Monthly Maintenance Fee Reminder Avoid Short Pays and Late Fees
A small payment difference can turn into a past-due balance faster than many owners expect. When monthly maintenance fees change from one year to the next, the payment amount does not automatically update in every payment method. If an owner continues paying an old amount, each month may create a short pay, and those short pays can add up.
The most recent Aging Delinquent Report showed that a number of owners had not updated their fee payments from previous years. In many cases, the issue was not a missed payment. It was a payment made for the wrong amount. That created unpaid balances and, in some cases, late fees.
This reminder explains why it happens, how to prevent it, and what to check now so monthly maintenance fees stay current.
Monthly maintenance fees must be paid in the current approved amount
Monthly maintenance fees may change from year to year at the start of the Association's new fiscal year on April 1st. When that happens, each owner is responsible for making sure the payment amount matches the current approved fee. Currently the monthly fees are $189/month.
This matters most for owners who use automatic payments. Automatic payment does not always mean automatic adjustment.
If payments are made through the owner portal, the portal is the proper place to manage the current payment setup. If payments are made directly through a personal bank account, the bank will usually keep sending the same amount until the owner changes it.
That means an automatic payment set up with a financial institution may continue using a prior year’s maintenance fee amount unless the owner contacts the bank or updates the bill pay settings.
For example, if a monthly maintenance fee increased and the bank bill pay amount was not changed, the bank may still send the old amount each month. The payment may arrive on time, but it will still be short. The account will then show an unpaid balance.
A short pay can feel confusing because a payment did go out. The key issue is that the full amount due was not received.
Bank payments and portal payments are not the same
Many owners set up automatic payments for convenience. That can be helpful, but it is important to know where the payment is controlled.
A payment set up through a bank account is controlled by the owner and the bank. The Association and Spires do not control that amount. If the maintenance fee changes, the bank does not automatically know that the required payment has changed.
The owner must advise the financial institution of the new amount or update the scheduled payment within the bank’s bill pay system.
A payment set up through the portal works differently. The portal is the appropriate system to use for Association charges and current account information. Owners who use the portal can better confirm what is due and whether the payment setup reflects the current required amount.
Here is the practical difference:
Automatic payment through a bank
Payment through the portal
The bank sends the amount the owner entered. If the fee changes, the owner must update the bank.
The portal provides access to the account and current charges. Owners should use it to verify the amount due and manage payments.
The most important point is simple: do not assume an automatic payment has adjusted just because the monthly fee changed.
Short pays can create a delinquent balance
A short pay happens when the amount received is less than the amount due. The payment may be close to correct, but it is still not paid in full.
Short pays are easy to miss when the monthly difference is small. A few dollars one month may not seem serious. When repeated over several months, that small difference can become a larger balance.
The Aging Delinquent Report showed this exact pattern. Some owner accounts were behind because the payment amount had not been updated from previous years. The account received payments, but not enough to satisfy the current monthly obligation.
This can result in:
A remaining balance after each monthly payment
A growing delinquent amount over time
Late fees when payment is not received in full by the deadline
Confusion when an owner believes the account is current because automatic payments are being sent
The best way to avoid this is to compare the amount being paid with the amount currently due. Do not rely only on the payment confirmation from a bank. A bank confirmation only shows that the bank sent the amount scheduled. It does not confirm that the amount was enough to satisfy the Association balance.
Monthly maintenance fees are due on the 1st
Monthly maintenance fees are due on the 1st of each month.
A payment should be planned so it is received on time, not merely sent on time. This distinction matters. Bank bill pay systems may take several days to deliver payment, especially if the bank sends a paper check rather than an electronic payment.
If an owner schedules payment on the 1st, the payment may not arrive by the 1st. It may also arrive after the late fee deadline if delivery takes longer than expected.
To stay current, owners should allow enough processing and delivery time. The safest approach is to schedule recurring payments several days before the due date, especially when paying through a bank.
A good monthly routine is to check three things:
Confirm the current monthly maintenance fee amount.
Confirm the scheduled payment amount matches the current fee.
Confirm the payment will be received before the late fee date.
This small review can prevent an unwanted delinquent balance.
Late fees apply after the 10th
Late fees apply if payment is received by Spires after the 10th of the month.
The timing is based on receipt by Spires. If a bank sends a payment before the 10th but Spires receives it after the 10th, a late fee may apply. Owners using bank bill pay should factor in mailing or processing time.
This is especially important around weekends, holidays, and bank processing delays. A payment that normally arrives in a few days may take longer during certain periods.
To reduce the risk of late fees:
Schedule payments early enough to arrive before the 10th.
Keep the payment amount updated.
Review account activity regularly.
Use the portal when possible to confirm current charges and balances.
Do not wait until the 10th to initiate payment.
A payment schedule that worked in a prior year may no longer be enough if the amount changed or if processing times vary.
Late fee waivers are not available
If late fees are owed, please do not ask for a waiver.
This policy is not meant to be harsh. It reflects how the costs are handled. Spires does not absorb late fee costs. If a late fee were waived, the Association would become responsible for that cost.
That means a waiver does not make the cost disappear. It shifts the cost to the Association, which is not fair to the membership as a whole.
For that reason, owners should focus on preventing late fees before they occur. The best prevention is to make sure the correct amount is paid and received on time.
Late fees are avoidable when the correct monthly amount is paid early enough for Spires to receive it by the deadline.
Owners who notice a balance should address it promptly. The longer a short pay continues, the easier it is for the balance to grow.
How to review your payment setup now
A quick review can help avoid future issues. This is especially useful for owners who have not recently checked their automatic payment amount.
Start by confirming the current monthly maintenance fee. Then compare that amount with the amount being paid each month.
If the payment is set up through a bank, log in to the bank’s bill pay system or contact the financial institution. Check the scheduled payment amount, the delivery method, and the expected arrival date. If the amount reflects a prior year’s fee, update it right away.
If the payment is managed through the portal, log in and review the account balance, current charges, and payment settings. Make sure the payment method and scheduled amount are correct.
Keep proof of any changes made. A confirmation number, screenshot, or bank notice can help track when the payment setup was updated. Do not include private account numbers or sensitive information in any shared communication.
A simple review checklist can help:
Look at the current monthly maintenance fee.
Check the automatic payment amount.
Update any old amount still scheduled through a bank.
Allow enough time for payment to be received.
Review the account for any existing balance.
Pay any outstanding short pay or late fee promptly.
This reminder is informational only and does not replace official governing documents, account statements, or direct account information available through the appropriate payment system.
Why this matters for every owner
Monthly maintenance fees support the Association’s ongoing obligations. When payments are short or late, the Association still has to meet its responsibilities. Accurate and timely payments help keep accounts clear and reduce unnecessary administrative follow-up.
This is also about avoiding surprises. No owner wants to learn that an account is behind because an automatic payment kept using an outdated amount. Taking a few minutes now can prevent months of small short pays from becoming a larger issue.
The most common problem is simple, and so is the fix. If the fee amount changed, the payment amount must be updated unless the payment is properly handled through the portal.
The takeaway is to check the amount before the next due date
Monthly maintenance fees are due on the 1st of each month, and late fees apply if payment is received by Spires after the 10th. If automatic payments are made directly from a bank account, the owner must update the financial institution when the fee amount changes.
The recent Aging Delinquent Report showed that some accounts became delinquent because payments were still set at prior year amounts. Those short pays can continue month after month unless corrected.
Please review the current fee amount, check the payment method, and update any automatic bank payment that no longer matches the amount due. If there is already a balance or late fee on the account, bring the account current as soon as possible. This is the clearest way to avoid short pays, prevent late fees, and keep monthly maintenance fee payments on track.
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