Fairfield Glade governance-records checklist

Unbrochure free worksheet

Source-linked guidance verified September 20, 2026

Nothing you type is sent anywhere or kept after the page reloads.

Use this sheet to identify where a governance claim came from, which version is current, what remains missing and who must resolve it before contract. Print or save the completed copy locally with the property records. Nothing you type is submitted or saved.

Identify the exact record

Property or parcelQuestion the record must answerRecord titleIssuing body or custodianVersion, adoption or filing dateDate obtainedPublic, guest-login, member-only, seller-supplied or recordedSupersedes or is superseded by

Do not write current unless the source itself establishes the version and date. Do not use a search-result snippet as the record.

Build the entity, board and authority file

Tennessee entity search completed onExact legal entity name and status recordedFiling history checked throughCurrent board list obtained fromEffective date of that board listCurrent officers and committee assignments confirmed onAny director, officer or committee conflict relevant to the question

A state entity filing identifies the corporation and its filing history. It does not replace current Club minutes, bylaws, policies or the parcel file. 5 6

Obtain the governing instruments

1997 Declaration copy and recording referenceLater declaration amendments located throughCurrent bylaws and amendment historyCurrent rules or policy governing this questionBoard resolution or adopted policyParcel plat and separately recorded restrictionsAttorney or title professional reviewing the controlling set

The public real-estate page identifies the 1997 Declaration as a governing document. That does not establish that one downloaded copy contains every later amendment or every separately recorded restriction affecting the parcel. 1

Keep the meeting trail in order

Meeting dateCalendar or notice sourceCurrent attendance, stream or recording rule confirmed withAgenda obtained onComplete packet and exhibits obtained onMotion wordingVote recorded asApproved minutes obtained onMinutes marked draft or approved, and approval dateLater correction, reconsideration or superseding action

Keep these separate: an agenda says what was planned; a presentation says what was proposed; a motion says what was put forward; a vote records action; approved minutes record the body's adopted account; draft minutes do not. One cannot silently substitute for another.

Build the finance and contract file

Current adopted budgetLatest audited financial statementsCurrent assessment and fee scheduleReserve information relevant to the issueCapital or master planContract, amount, term and approval recordParcel-specific amount confirmed in writing by

A budget is not a bill. A plan is not a construction commitment. A news report is not the adopted policy, contract, minutes or parcel ledger.

Separate litigation, inquiry and investigation records

Complaint or petitionMotion or counterclaimTemporary order or injunctionFinal order, dismissal or settlementDocket checked onInquiry or investigation demandWritten response or outcome

Do not collapse allegations, denials, motions, demands and court orders into one status. If the later result is not held, write unresolved.

The current governance, roads and sewer briefing shows why these record types must remain separate.

Make the seller and member-side handoff explicit

Fairfield Glade's public site advertises a non-resident guest login and says the member side contains additional information. It does not promise that any named record will be available there. For documents visible only through the member system, ask the seller to supply the file itself, not private login credentials. 2 3

Guest-login information page checked onSeller asked for the current member-side packet onFile names and visible dates receivedMissing exhibits or linksClub administration contacted onWritten answer received from

The Club's public contact page supplies an administration route. It does not promise that a particular record exists, is current or will be produced. 4

Record the decision state

Records complete enough for this question: Yes / No / UnresolvedConflict between recordsControlling record not yet heldWho must resolve it before contractDeadlineHousehold decision: Stop / Resolve before contract / Mitigate / Accept

Sources behind the worksheet

Real Estate: Community Club and 1997 Declaration . Fairfield Glade Community Club , rechecked September 20, 2026.
Become a Resident: non-resident member-side access . Fairfield Glade Community Club , rechecked September 20, 2026.
Non-Resident Guest Login . Fairfield Glade Community Club , rechecked September 20, 2026.
Contact Us: Community Club administration . Fairfield Glade Community Club , rechecked September 20, 2026.
Business Services . Tennessee Secretary of State , rechecked September 20, 2026.
Business Entity Search . Tennessee Secretary of State , rechecked September 20, 2026.
Opinion 08-164: nonprofit member record-copy format . Tennessee Attorney General and Reporter , October 14, 2008; rechecked September 20, 2026.