An HOA architectural review checklist will help boards handle requests in a consistent and fair way. Moreover, it can ensure that homeowners don’t miss critical items or requirements. With a clear process in place, board or committee members can make decisions easier to explain and more difficult to challenge. Beyond that, it can streamline the process and reduce delays.
What to Include in an HOA Architectural Review Checklist
Homeowners associations aim to maintain neighborhood appearance and preserve property values. One way these communities achieve these goals is by enforcing strict architectural standards. Homeowners must comply with these standards and seek approval from the Architectural Review Committee before making any modifications or improvements.
While the requirements can differ depending on the homeowners association architectural guidelines, they generally include the following:
- Application Form. A completed form with the homeowner’s information and contact details.
- Project Description. This is a clear explanation of the proposed change (new patio, solar panels, fence, etc.).
- Detailed Plans or Drawings. Site plans, elevations, and renderings that show the scale and placement of the change.
- Material Specifications. Detailed descriptions of all materials that will be used for the project. Samples are also welcome.
- Color or Finish Samples. This includes paint chips and stain colors, often required to match the existing home.
- Site Photos. Photos of the current project site, pictured from multiple angles.
- Contractor Information. The name, license, insurance, and contact details of the contractor who will make the change.
- Permits. If required, any proof of city and county permits greenlighting the project.
- Timeline. This is a map of the project’s schedule, from the proposed start to the completion date.
Homeowners must check their architectural rules or governing documents for exact requirements. They may also approach the HOA board, Architectural Review Committee, or community manager for assistance.
What is the HOA Approval Process for Architectural Requests?
The Architectural Review Committee must follow a standard process when evaluating applications or requests. This ensures the fair and consistent implementation of the guidelines. While specifics can vary, the HOA architectural review process generally includes the following steps.
1. Receive Application
A homeowner will submit their application to the committee for review. The committee must acknowledge receipt of this application. This lets the owner know that the committee has received the request and that review will begin shortly.
2. Confirm Completeness
The committee must verify whether the owner has submitted all necessary documents for review. If there are missing documents or information, committee members must reach out to the owner for follow-up. Again, it is imperative to document this step to ensure there is a paper trail.
3. Verify Compliance
Once all documents are completed, the committee can then review the application. Check whether the request complies with the community’s architectural guidelines. For instance, if an owner wants to paint their house pink but the rules only allow shades of blue, then the request would warrant a denial.
4. Conduct On-Site Visit
If necessary, the committee must perform an on-site inspection. This will help them evaluate the proposed changes and whether or not they will impact other homes in the area.
5. Decide in Good Faith
The ARC must make its decision based on facts. Compare the application against the association’s rules and architectural guidelines. It is important to maintain fairness and consistency when considering applications. If the committee denies a request without cause, owners may claim bias or selective enforcement.
Board members must exercise care when selecting committee members. These members must never exhibit favoritism or take retaliatory actions. They must be fair-minded, detail-oriented, and honest. Otherwise, the association could face potential liability.
6. Notify Homeowner
After making a decision, the committee must then notify the homeowner as soon as possible. Whatever the decision, it must be in writing. If the committee denies the application, it must indicate the reason and provide a procedure for filing an appeal. This will give the owner a chance to amend their application in accordance with the guidelines.
7. Set a Timeline
If the committee approves the request, it must establish a reasonable timeline for project completion. This will serve as a guide for the homeowner while complying with the association’s rules. If the project extends beyond the target completion date, the committee must investigate.
8. Conduct Final Inspection
A final inspection of the modification or improvement is necessary. This way, the committee can ensure that the owner has complied with the approved plan. If the owner fails to do so, the committee may compel them to reverse the change and implement the approved one instead, at the owner’s expense.
9. Document Everything
Committee members must keep detailed records of all correspondence, including applications, written decisions, and appeals. Doing so will protect the association from potential liability. These documents also serve as a reference for the future.
Is There a Timeline for HOA Architectural Approvals?
How long an association board or committee has to respond to an architectural request depends on two factors: state laws and the governing documents. Some states set clear timelines for approval or denial, giving communities a month or so to decide. The District of Columbia has no such law.
That said, boards must also check their governing documents. The CC&Rs and bylaws may give the board a specified number of days to approve or deny a request. For most associations, the approval timeline is 30 to 60 days.
Establishing a timeline (and sticking to it) is essential to maintaining smooth operations and keeping homeowners satisfied. Timely responses prevent angry homeowners.
Can Homeowners Appeal HOA Architectural Decisions?
In general, yes, homeowners can appeal denied architectural decisions. Associations must establish a clear process for filing appeals after a rejection. This will keep everything organized and streamlined. It also gives owners an opportunity to amend their application and implore the committee for a favorable decision.
What Happens if Owners Don’t Obtain HOA Architectural Approval?
When homeowners act without securing ARC approval, they may face several consequences. For one thing, they will be forced to undo the changes they made and go through the proper channels first. Then, after receiving the necessary green light, they can restart the construction process from scratch. Keep in mind that owners must pay all expenses out of pocket.
Additionally, noncompliance with architectural rules can result in fines, privilege suspensions, and even legal action. Owners can even rack up fines for each day they fail to remedy the violation. All in all, it is not a good idea to go against the community’s architectural rules. Seeking approval first is always the better option.
For Everyone’s Sake
An HOA architectural review checklist is useful for both leadership and residents. Board and committee members use it to ensure their decisions align with the community’s standards. Meanwhile, homeowners can refer to it to avoid missing key details and requirements. In the end, architectural rules serve everyone by maintaining appeal and protecting property values.
TNWLC offers both HOA management services to communities in Washington, DC. Call us today at (202) 483-8282 or contact us online to get started!
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