By Sylvia Robinson, Chair 

 

The Architecture Review Committee has had a very busy few months of reviewing incoming ARC applications and making recommendations to the homeowners association board for approval, approval with conditions or disapproval. 

 

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

 

We also are continuing to review the Community Policies and Guidelines document, which provides the structure for the committee’s work. This document has not been updated since October 2020, and it needs significant revisions before it can be submitted for HOA board approval, which we hope to get done in the next few months. 

 

Since the newly reconstituted ARC began reviewing applications on Aug. 18, we have received 30 ARC applications, and 13 of these have required ARC members to complete site visits with the homeowners. As of Sept. 26, ARC has reviewed and the board has approved 21 of these applications. Nine ARC applications are still under active review.

 

The majority of the applications were for landscaping installations and solar panels. Others were for fencing, retractable awnings, concrete overlay and window screening. The average length of time from receipt to approval is about seven to 10 days. ARC application delays most often result from incomplete information. 

 

As a reminder, please note 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. 

 

Homeowners who submit an ARC request must provide the ARC application and all supporting documentation, including but not limited to, a description of the work to be done, along with pictures or drawings of plants and other materials to be used — such as stepping stones, edging, large rocks or decorative elements, including color palettes and other details — and a copy of the plot plan showing the location of the improvement. 

 

The ARC application also should include the signatures of neighbors who have line-of-sight view of the project, as well as the proposed start and completion dates for the installation. However, no installation may begin without formal approval from the HOA board.

 

Once the ARC application is approved by the HOA board, homeowners will be notified by Albert Cruz, our community manager from William Douglas. However, please remember that before any digging can take place, all utility lines need to be located and marked. You can apply online by clicking here. This is especially important, since there are timelines for location requests, and some rules are changing effective Oct. 1. Therefore, homeowners should look at the website to ensure the rules and timing of your application will fit with your desired project. 

 

In addition, some certain 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 needed for your project before you begin. This will help 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. 

 

ARC members are Gwen Bloom, Bruce Buley, Doris Alexander Buley, Art Chambers, Gene Granger, Ed Green and me.