RE HOA Board Meeting - March 21, 2024
2024-03-21
The HOA Annual General Meeting (AGM) is occurring tonight at 7 PM.
The location of the meeting is at the Hanover Township Municipal building.
Hanover Township Bldg
2595 Old Oxford Rd
For the meeting, I have posted to this website an updated 2024 P&L with Budget document, and the Treasurer's report. They can be found on the HOA Documents page, or accessed here with these links.
RE HOA - Treasurer Report 2023-2024 2024-03-24
RE_HOA 2023 P&L plus 2024 Budgets 2024-03-21
2024 HOA Board Nomination Form
Hanover Township Building
2595 Old Oxford Rd, Hamilton, OH 450133
RE HOA's Board Member Nomination Form
2024-02-04
At our upcoming AGM on March 21st at 7 PM there will be elections for the HOA Board Members.
If you are interested in serving on the HOA Board, here is the nomination form: Board Member Nomination Form.
First Online Meeting - February 12th at 8 PM
2024-02-04
There will be an online Zoom meeting on February 12th at 8 PM. This will be an informal meeting covering a few topics, providing an opportunity to address questions, and providing general information and getting feedback on a few future plans. It is not intended to replace the AGM on March 21st.
Invitations will be send via emails on file (update your contact information to get an invitation), and participation will be limited to Zoom’s 100 seat limitation.
A survey will be sent out through email to help choose a secondary online meeting if you are unable to attend this first online meeting.
2024 HOA AGM - March 21st at 7 PM
2024-01-30
The HOA's Annual General Meeting has been scheduled for March 21st, 2024, at 7 PM.
The location is the Hanover Township's building, located at 2595 Old Oxford Rd.
In the next few weeks, there will also be a couple of online meetings that will be held through zoom. These online meetings will be informal and focused on answer questions, and collecting ideas on how to help improve the HOA. With the transitioning over to communicating through emails, this will help improve on setting up online meetings, surveys, newsletters, etc.
To update your contact information, so you can be included in the communications, please use the following Google form: http://updateContactInfo.rossEstatesOhio.com If you do not have a Google account, then please email [email protected] and include your name(s), address, email address(es), and optionally phone number (indicate if it's mobile/text capable).
Updated Improvement Application
2024-01-30
The HOA's Improvement Application has just been updated.
It's been simplified and reduced down to two pages, with all signatures and form fields being located on page one. To better align with the larger improvements, the application now is requesting information about building permits and also surveys, if they apply to the improvements.
HOA Fees for 2024 Have Been Posted
2023-12-31
Information on the HOA Fees for 2024 has been posted to their own page under HOA Finances.
Unfortunately the fees had to be increased this year, but there are two discounts available that could save up to $15. Please see the information related to the discounts, since they have limitations, and the $10 discount will expire on the due date.
Please note, the invoices will be generated and sent out over the next few days. There are a few more details that need to be addressed prior to generating the invoices, such as issuing a $5 credit to everyone who have updated their contact information.
HOA Fees for 2024 will be announced soon!
2023-12-23
I apologize for the slow progress with getting the 2024 HOA Fees invoiced and sent out.
I hope by this weekend, December 24th, we will have the 2024 HOA Fees finalized, and have the 2023 Budget vs. Profit and Loss and the 2023 Budget document posted online too. The 2023 P&L will be subject to change until we can close our books on 2023 ensure all expenses are properly and accurately recorded.
There has been a lot of work going on to finalize and rework contracts for 2024, and to better zero in on what the 2024 Fees will be.
There has been a few road blocks that have stood in the way over the last few months, and they have pushed back efforts to generate invoices. Some of this effort has been focused on updating our financial software, which will hopefully be completed over this holiday weekend; moving forward we will be using the new software to generate the 2024 invoices. There were also issues with the accessing of our bank account for one week, related to someone accidentally entering the wrong account numbers when doing business with Amazon, as such, we froze our accounts so we could ensure everything was secured. We were also busy trying to secure multiple discounts, and better discounts on our 2024 contacts, which had positive impacts on the budget.
Related to the update to the HOA's financial software, there has been few challenges that have been causing more delays. Mostly these upgrade delays are related trying to figure out how some of the features work, and trying to figure out how some of the changes in the data are impacting the finances in general so I can hopefully avoid future problems.
Some good news is that although we will be forced to increase the 2024 HOA Fees, the board is providing a discount of $10 on all fees if paid before the due date, and if paid in cash or by check. The tentative due date has been pushed back to Februrary 15th, 2024, but if needed, we can be flexible with this date too. Just send me an email and we can work out the details.
More good news, is that this year you can use both PayPal and Venmo to pay your 2024 HOA Fees, but without the mess of trying to figure out what the transaction fees may be. When paying through PayPal and Venmo, you cannot take the $10 cash/check discount because that amount will be covering all fees imposed on the transactions by PayPal and Venmo. Both PayPal and Venmo expects all fees to be included in the payment amount, and they even expressly forbids line item charges covering the fees, as specified in their user agreements. So the bottom line here, is that when you pay the stated 2024 HOA Fee to PayPal or Venmo, and they take their cut, your account will be credited for the full amount that you paid to them. Note: The balance between the actual 2024 HOA Fees and what we receive from PayPal or Venmo will be written off as a discount.
With our new financial software, you will also be able to pay online too. To provide this service, we will have to send your invoice to you through email so QuickBooks will be able to provide a custom URL that will be specific to your invoice. If you receive an invoice by email, you are not forced to use the QB merchant portal to pay your 2024 fees, but it's an option.
How can you help with getting the invoices sent out? Signing up for email delivery of the invoices will save a lot of time and money, and it will get the invoice to you a few days earlier. See the next notice about updating your contact information.
As always, if you ever have any questions, please send me an email. Contact information is provided on the Contact Us page.
- Scott
Update Your Contact Information
2023-12-23
We are trying to update the contact information for all homeowners in our community. Please use this google form, which covers email(s), phone number, and an alternative mailing address if you are not living within the community. It also provides a way inform us if you are leaving the community so we can close out your records.
Google Web Form: Update your Contact Information
(http://updateContactInfo.rossestatesohio.com)
Providing updated contact information will allow us to better serve you by being able to contact you directly, if needed. It can also help reduce costs by using email instead of US Postal Services.
Providing your email address(es), you can get your 2024 HOA Invoice via email, which will provide an option to pay your fees online through QuickBook's merchant portal, which will also automate processing of your payment, and will provide you with an email confirmation of payment. If QuickBooks generates an email invoice, then it can also automate email reminders if payments are running late.
Receiving invoices by email does not force you to use the QuickBooks merchant portal to pay your fees. You can pay any way you wish: check or cash, mailed to our PO BOX or dropped off at our HOA drop box. You can also use PayPal or Venmo.
Last Minute Updates for Paying your HOA Fees
2023-04-09
The deadline for paying the 2023 HOA fees have passed, but because two new payment methods have been added, the deadline is being pushed back until Wednesday, April 12th to pay without receiving a late fee. The catch is that you must get payments to the HOA by the 12th, so snail mail probably will not work at this point. Please see the HOA Finances page on this site for more details.
New payment options includes the HOA's drop box which is located within our community. See the HOA Finances for full details.
If you have any question, please reach out to the HOA Treasurer: [email protected]
New Options for Paying your HOA Fees
2023-03-24
We are quickly approaching the deadline date to pay the 2023 HOA fees. If you have questions, or have issues with getting them paid on time, then please reach out to the HOA treasurer to help prevent late fees from being applied to your account. We're willing to work with you, but we need you to contact us first.
HOA Treasurer: Scott Tabar [email protected]
You can now make payments by dropping them off at the HOA Drop Box
There is now an HOA Drop Box in the neighborhood! You can drop off payments or documents 24/7.
For more information about these topics, please see the HOA Finances page on this website. The link is also at the top of the page.
2023 HOA Fees are set at $140
2023-02-05
The HOA Board approved (4 votes for, 1 vote abstained) the HOA Fees to be $140 for 2023.
The due date will be March 31, 2023, and can be mailed to the HOA's PO Box:
Ross Estates HOA PO BOX 14 Ross, OH 45061
Invoices will be sent out shortly.
The 2023 Budget is still in a possible state of change, due to needing clarification on removal of a few trees.
The current state of the 2023 Budget and the 2022 Profit and Loss report can be viewed here:
2023 Budget and 2022 Profit and Loss.
Update: Please note that there is a newer update to this document. Please see the HOA Finances page for more information: RE_HOA 2023 Budget and 2022 P&L 2023-03-07
Annual General Meeting location and date is to be determined.
Holiday Light Winners!
2022-12-21
Congratulations to Jessica and Grant Cruxton on Stirrup Ct! They won the Ross Estates HOA Holiday Lights Contest and will receive $100 award to help make the season bright!
They have a variety of festive lights, decorations, and projections to make it a very merry Christmas! Be certain to explore all the wonderful decorations throughout the neighborhood, especially theirs.
