Keever Creek News and Updates

7 October 2021

• The Board filed the first CCR amendment with the Warren County Recorders Office on 10/6/2021. It is now official and a copy of the recorded document has been uploaded to the Governing Documents tab.

4 October 2021

• A special meeting was held on Sunday, October 3 to vote on the proposed CCR Amendment. Multiple residents were in attendance and asked clarifying questions on what the electronic system would be used for. The Board does plan to pursue additional CCR Amendments in the future and would like to use an electronic system for that purpose. At this time the Board has not selected a vendor, nor do we plan on using electronic voting for the elections of trustee positions.

• The amendment passed! There were 72 ballots collected in favor of the amendment, 2 of those were considered invalid because they were not signed by owners listed on the property deed. The 70 remaining ballots were greater than the 64 that were needed in order for the amendment to pass.

• The Board will be filing the necessary paperwork within the next week with the Warren County Recorder's Office to make the amendment official. Once it has been recorded, the Board will update the CCRs on the website.

• The Board will begin interviewing vendors to gather information and then poll the neighbors (using the email addresses they provided) to see which system they like the best.

30 August 2021

• The Board has decided to modify the first amendment to only include changes to the Declarant and allowing Electronic Communications. If this amendment passes, each resident will be able to register for the electronic service and receive email/text notifications as well as choose to vote either electronically or in person. This should allow for higher turnout for future elections and amendments. Click here to view the Amendment as well as print the signature page.

• A special meeting will be held on Sunday, October 3, 2021 at 2:00pm at the front entrance for the sole purpose of voting on the CCR amendments; this will be the only topic of discussion. All homeowners are welcome to attend the meeting. Included with this letter is a mail-in ballot for voting on the CCR amendment. Only one ballot can be cast per lot. You may either deliver the ballot to a board member or mail it to the P.O. Box PRIOR to Friday October 1, 2021. All ballots will be counted publicly at the meeting.

• As a reminder, our CCRs require a minimum of 64 homeowners voting in favor of the amendments (66%) in order for the CCR’s to be amended. By not voting, it is considered a vote against the CCR amendments. The Board is seeking 100% participation from all homeowners in voting on the CCR amendments. Additionally, the CCRs require that the amended document be signed by each homeowner that voted in favor of it. Due to these requirements and the significant amount of time, money and resources involved in getting these documents created; the Board has opted to combine multiple changes into one document and each homeowner must vote on the entirety of the document rather than a single issue. We ask for your vote in favor of these amendments by signing the enclosed document and either mailing it to the P.O. Box or deliver it to a board member PRIOR to Friday, October 1, 2021.

• If you would like to receive future emails from us, please drop us a note at keevercreekhoa@gmail.com

2 August 2021

• The special meeting was held on Sunday, August 1 to vote on the proposed CCR Amendment. Several residents were in attendance and asked clarifying questions on the grandfathering clause. 35 responses were received in favor of the proposed amendment which was less than the 64 needed for the amendment to pass. Since the amendment did not pass, The Board will be modifying the first amendment to only include changes to the Declarant and allowing Electronic Communications. If this amendment passes, each resident will be able to register for the electronic service and receive email/text notifications as well as choose to vote either electronically or in person. This should allow for higher turnout for future elections and amendments.

• If you would like to receive future emails from us, please drop us a note at keevercreekhoa@gmail.com

29 June 2021

• Based on feedback from the residents and newly elected Board members, The Board had modified the previously drafted CCR amendments to modernize the document as well as make the rules less confining to homeowners. Click Here to view the updated amendment. These changes include:

  • Allowing Aluminum fencing

  • Increasing maximum shed size to be in line with Warren County guidelines rather than a fixed size per lot.

  • Kept existing language around shed colors but clarified allowed materials

  • Allowing metal roofing on sheds/detached garages

  • Creating a formalized grandfathering policy

    • If any improvement should be in violation of the new CCRs, the improvement would be allowed as part of the grandfathering. The board is not currently aware of any items in the neighborhood that would be in violation of these changes.

  • Removing references to "J2" being the Declarant and standardizing the definition to mean the HOA Board

  • Allowing for electronic communications, meetings, record keeping and voting

• A special meeting will be held on Sunday, August 1, 2021 at 3:00 pm at the front entrance for the sole purpose of voting on the CCR amendments; no other topics will be discussed at this meeting. All homeowners are welcome to attend the meeting. Included with this letter is a mail-in ballot for voting on the CCR amendment. Only one ballot can be cast per lot. You may either deliver the ballot to a board member or mail it to the P.O. Box PRIOR to Thursday July 29, 2021. All ballots will be counted publicly at the meeting.

• Our CCRs require a minimum of 64 homeowners voting in favor of the amendments (66%) in order for the CCR’s to be amended. By not voting, it is considered a vote against the CCR amendments. The Board is seeking 100% participation from all homeowners in voting on the CCR amendments. Additionally, the CCRs require that the amended document be signed by each homeowner that voted in favor of it. Due to these requirements and the significant amount of time, money and resources involved in getting these documents created; the Board has opted to combine multiple changes into one document and each homeowner must vote on the entirety of the document rather than a single issue. We ask for your vote in favor of these amendments by signing the enclosed document and either mailing it to the P.O. Box or deliver it to a board member PRIOR to Thursday, July 29, 2021.

15 June 2021

• Everyone should have received a flyer on your mailbox for the Annual Neighborhood Block Party on Saturday, June 26! The party will be hosted at the Oxon Pass cul-de-sac. Let's celebrate with delicious food and great neighbors! Please bring your own chairs, canopy's, tables and beverages. The event will feature the following:

  • Food Trucks

    • Any Style Hot Dog arriving at 5:30pm (Menu)

    • Danny Boys Ice Cream arriving at 7:00pm

  • Swimming

  • Water Balloons

  • Face Painting

  • Cincinnati Reds on the Big Screen

• Mark your calendars for the upcoming food trucks:

  • Funnel Vision - July 2

  • The Salty Dog - July 16

8 June 2021

• The Board would like to thank Larry Pringle for his efforts on sprucing up the landscaping at the front entrance and rear island. Larry put together some ideas for improving the landscaping along with a cost estimate for each option. The Board unanimously approved his plan which includes:

  • Spring cleanup and weeding

  • The Pine trees that JII planted are dying, recommended replacing those with Spruce or Fir trees which will do better in our soil. Larry recommended that the trees be replaced before May or later in September or October due to cooler temperatures. Larry has cut down the dead pine tree on the left side of the entrance and dead trees behind the fence on the right side.

    • The trees couldn't be installed before temperatures warmed up. We are waiting until the Fall to purchase and install new Spruce or Fir trees.

  • There was a dead boxwood at the front entrance from the snow plows packing snow and salt during the winter months.

    • Moved the center boxwood to replace the dead one and purchased a new boxwood to replace dead bushes

  • Hedge on the left side of the entrance had died in the past

    • Purchased a new bush to extend the hedge

  • Some of the roses died out in various spots at the front entrance

    • Purchased 8 red rose bushes to replace/fill in open spots

  • Mulching the front entrance and rear island

25 April 2021

• Some residents in the neighborhood are organizing a community garage sale on Saturday, May 1. If you are interested in participating please see Angela Rosa's post in the neighborhood Facebook group.

• The Board is looking for volunteers to assist with the Landscape and Social committees. If you are interested please contact the Board via email.

20 April 2021

• A special election was held on Saturday, April 17 and we would like to welcome Jamie Jacobs and Caitlin Dressler back to the board. The new board met this evening and selected positions:

President: Jacques Illanz

Vice President: Jamie Jacobs

Treasurer: Caitlin Dressler

Secretary: Chris Brucker

Trustee-at-Large: Carolyn Barrett

15 April 2021

• Letters of Intent for Special Election on 4/17/21. The candidates are:

  • Caitlin Dressler

  • Jamie Jacobs

  • Barbara Murphy

9 April 2021

• The Board would like to announce that we are cancelling the Saturday, April 10, 2021 special meeting to vote on the proposed CCR amendments. Some homeowners have informed us that the grandfathering clause is misleading and confusing and some of the proposed amendments appear to be more restrictive than they are currently. The intent of these amendments was to make the CCR’s less restrictive and allow more of the items that homeowners are requesting. The Board is not aware of any homeowner that would be in violation of the proposed CCR amendments. Due to the concerns of homeowners, we will be reviewing the CCR amendments and may decide to make additional modifications. If the proposed amendments are changed, a new ballot will be created and any previously collected signatures will need to be re-collected. The Board has also been informed that the CCR amendment signatures need to be verified against property deeds in order to be recorded properly. The Board will post a notice on the website as well as mail out a notice once a decision has been reached on changing the proposed CCR amendments.

• A special election for two trustee positions will be held on Saturday, April 17, 2021 at 1:00pm Eastern Daylight Time at the cul-de-sac on Keever Pass; no other topics will be discussed at this meeting. In order to hold a trustee position or vote in the election, a homeowner must be listed on the deed to their property. All proxy forms must be signed and dated by a homeowner listed on the deed to their property. If you are interested in serving on the HOA Board, please send a letter of intent which includes your name, property address and a summary of your experience. Please limit your letter to a single side of one page. Letters of intent must be received by Friday, April 16 at 5:00pm Eastern Daylight Time to either the HOA email address or the P.O. Box (listed above). All letters received will be posted to the HOA website so that they can be reviewed by your fellow homeowners prior to the Special Meeting. If you will be unable to attend the meeting, but would like to vote in the election, you may designate another homeowner to vote on your behalf by filling out the proxy voting form. Click here to download the proxy form.

• Why hold a special election if we just had an election at the March 6, 2021 meeting?

  • The Board (both current and previous members) mishandled the March 6 election and we take full responsibility for that. A homeowner brought to the board’s attention that someone elected was not listed on the property deed when the election took place. We believe in transparency and we would like to make everyone aware of the inconsistencies that were found at the previous election. The HOA’s attorney and board members felt that these inconsistencies were serious enough to warrant redoing the entire election. In order to hold another election, the remaining board members made the difficult decision to remove the two new members for the sole purpose of holding a new election due to the inconsistencies listed below:

    • No letters of intent were received by the February 26, 2021 due date. The Board accepted letters after the deadline, which we were not legally allowed to do.

    • A letter of intent was received from a person who was not listed on their property deed. The Board now knows this to be a clerical error

    • Homeowners that were at the meeting were not listed on the sign in sheet

    • Homeowners listed on the sign in sheet were not physically present at the meeting

    • Proxy forms were not signed and dated by all parties

    • More ballots were distributed than we could account for based on names on the sign in sheet plus proxy forms.

    • None of the above information was validated prior to tallying the votes

  • The Board has created a policy for conducting future elections.

    • We will be compiling a copy of all property deeds from the Warren County Recorder’s Office website. These property deeds will be used to determine who is eligible to run for the open positions, vote in the election or designate another homeowner as your proxy. If you are in the process of updating your property deed and it is not yet available on the Warren County Recorder's Office website, please provide a copy of the property deed to the Board prior to the election or bring a copy with you to the meeting, otherwise we will be using the publicly available copy and only persons listed on the deed will be allowed to participate in the election.

    • We will validate that anyone who submits a letter of intent or is nominated from the floor is listed on their property deed. All letters of intent must be received by a specific date.

    • We will validate that a person is listed on their property deed and signed in at the proper address before they receive a ballot. Only one ballot will be provided per lot.

    • We will validate that proxy forms are signed and dated by all parties. These names must match what is listed on the property deed. These proxy forms must be surrendered when you sign in.

    • The sign in sheet will reflect whether or not the person was in attendance at the meeting or if they were represented by a proxy. If a lot is represented by a proxy, their name will be listed on the sign in sheet.

    • The number of ballots distributed will match the total number of homeowners + proxy votes listed on the sign in sheet.

23 March 2021

• On March 6, 2021 an election was held at the annual meeting for two open trustee positions on the board. Since that date, the HOA board was informed of several discrepancies with the election process. As a result, the HOA board made a decision to hold a new election for those positions in the coming weeks. The two residents that were elected on March 6 were removed due to the HOA board not being able to certify the election. Correspondence about the new election will be mailed to all homeowners, and posted on the HOA website. All HOA property has been returned to the current board.

• The HOA board encourages all homeowners in the community to participate in the upcoming election. If you have questions, please contact a board member in person, send an email to keevercreekhoa@gmail.com or writing a letter to :

The Estates of Keever Creek HOA Board

P.O. Box 1196

Lebanon, OH 45036

6 March 2021

• The All Owner meeting was held this afternoon and we would like to welcome Jamie Jacobs and Caitlin Dressler to the board. The board would like to thank Brian Stansell and Kevin Murphy for their service over the last two years. The new board met this evening and selected positions:

President: Jacques Illanz

Vice President: Jamie Jacobs

Treasurer: Caitlin Dressler

Secretary: Chris Brucker

Trustee-at-Large: Carolyn Barrett

• The new board is looking forward to getting the CCR amendments passed and will be working to address concerns of the residents.

1 March 2021

• Just a quick reminder that our All Owner meeting will be this Saturday, March 6 at 1pm in the cul-de-sac on Oxon Pass. There are two trustee positions up for election. Kevin Murphy is seeking re-election. The Board encourages all residents to attend the meeting this weekend!

17 February 2021

• The board has received an update from the Warren County Recorder, the bylaws have been officially recorded. You may view a copy of them by clicking here.

11 February 2021

• The Board wanted to share some updates as we settle into the new year:

  • The All Owner meeting has been scheduled for Saturday, March 6 at 1pm in the cul-de-sac on Oxon Pass. Two trustee positions are up for election.

    • The Board encourages any resident interested in serving as a Trustee to send a letter of intent to keevercreekhoa@gmail.com by 2/26/2021.

    • Click here to download the proxy form, which allows another homeowner to vote on your behalf.

  • The Board is actively seeking volunteers for the Landscape Committee and accepting quotes for mowing the front entrance. The Board is interviewing landscape companies to take over the maintenance of the front entrance and rear island. The Board wishes Rob Daniels, Mary and Chuck Tussey and Kathy and Mike Scholl the best as they have stepped down from their positions on the Landscape Committee. The Board appreciates their hard work keeping the neighborhood beautiful over the years and wish them the best in their future endeavors.

  • The Board has spent the majority of 2020 working on key changes to the CCRs to modernize the document as well as make the rules less confining to homeowners. Click Here to view the amendments. These changes include:

    • Allowing Aluminum fencing

    • Increasing maximum shed size to be in line with Warren County guidelines rather than a fixed size per lot.

    • Clarifying language on shed colors so that it is easier to understand

    • Allowing metal roofing on sheds/detached garages

    • Creating a formalized grandfathering policy

      • If any improvement should be in violation of the new CCRs, the improvement would be allowed as part of the grandfathering. The board is not currently aware of any items in the neighborhood that would be in violation of these changes.

    • Removing references to "J2" being the Declarant and standardizing the definition to mean the HOA Board

    • Allowing for electronic communications, meetings, record keeping and voting

  • The bylaws have been updated and unanimously approved by the Board. The documents have been submitted to the Warren County Recorder, we are waiting on confirmation that they are actually recorded. The process has been delayed due to COVID-19.