2018 Sherkston Shores Owner s Rental Program Discover the Benefits Income Earning Potential Hassle-Free Marketing Property Care Account Services
Benefits and procedures Reap the Benefits - why join? Use your vacation cottage as often as you wish, but rent when not in use. Off-set your resort fees with the rental income. A dedicated vacations team who work hard to rent out your vacation cottage on a regular basis; taking care of the hassle for you. An experienced Sherkston hospitality team maintaining your vacation cottage at the highest level. A marketing team and professional website, advertising your vacation cottage for rent. Comfortably balance your actual vacation and relaxation time with an affordable cost of ownership based on the time you use your cottage. Joining the Rental Program... Easy as 1,2,3,4! Step 1 Complete the Rental Program Contract and mark the dates you would like us to rent out your vacation cottage (each date represents one night). Step 2 Upon receipt of your rental agreement contract, we will inspect your vacation cottage to ensure it is up to standard. At this time we will also award your cottage with the correct rental grade. Step 3 You will then receive two copies of your Rental Inspection form. One of which you must sign and return to us as soon as possible. If there is any maintenance or cleaning work required before we can commence renting, we will advise you of the work needed and the cost. You can then decide to complete the work personally or or have Sherkston do it for you. Step 4 Once your vacation cottage has been graded and any necessary maintenance work has been completed, we will send you a confirmation email. This will inform you of the grade of your vacation cottage and confirm the rental dates and we can begin taking reservations for you! Please do NOT assume that the vacation cottage is being rented without confirmation from the Resort.
Commonly asked questions Why should I rent my vacation cottage through Sherkston when I can do it myself? Sherkston does it all for you! We alleviate the stress involved with finding guests, collecting payment and security deposits, advertising, cleaning after rental periods, and maintaining rental income accounts. And if you sign up early, there are even more benefits of renting with Sherkston, which are detailed below as part of the Executive Partnership Program. How much money will I earn? Your rental income will vary depending on the grade of your vacation cottage, how often it s rented, and when you sign up for the rental program. Allocating more weeks for rental and signing up early will increase your income potential. Feel free to contact us for detailed information on your earning potential. No income is guaranteed. How will I know when my cottage is rented? If you marked the date as a rental, assume your cottage is rented. We will do our best to notify you of vacancies so that you have the opportunity to enjoy your cottage. Unfortunately, we cannot notify you of each booking as we make them. We encourage you to call in or email us as you please for an update of the bookings in your cottage. When do I get the money my vacation cottage has earned? Rental revenue is calculated on a monthly basis and applied to your account as a credit. Any expenses incurred, such as propane deliveries, repairs, etc will be applied to your account as a charge. The revenue generated will remain on your account as a credit towards the following year s community fees. How will my vacation cottage be graded? Upon signing up for the rental program, our housekeeping department will complete a walkthrough of your cottage to determine the rental grade. The decision of the grade of your vacation cottage rental will be discussed with the Vacations Manager. To be eligible for our rental program, cottages must be a 2006 model or newer. Can I deduct the running costs of my vacation cottage against my rental income and save taxes? Many vacation cottage owners are able to deduct certain running costs from the rental income for tax purposes; for example Sherkston s rental commission, repairs and maintenance during the rental period, a portion of the community fees, sewage fees, hydro and insurance costs during the rental period. In addition interest costs if you have a loan that is directly secured by your home. We do however suggest that you consult with a professional accountant to obtain the best advice that fits with your individual circumstances. Who pays for damage done to my vacation cottage? When renting your vacation cottage, wear and tear is expected and considered a cost of doing business. The longer the rental period, the higher potential there is for wear and tear. Scratched tables and floors, bent window blinds, steam cleaning, missing inventory items, pullout couch repair, pilot relighting etc. are all considered wear and tear and a cost of doing business for income. These are the types of expenses you can expect to be billed for on your rental account. Only malicious damage will be paid by the guest from their security deposit. Damage that is caused with disregard to your vacation cottage and/or property is considered malicious. Should this happen, an estimate will be obtained and the amount will be charged to the guest. Can you guarantee that there won t be smokers or pets in my vacation cottage? Sherkston Shores strives to ensure all guests follow our terms and conditions, however there may be times that this is not possible should a guest decide to disobey. Should a guest in your vacation cottage be found with a pet or smoking, their security deposit will be charged for steam cleaning and deodorizing. How many sets of keys should I give you? We ask that you give 4 sets of labeled keys. This ensures that our cleaning and maintenance department will have access to your vacation cottage as well as the guests who are renting it. What should I do with personal items in my vacation cottage and larger items such as my patio furniture? We strongly recommend that you remove all personal items from your vacation cottage prior to your rental dates. This will avoid any breakage or loss of these items. Sherkston Shores will not be responsible for any damage or repairs to items that are not part of the required inventory list. Can I keep a closet or bedroom locked for storage? In order to provide our guests with the best vacation experience, no locked cupboards, closets or doors are allowed. Should you leave items behind, Sherkston Shores will not be held responsible for them. What should I do if I want to make changes to my rental dates? To make changes to the rental dates in your contract, please contact the Vacations Manager, who will require your request in writing. We always do our best to accommodate these changes however there may be times when this is not possible due to availability restrictions. You must give at least 5 weeks notice for any changes.
The Rental Program Option 1 - Executive Partnership Program This partnership program comes with many added benefits exclusive to vacation cottage owners who make their Vacation Cottage available during the most desirable vacation times May 18th weekend, June 22nd through September 2nd and October 5th weekend. To join this program the minimum rental period is either 7 peak weeks or 10 peak mid week or weekend breaks. Benefits Weekend increased earning opportunity Gas testing Value $75 FREE Spring Dust & Fluff Value $125 Individual service calls under $25, $100 per season (excludes outside contractors) Summerizing and Winterizing of home Value $180 Power washing service as needed in season Value $180 To register for the Executive Partnership YOUR FORM MUST BE RETURNED TO THE RESORT BY MARCH 31, 2018. Please note: It is not possible to join the Executive Partnership Program for the 2018 season after March 31, 2018. Option 2 - Basic Rental Program If you do not want to rent your vacation cottage for as many weeks as required for the Executive Partnership Program you still have the opportunity to earn extra income by joining our Basic Rental Program. Simply let us know what weeks you would like to rent your Vacation Cottage. The vacation cottage owner will be responsible for: summer-izing, winterizing, cleaning, gas test, power washing and carpet cleaning. Sherkston will summer-ize and winterize for a cost. Executive Partnership Program & Basic Rental Program The potential income opportunities and the necessary expenses associated with the Executive Partnership Program and Basic Rental Program are fully detailed in the next few pages along with other important information and advice about the most suitable dates for maximum earnings. The Grade Your Vacation Cottage is graded at the beginning of the season. The grade awarded depends on the year as well as its overall condition. Over the course of the season, the home will be re-assessed which may result in a change of grade. Should this arise the Resort will notify you accordingly. Only homes aged from 2006-2018 qualify for the 2018 rental season. The Number of Bookings for your Vacation Cottage This is directly related to the amount of weeks you leave free for us to rent-out and at what time of the year these dates are available. Of course we attempt to fill as many of these weeks as possible however we cannot guarantee that each week you give us will be booked. Typically statutory holidays are the easiest to rent and come with the added benefit of earning the most revenue. The Amount Achieved for Each Week We always do our best to rent your vacation cottage at full occupancy and at the best price. Due to the competitive nature of the holiday market, in order to achieve maximum occupancy for your vacation cottage we may be forced to offer discounts on your behalf. These discounts come in various forms (examples below but not limited to): Bonus incentives Promotional Offers Newspapers, Email Advertising, online advertising, etc Direct mail incentives Phone Campaigns It is not possible to guarantee your income for specific dates, however we do assure you all discounting decisions are done in a controlled manner with your best interests in mind. Expenses Knowing in advance what expenses you are likely to incur throughout the season is the secret to success on the rental program. The following information explains in detail the most common expenses incurred over the rental period. Please read this section very carefully. No surprises means no disappointment!
The Rental Program Commission A total commission of 40% will be deducted from your gross income. This covers a wide range of costs including the production of the full colour brochure, extensive advertising campaign and promotions, reservations and check-in team, and the expense of cleaning throughout the season. Safety Check We reserve the right to invoice you for the compulsory Propane and Hydro checks upon registration on the rental program. Propane Propane deliveries will be scheduled on your behalf should a cottage or BBQ tank become empty during a rental period. Deliveries will be recorded throughout the season and you can expect to see this expense charged to your account. Inventory During the rental period we have to ensure that our guests have access to a full inventory that is in acceptable condition. Necessary replacements will be recorded by our housekeeping team and billed to your account accordingly. PLEASE NOTE: Sherkston Shores does not maintain a record for any items in the home that are not on the presented inventory list. It is in your best interest to remove such items to avoid unnecessary upset arising from the potential loss or breakage. Minor Essential Repairs Once the rental period begins, we will carry out necessary repairs such as steam cleaning of carpets, pilot relighting, re-screen patio doors, etc. These repairs will be handled by our housekeeping department and billed to your account accordingly. Owner Dates Your enjoyment of your Vacation Cottage is our key objective. To help you with this we have provided a rental season calendar detailing the Executive Partnership Program most desirable vacation weeks. Please indicate all dates you wish to have us rent-out your vacation cottage. Guests can stay for 7 nights commencing on Friday or Monday, a 4 night package from Monday to Friday, or a 3 night vacation from Friday to Monday. Check-in/check-out dates always fall on a Monday or a Friday. Once you have chosen your dates from the calendar provided, simply circle the dates you would like us to rent for you, complete the rest of the form and return it to us via email, mail, or in-person. For more details, please contact us: sherkston@sherkston.com 905-894-0972 1-877-482-3224
Required inventory list Sherkston Shores Vacation Cottages are packed with all the comforts of home, including private living space, two and three bedrooms, bonus sleeping areas, bedding and towels, appliances, and all the plates, glass wear, cutlery, and small appliances one would need to make their vacation more enjoyable. In order to be a part of our Rental Program, the owner is responsible for ensuring the vacation cottage is equipped with the following items and replenished as needed to maintain par for each and every stay. REQUIRED INVENTORY LIST FOR STANDARD & DELUXE GRADED COTTAGES 6 pillows 3 blankets in a 1 bedroom 4 blankets in a 2 bedroom 6 blankets in a 3 bedroom Minimum 32 or larger flat screen TV Premium, Luxury & Black Diamond Cottages requirements: 43 TV in living room, 32 TV in Master and 19 TV in 2nd & 3rd bedrooms. DVD player Fire pit Picnic table Premium, Luxury & Black Diamond Cottages requirements: 6 seater patio set Full set of pots & pans with lids (6 piece - small, medium, large) Large, non-stick frying pan Set of 3 serving bowls Matching dinnerware for 6 6 water glasses (no plastic) 6 wine glasses (no plastic) 1 utensil tray 1 serving spoon 1 slotted serving spoon Knife set paring/carving/bread Set of 6 steak knives Cutlery for 6 1 spatula 1 vegetable peeler 1 can opener 1 cork screw Dish rack and tray 1 strainer 1 juice jug 1 ice cube tray 1 cheese grater 1 cookie sheet 1 milk bag holder 1 cutting board 1 oven mitt Microwave Coffee Maker Premium, Luxury & Black Diamond Cottages requirements: Keurig coffee maker Kettle Set of 2 casserole dishes Wide slot toaster Mop & pail Broom & dust pan Bath & kitchen garbage pails Door mats 20 clothes hangers Propane BBQ BBQ utensil set Premium, Luxury & Black Diamond Cottages requirement: Upgraded cable and in-unit WiFi.
2018 Owner Rental Program Contract Vacation Cottage OWNER RESPONSIBILITIES All fees and expenses must be paid in full before your Vacation Cottage can be rented. All Vacation Cottages must be of modern design, clean and presentable including gardens and flower beds. Owners must ensure a natural layout of furniture in the cottage. For example, couches/chairs should not block entry doors or door ways. TVs, if not wall mounted, should be on a proper TV stand. Should an issue arise in regards to furnishings, Sherkston will notify the cottage owner. Your Vacation Cottage must be complete with the full inventory items as detailed in this guide. Please note: Sherkston Shores requires the Owner to provide 1 set of blankets and pillows. These will be changed and replaced periodically through the rental season. We cannot guarantee that owners personal items will be returned, this is a cost of renting that should be offset from generating an income. We will however do our very best to ensure that they are returned by the end of the rental period and we suggest labeling your items with your site number. All Vacation Cottages must have a Gas & Electrical inspection each year. The resort reserves the right to charge for such inspections. All Vacation cottages must be equipped with fully functional: a) smoke detectors b) carbon monoxide detectors c) fire extinguishers, in accordance with Ontario laws. Owners are responsible for shutting off their propane tanks and furnace. Four labeled sets of keys for all access doors must be provided to the Sherkston Welcome Centre at the beginning of each season. If less than 4 sets are provided we will make copies and charge your account accordingly. To amend agreed upon rental dates please call the Sherkston Vacations Manager who will require this request in writing. We will do our best to reserve time for you to enjoy your vacation time however this will be subject to availability. Please note: if there is already a booking allocated this must stand. Owners are required to vacate their site by 10am on the day of departure. The Vacation Cottage must be left in rentable condition. If these criteria are not met, the owner will be subject to all applicable costs involved to rectify the situation or the renters will be assigned to an alternative site and you will lose that particular booking revenue. After a rental period we will have your vacation cottage ready for you by 4pm. Owners are prohibited from soliciting the occupants of their Vacation Cottage. If work is required or the owner needs to enter the unit during occupancy it must be approved by a member of the Sherkston Welcome Centre team. SHERKSTON SHORES RESPONSIBILITIES Sherkston will provide updated published brochures, detailed web page, online reservation systems, marketing, trade shows and frequent flyers. We will remain an all year round reservation team, and provide correspondence, inquiry and billing services with vacationers. Replace any equipment, breakages and fill propane when necessary. Replacement propane tanks will be charged to your rental account as a business expense. We reserve the right to carry out all repairs, extra cleaning such as steam cleaning and inventory replacements to maintain your Vacation Cottage is up to standard up to $400 without authorization. All expenses will be charged to your rental account. If the amount exceeds the $400 limit we will endeavor to contact you for authorization. If approval cannot be obtained and not completing the repairs will jeopardize a booking the work will be completed. Please remember during high volume business times this cannot always be possible. In this case a decision will be made by the Sherkston Welcome Centre Manager with your best interests foremost. We will leave all air conditioning or heating turned OFF after a rental period. Rental revenue will be applied to your account on a monthly basis throughout the rental season. This income will remain on your account as a credit towards the following year s community fees. The charges of our services will show on your rental statement at 40% of gross rental income. Sherkston Shores will commence the winterizing of Vacation Cottages October 8, 2018 thru October 31, 2018. Sherkston Shores will continue to winterize after the 31st but will not be responsible for any frost damaged caused. Sherkston will perform general housekeeping on cottages after our guests vacate. During high volume check in and check out times, if there is no indication of an owner arrival or another reservation in the cottage, the cleaning may take place the following day. If the owner decides to remove the Vacation Cottage from the Rental Program they must inform the Sherkston Welcome Centre Manager. The removal of the Vacation Cottage is subject to availability. A revenue statement will be sent at the end of the season in accordance with your contract. If the owner leaves any personal inventory/food/clothing/alcohol items in a locked cupboard Sherkston Shores is ABSOLUTELY NOT RESPONSIBLE for these. If they are removed, misplaced, or taken there will be no reimbursement from Sherkston Shores. All cupboards must be available for the guests checking into the Vacation Cottage. No locked cupboards, closets or doors are permitted. If the owner has an awning, it must be locked at all times. Failure to do so may result in damages which will be the owner s expense. Insurance is mandatory on all Vacation Cottages, by signing this agreement you are confirming a valid policy is in place and is completely the responsibility of the owner to have valid insurance in place. I have read and understand the above homeowner terms and conditions I am aware of my responsibilities for the Rental Program, and have a clear understanding of this contract. I am aware that if I do not abid by such terms, I will be removed from the rental program. Site Number: Make/Model: Year: Bedrooms: Graded As (Subject to inspection): Owner Name: Signature: Date: M l D l YEAR Phone Number: Cell Number: Email Address: Sherkston Representative: Signature: Date: M l D l YEAR Please circle all the dates below, you would like us to rent out your vacation cottage. Please note that historical desirable vacationing dates have been indicated in orange. Reminder: minimum rental period is either 7 peak weeks or 10 peak mid week or weekend stays. MAY 2018 JUNE 2018 JULY 2018 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 AUGUST 2018 SEPTEMBER 2018 OCTOBER 2018 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Circle the dates you would like us to rent out for you. Check-in days are Monday and Friday only. These are desirable vacation times