Design Changes

From the Architectural Committee Chairman

With the summer upon us, everyone is ramping up projects around the house and yard.  As the Chairman of the Architectural Committee, I thought it would be a great time to review the design review application process.  The following is an outline, but be sure to read the Architectural Design and Maintenance Standards on the website in PDF form under Resources\Governance Documents.

Design Review Applications

Design Guidelines have always included one common and unchanged statement that gets right to the point when it comes to submitting a Design Review Application:

All exterior alterations require the approval of the Architectural Committee.  Any change, permanent or temporary, to the exterior appearance of one’s property must be approved by the Architectural Committee.

Homeowners may also be required to submit an application for modifications that may have existed for some time on the exterior of their home.  This is because our Managing Agent, Sequoia Management, performs routine inspections of the property and will notice the modification.  They will always look first to see if an application was previously approved.  If an application was not submitted you may receive a letter in the mail asking you to submit an application to keep the modification.

There are several items that could be attached to an application and a few are critical:

• Neighbors’ Signatures:  Please be sure to get two signatures of neighbors that abut your house.  If you have difficulty, please try your hardest and then call the Managing Agent to determine the best way to proceed.

• Site Plan (Plat):  The HOA does not have a copy of your plat.  You must provide one with your application and draw on the plat to the best of your ability the location of the proposed improvement.

• Supporting Information:  Pictures are worth a thousand words.  Pictures show the modification, color, and texture clearly, existing or not.  Include measurements and written descriptions of objects and your intent.  For landscaping be sure to include the mature size of plants.  County Permits may be required.  Modifications to property in storm water easements, storm water management areas, and conservation areas are areas for which you may want to get County approval before submitting an application to the Committee.

Read the application once you think you have it completely filled out.  The Architectural Committee will base their decision on the information you provide, so the more the better.  Then send your application and supporting material to Sequoia Management.  Applications must be turned in to Sequoia by no later than noon on the 3rd Tuesday of each month which is one week prior to the review meeting (the 4th Tuesday of the month).  Applications turned in after the deadline will not be seen by the Committee until the next month, no exceptions.

Design Review Process

Once you have turned in your application, what happens next?

There is only one Architectural Committee Meeting each month.  It’s held on the 4th Tuesday of every month at 6pm at Crossroads Community Clubhouse, 14201 Legend Drive, Gainesville, VA 20155.

Applicants are not required to attend the meeting.  However, applicants are welcome to attend and your application will be discussed and voted on before those that did not attend.  If your application is approved you may begin work on the modification immediately.  Residents are also welcome to attend the meeting to understand the process and ask questions either before or after the Committee reviews applications.  The Committee will then review remaining applications and vote.  The HOA will send Applicants a letter stating the outcome of the committee’s decision within 10 days following the meeting.

Approved Applications

Once a homeowner has approval on a Design Review Application the construction or alteration may begin.  Be sure to obtain County Building Permits and Zoning Permits as necessary since the HOA approval does not supersede County, State, and Federal Regulations.  Alterations or improvements must commence within 6 months of approval and complete within 1 year under the current guidelines.  Otherwise, the approval shall be deemed to have lapsed and will be withdrawn.  If the approval has lapsed, you will need to submit a new application.

Disapproved Applications

For disapproved applications the homeowner may appeal to the Board of Directors.  The homeowner must submit a written request within 10 days of receiving the Architectural Committee decision or the decision will be final.

New News

The Architectural Committee is currently revising the Design Standards for the community and will publish the proposed changes to the community for comments before submitting to the Board of Directors.  Have a great summer, be safe, and we’ll see you around the community!