Heritage Pines Community Association, Inc.
Pro Rata Payments and Refunds for Golf Membership Fees
Revised November 15, 2012
Pro Rata Payments and Refunds for Golf Membership Fees
1. Pro rata payments
a. All new residents who move into their homes as permanent residents after the January membership signup are entitled to a pro rata payment on their membership fee and cart fee any time during that initial year. First time cart owners may purchase pro-rata trackage with proof of cart purchase.
b. Other than stated above, there are no provisions for pro rata payments for golfers who do not pay at the beginning of the year. A resident may purchase a membership at any time during the year by paying the full fee for that membership classification or may play on a daily fee basis for the remainder of the year.
c. There are no provisions for pro rata payments for illness, either at the beginning of the year or during the year.
2. Golf Refunds
a. Annual Cart Fees and Range Ball Program are nonrefundable.
b. All requests for refunds of golf membership fees will be initiated by submitting a completed Golf Refund Request Form (see attached) to the Pro Shop. Refunds are based on the information in the Chelsea system subject to the last day of golf. Refund requests for medical reasons must be accompanied by a signed Doctor’s statement. A subcommittee of the Finance Committee will review refund requests and forward with a recommendation to the GM. Final decision remains with the General Manager.
c. Full year membership fees (18 hole and 9 hole) will be refunded according to the following schedule:
· Refunds prior to March 1 65% of the total fee paid
· Refunds from March 2 to May 1 45% of the total fee paid
· After May 1 No Refund
d. Seasonal membership fees will be refunded according to the following schedule:
· Refunds prior to March 1 45% of the total fee paid
· Refunds from March 2 to April 1 15% of the total fee paid
· After April 1 No Refund
e. In the event that one annual/seasonal member of a couple suffers a severe illness and the other is required to act as a caregiver, both fees may be refunded.
f. Should any resident feel that he or she should be granted a refund based on a condition not covered in this policy, he or she may submit a Golf Refund Request for review by the Sub- Committee, which will then forward. The disposition of which will be approved or disapproved by the GM.
g. Upon approval but prior to receipt of refund the following must occur:
· Current Heritage Pines Photo ID’s must be turned in to Front Desk
· New HP Photo ID’s will be issued indicating change in golf status
· Tree Symbols must be removed from Cart Sticker and turned in to Front Desk
i. In the event that a resident recovers from an illness during the same year a refund was granted, he or she may be reinstated to full membership by returning the full amount of the refund or may elect to play golf at the regular pay as you go rates for the remainder of the year.
Please see the HPCA REFUND REQUEST FORM FOR PREPAID GOLF FEES on the following page.
HPCA REFUND REQUEST FORM FOR PREPAID GOLF FEES
Today’s Date: __________ Acct # ___________
Name: _________________________________________ Tel # ___________________
Address: ________________________________________________________________
Please refer to HPCA Policy Refunds for Prepaid Golf Fees (Nov. 2012). Trackage is nonrefundable.
IMPORTANT: Upon approval but prior to receipt of refund the following must occur:
· Current Heritage Pines Photo ID’s must be turned in to Front Desk
· New HP Photo ID’s will be issued indicating change in golf status
· Tree Symbols must be removed from Cart Sticker and turned in to Front Desk
Reason for refund: (For medical reason, attach Doctor’s Statement) _________________
Effective Date (of Illness or procedure, if medical) _______________________
Date last Golfed: ________________________(circle one) Annual 18 or 9 or Seasonal
Once refund is processed, member will pay daily fee for remainder of calendar year. Return completed form to Front Desk (with Doctor’s Statement, if required).
Signed: __________________________________
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
Administrative Use: Place copy in Finance Committee Chairperson(s) Folder
Front Desk (initial) ______________ Date _________________:
Amount Golfer Paid: $_________ Sales Tax Paid $__________ Refund _______ %
Refund Amount $ __________ Approved Denied More Info Date
Finance Committee Recommendation________ __________ __________ _______
General Manager _______ __________ __________ _______
___
General Manager will notify resident of status of refund. 1__1 _______
Submit to Accounting for processing l__l _______
__
Required: l__l Current HP Photo ID’s (2)
l__l New HP Photo ID’s issued to reflect change in status (2)
l__l Tree Symbols (2) peeled off and attached to this form
** Refund check will not be released until all items listed above have been completed**
Check # ______ Issued _______ Amount ________ Signed ______________________
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G:\Admin Only\Debbie\Golf Agreements\Payment Policy Pro Rata Refund Golf rvsd Nov 2012.docRevised November 2012
1/22/2013