By Sylvia Robinson, Chair 

 

The Architecture Review Committee continues to have a busy schedule reviewing incoming ARC applications and making recommendations to the HOA 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 that we can help facilitate clear communication and prompt processing that will ensure approval by the board.

 

We also are continuing the process of reviewing the “Community Policies and Guidelines.” 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.

 

In addition to reviewing the ARC applications and working on the guidelines this past month, the committee has had some changes in its membership. We are grateful to our neighbor and past ARC chair, Gene Granger, who has decided to resign from the committee after years of diligent effort. Please join the ARC members in thanking Gene for his generous contribution to our community and in extending appreciation for his service.

 

That said, the committee is pleased to welcome our neighbor Jeff Davidson, who has joined ARC as our newest member. Jeff brings a wealth of experience gained from his 46 years of service as a logistics plan officer in the Marine Corps, where he retired as a major. Jeff is a detail-oriented problem solver and a team player, and he already is making valuable contributions to the work of the committee.

 

In another significant change, our property management company, William Douglas, has designated Casey Ferrara, regional manager, to take on the role of community manager for the Courtyards at Southpoint. Casey has proven to be a strong partner and has demonstrated responsiveness, attention to detail and proactivity that will help the ARC application process work more effectively in the months ahead.

 

Many homeowners continue to ask about the process for submitting an ARC application, and, therefore, I want to reiterate that information here. The Architectural Request Form, also referred to as the ARC application, is available on the William Douglas website and the Courtyards at Southpoint SLACK channel, and you can access it by clicking here. The completed applications and accompanying documents must be submitted to cferrara@wmdouglas.com.

 

All ARC applications need to include the following information:

1. A completed Architectural Application Request Form (ARC application) with a description of the project.

2. The link for that application is here.

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

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

5. For landscaping projects and any exterior alterations, such as retractable awnings, 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 steppingstones, edging, large rocks or decorative elements, including color palettes and other details.

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

 

Once the HOA board approves the application, homeowners will be notified by Casey Ferrara.

 

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 that all utility lines are located and marked. You can apply online here. This especially is important because timelines for location requests and some rules have changed effective October 1. Therefore, homeowners should check the website to ensure the rules and timing of your application will fit with your desired project.

 

Moreover, certain 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 needed for 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 effort.