Guide To Your Neighborhood
There have been many newcomers to Sycamore Creek since 1991 when
the "Guide To Your Neighborhood" was developed and distributed to the
owners and resident's. In addition to new residents, there have been several
changes to our policies over the last year that are incorporated in this
updated issue. The Board of Trustees extends our welcome to all of you that are
new to our community. Since some resident's are more informed concerning
association policies than others; the Board is taking this opportunity to
update the "Guide to Your Neighborhood" with those topics and policies
that should be of the most interest and use to you. It will be helpful to
retain this document for future reference. Remember, this is only a summary -
you should review your by-laws and Declarations for complete information
regarding your association rights and responsibilities.
HISTORY - Sycamore Creek Homeowners' Association (SCHOA) was
established with the development of Sycamore Creek Condominiums by Tom Peebles
beginning the last part of 1982. The first owners moved in approximately
February 1983. The project construction duration was about 2 1/2 years and sets
on approximately 11 acres. Sycamore Creek Condominiums is a Planned Unit
Development (PUD) and consists of twenty-five four-plex buildings (88 Sycamore
and 12 Capri units), a clubhouse, swimming pool, tennis court, and half
basketball court. In the beginning the Board members managed all of the
day-to-day administrative duties of the Association; this became very time
consuming especially considering all the Trustees held other full-time jobs and
many careers also require travel. Professional management company interviews
were conducted and bids received. After extensive comparative research was
completed, an independent person was hired in 1986. This arrangement has worked
out well. However, in the fall of 1991, the Association Manager resigned. The
Board of Trustees elected to run the day-to-day affairs of the association
again during the winter months (the slow season) to see first hand just what
duties needed to be done. A lot was learned. A new job description was prepared
to include all office functions. Pool maintenance during the summer season,
common area watering, and minor repairs are handled by separate contracts.
The SCHOA office phone number is (937) 426-8960. Please call this number
to reach the Association Manager.
BOARD MEETINGS - Board meetings are conducted the first Tuesday
of every month at 7:00 PM in the clubhouse. If the first Tuesday is a holiday,
the meeting will be held on the second Tuesday of the month at 7:00 PM. The
annual association meeting is held on the first Tuesday of January of each
year at 7:00 PM. All owners are encouraged to attend. Renters are not eligible
to serve on the Board or partake in voting but are welcome to attend the
meetings. The first item on the agenda is Homeowner and Resident concerns; open
to the floor for any residents' discussion. Immediately following, the Board
conducts the business meeting.
As expired board positions occur new members continually need to
become familiar with functions so the vacancies can adequately be filled. We
hope you realize your continued professional participation and support are
required to maintain the credibility and ensure the financial stability we as a
team of 100 are today enjoying and desire to preserve for the future. The Board
is made up of seven volunteer homeowners, just like you.
Be supportive and considerate of your association. Your efforts will be greatly
satisfied in return for the few hours needed each month.
BY-LAWS AND DECLARATIONS OF COVENANTS, CONDITIONS AND RESTRICTIONS
- It is the responsibility of the selling homeowner to supply the new purchaser
with their documents as it is the landlord to renter. If you require another
set, they can be obtained from the Association Manager or any Trustee. Each
resident is encouraged to become familiar with these documents. Most of your
questions can be sufficiently answered by reviewing these legal documents. Remember,
the declarations, by-laws and architecture standards of this association are
enforced. Violations will be brought to your attention and you will be expected
to comply. Copies of all letters sent to renters will be provided to the
unit owner. The standards are for your protection and assurance that
the value of your investment will be held at the highest the market will
ARCHITECTURAL STANDARDS: The basic rule to remember is that per
your by-laws and declarations you cannot do anything to the outside of
your unit unless it is approved by the Association. Any change, addition,
modification to the exterior requires an Architectural form completed in detail
and presented to the board of trustees. The forms may be dropped off at the
clubhouse mail slot.. The board of trustees will make a determination on your
request and advise you of the results. No changes can take place until the
board has provided you with an approval.
There are eight (8) pre-approved owner-added improvements for
SCHOA. (see attachment) These still require the completion and processing of
your form for association records. The purpose of the architectural standards
is to maintain YOUR property value along with your 99 neighbors'.
Extensive research and questionnaire data were compiled before the board
arrived at the current standards. Also, note that seasonal decorations, e.g.,
Christmas wreaths, Christmas lights, etc., are allowed to be displayed as long
as they are not attached to the exterior of the building by nails, screws or
other similar means. Use nylon fishing line to attached wreaths from the inside
of your door or use commercially available hangers that slip over the top of
the door. Christmas lights are allowed for display outside of your unit during
the Christmas season only. All outside decorations must be removed by 15 Jan.
Nothing should be attached to building exteriors, or common areas.
TELL US - If you've sold or rented your unit. Please contact
the Association Manager so the associations' mailing list, files and
bookkeeping records can be updated with your revised information. If a new
owner or renter desires to be briefed on SCHOA policies, etc., please contact
the Association Manager who will either answer your questions or set up an
appointment with a trustee.
MAINTENANCE - Any exterior building problems can be reported by
calling the Association Manager during the office hours, or by leaving your
message on the answering machine (426-8960). The association generally takes
care of everything outside, with the exception of homeowner negligence, patios,
doors, heat pumps, glass surfaces, outside water taps and lines, and windows.
Lawn maintenance including fertilizer, trimming, edging, tree and bush pruning,
and snow removal are accomplished by a professional maintenance company under
contract to your association. Concrete repairs are accomplished each year as
necessary by a professional concrete company under contract to your
association. Concrete repairs will be accomplished with as little disturbance
as possible to the occupants in units next to where repairs are being done.
Please understand however that some inconvenience will be experienced during
this repair work. Concrete repairs are usually accomplished during late
DOLLARS AND SENSE - The associations' financial books and
records are open to any homeowner who wishes to review them simply by leaving a
message with the Association Manager, answering machine, or by contacting the
Treasurer. The Treasurer will make an appointment with you at a time convenient
to you both so that you may look over the records of the association. While the
records of the association are open to inspection by unit owners, records
pertaining to individual units, other than your own, will not be made available
in the interest of maintaining confidentiality for all owners and residents. Remember,
your $125.00 association dues is due by the FIRST of each month.
The clubhouse mailing address is 1450 Sanzon Drive, Fairborn, Ohio 45324. If it
is more convenient, you can drop your check off in the mail slot to the right
of the clubhouse door. Homeowners who are in arrears on their association dues
are subject to having a lien placed against their unit and having their use of
common areas (pool, tennis or basket ball courts, etc.) suspended by the board
INSURANCE - The blanket association structure insurance
coverage (including earthquake insurance) which is paid through your monthly
dues is with the association's insurance company. Any questions regarding
insurance should be directed to the association manager. From time-to-time your
mortgage company may request a copy of your insurance coverage. Should this
happen to you, contact the association manager who will see that your mortgage
company gets a copy of the current policy (a small service fees may be charged
to the homeonwer). Remember, all claims against the association coverage must
be processed through the association manager and the board of trustees. Only
the association manager and an officer of the board may file a claim against
the association policy. The association's insurance company will be
instructed to stop action on any claim processed directly by the unit owner or
renter. You can obtain your "Condo Unit Owners Policy" through
the insurance carrier of your choice; please review your coverage periodically
to make sure you are adequately covered.
PROPERTY TAXES - The property taxes paid by SCHOA for the
common area is deductible from your income taxes on a pro rata basis. Each year
you will be advised of your share through a news letter. If you require this
information before we can get it to you, call the Association Manager for
LESSEES & LESSORS - No unit or any part thereof shall be
rented or used for transient or hotel purposes. If an owner desires to lease
his or her unit, a ONE-YEAR MINIMUM lease is required and it MUST
be provided that the tenant agrees to abide by the terms and conditions of the
association. However, the unit owner is still responsible for their tenants!
The owner shall supply the association with a copy of the Lease Agreement PRIOR
to the commencement of such lease term and advise at the same time owners' new
address for revising the mailing list, files, and bookkeeping records. If the
unit is being managed by a professional real estate broker, they too must be
familiar with SCHOA by-laws, declarations and architectural standards.
If you do rent your unit, please consider leaving your PROXY
(for voting purposes in your absence) to another resident or a trustee. This
enables us to constitute a quorum (51%) when otherwise it may not be possible
because of out-of-town owners, etc.. If you are unable to attend an annual
meeting for any reason, please give your PROXY to someone. The PROXY must be
submitted on the attached form. Please be sure to fill in all blank spaces and
sign your name. The PROXY must be filed with the association Secretary. The
PROXY will stay active until changed by the unit owner.
LAWN WATERING POLICY - Many of your dollars are spent each year
to maintain the common areas of Sycamore Creek. During the summer months all
residents are requested to help provide water for the grass adjacent to their
units. Watering will be accomplished by the association as needed in severe
conditions. However, we need to use your water taps to make this happen. All
residents are encouraged to water the grass next to your unit to help keep the
area green and attractive. At the end of the summer watering season, you can
submit a copy of your paid water bills to the association. For one (1) person -
SCHOA reimburses you anything over $15.00 per month . . .Two (2) people over
$25.00. . .three (3) or more people over $35.00. The trash removal charge
applied to your water bill is still the residents responsibility. Summer months
are considered to be May through October inclusive. A form is available from
the clubhouse office for your use in letting us know if we can use your water
tap. Only those residents having a completed water use form on file will be
permitted the reimbursement. This is really a good deal as you are
generally reimbursed more than you actually spend on watering.
ABOUT YOUR HEAT PUMP - It is very important that you change or
clean your furnace filter monthly!!! This small but important task, if ignored,
will eventually cause you a much greater expense than the cost of the
filter. If you want to purchase one contact the Association Manager
to make sure a correct one is properly installed for your unit. The
filter can be purchased at Home Depot or Lowes for as little as $6. Many
service calls are the result of simply the filters. (Note: an incorrect filter
could be sucked up into the system).
If you have never owned a home before with a heat pump or are not familiar
with the system please read the heat pump information attached to this guide.
Heat pump system professionals recommend preventative checks one or twice a
year. A separate information sheet on heat pumps is attached for your
information that covers this issue in greater detail.
IF YOU LEAVE IT OPEN - Prolonged open over-head garage doors in
the extreme winter cold temperatures have previously resulted in burst plumbing
lines causing water damage. Remember to close your garage door when not in use. Water
damage caused from a broken water pipe is the unit owners' responsibility!
FOR SALE and FOR RENT SIGNS
- Only ONE sign is allowed for display from inside the window of your
unit or ONE metal sign placed in the shrubbery area between the garage door and
the front door of your unit. Signs are not permitted in the grass areas of this
development. Any improperly placed sign will be removed from the
-Hours are from DAWN to DUSK, no glass containers are allowed inside
the pool area, no life guard is on duty, children under 14 must be accompanied
by an adult, no diving, no running, guest must be accompanied by the
resident, no access to the clubhouse is allowed from the pool area, a
pay telephone is located inside the pool area (no coins are needed for 911
emergencies), each unit owner is issued a pool gate key - keep the gate closed
at all times. Make a resident use his or her key for entry. Many times
residents of the neighboring apartments try to use our facilities. You pay
for the upkeep of the pool. Keep it to ourselves! The pool falls under the
control of the Greene County Department of Health. The County inspector can
make a no-notice inspection at any time. If the pool fails to pass the
inspection, the pool can be closed by the County. A simple thing like an open
gate can cause the pool to fail such an inspection.
CLUBHOUSE - Contact the Association Manager for making your
reservations. A written agreement is required along with a non-refundable
rental fees of $25 and a deposit of $100.00; $100.00 will be returned to the
resident provided there is no damage and no cleaning is required. If the
clubhouse is not cleaned, at least $35.00 will be withheld to cover normal
cleaning expenses. You are responsible for taking away your own trash and
cleaning the fireplace if used. (you can clean the fireplace the next MORNING
to prevent causing a fire). You may recover your full deposit if you
elect to do your own cleaning. Should you decide to do your own cleaning, the
cleaning must be done before you vacate the building at the end of your
function so that it is ready for the next user. The clubhouse will be inspected
after all uses to determine condition and completeness of cleaning. The maximum
allowed number of persons in the clubhouse per city of Fairborn code is 49.
Remember, the use of the clubhouse does not include the pool area. All
guest must remain inside the clubhouse at all times. Smoking is permitted
outside the clubhouse only, please use the front entrance for smoking. and
please clean up all cigarette butts! The clubhouse patio doors will remain
closed at all times except in case of an emergency. These doors are not for
pool access. When you reserve the clubhouse you do not reserve the pool. The
pool is for the benefit of all residents. The clubhouse may only be used by a
unit owner or authorized tenant and they must be present for the duration of
their function. The unit owner/renter is responsible for the conduct of all his
or her guests and will be responsible for their actions.
MAIL BOXES - If you have any problem with your mail box or keys
please contact the Fairborn Post Office; these are government property, not
associations'. Also, the large parcel boxes next to the smaller mail boxes
allow the mailman to leave packages that won't fit in your mail box. He'll
simply leave a key inside your mail box, this key will fit the large parcel
box. The key will than not be able to be removed from the parcel box.
TRASH COLLECTION - Trash is collected each Monday by the
City of Fairborn who has a contract with a private collection company. Recycle
bins are provided by the trash company for use in recycling if you so choose to
do that. Trash containers and recycle bins must be kept inside (i.e. garage,
closed in patio, etc.). Trash and recycle containers can only be placed outside
the unit during the period from Sunday evening thorough Monday evening. (Monday
through Tuesday if there is a holiday that week) Any trash or recycle container
found outside other than during those times will be collected by the
association and properly disposed of. Lets all work together to keep Sycamore
Creek an attractive place to live. If you will not be home to place your trash
out on Sunday evening, or early Monday morning, ask your neighbor to assist you
USE OF UNITS - All of the units within Sycamore Creek are for
residential use only. NO unit may be used for the conducting of a business.
Such use is in violation of both the declaration and City of Fairborn and
Greene County zoning laws.
PARKING - Parking is allowed on both sides of Sanzon (City
Street). Please be considerate of your neighbors and do not block association
driveways. Also, do not park your car on any portion of grassed area. Remember,
you are responsible for your guests! Any vehicle left in a condition that gives
the appearance that it has been abandoned will be towed at the owners expense.
No vehicle should be parked at the clubhouse except for clubhouse business.
i.e. no overnight parking (except for snow emergency). The basic rule is: each
unit has two (2) parking places. One is inside the garage; the other is
directly in front of the garage. Any other vehicle is subject to being towed at
FACE LIFTS - The wood trim, doors, and patio fences are painted
periodically by the association. We will do our best to notify you in advance
so that you can make appropriate preparations. When garage doors are painted,
it is common for them to stick. You may have to unstick them before your garage
door opener will operate correctly.
ANIMALS - No unit can have in excess of two (2) animals. No
animal shall be permitted in any portion of the Common area, except by a leash
maintained by a responsible person. That means that no animal is to be tied
outside with access to the lawn areas. The person responsible for the
animal is also responsible for any damage or mess left by the animal. This
means that when an animal dumps on the lawn, the owner of that animal must
clean up the animals mess. Persons found to be in violation are subject to
having their right to maintain an animal terminated by the board of trustees.
Please be considerate of your neighbors. You are responsible for cleaning up
immediately after your animal relieves itself in any area except for the far
portion of "Pooh Corner". This is the east end of Sanzon at the rear of the
retention basin. Any damage caused by your animal is the owners financial
responsibility, e.g., sod or bush replacement, damage, etc. Pets are not
permitted to run at large within the City of Fairborn. Sycamore Creek is in the
city limits of Fairborn. Any pets found at large will be impounded and the
owner is responsible for any City of Fairborn charges required to obtain the
pets' release. Calls to the city office concerning animals will be relayed to
the animal control person. If the owner is known, calls should be directed to
the Police Department. County dog licenses are required for all dogs. Remember,
no animal can be breed for commercial purposes within SCHOA.
NO TRESPASSING - Please remember the pool, tennis court and
basketball court are our facilities and not a public summer resort. You pay to
maintain these facilities. Guests must always be accompanied by the resident.
We've had quite a few situations where people from the surrounding area have
had to be asked to leave our facilities. If we question you about your
residence while using the association facilities, it is because we don't
recognize you and are only trying to protect your investment. Please help the
board try to make sure that only fellow Sycamore Creek residents are using our
facilities. Don't just open the pool gate for someone, make them use their key.
Remember we pay literally thousands of dollars each year to maintain these
facilities and you have a right to protect your interest.
HOSE IT - Dirt seems to adhere to the textured surface of the
condos' exterior vinyl siding. The association does not provide this cleaning -
however, each resident is encouraged to simply hose down the outside of their
unit occasionally. It only takes a few minutes and the dirt rolls right