Joe Lamb, Jr. & Associates Vacation Rental Policies
Thank you for choosing the Outer Banks of North Carolina as your vacation destination. We hope you have an enjoyable and relaxing vacation.
 OUR PURPOSE:
All homes rented by this company are privately owned. They range from traditional rustic cottages to luxury homes. They are furnished and equipped according to each individual owner's taste. Our Company assists the owners of these homes to locate people who would like to rent their homes. We hope you find what you are looking for.
THESE POLICIES:
When you reserve a home through our company you agree to comply with these policies. These policies supplement and are a part of your Vacation Rental Agreement with the owner. Please follow these policies.
OFFICE:
Our main office is located at 5101 North Croatan Highway (2 Mile Post) in Kitty Hawk, North Carolina, 27949. We are open from 9:00 am to 5:00 pm, seven (7) days a week. We also have a check-in location at 2705 North Croatan Highway, (5.8 Mile Post) in Kill Devil Hills, 27948. It is open seasonally from Memorial Day to Labor Day and is for guests checking into homes located in Nags Head and South Nags Head.
RESERVATIONS:
You can make your Reservation at our office or by phone at 1-800-552-6257. Our reservationists will be glad to help you find the right property. You can also make your reservation online. If you have any questions after you make your reservation, please call (252) 261-4444.
ADVANCED RESERVATIONS:
You may request an advanced reservation for a future year in any home that we rent. You have first priority to reserve the home you are currently staying in during the same rental week next year if you fill out and return the Advanced Reservation Request form to our office on or before your departure. The request form is located in your check-in packet. An advanced reservation is subject to an Owner’s return of the property to our program as well as the Owner’s choice of weeks and rate changes.
RESERVATION PERIOD:
All homes can be reserved for a minimum of one (1) week. Most odd-numbered (1, 3, 5, etc.) rental homes are rented from Saturday to Saturday. Most even-numbered (2, 4, 6, etc.) rental homes are rented from Sunday to Sunday. Some of our homes can be rented for less than a full week. Such partial week reservations can be made no sooner than the Monday prior to the check-in date. Some partial week rentals require an additional cleaning fee, as well as hot tub and pool fees if applicable.
RENTAL AGREEMENT REQUIREMENTS:
A Vacation Rental Agreement between you and the owner of the home you choose must be signed and delivered to our office with your Advance Rent Payment. If the agreement is not received with your Advance Rent Payment your reservation may be cancelled without further notice. A sample Vacation Rental Agreement which you can review is located in our brochure. Otherwise a personalized Vacation Rental Agreement will be mailed, faxed, or e-mailed at the time of your reservation request.
PAYMENT REQUIREMENTS EXPLAINED:
This supplements Paragraph 1 of the Vacation Rental Agreement which you should read. An Advance Rent Payment of one half of the rent, the reservation fee, trip cancellation insurance (if desired), and tenant damage insurance (if desired) and applicable taxes must be received in our office within seven (7) days after your reservation request. If payment is not received in time, the reservation will be cancelled without notice. The balance of the rent, including a state tax, county occupancy tax, and the security deposit (where applicable) is due no less than thirty (30) days prior to your check-in date. An exception to this policy occurs when reserving a special or a period for which check-in will occur in less than thirty (30) days of the request. In such case all payments are due at the time of the reservation request and must be paid in full by credit card.
TENANT DAMAGE INSURANCE AND SECURITY DEPOSITS:
This supplements Paragraph 6 of the Vacation Rental Agreement which you should read. You may purchase tenant damage insurance coverage instead of making a security deposit if the owner of the home you are renting allows it. The non-refundable premium for this insurance is $45.00 plus tax and covers up to $1500.00 in certain damages. This insurance will cover the owner for accidents that may occur while you rent his home. A copy of the document detailing coverage can be found on our website or can be mailed, faxed, or e-mailed upon request. This insurance cannot be purchased after you have made your final payment. If you do not purchase tenant damage insurance or the owner of the home you rent does not give you that option, a security deposit will be required. The deposit may be used for certain damages allowed by law. This deposit will be accounted for and refunded (less allowable deductions) within 45 days of your departure. Regardless, you promise to reimburse the owner of the home for all damages to his property caused by you or your guests and not covered by tenant damage insurance or a security deposit.
ARRIVAL:
You must check-in after 4:00 p.m. at our office located at 5101 N. Croatan Hwy in Kitty Hawk (MP2) or at other locations designated by our company prior to check-in. In extreme situations check-in time may be delayed until 5:00 p.m. for special cleaning and/or maintenance. We cannot give keys until we know your vacation home has been inspected, necessary repairs made, and otherwise prepared for your arrival. Please do not expect early check in and plan your trip accordingly. If you plan to arrive early please make arrangements to occupy your time until 4:00 pm. Do not go to your property prior to check-in as this may delay your occupancy. No check-in will be allowed until all rent, taxes, and fees have been paid in full. If you are unable to arrive at our office prior to our closing time at 5:00 pm, please call for special instructions.
REPORTING DAMAGE AT CHECK-IN AND DURING STAY:
Your arrival packet will contain a form to list damages and inoperative equipment found in your rental home upon arrival. This form will have instructions concerning completion and delivery to our office by noon of the day following your arrival. If damage occurs during your stay please notify us immediately. Failure to complete the check in form or to report subsequent damages may jeopardize the return of your security deposit or coverage under the tenant damage insurance policy.
HANDICAP FRIENDLY:
Some of our homes are advertised as “handicap friendly”. However, they may not meet Americans With Disabilities Act requirements. If you need handicap accessibility please contact our office for a detailed description of the home in which you are interested before making your reservation.
FURNISHINGS:
Each unit is equipped with furniture, appliances, pots, pans, dishes, silverware, brooms, and vacuums. Houses should have bedspreads and pillows. Blankets may not be in the unit so you may want to bring your own. You must furnish your own paper products, cleaning supplies, and linens. You should also bring any items that you feel are indispensable for an enjoyable vacation. Many houses have TVs, stereo equipment, cable TV access, and internet access. Our company is not responsible for the malfunction of utilities, equipment, or an owner changing furnishings or equipment. You cannot rearrange furniture or take furniture to the beach. You may not relocate, disconnect or modify the electronic equipment through the use of personal gaming devices or computers.
BED LINENS AND TOWELS:
Some owners provide linens and/or towels. Most do not. You may bring your own or rent them. Please refer to individual home descriptions for information regarding the fees of an independent company that provides these items. The company requires a two week minimum advance notice to reserve these items. The company makes all beds except sleep sofas, futons, trundles, and top bunks but the sheets will be provided. In special circumstances our company provides linens for a fee. Our fees are not the same as those listed in the home descriptions. Please call for more information if you are interested in obtaining linens directly from us. Regardless of the source of the linens, at the end of your stay strip the beds, leave the mattress pads, comforters, and pillows on the beds, and deposit the dirty linens according to the instructions of your individual provider.
PETS:
This supplements Paragraph 13 of the Vacation Rental Agreement which you should read. Pets are not allowed in most of the rental properties that we rent. If you bring a pet to a home that does not allow them you will be denied occupancy or asked to leave without a refund. For those properties advertised as allowing pets, only one (1) dog will be permitted unless prior approval is granted. Nevertheless Rottweilers, German Shepherds, Pit Bulls, Doberman Pinchers or any other dogs having previously displayed a vicious propensity are never allowed. Cats and other animals are never allowed. You must clean property of all pet excretions immediately upon discovery. If you bring a dog to a home in which they are allowed, a non-refundable fee of $75.00 plus tax is charged for cleaning and flea extermination. Please learn and follow all applicable municipal pet ordinances
NON-SMOKING:
Many of our homes prohibit smoking. Those that prohibit smoking are indicated in the descriptions. Please respect the wishes of our Owners and others who may occupy the home and do not smoke in those homes. Nevertheless, no home is guaranteed to be smoke free and no refunds can be given if smoke is detected in any home.
MAXIMUM OCCUPANCY:
This supplements Paragraph 14 of the Vacation Rental Agreement which you should read. You should not permit the property you rent to be occupied by more people than the law allows. Local regulations specify that two people per bedroom are allowed. Having parties in the home or anywhere else on the property with more people than allowed is forbidden. No RV’s or campers may be used on the property.
FIREPLACES:
Fireplaces are typically available from Nov 1 to April 13. Fireplaces are not to be used while the air conditioning is operating. No refunds are to be made for non-functioning fireplaces.
OWNER CLOSETS:
The owner of the home that you rent may keep personal items in one or more locked closets. Please respect the wishes of the owner and do not enter those closets. Access to these closets is not included in your rental.
SWIMMING POOLS AND HOT TUBS:
Some homes are in neighborhoods with community pools and/or hot tubs. Community pools and hot tubs are open seasonally and maintained by the neighborhood home owners associations. Some homes have their own private pools and/or hot tubs. The pools and/or hot tubs are cleaned on the date of your arrival by independent pool/spa contractors hired by the owner. They are visited by the contractor during the week of your stay in order to monitor water quality and provide necessary maintenance. Our company does not supervise the existence, frequency, or adequacy of this maintenance. Please do not tamper or remove devices in the pool and/or hot tub left by the contractors. If a cleaning is required during your stay due to misuse, the cost will be charged to you. Some pools have heaters but, because they are powered by a heat pump, they cannot operate unless the outside air temperature is above 60 degrees. Some of the heaters require an additional fee that is indicated in the individual description of the home. Do not tamper with any pool equipment such as pumps, vacuums and heaters. Use of any pool or hot tub can pose risks ranging from infections to drowning. Please use them with care and at your own risk.
TELEPHONES:
Most home phones restrict long distance calling. Please use your cellular phone to make long distance calls. If you must use the phone in the home you rent please place collect calls or use a phone card. You should not charge any long distance calls to the home that you rent. If you do, you will be billed for the long distance charges made during your stay plus an additional $40.00.
MAIL AND MESSAGES:
No mail, faxes, or messages can be delivered to your rental home. If you are expecting any of these please check with our office periodically. Any mail should be addressed to you c/o our office address and include the rental property ID number. Our mailing address is Post Office Box 1030, Kitty Hawk, North Carolina, 27949 for letters sent through the post office. For packages or overnight deliveries our address is 5101 North Croatan Highway, Kitty Hawk, NC 27949.
PARKING:
Parking is permitted only on paved surfaces or designated parking areas located on the property. If you park in other areas you may damage drain fields, water lines, irrigation lines, or other buried utilities. If you park in the right of way adjacent to your rental home you may violate a municipal ordinance.
GRILLING:
Outdoor grilling is permitted only on concrete or designated areas at least 25 Feet away from your home. Grilling on decks, porches, or wooden walkways is prohibited. Please leave the grill clean and ashes dumped upon your departure.
TRASH:
Trash must be placed in the proper receptacle provided, kept in the containers provided and stored away from the street on non-collection days. Roll carts to the edge of the street the night before the scheduled pick up day. The schedule of pick up times is provided upon your arrival. If trash is not placed in the garbage receptacle and must be removed by our maintenance staff, a fee will be charged to you.
BEACH ACCESS:
Outer Banks beaches are public and accesses are found at recurrent locations. Nevertheless, no representations can be made concerning public access availability or beach conditions. Neither owners nor our company can control beach conditions or access. Some homes come with private beach accesses that become damaged or covered by sand after severe storms and may not be repairable or functional prior to or during your stay.
REPAIRS:
We want your vacation to be just as you anticipated but sometimes repairs are necessary. If that happens please call us calmly and politely to report the problem. Please be aware that most repair calls require us to contact outside independent contractors to make the requested repairs. Sometimes the availability of these contractors is limited so that repairs cannot be made as quickly as we may desire. We cannot be responsible for such delays. It may be necessary for the contractor or us to enter the home at reasonable times to make the repairs without your knowledge or presence.
FRIVOLOUS REPAIR CALLS:
Our company experiences repeated calls for repairs that are due to guest misuse or unfamiliarity with amenities. Often the problem can be solved by following the phone instructions of our maintenance personnel. If you represent that the problem persists after being given instructions a repairman will be dispatched. If the repairman discovers that the problem could have been solved by following the instructions you will be responsible for the repair bill.
LOCK OUTS:
If you are locked out of your home you may borrow a key during office hours without charge. If you are locked out of your home after office hours please call the emergency number. A key will be supplied to you for a fee of $45.00.
CONSTRUCTION:
In recent years the Outer Banks has experienced rapid growth. Also from time to time existing buildings are expanded or repaired. As a result there may be construction activity near your vacation home. We cannot be responsible for such activity so please do not request a refund or to be moved.
LOCAL ORDINANCES:
Please observe our local laws. In most areas driving on the beach is prohibited during the summer months. Beach fires and fireworks are not allowed. Some towns have noise ordinances that must be obeyed.
CLEANING:
When you depart try to leave the home in the condition that you expected to find it when you arrived. Our company has a very short period of time to prepare the home for the next tenant. You are expected to leave the home undamaged, clean, and ready for the next arrival. The following must also be completed: 1) Wash and put away all dishes; 2) Remove all food and trash from home; 3) Place trash in a proper receptacle and roll carts to the edge of the street; 4) Wipe appliances, counters, etc. clean of excess spills; 5) Sweep carpets and floors; 6) Make all beds, 7) Properly arrange all furniture, and 8) Clean wood fireplace or grill if used. Failure to complete these requirements could result in a reduction of your security deposit refund and/or additional billing.
DEPARTURE:
You must vacate your home on the last day of your stay by 10:00 am. Rental items should be bundled and placed according to the instructions of the company from which they were rented. The keys and linens rented from Joe Lamb, Jr. & Associates, Inc. must be returned to our office or at such other locations designated by Agent. For after hours, a key drop is available on the outside of the return location. When you check-out make sure all doors and windows are closed and locked, the thermostat is set at 60 degrees in winter or 78 degrees during the summer, and the lights are turned off. Your arrival packet will contain a survey to make comments concerning your experience.
ITEMS LEFT IN HOMES:
We can not be responsible for any personal items left in the home you rented. Please be sure to thoroughly check the home before you leave for any personal items. If after check-out you request us to search the home for a forgotten item and the item is found, the item will be returned by mail C.O.D. with a service charge of $20.00. Items found and not requested to be returned within 30 days after your departure will be discarded.
GROUPS NOT ALLOWED:
This supplements Paragraph 15 of the Vacation Rental Agreement which you should read. Groups are not allowed to rent properties. No sororities, fraternities, students, graduation groups, wedding groups, chaperoned groups, or un-chaperoned groups are allowed. We reserve the right to refuse you occupancy or ask you to leave without refunding any amounts previously paid if we discover that you are part of a group. You are invited to consult with us prior to signing the Vacation Rental Agreement to assure that you are qualified.
WEDDING PARTIES:
Wedding parties are included in the prohibition against groups located in the Vacation Rental Agreement. However, in some cases an owner may permit a wedding group. Such permission requires a written request from you and written permission from the owner or us on behalf of the owner. Special pricing, security deposit, and conditions may be required.
VACATION RENTAL HOMES FOR SALE:
Some of the vacation homes that we rent are listed for sale during your stay. The listing may be with us or another real estate company. If your home is for sale a listing agent may call to request an appointment to show the property.
ERRORS:
We have tried to make sure that all home descriptions, distance to ocean accesses, and prices listed in our rental brochure and on our website are accurate; however, we are not responsible for printing errors.
Check out our new OBX Beach Blog that contains news, features and updated information about the OuterBanks. We update it often with information that we hope will interest renters, owners and visitors to the Outer Banks. Check it out - Outer Banks Beach Blog.
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