Courtyards at Southpoint Begins Transition to Homeowner-Elected HOA Board

​Editor’s Note: Due to the delay in homeowners receiving a paper copy of the letter titled “Notice of Board Transition Election,” the deadline for submitting applications to run for a position on the Courtyards at Southpoint HOA board has been extended to April 11, 2025. No matter what the letter says, the new deadline is April 11. Also, paper copies of the application are available in the clubhouse. To access a replica of the application, click here.

The process for transferring leadership of the Courtyards at Southpoint’s homeowners association from an Epcon-led board of directors to a board composed exclusively of homeowners is imminent.

Since our community opened, three Epcon employees and one homeowner have comprised the HOA board. When the transition is complete, homeowners will hold all five seats on the reconstituted board.

According to HOA bylaws, the transition period was to begin when the sales of 98% of homes in both phases of the development closed. That threshold had been reached by March 25, according to Albert Cruz, our neighborhood's community manager with William Douglas Property Management. 

Days earlier, Rebekah Burchard, our liaison with Epcon, notified leaders of the Transition Working Group — a team of homeowners who have been preparing for the transition — she had instructed Albert to send a letter titled “Notice of Board Transition Election” to all homeowners.

“We are pleased to inform you that the community is ready to move forward with the transition election,” the letter states. “The first step in the process is to secure a list of candidates — owners interested in serving on the board whose names will be included on the election ballot.”

The letter cites HOA bylaws, which stipulate five homeowners are to be elected to the board.

The letter encourages homeowners who are interested in serving on the board to complete a candidate contact information form and a candidate application form, both of which are

included with the letter.

The contact information form asks for each candidate’s name, phone number and email address. It also includes an affidavit stating the applicant is seeking a seat on the board and acknowledging information provided will be submitted to homeowners.

The candidate application form asks prospective board members to address three issues:

• “Why you would like to serve on the board and/or your vision for the community”

• “Previous HOA board/committee experience or non-HOA experience that may be pertinent to board service”

• “Any other information you would like to share with the membership”

Candidate applications are to be submitted to Albert Cruz, our neighborhood’s representative with William Douglas Property Management, who will supervise the board election. Applications may be submitted to Cruz via email or postal mail. They will be due approximately two weeks after they have been sent by Cruz.

About a month prior to the election, Cruz will mail an election packet — which will include candidate information, a ballot, a proxy form and instructions for voting — to each homeowner household. Each household will be allowed to submit one ballot.

Prior to the election, the Transition Working Group will sponsor a meet-and-greet event to enable homeowners to get to know the candidates.

On the date when the election results are disclosed, current board members will resign, and new board members will be seated.

The date of the meet-and-greet event, the due date for ballots, and the date of the election announcement are yet to be determined