December 2025 Architectural Review Committee Report

ARC Application Process Explained

By Sylvia Robinson, Chair 

As the chill fall air has slowed down the volume of Architecture Review Committee applications, the ARC members continued to be engaged. We are learning more about the complexity of the topography in parts of the neighborhood, as well as the city of Durham’s requirements about plantings within our community’s tree conservation areas.

That said, ARC members are making every effort to review the applications carefully. When necessary, we are conducting site visits with homeowners so that we can help facilitate clear communication and prompt processing that will ensure approval by the board.

We also are continuing to review the Community Policies and Guidelines, which have not been updated since October 2020. Given all the changes within our community the past five years, the document needs significant revisions before it can be submitted for homeowners association board approval, which we plan to do in the next few months.

Many homeowners continue to ask about the process of submitting an ARC application, so I am including here an overview of that information:

The Architectural Request Form, also referred to as the ARC application, is available on the William Douglas Management website and the Courtyards at Southpoint Slack channel. The completed applications and accompanying documents must be submitted here.

All ARC applications must include the following information:

1. A completed Architectural Application Request Form — ARC application — with a description of the project. To access the application, click here.

2. The completed ARC application must include signatures of all neighbors with line-of-sight view of the project.

3. Homeowners must include a copy of the original plot plan showing the exact location of the project. However, because some of the plot plans are very small, if the result is difficult to read due to size, homeowners should also submit an enlarged section of the plot plan to clearly show details of the installation. This information particularly is important to ensure the installation will not obstruct any drainage or other easements on the property. Homeowners also should include an elevation drawing showing the exact location of the installation(s).

4. For all landscaping projects and exterior alterations — such as retractable awnings, generators, gutter guards and concrete overlay — homeowners must submit supporting documentation including, but not limited to, pictures of materials to be used, specifically any plants and other hardscape, such as stepping stones, edging, large rocks or decorative elements, including color palettes and other details. For plants, particularly larger plants and trees, homeowners need to include the height and width of the plants at maturity.

5. The proposed start and completion dates for the installation.

Once the ARC application is complete, the ARC committee will review the application and make a recommendation to the HOA board for approval, approval with conditions or disapproval. Please note: The HOA board makes the final decision to approve or reject an ARC application.

Once the HOA board approves the ARC application, Casey Ferrara, our community manager from William Douglas, will notify the homeowners. Ideally, all of this will be completed within 30 days. Submitting incomplete information often will delay the review and approval process.

No installation can begin without formal approval from the HOA board.

Before any digging can take place, homeowners are responsible for making sure all utility lines are located and marked. You can apply online by clicking here. This especially is important since there are timelines for location requests, and some rules changed Oct. 1. Therefore, homeowners should look at the website to ensure the rules and timing of your application will fit with your desired project. Moreover, some items are not marked, such as plumbing lines leading to and from the property or properties that may be impacted by your project. So, please be sure you take steps to locate any other buried infrastructure related to your project before you begin. This will help you avoid expensive mistakes, which would be the responsibility of each homeowner to fix.

Also, please remember neither the HOA board nor ARC can provide advice or decisions as to whether a proposed application complies with all local ordinances or codes. The obligation for this — including responsibility regarding drainage and/or utilities easements, setbacks or encroachments — rests with the homeowner. 

In closing, I want to thank ARC members Gwen Bloom, Bruce Buley, Doris Alexander Buley, Art Chambers, Jeff Davidson and Ed Green, and our HOA board liaison, Jill Pafford, for their diligent efforts and continuing contributions to this endeavor.