HOA and Rental Property Management News and Updates

Tips for Water Conservation and Cost Savings

Wrapping exterior pipes refers to the process of insulating pipes that are exposed to outdoor elements including water pipes, irrigation systems, and HVAC lines. This involves covering them with insulating materials to protect against temperature changes, moisture, and physical damage. Houston generally has a mild climate, but occasional cold snaps can occur, so taking preventive measures is essential. Purpose of Wrapping Insulation: Helps maintain water temperature and prevent freezing. Moisture Barrier: Protects pipes from rain and humidity, reducing the risk of rust and corrosion. Physical Protection: Shields pipes from impacts and environmental wear. Energy Efficiency : helps maintain water temperature, reducing energy costs for heating water. This is especially beneficial for hot water pipes connected to outdoor fixtures or pools. Maintenance and Longevity: extends the lifespan of pipes by protecting them from environmental factors. This reduces the need for frequent repairs and replacements. Safety Concerns- Exposed pipes can become hazards, especially if they burst or leak. Wrapping them minimizes the risk of slippery surfaces and potential flooding, keeping the community safer. Property Aesthetics: Well-maintained exterior plumbing contributes to the overall appearance of the community. Insulated pipes can look neater and more organized, enhancing curb appeal. Materials Needed Pipe Insulation: Use foam or fiberglass insulation specifically designed for plumbing. Weather-Resistant Tape: To secure the insulation. Plastic Wrap: For additional moisture protection, especially if pipes are in exposed areas. Zip Ties or Pipe Straps: To keep the insulation in place. Steps to Wrap Pipes Locate all exterior pipes that need protection, including those for irrigation systems, spigots, and other plumbing. Clean the Pipes and dry before applying insulation. Measure the length of the pipes and cut the insulation to size, allowing for overlap. Wrap the insulation around the pipes, ensuring a snug fit. For joints and bends, use pre-slit insulation. Use weather-resistant tape, zip ties, or pipe straps to secure the insulation, ensuring no gaps are left exposed. Wrap plastic around the insulated pipes for extra moisture protection if necessary. Regularly check the insulation for wear and tear, especially after extreme weather events. Wrapping exterior pipes is an important maintenance step, especially in areas that experience temperature fluctuations or high humidity. Hence wrapping exterior pipes is a proactive step that safeguards both the infrastructure and the interests of homeowners. It promotes a healthier, safer, and more aesthetically pleasing community.

An organized space allows you to find things quickly, saving time and reducing frustration. This leads to greater productivity in daily tasks. A tidy environment helps create a sense of calm and control, reducing anxiety. Reducing clutter can minimize hazards and make spaces safer, especially in emergency situations. Here are some simple and low-cost home organization tips : Install shelves or use wall-mounted organizers to take advantage of vertical space. This keeps floors clear and maximizes storage. Utilize storage bins or boxes under your bed for out-of-season clothes, shoes, or extra bedding. Use clear storage bins for easy visibility. Label each bin to quickly find what you need. Look for furniture that serves multiple purposes, like ottomans with storage inside or a coffee table that can hold books and magazines. Use items like mason jars for organizing small office supplies or kitchen utensils. They’re inexpensive and add a rustic touch. Install hooks in entryways for bags and keys or use a pegboard in the kitchen or garage for tools and utensils. Schedule regular decluttering sessions to keep only what you need. Donate or sell items you no longer use. Use inexpensive drawer dividers to keep utensils, office supplies, or toiletries organized. Consider foldable tables or chairs for extra space when needed, which can be easily stored away when not in use. Designate a spot for important documents, keys, and schedules to keep everything in one place. Credenzas also make great entryway storage with the ability to conceal footwear below while adding a lamp and tray creates a drop zone above. In the kitchen, maximize cabinet storage by adding in wire shelf inserts and shelf baskets, which allow items to be stacked without becoming cumbersome to take out and put away. Stackable bins and baskets used within cabinets for dry food packaging and the fridge for yogurts and snacks will maximize any vertical space. Most vanity cabinets do not come with built-in shelving so make the most of the vertical area with open faced stackable baskets. They are ideal for toiletries, linens and paper products in the bathroom. As with all rooms and closets in the home, make the most of doors by adding over-the-door storage solutions. A well-organized space minimizes distractions, allowing you to concentrate better on work or personal projects. A neat and organized environment can contribute to overall well-being, creating a more pleasant atmosphere to live and work in. Discover how to stay organized in a small house with these easy organization tips and ideas!

GetFlex is a subscription service designed to help renters pay their rent more flexibly. It allows you to split your monthly rent into smaller, more manageable payments, making it easier to pay on time, improve cash flow, and build your credit history. There are two easy ways to sign up: you can either use your browser or sign up through the Flex app. When to sign up  Sign up and activate your account before the 1st of the month that you plan to use it in, or earlier if the 1st is on or near a holiday. It is recommended to sign up at least 5 business days PRIOR to your rent due in order to have Flex pay your rent for that month. If you sign up after the 1st, Flex may not be able to start playing your rent until the following month. Also please keep in mind that Flex will not pay your rent until the first instalment to them has been received, so if your first installment is after the final rent due date (with Ashoka Lion , it is the 3rd of the month) this could result in late fees along with your online payment option being disabled, which will prevent GetFlex from being able to make the rent payment on your behalf. In these scenarios you should contact us(or your managementcompany, if not Ashoka Lion) to request the online portal option remain active so GetFlex can make your payment. How it works Each month, once Flex receives your rent bill, it usually handles everything, including processing your first payment and submitting the rent to your property. However, in certain situations, if there's a service issue, you may need to step in and provide details like your rent amount or submit the payment yourself. With GetFlex, your rent is divided into two payments: a portion is due on your rent's original due date, and the remaining balance, along with the monthly membership fee and any applicable processing fees, is collected on the 15th of the month (or another date you select). The portal must be active to use the service. If it’s blocked, please notify us in advance as it may take a few days to process the request as at Ashoka rent is due by the 3rd and late on the 4th. Benefits of using Getflex GetFlex is an excellent solution for renters seeking a more flexible, manageable, and stress-free way to pay rent. GetFlex allows you to split your rent into two smaller payments instead of paying the full amount on the due date. This helps improve cash flow by making rent more manageable and aligning payment with your personal income schedule. By using GetFlex, you can ensure your rent is paid on time every month. The service automatically handles payments, reducing the risk of late fees or missed payments, which can negatively impact your credit score. Splitting your rent into smaller payments can ease the financial burden, especially if you're living paycheck to paycheck or need flexibility due to irregular income. This flexibility can help you manage your monthly budget more effectively. GetFlex reports your payments to credit bureaus, which can help you build or improve your credit history. Consistently paying your rent on time through GetFlex may positively impact your credit score over time. GetFlex simplifies the process of managing your rent payments by handling the transactions for you. Once you're set up, the service takes care of the rest, saving you time and effort each month. GetFlex offers flexibility by letting you choose a specific date (such as the 15th of the month) for the second payment, which can help you match your rent payments to your income schedule. Once you set up your account and payment preferences, GetFlex takes care of future payments automatically, reducing the risk of forgetting or missing payment deadline.

Certain problems need immediate attention due to their potential impact on safety, operations, or equipment functionality. These are typical issues that, if not addressed right away, could lead to significant damage, safety hazards, or major disruptions. When it comes to maintenance issues, distinguishing between emergencies and non-urgent problems can be crucial. Here are some maintenance issues that are generally considered emergencies: Water Leaks or Flooding: Water leaks or flooding are serious issues that can cause extensive damage if not addressed promptly. Hence, dealing with water leaks or flooding promptly and quickly is crucial. Here’s a guide on how to handle them: If you can locate the source of the leak and it’s within your control, turn off the main water valve to stop the flow. This is especially important if the leak is severe. If the water is coming into contact with electrical outlets or wiring, turn off the electricity at the circuit breaker to prevent electrical shock or fire hazards. Use buckets, towels, or any available material to catch and contain the water. If possible, move valuable items out of the affected area to prevent damage. Use a wet/dry vacuum, mop, or towels to remove standing water. For significant flooding, you might need a professional water extraction service. If you’re in a shared building or have a landlord, inform them immediately about the issue. Look for any obvious damage or hazards, like sagging ceilings or structural issues. After the area is dry, inspect for signs of mold. Mold can start to grow within 24-48 hours in damp conditions, so it's important to act quickly. Open windows and use fans or dehumidifiers to help dry out the area. Proper ventilation is key to preventing mold growth. Take photos of the affected areas and any visible damage. This will be useful for insurance claims and repair estimates. 2. Electrical Failures : Electrical emergencies can pose serious risks, including fire hazards and personal injury. Here are some critical electrical emergencies: Electrical Fire can be identified by the smell of burning, smoke from outlets or appliances, or visible flames. In case of Electrical fire, get everyone out of the building immediately. Dial 911 or your local emergency number. Never use water to extinguish an electrical fire; it can cause electrocution. If you have a Class C fire extinguisher, use it on electrical fires. Power Outage is a complete loss of power or flickering lights. Inspect and reset circuit breakers or replace blown fuses. Contact your utility company to report the outage and get updates. Avoid using candles to reduce fire risk instead use flashlights. Electrical shock can be identified when you feel a shock when touching an appliance or outlet. In such case, avoid touching the person experiencing the shock if they are still in contact with the electrical source. Turn off the power at the circuit breaker if possible. Call emergency services and get the person checked by a medical professional. Sparks from Outlets or Appliances - Visible sparks appear when plugging in or unplugging devices, or from an outlet. If it’s safe to do so, unplug the device or appliance. Switch off the power to the affected circuit. Have a licensed electrician inspect and repair the issue. Burning Smell near outlets, appliances, or wiring. Switch off the main power supply if the source of the smell is unclear. If the smell is persistent or increasing, evacuate the area. Look for signs of overheating or damage, and consult a professional. Overloaded Circuit c an be identified by frequent tripping of circuit breakers or signs of overheating in outlets. Immediately unplug non-essential devices to reduce the load on the circuit. Inspect for any visible issues with breakers. Have an electrician assess the circuit and determine if an upgrade is needed. Your safety and the safety of others is the top priority. Always prioritize evacuation and avoid direct contact with electrical hazards. 3. Gas Leaks : Any smell of gas or suspected leak should be treated as an emergency. Gas leaks can lead to explosions or poisoning and require immediate evacuation and professional intervention. Here’s a guide to identifying, responding to, and managing gas leak emergencies: Get everyone out of the building or area where you suspect a gas leak. Do not use elevators. Avoid using anything that could create a spark, including light switches, electrical appliances, or open flames. Do not use phones, flashlights, or any electrical devices that could spark. If you know how and it’s safe to do so, turn off the main gas supply valve. This valve is typically located near the gas meter. Open doors and windows to increase ventilation to disperse the gas, but do this only if it is safe and does not involve using electrical devices or causing sparks. Once you are in a safe location, call 911 to report the gas leak. Contact your gas utility company to report the leak. They will send professionals to assess and repair the issue. Do not return to the building until it has been inspected and cleared by emergency services or the gas company and Follow the instructions of emergency responders and gas company professionals. 4. Heating or Cooling System Failures : In extreme weather, a failure in the heating or cooling system can become an emergency, especially for vulnerable populations like the elderly or those with health conditions. Addressing these issues promptly is crucial for safety and comfort. Here’s how to handle such emergencies: Heating System Failures results in no heat, inconsistent temperatures, or strange noises. Possible causes could be a broken thermostat, faulty furnace, or clogged filters. Cooling System Failures result in no cooling or inadequate cooling, or unusual noises. Possible causes could be due to a refrigerant leaks, broken compressor, or clogged filters. Immediate Actions: Verify that the thermostat is set to the desired temperature and is functioning. Ensure that the breaker for the heating system and cooling system hasn’t tripped. Ensure that the gas supply is on and the pilot light (if applicable) is lit and verify that the power supply is active. Ensure vents and registers are not blocked and replace or clean clogged filters.A clogged air filter can reduce airflow and cooling efficiency. If the heating system is inoperable and it's cold, use safe alternatives like space heaters, but ensure they are used according to manufacturer instructions and are not left unattended. Ensure the thermostat is set to cooling mode and the temperature is lower than the current room temperature. Ensure the outdoor condenser unit is clear of debris and that the fan is operating. Use fans to help circulate air and reduce heat if cooling is lost. If basic checks don’t resolve the issue, call a licensed HVAC technician for repairs. 5. Sewer Backup : Sewer backups are serious emergencies that can lead to health hazards, property damage, and costly repairs. Prompt action is crucial to minimize damage and ensure safety. A Sewer Backup can be identified by foul smells emanating from drains or toilets or when drains get slow to empty or are completely blocked, or toilets that overflow without flushing or visible sewage or wastewater backing up into basements or lower levels. Immediate Actions for Sewer Backup Emergencies: Do not come into contact with sewage, as it can contain harmful bacteria and pathogens. Prevent children and pets from entering affected areas. Close doors to affected areas to prevent the spread of contamination. If the backup involves a large amount of water or sewage, turn off electrical power in the affected area to prevent electrical hazards. Do not use toilets, sinks, or other plumbing fixtures to prevent further backups. If you suspect a severe backup or leak, turn off the main water supply to your home to prevent additional flooding. Document the extent of the damage for insurance purposes. Note any symptoms, actions taken, and communications with professionals for reference. During cleaning, use gloves, masks, and other protective gear to prevent exposure to contaminants. After removal of sewage, thoroughly clean and disinfect affected areas using appropriate cleaning agents. Ensure surfaces are properly dried to prevent mold growth. Contact the Renter's insurance program of Ashoka Lion to report the sewer backup and begin the claims process. They can provide guidance on coverage and repairs. Call a licensed plumber or sewage cleanup professional immediately. They can assess the situation, clear blockages, and repair damaged pipes. Contact your local water or sewer authority if the issue might be related to the municipal sewer system. 6. Structural Damage : Structural damage emergencies, such as those caused by severe weather, earthquakes, or accidents, require immediate action to ensure safety and prevent further damage. Issues like significant cracks in walls or ceilings, or problems with the foundation, can compromise the safety and stability of a building and need immediate attention. At Ashoka Lion tenants are required to take maintenance assessment as a requirement to move in and also during renewals to insure tenants are refreshing their understanding. Ashoka Lion also provides a maintenance library that provides information regarding maintaining properties and managing minor problems. Tenants can request for maintenance and major repairs through the rental portal, AppFolio. Tenants are required to fill the self-inspection form twice a year - August to September and February to March and submit videos of the front yard, backyard, exterior and interior of the property for the Property Managers to assess the condition of the property.  Routine checks and maintenance can help prevent many emergencies from occurring. Responding quickly and effectively to maintenance emergencies can help mitigate risks, ensure safety, and prevent further damage. Always prioritize safety and consult professionals for proper assessment and repairs.

Holiday decorations bring a cheerful spirit and create a welcoming ambiance during the festive season! Holiday decorations can vary widely depending on the holiday and personal preferences and to preserve the community's aesthetic, HOAs impose certain restrictions and guidelines. Guidelines for holiday decorations Common decorations include string lights, wreaths, garlands, and holiday figurines. Excessively large, noisy, or inappropriate decorations are restricted. Decorations should not obstruct sidewalks, roads, or neighbor views. Ensure lights do not shine excessively into neighboring properties. All decorations must be in good repair; damaged or faded items should be removed. Electrical decorations must comply with local safety standards. Any permanent installations related to holiday decor must receive prior approval from the HOA. Removal of decorations To maintain the aesthetic of the community, all holiday decorations must be removed within two weeks of the holiday. Residents are encouraged to remove any decorations that are damaged or faded, regardless of the timeline. HOAs may conduct regular inspections to ensure compliance with removal guidelines. Residents may receive reminders about the removal deadline if decorations remain after the specified date. Failure to remove decorations on time may result in fines or requests for immediate removal. Residents should consult their specific HOA’s governing documents for more detailed information on rules and regulations regarding holiday decorations. Residents should also comply with any applicable local ordinances regarding outdoor decorations. Celebrate the holidays while fostering a harmonious and visually pleasing community!

Holiday decorations enhance the festive atmosphere and create a warm, inviting environment during the holiday season! Decorations include lights, wreaths, and festive ornaments, themed decorations and outdoor displays. Some communities host light displays, contests, or parades to encourage festive participation. Restrictions on Exterior Decorations Homeowner Association's often have rules regarding the types of decorations that can be displayed. This can include restrictions on size, brightness, and placement to maintain a uniform appearance in the community and some HOAs governing documents do not permit exterior holiday decorations on walls. roofs, yards, or common areas including lights, inflatables or any other holiday-themed displays. These restrictions are intended to prevent excessive visual clutter, ensure safety, avoid damage to common area elements, and respect the preferences of all residents in the community. In communities where exterior decorations are restricted, residents are encouraged to celebrate the holidays in ways such as indoor displays or community gatherings. Be sure to review your HOA's governing documents if you are unsure if your community has any limitations/restrictions on holiday decorations. Removal of Holiday Decorations When exterior decorations are allowed in a community, residents are required to remove the holiday decorations within two weeks (typically at most) of the holiday. This ensures that the community remains tidy and transitions smoothly into the next holiday/month. The HOA and management company will monitor compliance with the removal timeline, and residents may receive reminders as the deadline approaches - especially for nationally celebrated holidays. Failure to remove decorations by the deadline may result in a warning, followed by potential fines if the issue persists. Residents are always encouraged to review their governing documents, and if you have any questions you should reach out to the HOA or Management Company for clarification regarding these guidelines. The HOA is committed to ensuring a respectful and harmonious living environment. By adhering to these guidelines, residents can contribute to a well-maintained community while still enjoying the spirit of the holiday

Self-guided inspections empower Tenants to assess their living space, increasing awareness of issues that may need reporting to the landlord. By identifying and documenting maintenance problems early, Tenants enable prompt landlord responses, preventing further damage and costs. Additionally, tenants can keep records of the property's condition throughout their lease, aiding in potential disputes over security deposits or damages. At Ashoka, Tenants are required to submit the exterior and interior video of the property twice a year, August to September and February to March. Certain videos could be too large to send as attachments, in such case you can upload the video to YouTube or save the video in Google drive, Dropbox or One drive and share the link with us. To upload video on YouTube Go to YouTube and sign in with your Google account. Click on the camera icon with a "+" sign in the top right corner. Select "Upload video." Drag and drop your video file or click "Select files" to choose your large video from your device. Add a descriptive title and a detailed description that includes relevant keywords. Choose an engaging thumbnail or create a custom one. Select Video Settings, set the visibility to private from options (public, unlisted, or private). Once you’ve entered all necessary information and settings, click the "Publish" button. Once published, click on share . Digital Storage (Google Drive, One drive or Dropbox) Go to Google Drive or One Drive and sign in with your Google account. Click on the "+ New" button on the left side. Select "File upload." Choose the video file from your device and click "Open." The video will begin uploading. You can monitor the progress in the bottom right corner. If you are using Dropbox, sign in or create an account. Click on the "Upload" button (usually represented by a "+" icon). Select "Files" or "Folder" to upload your video. Choose the video file from your device and click "Open." The upload progress will be displayed. Wait until the upload is complete. Right-click the uploaded video, select "Share". In the sharing settings pop-up, look for the section that says “Get link.” Click on the dropdown next to “Anyone with the link” to adjust permissions (e.g., Viewer, Commenter, Editor). In One Drive, in the sharing pop-up, look for an option that says “Copy link” or “Anyone with the link can view.” Adjust link settings to allow anyone with the link to access the video, and generate a link to share. If you are trying to save the video in Drop Box, click share and select create link. Once the link is generated, click the “Copy” button to copy the link. You can now paste the link of the video in the Self-inspection form. Tenants can now upload the videos of the rental property without any hassle. 

Technology has significantly transformed the rental experience for tenants, introducing various tools and platforms that enhance convenience, communication, and management. Technology is playing a significant role in simplifying and enhancing the lives of tenants in various ways. Here are some of the key advancements: 1. Tenant Portals: Tenant portals are digital platforms that facilitate communication and management between landlords or property managers and tenants. Ashoka Lion uses AppFolio, a powerful platform for all communication and service needs. Tenants can access the Online Portal from any mobile device by downloading the mobile app, AppFolio. Tenants can access their tools and important information from anywhere and offers a range of features designed to simplify the rental experience. Features of Tenant Portals: a. Online Rent Payments : Tenants can pay their rent online, a convenient method than traditional methods like checks or cash. The Online Portal is an easy, fast, and secure way to pay charges online, view payment history, and submit maintenance requests. Ashoka uses AppFolio, an app that provides user-friendly interface that makes the process quick and hassle-free. The app offers the option to set up automatic payments that ensure rent is paid on time every month, supports various payment methods, including credit/debit cards, bank transfers, and electronic checks, and also alerts tenants about upcoming due dates or issues with their payments. online payment systems use advanced technologies to ensure that your personal and financial data is protected from unauthorized access and fraud. Ashoka Lion offers tenants an opportunity to submit a payment plan for tenants not able to pay their rent on time. b. Maintenance Requests: Tenants can access all the details of the services offered, the procedures, the requirements, and the guidelines to be followed before moving in to the property, after moving in, and things to adhere to during the stay. Online Portals provide information regarding things to keep in mind to maintain the rental property and manage minor problems related to plumbing, AC, and appliance repair. It also provides lots of simple practical tips to maintain and avoid minor problems that may lead to huge problems and expensive maintenance. Effective maintenance management can help ensure tenant satisfaction and maintain the property’s value. c. Lease Management: Tenants can view their lease agreements, renewal options, and any modifications and also stores important documents related to the lease, such as addendum and notices. d. Communication: Enables direct communication between tenants and property managers for quick resolution of queries or concerns, sends reminders about upcoming rent due dates, maintenance schedules, and other important information. e. Account Information: Tenants can update their personal information, contact details, emergency contacts, and provides a record of past payments, charges, and credits for easy reference. f. Community and Property Information: AppFolio shares updates about property management, community events, or policy changes and also offers information about on-site amenities and services. g. Online Applications and Renewals: Allows prospective tenants to apply for rental units online and provides an option for tenants to renew their lease or give notice to vacate. h. Support and Resources: AppFolio includes a section for frequently asked questions and helpful resources related to tenancy and property management. 2. Smart Home Technology : In today’s world, smart home technology is revolutionizing the way tenants experience rental living. These advancements not only improve daily living but also contribute to energy savings and increased security. a. Smart thermostats that are designed to optimize energy usage by learning your schedule and adjusting temperatures accordingly. For tenants, it's a simple yet powerful tool that adds convenience, control, and comfort to daily life. b. Smart locks allow tenants to manage access remotely, eliminating the hassle of lost keys. Ashoka uses an app KeyHero, a key management system that helps manage physical keys more securely and efficiently, integrating technology to streamline key storage, access, and tracking. It provides a secure way to store physical key cuts to prevent unauthorized access and tracks, the keys that are checked out and by whom, helping to manage access and prevent loss. KeyHero offers a convenient key duplication service for tenants who have been locked out. They can provide key copies quickly, helping tenants regain access to their homes without significant delays. c. Smart appliances and sensors can alert tenants to maintenance issues before they become major problems. 3. Virtual Tours and Lease Signing : Technology has transformed the rental search process with virtual tours and online lease signing options. Virtual tours allow prospective tenants to explore properties from the comfort of their own home, saving time and reducing the need for in-person visits. Once a decision is made, online lease signing simplifies the process by eliminating paperwork and allowing tenants to sign contracts electronically. These innovations make the rental process more efficient, accessible, and less time-consuming for tenants. 4. Security Enhancements : Technologies like video doorbells and security cameras offer tenants increased security and peace of mind, allowing them to monitor their property from anywhere. These technologies collectively make renting a more seamless, efficient, and enjoyable experience for tenants. Technology streamlines the rental process, improves efficiency, and enhances the tenant experience by offering greater convenience and control