Announcements

Announcements

Broadcast Message: The Pool Will Open on May 26!

You should have received the following email today from CMA. If you did not receive it, please call them at (205) 879-9500.

Dear Homeowners,

Please be advised that the Southern Trace Pool is scheduled to officially open on Saturday, May 26th.   Key cards will be activated to unlock pool gate from 8 a.m. until 8 p.m. that day. 

It is important to note the following:

  • No lifeguard or guard will be on duty.
  • Video surveillance is in use.
  • Restrooms no longer have codes for entry, they will be unlocked during pool hours.
  • No wet swimsuits are allowed in gym area.
  • Pool rules are listed in two places inside the gate, so familiarize yourself, your family and guest(s) with the rules.
  • Homeowenrs are responsible for any persons entering the pool while gate is open with their keycards.

Please use your card only for you and your guest(s).  Misuse of cards can result in loss of common area privileges.

To all of you who have volunteered for pool duties, you should be contacted by Krystal Garner in the near future.  Looking forward to another awesome pool season!

Sincerely yours,

The CMA Management Team
On Behalf of the Southern Trace Homeowners’ Association’s Board of Directors

Announcements

Broadcast Message: Getting Ready for Summer!

You should have received the following email today from CMA. If you did not receive it, please call them at (205) 879-9500.

To All Residents of Southern Trace.

As Spring is upon us we are gearing up for the pool opening, grounds spruce up, and general maintenance to make our neighborhood desirable to all.  The Pool Committee  will be working on cleaning the pool deck, cleaning our pool room, and putting out chairs and tables in preparation for opening day. The clean up day is set for May 5, so please consider helping if you can.  The pool will officially open on Memorial Day weekend. The committee needs volunteers for testing the water and opening and closing the pool each day–please consider joining.

The Beautification Committee is working hard as always. Much of the fallen fence has been removed. Please be sure if you walk your pets around the clubhouse and/or pond that you clean up after them.  We have many activities being planned by our Social Committee and a lot of them will use the grounds.

The new management company has worked out a few kinks in their system of inspections and violations. If you received a letter and you do not feel it is accurate, please let them and the Board know. The first notices are simply reminders and requests. No fines are issued until after the second letter with no compliance. Be aware that the system is up and running now and twice monthly inspections will take place. They check for yard maintenance, the condition of visible fencing, paint condition on painted areas and mailboxes, as well as parking and other covenant rule compliance. Mailboxes should have numbers painted or decals that are in good shape on them. House numbers should be on all properties with numbers visible from the street.

We are a neighborhood of 251 homes and growing. The Board is listening to all homeowners and discussing every issue to determine the best course of action for the ENTIRE community. Board meetings are held the third Monday of every month at 6pm. Homeowners are welcome to come and speak at the beginning of each meeting. If you have an issue you would like to go before the Board, please let us know at HOAsoutherntrace@gmail.com so it can be added to our agenda.

Cindey Huckabee, President

Southern Trace HOA Board of Directors

HOA Meeting Minutes

Annual Homeowner’s Meeting Minutes (Draft) – 4/5/18

Please note: These minutes have not yet been board-approved. They are a Draft. 

I. Call to order

·      President Cindey Huckabee called the meeting to order at 6:03pm.

·      In attendance – President Cindey Huckabee, Vice President Kristia Rumbley, Board Member Burke Wren, Beth Strickland, Beautification Committee Chairman Kaye Rickard, Pool Committee Chairman Krystal Garner.  Also present, were several homeowners.

 

II. President’s Report (Cindey Huckabee)        

·      Overview given of past year with Boothby and considered looking for new management company.  During discussion with other companies, Boothby was acquired by CMA out of Atlanta, GA. HOA working with CMA to see if any improvements can come.

·      Collections $50,000 less owed from last year to this year. CMA working hard to get things in order for Southern Trace.

·      Meeting set up with HOA Board and CMA in April.

·      Curb Maintenance and Repairs – need help from neighborhood to provide pictures and closest address to curbs needing repairs. Email to hoasoutherntrace@gmail.com.

·      Homes for sale – if you see a home for sale, provide realtor and address information to HOA at hoasoutherntrace@gmail.com and or Darlene Windhom with CMA.  We will ensure future buyers are informed of HOA information.

III. Treasurer’s Report (Burke Wren)        

·      Discussed we are in transition phase of financials from Boothby to CMA operating system. Reconciling budget with new management company.

·      Review quarterly financials.  Copy of Budget was provided in October 2017, and should become available on CMA for homeowners to view.

·      Discussed where use of special assessment funds were used in the neighborhood (fence, landscaping, build reserve, key cards)

IV. Manager’s Report (Darlene Windom)        

·      35 rentals on Clubhouse in 2017

·      Stop signs in neighborhood received some reimbursement from the developer.

·      Embassy Homes has agreed to host an event on Pool Open day for neighborhood.

 

V. Committee Reports                                                              

·      Clubhouse Committee

o   Sign-up sheet available for folks wanting to be on the ARC committee. You can also email hoasoutherntrace@gmail.com to request to join this committee.

·      Beautification Committee (Kaye Rickard)

o   Sign-up sheet available for folks wanting to be on the Beautification committee. You can also email hoasoutherntrace@gmail.com to request to join this committee.

o   Committee helps with landscape decisions as well as holiday decorating.

o   Slowly the fence on the Parkway around the pond will come down due to deteriorating fence. Due to growth of trees and landscaping, fence will not be replaced.  Will be considering removing both sides of the parkway.

·      Pool Committee (Krystal Garner)

o   Sign up to help maintain and check pool levels this summer. Contact her if you wish to help.

o   Clean up Day for pool deck, furniture set for May 5 and 6th.

o   Pool scheduled to open Memorial Day weekend, but weather permitting and water temps could allow us to open earlier in May. Be on the lookout.

·      Social media (Kristia Rumbley)

o   Handout of links regarding neighborhood and HOAprovided to homeowners. Noted that CMA and Facebook is not HOA run.

o   CMA (Community Management Associates) : cmacommunities.com.  Contact : Darlene Windom – 205-879-9500 or by email dwindom@cmacommunities.com

o   HOA Website : southerntraceleeds.com

o   HOA Email : hoasoutherntrace@gmail.com

o   Twitter : @SouthernTrHOA

o   Facebook : facebook.com/groups/612980875531584 and our buy/sell/trade page – facebook.com/groups/954716841205995

·      Welcome / Social Committee (Beverly Strickland)

o   Hosted first neighborhood Easter egg hunt, which was a success and looking to have more events.

o   Sign-up sheet available for folks wanting to be on the welcome / social committee. You can also email hoasoutherntrace@gmail.com to request to join this committee.

o   Scheduling social events (neighborhood yard sale, cook outs, food trucks, etc).

·      ARC Committee

o   Sign-up sheet available for folks wanting to be on the ARC committee. You can also email hoasoutherntrace@gmail.com to request to join this committee.

 

VI. New Questions/answers/request from homeowners                 

·      Deeds to common areas provided to board.  Map of neighborhood provided to show common areas, Power Company owed, and homeowner owned.

·      Parking violations / fines

o   Have not had drive throughs due to change in Management Company. Most recent took place.

o   New program that assist with marking location of violation and automatically processing letters.

o   Fines to be assessed in the future regarding parking violations.

o   If there is an error with reporting the wrong address, questions or concerns email Darlene Windom for clarifications.

·      Blue sales papers need to be picked up when possible. Leaving out could show signs to folks you are not at home.  If you wish to opt out of the paper, go to http://www.app.anscustomerservice.com/index.php

·      Speed bumps for neighborhood

o   Looking at some for ST Parkway.

·      Playground area

o   In the future if the neighborhood wishes to have one a vote would need to take place. Liability / insurance is extremely high and dues would likely increase to support having a playground.

·      Discussed more streetlights in neighborhood.  Any area you feel does not have proper lights installed, email Darlene Windom or HOA Board.

 

VII. Adjourn

·      Meeting adjourned at 7:28 pm.

 

 

 

 

Announcements

Social Media Information

We had a great turnout tonight at our annual meeting! Thanks to all who were able to attend.

As a reminder, make sure to send us an email if you want your key card for pool and gym access.

Also, a big welcome to our new Board Members, Dickie Drake and Beth Strickland. Thanks for volunteering your time!

This handout was given out at our meeting. It details our social media contact information. Please use it to stay up-to-date with neighborhood announcements!

Southern Trace Social Media

Board Meeting Minutes

Board Meeting Minutes (Draft) – 3/19/18

Please note: These minutes have not yet been board-approved. They are a Draft.

I. Call to order

  • President Cindey Huckabee called the meeting to order at 6:05pm.
  • In attendance – President Cindey Huckabee, Vice President Kristia Rumbley, Board Member Burke Wren, Beautification Committee Chairman Kaye Rickard. Also present, were 3 homeowners.

II. Meeting Minutes Approval                                                     

  • Burke made a motion to approve the February Board Meeting Minutes. Kristia seconded the Motion. Motion was carried by unanimous vote.

III. Homeowner Input                                                              

IV. President’s Report (Cindey Huckabee)        

  • Streetlights being owned by city vs neighborhood discussed. Working with city.
  • Working to obtain map of all common areas for Southern Trace community with Darlene and Judy with Kessler.                                    

V. Treasurer’s Report (Burke Wren)        

  • Reviewed financials for January and February.
  • Coding errors discussed and being reviewed with CMA and Cindey. Discussed scheduling a meeting with CMA and board in April if possible.
  • Discussed having an approval process with HOA on expenses.

VI. Manager’s Report (Darlene Windom)

VII. Committee Reports                                                              

  • Clubhouse Committee
  • Beautification Committee (Kaye Rickard)
  • Pool Committee (Krystal Garner)
  • Social media (Kristia Rumbley)

VIII. Update on Prior Business                                                     

  • No change in clean up for Johnny’s Cove / STD.
  • Boothby still needs sign in front changed to CMA.
  • Krystal working to set date for pool clean up and set up date.
  • CMA to still do drive through – Compliance Committee

IX. New Business                 

  • Annual meeting scheduled for April 5th at 6:00 pm.
  • Elections can be made by proxy or turned in at the meeting.
  • Discussed putting no trespassing signs for pool fence.
  • Discussed monitoring gym hours to see if we need to have a closed timeframe. Will be considerate for those on 2nd and 3rd shifts to allow them time for use.
  • Beth will help re-type all rules (pool, gym, clubhouse).
  • Clubhouse floors cleaned.
  • Approved to purchase additional wireless cameras (4).
  • Motion lights purchased and will be installed.                                                        

X. Adjourn        

  • Meeting adjourned at 7:02 pm.