Living in a community association is an increasingly popular choice for many people in Ohio and Northern Kentucky, and it is easy to see why. A thoughtfully managed association can help residents feel a stronger sense of ownership, connection, and pride in their neighborhood, while also providing structure and support behind the scenes.
Homeowners benefit from shared common spaces, amenities, and consistent standards that help keep the community looking its best. Landscaped entries, green spaces, and recreation areas are cared for on behalf of everyone, and the association often creates opportunities for neighbors to meet through social events, committees, and community projects.
Engaged and involved homeowners are the key to helping a community association reach its full potential. We provide tools and resources that make it easier for owners to understand how their association works, stay informed, and connect with both the board and their neighbors. At Eclipse, we are here to support homeowners at every step, so that community living is a positive and rewarding experience.
Each month, we publish financial reports that are accessible to all owners via the Eclipse Owner Portal. These reports include the balance sheet that shows the cash assets held by the association. It also includes the budget comparison report, which shows all expenses by category along with the annual budget amount by category.
The owner portal also includes copies of all governing documents and any rules, regulations, or resolutions adopted by the association.
Every community association in Ohio and Northern Kentucky shares three defining features. Membership is mandatory and automatic for every owner. A set of recorded documents binds every owner to the association’s rules. And every owner pays assessments that fund the association’s work. In Ohio, planned communities are governed by Chapter 5312 of the Ohio Revised Code and condominiums by Chapter 5311. In Kentucky, condominiums are governed by the Kentucky Condominium Act in Chapter 381 of the Kentucky Revised Statutes, and planned communities by their recorded documents and Kentucky’s nonprofit corporation law. Each association has its own Articles of Incorporation, a Declaration of covenants and conditions, Bylaws or a Code of Regulations, and rules adopted by the board. Together these define your rights and responsibilities as an owner, and they are posted in the Owner Portal for your community.
Each year the board adopts a budget for the coming year’s common expenses, and your regular assessment is your share of it. A portion goes to the reserve fund, which pays for the long-term repair or replacement of common property such as roofs, roads, ponds and pools. A special assessment is a one-time charge for an expense the operating and reserve funds cannot cover. Enforcement assessments are charges the board may impose for violations of the governing documents. When a payment is late, Ohio law sets the order in which it is applied: interest first, then late fees, then collection costs, then the assessment itself.
Every notice Eclipse sends follows this process and includes everything Ohio Revised Code 5312.11 or 5311.081 requires.
Annual Meeting. A meeting of all owners called by the Board in accordance with the Governing Documents, at which management and financial reports are presented and the owners elect Board members for the coming year.
Assessment. Any money the Association requires an Owner to pay to the Association to fund the responsibilities set forth in the governing documents.
Board. Oversees all aspects of the Association on behalf of the other Owners, upholding order and managing the common property and finances of the Association.
Bylaws or Code of Regulations. Contains provisions concerning Association operations such as meetings, procedures for electing the Board members and officers, and general duties of the Board.
Common Element. Portion of the physical property owned collectively by all the members of the Association.
Declaration. Contains the Covenants, Conditions and Restrictions that bind all owners to the Association and describe both the Association and owners’ rights and responsibilities.
Governing Documents. Collectively the documents that control the ownership and use of the property and the Association, including the Declaration of Covenants, Bylaws, Rules and Regulations, and Articles of Incorporation.
Lien. A right to keep a legal interest in property belonging to another person until a debt owed by that person is paid.
Limited Common Element. Portion of the physical property owned collectively by all members of an Association, but the use of which is restricted to one or only some members, such as decks, parking spaces or garages.
Proxy. Written designation by an Association member giving their vote to another person.
Quorum. The minimum number of members required to meet together to take formal action.
Reserve Fund. Money saved to pay for long-term repair or replacement of the capital elements of an Association’s common property, collected as part of the Owner’s normal assessment.
Here is a collection of questions that we commonly receive from homeowners. Have a question that isn’t addressed here? Feel free to contact us and someone from our team will be happy to assist you!
Eclipse Community Management began in 2017 as a locally owned association management firm in Southwest Ohio, created to give HOA and condo boards a more transparent, responsive, and professional partner. Over the years, Eclipse has grown from a small startup into an accredited, full-service community association management company serving communities throughout the Dayton, Cincinnati, Columbus and Northern Kentucky areas.
The purpose of Eclipse is simple: to help boards protect property values, promote harmony among neighbors, and strengthen their communities. We do that by pairing local expertise with modern technology, delivering clear financial reporting, strong board support, responsive homeowner communication, and fair, well-managed vendor relationships guided by national AAMC® standards.
Every day, Eclipse exists to make community living easier, more transparent, and more enjoyable for the boards and homeowners we serve.
Eclipse is different from many traditional management companies because we focus specifically on community associations and back that focus with senior level expertise, strong financial discipline, and a very hands on approach. We are not a rental or real estate company that also handles HOAs on the side. Our managers are supported by an executive team with decades of association experience and advanced credentials, and we put a heavy emphasis on careful financial oversight, catching billing errors, reviewing contracts, and looking for ways to protect and stretch association dollars. We plan ahead instead of just reacting, helping boards with policies, reserve planning, vendor management, and risk awareness so that issues are addressed before they become crises.
At the same time, Eclipse pairs modern technology with very personal, accessible service. Our Vantaca based owner portal makes it easy for owners to pay, submit requests, and stay informed, while our team focuses on clear communication and practical problem solving for boards and homeowners. We are rooted in southwest Ohio, so we know the local market, vendors, and jurisdictions, and we see each community as a long term partner rather than an account number. Whether a community needs full service management, help for a self managed board, guidance for a new development, or even expert support in a complex legal matter, we offer flexible ways to engage and a genuine commitment to helping each association reach its full potential.
We exclusively represent HOA, condominium, and planned community associations across Ohio.
Boards can rely on Eclipse for:
Transparent financial management and budgeting
Board meeting support and facilitation
Vendor bidding, coordination, and oversight
Compliance guidance with Ohio laws and governing documents
Community communications and homeowner engagement
Yes. Your community manager will attend scheduled board meetings, provide detailed updates, and ensure follow-up on action items.
We provide clear monthly financials, support annual budget planning, and monitor reserve funding. Eclipse has helped communities recover significant funds by identifying billing and accounting errors overlooked under prior management.
Homeowners can reach us by phone, email, or through our secure Eclipse Owner Portal that is available 24/7 for payments, requests, and documents. Contact info is listed at the bottom of this page.
Homeowners can view all convenient payment options here on our website at https://eclipsecommunities.com/resources/payment-info/. We strive to make the payment process as easy and convenient as possible, no matter what manner you prefer to use to make your payments.
Homeowners may submit a request through the Eclipse Owner Portal or call our office. Every request is tracked, and updates are provided as it’s resolved.
Governing documents, meeting minutes, budgets, and other records are posted in the Eclipse Owner Portal for easy homeowner access.
Most communities transition within 30 to 60 days of signing an agreement, depending on the complexity of the association.
Directors are elected at the annual meeting. Nominations are taken ahead of the meeting, and terms are set by your governing documents.
Yes. Monthly financial statements are posted in the Owner Portal.
The after-hours assistant answers routine questions and logs requests, and the emergency line reaches on-call staff.
