About this Initiative

These proposed amendments were drafted by our legal firm with the intention of allowing PMHOA to become compliant with updated Ohio laws, allow for modern communication and voting methods, and improve the governing structure and processes for the board.

Process for Preparing the Amendments

  • CompleteCOMPLETE: Full Review of Documents by Board and our legal firm with consideration of current Ohio laws and need for compliance
  • DRAFT RECEIVED – Under Board Review: Amendments drafted by legal
  • SCHEDULED: Proposed Amendments mailed to Homeowners with Ballot
  • SCHEDULED: Home owners cast votes for each amendment

When an amendment is approved, legal will submit it to the County to officially add it to our governing documents.

Attend the Mid-Year Informational Meeting

A mid-year meeting for members of the Providence Manor HOA is scheduled for July 1, 2025 to share a mid-year update and introduce proposed amendments.

Date: Tuesday, July 1, 2025 Time: 7:00 p.m. (sign-in begins at 6:30 p.m.)
Place: Cornerstone Church at 7600 Princeton Glendale Rd, West Chester, OH 45069, in the Student Gathering Room on the east side of the building.

Meeting Agenda

  • Association business updates
  • Overview of the Proposed Amendments
  • Community Questions

Vote for the Amendments

In Summer 2025, all homeowners will receive a packet in the mail including the amendments and ballots with instructions for voting and returning your ballot. Each amendment will be voted on individually. Once ballots are received, we encourage all homeowners to vote & return the ballot quickly.

More details will be shared when it becomes available.

Review the Amendments

The proposed amendments are below with each featuring an explanation in layperson’s language, followed by the official drafted language (coming soon).

Amendment A: Notices, Communication, Meetings

The intention of this amendment is to modernize the methods of communication within the Association, comply with state law, and create a cost savings through less need for mailings sent through the postal service.

  • Electronic notices: Homeowners can opt-in to receive official notices via email.
    • Complies with Ohio Senate Bill 61
    • Opt-in will result in cost savings from removing the need for the costs mailing physical items for those who choose to receive notices electronically.
  • Allow for virtual meetings.
  • Allow for electronic or in-person/proxy voting.
    • Electronic voting will provide cost savings from removing the need for the costs mailing physical items.
  • Nominations for Board Members will be taken in advance, eliminating taking nominations from the floor at a meeting.

Amendment B: Board Member “Good Standing“

The intention of this amendment is to articulate who is eligible to serve as a board member for the association and also comply with Ohio state laws.

  • Redefine “Good Standing” of Board of Directors:
    • Directors must not be an adverse party in any litigation with the Association or other Directors.
    • Directors are required to not be more than 60 days delinquent in the payment of any fees or assessments owed to the Association.
    • Directors must be in compliance with the governing documents, not have any unpaid assessments (dues or fees), and does not have a lien on their property.
    • A 30 day grace period for current board members to be in good standing (if not already) after Amendment is recorded or face removal vote from Board.
  • Eligibility (Complies with Ohio Senate Bill 61)
    • Director must be an Owner or spouse of an Owner, provided that if an Owner is not an individual, that Owner may nominate for the Board of Directors any principal, member of a limited liability company, partner, director, officer, or employee of that Owner to serve on the Board of Directors.
    • Majority of the Board may not consist of the Owners or representatives from the same Lot.
    • Directors must comply with state & federal reporting requirements.
  • Director Removal:
    • Director has been found to be of unsound mind (by court order)
    • Director files for bankruptcy or has been adjudicated bankrupt.
    • Director is or has been convicted of a felony for theft or other theft related crime, at any time in the past, or convicted of a felony for any other type of crime within the last 10 years
    • Director no longer meets the qualifications or  requirements to serve on the Board as required by the Bylaws
    • Director is physically incapacitated in a manner that  prohibits the Director from voting or participating in Board  meetings.  

Amendment C: Indemnification

The intention of this amendment is to provide protection for board members regardless of the Incorporation status of the Association, in case the Articles of Incorporation lapses for any reason.

  • Adds Indemnification Of Directors, Officers, And Committee Members
    • Currently only present in the Articles of Incorporation.
  • Includes requirement of the Association to have Directors & Officers’ Insurance
    • The Board already has this insurance, but adding as an amendment ensures this is maintained.

Amendment D: Annual Meetings

The intention of this amendment is to align with what has been done in practice for many years in the Association.

  • Removes requirement for two membership meetings per year.
    • A second meeting has not been held in years.
  • Meeting within 30 days of January 1 will remain
  • Regular Board Meetings will continue to be open.
  • The board will continue to use Executive Sessions to discuss confidential matters.

Amendment E: Special Meetings

The intention of this amendment is to make it easier for Association members to request a special meeting.

  • The President will continue to be able to call a Special Meeting.
  • The President will call a special meeting if directed by
    • a resolution of majority of a quorum of the Board of Directors
    • or a written petition signed by at least 15 percent (15%) of the total votes of each class of Members of the Association. (Note: This is a reduction from 25%)

Amendment F: Quorum

The intention of this amendment is to make it easier for elections and meetings to be held where quorum is required.

  • Redefine quorum:
    • No change: A quorum for votes involving the raising of dues or special assessments remains at sixty percent (60%) of Members.
    • For all other matters the presence in person or by proxy of Members in good standing constitutes a quorum at meetings of the Association. For purposes of quorum, a Member in good standing is defined as an Member who is current in the payment of any assessment or amount owed to the Association as of the date of the meeting.
      • Change: No longer requiring ⅓ of Members (88 out of 265 homes).
      • This adjusts the requirement to a an almost bare minimum threshold, but still requires members to be in “good standing.”
      • This will eliminate the scrambling of gathering proxies and ballots for elections.

Amendment G: Board Structure

The intention of this amendment is to have a roster of active participants in the board structure, with an uneven amount of members to avoid a tied vote.

  • Remove the Declarant, the original developer, who has been long gone from Providence Manor
  • Increase the number of Board Members from 4 to 5.
  • Name the 5th member as the Member-At-Large with a defined but broad role.

Amendment H: Disbursement

The intention of this amendment is to have a more flexible disbursement amount to a reasonable amount determined for inflation.

  • Allow the Board to determine disbursement amounts without Board vote (currently $50)
    • Removes the requirement for all expenses over $50 requiring authorization.
    • The board will determine at the organizational meeting each year the amount of money the Treasurer may disperse without a Board Vote.

Amendment I: Social Spending

The intention of this amendment is to legitimize the social spending of the Association and become complaint with Ohio state laws. Historically there has been a budget for events of up to around $5,000 per year. The board has decreased this line item in the past three years with more conscious spending and simplified events.

  • Allow the Board authority to budget for social activities
    • Board may not permit, budget, levy spending over 2% of budget without membership vote.
    • All activities must be open to all owners/residents
    • No spending on alcohol
    • Includes indemnification for social activities
    • Complies with Ohio Senate Bill 61

Amendment J: Occupancy Restriction

The intention of this amendment is to allow the Association to take action if a Tier III sexual offender is living in the neighborhood. The Ohio Sex Offenders Act requires the county sheriff’s department to notify communities of a registered Tier III sexual offender. The amendment is drafted so that the Association could take action as soon as it receives notification that a Tier III offender is living on the property. The restriction can apply to Tier II offenders but only if the court requires the county sheriff to notify the neighborhood of the Tier II offender’s residency, which is not common.

Prohibit Tier III sexual offenders, formally classified as sexual predators, from residing on or visiting the property.

Amendment K: Staggered Board Terms

The intention of this amendment is to provide continuity in the board makeup.

  • Create a staggered structure to board terms:
    • Allows for continuity and experience on the board.
    • Avoids total turnover.