• Living in close proximity requires neighborly accommodation that some folks simply aren’t used to. The best way to handle neighborly annoyances is to engage with your neighbors in a kind and respectful manner. It’s usually safe to assume they have no idea they’re infringing on your peace. A simple note on their door, windshield or mailbox is typically sufficient to resolve overstepped boundaries. If a note doesn’t help, consider engaging with them directly. If you’ve already engaged with your neighbors to the best of your ability, you may consider reaching out to Foxtail to step in. Please keep in mind that we have limited ability to resolve such conflicts without revealing the pool of people who may have submitted the complaint. Also, please keep in mind that asking a property manager to intervene can sometimes inflame rather than de-escalate the situation. All that said, Foxtail very much wants you to enjoy your time as our tenant! We will do whatever is within our power to help!

• Your lease ledger is shared with all roommates.

• Submit a Late Payment Request Form via your Resident Portal in Buildium.

  • In the “Documents” section, you will find the Late Payment Request Form to fill out and submit to us.

  • The Late Payment Request form must be submitted BEFORE your rent due date.

• Our leases are individually and severally liable meaning that everyone is responsible for the full amount of rent each month, not just a proportional amount. 

• If someone on the lease doesn’t make a payment, we will first reach out to them to establish a payment plan. If they don’t respond, we’ll loop in their co-signer. If that doesn’t render any results, we’ll loop all roommates and co-signers into one line of communication to establish a payment plan. Often, these issues are resolved directly with the tenant or with the tenant and their co-signer, and we don’t have to escalate to everyone. But, that’s anecdotal, not a rule.

• Log in to your tenant portal. Scroll down to the Open Requests box and select ‘Create Request.’ From here, the system will walk you through the submission process. Photos are always helpful! 

• Try to be as descriptive as you can. If you know of any previous attempts to address the same issue, please include them. 

• Please ensure your notifications are turned on for your Resident app to receive updates about your maintenance requests.

• Be sure to check in via email if you don’t see push notifications from your app.

• Check for any obvious leaks or dripping fixtures. Check to see if the toilet is continually running. If you have one, check your washing machine for the sound of continuous water running even when not in use.

• Most plumbing fixtures have a nearby shut-off valve. If you find a fixture using more water than it should, you can turn the valve to halt the flow until a maintenance tech arrives.

• Submit a maintenance request. Provide as much info as you can! If you’ve established an online login to your water utility, you can find the usage graph and submit a screen capture of it. Many times, the data in an hourly usage graph will provide a clue as to what fixture is malfunctioning.

• Do not use chemical drain cleaners. In many instances, such products can interact with each other and add to the problem.

• Try to use a plunger or drain snake (available at any hardware store and most grocery stores) to clear clogs due to food, excess toilet paper, or hair. 

• If you cannot clear the clog, submit a maintenance request. If it is an emergency, meaning, if water is actively seeping up from drains or the only toilet in your home is rendered unusable, please call the maintenance emergency line. 

• Landlords are responsible for main drain clogs due to root growth or drain collapse. 

• Tenants are responsible for charges associated with drain clearing required due to misuse, e.g. food, excess toilet paper, cat litter, tampons or pads, hair, etc. Tenants are free to call a drain cleaning service themselves, but usually their fees are more expensive than Foxtail’s. If the drain requires specialized equipment to clear, Foxtail may call in a professional drain cleaning service. In such cases, tenants may be charged for both the Foxtail fee and drain cleaner’s fee.

• The property owner is responsible for routine maintenance and for repairing issues that arise in the normal course of events. If a tenant causes damage to the property, they may be held responsible for the cost of fixing it. This includes damage due to tenant negligence. 

• The Foxtail maintenance team bills only $45/hr and there is a one-time trip fee of $15 per maintenance issue (not per visit). Our team is likely the most economical solution to any damage you may cause to the property. 

• If you damage the property but leave the damage unaddressed until move-out, it’s likely that you will see an invoice for repairs pulled from your deposit return. If Foxtail notices tenant damages beyond normal wear and tear during turnover between tenants, there is a chance we’ll need to hire a third party to address the damage. Late July to early August is our busiest time of year, and move-in dates are set well in advance and must be adhered to. If you know of damages for which you are at fault, please contact the maintenance team as soon as you can so you can take advantage of our maintenance rate.

• Lock out fees are $60 during normal working hours and $82.50 after hours. Call our office at 785-592-3600 and one of our maintenance technicians will stop by!

• If you get locked out AND you need a new key, the cost of the replacement key(s) is added to the lock out fee. 

• Feel free to make copies of your key for safekeeping.

My mailbox is on a pedestal (1021 Rhode Island is the only exception to this).

• Mailbox pedestals are managed by USPS. 

• You will need to visit the USPS located at 7th & Vermont to submit a maintenance request directly through them. 

• Let them know you are a new tenant and mailbox keys were not available at move-in. New keys should be provided to you at no cost.

My mailbox is NOT on a pedestal, but does require a key.

• Please submit a maintenance request through your Tenant Portal. If we have a copy of the key on file, we’ll bring one to you. If we don’t have a copy, we’ll need to drill out the lock and replace it, then provide you with a new key.

• If you live at a complex, or near Campus, you most likely need a parking permit. 

• Review your lease agreement. 

  • Go to your Tenant Portal, then Documents, then E-Lease Documents. Your lease should be available for review.

• Parking provisions are generally the last section before Special Provisions/Signatures in our lease agreements. 

• Contact Moons Towing. Their phone number is 785.331.5445.

• Moons Towing is not part of Foxtail. They are a privately contracted towing company. They operate primarily on a roam and tow basis, occasionally servicing specific requests to remove illegally parked vehicles.

• Typically, they will be available for pick up between July 15th and August 31st. You can pick up M-F during business hours. Specific dates of availability for pick up will be determined annually, and you will be notified accordingly. 

• Towing will be paused during the transition period. You will be notified at least once, if not multiple times, about towing resuming. You must have your new pass in your vehicle to avoid being towed.

• Please input a maintenance request or general inquiry via your Tenant Portal, or stop by the office during normal business hours. 

• Once received, management will reach out to confirm your pass is available for pick up. A replacement fee of $50 will be added to your lease ledger due with your next rent payment.

  • If you have auto pay turned on, you will need to modify it or make a one-time payment. 

  • We have record of your current tag number. We will notify the towing company that your former pass is no longer valid.

• • Mackenzie does not have additional passes available for purchase. 

  • Jayhawk Apartment tenants receive 1 pass per unit. There are 4 additional passes available each year. Tenants who renew will get first right to purchase one of the additional passes. 

    • If there are any passes left over, they will be sold FCFS via a text message prompt in August of each year. 

  • Melrose does have additional passes for purchase. Passes are $35/mo or $400 if paid in full for 12 months. Additional passes are limited.

• Utilities must be slated to begin in you or your roommates name(s) no later than the start date of your lease OR the closest business day following the start of your lease. 

• Rent payments must be made and cleared, in full, at the time you intend to pick up your keys. Review your lease agreement for the specific due date and grace period terms. Late fees will apply if rent is not paid on time, even for first month’s rent. 

  • The online rent payment portal will close 7 days in advance of your lease start date, and we will no longer accept electronic payments for your first month’s rent. Subsequent payments may still be made electronically.

    • You will be required to bring certified funds - cashier’s check (your bank) or money order(s) (Walmart, Dillons, etc). We cannot accept cash payments. 

      • Please confirm the name of your landlord prior to filling out the payment. Foxtail is your Property Manager, not the owner of your unit. 

• Security Deposit was due within 7 days of lease signing. If you’ve signed a lease recently, this may apply to you. Otherwise, your deposit should be handled well in advance of your move in.

• You can pick up your move-in materials at our office located at 1031 Vermont Street

  • On 8/5: in the conference room. First door to the left when entering via Vermont Street. 

  • Any other time: Suite 120. Last door on the left when entering via Vermont Street.

• Possession will only be given once. NOTE: We will not provide possession during non-business hours.

• If no one in your household can pick up keys, please schedule a time HERE!

• Within 24 hours of lease commencement, you will receive an email with instructions and a link to access the report. 

• In the report, you will see photos and notes we’ve recorded regarding the condition of your unit. Please update the report to reflect any images, videos, or comments we may have missed. 

• This report is for conditions only. 

• Maintenance concerns should be reported in your Tenant Portal. Please consolidate all maintenance requests, unless emergent in nature, to one request.

• Professional cleaning is a lease requirement, and you can hire a professional cleaning service, but we caution against it. Standards of cleaning vary widely by company, and what may be full service to one cleaner is a partial job to another.

• It’s important to note that the presence of a cleaning receipt doesn’t negate the tenant’s obligation to return the space to its original condition. 

• The cleaners we hire are familiar with our standards, as we are with theirs. Allowing us to hire cleaning services on your behalf ensures that your space meets our cleaning requirements, and eliminates any risk that you will be double charged for services. 

• If you still prefer to clean yourself, or hire cleaners on your own, you must schedule an appointment with management (Raelean, Krista, or Rebecca) a minimum of 48 hours prior to your lease end. Your unit must be entirely vacated at the time of your appointment, if not, we will need to reschedule.

• It is a requirement of your lease that carpets be cleaned; however, Foxtail gets a discount for services that you won’t receive if you call as an organic customer. We pass those savings on to you!

• Cleaning, carpet cleaning, duct cleaning, maintenance beyond normal wear and tear.

• No later than 12 PM

• Wildhorse: No later than 10 AM

• Charges vary by nature of the item. 

• Trash out fees are $50/bag.

• Large item removal will be charged to your ledger.

• If everyone on the lease wishes to break the lease and vacate early, you may break your lease for a 1-month’s rent fee allocated to re-leasing and early termination. You are responsible for rent until a replacement lease begins. 

• Email Krista@foxtailre.com for a comprehensive outline of our break lease terms.

• There is a $300 administrative fee that applies to each occurrence, not necessarily per tenant, and correlating paperwork to sign by all current, future, and outgoing tenants and co-signers.

• Please email Krista@foxtailre.com for a comprehensive outline of our tenant amendment terms.

• You can use our service, Utility Set Up, to directly set up utilities with local providers, or you can go directly to Evergy, Black Hills Energy, Lawrence Utility Billing, and AT&T or MidCo to start services. If you go the direct route, you must take screen caps of the confirmation screen/email and record your start-service confirmation number to upload into Utility Set Up. 

  • Your ACCOUNT number and CONFIRMATION numbers are different. We need your Start or Transfer service CONFIRMATION number. 

• Utilities must start the same day that your lease begins UNLESS your lease begins on a weekend or holiday. In that case, utilities must begin no later than the first business day following the weekend/holiday. 

• No later than the termination date of your lease. 

• Should you terminate utility services prior to the termination date of your lease, any charges for services will be added to your lease ledger in addition to a $35 admin fee per occurrence.

• You can call each provider and request an average for your specific address and unit number.

• Please input a general inquiry via your Tenant Portal. It will be assigned to the appropriate staff member to handle your concern. 

  • If pets are allowed at your property, a pet deposit of ½ month’s rent shall be due in addition to monthly pet rent. Pet rent is $25/mo/pet or $40/mo/2 pets with a 2 pet maximum.

• According to Kansas/Federal Law, one ESA animal is permitted per disability, per person. 

• ESA letters must be written by a provider with whom you have an ongoing professional relationship. 

• An ESA addendum shall be furnished to you and your co-signer for signature. 

• So long as the above requirements are met, no pet rent or deposit shall be due during the duration of your tenancy for any pet(s) defined as ESAs.

• Cleaning, carpet cleaning, duct cleaning, maintenance beyond normal wear and tear, cost to remove belongings/trash where applicable, etc.