To:                   All residents, including condominium residents

From:              Harpeth Trace Services Association

Date:               January 31, 2026

RE:                  Neighborhood Storm Cleanup Procedure

 

Purpose

This procedure is intended to provide a clear, safe, and financially responsible approach to post-storm cleanup in Harpeth Trace Estates, in line with our governing documents, professional liability coverage, and available capital reserves.

 

By taking a staged approach, we’re focusing on safety, managing potential risks, and being thoughtful stewards of our community’s resources, while also welcoming neighborly help where it makes sense. Throughout the storm, your Board has stayed in contact with council and Board members, published updates, and worked behind the scenes to bring services and resources back to our neighborhood. We are truly grateful for the kindness, patience, and support neighbors have shown one another during these challenging days, and we’re hopeful that the worst is now behind us.

 

1.     Vendor Procurement

• The Board’s bylaws require a minimum of three (3) bids for contracted services. In compliance with this requirement, the Board solicited four (4) bids for storm cleanup services. 

• Vendor selection was based on previous history providing emergency and routine services, availability, safety practices, capacity, speed, and cost.

 

2.     Jurisdictional Limits

• The Board's authority for vegetation management and tree removal is limited to grounds and streets managed by Harpeth Trace Estates. The map of HTSA streets and common areas will be published on HarpethTraceEstates.org shortly.

• The Board cannot fund or authorize vendors to work on individual residential lots, such as for the management of privately owned trees or debris beyond the right-of-way.

 

3.     Cleanup Priorities and Phases

Cleanup will be conducted in the following order to address immediate safety concerns first:

 

Phase 1 – Immediate Public Safety Hazards: Expedited removal of major limbs and trees in common areas that pose heightened risk to pedestrian, vehicular travel emergency access.
 

Phase 2 – Large Limb Removal: Removal of large limbs in common areas that do not present immediate danger but impede access or normal use of streets and common spaces. Removal of remaining storm debris within common areas will occur when hazardous conditions have been mitigated. The HTSA arborist is contracted for a single visit to remove common area large debris.

 

4.     Noise and Equipment Management

• During all phases, the vendor will haul debris offsite whenever feasible to reduce prolonged noise impacts.

• A wood chipper may be used intermittently, depending on operational needs and site conditions.

 

5.     Condominium Properties (Special Provision)

• Due to ongoing immediate dangerous conditions within certain condominium areas, and only upon agreement from the respective condominium associations, the Board will authorize removal under the discretion of the tree arborist.

• This action is limited to addressing imminent hazards and does not extend to routine or cosmetic cleanup.

 

6.     Residential Property Cleanup

• The Board cannot fund or coordinate removal of trees, limbs, or debris located on private residential property.

• Residents may contract directly with vendors of their choosing, including vendors previously used within the Harpeth Trace Estates:

  • Newcomb Tree Service, LLC.

  • Sprout Landscaping

  • Skeen Tree Care

  • Sullivan Lawn and Landscape

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Frequently Asked Questions

 

Where can I find my plat records?

Your deed will contain your plat record, alternatively the Board is loading original plat documents to the website at HarpethTraceEstates.org/Documents and here.

 

Why does some debris remain while other areas are cleared?

Work is prioritized by public safety risk, not appearance at this time. 

 

Will I need to submit to the Architectural Committee for repairs?

The architectural committee will waive review of like-for-like repairs for a time period to be determined. However, any material change or use of dumpsters that could impede roadway access must be submitted to the architectural committee for review. The architectural form can be found on HarpethTraceEstates.org/Documents.

 

Where do I go for up-to-date information?

You are encouraged to go to HarpethTraceEstates.org where official board information will be posted. Other media outlets such as Facebook and Nextdoor are not official communication platforms, though they have been helpful to distribute quick information during this emergency.

 

Will loud equipment be used?

Debris will mostly be hauled offsite; a chipper may be used at times. Unless there is an immediate jeopardy to public safety, the Board will work within the guidelines of the Metro sound ordinances. Vendors of condo associations and single family homes are required to follow this ordinance.

 

Are condo properties included?

Yes, within the limit of immediate hazards at the discretion of the arborist and within the bounds of phase 1 and phase 2, as described in the Storm Cleanup procedures.

 

Can I hire my own tree service?

Yes. Residents must contract directly with arborists.

 

What is a Major Storm Declaration and its impacts for individuals and Associations?

As of January 30, 2026, the Governor has requested an expedited FEMA Major Disaster Declaration to unlock additional federal resources and benefits. If a Major Disaster is declared, homeowners do not apply through their neighborhood association for assistance. Instead, individuals must apply directly to FEMA through the Individual Assistance program. FEMA’s system is designed to screen eligibility, so applying early is encouraged.

 

Presently, Tennessee is under a federal Emergency Declaration, approved Jan. 24, which allows FEMA to support emergency response efforts across 95 counties. Under this declaration, FEMA will not reimburse hotel stays at this time. An Emergency Declaration does not provide Individual Assistance for housing, lodging, repairs, or personal property losses or for support to neighborhood associations. Until a Major Disaster Declaration is granted, FEMA’s application portal will show “no assistance available” for Nashville residents.

 

Homeowners may apply through DisasterAssistance.gov, by phone, or in person at a Disaster Recovery Center if one opens locally. Each residence is limited to one application, and owners and renters must apply separately. Applicants will describe the damage, provide basic personal and insurance information, and select how they wish to receive communications and payments.

 

Receipts are not required to apply; however, FEMA strongly recommends keeping records of cleanup costs and repairs. Once an application is submitted, FEMA may schedule an inspection, which can be virtual or in person.

 

A denial does not necessarily mean a resident is ineligible - it often indicates missing documentation or insurance information that is still pending. Homeowners may appeal within 60 days, and many approvals occur during the appeal process.

 

An HOA or Services Association cannot apply on behalf of residents. Your HSTA Board is working to provide guidance where possible. If you have information that could benefit the community, please reach out to Ghertner. Your Board is working to learn more information as it becomes available.

 

Where can I find recommended vendors?

On HarpethTraceEstates.org "Repair Resources" button on the homepage, the Board is compiling a list of vendors. The vendors have been community sourced and not all of the vendors have been personally vetted by the Board. Be mindful when selecting vendors during emergencies. 

 

What are key concerns to watch for when selecting vendors during a disaster or emergency repair?

Risks often include inflated rates, pressure to rush decisions, unfamiliar and non-local vendors, incomplete or undisclosed licenses or insurances. Emergency work that is not pre-approved by insurers, poorly documented, or outside of scope may not be reimbursed by your insurance company.

 

What if my power and water remains out, what do I do?

The stability of the power and water in our neighborhood has been intermittent. Under these abnormal emergency circumstances, your Board has not been notified of outages by NES or MWS. At this time, the Board understands that the entire neighborhood is powered and has water. If this is not true, please email at email@ghertner.com, call Ghertner at 615-255-8531, or contact Ghertner through their after hours emergency phone number at 615-255-4736. Please report NES outages to 615-736-6900.

 

Will the Board hire security?

When powered, the Flock cameras are active and operational at the entrance. There have been reports of looting in adjacent neighborhoods beyond Harpeth Trace Estates. The Board has investigated hiring a 3rd party security service, but after reviewing risks vs costs, believe that our risk profile does not warrant the very high cost of security, at this time. All neighbors are asked to increase their vigilance over their own property, neighbors, and the community in general. As always, if you see something, SAY SOMETHING.

 

The quantity of unsolicited vendors will increase over the next several weeks, and we encourage all residents to exercise both patience and healthy caution. Ask for referrals, and inspect both proper licensure and liability insurance before hiring any contractor for services.

 

Are there opportunities to volunteer for clean-up?

Members of our community have reached out to establish a neighborhood clean-up day. More information on this will be available soon.

 

Who has the Board selected for phase 1 and phase 2 clean-up?

The Board has selected Newcomb Tree Service and Sprout Landscaping for phase 1 and phase 2 tree removal based on their past emergency performance for the HTSA Board, speed-to-site, and equipment capabilities. Both vendors are established and insured vendors in our Ghertner system which will expedite the deployment process. Newcomb Tree Service will be responsible from the bridge up the hill, to the entrance to the first entrance of the upper Knolls along Harpeth Trace Drive. Sprouts Landscaping will be responsible for community side roads, condominum areas, and Harpeth Trace Drive beyond the first entrance to the Upper Knolls. Arborist services are as outlined in the Storm Cleanup Procedure notice above.

 

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