Committee Charters

General

Committee Chairs volunteer for appointment by the Board of Directors (BODs). Each serves a one-year term, ending with the annual Home Owners Association (HOA) meeting in April, but may serve multiple terms. For these and other details, see the three governing documents: the Articles, the Bylaws, and the Declaration.

All Committees must develop, with the Management Company, a draft annual budget no later than the November meeting of the BODs. The final budget needs to approved by the BODs no later than late November so that each homeowner receives a copy no later than December 1^st. 

Committee Charters

Communications

Covenants

Finance

Maintenance

Neighborhood Watch

Social

Mission

The purpose of the Traceside Communications Committee is to inform the neighborhood of upcoming events, activities, community issues and actions, as reported by other committees, the Management Company or the BODs. Communications serves as a clearinghouse for information. It also creates, compiles and updates the neighborhood directory.

Roles of Communication Committee Members

• Write articles/edit committee updates for Traceside Talk
• Manage and edit the Traceside Website
• Maintain the voice mail system (urgent news)
• Distribute flyers and newsletters (walk, drive or arrange mailing by Management Company)
• Edit and update the Directory
• Produce/print flyers/newsletters
• Sell advertising sales for newsletter classifieds
• Welcome new neighbors with supplemental welcome package

Mission

The purpose of the Traceside Covenants Committee is to regularly monitor and encourage compliance with the restrictive covenants, including the submission of applications to the Architectural Control Committee (ACC) for home and lot improvements, and to report suspected violations.

Roles of Covenants Committee Members

• Develop a clear understanding of the Declaration of Covenants, Conditions and Restrictions (the Covenants) in order to help residents comply with them, and to provide effective monitoring and enforcement.
• The Chair shall monitor applications for home and lot improvements to the ACC. Once the BODs consists of only residents, the Chair will occupy one of the three positions on the ACC.
• Investigate and report suspected violations to the Management Company.
• Review formal notices sent to violators by the Management Company, and help ensure that appropriate action is taken.
• Help refine enforcement procedures.
• Work closely with the BODs, and the Management Company.
• Develop with the Communications Committee regular informational articles (Covenants Corner) for the newsletter.

Policies and Procedures of Enforcing the Covenants

1. Education - committee members will review the Covenants in detail in order to increase their effectiveness, and to ensure that monitoring and enforcement is uniform and fair to all residents. Members will become familiar with ACC procedures because many covenant violations are the failure to submit proper applications for home and landscaping improvements.
2. Outreach - members will educate other residents about the Covenants. One way is through regular reports in Traceside Talk, the newsletter. Members will encourage residents to consult with them for help in complying with (and reporting suspected violations of) the Covenants and ACC procedures.
3. Monitoring - members will walk or drive through Traceside regularly to monitor compliance with the Covenants, including construction of new, ACC-approved improvements (to help ensure that as-built improvements match approved plans).
4. Enforcement - the Covenants Committee should discuss policy issues directly with the BODs, informing all of them at the same time when possible (e.g. through email, or Executive Council meetings). Members should report individual violations and inquiries to the Management Company, which has a record of all ACC applications and decisions, and help ensure that the Management Company follows-up the reports with action. The Management Company shall notify violators and copy the Covenants Chair and the Board of Directors on such notices (and upon request, other Covenant Committee members).
5. Enforcement procedures - the Covenants Committee will work with the BODs and the Management Company to improve or refine enforcement procedures, including any deadlines for compliance, next course of action, and the final action taken for non-compliance. See Exhibit A for enforcement procedures developed in March, 2000 that were distributed to residents.

Mission

The purpose of the Traceside Finance Committee is to oversee the HOA's budget and finances by reviewing financial statements prepared by the Management Company, to initiate inquiries, and report any.

Roles of Finance Committee Members 

• Review monthly financial statements (general ledger) prepared by the Management Company, especially for conformity with the approved annual budget. 
• Work closely with the Secretary/Treasurer of the HOA, the BODs, and the Management Company. 
• Review each proposed contract for financial/budget impact.
• Oversee annual audits.
• Review collection of dues and follow any delinquencies.

Mission

The purpose of the Traceside Maintenance Committee is to oversee maintenance and repair of improvements to the Common Areas, including landscaping, the pool, the pool pavilion, the pool parking lot, the play area, fences, the entrance monuments, and lighting (including street lights), all in a manner consistent with the Declaration of Covenants, Conditions and Restrictions, and ultimately enhancing property values.

Roles of Maintenance Committee Members

• Develop a clear understanding of the existing contracts with the landscaping company, the pool company, and any other maintenance contractors in order to help comply with them, and to provide effective monitoring and enforcement.
• Help monitor performance by the maintenance contractors.
• Develop and solicit requests for proposals (RFPs) from existing and competing contractors at appropriate times.
• Spearhead any additions, amendments or renewals of maintenance contracts.
• Work closely with the Management Company, the maintenance contractors, the Secretary/Treasurer of the HOA, and the BODs.
• Develop with the Communications Committee regular articles for the newsletter.

Mission

The purpose of the Traceside Neighborhood Watch Committee is to promote safety by alerting residents of crime effecting Traceside and educating residents about crime prevention. The NW committee is modeled after the national program, and liaisons with the Metro Police Department.

Roles of NW Committee Members - Block Captains

• Alert residents of crime through a phone-chain system. Any resident suspecting criminal activity or who experiences crime is encouraged to alert the Chair by phone, who then phones the Block Captains, who then phone a list of their neighbors.
• Alert residents of crime through media maintained by the Communications Committee, such as the voice mail system, the Web site, and the quarterly newsletter.
• Recruit and maintain Block Captains, one for every 10 homes.
• Provide the BODs, the Management Company, and the Communications Committee with the current list of Block Captains.
• Hold regular meetings with the Block Captains.
• Promote the phone-chain system through the Communications Committee Liaison with the Metro Police Department Promote safety and crime prevention by participating in Metro Nashville's annual "Night Out Against Crime" and through events featuring guest speakers.

Mission

The purpose of the Traceside Social Committee is to promote the community's social cohesiveness, by creating and organizing social and recreational activities of the Association, in a manner consistent with the Declaration of Covenants, Conditions and Restrictions, and ultimately enhancing property values.

Roles of Social Committee Members

• Meet regularly to plan social and recreational activities.
• Promote planned events through the newsletter, banners, flyers, and other media in conjunction with the Communication Committee.
• Plan, budget, and purchase the decorations, then decorate the entrance monuments during Thanksgiving Day weekend, OR plan and budget for a vendor to provide the service.
• Help budget for, decide upon, and provide for pool furniture, accessories and toys.