A common issue residents and association boards need to deal with is the ARC request-HOA process. Any changes to a homeowner’s exterior design must be approved by the board to ensure alignment with community standards. However, they need to ensure this is done fairly and consistently.
What is an ARC Request for HOA?
Architectural Review Committee (ARC) requests are applications or proposals submitted by residents before they can make a change to their property’s exterior.
Some of the most common proposals involve paint colors and roof replacements. Residents would also need to submit one if they plan to add elements to their exterior, such as decks or fences. Typically, the requirements for these can be found in your community’s governing documents, particularly the architectural guidelines.
Having the ARC request in place is not meant to stop residents from changing or improving their homes. It’s there to ensure that curb appeal and property values are protected.
Handling the ARC Approval HOA Process
To ensure you fulfill your duty while respecting homeowners’ rights, the HOA board must strictly follow the ARC approval process. Here are some tips to ensure that things go smoothly:
- Have a Reasonable Timeline: For any process, the HOA board needs to adhere to deadlines and timelines. In fact, many state laws and your governing documents will stipulate how long the process should take. Prompt responses make residents feel they are not ignored. It also keeps things organized for the board.
- Always Have Documentation: To protect both the HOA and homeowners, all activities should be documented. ARC requests should be formally submitted in writing and include all necessary information. Consequently, the HOA’s response should also be put in writing and documented.
- Provide Your Reasoning: Not all ARC requests are approved, and rightfully so. However, when the HOA rejects the proposal, it must also explain its reasoning. This shows that the board has grounds to legitimately deny the application.
ARC Request HOA Process: Common Mistakes
Inexperienced members of ARC committees and HOA boards may not be as well-versed in the ARC request process. Because of this, they may unknowingly make some mistakes in approving or rejecting proposals.
Here are some common mistakes that you should look out for:
Inconsistent Decisions
When it comes to processes or enforcement by the association, consistency should always be maintained. Your HOA board will need to manage HOA request approvals fairly. They would need to do so in accordance with your governing documents.
Inconsistent decisions increase the likelihood of numerous homeowner complaints and disputes. This usually happens when several residents submit similar requests, and only some get approval.
Unclear Communication
HOA management, including ARC request processes, involves communication with the homeowners. Poor communication may lead to a major issue caused by misunderstandings. So, the HOA board needs to ensure the guidelines are clear and residents understand the process.
Weak Recordkeeping
You may be tempted to overlook recordkeeping. However, this is a mistake you shouldn’t make, especially for ARC proposals.
Having weak, incomplete records makes it more difficult for boards and residents to understand why a proposal was approved or denied. It also makes it difficult to track issues when information is incomplete.
With this, everything involving the process should be recorded, from the proposal itself to the board’s decision and the plan’s execution.
Allowing Work Before Approval
Newer board members may make the mistake of allowing exterior changes before approval is finalized. This should always be avoided, no matter how minor an exterior change may be. Some projects may be small, but their impact on the neighborhood’s overall curb appeal and property value is significant.
How to Improve the Architectural Committee Process
Having a good ARC request HOA process ensures that everything remains organized and fair. Here are some ways your board can improve the workflow.
Create a Complete ARC Request Form
Your HOA should create a comprehensive ARC request form or template that your residents can use when they submit the proposal. This should include sections where residents can indicate all the information you will need for the review.
Having a pre-made form makes things a lot more convenient for both homeowners and the association. It minimizes the guesswork about what residents should include in their application. It also avoids HOAs from returning or rejecting proposals due to missing information.
Train Committee Members
Some members of your association’s ARC committee may be new. Nevertheless, all of them should understand their roles in application reviews. They are responsible for determining whether the proposed changes are consistent with, or permitted under, the architectural guidelines.
To ensure this, HOAs should make a point of educating committee members. They can provide training sessions or workshops to help fulfill their duties responsibly and efficiently.
As part of the training, you should cover relevant governing documents, community guidelines, common resident concerns, and applicable state laws to ensure compliance.
Use Standard Decision Letters
HOAs may create and start using standard decision letters for ARC requests. Similar to having a form for the proposal, having one makes things more convenient for the HOA board. It helps the process become more professional and consistent.
Even with a proper template, decision letters still need to be customized based on the submitted request. It should include the reasoning why a project was rejected or approved to show the HOA’s reasoning.
Review Completed Work
The ARC review process doesn’t end with the board’s decision. Associations should also check whether the proposal was followed after the project was completed. Boards need to ensure that the output matches the approved plans.
Following this practice helps prevent many disputes in the future. It’s also a form of active enforcement of architecture-related HOA policies and guidelines.
Why a Clear ARC HOA Process Matters
Having a clear ARC HOA process benefits both homeowners and the association. It protects the HOA itself from making inconsistent or unacceptable. Meanwhile, it also protects homeowners from confusion.
CWD Group offers management services to community associations in Oregon and Washington. Call us today at 503-488-2008 or contact us online to learn more!
RELATED ARTICLES:
- Oregon HOA Reserve Requirements: Studies And Planning
- HOA Coup: When Homeowners Revolt Against The Board
- HOA Election Recalls On The Rise: Why Is This Happening?
