Application Process (Part 5 of 6) Statement of Policy - Resident Files

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Statement of Policy

All Oregon manufactured home communities renting space for manufactured dwellings have been required to provide prospective and existing tenants with a Statement of Policy. The applicants must receive their Statement of Policy before signing the rental agreement.

While a Statement of Policy is not technically a contract, it is an important document. A tenant or rental applicant who makes their decisions or changes their position in reliance upon the policies set forth in the statement may be entitled to hold the landlord to those written policies. As proof of delivery of the Statement of Policy to tenants or applicants, it is advised to get a signed receipt.

A landlord who intentionally and deliberately fails to provide a Statement of Policy as required by ORS 90.510, or delivers a legally defective one, may be subject to a lawsuit.

All of the items that must be addressed in the Statement of Policy are found in ORS 90.510. The Statement of Policy is required to include the following information in summary form:

(a) The location and approximate size of the space to be rented.
(b) The federal fair housing age classification and present zoning that affect the use of the rented space.
(c) The facility policy regarding rent adjustment and a rent history for the space to be rented. The rent history must, at a minimum, show the rent amounts on January 1 of each of the five preceding calendar years or during the length of the landlord’s ownership, leasing or subleasing of the facility, whichever period is shorter.
(d) All personal property, services and facilities to be provided by the landlord.
(e) All installation charges imposed by the landlord and installation fees imposed by government agencies.
(f) The facility policy regarding rental agreement termination including but not limited to closure of the facility.
(g) The facility policy regarding facility sale.
(h) The facility policy regarding informal dispute resolution.
(i) Utilities and services available, the person furnishing them and the person responsible for payment.
(j) If a tenants’ association exists for the facility, a one-page summary about the tenants’ association that shall be provided to the landlord by the tenants’ association and shall be attached to the statement of policy.
(k) Any facility policy regarding the removal of a manufactured dwelling, including a statement that removal may impact the market value of a dwelling.

Resident Files

Before any tenant moves into your community the tenant’s file should contain the following information:

1. Completed Application
2. Signed Rental Agreement. (Resident is to receive a copy)
3. Signed Rules and Regulations (Resident is to receive a copy)
4. Signed Statement of Policy including Rent History Addendum. (Tenant is to have received a copy of the Statement of Policy prior to signing rental agreement.)
5. Copy of Homeowner’s insurance policy with community named as an interested party (for the purpose of being notified of cancellation of insurance. (This is for pets only.)
6. Credit check results
7. Rental check results
8. Criminal check results
9. Application screening fee receipt
10. Pet Agreement – Identify type of pet, name, size. You might consider taking a picture of the pet to include in your file in case you need to identify the pet in the future. Resident must sign the pet agreement. (Resident is to receive a copy)
11. Proof of Age if 55 and older community (photo ID, driver’s license)
12. RV Storage Agreement. Identify type of RV (i.e. boat, camper, trailer, etc.) and include license number and description of recreational vehicle. (Resident is to receive a copy)
13. Any and all notices/correspondence between landlord/manager and resident