A Complete Guide to Kentucky HOA Laws and Regulations

Whether you sit on an association board or own a home in a Kentucky association, you must know the legal landscape behind your HOA.

Unlike other states, Kentucky's HOA laws are less consolidated, making them worth understanding before a problem comes up. Before you log into your association portal and dig through documents, let’s cover the key statutes, homeowner rights, and compliance basics for boards and residents alike.

Note: This article is for general educational purposes only. It is not legal advice. For questions about your specific community or situation, consult a licensed Kentucky attorney with experience in community association law.

Overview of HOA Laws in Kentucky

Kentucky does not have a single, all-in-one HOA statute. Unlike states with a comprehensive single HOA statute, such as Florida, Arizona, and California, Kentucky's HOA framework is split across two statutes and general nonprofit and contract law.

That structure puts more weight on your community's governing documents. In Kentucky, your CC&Rs, bylaws, and declaration carry even more weight than they do in other states. 

Key Statutes Governing HOAs

Several laws apply depending on what type of community you live in and when it was formed.

The Kentucky Nonprofit Corporation Act (KRS 273.161 to 273.390) 

This governs most HOAs in the state. Because most Kentucky homeowner associations are organized as nonprofit corporations, this act controls their corporate structure, general management, and procedure.

The Kentucky Horizontal Property Law (KRS 381.805 to 381.910) 

This law applies to regimes created before January 1, 2011. It provides a legal framework for formation, common expenses, liens, insurance, and association administration.

The Kentucky Condominium Act (KRS 381.9101 to 381.9207) 

This act controls condominium creation, authority, administration, and operation. It applies to condominium developments established after January 1, 2011.

The Kentucky Planned Community Act

Signed into law in 2023 as SB 120 and codified at KRS 381.785 through 381.801, it created Kentucky's first statutory framework for planned community HOAs. Before this law, Kentucky HOAs relied entirely on their CC&Rs and the Nonprofit Corporation Act. 

The 2023 Act covers: 

  • Budgets

  • Records access

  • Assessments

  • Liens

  • Open board meetings

It applies to planned communities formed after June 29, 2023.

Federal law applies across the board. Kentucky HOAs must comply with both the Federal Fair Housing Act and the Kentucky Fair Housing Act, which protect individuals from discrimination based on race, color, religion, sex, familial status, and national origin.

HOA Powers and Responsibilities in Kentucky

Kentucky HOAs can:

  • Regulate common spaces

  • Enforce CC&Rs

  • Collect dues

  • Place liens on property

Boards must adopt a budget each year. That budget may include funding for reserves to cover maintenance and repair of capital items. An annual financial report is also required, with reporting requirements that scale based on annual revenue.

Board members must act in the association's interest rather than their personal interest, making informed decisions, and following the governing documents. These fiduciary duties are serious and apply whether a board member is a seasoned veteran or a first-year volunteer. If a board is unsure of its members’ duties, a property management team like Ghertner & Company can help explain fiduciary responsibilities.

Rules on Assessments and Fees

HOA assessments in Kentucky are primarily governed by the CC&Rs, not state statute. This means that it’s the HOA’s governing documents that set the charging limits, late fees, interest, and collection costs for each association.

Keep in mind that in Kentucky, assessment obligations run with the land. This means new buyers inherit unpaid balances from prior owners in most cases. This means that a home’s history is worth checking before closing on any HOA property.

If an account becomes delinquent, the association may place a lien on the property to recoup unpaid funds. In extreme cases, they may foreclose on a unit despite on-time mortgage payments. 

Enforcement of HOA Rules

Kentucky HOAs generally have broad authority to enforce covenants when they are properly adopted and not in conflict with state or federal law. That authority does have limits, though.

Under the 2023 Planned Community Act, the HOA must provide written notice identifying the specific violation and the CC&R or rule provision allegedly violated. A vague letter or verbal warning does not satisfy proper notice. Homeowners must also be given a reasonable opportunity to correct the violation before any fine is imposed.

Homeowners in Kentucky can challenge HOA rules based on their reasonableness, consistency with state and federal laws, and adherence to governing documents. 

Homeowner Rights in Kentucky HOAs

Homeowners have meaningful protections, particularly under the 2023 Planned Community Act. Key rights include:

  • Access to financial records

  • Notice before enforcement action

  • The ability to attend board meetings

Victims of housing discrimination can file a complaint with the Kentucky Commission of Human Rights or HUD within one year from the date of the discriminatory act. They may also file a private lawsuit in state or federal court.

Meetings, Voting, and Transparency Requirements

Most bylaws require at least one annual meeting with proper notice to all members. Quorum and voting procedures are set by the bylaws. Deviating from those procedures can make board decisions legally voidable.

Oversight is light in Kentucky, but this only makes the procedures matter more. When decisions are made, the right process is just as important as reaching the right outcome.

Boards must also remain transparent. This means they must:

They must also be available for member inspection, subject to the bylaws.

When to Consult a Legal Professional

Some situations are too fact-specific for a general guide. Get legal counsel when your community is facing a dispute that may end up in court, when you're amending governing documents, when a homeowner files a discrimination complaint, or when you're dealing with delinquent assessments and possible foreclosure.

Because of the wide variance in state laws and possible conflicts between governing documents and statutes, attorneys must often apply rules of interpretation. It is strongly recommended that boards and members seek legal counsel, especially from firms with experience in community association law.

At Ghertner & Company, our property management team has access to excellent legal counsel. We’ve worked with associations in legal binds for decades and are ready to help yours when the need arises.

Tips for Staying Compliant

In order to stay compliant with HOA laws and regulations, you must know what laws apply to your association. Get with your fellow board members and truly learn the statutes that govern your HOA.

Ignorance only leads to noncompliance, so reading your governing documents from front to back is your first step towards excellent defense. 

Then there is the financial aspect of compliance. You must keep your finances organized, current, and easily accessible. 

In Kentucky, the board and homeowners carry most of the responsibility in the community. That’s a lot of responsibility with no state HOA ombudsman. But with the help of an HOA team like Ghertner on your side, that burden is manageable.

Keep Your Kentucky HOA in Compliance With Ghertner & Company

Ghertner & Company brings decades of HOA management experience and professional standards to communities across Kentucky, Middle Tennessee, and beyond. We help boards operate with confidence and integrity, and have done so since 1968.

If you have questions about HOA compliance or management in your community, our property management team is ready to help.

Contact us today for professional HOA guidance that will keep your association a beacon of the community for years to come.

Click below to log in to your HOA owner portal, view community information and governing documents, or submit a request.

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National Do Something Good For Your Neighbor Day

Some holidays ask you to buy something. While everyone loves a great gift, what gift is better than just being there for the people who live around you?

If doing something nice for your neighbors sounds like a great idea, you can celebrate National Do Something Good For Your Neighbor Day on May 16 every year. At Ghertner & Company, we think this holiday is great as a whole, but it goes even further when an association community is involved. 

Let’s take a closer look at the meaning of this holiday and what you can do this year to benefit your HOA.

What Is National Do Something Good For Your Neighbor Day?

Founded in 2009, the idea of National Do Something Good for Your Neighbor Day is straightforward: Treat the people around you the way you'd want to be treated. 

The belief behind the holiday is that good things happen when people work together to lift themselves up.

Since the holiday's official recognition in 2018 as a national holiday, it has grown steadily. Today, over 100 cities in the United States recognize it. The best part is, even if your area doesn't, you can still celebrate with your neighbors by coordinating a day of kindness on May 16!

This leads to the biggest question about the holiday: What can you do for your community?

Why Neighborly Kindness Matters

A great community isn’t something that just appears overnight. Good neighbors will make good communities built through small repeated moments of kindness. This can be as simple as knowing your neighbor’s name or waving when you drive by.

When you make the effort to show that you appreciate your neighbors, the social fabric of your community is strengthened. In an HOA setting, the residents share a lot of the space in communities. From walls to green spaces and rules. Looking out for each other makes living in an organized community more harmonious and easier to manage when questions arise.

Simple Ways to Help Your Neighbor

The best part about helping a neighbor is not needing a plan or budget. In fact, being a great neighbor on this holiday can take five minutes or less. 

Some easy ways you can help a neighbor include the following:

  • Help bring a trash bin to the curb on garbage day

  • Offer to weed a flower bed

  • Ask if there's anything a neighbor needs when you're running errands

  • Bake something and drop it off

  • Write a short note about what you appreciate about your neighbor

  • Introduce yourself to someone you haven’t met

It doesn't take much effort to celebrate this holiday, but it can help build a stronger community over time.

Community Ideas for HOAs and Neighborhoods

HOA community ideas don't have to be elaborate to land well. A few worth considering for your board can be:

  • A welcome card or small gift basket for new residents

  • A community board or outdoor bulletin post celebrating a neighbor

  • A potluck, block party, or casual outdoor gathering

  • A shared cleanup of common areas or walking paths

Joining forces with neighbors to spruce up shared spaces, whether cleaning a local park, weeding a flower bed, or picking up litter, makes the surroundings more enjoyable for everyone. That kind of activity also reinforces what HOA life is supposed to be about: a community that takes pride in where it lives.

At Ghertner & Company, we’ve seen that communities that come together to help each other out throughout the year are the ones that consistently have beautiful landscapes, happier neighborhoods, and are more appealing to potential homeowners looking to invest in a true community.

Acts of Kindness That Cost Nothing

As you can see from these examples, money doesn't have to change hands for kindness to mean something. Some of the most effective random acts of kindness for neighbors require nothing but attention and a little time.

  • Check in on an elderly or disabled neighbor

  • Carry groceries to the door

  • Hold the elevator

  • Share a favorite recipe written out by hand’

  • Let a neighbor know when their car lights are on

These things are easy to forget in a busy week. May 16 is a good excuse to remember them.

How to Keep the Spirit Going Year-Round

One day of kindness is a start. But the communities that function best are the ones where the spirit carries forward. Boards and residents alike can build on this holiday in a few practical ways.

  • Set up a community interest group or social committee

  • Host a quarterly get-together

  • Create a shared space where neighbors can post resources, needs, or offers to help

  • Acknowledge residents publicly when they do something notable for the community

At the end of the day, you don’t need to have a year of grand gestures, but consistently practiced habits that contribute to a positive community culture.

Build a Stronger Community All Year With Ghertner & Company

If you want your community to be great, celebrating National Do Something Good for Your Neighbor Day is a great start. However, the best communities benefit from kindness year-round, and that starts with following a great example from your association management team.

Ghertner & Company brings more than five decades of HOA management experience to communities across Middle Tennessee. We’re ready to show you how your community can flourish with our help and your kind acts. Contact us today to learn how we can help your association operate at its best.

What Are HOA Governing Documents?

HOAs may seem like communities with walls of rules surrounding them. This is pretty close to the truth, but instead of physical walls, its governing documents  keep associations uniform and in control. They are created by the developers of the communities and reflect their vision of what they want the community to be in the future.

HOA governing documents cover everything from how elections work to what color you can paint your fence. Every HOA has them. They apply to all homeowners in the community.  When you purchase a home in a community with governing documents you agree to live within these guidelines, whether you have read them or not. 

Ghertner & Company has worked with community associations across Middle Tennessee since 1968 and each community has different rules and aspects, making each community unique. Understanding them is one of the most practical things a homeowner can do.

The Hierarchy of HOA Documents

HOA documents follow a clear order of authority. Federal and State laws sit at the top. Below that come the CC&Rs, then the bylaws, then the rules and regulations. If any document conflicts with a higher one, the higher one prevails.

What Are CC&Rs? (Covenants, Conditions & Restrictions)

CC&Rs are the foundation of most HOA governing documents and are legally binding on all owners. They run with the land, meaning they transfer to new owners at closing.

CC&Rs typically cover property use, architectural standards, and maintenance responsibilities. They also spell out what the HOA is responsible for versus what falls on individual owners. 

CC&Rs are relatively permanent, with changes requiring a supermajority vote from homeowners. Depending on what the documents state, this can be anywhere from 51% to 100%.

HOA Bylaws: Roles, Elections, and Operations

Bylaws cover how the internal structure of an association works.

Bylaws define officer roles and term limits. They set quorum requirements for meetings. Without a quorum, the board generally cannot conduct official business. Some boards revisit bylaws periodically to keep them current with state law and community needs.

Rules and Regulations

Rules and regulations are the most day-to-day of all the HOA policies. They cover things like:

  • Parking

  • Trash pickup schedules

  • Pet policies

  • Pool hours

Depending on the documents, sometimes the Boards can amend these without a full homeowner vote, which makes them easier to update than CC&Rs or bylaws.  However, other documents require a majority vote to make any changes. 

That flexibility is useful. Communities change over time. A rule that made sense ten years ago may need revisiting. Board members should review HOA rules and regulations on a regular schedule to keep them practical and fair.

Why These Documents Matter for Homeowners

These documents protect your investment by setting expectations for how the neighborhood looks and functions. A well-run HOA with clear homeowners association documents tends to hold property values better than one without them.

They also protect you from surprises. For example, if you know what your CC&Rs say about fences before you build one, you can avoid a costly dispute later. Ghertner & Company has seen firsthand how much confusion stems from homeowners not knowing what's in their governing documents. 

How to Access and Understand Your HOA Documents

We say reading your documents helps save headaches later, but how do you access them? Your HOA governing documents should have been included in your closing paperwork. If not, your property management company or HOA board can provide copies. 

Ghertner & Company gives homeowners direct access to association governing documents through our online portal.

Reading them can feel like a chore, but start with the CC&Rs. They cover the big-picture rules. From there, the bylaws and rules fill in the details. If something is unclear, ask your property manager. We are happy to help!

Common Misunderstandings and Legal Considerations

One of the most common mix-ups is thinking that HOA rules override state law. They don't. State statutes always take priority. Another misconception is that homeowners can ignore rules they weren't personally told about. Ignorance of the HOA policies is not a valid defense.

Boards sometimes overstep, too. Enforcing a rule that conflicts with state law can expose the association to legal risk. That's why professional management matters. Ghertner & Company holds the Accredited Association Management Company (AAMC) designation from CAI and the Accredited Management Organization (AMO) designation from IREM. Both require strict ethical and educational standards. Those credentials aren't just letters. They reflect a standard of care that protects communities and homeowners alike.

Make Sense of Your HOA Governing Documents With Ghertner & Company

Ghertner & Company has managed community associations in Middle Tennessee for more than 55 years. Our team knows these documents inside and out. Contact us today to learn how we can support your community.

A Guide to Tennessee HOA Laws for Board Members and Homeowners

Understanding Tennessee HOA laws isn’t just for attorneys. It’s part of responsible leadership for every board member and essential knowledge for homeowners who want to stay informed.

Laws shape how your association operates through defined authority, outlined responsibilities, and general protection for your community.

However, in order to have the laws work in your favor, your board must follow the right framework and make clear decisions within its boundaries.

Let’s give you a head start and explore the key HOA laws and regulations that apply to communities across Tennessee.

The Tennessee Homeowners Association Act

The Tennessee Homeowners Association Act sets the foundation for many planned communities.

Under this law, associations must provide access to certain records. This law promotes communication and allows homeowners the right to review:

This law also states that boards must give proper notice before meetings and major decisions. This helps prevent confusion and keeps homeowners informed.

For many communities, this act is the starting point when interpreting Tennessee HOA laws.

The Tennessee Condominium Act

Condominium associations follow a slightly different structure from HOAs. The Tennessee Condominium Act outlines ownership boundaries, shared responsibilities, and voting rights. It also covers common construction parameters for elements like roofs, hallways, and structural components.

This law is where meticulous reserve planning plays a key role. When major repairs arise, the association needs a clear financial path forward, and this act paints that picture.

The Tennessee Nonprofit Corporation Act

Most associations in Tennessee are structured as nonprofit corporations. That means they fall under the Tennessee Nonprofit Corporation Act.

This law defines how boards operate as governing bodies. 

It covers: 

  • Elections

  • Officer roles

  • Meeting procedures

  • Fiduciary duties

Board members are expected to act in good faith and in the best interest of the community. Decisions should be documented, consistent, and aligned with governing documents.

This act reinforces accountability by forcing members to:

  • Document discussions

  • Remain consistent with decisions

  • Align with governing association documents

This law is the framework that supports strong leadership and sound governance.

The Tennessee Horizontal Property Act

The Tennessee Horizontal Property Act is one of the earliest laws addressing shared property ownership. It still applies to certain condominium-style developments.

This law focuses on dividing ownership into individual units while assigning shared responsibility for common areas. It outlines how expenses are allocated and how associations manage those shared obligations.

The Tennessee Lien and Foreclosure Law

Tennessee lien and foreclosure laws allow associations to place a lien on a property for unpaid assessments. This creates a legal claim that must be resolved before the property can be sold.

In situations where foreclosure is an option, this law outlines the strict legal steps and timelines boards must follow. 

Liens and foreclosures are serious actions, and your board should carefully evaluate the law, move cautiously, and document every step.

Keep Your Association Free From Liabilities With Ghertner & Co.

Understanding Tennessee HOA laws is one thing. Applying them correctly is what protects your association.

The legalities behind your association can get complex. It’s important to seek guidance when needed to avoid common, yet long-term mistakes. Working with an experienced HOA management company can help boards stay aligned with legal requirements while handling day-to-day responsibilities.

At Ghertner & Company, we support associations across Tennessee with the knowledge and structure needed to operate confidently. When boards understand the law and apply it consistently, communities run more smoothly, and everyone benefits. Contact us today!

Board Meeting Minutes 101

Board meetings are essential within any HOA. However, they take a lot of time, focus, and energy from serving board members, who are volunteers with their own lives outside of the board.

Meetings can run long, and a lot of action can happen. Between motions being made to community discussions and votes, it’s easy for information to get lost in the shuffle for your board.

This is where taking proper meeting minutes comes into play. Consider them your official record of the action at the meeting, and a line of defense if questions arise.

Let’s dig into the right way to approach board meeting minutes

What Are Board Meeting Minutes?

Consider your minutes the formal written record of the actions taken at your meeting. They summarize the decisions and motions made during the meeting. 

Even more important, they are confirmation that the board followed all proper procedures during the meeting.

Many board members confuse minutes with transcripts that capture every comment made. Remember, you’re not recording word-for-word, just the main meat of your meeting.

Here’s a quick snapshot of what your typical board minutes should include:

  • Date, time, and location

  • Attendance and confirmation of quorum

  • Motions made and who seconded them

  • Voting results

  • Action items and adjournment time

Once your board approves the minutes, they become part of the association’s permanent and public records.

As a public record, minutes can be reviewed by homeowners, auditors, attorneys, or courts if needed.

The Meaning Behind the Minutes

At their core, board meeting minutes protect the association.

First, they demonstrate that the HOA board fulfilled its fiduciary duty. If a decision is questioned months or years later, the minutes show that the board discussed the issue and voted properly.

Minutes also keep up community continuity. Your HOA board members will change over time. Minutes serve as living history that new members can review when learning about the meaning behind past decisions.

Third, they support transparency. Homeowners may not attend every meeting, but approved minutes give them insight into what occurred.

Finally, your minutes reduce disputes. When the inevitable confusion arises about a motion or vote, the minutes are there to provide clarity.

Taking Effective Minutes at a Board Meeting

Good minute-taking begins before the meeting starts.

Review Your Agenda

Every board meeting has an agenda to follow. Take some time to review it and use it as your outline. This will help you structure your minutes and keep them organized.

Focus On Actions

Personalities can run high during board meetings. Set the egos aside and record the actual action. 

Record the following:

  • Motions

  • Voting Results

  • Who made and sounded each motion

  • Confirmation of passed or failed motions

Keep it Neutral

As juicy as the drama may sound, keep the emotional language and side conversations out of your minutes. Opinions change, and your minutes are public record. Keeping them factual and neutral is the goal.

Here’s an example of appropriate minute neutrality.

Instead of: “Several board members strongly disagreed with the landscaping proposal.”

Write: “The board discussed the landscaping proposal. A motion to approve the contract was made and failed by a vote of 2–3.”

Draft at the Right Time

You never want to wait for drafting meeting minutes. Draft them immediately after the meeting while the experience is fresh in your mind.

Review for clarity. Distribute to the board for approval at the next meeting.

The Finer Points…

  • Consistency matters

  • Use the same format each time

  • Keep language steady and professional.

For every HOA board member, understanding how to properly document meetings is part of responsible leadership.

Clarify Your Board Meeting Minutes with Ghertner & Company

Well-prepared minutes lead to better meetings. When discussions are documented clearly, boards spend less time rehashing old topics and more time planning ahead.

At Ghertner & Company, we support associations by helping boards stay organized, informed, and prepared. 

Our experienced association management team will prepare meeting minutes for communities unless the board prefers to handle them directly. We can assist with meeting preparation, documentation standards, and governance best practices.

If your board would like guidance on improving board meeting minutes or overall meeting structure, our team is ready to help. Contact us today to learn more about our services.

Click below to log in to your HOA owner portal, view community information and governing documents, or submit a request.

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HOA Spring Maintenance Checklist: Preparing Your Community for the Season

Spring is in the air, and with warmer temperatures and longer days, getting out and enjoying your neighborhood amenities like your pool and playground is important, but so is maintaining those areas and more with HOA spring maintenance.

Unfortunately, your common areas won’t maintain themselves. Without a plan of attack, the smaller issues can become expensive repairs.

A structured HOA maintenance checklist helps your board stay organized, protect property values, and keep residents proud of where they live.

Let’s walk through what we include when we help associations with spring cleaning.

Why Worry About HOA Maintenance?

HOA maintenance isn’t just about keeping up with the Jonses; it’s about preventing the little problems from snowballing into an avalanche.

Staying ahead of seasonal tasks reduces liability risks, extends the life of your important shared assets, and helps you avoid emergency spending.

From repairing cracked sidewalks to neglected landscaping, taking care of these problems in the spring is very important. Think of spring cleaning as a reset button after a hard winter where the weather prevented critical maintenance.

Consistent HOA maintenance also builds trust. Your homeowners notice when landscaping is trimmed, amenities are clean, and lighting works. It communicates care. And care protects value.

Our HOA Maintenance Checklist

Every association has its unique needs. Whether yours has a pool, clubhouse, or retention ponds, you’ll need a maintenance checklist to stay on top of your duties.

Let’s take a look at some of the “must-dos” for your spring cleaning review.

Interior of Common Areas

Shared indoor spaces like fitness centers or clubhouses are the first places to start cleaning. Our first stop will be to inspect your HVAC system now. Temperatures are still moderate but will rise. You don’t want your owners stuck in the heat. 

Your HVAC inspection should include:

  • Replacing filters

  • Schedule professional servicing early, not during the first heat wave.

  • Check fire alarms, extinguishers, and emergency lighting

  • Confirm inspections are current

Next, examine flooring, walls, and ceilings for water stains or cracks. Small leaks often show themselves after winter storms.

Make sure the location is clean:

  • Clean windows

  • Dust vents

  • Deep clean restrooms and kitchens

These spaces all see frequent use. Therefore, spring is the best time to freshen them up for the busier seasons.

Exterior of Common Areas

You want your exteriors to pop for visitors. This means that your association’s outdoor spaces require the most visible maintenance in spring.

Start with landscaping:

  • Remove fallen branches

  • Prune trees

  • Trim shrubs away from walkways and buildings

  • Apply fresh mulch where needed

Beyond landscaping, it helps to inspect your exterior zones and maintain them where needed. This includes:

  1. Irrigation systems

  2. Broken sprinkler heads 

  3. Waste water

  4. Damaged turf                                                                                         

Examine sidewalks, curbs, and parking areas. Look for cracks, potholes, or uneven sections that could create trip hazards.

  • Clean gutters and downspouts on shared buildings. Confirm water drains away from foundations.

  • Power wash sidewalks, pool decks, and entry monuments. Dirt accumulates slowly. Residents notice when it disappears.

  • If your community has a pool, inspect fencing, gates, and safety signage. Schedule equipment checks before opening day.

Don’t forget your lighting! You need to keep your HOA well-lit. Replace burned-out bulbs and confirm timers operate correctly.

Spring HOA maintenance is about seeing what winter left behind—and fixing it before summer use increases.

Spring Maintenance Tips

A checklist is helpful, but how you execute it is the real way to make a change.

Organize a Community Cleanup

Consider hosting a volunteer cleanup day. This is a great way to create a connection with neighbors and build a sense of pride within your association.

Provide gloves, trash bags, and clear assignments. Residents who participate tend to take greater pride in the outcome.

Hire Vendors Early

Spring books fast, so you want your vendors all on board as soon as possible. Landscapers, pool technicians, and pressure washing crews fill schedules quickly.

Review contracts. Confirm service dates. If bidding is required, start early so work begins on time.

Delays cost more than money. They create frustration.

Partner With Ghertner & Company to Tackle Spring Maintenance With Ease

If your board feels stretched thin, professional support can make seasonal planning easier. An experienced HOA management company tracks vendor schedules, oversees inspections, and keeps maintenance from falling through the cracks.

At Ghertner & Company, we’ve supported associations for decades. We help boards create practical HOA maintenance schedules that protect assets and keep communities operating smoothly.

Spring should feel fresh—not overwhelming.

Seasonal care keeps your association strong. With a clear HOA maintenance checklist and steady follow-through, your community will be ready for everything warmer weather brings.

If your board would like guidance in creating or refining its spring plan, contact Ghertner & Company to learn how we can help support your HOA maintenance efforts this season.

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Supporting Middle TN’s Children: Ghertner & Company Donates to Our Kids

As part of its Giving Back to the Community Initiative, Ghertner & Company donated $600 to Our Kids. For over 19 years, Ghertner & Company has supported this local Middle Tennessee nonprofit that provides free medical evaluations and crisis counseling to children across the region. In 2025, Our Kids renovated its space, providing new, welcoming meeting and exam rooms for clients. 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.

Click below to log in to your HOA owner portal, view community information and governing documents, or submit a request.

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A Homeowner's Guide To Community Association Finances

At the end of each year, community association Boards of Directors work to create a budget for the upcoming year, including setting the community association fees that each homeowner is required to pay. While paying dues isn’t the most appealing aspect of living in a community association, the financial support of all homeowners is crucial to the community’s success. To help you better understand community association finances, we’re answering some commonly asked questions.

What financial accounts does my community association have?

Every association has at least two accounts, an operating account and a reserve account. The operating account is similar to your personal checking account, with funds used to cover day-to-day expenses for your community.  The reserve account is similar to your personal savings account, with funds used to cover large capital projects or other HOA expenses. Healthy reserve accounts play a crucial role in helping communities avoid special assessments and addressing long-term needs. For condos and townhomes, it is recommended that a minimum of 10% (or more if needed) of your income be allocated to reserves.

What expenses do my community association fees cover?

This varies among communities, but can include insurance, administrative fees, legal fees, landscaping, utilities, or common area maintenance, as applicable.

How does the board determine the annual budget and the price of community association fees?

Your board uses financial reports from the current year and previous years, along with updated pricing for the coming year’s contracts for various services, and the board’s financial goals for the community to set your fee. Whether your community association fee stays the same or increases for a given year is driven by your community’s individual circumstances. Inflation increases in maintenance costs and general overhead, capital improvements, and the overall economic environment all affect your community’s fees.

How do reserve studies aid the board in making financial decisions for the community?

Reserve studies assess the condition and longevity of a community’s common elements—ranging from a pool or clubhouse to the shared buildings/roofs of a condominium or townhome. It provides a financial plan for the community, considering the anticipated replacement costs of various items and the timing of their replacement. Reserve studies help your board fulfill its fiduciary duty to the community and make informed financial decisions for both short-term and long-term needs.

Why does my community association need insurance, and how does it impact community association finances?

Community association insurance ensures that the structures, services, and amenities you rely on (and your community association fees pay for) remain protected, no matter what happens. Due to rising labor and material costs, as well as an increase in natural disasters across the U.S., insurance rates are increasing. If your community files a claim, rates may be higher, resulting in higher HOA fees

Understanding what your community association fees support is the first step toward appreciating their value. Your board is committed to using these funds responsibly for the success of your community. Your financial participation is an investment in your shared community.

*Please note that each community association’s fees are different. Please review your community’s financials and budget by logging in to portal.ghertner.com.

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Ghertner & Company Gives Back to Community Through Food Drive

Ghertner & Company is proud to support our community when needs arise. Our team recently collected food and hygiene supplies for The Branch of Nashville. This local food pantry serves families and individuals across southeast Nashville, donating 1.3 million pounds of food annually. Several boxes of items were donated to the organization that will help families in need. Thank you to our associates who donated!

To learn more about The Branch, please visit https://www.thebranchofnashville.org/.

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CAI TN LAC Members Advocate for Community Associations on Capitol Hill

Legislation at all levels of government has a direct impact on community associations. The Community Associations Institute (CAI) actively educates legislators on these vital self-governing entities through its state and national Legislative Action Committees (LACs).

Members of the CAI Tennessee LAC recently joined over 200 other LAC members in Washington, D.C., for the 2025 CAI Congressional Advocacy Summit.

These community association industry leaders held impactful meetings with 82 representatives and 64 senators. Their mission was to discuss critical policy issues affecting the community association industry, including the professionals who work within it and the residents who call these communities home.

Jaye Kloss, Ghertner & Company’s Director of Social Media and Marketing, has chaired the CAI TN LAC for four years. Kloss and committee members, HOA attorney Scott Weiss, and former Ghertner & Company community board member Linda Southergill. met with staff for Tennessee Congressman Scott Desjarlais and Senators Bill Hagerty and Marsha Blackburn to discuss issues impacting community associations across the state.

For more on CAI’s national policy priorities and the issues championed at the summit, visit https://bit.ly/caipolicypriorities.

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The Power of Partnership: Annual Trade Show Empowers Board Members

One of the many benefits of working with a community association management company is access to a wide range of association vendors. Ghertner & Company prides itself on providing board members with opportunities to meet new vendors, and our trade show every fall is their most significant chance to do so.

We had a record 43 vendors in a variety of specialties at our 12th annual trade show, who shared their services with over 100 board members and associates. We also held three workshop sessions for board members to enhance their association knowledge, enabling them to lead their communities better. Workshop topics included the account delinquency process, home repairs for water damage, and the importance of HOA insurance.

Thank you to all those who participated, including our vendor sponsors and workshop speakers, for making this day beneficial for our board members.

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Golf Classic Brings Board Members, Vendors Together for Day on the Course

The heart of every community association is its Board of Directors. These volunteer leaders work hard to lead and make decisions in the best interests of their community. Ghertner & Company loves to celebrate board members’ efforts and recently did so during our second annual golf classic.

Over 100 board members joined us for a free day of golf at Old Hickory Country Club. The day included competitive longest drive and closest-to-the-pin contests, along with prizes for the top three teams.

Beyond the fairways, board members used this time to connect with trusted industry partners at sponsored holes, discussing critical community solutions and networking for the year to come. Additionally, our 19th Hole Party invited non-golfing board members to the event, providing them an opportunity to mingle with one another.

Thank you to all the board members, associates, and vendor sponsors who made this day a success!

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Ghertner & Company Supports Nashville Parks Foundation

Giving back to the communities we serve is an important value of Ghertner & Company. Each quarter, we identify a local non-profit to which we will donate $500.

This quarter, we are partnering with the Nashville Parks Foundation in its mission to promote wellness, create community, and increase prosperity in Nashville. Our donation will support programming and improvements to the 189 parks, 27 community centers, and other amenities throughout Metro Nashville.

For more information about the Nashville Parks Foundation and to see how you can offer support,  visit https://www.nashvilleparksfoundation.org

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Strong Vendor Partnerships: The Backbone of Community Association Success

By Dr. Angela Stone, CMCA, AMS | Director of Education & Development

In community associations, vendors may often work behind the scenes, but their impact is front and center. From landscaping and roofing to general maintenance and repairs, vendors influence everything from curb appeal to safety and long-term asset preservation. For boards, ensuring the right vendors are in place isn’t just helpful, it’s essential.

At Ghertner & Company, vendor management is one of the most critical services provided to the communities we manage. Our role goes far beyond simply recommending a contractor. We bridge the gap between vendors and associations, helping to identify, evaluate, and monitor qualified professionals who can meet the specific needs of a property while also protecting the association from unnecessary risk.

Most of the vendors we work with come to us as referrals from our team of experienced managers, which gives us access to a broad, proven network of professionals. But regardless of how a vendor is introduced, every one of them must complete a standardized vendor packet and provide proof of general liability and workers' compensation insurance before performing any work. This process is in place for one clear reason: to ensure the association is protected from liability.

It’s not uncommon for a board to have “a guy” they trust for a certain job, but if that person lacks proper insurance coverage, even a simple repair could expose the association to litigation. We’ve seen how easily good intentions can create bad outcomes when proper vetting is skipped. Our job is to prevent that.

In addition to initial onboarding, we monitor vendor compliance over time, verifying insurance coverage annually and tracking performance to ensure work is completed at the standard our clients expect. If a vendor fails to meet expectations or puts an association at risk, we do not continue the relationship.

The vendor relationships that matter most are the ones built on professionalism, reliability, and trust. These relationships help build strong relationships between Ghertner & Company and the associations we serve. Strong vendor partnerships often take years to develop, but they pay off in long-term consistency, responsive service, and fewer headaches for everyone involved.

Our team maintains a dynamic list of vendors across key service categories. These vendors have earned their reputations - not by favoritism, but by consistently delivering high-quality results. Still, we’re flexible. If a board has a preferred vendor they’d like to work with, we ensure the necessary protections and documentation are in place before work begins.

Ultimately, vendor relationships are not just about contracts; they’re about collaboration. Communities thrive when boards, managers, and vendors are aligned and working together.

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Harpeth Trace Estates HOA Recognized as Tree Sanctuary

Ghertner & Company proudly congratulates Harpeth Trace Estates HOA for its certification as a tree sanctuary by the Tennessee Urban Forestry Council in December 2024.

Harpeth Trace, a unique community outside Nashville near Percy Warner Park, boasts over 100 trees in its common areas. To achieve the sanctuary certification, the community identified 23 unique tree species, all native to Tennessee.

The Nashville Tree Foundation and homeowner Vicki Turner in Sugartree, which is also managed by Ghertner & Company, helped the community identify trees and supported Harpeth Trace throughout the certification process. Sugartree HOA is a Tennessee Urban Forestry Council-certified level four arboretum, which you can learn more about here.

Harpeth Trace board and landscape committee member Dillon Blankenship and homeowner Jennifer Kimball contributed to the project.

Blankenship noted the community’s excitement regarding the tree sanctuary.

“The certification acknowledges our neighborhood’s exceptional natural space and commitment to using best management practices when maintaining its trees, “ Blankenship shared.

To learn more about Ghertner & Company’s Sustainability Initiative and community sustainability projects, click here:

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Giving Back to the Next Generation: Ghertner & Company Partners with Benton Hall

Ghertner & Company is proud to support Benton Hall Academy, a private school in Nashville for students with specialized learning needs.

As part of its Giving Back to the Community initiative, Ghertner & Company recently donated $500. One of our Ghertner & Company associates has a child who attends Benton Hall and has benefited from the school’s support.

Benton Hall serves students in grades 4-12 and had 55 students in the last school year.

Founded in 1977, Benton Hall was established to offer a curriculum designed to challenge each student to his or her highest intellectual and creative abilities.

Ghertner & Company believes in supporting organizations that make a profound difference in our community. To learn more about Benton Hall Academy or donate, visit www.bentonhallacademy.org.

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The Power of Connection: Essential Communication Tips For Your HOA

Effective and clear communication is at the heart of every successful community association. Keeping homeowners updated about upcoming events, important updates, and the financial status of their community association creates transparency around board decisions. It shows homeowners the board is committed to their community’s needs.

Emails: This channel is a great way to communicate with your homeowners for quick, timely updates. Emails can be used in various ways, from sharing upcoming events to communicating trash service changes or sending reminders about community rules. Ensure that homeowner emails are up to date and that any emails that bounce back are promptly addressed.

Newsletters: Community newsletters offer a valuable opportunity for positive communication. They highlight community events and accomplishments and communicate important news to homeowners. Newsletters are lighter than other types of communication, allowing for a break from more serious communications needed throughout the year. As a bonus, give the newsletter a fun name to create community spirit!

Social Media: Social media pages or groups shouldn’t be considered an official form of community association communication. Instead, these groups should be utilized as additional contact points for community news. Event page features on social media can help boards promote community events and track attendance. Boards should set clear standards about what is allowed, who monitors the group, and how people can join. If participating in social media, boards should consider adding cyber insurance to their policy for protection against potential risks.

Meetings: Whether a board or an annual meeting, meetings are a powerful communication tool for your community. Ensure meeting minutes are prepared promptly after meetings and are available for homeowners to view. Even if individual members disagree, the board should always project a united presence when homeowners are present. Homeowners need to see the board working collaboratively for the good of the community, rather than engaging in internal arguments.

To learn how Ghertner & Company can help you effectively communicate with your homeowners, including leveraging our exclusive owner’s portal, request a management proposal today at https://ghertner.com/request-for-proposal.

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Ghertner & Company Volunteers with Habitat for Humanity ReStore

Ghertner & Company proudly supports Habitat for Humanity of Greater Nashville and its commitment to building strong communities across Middle Tennessee.

A pivotal element of Habitat for Humanity's operational model is the ReStore. Powered by donations, this retail space offers a diverse range of home goods at accessible prices. It serves as a valuable resource for residents seeking materials for renovation projects or unique furnishings.

ReStore is unique in that 88 cents from every dollar of profit earned goes directly back into Habitat for Humanity to help support land purchases and development of Habitat communities.

One of Ghertner & Company’s teams recently volunteered at ReStore for an afternoon of team building and giving back. They sorted, organized, and priced donations in the warehouse.

“This was such a rewarding experience, and we were all glad we participated!” said Dr. Angela Stone, CMCA, AMS, Director of Education and Development at Ghertner & Company.

To learn more about Habitat for Humanity and ReStore, and how you or your community can volunteer, visit www.habitatnashville.org.

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Revitalized Clubhouse Enhances Wynbrooke Community

Community associations offer homeowners a variety of amenities, including clubhouses. Clubhouses are great for community events, and some communities allow homeowners to rent them for private events.

Wynbrooke HOA in Hendersonville, TN, recently completed renovations for its clubhouse, which started last fall. Fresh paint, a new kitchen backsplash, new doors, furnishings, ceiling fans, and light fixtures brightened up this space, making it warm and inviting for homeowners.

These improvements make the clubhouse more enjoyable and contribute to the overall appeal and value of homes within Wynbrooke.

A homeowner volunteered to take on the project and coordinated the work, picked all furnishings/accessories, and worked with the board on the budget.

Way to go to the Wynbrooke community for working together to improve your space!

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Gallatin HOA Celebrates 8th Annual Easter Egg Hunt

Spring and summer bring warmer weather to our community associations, and we love to see communities get outside and take advantage of it!

Carellton HOA in Gallatin, TN, recently celebrated Easter with an Easter egg hunt and golf cart parade featuring the Easter Bunny.

Around 100 children participated in the eighth annual event, with a whopping 1,695 eggs to hunt, including several special prize golden eggs for grabs.

Ready to get involved with social events in your community association? Contact your Community Association Manager at portal.ghertner.com for more information.

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