ARC Committee Process
VOP Website – ARC Committee
The VOP website (http://www.villagesofprovidence.org/), has an Architecture section.
This is the residents’ area for submitting a plan and links to the ARC guidelines. The
Documents section contain the HOA documents and sometimes need referenced for
zoning, etc.
When a resident submits a request (step 2 above), they fill in the basis of the request
and then finish off with the supporting documentation (which are outlined in the ARC
Guidelines for what’s necessary). The ARC Guidelines and other HOA documents
outline the responsibilities of the ARC Committee and the Chair.
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When the homeowner submits the above form, an email is sent to the VOP email, and
goes to the ARC Chairperson, an example looks like:
When they follow step 3 on the website, another corresponding email is sent, and
(hopefully) the resident has attached all the requisite items needed for review:
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As an example, no plans, permits or other items outlined in the ARC were submitted with
the above initial request. The ARC Chairperson needs to reply back to the resident and
request all the necessary items before it can be submitted for review by the Committee.
PERMITS – have been a bit of contention, but we are requiring they are submitted for
construction (fencing, patio additions, etc.) as noted in the ARC Guidelines. That’s to
ensure they are not violating any zoning – fences are good examples of this, especially
corner lots. Corner lots are considered to have 2 front yards, and fences are prohibited
by zoning in front yards. We have had requests for exceptions, so the committee
discusses initially and if they think it’s fine, it’s necessary to ensure that the Township will
accept before we do and not disputing the Township and creating issues for residents
(example 8327 Sea Mist went through that process).
Once necessary items are received, then technically the “clock” starts – the ARC has 30
days to disposition the request otherwise it’s approved for the homeowner to proceed.
Next step is to place on the VOP Collaboration site and submit to the committee for
review.
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VOP Collaboration Website
There is a separate moderated site (https://sites.google.com/a/ashish3vedi.com/voparchitecural-review-committee/home) that is shared by the ARC committee. It’s for the
members of the ARC, and used to communicate about requests, comments,
approvals, etc. ARC members MUST use a Google account to access the site. (You can
setup a Google account without a Gmail address https://accounts.google.com/SignUpWithoutGmail?hl=en).
Admins can setup access for other people. It will send them an invite to the site. They
will need to use the Google account (existing, or whatever they setup) for access.
Access as of 1/24/17 includes:
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Once all the materials are received as necessary for a request, you can setup a new
post on the site (the prior example you see has already been posted as outlined in the
box shown below). Go to the ARC Approval Requests and hit New Post:
In that screen, just copy and paste the emails into that screen
Title of the Post – We have been using a method to help with searches and finding out if
things are still pending. The following format has been followed (some examples above)
New Post:
{date entered} – {address} (homeowner last name) – {type of request} (submitted)
Once approved or denied:
… change the (submitted) to (approved {date}) – or denied and date depending
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Once it’s done and you SAVE it, it looks like:
Now you need to email the ARC Committee members to let them know that a request
is ready to be reviewed and disposition, the site doesn’t automatically let them know.
Example for the request above:
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The link that you use to send around is just copying the hyperlink for the post itself. You
can easily right-mouse click on the link from the ARC Approval request page showing
all the request and copy the hyperlink.
Committee members can then post comments in the site to see opinions based on the
guidelines, if clarification is needed, etc.
The ARC Chair then also replies back to the homeowner, cc’ing VOP email address that
the request was received and has been routed to the committee for review, usually
letting them know it will be a week or two based on peoples schedules.
Review
Based on Committee members requests, the chairperson interacts with the homeowner
to get additional info., etc. Some cases, you just have to see what they’re trying to
describe, so organize a visit from the committee members that can make it to the
residence and go over the request if it’s just not making sense.
The goal is as quickly as feasible let the homeowner know whether it’s been approved
or denied or what else is needed to get to that point.
The review process is complete when you have a majority or unanimous opinion
rendered in the website AND Carrie (or whomever is acting as the finance person) can
also comment that the requestor is CURRENT ON HOA DUES! If the homeowner is
delinquent on HOA fees or has outstanding violations, requests are denied until they
are current.
Approval
Once you have an approval, update the title of the post with (approved {date}) so that
you can keep track of the request on the site. Then you can email the homeowner,
cc’ing the VOP email address to let them know that their request has been approved
by the committee, to keep the email for future reference and that we have a copy on
this website. Thank them and tell them to enjoy!
Denied Requests
Denials, similarly, update the title of the post with (denied {date}). You need to email
the homeowner and let them know the request was denied. Acknowledge that’s not
what they were expecting, but explain the reasons why. You also include the language
from the guidelines for appeals to the HOA Board. Example:
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Other
The ARC website does have other areas to capture any updates, meeting minutes etc.
that are held. The ARC Committee is supposed to have quarterly meetings to review all
the requests, propose any modifications of the guidelines to the Board for approval.
Those have to be approved by the Board, and sometimes the ARC will receive requests
for those updates based on homeowner feedback, new design items or issues to deal
with.
Violations
The ARC Committee is responsible for assessing violations to the ARC guidelines and
periodically updating the Board as such. The Board is familiar with that process, but it’s
the ARC’s role to periodically assess and help with articulating what the violations are,
working through Carrie, etc. to resolve if they require after the fact ARC approvals.
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