As the holidays approach, Ghertner & Company-managed communities are celebrating together. Santa Claus visited Watermill HOA in Lebanon during their second annual holiday party. The community also collected donations for a toy and food drive. The local fire department came out and let the kids check out their fire trucks.
Happy Holidays to all the communities we manage!
As part of its Giving Back to the Community Initiative, Ghertner & Company donated $500 to Our Kids. For over 18 years, Ghertner & Company has supported this local Middle Tennessee nonprofit that provides medical evaluations and crisis counseling to children in 47 Middle Tennessee counties. In 35+ years of work, Our Kids has evaluated more than 31,000 children. To learn more and support Our Kids, visit www.ourkidscenter.com.
Ghertner & Company prides itself on the different ways we support Board members. Educating and supporting Board members in all aspects of community association management is key to our work. For 11 years, our vendor trade show has been a unique opportunity for us to introduce Board members to selected community vendors. This year, we had workshops focusing on the relationship between reserve studies, banking and HOA insurance, as well as a workshop on HOA compliance.
Thank you to the Board members, vendors, workshop panelists and associates who participated in this event.
Ivy Bend HOA in Clarksville hosted its first-ever chili cook-off in October. Around 55 neighbors enjoyed the event, which included a bounce house, football, ice cream, a lemonade stand, and games like cornhole and horseshoes. Board president Josh Bedingfield described the community as close-knit and said the Board hosts events like this to build on that comradery.
“From an HOA perspective, we really just enjoy doing things for the residents when we can,” Bedingfield said.
Halloween is around the corner, and for some homeowners, being a part of a community association can be more spooky than sweet. Both your community association Board and Ghertner & Company (as your association’s management company) want you to see the treats, not the tricks, of living in and supporting your community association. Today, we’re sharing some not-so-scary ways to support your community association.
Abide by the community rules
Living in a community association means following the rules outlined in the governing documents. These rules help protect property values, maintain the common areas and make your community a safe and enjoyable place to live. The governing documents also outline what maintenance responsibilities belong to the homeowner, and which are covered by the community association. Being clear on the rules and responsibilities that apply to you as a homeowner will improve your community association experience.
Be a good neighbor
We all know the golden rule—treat others the way you want to be treated. There’s no better place to follow that than your community association. Being respectful toward your neighbors and getting to know others in the community (through community events or other ways) can help create a community everyone wants to live in.
Volunteer for a spot on the Board of Directors
The Board of Directors for your community association is a group of volunteer homeowners elected to their positions for a specific term. The Board makes decisions for your community as outlined in the governing documents for that community, ranging from financial to maintenance and others. Being a part of the Board allows you to have direct involvement in your community's short- and long-term future. Elections for Board members typically take place during an annual meeting. If you’re interested in running for a Board position when it's available, contact your Community Association Manager.
Support community associations
Laws created by legislators without the knowledge of community associations can potentially harm communities. Homeowners can partner with their Boards and association management company to voice support or concern about local and federal laws that affect community associations. At the state and national level, the Community Association Institute (CAI) leads these kinds of efforts and occasionally asks Board members and homeowners to contact their legislators about key issues.
For more answers to your questions about how to support your community association, log in to your owner portal at portal.ghertner.com, email the Ghertner & Company Homeowner Service Center at email@ghertner.com, or contact your Community Association Manager directly.
On October 7, Ghertner & Company welcomed 130 people, including Board members, vendors and associates to Old Hickory Golf Club for our first annual golf classic. Different vendors sponsored the event and provided fun swag and activities at certain holes on the golf course. Our Board members and vendors are essential to our service, and we wanted to use this event to thank them for their commitment to community associations.
Our event sponsors included Land Corps Landscaping, Accuworks, Bouvier Insurance, Commercial Restoration Company, Kaman & Cusimano, LLC, Landscape Workshop, Landscape Services, Inc., Music City Roofers, National Roof Company, Northwest Exterminating, Robins Insurance Agency, Rolling Suds, Roof Doctors, Rose Paving, LLC, Russell Landscaping and True North Developers.
Thank you to all the players and vendors who participated and the associates who helped organize this event.
The governing documents for a community association outline the roles of the Board, the responsibilities of homeowners and more to help the association run smoothly. Each document has a specific purpose, and when it comes to the day-to-day activities of your community association, the Board and your association management company look to the documents to guide decisions.
State Laws
Almost every state has statutes governing condominiums and homeowner associations. In addition, most associations are subject to the state corporations’ code. Association governing documents are almost always trumped by state law. But, when association documents conflict among themselves, the declaration or proprietary lease carries the greatest weight, followed by the bylaws and then the rules and regulations.
Bylaws
Bylaws address association operations, such as procedures for meetings and elections, and specify the general duties of the Board.
Declarations and Covenants, Conditions and Restrictions
Declarations (also known as master deeds) create planned communities. These contain restrictions that regulate residents’ behavior, define owners' rights and obligations, and establish the association’s responsibilities.
Resolutions—Rules and Regulations
Board members adopt rules and regulations. Rules and regulations are recorded as board resolutions. Resolutions must be consistent with the declaration or proprietary lease, the bylaws and state law.
As the crisp fall air replaces the warmth of summer, it's time to prepare your home for the cooler months ahead. Taking a few proactive steps ensures your home is cozy, energy-efficient, and protected from the elements. In addition, take the time to prepare your lawn and landscaping for colder weather to ensure a beautiful home inside and out.
Update your window treatments. Summer’s light window blinds and sheer curtain panels won’t keep the frigid air from creeping in on a cold night. Consider switching to a denser curtain fabric for the winter months to keep your home feeling cozy and your heating bills low.
Schedule appliance check-ups. A licensed professional should check your HVAC system, air ducts and water heater to ensure all elements are in good shape for the change in weather—especially if any appliances worked overtime during summer months. Fall is also a good time to change the filter in your HVAC system.
Prepare your lawn and landscaping for cooler weather. Spruce up your lawn and landscaping by removing dead plants, weeds and debris to prevent disease and pests. Apply mulch around your plants to insulate roots and retain moisture. Aeration and over-seeding your lawn get nutrients to the grass’s roots and improve the look of your lawn.
Don’t forget the attic. Check for leaks in the roof, possible cracks in attic windows and insufficient insulation. With the help of a licensed professional or advice from your local home improvement store staff, you can shield your attic from harsh weather.
Replace weather stripping. Doors and windows need extra help holding heat inside your home. Inspect all door and window perimeters for cracks or tears in your current weather stripping. You can also add a second layer of protection with temporary weather stripping applied over your existing seals.
Deep clean and declutter. Thoroughly clean your home’s nooks and crannies inside and out. Ensure electrical cords, outlets, and air vents are dust and clutter-free; tidy up garages and storage areas; and clear any debris from your home’s exterior, especially around vents and drains. In addition, change the batteries in your smoke detector if you’ve not yet done that this year.
The number one way homeowners can protect their property values and ownership interest in their homeowners association (HOA) assets is by hiring a community association management company. A knowledgeable, experienced community association management company working for the best interests of your community makes all the difference for your HOA. Community association managers provide more than just property management to your HOA. They provide knowledge and experience to your HOA Board and have several other vital roles in your HOA.
Community association managers are trusted advisors for the Board. Board members are volunteers who own a home in their community and have various skills and experience. A good community association manager will help the Board grow in its knowledge of HOA-specific needs and best practices and offer guidance in decision-making. Remember that community association managers do not make decisions for the HOA; homeowners elect the Board of Directors to do that.
Community association managers help the Board enforce governing documents. One of the day-to-day responsibilities of many community association managers is to help the Board of Directors ensure homeowners abide by the community rules outlined in the HOA’s governing documents. This could be the Bylaws, Covenants, Conditions, and Restrictions (CCRs) or the Board's established rules and regulations. Managers visit communities to view the condition of common areas and individual homes. Then, they take the necessary steps to resolve any issues the HOA is responsible for or inform homeowners of things they aren’t currently complying with.
Community association managers distribute HOA communications. This can include meeting notices, the annual budget, monthly financials and other community news and updates. Regular communication with homeowners and the Board is the cornerstone of a manager's daily tasks.
Community association managers collaborate with HOA vendors, like landscapers or pool management companies. It takes a village to ensure an HOA runs smoothly, and one key thing managers help the Board with is hiring community vendors. At the Board’s direction, community association managers obtain vendor bids so the Board can decide who to hire for the community. The manager then helps oversee the vendors' work and reports the work status to the Board.
Communication association managers stay current on industry best practices and laws applicable to HOAs. The community association industry is constantly evolving. Community association managers must invest in ongoing education. Ghertner & Company assists managers with this through regular in-house training, requiring continuing education for certifications and partnering with the Community Associations Institute for networking and learning opportunities.
Community association managers are champions for community association success. They want Boards to lead their communities well, now and into the future. To contact your community association manager, log into your owner portal at www.ghertner.com/owner, email email@ghertner.com, or call our Homeowner Service Center at 615-277-0358.
Since 1980, Whitehall has been a staple in Nashville. It’s a small community nestled off West End Avenue, and its unique character attracts owners from near and far.
One of those owners is Nancy Peterson-Hearn, a Nashville native who, after 41 years of living here, calls her Whitehall home her piece of “heaven on earth.”
Despite the changes and the growth Nashville has faced, Peterson-Hearn still enjoys living here.
“I was born here, and I’m still here,” she said. “It’s the best place in the world, I think, to grow up and to continue to live.”
Peterson-Hearn has lived in Whitehall since April 1983 and is the only original unit owner remaining in the community. She has also served several stints on the homeowners association (HOA) Board and is a current Board member.
“When you love where you live, you want to make sure things are done right, and being a businesswoman, I wanted to have a part and a say,” Peterson-Hearn said.
Being one of the first owners in Whitehall, Peterson-Hearn not only takes great pride in maintaining community standards so that Whitehall retains its charm, but she also has the unique perspective of living there since Ghertner & Company began managing the HOA in the fall of 1991.
Ghertner & Company founder Frank Ghertner was the first Community Association Manager, followed by his son, Scott Ghertner, who is now the company president.
Frank’s honesty and integrity, Peterson-Hearn said, is what set Ghertner & Company apart in the community.
“He was a gentleman,” Peterson-Hearn said. “And what he said, he did.”
The current Whitehall Community Association Manager, Dr. Angela Stone, appreciates the Board and community’s commitment to keeping the community as close as possible to its original look and feel.
“Everything that was magical about it when it was built, the standards are still kept up,” Stone said. “They’re very meticulous in making sure that even the slightest design changes don’t alter the original meaning of the property.”
Outside of her love for Whitehall, Peterson-Hearn also boasts a long professional career and has spent many years giving back to the Nashville community she loves.
After her husband John L. Peterson's death in 1979, she took over Peterson Tool Company, which her husband started in 1958.
It was a challenging transition, but Peterson-Hearn credits her success to the skills she developed as a housewife and mom to six children.
“If you run a household, you’re running a business,” she said. “There’s so many things that you learn, and you can’t spend more than you’ve got coming in.” Peterson Tool Company merged with GWS Tool Group in 2022.
Peterson-Hearn’s non-profit fundraising efforts have benefited several organizations, including Cheekwood, Saint Cecilia Academy and the Centennial Park Conservancy.
As a Board Emeritus member of the Conservancy, Peterson-Hearn has helped fundraise for the Capital Campaign, revitalization and maintenance efforts and to fund programs like Kidsville and Musicians Corner, Nashville's only free music venue.
“I love that space,” she said of Centennial Park. “We’re losing our green space in Nashville. It’s all glass and rocks and buildings and pavements and streets, and it’s sad.”
Despite Nashville's changing landscape, Whitehall HOA remains a haven for residents who cherish its character; with Peterson-Hearn's continued dedication and the Board's commitment to preserving its charm, Whitehall is poised to continue offering its unique brand of community for years to come.
As part of its Giving Back to the Community Initiative, Ghertner & Company is proud to support High Hopes Development Center in Franklin. Celebrating 40 years of serving children and their families across Tennessee, the center’s mission is to equip children, youth, and their families with the skills necessary to achieve success through education, therapeutic services, and loving support.
High Hopes is home to a preschool and therapy clinic that served around 1,000 children and their families from 18 Middle Tennessee counties in 2023. Sullivan Farms HOA Board member (managed by Ghertner & Company) Consuelo Hawkins is the HR Coordinator at High Hopes.
“Donations from companies like Ghertner & Company play a crucial role in supporting the programming costs of High Hopes,” Hawkins said. “As a nonprofit organization, we rely on fundraising to offset the costs of tuition and curriculum resources in our inclusive preschool. Additionally, funds raised for our pediatric therapy clinic are essential for purchasing the necessary equipment.”
For more information about the High Hopes Development Center, including opportunities to volunteer and donate, please visit https://www.highhopesforkids.org/.
Cool Springs East HOA, a community in Franklin, opened a basketball court in April as part of its amenities center. Board members worked together to plan and execute the project, with assistance from Community Association Manager Jennnifer Williams. Residents are using the court regularly and enjoying this new addition to their community. The Board worked with local vendor Goat Turf to help install the court. The Board met Goat Turf at Ghertner & Company’s Vendor Trade Show last fall.
Homeowners see their HOA Board of Directors as community leaders. Board members may not realize how closely residents watch their actions, but effective leadership is essential for the HOA's long-term health. What makes an effective HOA Board? Ghertner & Company believes open communication, strategic planning, financial decision making, productive meetings and community building make a Board effective.
Open Communication
Communication is the key to a successful HOA Board. Board members should regularly share ideas via email and in Board meetings and communicate effectively with the HOA’s property manager, other vendors, and homeowners. Keeping homeowners informed on what is happening in the HOA and the decisions the Board makes allows homeowners to be more involved in the community.
Strategic Planning
Being mindful of the HOA's long-term goals and needs is just as important to an HOA Board as its short-term and urgent goals. Boards must learn to balance these issues to benefit the HOA, even after current Board terms end and new Board members are elected. Regular reserve studies are one way HOA Boards can provide long-term strategic planning for their community.
Financial Decision Making
The Board must be interested in HOA financials, past, present and future, to protect the HOA and individual property values. Board members must uphold their fiduciary duty to the HOA when selecting community vendors, setting HOA dues, determining the need for special assessments and creating annual budgets.
Productive Meetings
Holding regular Board meetings to discuss HOA needs and plans helps move the HOA forward in its goals. Creating timely meeting minutes for homeowners to review also creates transparency in the Board’s decisions and allows homeowners to participate in what is happening in their HOA. In addition, regular meetings of the entire HOA allow homeowners to ask questions and participate in HOA business.
Community Building
As HOA leaders, the Board sets the standard for building community in the neighborhood. From regular community events to utilizing a welcome committee to make new neighbors feel noticed, the Board can make their HOA a place where homeowners feel truly at home.
For more Board member resources, including free board training, to make your community and Board their best, please contact your Community Association Manager. Ghertner & Company is ready to partner with you to ensure the long-term success of your HOA.
Ghertner & Company hosted its first annual Vendor Palooza to establish business partnerships with new vendors. This allowed community association managers to meet with new HOA vendors offering various services, including landscaping, security, life safety, seal coating, and more. Over 10 vendors attended, and several sponsored a lunch for associates. The exposure to new vendors allows community association managers to offer options for different service providers to the HOA Boards they serve.
The Nashville Anti-Human Trafficking (NAHT) Coalition is a local nonprofit organization that offers freedom from the cycles of addiction and abuse through rescue, counseling, hands-on compassion, resources and faith. As highly specialized addiction intervention specialists, the NAHT team builds trust that allows women to be connected to proper rehabilitation clinics and begin the journey toward a life of freedom.
To support the impact NAHT Coalition has in Middle Tennessee, Ghertner & Company donated $500 to the organization. Find out more about this organization at https://www.nahtcoalition.org.
West End Station in Nashville recently collaborated with the Nashville Tree Foundation to plant over 30 trees throughout the community. The HOA was affected by last winter’s inclement weather, impacting their landscaping and trees. In exchange for donating to the Nashville Tree Foundation, the foundation provided trees to the HOA and worked with neighbors to plant the new trees.
For more information about how the Nashville Tree Foundation can help your community, visit https://www.nashvilletreefoundation.org/.
Several Ghertner & Company associates participated in the Community Associations Institute (CAI) Tennessee chapter’s Advocacy Day at the state capitol in Nashville. Associates and other CAI members spoke with state legislators about several bills being considered that impact HOAs. They also educated them on how HOAs function and self-govern themselves according to the governing documents of each community. Associates met with legislators in all districts Ghertner & Company manages HOAs and several others.
For more information on CAI’s Tennessee Legislative Action Committee and the work it does to advocate for HOAs, please visit https://www.caionline.org/Advocacy/LAC/TN/Pages/Tennessee-LAC-Roster.aspx.
A new-build home comes with many perks, including the chance to be the first person to live in your home. But what about what is happening outside of your home as the community grows and new homes are built? Who oversees that before homeowners are elected to a Board of Directors for the homeowners association (HOA)?
The Roles of Your Developer and Property Management Company
A community developer can hire a property management company (like Ghertner & Company) to help manage the day-to-day business of the HOA and work at the direction of the HOA Board. The developer serves as the Board until all homes in the community are built and a turnover meeting transitions control of the HOA to the homeowners. Ghertner & Company's goal is to create a long-term relationship with the association's homeowners and help create and operate a healthy community association long after the developer control period ends.
While homes are being built in the community, Ghertner & Company works with your developer to welcome homeowners into the HOA. We will work together to distribute information on HOA dues, payment information and instructions on obtaining items like mailbox or amenity keys. In addition, Ghertner & Company serves as the custodian of the association's books and records. Once a homeowner Board is elected, we assist in developing long-term plans and goals for the HOA. This ensures that an HOA's early due diligence translates into future continued success and financial stability for the owners.
When Do Homeowners Take Control of Their HOA?
The transition from developer to the homeowners occurs at a special meeting held for the purpose of electing homeowners to serve on the Board of Directors. Once the owners are in control, the real work begins! The only thing that ends at that meeting is the developer's control over the functioning of the association, not their responsibility to it.
The New Board’s Key Role in the Foundation of Your HOA
The newly elected Board members now have a huge responsibility. They must ensure that (1) the developer provides the association with all pertinent information, (2) the association reviews that information and questions the developer on any vague or ambiguous issues and (3) the Board develops a strategic plan to go forward from that point.
The purpose of the Board of Directors is to:
Exercise financial responsibility for the community: The Board determines a budget and establishes HOA fees for the community.
Enforce the governing documents: The Bylaws and Covenants of a community outline the rules all homeowners agree to abide by. The Board also can create rules and regulations to detail these expectations further. Remember, the rules are in place to protect property values, not to inhibit an owner's enjoyment of their home or community.
Create community among neighbors: The biggest benefit of HOA living is the community! As HOA leaders, the Board sets the tone for the community in your neighborhood. Many HOAs have social committees that host regular community events for neighbors of all ages. Volunteer to join your social committee or volunteer at a community event to get to know your neighbors.
Partner with vendors for the upkeep of common areas: The Board is responsible for hiring vendors to help with the maintenance of common areas in the community like a pool, clubhouse, entrance or other HOA needs. Ghertner & Company helps obtain vendor bids and ensure these vendors do the work they’re hired to do.
Manage risk for the HOA: Not only does the Board have to think about short-term decisions for the community, but they also must plan for long-term needs. Things like a reserve study to assess the longevity of common areas, having sufficient insurance for the HOA and making sustainable choices can help the HOA be protected from future risk.
Throughout the development process for a new-build community, Ghertner & Company provides community association management excellence for the developer, homeowners and homeowner-elected Board. We partner with you for the long-term success of your HOA, and it’s our goal to see your community thrive for many years to come.
The Carronbridge HOA Board of Directors recently updated their HOA playground to be more suitable for all age groups instead of just young children. The Board worked with a homeowner committee to determine which equipment would provide the association with the best experience for their small space. The committee and Board ensured the equipment was safe and had a prolonged useful life to ensure it would grow with the community and the owners’ children and grandchildren.
The Carronbridge HOA completed the project with Happy Backyards in Franklin, TN. It includes one large piece of playground equipment and two new benches to ensure the parents and children have a resting place while utilizing this association amenity.
Financial success and security for homeowners associations can be attributed to several factors. One crucial key is a regular reserve study of the HOA's common elements—things like buildings, roofs, pools or landscaping. It dives deep into expected lifespans, repair costs, and potential replacement expenses for each element. Like a good crystal ball, this analysis helps the HOA predict future financial needs and plan accordingly.
Picture this: your pool's filtration system suddenly goes out. Without a proper reserve fund, the HOA faces several unpleasant options: a special assessment, raising HOA fees or letting the pool become a murky swamp. A reserve study helps avoid these situations by creating a budget roadmap for essential upkeep and replacements. It ensures the HOA has sufficient funds to tackle future challenges without burdening residents.
Beyond the financial benefits, reserve studies provide stability for the community. Residents gain peace of mind knowing their community is financially prepared for unforeseen circumstances. Moreover, the study identifies areas requiring attention, allowing the HOA to maintain common areas and optimize their functionality and safety proactively. This translates to a higher quality of life for everyone, as amenities remain well-functioning and enjoyable.
Reserve studies are essential for responsible HOA management. Regular studies, ideally every three to five years, keep the financial forecast updated and ensure the HOA remains financially resilient. Investing in these studies might seem like an expense, but it's truly an investment in the future of your community, safeguarding its financial stability and enhancing everyone's living experience.
HOA Board members who are interested in having a reserve study done for their community can contact their Ghertner & Company Community Association Manager to get started.
