As of November 2024
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Villa Run Condominium Unit Owner’s Association
Rules and Regulations
FISCAL YEAR
The Association’s fiscal year is October 1 through September 30.
PLACING UNIT UP FOR SALE
Unit owners planning to sell their Unit must provide written notice to the Association Secretary before executing a purchase agreement to ensure questions from Real Estate Agents and/or Title Companies can be answered in a timely manner. A copy of the latest Rules and Regulations must be given to the listing Real Estate Agent so that potential buyers are aware of them.
ORIENTATION FOR NEW UNIT OWNERS
Prior to closing on the purchase of a Unit, all new owners are required to attend an orientation held by the assigned Board members. The selling owner must inform the new owners and/or the Real Estate Agent listing the Unit of this requirement. At the completion of orientation, the acknowledgement form is to be signed by all Unit owners.
ANNUAL ASSESSMENTS (DUES)
The Association By-Laws allow dues to be paid annually for the next entire fiscal year between October 1 and 10. The By-Laws also allow dues to be paid semi annually for the next fiscal year between October 1 and 10, and April 1 and 10. The By-Laws also allow Unit owners the option to pay assessments on a monthly basis via ACH debit from a checking or savings account. For any ACH rejection due to account closure or other reasons an ACH debit cannot be successfully credited to the Association’s account, the Treasurer will notify the Unit owner(s) that assessments are outstanding. Any bank charges to the Association, as well as late payment fees, will be due to the Association.
COMMON AREA
Except as specifically authorized by the Rules, modifying the Common Areas in a way, including adding, replacing, or removing plantings. Is prohibited without written Board approval.
Trees planted in Common Areas must be of species that are not intrusive to Unit foundations, sidewalks, and streets. Trees that do not meet these qualifications are prohibited and will not be approved.
Current approved species or varieties: Marona Crab, Japanese Maple, Dogwood, Honey Locust, Apple Service Berry, Royal Star Magnolia, Star Magnolia Stellata, Korean Lilac (reblooming), Sargentina Crab Apple, Eastern (American) Red Bud, and North Star Dwarf White Spruce (dwarf).
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Trees or other plantings by previous Unit owners or current unit owners, within 16 feet from the Unit foundation, any enclosed sunporch, and any covered porch or patio are the responsibility of the current Unit owner to maintain and trim, as well as remove, if any tree is unhealthy or root systems begin to damage foundations, sidewalks, or streets. If a tree needs to be removed, the Unit owner is responsible for tree removal, removal of the stump and all protruding roots at their own cost.
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If the Association needs to repair sewer, electric, gas lines or other repairs, the Association will not be responsible for replacing trees, shrubs, or landscaping, or any items owner has placed in the Common Area. New plantings around utility boxes must be planted 8’ from the boxes. Any plantings or landscaping utility companies remove in order to access the boxes will not be replanted. Any request to replant around utility boxes must receive prior written approval of the Board.
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Unit owners are responsible to assure sidewalks and driveways have no hazards such as unevenness or excessive snow/ice buildup. Unit owners are responsible to make timely repairs to sidewalks, porches, and driveways to remove any tripping or other hazards that may contribute to anyone’s injury.
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A flagpole to display the American flag may be installed, with prior Board approval, and display and maintenance of the flag must adhere to the U.S. Flag Code, and etiquette. The flag must be replaced when it becomes frayed, faded, or damaged in any way.
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A flagpole holder may be attached to the outside of the Unit in combination with other outside ornaments.
Any display of the American flag must include lighting the flag from dusk to dawn if displayed after daylight hours.
Replacement of lamp posts and attached original light fixtures is prohibited, unless of the same style as the original post and fixture. The board has approved a substitute model if the entire fixture needs to be replaced. It can be found on Amazon under KastLite Polycarbonate Outside Post Light Lantern with Black Finish, 13” x 18”, fits 3” Pole Top. The Unit owner is responsible to replace the light fixture lamp/bulb in a timely manner (within 10 days of the fixture being broken and/or of light bulb no longer functioning correctly). If lamp post or light fixture is damaged by lawn service or snow removal contractor(s), the Unit owner must notify their Area Manager and replacement will be coordinated with the contractor(s).
LIMITED COMMON AREAS (3 feet area around foundation of the Unit)
Unit owners are permitted to plant flowers and shrubs, maintain the plantings, and to keep plantings trimmed.
Replacement of shrubs – It is the Unit owner’s responsibility to replace shrubs in the front of the Unit when they die, they are unsightly, or the Unit owner would like to replace them. Shrubs can only be replaced with similar shrubs or replacements can be of the taxus, Thuja occidentalis “Bobozam” Bowling Ball Arborvitae, or boxwood variety. Shrubs are prohibited to be higher than the window ledges and never higher than 3 feet for areas next to the window ledges. A minimum of 5 shrubs must be planted across the front of each Unit.
VISIBLE AREAS ON AND AROUND EACH UNIT
All Units must have house numbers displayed on lamp posts and preferably parallel with the driveway. The numbers must be of a decorative nature with white numbering and/or letters, not “stick on” numbers or letters, and easily read at night for visitors, Fire and EMT personnel. The street name and/or Unit owner’s name may be included on the house number display.
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Unit owners may install window shutters of white, black, or dark brown.
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Awnings may only be dark brown.
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Patio enclosures may be tan/beige, dark brown, or white. Patio enclosures that have faded paint or non-uniform color for the entire enclosure must be repainted. Patio enclosures must be no more than 9’ x 16’ to conform to the original patio measurements.
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Patio extensions beyond the original patio enclosure or 9’ x 16’ patio may be no longer than the length of the Unit. Patio extensions may have an awning or similar cover. Patios may be extended out to 12' instead of 9' to allow for safer grill usage.
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Two outside adornments can be hung on the front of the exterior portion of the Unit (excluding front porch).
Hanging baskets of live flowers are also permitted in the front and/or back of the Unit provided they are hung in a way that does not damage any property.
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Yard ornaments must not be unsightly or offensive. The determination of such, should the Board receive complaints, will be solely the Board’s decision whether to allow or to require removal of the yard ornaments.
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Three-yard ornaments are allowed provided they are placed within 3’ of the unit exterior or within a lamppost flower bed. They may not intrude with the normal path of lawn service mowers. Additional yard ornaments may be placed during seasonal periods (i.e. sports or religious) but must be removed after the season ends.
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Porch furniture may be on the front porch as well as back patios or extended patios and must be in good condition (not faded, broken, or torn). Furniture not designed and sold for outdoor use is prohibited outside the Unit.
Gas grills are allowed on back patios or extended patios and must be in good appearance. They may also be used outside in front of the garage as long as they are not left out there after being used. Leaving a grill anywhere other than the rear patio or inside the Unit when the grill is not being used is prohibited. Grills must be used at a safe distance from the Unit to prevent smoke and/or fire damage. Charcoal grills and fire pits are prohibited.
Holiday decorations are permitted in the Common and Limited Common areas. Decorations are always prohibited in the Common Element grassy areas during mowing season.
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Prohibited items – any type of storage shed, deck, or gazebo.
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Fences may be installed on one or two sides of a patio or patio extension and must be vinyl or vinyl clad, white in color, and in standard 6’ x 8’ sections, or less than 6’ high. Unit owners may install decorative railing of steel, aluminum, or vinyl-clad material white in color less than 6’ high. There must be a minimum of 3’ opening or gate leading to the common area.
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Cable TV or satellite dishes and antennas can be placed where suggested by the installer and must have cables/wires fastened to the Unit exterior.
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Replacement windows require written Board approval prior to installation. Any violation may result in removal at the Unit owner’s expense and/or fines if Unit owner does not comply with Board decision. Windows must be replaced in pairs (two front or two back windows). Replacement windows must be the same measurements as the original windows, exterior frames must be white, windows cannot be tinted other than for low-E ratings, must have 3 vertical sections as the original windows, the front windows must be casement style, and rear windows may be casement, double or single hung. However, both rear windows must be of the same style.
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Wrought iron railings on the front porch are optional. The railing must be maintained in good condition and free from discoloration, rust, or any collapse or falling hazard. If railings are removed, all must be removed, and the downspout extended to the exterior living room wall with dark brown spouting of the same size.
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Dumping of brush, tree trimmings, bricks, stone, concrete waste, or any trash is prohibited on any of the common areas. Including along the fence lines and borders.
ROOFS
Roofs must be maintained in good condition by the Unit owner, free from discoloration and missing shingles. When a roof has met or exceeded its useful life and/or it is in need or replacement, the Unit owner must receive prior written approval from the Board. Replacement shingles must be dimensional and Autumn Brown (Tamko-Heritage), Burnt Sienna (Certainteed-Landmark), Brownwood Laminate(Owens-Corning), or Hickory Plus (Timberline HDZ RS+).
VEHICLES
Commercial vehicles (trucks and/or trailers), boats and/or trailers, trailers, recreational vehicles, and inoperable or unlicensed vehicles may not be parked anywhere on the condominium property in excess of 24 hours in a 7 day period, unless special written permission is obtained prior to parking on streets or driveways from the Board (Area Manager). No vehicle is allowed that has a disturbing noise.
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“Commercial vehicles” includes any vehicle that displays any equipment, including ladder racks, ladders, snowplows or snowplow hitches, gas dispensers, attached toolboxes or containers, signs, commercial license plates, or markings of a commercial nature.
The phrase “inoperable vehicle” is defined as a vehicle that has rust covering 50% or more of its surface; a vehicle that is extensively damaged, including any of the following: a broken window or windshield or a missing tire, motor, or transmission; a vehicle that is incapable of movement under its own power; a vehicle with expired license plates.
Speed limits are to be obeyed by any vehicle entering the condominium property.
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No parking is allowed on any grassy area, near mailboxes, or within 10 feet from a fire hydrant.
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If visitor vehicles will be present on the street for over 24 consecutive hours, the Unit owner must contact the Area Manager, so the Association is aware.
DRIVEWAYS
The driveway may be extended to make It wider with written Board approval only. It may only be extended no further than the outside edge of the garage and not on the side towards the house. An addition to the driveway may only be made by replacing the entire driveway.
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Driveways and sidewalks need to be power washed when they become discolored.
ANIMALS
Each Unit is allowed no more than two (2) domestic pets. Domestic pets are defined as only cats, and dogs that are not designated by the State of Ohio as “Nuisance”, “ Dangerous”, or “Vicious”.
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When outside, all pets must be on a leash.
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Owners are required to clean up pet waste in common and limited common areas, as well as sidewalks, streets, and driveways.
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During mowing season, any chain or leash extending into a mowing area must be removed to prevent mowers from hitting them. Should any damage occur to contractor mower(s), the owner may be held responsible to reimburse for damages.
SIGNS
One “For Sale” sign is permitted inside a Unit’s front window, or outside within the 3’ area in front of the kitchen window. The sign must not exceed 2’ x 2’ and must be professional in character. One Real Estate “Open House” sign will be allowed in the common front yard area one day prior and the day of the Open House, and removed when the Open House has concluded. Placement of the Open House sign must not impede lawn mowing services.
Entrances are maintained by the Association and no types of signs are allowed at the entrances other than for the Association’s Garage Sales.
SKYLIGHTS AND SOLAR PANELS
Unit owners may have up to two (2) skylights, they must be round with a sight bubble, and installed on the rear roof only. Solar energy collections devices are prohibited unless installed on the rear of a Unit’s roof.
GARAGE SALES
Association-wide garage sales may be held once a year with the date determined by the Board. Unit owners are not permitted to have garage sales other than on the date set by the Board.
AUCTIONS/ESTATE SALES/TAG SALES
Estate Sales and Tag Sales are permitted with prior Board approval. The sale must be conducted inside the Unit with no items on the porches or driveway.
Auctions are prohibited.
ENFORCEMENT OF RULES AND REGULATIONS
A written notice of violation(s) of the above “Rules and Regulations” will be issued to the Unit owner by the Board.
If violation(s) are not corrected within thirty (30) days, the following steps will be taken:
A fine ranging from $25.00 to $100.00 per month will be assessed by the Board until violation(s) are corrected.
A onetime fine, as determined by the Board, and within Ohio Revised Code section 5311.081, for violation(s) that are unreasonable to request the Unit owner to remove.
ANTI HARASSMENT POLICY
The Association will not tolerate harassment of any Unit owner, occupant, employee, agent, Manager, contractor, or other party for any reason to the extent protected by Federal, State, or local laws including but not limited to abusive comments or conduct predicated upon race, color, creed, religion, ancestry, sexual orientation, national origin, citizenship, age, sex, disability, pregnancy, genetic information, military status,or veteran status. All harassment that adversely affects any other occupant's living conditions, including Board members' living conditions, is prohibited. All harassment that adversely affects and employee's working conditions is prohibited. Harassment can take many forms, including words, signs, jokes, pranks, intimidation, physical contact, violence, or inundating a person's telephone or email with excessive and unnecessary communications. The Association also prohibits threatening to cause physical harm or property damage to any Unit owner, occupant, employee, agent, contractor, or other party for any reason. The Association also prohibits causing harm to another individual or property. Aggressive or threatening actions and words are prohibited to be directed at any Unit owner, occupant, employee, agent, Manager, contractor, or other party for any reason.
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If a Unit owner, occupant, employee, or other person feels that they have been subjected to conduct that violates this policy, the person should immediately report the matter to the Board. This complaint will go straight to the Board. If a Board member is the person performing the prohibited harassment or being harassed, then contact a different Board member in writing that you feel comfortable reporting the harassment to. Once the matter has been reported it will be promptly investigated and any necessary corrective action will be taken where appropriate, including use of all enforcement mechanisms provided to the Association under the governing documents. All complaints of unlawful harassment will be handled in a discreet and confidential manner as is possible under the circumstances.
COMMUNICATIONS POLICY
Unit owners and occupants who do not serve on the Board are prohibited from communicating with, giving work instructions to, harassing, or otherwise interfering with any contractor hired by the Association whether the contractor is on condominium property or not. This requirement is not intended to reduce service. This requirement ensures that the contractor is performing the work according to the agreement executed by the Board and helps the Association maintain a good reputation with the trade’s community. Any Unit owner or occupant violating this policy will be assessed all damages incurred by the Association, including, but not limited to correcting work performed not in compliance with the agreement, retaining a new contractor, and the cost to have the contractor return to the condominium property.
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