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Office of Finance/Accounting
Located at: 2 Texas Drive, Building A
Hours of Operation: 8:00-5:00pm
Functions Include: Monthly Financial Reporting, Budgeting, Oversee CA assets and Reserve funds, federal, state, and county tax reporting, membership and front desk operations, dues, manage monitor staff, event ticket sales, collect payments, billing, and process payments of CA expenses.
Director of Finance
Ann Dodson
512-948-7711
Oversees Accounting department staff and
functions of the entire accounting staff
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Member Services Supervisor
Cynthia Chapman 512-948-7716
* Oversees Membership Desk
* Membership Desk 8 a.m.-4 p.m.
Monday-Friday
* Photo ID Cards 8 -11 a.m. Monday-Friday or by Appointment
* Collect resident payments, HOA assessments, and Modification Fees
* Sell event tickets and annual golf passes
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Accounts Receivable
Learhea (La-Ray) Grant
512-948-7713
* Billing for HOA Assessment
* Accounting for all CA Revenue
* Process Resales
* Process Lesson Income and employee payments
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* Month end financial close process including reporting and packets
* Updates Accounting Portal Information
* Assist with Budget Process
* Assist with External Audit
* Recording Secretary for Finance Committee
* Ad-hoc reporting for various committees
* Assist with monthly projections
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Accounts Payable
Lyn Eyster
512-948-7714
* Processes payments for CA expenses and purchases
* 1099 process&
* Monthly Sales Tax Returns
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Accounting Mission Statement
To professionally manage the Community Association’s financial aspects by promoting a high quality lifestyle and protecting property values
through open access to information and Board communication in a friendly and cost effective environment.
DID YOU KNOW...
The CA offers Free Notary Service
We sell stamps at the CA front office
Monthly Financials are posted on the web portal
We have an accounting webpage with information about us
You can make HOA payments at CA front office
Contact information for our department is listed in the Sun Rays
You can book room rentals on the web portal
Free Wifi in Social Center
Drop Box at side door of Social Center for late night payments
Sun Rays is our official communication resource
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BE AWARE OF THESE DEADLINES and VERY IMPORTANT DATES:
Nov 17 - Board Approval of 2012 HOA/LMH Dues & 2012 Golf Fees
Dec 1 – Annual/Combo golf passes and Punch Card passes go on sale for 2012
Dec 15 – Last day to sign up for 2012 HOA due billing changes – forms at member service desk
Dec 31 – Sweeps & Punch Card balances expire
Dec 31 – AP/Combo Passes expire
Dec 31 – Last day to sign up for ACH bank drafts for golf passes
Dec 31 – Handicap Fees for 2012 will be billed to those in the GHIN system
Dec 31 – 2010 Temporary Golf Refunds expire
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HOA/LMH Payment Options and Information
Did you know that your changes for next year must be made by December 15?
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Homeowner Association Dues (HOA) can be paid annually, quarterly or monthly.
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Annual payments can be paid by cash, check, credit card or bank draft.
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Quarterly/monthly check or credit card payments are not allowed, they are only allowed by bank draft.
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Accounts will automatically default to the current set up and stay the same year after year unless a change form is filled out and turned in by Dec 15 th for the next year.
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Accounts will default to annual billing and be due in full by Jan 31 if bank draft forms are not turned in by Dec 15 th for the next year.
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We remind residents about changes and/or how to pay their upcoming HOA/LMH dues in the Nov/Dec Sun Rays, the web portal, the weekly e-mail Communicator and channel 79. Please be sure to look for these communications to see if any additional or new changes will affect you in the upcoming year.
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The Board of Directors approves the budget for the upcoming year in the middle of November. At this time the rates for the upcoming year are approved. This includes the HOA dues, the LMH (Lawn Maintained Home) dues and the golf pass rates.
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All homes in Sun City pay HOA dues. There are no exceptions.
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If you change your bank account, you will need to fill out a new bank draft form and attach a voided check for the new account 10 days prior to bank draft.
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Accounts with balances after Jan 31 will be charged a $2 monthly statement mailing fee, late fees, and collection fees in accordance with the CA collection policy until the account is paid in full.
Annually Billing : Due by Jan 31 of the current year or will be considered past due and incur monthly late fees and collection fees according to the CA collection policies.
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Residents may make payments at the membership desk by cash, check or credit card.
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Residents may mail in their check payment – which must be received in the office by Jan 31 in order to avoid late fees. We are not responsible for the postal service and delivery of the mail by Jan 31. (To: Sun City Texas CA - #2 Texas Dr. Bldg A. - Georgetown, Tx 78633)
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Residents may call in and pay the full amount by credit card over the phone. We ask that you leave one message and we will return your call within 72 hours and process your payment. (512-948-7701)
Residents may leave a check payment in the drop box outside the Social Center. These will be picked up daily and deposited daily – excluding Sat/Sun when the offices are closed. We ask that you DO NOT leave CASH in this drop box.
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Residents may elect to sign up for annual bank draft.
Quarterly Bank Draft : Automatic bank drafts will be deducted from your bank account the first week of Jan, April, July and Oct for the current year. This amount will be ¼ of the HOA/LMH current dues. Quarterly payments by check or credit card are not allowed.
Monthly Bank Draft : Automatic bank drafts will be deducted from your bank account the first week of each month for 1/12 of the HOA/LMH current dues. Monthly payments by check or credit card are not allowed.
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RESALE/ADMIN and REFINANCE INFORMATION
Resales: Resale certificate including administrative fee is $ 200.00 – Transfer fee $ 200.00
If you are in the process of selling your home, here is how the process works.
The title company will contact the CA prior to the sale of a home. The CA has 10 days to provide the Title company with the resale certificate which includes information on:
1. compliance issues on the property
2. balance if any is due on the account
3. balance to collect at closing
4. Certificate of Liability insurance on CA property
5. CA balance sheet
6. CA Budget
7. Pending Lawsuits
We fill out the resale form, check the modification compliance on the home, and provide them with what has or has not been paid in dues. Once we receive this notification that the home is about to sell, we put a hold on the automatic bank draft if applicable so that we can provide accurate information to the Title company as to what has been paid and needs to be collected at closing. If the home includes a golf pass, sweeps balance or other balances due to the resident – the resident will need to come into the CA office and apply for a refund. At the time of closing, the Title company will reimburse the seller what has been prepaid on the CA dues for the month, quarter, or year.
Refinance: Resale certificate/Administrative Fee $ 200.00 or Free if provided to resident
If you are refinancing your home, we will provide to you a statement of account. You can contact Cynthia Chapman or Learhea Grant for this information. Because this information is private, we do not issue information on your HOA account except to you. If a Title company needs this information, we provide it in the form of the resale certificate and the cost is $ 200.00. We suggest the resident come in to eliminate the need for this extra cost and get a statement of account for free.
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