Frequently asked questions

What is the best way to understand our HOA?

The best way to understand our HOA, our responsibilities and limitations is to take the time to read through the bylaws & CC&R documentation found on the CAMS portal under Documents > Governing Documents. These were developed and filed by the developer when Triangle Trace was incorporated. These documents can be changed through votes of homeowners, however should only be done for valid reasons like evolving community needs, new laws, or situations not anticipated when the original restrictions were set. Due to legal complexities, consulting with a HOA attorney is always recommended. Each HOA board of directors will examine these documents and present changes where possible to the community.

What are the responsibilities of HOA board members?

HOA board members are responsible for enforcing governing documents, managing finances, and ensuring cost sharing items are managed and maintained properly. Currently, the board meets a minimum of once a month with the HOA management company to align efforts, make decisions and ensure follow through on decisions already made.

How are the monthly dues calculated?

Our collective dues cover things like water, sewage, trash, general landscaping services, audits, tax preparation & legal expenses for the HOA, termite inspections, general maintenance, storm pond maintenance, our cost-sharing expense and other items. As you likely are aware, some of these costs can be controlled, while others increase over time due to inflation and other factors. The board is extremely diligent in evaluating needs and wants of the community.

What falls under our cost-sharing agreement?

The Triangle Trace community is currently responsible for 50% of the costs involved with maintaining all common areas, which includes the amenity center and pool areas. Just like our homes, these areas require regular repair and maintenance to ensure they serve us properly. Its important to note that AMH technically owns the Amenity Center and allows Triangle Trace to use it as part of the cost sharing agreement. The amenity center board (ACB) makes decisions regarding contractors and maintenance but is expected to work in good faith. Our part of the cost-sharing expenses have generally been around $100,000 a year.

Can the amenity center be reserved?

Not long after the first Board of Directors was named for Triangle Trace, an Amenity Center Board was setup that includes two representatives from AMH and one from Triangle Trace. That board will meet regularly like any other board to determine the use of the amenity center, costs, cleaning and etc. We will do our best to keep the community informed on any developments.

What is the best way to inform the board of anything?

The Board of Directors contracts annually with a HOA management company (currently CAMS) to care for organizing, scheduling, tracking, estimating, and communicating needs throughout the community. It is always best to submit your ideas, questions, complaints and etc through the CAMS portal. This will ensure that a ticket is created in the portal and the board can monitor and weigh-in on items throughout the process. Not only is this the fastest approach, but also the most efficient. This process also allows us to track the history of some items, ie. a street sign fell off a pole 3 times in 2 years. Something like this will give context to how previous solutions worked or didn't work.

CAMS requests can be done here: portal.camsmgt.com/community/new-request

Why is it important to pay HOA dues and assessments on time?

Timely payment of HOA dues and assessments is crucial for the community’s financial health. Homeowners who pay on time contribute to a stable financial base, allowing the board to allocate funds effectively for maintenance, repairs, and other needs.

What if I am behind on dues?

The HOA management company has an automated process to ensure that all homeowners are notified of late payments. The process for collection will be to send a letter and/or email as a 1st and 2nd notice, once you do not respond to that, the board will unfortunately have to hand off further efforts to an attorney. Once the handoff is done, any and all communications must be with the attorney and will automatically add on subsequent fees (upwards of $1200). Our wish and goal is that no one has to go beyond the initial reminders and we work together to get current.

If you are currently behind, please contact the HOA community manager ASAP to resolve. All requests for payment plans must be made in writing and approved by the TT board.

What is the best way to pay dues?

Times have changed since the days of tearing off a coupon, writing a check, licking an envelope, adhering a stamp and mailing payments. Because of the evolution of payment processes, many companies incur fees with manual processing. That is also the case with us when we use the coupon method. Companies like CAMS has to produce the coupons, obtain letters with payments, manually apply them and so forth. One of the ways that we can decrease our monthly obligations towards management fees is by going away from payment coupons. In the near future it is the boards endeavor to discontinue use of them with so many alternative options available to everyone. Paying directly from your bank account manually or automatically eliminates the archaic need for coupons and associated management costs.

What is the responsibility of the HOA management company?

• Financial management: This includes assisting with creating and managing budgets, collecting assessments, and ensuring the community's stability.

• Maintenance: This includes ensuring the community and common areas are in good condition and well maintained.

• Communication: This includes keeping homeowners informed on neighborhood updates, such as pool card activation steps, how to pay assessments, or when community events are scheduled.

• Administrative services: This includes maintaining the HOA's records, managing contracts and agreements, answering phone calls, voicemails, and emails, and coordinating agendas and events.

• Enforcing HOA rules: This includes enforcing the HOA's bylaws and CC&R's specific to our community.

• Community governance: This includes organizing board meetings.

Currently, our HOA management company is on-site at the amenity center Monday, Wednesday and Fridays to answer questions, provide updates to tickets, replace lost or broken key fobs and etc. Outside of the days on-site, they are available by email and the management portal.

CAMS FAQ's can be found here: portal.camsmgt.com/community/faq

What other "boards" are there that I should be aware of?

Triangle Trace HOA Board - (3) townhome owners who serve as President, Vice President, and Treasurer for a term

AMH Board - (3 or 4) identified representatives from American Homes 4 Rent (AMH) who serve during various development phases of the Rivercross Community

Architectural Review Board (ARB) - (3) townhome owners who serve to uphold the standards set for the community

Amenity Center Board (ACB)- (2) AMH representatives and (1) TT board member who serve to operate and maintain the amenity center and its functions