Home Owner Resources

Welcome Home Owners!  Please see the important information and resources below.

Current Initiatives

Architectural Approvals

Prior to starting a project, it is important to review the Providence Manor Home Owners Association covenants for the complete list of improvements that require an application. Then, if required, submit an an application for approval. Go to our Architectural Approvals page for details, to download the application, and instructions for submitting your application for approval.

Annual Assessments/Dues

Providence Manor Home Owners Association dues for 2026 are $200. Annual dues should be paid by January 31st. See the Late Fee Schedule below for when and how late fees are applied to your account. Your prompt payment is important for neighborhood maintenance.

Annual dues can be paid in TownSq. Learn more about payment options on the TownSq information page. Important note for those who wish to pay by check via mail: Please allow up to 3 weeks for your check to be delivered, due to common mail delivery delays.

Dues are used to cover the costs for managing and maintaining Providence Manor HOA. This includes:

  • maintenance of the easements granted at Walnut Creek & Hamilton Mason Road including maintaining:
    • the two stone entrance signs
    • landscaping, electrical, irrigation, energy & water consumption
  • maintenance of the HOA-owned property at 5299 Wethersfield Dr, West Chester Township, OH 45069 including:
    • one stone entrance sign
    • landscaping, electrical, irrigation, and energy & water consumption
    • maintaining of the drainage basin
  • maintain the network of underground drainage pipes that span the neighborhood that the HOA is legally liable to maintain. Some of the pipes have been updated or repaired, but as of 2025, a significant percentage still need to be and are approaching the end of their lifespan. We fund a capital reserve contribution each year to eventually enable the work to be done.
  • administrative / management expenses including: income tax, insurance, legal fees, management fees, misc. admin expenses, property taxes, storage unit, tax prep, website, and community events. 

Curious about how much of your dues pays for each budget item?

Distribution of Each Member’s Dues for the 2026 Budget

Expense
2026 Cost per Lot

Basin Cleaning 

$18.87

Electric

$2.64

Grounds/Landscaping 

$20.75

Income Tax

$ 0.94

Insurance

$4.53

Legal Fees 

$18.87

Management Fees 

$33.96

Misc Admin Expense 

$15.09

Property Tax 

$0.19

Replacement Reserves 

$49.72

Community Events 

$1.89

Sprinkler System

$2.64

Storage Unit 

$1.32

Tax Prep 

$1.89

Water

4.15

Website

$0.94

Marketable Title Act
*one time only expense 

20.00

Finalize Amendments
*one-time cost, only upon approval by HOA

$1.60

As provided in Article IV, Section 3, Paragraph 1 of the Declaration of Covenants, the Board of Trustees may increase the maximum annual Assessments by 10% above that of the previous year without a vote of the Membership.

  • 2026: $200 (2.5% increase)
  • 2025: $195 (8.33% increase)
  • 2024: $180 (9.09% increase)
  • 2023: $165 (10% increase)
  • 2010-2022: $150
  • 2009: $120 (20% decrease)
  • 2008: $150

Dues have increased since 2023 to pay for costs associated with the Storm Water Drainage Sewer Pipe Relining Project and rebuilding of the Capital Reserves to pay for future repair work.

Payment of your annual assessment must be received by January 31, 2026.

The following fees will be applied on the dates below for any accounts with unpaid dues as of the 1st of each month..

NOTE: Dues are considered late if they are not received by the last day of January, February, March, or April, regardless of when physical checks are mailed or dated. Checks are opened and deposited on the date they are received. To avoid delays with US Postal Service delivery, we strongly recommend that you pay online in TownSq to ensure that your payment is received in time. Learn about how to make a payment.

February

  • $50 late fee
  • $18 handling fee

March

  • $50 late fee
  • $18 handling fe

April

  • $50 late fee
  • $18 handling fe

May

  • Accounts without payment will be sent to our legal firm for validation and collections.

Note: The handling fee covers the cost of account review and mailing additional letters/bills to homeowners with unpaid accounts.

Get Involved in Our Neighborhood

Connect with your neighbors! We are active in our Facebook Group and TownSq. These are where we will post about upcoming HOA events.

Note: There is a group still on NextDoor, however, the HOA is not as active there due to NextDoor format changes in recent years.

We host a few events throughout the year. Detailed information will be posted in the Facebook Group and TownSq.

Here are the 2025 scheduled events:

  • Annual Meeting & Election
    January 28
  • Easter Egg Hunt
    April 12
  • First Friday Happy Hour May 2
  • Free Shred Event
    May 10
  • Annual Garage Sale
    May 16-17
  • First Friday Happy Hour
    June 6
  • Mid-Year Meeting
    July 1
  • Second Friday Happy Hour July 11- CANCELLED – NO HOST
  • First Friday Happy Hour
    August 1 – CANCELLED – NO HOST
  • First Friday Happy Hour
    September 5 – CANCELLED – NO HOST
  • Reach Out Lakota Food Drive
    September 8-28
  • First Friday Happy Hour
    October 3 – 7280 W Hartford Ct
  • Holiday Decorating
    2025 Nov/Dec
Volunteers are needed!

From stuffing eggs with candy to serving as a chairperson, the HOA cannot do all of these things without volunteers. Learn about ways to get involved with Providence Manor HOA & to submit your interest to volunteer!

Governing Documents

Please review the Governing Documents page to review the HOA governing documents. These documents ensure our community continues to thrive with beauty, fairness and safety to all its residents. By purchasing a residence in Providence Manor you are bound by these documents.

In August 2025, the Board sent a packet of proposed amendments to homeowners for a vote. Learn more on the Proposed Amendments page.

Enforcement of Governing Documents

The Board of Directors has the right and responsibility to enforce the governing documents. Review the Enforcement Policy (Enacted 06/11/2024) and Hearing Request Form. Note: The Hearing Request Form is sent to those who receive the 3rd enforcement violation letter with notice of intention to impose an assessment.

Violations are collected from written complaints from neighbors and from community inspections by the property management. The Board reviews and verifies all collected violations to determine if enforcement is necessary, after consulting the governing documents.

Note: There are 265 lots in Providence Manor HOA.

enforcement Data
2025
2024

Total Number of Lots with Violations

32 violations, 28 unique lots
(10.57% of homes)

18 violations, 14 unique lots
(5.28% of homes)

enforcement stage
2025
2024

current open violations

7 – with 3 on hold
(21.88% of violations for 2025)

0 still open in 2025

Violations resolved with Courtesy First Notice

59.38%

61.11%

Violations resolved with Second Notice with Notice to Cure by a Specific Date

9.38%

5.56%

Violations resolved with Third Notice which includes a Notice of Intent to Impose Enforcement

9.38%

22.22%

Violations resolved with 1st Assessment Letter

0

0

Violations resolved with 2nd Assessment Letter

0

1 (5.55%)

Total Properties with Assessment applied

0

1

Total Amount of Assessments Imposed

$0

$100 (2 @ $50 each)

Assessments collected
(If $0, the amount from row above is due)

$0

$0

Enforcement Sent to Legal for Assessment Collection & Violation(s) Resolution

0

1 (5.56%)

2025 Violation Types

2024 Violation Types

HOA Board of Directors Elections

The election for the Board of Directors is required to be held within 30 days of January 1st. Each homeowner will be notified of the annual meeting by official means (usps mail) and sent a proxy to sign & return.

To help ensure we reach quorum at the annual meeting, we ask that all homeowners complete, sign, date, and return the attached proxy, even if you plan to attend the meeting in person. If you do attend, your proxy will be automatically revoked when you sign in.

Providence Manor has used proxy forms since its establishment in 1986, as stated in the governing documents. Proxy forms are used along with members who attend the annual meeting to meet quorum for the sole purpose of electing the Board of Directors. Signing the proxy form gives either a person you designate or the board (if you leave the designated person field blank) to count your proxy as a present member and cast a present vote for you for the election. No other action is taken with the proxy.

Proxies are mentioned in the following articles of the Code of Regulations:

  • Article II Meetings of Members
    • Section 6, Adjournment of Meetings
    • Section 7 Voting Rights
    • Section 8 Proxies
    • Section 10 Quorum
  • Article III Board of Trustees
    • Section 6 Election of Trustees

The Board began requesting proxies from all homeowners in 2024 after discovering that quorum had not always been met in previous years, rather than just those who don’t plan to attend the meeting. Since our governing documents do not provide a process for absentee or mail-in ballots, we no longer mail ballots for Board of Director elections.
Voting must be done in person or by proxy, as specified in our Bylaws.

The Board is committed to fair and legally compliant elections, and meeting quorum is the first essential step. We appreciate your cooperation in helping us uphold our governing documents.

Download a Proxy for the 2026 Election
  1. Proxy: A document that authorizes an owner (you) to appoint another person (a specific neighbor, family member, or the Board) to represent and vote on your behalf.
  2. Quorum: The minimum number of owners who must be present to conduct business and hold an election. Providence Manor requires a quorum of one-third of all homeowners (88 households), present either in person or by proxy. 

HOA Board Meetings & Meeting Minutes

The Providence Manor HOA holds an annual meeting in January of each year. Additionally, the board will meet throughout the year and notice for those regular meetings will be posted in TownSq.

Meeting minutes may be reviewed by home owners by logging into TownSq, then click on the Documents tool, and select the Meeting Minutes folder.

HOA Budget & Financial Status

Each year, in November-December, the Board is required to approve/adopt a budget for the upcoming year, and to mail it to all members of the HOA. This is a required duty of the Board per the Code of Regulations, Article V, Section 1: Adoption of the Budget.

View the annual budget in TownSq. Once logged in, click on the Documents tool, and select the Announcements folder.

In addition to the financial report in meeting minutes, a financial summary of the HOA’s accounts are posted monthly in TownSq. The Financial Summaries may be reviewed by home owners by logging into TownSq, then click on the Documents tool, and select the Monthly Financial Report Summaries folder.

HOA Document Viewing by Homeowners

Per the governing documents, Inspection of books and records is available by making an appointment for a mutually agreed upon time.

Any homeowner who has requested documents has been offered appointment times. Failure to respond to offered appointments & associated correspondence is not the fault of the Board.

Please submit your questions and concerns in TownSq by selecting (on the left sidebar) Requests, then open a new request. Review the TownSq page for how to sign up and submit questions, complaints, or concerns. You may also reach out to Associa, our management company via the Contact Us.

The owners association is not required to permit the examination and copying of any of the following from books, records, and minutes:

  • Information that relates to the enforcement of the declaration, bylaws, or rules of the owners association against owners.
  • Information that pertains to property-related personnel matters; 
  • Communications with legal counsel or attorney work product pertaining to pending litigation or other property-related matters; 
  • Information that pertains to contracts or transactions currently under negotiation, or information that is contained in a contract or other agreement containing confidentiality requirements and that is subject to those requirements (Management contracts often contain confidentiality requirements) 

HOA Questions, Complaints, or Concerns?

Please submit your questions and concerns in TownSq by selecting Contact an Admin, then open a new request. Review the TownSq page for how to sign up and submit questions, complaints, or concerns. You may also reach out to Associa, our management company via the Contact Us.

Home Sale Information

Selling your home? Please review this information from Associa regarding What to Expect When You Are Selling Your Home including helpful information about how to expedite the transition of the home to the new owners, requesting documents, and more.

Property Management

Associa, Community Management Solutions, is our property management company. While they have locations all across North America, the office our Community Manager is based out of is in Mason, Ohio. Go to the Contact page for options to ask questions and receive support.

TownSq is a platform included with our contract with Associa. Learn about TownSq and how to log in.

Storm Water Drainage Sewer Pipe Relining Project

Management of the HOA’s storm water draining sewer pipes is the largest capital asset for the HOA requiring us to have a reserve for maintenance. Learn about the Storm Water Drainage Sewer Pipe Relining Project and the current status of the project.

West Chester & Butler County Community Resources