[Adopted 3-11-2014 (P14-02)]
This Policy establishes guidelines for establishing a homeowner
association annual billing program. The term "homeowner association"
shall also encompass maintenance organizations, maintenance corporations,
or any other similar entity comprised of residents within a neighborhood.
A.
The Departments of Planning Services and Finance shall develop a
program offering homeowner associations for which the Board of Directors
is under full control of the residents the opportunity to participate
in a County-administered annual billing program.
B.
Kent County will print and mail annual association bills and three
follow-up bills on unpaid balances. Bills will be sent to the mailing
address contained in the County's tax records. The County only bills
for assessments from the time that an association enters the County
program. The County will not add any unpaid assessment balances to
accounts which existed prior to their entering the County program.
C.
The Department of Finance shall establish specified enrollment dates,
renewal dates, billing dates, and remittance dates.
D.
Kent County shall receive payments and post to property owner accounts.
The County shall deposit payments into an account set up specifically
for the association payments. This account will be separate from all
other County accounts.
E.
The Department of Finance shall develop an enrollment form to include,
but not be limited to, name of association, number of lots or units
within the development, amount of annual dues, percentage of any penalty
for unpaid balances, contact name and information for a representative
of the Board of Directors and signatures of the authorized homeowner
association representatives. The association shall also furnish a
copy of its W-9 form.
F.
The County will not undertake any collections activity for unpaid
balances, other than sending three delinquent notices. Kent County
will not add any other charges to the customer's assessment bill.
This includes but is not limited to any charges incurred by the association
for any collection activity. The County will not add any unpaid assessment
balances that reside on any parcels when the subdivision first enters
the county program. It is the responsibility of the association to
bill and collect any such amounts.
G.
The association must resolve any disputes about penalty charges or
annual billing amounts. Inquiries received by Kent County will be
directed to the association contact. If the association agrees to
adjust penalty for a customer, it must send this instruction to the
County in writing.
H.
Kent County shall charge participating associations an annual per
parcel fee to cover all costs associated with the billing program.
The program shall be designed to be self-sustaining and shall not
be funded by Kent County taxpayers.
I.
This Policy shall become effective immediately upon adoption by the
Levy Court.
