We've compiled a list of some Frequently Asked Questions below. If you can't find the question/answer you are looking for on this page, select Search - we'll search the entire site for you. If you'd like to ask your own question, click Ask A Board Member and we'll get back to you with an answer.
- Who are the Board of Trustees, positions, and terms?
- Do we have a management company, and how do I contact them?
- How do I contact the Board of Trustees?
- Who do I contact if I need a status letter for a closing?
- What are the current HOA assessments (dues)?
- What happens if I do not pay the annual assessment?
- How is the amount of my assessment determined? How are our dues money spent?
- Will the annual assessment continue to increase?
- What is the approval process for installing a fence, playset, or any other exterior modification?
- How can I get a copy of the Declaration of Covenants, Code of Regulations, and/or Rules & Design Guidelines?
- Are Board Meetings open to all residents? If so, where and when are they held?
- Are the Board Meeting minutes available for review?
- If I want to serve on a committee, how do I find out what committees are active? How can I get involved?
- If I want to run for a Board of Trustee position, what do I need to do?
- Are sheds permitted?
- Are basketball hoops permitted?
- What types of fences are permitted?
- Are there any parking regulations in this community? What do I do if I need to report a parking violation?
- How do I report a violation? Is it anonymous?
- Who do I call if a street light is burnt out?
- What trash collectors service our neighborhood and when do they collect the trash?
- Who is responsible for snow plowing the streets?
- Who is responsible for snow plowing the streets?
- What is a "swale" and why is it important to this community?
- How many homes are in the neighborhood?
- When is the next all community meeting?
- How often are newsletters sent out?
- What activities are planned for our community, and how can I get involved?
- What is the status of the open space?
- How can we use West Chester Village's Pool?
Q: Do we have a management company, and how do I contact them?
A: We are currently accepting bids for a new management company.
A: You may contact the Board in one of the following three ways.
E-mail:
Website: www.villages-of-providence.com
Mail: Villages of Providence HOA c/o Carrie Sitarski, 4255 North Shore Drive, West Chester, OH 45069
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Q: Who do I contact if I need a status letter for a closing?
A: You may send an e-mail to with your request. Back to Top
Q: What are the current HOA assessments (dues)?
A: As of January 2012, annual dues is $400.
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Q: What happens if I do not pay the annual assessment?
A: After 30 days, interest and fines are charged. If the assessment is not paid after 30 days, a lien may be filed on the property.
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Q: How is the amount of my assessment determined? How are our dues money spent?
A: The budget is available on the VOP website. The biggest item in our budget is for maintaining 50+ acres of common ground that must be mowed, fertilized and weed prevention. Incidental costs include insurance, pond maintenance, newsletters & correspondence, electric bills, and property taxes.
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Q: Will the annual assessment continue to increase?
A: Yes, if needed for capital improvements and ongoing maintenance. We have been able to maintain status quo for five years, but we are now at a point when improvements and repairs are needed. Our dues has been one of the lowest in the area.
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Q: What is the approval process for installing a fence, playset, or any other exterior modification?
A: All plans and specifications need to be submitted for review prior to installation/construction. You may email plans to .
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Q: How can I get a copy of the Declaration of Covenants, Code of Regulations, and/or Rules & Design Guidelines?
A: They are available at the VOP website for easy viewing and downloading. The documents can be found in the Homeowners Association Governing Documents File in the Resource Center. You may also request copies in writing by sending a request to Four Corners. The requesting party will be responsible for reproduction costs and postage.
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Q: Are Board Meetings open to all residents? If so, where and when are they held?
A: Board Meetings are open to all residents. The meetings are held quarterly in February, April, July, and November on the first Thursday of the month at 6:30 p.m. The location of each meeting is TBA and will posted on the VOP website in the Agenda under the Board Meetings Folder in the Resource Center.
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Q: Are the Board Meeting minutes available for review?
A: The Board Meetings minutes are posted on the VOP website in the Resource section. The VOP HOA's Journal is available for review upon appointment. Pursuant to the Code of Regulations, Article VII, Section 4, any Member has the right to inspect this document upon written notice to the Board. An appointment will be made, and the member will be responsible for the cost of reproduction. The VOP HOA Journal journalizes the VOP HOA Board of Trustees (Board) actions through the entry of the meeting minutes; the approved budget; the annual elections and any special elections; and formal notices, objections, or dissents by a Trustee. This book must also include information on the filing and removal of liens and the imposition of fines as a result of guideline violations. The following documents are incorporated by reference: Declaration of Covenants, Code of Regulations, Rules and Design Guidelines, and Master List of Residents.
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Q: If I want to serve on a committee, how do I find out what committees are active? How can I get involved?
A: Both committees are looking for volunteers!
Carrie Sitarski is the Chairperson of the Information and Social Committee. She can be reached via e-mail at .
Darlene Oldendick is Chairperson of the Architectural Review Committee. She can be reached via e-mail at
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Q: If I want to run for a Board of Trustee position, what do I need to do?
A: Candidates will need to complete a Candidate Application. This document can be found in the Homeowners Association Governing Documents File in the Resource Center. Candidates will need to complete both forms as accurately and completely as possible (please type). The Annual Meeting and the Annual Board Elections will be held on the First Tuesday of June. In odd years, three Board positions will be up for election, and in even years, two Board positions will be up for election.
Notice for the annual meeting and election ballots will be mailed on or before May 1. Homeowners may email their ballot, mail their ballot, or submit a live ballot at the annual meeting. Each candidate will be given an opportunity to speak at the annual meeting. Floor nominations will also be permitted at the annual meeting. However, to be on the ballot mailed on or before May 1, candidates must submit their profile and questionnaire to the Board by first class mail, postage prepaid, and postmarked on or before March 15.
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Q: Are sheds permitted?
A: No.
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Q: Are basketball hoops permitted?
A: No basketball hoops or goal may be placed on any lot, regardless of location, until its specifications and location have been approved in accordance with these guidelines. For specific guidelines, please refer to the Rules & Design Guidelines.
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Q: What types of fences are permitted?
A: Kentucky Board and Split Rail.
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Q: Are there any parking regulations in this community? What do I do if I need to report a parking violation?
A: No person shall park a vehicle or trailer within 16 feet of a mailbox during the hours of 6 a.m. and 6 p.m. Parking on a cul-de-sac is strictly prohibited, except in designated parking spots. The designated parking spots are for visitors only. By parking on a cul-de-sac, it may hinder emergency response personnel and vehicles.
Violators will be towed at their own expense. You may contact West Chester PD, and they may send an officer to check the registration and ask the owner to move the vehicle to prevent the vehicle from being towed. Towing information is available in the Rules & Design Guidelines.
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Q: How do I report a violation? Is it anonymous?
A: The submissions remain anonymous to everyone except the Board Member in charge of checking the website or e-mail address. There are three ways to submit a violation:
1. Submit a violation through the VOP website - The submission displays the submitter's name and e-mail address.
2. E-mail - The submission displays the submitters e-mail address.
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Q: Who do I call if a street light is burnt out?
A: Duke Energy at (513)421-9500.
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Q: What trash collectors service our neighborhood and when do they collect the trash?
A: Rumpke collects trash on Wednesday. CSI collects trash on Tuesday.
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Q: Who is responsible for snow plowing the streets?
A: Currently, HT Development is responsible for snow plowing. When the streets are dedicated and the township accepts them, then the township is responsible for plowing. All plowing issues should be sent to HT Development at this time. Their number is 887-6000. The streets are expected to be turned over to the township in 2008. When the streets are turned over, West Chester Township will be responsible for snow plowing.
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Q: What is a "swale" and why is it important to this community?
A: Our community has two swales. The large one is located behind Sea Mist, and the smaller swale is located behind Rock Port Way between the walking path and the storage units. These swales are designed to provide an area for water to flow during times of floods, and to prevent the flooding of basements for our residents. Obstructions in these areas could result in water damage to all VOP residents. There should be NO DUMPING of waste or debris (including grass clippings) in common areas. Specifically, the swales need to remain unobstructed, or every homeowner could be affected. If you see anybody Dumping waste or debris, contact the HOA immediately.
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Q: How many homes are in the neighborhood?
A: The VOP has the potential for 572.
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Q: When is the next all community meeting?
A: The Annual Meeting and the Annual Board Elections will be held on the First Tuesday of June.
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Q: How often are newsletters sent out?
A: Newsletters will be sent out 3 times a year. Typically, they will be mailed out in January, July, and October.
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Q: What activities are planned for our community, and how can I get involved?
A: There are numerous activities planned for our community. In addition to the information being printed in the Newsletter, you may also "stay connected" by visiting the website and viewing News, Calendar, and Discussion Groups under the Stay Connected Link.
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Q: What is the status of the open space?
A: The Board has explored various options for the open space. The Board has also been negotiating options with neighboring communities like the West Chester Village HOA. The Board is considering adding amenities like a pavilion, a community center, playground equipment, and other neighborhood amenities.
The Board considered a pool, but determined it was too expensive and was not practical at that site. Additionally, half of the community said that they would be interested in a pool and argued that it would be unfair to have everybody pay for items that only a few would use. The Board is currently in talks with the West Chester Village about possibly opening their pool to a limited number of our residents for a reasonable fee. This would be the preferable option because only those that want a pool would pay for a pool.
Q: How can we use West Chester Village's Pool?
A: Currently, West Chester Village has entered into a cooperative agreement with our HOA where 25 residents may "purchase" a pool membership for $300.00 for the summer. If you are interested, please contact our HOA. The 25 spots will be selected by random draw.
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