loss, Damage or Destruction of Government Property: All personnel authorized support with government furnishings is responsible for the care and control of furnishings issued to them. Individuals will be held liable for the loss, damage or destruction of government furnishings if determined to be caused by negligence, improper use or lack of supervision of dependents, guests and pets. Privately Owned Appliances: Privately owned American appliances do not conform to Italian power requirements and installation is not recommended. Non-European electric stoves and dryers usually may not be used. European electrical power is 220 volt, 50-cycle which may cause damage to your American appliances. Packet 3, Section 4, Page 4

38 DIRECTIONS TO THE FMS WAREHOUSE Address for the GPS: Via Pordenone 43, Castello d'aviano 1. From the North Gate head north on Via Pordenone/SP7 towards Aviano/mountains for approximately 2.4 km. 2. Turn right toward Via Giuseppe Ellero and enter the roundabout approximately 31m from the turn. Note: if you cross the railroad tracks, you went too far. 3. At the roundabout, take the 1st exit onto Via Giuseppe Ellero and keep driving straight for 750 M going past the first intersection (hardware store on left). 4. Turn Left onto Via Monte Colombera, you will see large hedge. Drive approximately 500m; the road will then curve to your right. 5. FMS warehouse on the left; Building 43, concrete building with concrete fencing. Go to entrance gate and ring bell for entry. Packet 3, Section 4, Page 5

39 Packet 3, Section 4, Page 6

40 This will be replaced with the actual letter when signed Waiver for the use and distribution of AFN decoders Packet 3, Section 4, Page 7

41 DIMENSIONS OF APPLIANCES/WARDROBES Packet 3, Section 4, Page 8

42 MEASURING FOR APPLIANCES AND WARDROBES At the time you decide to take the unit, and the rental agreement is completed and signed by the Landlord, you should also determine what type of appliances your home supports and the space available for placement of the appliances/wardrobes. You should also measure the doorways and walkways for placement of the units to ensure they will properly fit. The form below will help you remember what you need to do when putting together the measurements: Item STOVE (circle whether Bombola (LPG/Propane) or City Gas WASHER Location Available Space Measurement Hall To Location Measurement Door(s) To Location Measurement DRYER WARDROBES WARDROBES WARDROBES WARDROBES WARDROBES WARDROBES WARDROBES WARDROBES OTHER: provide any unique feature and the measurements of your home that could pose a problem when attempting to place any temporary or long-term furnishings Packet 3, Section 4, Page 9

43 SHORT TERM LEASE CONTRACT OPTION Need more Time: This is a unique option available in the event you decide to wait for a particular unit to become available outside of your 30-day TLA period or you cannot justify a TLA extension. You will be advised to initiate a short term lease (page 3 below) from the list of short term lease accommodations (page 2 below) available at the Housing Office. DO NOT wait until day 29 to start this process, you need to timely work this option with a housing counselor to ensure a smooth transition is maintained. This short-term lease option allows you to continue the search for housing that meets your personal preference or awaiting other permanent housing options, i.e. waiting for a house to become available. TLA vs OHA: With this option, your Overseas Housing Allowance (OHA) at the rental amount or your OHA cap, whichever is lower, plus your utility allowance will start to offset the short-term lease cost. Reimbursement of meals is not authorized while receiving OHA (this is no different than when you actually move into your home). You should not incur any out-of-pocket expenses. Shop around for best price. Terminating a Short Term Lease: There is no prior termination notice required (page 4 below). Basically this is a day by day rental. You can rent for 1 day up to 30 days. Instructions for completing the Short-Term Lease Agreement (shown on page 3 below): The form is mostly self-explanatory, but below are some helpful hints: CONTROL #: do not put anything in this box LESSOR (LAST AND FIRST NAME): Landlord name LESSEE (LAST AND FIRST NAME): Your name MIL ID #: CAC Card ID # ALL UTILITIES MUST BE INCLUDED IN THE RENT: your daily or monthly cost should be all inclusive, you should not incur any out of pocket expenses; if that is not clear with the landlord contact the housing office for assistance Instructions for completing the Short-Term Release Letter (shown on page 4 below): The form is mostly self-explanatory, but below are some helpful hints: LESSOR (LAST AND FIRST NAME): Landlord name LESSEE (LAST AND FIRST NAME): Your name RELEASE VERBIAGE: When signed the landlord certifies there are no claims for damages or payments Packet 3, Section 5, Page 1

44 Packet 3, Section 5, Page 2

45 Packet 3, Section 5, Page 3

46 Packet 3, Section 5, Page 4

47 MISCELLANEOUS Statement of Understanding: In accordance with AFI , Family Housing Management, members must brief members on various housing aspects and also provide a Housing Brochure/Packet containing important information on searching for a house, rental clauses, allowances, etc. In order to ensure every member is thoroughly briefed, you must acknowledge that you have read and understand the Housing Brochure/Packet. The Statement of Understanding is at page 2 below. Lead Base Paint: At the time you finalize your lease, you will be required to sign an acknowledgement of LBP dangers which is on page 3 below. The threat of lead-based paint poisoning in Italy is minimal since this product has been banned from use for over 25 years. There are simple measures to help you understand the risk and to reduce the possibility of illness as a result of mishandling lead base paint. If you find painting peeling from interior or exterior surfaces of your community housing unit, call the Housing Office at School Bus Transportation: At the time of finalizing your lease, you will be required to sign a certification of understanding as shown on page 4. If you have school-aged children, you must secure housing within the designated school bus route or be responsible for getting your child to/and from the nearest bus stop. Maps and information on bus routes is available at the DETMO office located in the Elementary School located on Area 1 or call Packet 3, Section 6, Page 1

48 Packet 3, Section 6, Page 2

49 DEPARTMENT OF THE AIR FORCE 31ST FIGHTER WING (USAFE) MEMORANDUM FOR HOUSING OCCUPANTS FROM: 31CES/CEIH SUBJECT: Dangers from Lead Based Paint 1. The threat of lead-based paint poisoning in Italy is minimal since this product has been banned from use for over 25 years. This memorandum outlines simple measures to help you understand the risk and to reduce the possibility of illness as a result of mishandling lead base paint. Please observe these precautions: Clean up all paint chips immediately Make sure that children are not allowed to chew on painted surfaces or eat paint chips Thoroughly rinse sponges and mop heads after using them to clean suspect areas Wash children s hands often, especially before they eat, nap and at bedtime Keep playing areas clean, wash toys and stuffed animals regularly Do not allow children to play in or ingest dirt where old paint residue may exists Clean and remove shoes before entering your home to avoid tracking in lead from soil Make sure children eat nutritious meals. Children with good diets absorb less lead 2. If you find painting peeling from interior or exterior surfaces of your community housing unit, call the Housing Office at DATE TENANT S SIGNATURE Packet 3, Section 6, Page 3