Updated 3/13/25
Click here for a printable PDF of the instructions — Note that the residency application can be found under FORMS.
INSTRUCTIONS FOR OWNERS WANTING TO SELL OR LEASE THEIR UNITS AT VILLAGE PLAZA OR ADD A NEW OCCUPANT TO THEIR UNIT.
Also see Purchase/Rental/Residency Application Form and Census Form.
1. Review all Village Plaza Documents & Rules:
• Before beginning the application process, Owners should be sure that applicants are aware of our Rules & Regulations and Architectural Guidelines to be sure they know about specific restrictions on pets, trucks, motorcycles, commercial vehicles and changes to architecture and landscaping before applying. Copies of all forms, FAQs, and rules documents as well as the Association Bylaws, Declaration of Condominium, and Articles of Incorporation can be obtained in the Owner’s section and the Guest/Realtor section of the website: www.villageplazacondo.com.
2. Complete the Purchase/Rental/Residency Application form:
• All residents, whether new owners, tenants, or occupants of the unit, must complete a Purchase/Rental/Residency Application and submit it to Miller Management along with a $150 application fee for an application review and background check.
• If an owner is requesting approval for a tenant or another occupant, they should have that person complete the Purchase/Rental/Residency Application Form (listing all tenants and occupants). If a rental, they should also provide a copy of the lease.
• If a new owner is applying for residency at Village Plaza, the current owner, their realtor or the buyer’s realtor or attorney should submit a Residency Application and, separately, a Census Form to Miller Management. If emailing documents to Miller Management, please put the address/unit number and last name of applicant in the subject line of the email.
• A Census Form should also be completed by the owner with instructions on including information in the directory.
3. Deliver the application documents to Miller Management along with $150 fee: Make check payable to: Miller Management Services.
To Email documents, send to: millermgt@mindspring.com
• When emailing documents to Miller Management, please put Village Plaza and the address/unit number and a last name of applicant in the subject line.
• Applications should be accompanied by a check for $150 for each applicant (spouses with the same last name require only one background check). The fee can be mailed or dropped off at:
Miller Management Services, Inc.
2848 PROCTOR Rd., Sarasota, FL 34231
Office: 941-923-5811 Fax: 941-923-5036
Email: millermgt@mindspring.com
Website: www.millermanagementservices.com
Michael W. Miller, Community Association Mgr.
4. APPROVAL PROCESS BY VILLAGE PLAZA BOARD: Once Miller Management has completed the background check, they will forward the whole package (residency application. lease (if applicable), and results of the background check) to the Board Secretary and Member at Large to schedule an interview with the applicant. These two board members represent the Board for reviewing and approving applicants and one of them will complete the interview. (If unavailable, other board members may be assigned to complete the interview.)
• Once we have the background report from Miller Management and the other application materials, we will reach out to the applicant by email or phone to schedule the interview. When the applicant is local, we will do this in person. If they are not local, we will do it by phone.
• Once the interview is completed, we will notify Miller Management, the applicant, and current owners by email that the applicant is approved. The new owner, tenant, or occupant will then be added to the Village Plaza database of residents.
• The new resident will be announced at the next board meeting and the Board Secretary will add them to our internal database and online directory with whatever info the resident approved being made public.
5. ESTOPPEL LETTERS: If a buyer requires an Estoppel Letter, Lender Questionnaire, or other documentation for closing, they (or their realtor or closing agent) should reach out to Miller Management and supply a separate check for $200, payable to Miller Management, to obtain these documents. They can obtain copies of the Village Plaza governing documents at www.villageplazacondo.com – sign in as a GUEST/REALTOR. Additional questions can be directed to Miller Management.
6. COMMUNITY FINANCIALS ACCOUNT SETUP UPON COMPLETION OF SALE OF UNIT:
TO ESTABLISH OWNERSHIP – After the application and interview is approved and the property changes hands at closing, PROVIDE A COPY OF YOUR WARRANTY DEED, EMAIL ADDRESS AND PHONE NUMBER TO: Taunia Wilson: taunia@communityfinancials.com. An account setup fee of $150 must be paid to Community Financials for them to provide a new account number and password to access their SmartWebs portal. The fee should be collected at closing by the title company and paid to Community Financials, but if a private sale or deed transfer, a check for $150 should be made out to Community Financials and mailed to: Community Financials c/o Deposit Dept., 185 E. Indiantown Rd #127, Jupiter, FL 33477.
Quarterly fees and any special assessments are paid through COMMUNITY FINANCIALS’ SMARTWEBS portal at https://office.smartwebs.com/. (A login will be provided once ownership is established and the account setup fee is paid.)
For help registering for the SmartWebs portal, accounting questions or how to pay the quarterly fees or special assessments, please email support@communityfinancials.com or call 833-266-3646 option 1. Customer service hours are 9 am – 9 pm EST, Monday – Friday.