Frequently Asked Questions

Orchard Hill is a deed restricted community. What does this mean?

Upon the purchase of your home in Orchard Hill, you agreed to the covenants (rules) of the community which is managed and enforced by the homeowners association. These covenants restrict or limit some of the activities that take place on your property and the common areas within the community. Deed restrictions are put in place to maintain the appearance of the neighborhood and protect your property values.

What is a homeowners association (HOA)?

A HOA is an organization that maintains the upkeep of a neighborhoods common areas and establishes standards of acceptable behavior for a community. This includes ensuring that the HOA covenants are being followed and rules are upheld for the properties within the community. The ultimate goal of an HOA is to protect or improve property values and protect homeowners rights to quiet enjoyment of their property.

Who makes up the HOA board?

The HOA board members are property owners within the community. Board members are either elected or appointed. Please see the HOA board page for the current listing of board members.

What is an HOA Board Meeting?

An HOA meeting is a gathering of to conduct business, evaluate projects, voice opinions and concerns, make decisions, and more. 
There are 3 main types of board meetings:
1. Regular Board Meetings: Homeowners are encouraged to participate in these meetings. They can share their thoughts during the 15-minute public comment period at the start of the meeting.
2. Executive Session Meetings: These meetings are not open to the homeowners. During executive session meetings the board discusses legal matters, employment issues, and contract negotiations.
3. Annual Homeowners’ Meeting: These meetings are perhaps the most important HOA meeting. The annual meetings occur once a year. Board members, and residents should attend. The purpose of an annual meeting is to discuss large-scale issues and educate residents. An annual meeting includes:
*Presentation of the annual budget
* Election of new board members
* Hear committee reports
* Announce upcoming projects
* Address issues
* Celebrate accomplishments
IMPORTANT NOTE: Sometimes a RECONVENED Annual Meeting needs to be scheduled. A reconvened annual meeting is a follow-up meeting that takes place when the original annual meeting did not achieve a quorum, meaning there were not enough members present to address the agenda items that were scheduled for the original meeting. e.g. Voting on the annual budget.

How do I get involved with the HOA?

We LOVE volunteers! If you are interested in joining the board or would like to be part of a committee simply complete the Contact Us Form.

What do my HOA dues fund?

HOA dues go towards maintaining the common areas, ponds, street lighting, and also covers the cost of certain social amenities/events held each year as the budget allows.

What happens if I don’t pay my dues?

The HOA will send out a notice of violation. If dues are not paid on time, the HOA reserves the right to put a lien or judgement against your property and will include interest and late fees.

What is an HOA covenant?

Covenants are rules for property owners living within the community. Covenants cover things like dues obligations, insurance requirements, maintenance responsibilities, dispute resolution, covenant enforcement, and property use restrictions, etc.

What do I do if I receive a covenant violation from the HOA?

If you receive a violation notice from the HOA, please rectify the violation immediately. If you need clarification, an extension, or would like to work with one of the HOA committees, please submit an email and we will be in touch to ensure that your questions/concerns are forwarded to the correct committee, board member, or entity to help you reach a resolution.

What are bylaws?

Bylaws are a set of rules or guidelines regarding the operation of the board. They include voting rights, meeting notices, and other areas involved with the overall operation of the HOA.

What does “common area” mean?

A common area is an area of improved real property that is intended to be shared by the members of the community. Examples of “common” areas within our community are the front entrances and the circle.

Who do I contact if I have a problem with a neighbor?

First try to speak with your neighbor to mutually find a resolution to your problem.

If there is a code violation or issue, contact the City of Milford, Code Enforcement 302-422-6616 ext. 178. or go to the City of Milford’s See, Click, Fix page to submit your concern

If the problem is an emergency or a police issue such as vandalism or theft, contact the Milford Police department 302-422-8081 or call 911.

What do I do if I see something criminal or suspicious happening in the neighborhood?

It is very important that we all remain vigilant and keep our community safe. If you see something or someone in the neighborhood that looks suspicious, please call and make a report to the Milford police. Milford Police department 302-422-8081 or 911.

Who mows the grass?

Homeowners are responsible for keeping their yards cut and maintained. The City of Milford will step in and cut grass/weeds longer than 6″ high at the rate of $100+ an hour, as this is a violation to city code.

Who do I contact if I have a question or concern?

All questions and concerns should be sent to the HOA. Contact Us here. If the question does not involve the HOA, you will be referred to the best entity to help answer your question.

What is a Reconvened Annual Meeting of the HOA?

A reconvened annual meeting of the Homeowners Association (HOA) is a follow-up meeting that takes place when the original annual meeting did not achieve a quorum, meaning there were not enough members present to address the agenda items that were scheduled for the original meeting. e.g. Voting on the annual budget.

All About Proxies

What is a Proxy?

A proxy is necessary when a member cannot attend the Annual Meeting in person but still wants to participate in the decision-making process. This allows one homeowner to designate another homeowner to act on their behalf at a meeting.

Using proxies can help ensure that all members have a voice in HOA matters, even if they cannot attend meetings in person.

Key Points of a Proxy:

• Documentation:
  • Proxy designation forms are required to be submitted in writing prior to the meeting and must be signed by the homeowner designating the proxy.
• Notification:
  • It’s important for members to check deadlines and conditions for submitting the required forms.
• Attendance:
  • The proxy holder must attend the meeting for the designation to be valid and counted toward the quorum.
• Authority:
  • A proxy allows the designated person (the proxy holder) to attend the meeting and vote on behalf of the member who is unable to attend.

All About Quorums

What is a Quorum?

A quorum refers to the minimum number of members of the Homeowners Association (HOA) who must be present, in person or by proxy, at a meeting to legally conduct business or make decisions.

Why a Quorum is Important

If the required number of members does not attend a meeting, it may need to be rescheduled or postponed until enough members can participate, ensuring legally valid decision-making.