Continuing Review of Active ARC Applications

By Sylvia Robinson, Chair 

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The Architecture Review Committee submitted its revised draft of the Community Policies and Guidelines document to the homeowners association board Jan. 16 for review and approval.

The draft document includes information on the ARC process as well as policies, guidelines and information from other HOA committees and the board. The board is reviewing that document, which we hope will be completed in the coming months.

In the meantime, ARC members continue to review incoming ARC applications carefully. When necessary, we complete site visits with homeowners so that we can help facilitate clear communication and prompt processing that will ensure approval by the board. In January, ARC received four new applications and approved five applications for homeowners.

During discussions regarding a recent ARC application, a homeowner asked how ARC members review applications when plantings might be located outside an individual homeowner’s property line.

ARC applications can only be submitted by homeowners for plantings on their own property. If, for example, the electrical box on a property extends the boundaries of two different properties, then both homeowners would have to submit separate ARC applications to request any plantings around that electrical box that would be on their individual property. In quite a few cases, homeowners have agreed to work together to address these situations. ARC members have completed site visits when necessary to assist homeowners with these applications.

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

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

In addition, please remember: Before 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 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 your application will fit with your desired project.

Moreover, certain buried 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 needing protection before you begin your project. This will help you avoid expensive mistakes, which would be the responsibility of the 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 and Jeff Davidson, as well as our HOA board liaison, Jill Pafford, for their diligent efforts and continuing contributions to this effort.