View Frequently Asked Questions

A community association is a legally-formed and state-registered organization that manages and maintains common areas and enforces community rules in a residential neighborhood, condo building, or sometimes a business office complex. Membership is typically mandatory for owners within the community.

Association dues/fees (sometimes called assessments) are periodic (monthly, quarterly or annual) fees paid by owners to cover their proportionate share of the upkeep and maintenance of common areas, amenities, landscaping, security, and other community services. There are also other important expenses related to maintaining an association in compliance with legal guidelines and the provisions of the governing documents (covenants, restrictions and bylaws) specific and quasi-unique to each association. Insurance coverage must be maintained, tax returns must be filed, a management firm may be engaged to assist the board with operational and administrative duties.

You can pay your dues online through our secure payment portal as a single payment transaction or you can setup an auto payment to recur every time a payment is due. You can also pay with a check or money order by mail. Paying in person at our management office is permissible but is not a recommended option, as our team will then put your payment in the mail to the lockbox center for receipt and processing. This delays receipt of your payment and may result in late fees being charged if the payment is not received timely.

• PORTAL ACCESS: https://chattanoogahoa.cincwebaxis.com/Login
• MAILING ADDRESS: {Your Association Name}, PO Box 1293, Commerce, GA 30529 - be sure your property address is on your check
• OFFICE ADDRESS: 1504 S Smith St, Chattanooga, TN 37412

Late payments will incur additional fees and interest as outlined in your community’s governing documents. Continued non-payment will result in legal collection action, filing a lien against your property, formal court suit, wage garnishment, and/or whatever other means are necessary to collect the amount owed. It is VERY IMPORTANT to contact our team if you're experiencing financial hardship. Unpaid balances cannot be waived or ignored by the board or the management company, as each owner in the community has a legal (and moral) obligation to contribute their fair share of the community’s funding requirements. The board and manager have a fiduciary duty to be good stewards of the community funds, therefore every owner must be held to the same standards as all others, in every regard.

All exterior modifications must be approved by the Architectural Review Committee (ARC). Submit your request through the ACC Request Form in your portal BEFORE starting any work. Part of the governing documents for the community are specific instructions and restrictions on changes that can be made to your home/condo/office because one-off alterations affect the aesthetic appeal and uniformity of the community. Changes that are made without approval from the ARC (or the board) are a violation of the CCRs (the set of ‘laws’ the community must abide by), and the owner will be forced to un-do, remove or reverse the unapproved modifications. Courts and judges nationwide consistently uphold the CCRs and rule against owners that go ‘rogue’. Even something as small as replacing a dead shrub or changing exterior light fixtures may be a violation. Definitely consult the CCRs before planning fencing, landscaping projects, door/window replacements, painting, pool/hot tub installation, and even roof replacement.

• PORTAL ACCESS: https://chattanoogahoa.cincwebaxis.com/login

Login to your portal and submit a Work Order (under ‘Account Info’). This gets the information in front of the appropriate members of our team to be handled effectively and in a timely manner. The Work Order may be submitted to report needed maintenance of a common area or amenity (such as pool pump malfunction or parking lot lights not functioning). AND the Work Order may be submitted to request personal maintenance or repairs of your own personal home/condo/office. Our team will properly assign payment responsibility to either the association of the owner based on the governing documents’ specification of the associations’ responsibility to maintain. If you are unsure if you will be responsible for paying for the maintenance you request, you should refer to your community’s CCRs and bylaws (which can be found in your portal under >Community Information>Documents. In case of urgent or emergency maintenance issues, call our team directly at 423.208.9380

• PORTAL ACCESS: https://chattanoogahoa.cincwebaxis.com/Login
• EMERGENCY MAINTENANCE NUMBER: 423.208.9380 - you must leave a message for the on-call tech to receive the call

Each community is different in regard to the features and amenities available. There are as many different combinations of features and services as there are raindrops in a puddle! Some communities are gated, some condo buildings have video security and monitoring, some business complexes have access-restricted parking structures. There are pools, fitness centers, elevators, assigned parking spaces, golf courses, clubhouses, and so much more. In theory, when you purchased your home/condo/office, you should have received information on what was included and how to make use of it, as well as provided with any key fobs or access codes necessary. Because each community is unique in this regard, first we suggest referring to the CCRs and bylaws. If that doesn’t answer your question, reach out to our team for help at 423.551.6558 or you can email us at {yourassociationname}@chattanoogapm.com. Note that almost universally in all communities, delinquent fees/assessments render your household or office group ineligible to use recreational facilities or reserve space for gatherings or events.

• GATE REMOTES/CARDS: Contact our team for replacements or new requests. Devices may have a fee to issue or replace.
• POOL FOBS/KEYS: Contact our team for replacements or new requests. Devices may have a fee to issue or replace. 
• CLUBHOUSE/CABANA RESERVATIONS: In your portal, under >Community Information>Calendars, you can see existing reservations and submit a request for your event date/time. Some communities limit the length of a reservation and/or require a cleaning deposit up front.
• GOLF TEE TIMES: Communities with golf course access and/or membership privileges have a liaison thru the pro shop for this purpose.

Association meetings are held periodically for the purpose of updating owners on financial status, community projects or events, installing new board members, announcing changes to governing docs/rules, and soliciting suggestions/feedback from owners regarding issues/concerns that need attention or resolution. These meetings are typically held annually, and they may be organized in person or via Zoom or other electronic means. Meeting dates/times will be posted on the calendar in your portal, and the board or manager will send out office meeting notices usually with proxy forms, agenda and/or budgets or other financial reports. These meetings have to follow a specific format, and meet certain requirements to be compliant with state corporation laws - think of them similarly to a corporate stockholder meeting with owners being ‘stockholders’.

Most community’s governing docs stipulate the number of officers on the board (President, Vice President, Treasurer, Secretary), but may have no limits on ‘At-Large’ board members. Board members are nominated and voted in by majority vote of owners in the community. This process typically takes place at the annual meeting. Once board members have been elected, they will meet separately to determine who will serve in each officer position. It is rare for an entire board to be replaced in one annual voting cycle. Generally, at least one board member will remain for continuity and historic data/reference until the following annual vote. Most communities have no specific guidance or restrictions on committees. There may be many or zero committees, depending on the size, complexity and needs of your community. Social events, landscaping liaison, architectural review, and special-purpose project committees. There is almost always an available spot for someone who wants to get involved!

All documents that are relevant for all owners in the community are in your portal under >Community Information>Documents. Some information is reserved for board members only (such as delinquency reports or meeting minutes from board meetings where sensitive topics may have been discussed). There is also a place for photos in this section of the portal, and we welcome owner submissions of community-related and appropriate photos that we can upload and share with all owners (ex: fancy holiday displays in the neighborhood or candid shots of a social event).

Management and board members are diligent about monitoring and addressing compliance violations, however, no one can be in all places and see all things all the time, so we definitely rely on information received from owners to follow up with issues. We will never share or reveal how we received the information (in some cases it may be impossible for anyone but a certain neighbor with a unique sightline or other observatory sense to know, such that the offender will be able to deduce where the report originated). When reports are brought to our attention, we do require some measure of proof or evidence to document the violation. We do not typically take action with unsubstantiated reports of problems. Snap a pic or record a quick video (for sound issues such as constant dog barking, etc). Review the CCRs and bylaws to ensure that the issue is genuinely a compliance violation and not just a personal pet peeve. You can send us complaints and issues thru your portal, via email, or anonymously submitted from our website.