Home exterior renovations and modifications are part of improving a person’s home. However, in an HOA setting, certain factors and guidelines should be considered. To see whether a homeowner’s project is acceptable under association standards, having a proper ARC request-HOA process in place makes things easier.
What is an ARC Request?
An architectural review committee (ARC) request is a form that HOA members complete and submit before making changes to their property’s exterior.
These requests need to be approved first to ensure that the home’s appearance remains uniform with the rest of the community. This ensures that both curb appeal and property values are maintained.
Submitting the requests also ensures that the renovations comply with the HOA guidelines. It also enables the HOA to keep a record of any architectural changes that happen in the community.
When are ARC Requests Submitted?
Different communities may have different policies for submitting ARC requests. However, here are some typical renovations for which homeowners would need to submit one.
Major Landscaping Changes
If homeowners plan to update their landscapes, they will need to complete the ARC request-HOA process. In addition to overall appearance plans, residents must indicate the plant species they intend to use when filing their landscaping ARC request. For environmental reasons, certain plant types may not be allowed in some areas, so the HOA would need to check whether the proposal complies with this.
In addition to plant species, requests to remove trees and add hardscape would also need to be reviewed by the HOA’s architectural committee.
Exterior Paint
If a homeowner plans to paint their home’s exterior, especially if they want to change the color, they need to submit an ARC request. These involve changing the colors of the exterior walls, trims, shutters, and even the front door. The HOA’s architectural committee must approve the proposal first to ensure the color is consistent with the neighborhood’s overall aesthetic.
Fencing
Residents must also submit an ARC request if they plan to change or install new fences. Part of the proposal should include the height of the fencing and the style they plan to use. The locations where fences can be installed are also reviewed by the ARC.
Roof Repainting or Replacements
If a resident needs to change, repair, or replace their home’s roof, they must also submit an ARC request. Usually, the roof’s material and color are reviewed for consistency with the community.
What is an HOA Architectural Committee?
An HOA’s architectural committee is a group of people within the HOA who are responsible for reviewing exterior renovation proposals in community properties. Following their review, the committee will submit its recommendation to the HOA board, which will ultimately decide to accept or reject the request.
The committee’s goal is to preserve a consistent community aesthetic and protect property values. They are there to ensure that any modification will comply with the HOA’s standards and other stipulations in the governing documents.
HOA Architectural Review Committee Guidelines
Also known as the architectural standards, the ARC guidelines are a set of policies and rules that stipulate what homeowners can change and how they can change their property’s exterior. It’s what they can and can’t do regarding the design and modification of their home’s exterior.
Every HOA will have a different set of these guidelines, and they are usually found in the governing documents. Some of these rules outline:
- What paint color can be used for the exterior
- The minimum and maximum height for fences
- The allowed materials that residents can use for exterior improvements
- What plant species are allowed for landscaping and gardening?
Along with the stipulations, these guidelines outline the timeline for the review process. In many communities, the review may take up to 30 days until the decision is made. It may also indicate whether the ARC committee can approve the changes or if the approval lies with the HOA board itself.
The ARC Request HOA Process
To avoid any mistakes and misunderstandings, the HOA’s ARC should have a process and timeline for reviewing requests. This ensures that all requests are managed and reviewed equally, and that no approved project is delayed.
Fortunately, the steps for the ARC request HOA process are pretty straightforward. It involves the following steps:
1. Submission of the ARC Request Form
To make this easier for the architectural committee, the HOA should have a standard application form for ARC requests. It needs to include the important details tied to the proposed project.
But what should be included in HOA architectural review request forms?
The format for submissions in the ARC requests HOA process will vary from one community to another. However, in general, the resident will need to submit the following information:
- Project Information: The request should outline what the homeowner is changing and why.
- Illustrated Plan: This will help the architectural committee visualize the project. This plan must include sketches showing what changes will be made and where.
- Materials and Colors: Part of the request should address the materials and colors to be used. An HOA has a set of approved material types and paint colors to ensure uniformity and preserve curb appeal.
- Timeline: This indicates when the project will be done. It may also include the proposed working hours of when contractors would come in to do the work.
- Contractor or Vendor Information: Homeowners should also disclose the contractors they have hired to do the changes. They should include the company’s information, including relevant licenses and insurance documentation.
2. Reviewing the Request
Following the homeowner’s submission, the ARC reviews the application details. They need to check whether all the details of the proposal are within the community’s architectural standards. If the committee believes it lacks information for the changes, this is the step at which it should contact the homeowner to request further documentation.
3. Arriving at a Decision
After reviewing the homeowner’s application, the ARC needs to determine whether the proposal can be accepted. Depending on whether they have the authority to do so, they can approve or reject the proposal directly. Otherwise, they would need to prepare a recommendation for the HOA board, which will make the final decision.
Common Architectural Committee Mistakes to Avoid
Not everyone is perfect, including those on the architectural committee. Many still make mistakes that can affect the HOA and its relationship with homeowners. However, knowing these common mistakes makes it easier to avoid them. Here are some of the things you shouldn’t do when reviewing HOA ARC requests.
Inconsistent Enforcement
When ARC and the board enforce architectural guidelines inconsistently, it can damage the HOA’s reputation and erode homeowners’ trust. Because of this, the committee and HOA board should always implement the rules consistently to avoid notions of favoritism.
When it comes to approvals for reasonable accommodations, some homeowners may mistake this for inconsistent enforcement. To avoid this, the HOA board and architectural committee should ensure that the modifications comply with the Fair Housing Act or the Americans with Disabilities Act. Additionally, they should ensure having documentation for these as proof.
Vague Guidelines
Having vague guidelines causes misunderstandings. Unclear guidelines can be interpreted in many different ways. What homeowners believe is acceptable may not actually be acceptable in the HOA’s eyes.
The HOA can easily avoid disputes arising from misunderstandings by making its guidelines clear. Be specific about what’s allowed and what isn’t. This saves both the HOA and residents time and energy.
Delayed Responses
Homeowners can get frustrated with the HOA and the ARC if they take a long time to respond. Usually, a request involves timelines and schedules. A delay in approval can also delay that, wasting both the homeowners’ time and energy.
Simplifying the ARC Process
By knowing your way around the ARC request HOA process, both board and committee members would have an easier time doing it. With consistency and fairness, the HOA can preserve its aesthetics while letting homeowners express themselves.
Creative Management Company offers ARC request assistance services to HOAs and condo communities in Greater Houston. Call us today at 713-772-4420 or contact us online to learn more!
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