By Sylvia Robinson, Chair 

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The Architecture Review Committee members appreciated the break the homeowners association board gifted all committees with over the Christmas and New Year’s holidays. It was a welcome respite after months of pretty intense effort, as we learned more about the ARC application review process. Before the break began, we were pleased all five of the pending ARC applications received by Dec. 8 were reviewed and processed before the end of the year.

 

That break allowed us to start 2026 re-energized. Committee members have been working busily in the early weeks of January, putting the finishing touches on the revised draft of the Community Policies and Guidelines document from October 2020, which Epcon shared with homeowners at closing. We will submit our draft to the HOA board for review and approval.

 

We also are continuing to review any incoming ARC applications carefully. When necessary, we are completing site visits with homeowners to help facilitate clear communication and prompt processing that will ensure approval by the board.

 

Many homeowners continue to ask about the process for submitting an ARC application, and I want to reiterate that information here. The Architectural Request Application Form, also referred to as the ARC application, is available on the William Douglas Property Management website and the Courtyards at Southpoint Slack channel. Completed applications and accompanying documents must be submitted to Casey Ferrara, our William Douglas liaison, at cferrara@wmdouglas.com.

 

All ARC applications need to include the following information:

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

• Signatures of all neighbors with line-of-sight view of the project.

• A copy of the original plot plan, showing the location of the project as well as an elevation drawing showing the exact location of the installation(s).

• For landscaping projects and any exterior alterations, such as retractable awnings, whole-house standby generators, gutter guards and concrete overlay, all 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.

• The proposed start and completion dates for the installation.

 

Once the HOA board approves the application, Casey Ferrara will notify the homeowners.

 

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

 

In addition, please remember that before any digging can take place, homeowners are responsible for making sure all utility lines are located and marked. You can apply online at https://nc811.org/. This especially is important because timelines for location requests and some rules changed effective Oct. 1, 2025. Therefore, homeowners should check the website to ensure the rules and timing of their application will fit with their desired project.

 

Moreover, some items — such as plumbing lines leading to and from the property or properties that may be impacted by your project — are not marked. So, please be sure you take steps to locate any other buried infrastructure needing protection before you begin your project. This will help you avoid expensive mistakes, which would be the responsibility of the affected 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 effort.