 How do you become a member of the HOA? |
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| How can I protect myself from losses/lawsuits filed against the HOA? |
| What about annual Dues? |
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| What about the sewage lift stations? |
| What about our mailboxes and house numbers? |
| What about the Children’s Co-op? |
| What’s the big deal about signs? |
| Will the HOA help me builder problems? |
| Do plans for fences, pools, porch additions, etc. need HOA approval? |
| What if something is not covered in the C&Rs? |
| What about Storage PODS? |
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| What about barking dogs or dogs that run free? |
| What about vehicles speeding in the neighborhood? |
| Can people sell (solicit) door-to-door in our subdivision? |
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| Is it safe to leave my garage door open all day? |
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| Can I have a party for my organization at the pool? |
| What if people are not following the rules at the pool? |
| When is Pool # 2 going to open? |
| Can my child get swimming lessons at the pool? |
| What about private drives? |
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What are the non-emergency phone numbers for the Police?
Answers to FAQs
The Subdivision, which includes The Woods at Miami Trails, The Estates at Miami Trails and The Sanctuary at Miami Trails was established by the Developer as a Planned Unit Development (PUD). The deed for each lot includes a PUD rider, and stipulates that the lot owner is a member of the PUD and will abide by the written documents of the PUD such as the By-laws, Covenants & Restrictions (C&Rs), Pool Rules, etc. When any lot is sold, at closing the buyer signs the PUD rider in acknowledgement of this. There are two properties in the subdivision that are not in the HOA because they were here before the development was built.
By mail (PO Box 552, Loveland OH 45140) or by e-mail (HOA@cinci.rr.com). Board members can be identified on this website.
This subdivision was built by the same developer, but has its own HOA. Their By-Laws and C&Rs may be different and enforced differently. We should not use each other’s pools without permission.
Check the listing of streets on this website to see if your home is in this HOA.
It allows the subdivision to own or manage common assets like the entrances and pools. It also allows the subdivision to decide what restrictions to place on the use or appearance of the properties via its Covenants & Restrictions (C&Rs). County and Township laws allow many things that homeowners might not like in their neighborhood – operating businesses, structures other than a home, storing boats, RVs, trucks, etc., erecting signs, multiple tenants, pet enclosures, and so on. The HOA can establish restrictions on such things, and can change them with the consent of the majority as specified in the By-Laws which are also amendable by a specified majority of the members.
In addition to having to follow a few more rules which some members may not like, there is a financial liability – each member is fully responsible for their share of the financial operation and well-being of the HOA. That means that if the HOA were not able to meet their financial obligations, each member would be assessed for their share of the debt. This could be a real problem if the HOA had a major loss or was successfully sued for some reason. Of course the HOA carries insurance to limit the risk to members.
The HOA carries insurance just as homeowners carry their own insurance for property and liability, and the HOA’s coverage is reviewed annually by the elected Board of Trustees. If members want additional protection from possible losses or judgements against the HOA that would exceed the HOA’s coverage, most homeowner insurers have a coverage that can be added to the homeowner’s insurance called “Loss Assessment Coverage”. The cost for this in 2007 is about $16 per year for coverage of up to $50,000. If you want this coverage, check with your own insurance company to see if this can be added to your homeowner’s policy. Usually there is a deductible, and usually Umbrella policies do not extend any coverage to Loss Assessment.
Dues are voted on by members by mail or in-person at the HOA Annual Meeting in November. They are due by March 31, and escalating late fees apply and are enforced after that date. Properties not paid after September 30 will have liens filed against the property.
Our streetlight posts are the responsibility of the Township if they get damaged. We pay for the upscale lightposts through a special assessment on our Real Estate Taxes. If the light is out, Duke Energy is responsible for fixing. Anyone can call Duke Energy at 513-421-9500 – option “4” for “other” and then “0” to speak to a representative. Have the closest address of the lightpost, or if possible the ID tag # on the pole for the representative.
There are a few sewage pumping stations (“lift stations”) in the subdivision. They are surrounded by fencing, and have a backup diesel generator that powers the pump if electrical service is interrupted. Should nearby residents have any problems with odors from the stations, or if there is a siren alarm coming from the station – immediately call Miami Township at 513-831-8124.
Our C&Rs require that all properties have the standard color and design post and box – no exceptions and no customizing, but hanging plants are OK. The company that installed them originally is Mailboxes by Design at 513-831-1987. Should you need to replace the black metal box, they are currently available at Lowes for $27 (as of 2/07), and the size is called “Jumbo Rural”. This is the only size/color allowed. Remember to place black house numbers on both sides of the post, especially so that emergency vehicles can quickly find your house in case of a 911 emergency call. If you live back on a private drive, make sure you have your house number visible on the home both day and night so that precious minutes are not lost while fire or EMT crews are trying to identify the house that needs them. The Miami Township Fire Chief has also advised that painting the house numbers on the curbs is “virtually useless”, because they cannot be seen by emergency vehicles at night or in the rain or snow.
The Children’s Co-op is now called the Neighborhood Network at Miami Trails, NNMT, and is an independent organization not affiliated with our HOA.
In neighborhoods that allow signs, there can be a lot of visual clutter that detracts from the appearance of the neighborhood and in the end decreases property values. Also some signs may cause insult or disputes among neighbors. Our C&Rs are quite specific that signs visible to public view (other than signs advertising the property for sale or rent) are not allowed. This includes signs in the windows of homes or vehicles, or signs at the entrances or on corners. Even though the County has a few days each year that allow Garage Sales and signs, our C&Rs supersede that. (If you have a Garage Sale, give good directions in your newspaper ad and tie balloons to your mailbox that day. Don’t clutter the entrances or corners). The Board of Trustees has allowed a waiver of one security sign of reasonable size placed close to the house, per the advice of the Miami Township Chief of Police. Signs identifying utilities (underground wires, fenceless pet systems, etc.) are allowed if reasonable in size and placement, as are other signs required at the pool.
No, that is not the role of the HOA. If a builder is causing problems for the neighborhood in general (not related to a specific home contract), the HOA will try to help.
The Architectural Review Committee reviews your plans to make sure that the appearance fits into the neighborhood and meets the requirements stated in the C&Rs. In the past, some residents have had to remove something they built because they did not submit their plan for approval and it did not meet the requirements – something that would have come to light if they had submitted their plans prior to construction.
Generally, the HOA’s C&R’s have no authority over that item. A typical example is the color that a resident chooses to paint their house – it is not covered in the C&Rs currently, so a resident could paint their house any color they chose. Of course that would not be the case if the homeowner was adding on to their home – their plans including color would have to be approved by the Architectural Review Committee. An important distinction – while the C&Rs list some types of structures that are not allowed, there is no limitation to what may be call a “structure”. So gazebos, permanents tents and other unlisted items are not allowed. If you have any question, contact the Board before putting anything up.
Storage PODS are the temporary storage structures that you may have seen in someone’s driveway, about the size of a small-to-medium truck trailer. They are used when people are doing construction inside the home or moving. The Board of Trustees has determined that, under normal circumstances, members can have a single POD placed on their driveway only within 20 feet of the home for a period of 7 days maximum, either for storage, loading or unloading. If storage is required for a longer period, the resident is expected to have the POD moved to commercial storage outside of the subdivision. Contact the Board of Trustees if you have further questions.
The By-Laws direct the Board of Directors (Trustees) to enforce the C&Rs, and they try to do this in a fair and consistent manner. When the Board becomes aware of a violation, usually a first contact by phone or mail is made to the resident. If a resolution cannot be made, or the violation continues, the Board is directed by the By-Laws to seek enforcement through legal channels – usually a Temporary or Permanent Restraining Order through the courts. The HOA has an attorney from outside of the subdivision that handles all subsequent contact and any possible litigation with the resident. The By-Laws also specify that the resident will be assessed for the legal fees that the HOA incurs in enforcing the C&Rs. For non-payment of annual dues, the By-Laws direct the Board to file a lien on the property for the dues and expenses involved. In the past four years, there have been a total of four cases that involved either legal work or lien filing (2/07). Members should review the By-Laws and C&Rs which are included on the HOA website, as these documents legally apply to their property.
Clermont County and the City of Loveland both have laws against dogs running outside of their owner’s property or dogs barking persistently. You can call the appropriate non-emergency number for the police (listed at the bottom of this section), and they will investigate and let the offending property owner know about the laws. Some residents have had good luck with just dropping a courteous and anonymous note to their neighbor letting them know that the situation is very annoying. In the end if nothing works, filing a formal complaint with the appropriate police is the last alternative.
The HOA has met with the Miami Township Police on several occasions, and we support their efforts to patrol and enforce the 25 mph speed limit. Some of the speeders are our own residents and teen-drivers, and some are from outside the subdivision. If you see a recurring violator, note the vehicle and driver description, license plate if possible, typical time of the violation, and notify the appropriate police listed at the bottom of this section. Alternate proposals of adding stop signs or speed bumps either cannot be done for reasons of law or practicality. In the example of speed bumps, they generate noise with each passing vehicle, and cause possible damage to emergency vehicles like fire trucks or snow plows.
Anyone selling or soliciting door-to-door (other than religious or political) in Clermont County must obtain a permit from the county and display it on themselves while soliciting. For those homes in Loveland City, no selling door-to-door is allowed at all (non-profit, religious and political are OK). If someone comes to your door in Miami Township without a permit –or someone is selling at all in the City of Loveland - don’t challenge them, but remember their description and after they leave contact the non-emergency number at your respective Police department (listed at the bottom of this section). It is very important to report such individuals – they may be checking out your home for a later break-in or assult.
People who are parked or drive slowly through the neighborhood, or people walking through the neighborhood who appear suspicious could very well be planning a break-in or assault on some home. Remember their description, their vehicle description and call the non-emergency number of your respective Police department (listed at the bottom of this section). It is critical that each of us takes action before a tragedy occurs. If it turns out to be a false alarm, that is no problem and a happy ending.
Absolutely not. The Miami Township Police Chief has told us that our neighborhood, with its lax attitude about safety, is ripe for a major home intrusion due to leaving front doors and garage doors wide open. In 2005 one home was entered by a thief through an open garage door, and apparently the thief was interrupted and fled with the keys that were left in the vehicle. The homeowner was safe, due only to good luck, but they had to spend $800 to change the locks on the house and the vehicle. And once word gets out that our neighborhood is “easy pickins” for thieves, it will only get worse. Put good safety practices into place BEFORE an incident!
We have had problems with people from outside the HOA coming into the pool, some dropping their children off at the pool, some coming in with their entire families. Remember, if you have guests you want to take to the pool, a member must accompany them at all times, and the member must always have their pass with them. An attendant is staffed at the pool during key hours, and will enforce the pass requirements absolutely. Members who say they forgot their pass will not be admitted under any circumstances – they will have to go home to get it.
No – the pool is for the use of the residents, and having large groups from outside the subdivision does not allow the people who paid for the pool to enjoy it. It also increases the liability at the pool, for which the HOA and each member are responsible financially. In 2007 the Pool Rules now include a limitation on the number of guests a member may bring (maximum 10 guests per property that aren’t related to the member), and private parties are never allowed. Occasionally the pool may host an all-neighborhood function when approved by the Board of Trustees.
The pool is a “swim at your own risk” pool, without a lifeguard, and the pool attendant is not responsible for monitoring the behavior of pool users. Members are responsible for policing the situation. If that does not work, complaints should be forwarded to the Board. Members can be barred from the pool if their behavior warrants.
Pool # 2, to be built at the far lefthand corner of Ridgewood and Jenna as you go down Ridgewood, will alleviate the occasional crowding at Pool # 1. We have been advised that the Developer intends to build and open the pool sometime during the summer of 2007.
The Blue Ash YMCA will again be offering swim lessons in 2007, and details will be on this website. If you have your own instructor, they can give lessons to your children in the pool as long as they are not disturbing others or keeping members from enjoying the pool. In any case, absolutely no children from outside the HOA can take lessons at the pool unless prior approval is obtained in writing from the Board of Trustees. Swim teachers must have special training as well as safety equipment with them during the lessons.
Some of our homes are on private drives, and this property should be considered the same as anyone’s driveway – i.e., you normally would not walk, jog or ride bikes and scooters on someone else’s driveway – it really is private property. The homes that are on the drive have a legal easement to use them, whether the driveway is technically on their own property or not. Maintenance is the responsibility of the homeowners on the drive, and property deeds reflect how that is to be shared. Also, the easement prohibits parking on the driveways. This is important because emergency vehicles like fire trucks might not be able to get to a residence if the narrow lanes are blocked by parked cars.
The city allows no signs, basketball hoops or other sports equipment in the streets or right of way (usually several feet from the curb), no parking of cars in the front or side yards, no cars up on jacks, no cars parked anywhere on the street or property with expired tags (must be inside a garage), any parked car must be roadworthy at all times – including no flats, no broken windows, and no vehicle can be parked and loaded with materials, junk, etc.
If you live in Miami Township, call 513-732-2231. If you live in the City of Loveland, call 513-677-7000. It is a bit confusing as to the municipalities. All of our subdivision is located in Clermont County, even the portion that is part of the City of Loveland. The City of Loveland is three counties – Clermont, Hamilton and Warren. All of the Sanctuary and the lower part of Ridgewood a few doors past the pool are in the City of Loveland. The remainder (original section) of the subdivision is in Miami Township.