The Sunstate Vacation Villas Team

Our team combines years of experience in varying fields, which makes us one of the most unique organizations in the property management field. With years of experience in real estate sales, administrative skills coupled with direct experience within stateside property management firms, our experiences provide a strong base for our client’s success. We truly understand your desire to find a management company you can trust.

We try to manage the details of vacation home ownership for you from utilities, county and sales taxes to reservations and administrative duties. Arrangements can be made through our office for guests specialty rentals, such as Gas Grills, Cribs I Cots, DVD/VCR High Chairs and additional TV sets. Feel free to contact our office by phone or email.

Accounting

Sunstate Vacation Villas is responsible for maintaining accurate accounts for individual owners. A statement is generated each month showing itemized charges of all fees, income (if applicable) and expenditures. We email statements out by the 15th of the following month. (i.e., January statement will go out by 15th of February).

Physical Property Department

The care and maintenance of your home will be administered and/or supervised by professionals experienced in their trades and crafts. Our team combines years of experience in the areas of: housekeeping, administration, property maintenance and landscaping. We also have team members with professional experience in carpet and upholstery cleaning services and we have an on-sight a Licensed Certified Pool Operator and Contractor to meet any or all of your pool needs. Additionally, we are available to complete any number of specialized tasks from changing locks (by a bonded locksmith), to plumbing, electrical and carpentry services. Also available are licensed painters and carpet installers. We will always just be a phone call away from dispatching any needed service professional to your home. Please do not hesitate to contact use with any further questions or comments.

Start up Costs

Every home that comes on with Sunstate Vacation Villas must be brought up to compliance with local and County Codes applicable for short-term rental. Since each home is different, startup costs will be determined on an individual basis.

Listed below are some items that are required by law.

• Compliant pool and home signage.
• Dated and tagged existing fire extinguisher. New fire extinguisher will be an additional charge.
• Code compliant alarms on all doors and windows.
• Locking cover on interior HV AC thermostat.
• Personalized home usage manual in loose leaf binder.
• Re-keying all exterior swinging doors.

When existing property is added to our client list additional items could also apply to start up costs. Such items might include: carpet cleans, additional repairs or replacement items and possibly a maid service. Higher-end items such as hardwired pool exit alarms are to be installed at an additional cost and are quoted separately. In addition to the higher-end items, the cost of licensing your home will also be performed at an additional cost.

Required with each brand new home is the start up costs for utilities. This can include any or all of the following:

• Electricity
• Natural Gas Utility
• County/City Water
• Cable Television
• Telephone
• Security Alarm services.

Sunstate Vacation Villas will collect a deposit fee to offset the start up deposits required by utility companies to connect your utility service and must still maintain a minimum balance of $1000.00 in your homeowner account to cover monthly expenses and (utility payments if applicable).

Estimated Operation Costs

If you already own a home you will know that every house has on going expenses to keep it well maintained and operational. The following is partial listing of costs for the average home. We know not every item will apply to every homeowner, but in the interest of accurate disclosure we would like our homeowners to know as much as possible.

Monthly Management Fee: $175.00

Each homeowner pays a monthly management fee which covers the costs for many of the following: Pre-arrival inspections, departure inspections, operation costs for the reservations department, accounting costs for monthly statements, book keeping. Our fees also include monthly A/C filter change and any small items that may need attention. We feel that our company is unique in that we provide an inclusive management fee rather than charging our owners on an item by item basis.

Internal Pest Control: $ 90.00 Quarterly

Pool Service: $ 95.00

Our pool services are maintained by Sunstate Vacation Villas, as our company keeps a licensed CPO and CPC on staff for pool operation safety and quality. Each week our personnel will not only check your pool chemical levels and vacuum your pool, but will also clean your pool filter, clean your pool deck, and inspect your pumps and equipment for proper operation and leaks. Any additional repairs that exceed $300.00 as an estimated cost will be emailed to you for your approval.

Landscaping: $ 90.00 * If applicable

Our landscaping personnel will visit your home weekly. Your lawn will be cut and all debris will blown from your walks and driveways. It is recommended that homeowners schedule their own quarterly fertilizing and pest control for the flowerbeds and lawn. Please fee free to contact Sunstate Vacation Villas for a list of recommended landscape and pest control companies. Sunstate Vacation Villas takes pride in the exterior appearance of homes left in our care.

Additional Service and Costs

Sunstate Vacation Villas will charge a total of $15.00 when turning on or off pool heaters without prior notice from the guest or homeowner. It is our policy to start the heaters the day before the guests arrive so that your guests have a warm pool on arrival. This nominal amount offsets the costs of the added trip to your property for your guests comfort.
The recommended cost for electric pool heat for your guests should be $25.00 plus tax per night and $30.00 plus tax per night for gas heating.

Reservation Information

A major part of a good vacation property management includes a planned program to keep your home working for you. Our team in the reservation office works hard to find good rates and clientele to keep your home both productive and safe while in a renter's occupancy.

Security Deposit

Each guest that we place in your home will supply a security deposit or a signed damage liability waiver with the approved credit card authorization form attached to our office prior to checking into the property.

Reservation Policies

Clients placing reservations for your home via the internet website must pay a 50% deposit at inception. The remaining 50 % must be paid two weeks prior to arrival before a client will be allowed to check into your home. Our clerks will negotiate to get the best rates and also get the reservation for you from the website inquiries. Travel agency reservation rates are set by company contract and are non-negotiable.

We will endeavor to get the best rates for our clients. We believe your success is important to our success, for this reason we have adopted a graded scale for reservation commissions.

All nightly rentals are subject to a 15% commission payable to Sunstate Vacation Villas LLC.

All homeowner bookings (internet bookings not related to Management Co.) are subject to a $35.00 booking fee payable to Sunstate Vacation Villas LLC.

Departure Cleaning

Guests will typically be responsible for all cleaning fees for bookings of 4 days or less. Homeowner’s will be responsible for all cleaning fee for bookings of five days and up. Homeowner rates for cleanings are as follows:

• 3 Bed Home: $80.00
• 4 Bed Home: $90.00
• 5 Bed Home: $105.00
• 6 Bed Home: $125.00
• 7 Bed Home: $150.00

Sunstate Vacation Villas Services

Office Operations

Our book keeping and administrative staff works to keep a handle on your home status. Each reservation is acknowledged through our reservations office and planned in conjunction with the administrative and home services department.

Repairs

Any unplanned items or repairs in your home under $300.00 will be handled by our staff without prior approval. Items and repairs greater than $300.00 will be notified to the owner for their approval unless it is an emergency matter which required immediate action.

Statements

Your monthly statement will be generated by the 15th of each month and sent via email in PDF format. If you require faxed or mailed copies, prior arrangement must be made with the accounting department. There will be a charge for posting and handling.

Once we receive your deposit and all relevant documentation, Sunstate Vacation Villas will schedule to change your locks and commence the set up of your home to begin property services for your villa. Please be sure to send all the required paperwork for the commencement of our services. Please refer back to the Registration Packet for a complete list of all required forms.