When property owners in a homeowner’s association (HOA) want to make changes to their properties—whether it’s painting their front door a new color, installing a fence, planting a tree, or adding a deck—they must first seek approval from the association’s Architectural Review Committee (ARC). Having a clear and well-structured ARC application and review process is crucial for ensuring compliance with the association’s governing documents, maintaining the community’s aesthetic, and providing a seamless experience for homeowners and board/committee members alike.
Mostly applicable to single-family or townhome communities, condominium associations also benefit from having ARC guidelines in place.
Understanding the Architectural Review Committee (ARC)
The ARC (sometimes called Architectural Review Board or ARB) is responsible for reviewing and approving (or denying) requests for new construction or exterior modifications based on the community’s Covenants, Conditions, and Restrictions (CC&Rs). Depending on the community, the ARC may be composed of board members or a separate committee appointed by the Board to fulfill this role. Their primary role is to ensure that proposed changes align with the neighborhood’s aesthetic and structural standards, helping to preserve property values and community harmony.
Compliance with ARC standards is a critical function for associations, as significant liability is associated with failures to follow the process or enforce the guidelines. Because of this, it is prudent to have the association’s attorney assist in preparing the ARC Guidelines, which dictate the application and review process.
What Should the ARC Application Form Include?
A well-designed ARC application form ensures homeowners provide all necessary details upfront, reducing delays and confusion. Here’s what to include:
1. Reference Governing Documents
Before creating or updating an ARC application form, board members should consult their governing documents. Some associations require specific language or clauses to be included and adherence to specific timelines for review and decision. Ensuring compliance with these requirements can help prevent disputes or legal issues down the road.
2. Provide a Step-by-Step Checklist
Many homeowners are unfamiliar with the ARC process, so providing a simple checklist will help guide them in submitting a complete and accurate application, thereby avoiding delays. This checklist should clearly outline the required documents, including project descriptions, site plans, and material samples.
3. Collect Comprehensive Information
The application form should gather all essential details, including:
- Homeowner’s contact information
- Property address
- Description and photos of proposed modifications
- Materials and colors to be used
- Estimated start and completion dates
Depending on the proposed change and the association’s policies, a plat map may be required, as well as information related to compliance with ordinances (such as zoning and permitting) and evidence that neighbors have been notified of the applicant’s intentions.
Having this information readily available allows the ARC to make informed decisions and minimizes the need for back-and-forth communication.
4. Clear Instructions for Completing the Form
Providing straightforward instructions makes the process easier for both homeowners and the ARC. If homeowners understand exactly what is needed, they’re more likely to submit a complete application, which reduces delays in approval and margin for error.
5. Ample Space for Project Descriptions
Encourage homeowners to describe their proposed modifications thoroughly. Including checkboxes for commonly requested projects—such as painting, fence installations, or landscaping changes—can help standardize the application process and streamline review times.
6. Access to ARC Guidelines
Homeowners should know where to find ARC guidelines and governing documents. Clearly stating this information on the application form can prevent incomplete or non-compliant submissions, making the review process more efficient.
7. Simplify and Standardize
For changes that relate to commonly requested modifications, such as mailbox replacement or fence or shed installation, the ARC Guidelines could include the specifications for pre-approved changes, thereby reducing the burden on owners and committee members. For example, if the association only allows certain styles, heights, and materials for fences, disclose these requirements upfront so owners won’t submit requests that will be flatly denied.
8. Set Expectations with a Decision Timeline
Transparency in the decision-making timeline is crucial. Homeowners should know when to expect a response. Some governing documents specify that if the ARC does not respond within a certain timeframe, the request is automatically approved. However, this timeframe only begins once all required documents have been submitted.
9. Handling Disputes
The ARC Rules & Regulations should clearly outline the process for appeals, ensuring that disputes are handled uniformly. If an ARC request is denied, owners should be aware of the steps they can take to submit an appeal. Avoid disputes by engaging with the applicant during the review process to discuss and fully understand their intentions. Include a site review in the committee process for complex requests, and ensure a proper review is conducted on behalf of impacted neighbors prior to making the final decision.
Final Thoughts
A well-structured ARC application process benefits everyone in the community. By creating a comprehensive form with clear instructions and guidelines, community association board members can help homeowners navigate the process smoothly, ensuring that community standards are upheld while promoting a positive experience for all residents. Taking the time to refine the application process now will lead to fewer misunderstandings and a more efficient ARC approval system in the future.
About Community Association Management Services
In business since 1991, CAMS has grown to become North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. To learn more, visit www.camsmgt.com/choose-cams
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