Thank you for posting this question. It made me aware that these instructions were inadvertently dropped from the Website’s Sales page at some point. I have restored them now.
The procedure is to contact the HOA Secretary at email@example.com
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The form has been simplified and now works similarly to the Arrival Confirmation form in that the Owner chooses the Week they want to exchange up-front from a list of their future weeks. After Confirming the Exchange Week the form is prepopulated with default owner information.
More importantly are the following updated procedures:
The Innkeeper will place my unit on the Exchange Calendar as an advertisement/request for exchange of my suite week with other MHI owners only. I understand the Innkeeper will not be available to take calls or facilitate reduced rate offerings.
Once the terms of any exchange have been self-brokered, the owner of each suite will contact the Innkeeper utilizing the Arrival Confirmation Form with the details of the owner-to-owner agreement by checking the box that indicates you are allowing friends or family to use your unit week and entering the required information. The Innkeeper will then notify Bald Head Island Services to assure accurate occupancy reporting and invoicing.
If there is a zero cost, even exchange, of time between owners, BHIS will send a $0.00 invoice to both parties for our records. Taxes for an even exchange of time will not be incurred.
Reduced rate offers are only allowed between current MHI owners. If another MHI owner and I have agreed to a reduced rental offering for the use of my unit/time, it is my responsibility to inform the Innkeeper of the agreed upon details for proper accounting and record keeping between MHI staff and Bald Head Island Services. I will provide these details in the Additional Information section of the Arrival Confirmation Form. I will not be allowed to accept direct payment from the renting owner. MHI policy mandates all exchanges of money must go through BHIS to accommodate accurate occupancy calendars and provide liability protection for the HOA. BHIS will send an invoice to the renting owner for payment.
Please be aware that if you use part of your suite week and share the rest with another owner at a reduced rate, the renting owner will be responsible to pay the full cleaning fee at the time of rental.
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Contact firstname.lastname@example.org or (910) 363-4955 to schedule additional cleaning.