TheMelrosePropertyOwnersAssociation,Inc.
ArchitecturalReviewBoard
DaufuskieIsland,S.C.
Guidelines,Rules,andProceduresfor DesignandConstructionorAlterationto SingleFamilyResidences
July 7, 2014 V1.0
John Thompson – President, Property Owners Association
Andy Mason – Chairperson, Architectural Review Board
843.842.3441
Table of Contents
1.Introduction...... 1
1.1.Mission Statement...... 1
1.2.Contents of these Guidelines, Rules, and Procedures...... 1
1.3.Changes to these Guidelines...... 1
1.4.Limitation of Liability...... 1
1.5.Driftwood...... 2
2.The Design and Construction Team...... 2
2.1.The Architectural Review Board (ARB)...... 2
2.2.The Owner...... 2
2.3.The Building Official...... 3
3.The Design and Construction Process...... 3
3.1.Site Analysis...... 3
3.2.Design Review...... 4
3.3.Construction Documents...... 4
3.4.Pre-Construction Site Review...... 7
3.5.Construction Phase...... 7
3.6.Construction Technique / Methods...... 8
3.7.Post-construction Phase...... 8
4.The Design Guidelines...... 9
4.1.The Site...... 9
4.2.The Landscape...... 10
4.3.The Building...... 12
5.Construction Requirements...... 17
5.1.Vehicle Permits...... 17
5.2.Construction Times...... 18
5.3.Trash Receptacles...... 18
5.4.Trash Hauling...... 18
5.5.Site Clearing...... 18
5.6.Hauling of Fill Dirt...... 18
5.7.Fires...... 19
5.8.Portable Toilets...... 19
5.9.Culvert Pipes...... 19
6.Future Improvement and Exterior Changes...... 19
6.1.Re-paintingor Re-staining...... 19
6.2.Improvements...... 19
6.3.Landscaping...... 19
6.4.House Numbers and Signage...... 20
7.Fees and Penalties...... 20
7.1.Design Review and Archive Fees...... 20
7.2.Design andConstruction Compliance...... 20
7.3.Road Use Fees...... 21
7.4.Violation Assessments...... 21
8.Forms...... 22
Appendix A – Pattern Book
1. Introduction
1.1.Mission Statement
ThemissionoftheMelroseArchitecturalReview Board (ARB) is toestablishandperpetuatea harmonious and aesthetically pleasing design for the plantation, preserve Melrose’s natural setting and beauty, protect and promote the value of the property for the benefit of all, and encourage and support property owners as they build homes.
1.2.Contents of these Guidelines, Rules, and Procedures
Followingthisintroduction,Section2describesthe roleof participants in the design and constructionof Melrose homes. These participants include the ARB, the homeowner, the architect, the builder, and others.
Section 3 describes the design and construction process. The major steps of this process include site analysis, design review, required construction documents, project approval, pre-construction site review, construction, and the post-construction phase.
Section4providestheARB’sdesignguidelines.TheARBhasorganizedtheseguidelinesin the following three parts– site, landscape, and building. Section 5 contains requirements for activitiesduringconstruction.Section6dealswithchangestoexistinghomes.Section7sets forththefeesandpenaltiesassociatedwith homeconstructionandalteration. Section 8 provides forms that the owner, the ARB, and others use.
AppendixAtotheseguidelinesisthepatternbook.Itprovidesexamplesofthearchitectural style that best describes the look of Melrose and the styles envisioned by the ARB. While the ARBwelcomescreativeideasfrom architectsdesigninginMelrose,itsuggeststhattheowneror architectsubmitconceptualplansearlyinthe process.Ingeneral,homesshouldreflectthe architecture of the low country; they should be neither too small nor too conspicuously large. Eachshouldbeapieceofamosaic,blendingratherthanstandingout,sothatthefinished tapestry will have a continuity that is pleasing to the eye.
1.3.Changes to these Guidelines
TheARBreservestherighttoaddtoorchange theseguidelines,asitdeemsappropriate.The owner or owner’s agent should contact the ARB to ensure that ithas the latest version of the guidelines.
1.4.Limitation ofLiability
ThesolepurposeoftheARB’sparticipationin theconstructionorrenovationofanyhome, includingwithoutlimitation,planreviewandconstructionmonitoring,istoconfirm compliance withtheARBGuidelinesforsolebenefitoftheMelrosePOA.TheARB,itsmembers,and the Administratorshallnothaveanyresponsibility or liabilityto owner, architect,builder,or third partyforARB’slimitedinvolvementinthedesignandconstructionprocessorforcomplianceof
anyhomeorcomponentthereofwithapplicablebuilding, fire, flood, FEMA, OCRM, insurance, or other codes, rules, and regulations.
1.5.Driftwood
The Driftwood section of Melrose has its own ARB. Requirements for homes in Driftwood conflict with those of the Melrose ARB with respect to size, design, colors, setbacks, fees, and othermatters.TheDriftwoodARBwillsubmitplans to the Melrose ARB for comment, but the Driftwood ARB has final approval rights. The Melrose ARB cannot require that houses in Driftwood be designed or built by Melrose ARB approved architects or builders. However, the nonrefundable road-use fee applies tohomes constructed in Driftwood.
2. The Design and Construction Team
2.1.The Architectural Review Board (ARB)
TheARBderivesitsauthorityfromtheDeclarationofCovenants,ConditionsandRestrictions for Melrose Homesites, Article X. The provisions of this Article bind all property owners.
TheARBconsistsofuptofive,butnolessthanthree,members who are appointedannuallyby theBoardof DirectorsoftheMelrosePropertyOwnersAssociation. Thememberselectthe Chairperson and may employ an Administrator if the level ofbuilding activity requires one.
TheARBwillassisttheownerandtheowner’sagentsthroughtheprocessofbuildingin Melrose in compliance with these guidelines. Itwill designate a primary contact person, usually theChairpersonortheAdministrator,who willwork cooperativelywith the principals during the design and construction of each house.
2.2.The Owner
Theownerhastheultimateresponsibilityforthesuccessoftheprojectandconformitywith theseguidelines.However,theownercanreceivesignificantassistance with thisresponsibility from thearchitect,builder,landscapearchitect,landsurveyor,andothersupportingengineers, trades, and material suppliers. The owner’s choiceof thedesign and buildingprofessionals is important to the individualproject’s success at Melrose.
2.2.1. The Architect
Thearchitectcanprovidesignificantassistance to the owner through its understandingof the goalsoftheARBandtheseguidelines.TheARBwillgivesignificantweighttotheopinionof thearchitect.However,onlyarchitectslicensedinSouthCarolinaandapprovedbytheARBmay participatein thedesign of residencesandrelatedimprovementsinMelrose.TheARB ChairpersonandAdministratormaintainthelistofapprovedarchitects.Form 8.8ofthese guidelines provides the application for ARB approval for an architect.
2.2.2. The Builder
The builder’s performance is critical to the success of the project. The builder must be familiar with the special requirements, limitations, and unique regulations that are in these guidelines. With the exception of an owner who also serves as the builder, only builders licensed in South Carolina and approved by the ARB may participate in the construction of residences and related improvements in Melrose. Form 8.9 of these guidelines provides the application for ARB approval for a builder.
The ARB does not favor an owner to act also as the builder unless the owner is also an ARB-approved builder. However, the ARB will consider this arrangement if a potential unlicensed owner/builder can demonstrate to the ARB that it meets the South Carolina statutes for an owner/builder, that it has relevant experience, and that it will provide extensive supervision of the building process and contractors.
2.3.The Building Official
TheBeaufortCountybuildingofficial’sroleisto monitorandverifythattheprojectconforms to applicable codes. Acceptance of the aesthetic considerations by the ARB does not imply acceptancebythebuildingofficial. Thearchitect andthebuildercanprovideassistanceinthe coordination with the building official.
3. The Design and Construction Process
This section describes the major steps on the design and construction process. The ARB strongly recommendsthat the owner or the owner’s agent submit conceptual drawings and documents beforesubmittalof thesiteanalysisanddesigndocuments.Thisearlysubmittalcanhelptoavoid unnecessary expense or delayslater in the process.
Section8of theseguidelinesprovidesForm 8.1,whichistheapplicationforARB review.The ownerorowner’s agentshouldsubmitacompletedForm8.1withthedocuments associatedwith the site analysis, the design review, and construction. The owner or owner’s agent should submit documents in a timely manner to allow the ARB enough time for thorough review. The ARB normallymeetsonamonthlybasis.Plansizeandscaleshallbe1/8″ = 1′0″ for the site and 1/4″ =
1′0″for the building, unless the size of the houseis such that another scale is necessary.
Plans either shall be in hard copy format or in an electronic format that is generally available to personalcomputers(e.g.,PDF).Penciledincommentswillnotbeconsidered inthereview process unless specifically approved in writing by the Administrator or ARB Chairperson.
The owner or owner’s agent willsubmitdocumentstotheAdministratororChairperson,as designated,alongwiththeappropriateapplicationfees.Section7oftheseguidelinesspecifies thefees.However,theowneror owner’sagentshouldconsultwiththeAdministratoror Chairpersonat the time of plan submission to determine thecorrect fees.
3.1.Site Analysis
Thepurposeofthesite analysisistoevaluatetheimpactofthebuildingonthesurrounding environment.
The first submission should include a tree and topographical survey. The owner will provide a topographical survey prepared by a licensed land surveyor showing the location, size, and speciesofalltreesover6″indiametermeasuredat4′aboveexistinggradeandnoteworthysmall
flowering trees and shrubs. The survey will include property lines of the lot and all adjacent lots, easements,andcontourlinesatone-footintervals.Itwillindicate wetlandsandanyother prominentnaturalfeatures.Thesurveyshouldextendasfarintotheadjacentareasasnecessary in order to assure that the designer gives careful attention to all environmental issues.
The first submission should also include a site plan, which indicates diagrammatically the generalfunctionallayoutandmassingofeverythingplannedtogoonthelot.Thesiteplan should include the location of significant trees, visual screening, sun analysis, breeze directions, drainage,identification ofviewsandvistas, impactonadjacenthomes,publicareasand driveways,siteaccess,utilitylocations,andareasprovidingmaximumprivacyfrom neighboring houses and lots.
Ifnotalreadyprovidedasconceptualdrawings,theownermaysubmitanartist’srenditionor schematic rendering of the proposed building orimprovementto determinethesuitabilityof a particularstyleordesignforconstructioninMelrose.TheARB’sopiniononthestylewillbe non-bindingandofferedonlyinanefforttosavethetimeandexpenseinvolvedwithadesign that the ARB might ultimately disapprove.
3.2.Design Review
FollowingtheARB’sapprovalof thesiteanalysis,theownerortheowner’s agentwillpresentto theARB schematicdesigns of buildingsand grounds, which may include dimensioned drawings, models,andperspectivesmost appropriatefor a pre-constructionsubmittal. Initial indications aboutmaterialsandcolorswillbehelpful.Regardlessoftheform ofpresentationused,all submissions shall contain the following:
•Aschematicsiteplanshowingthelocationofthehouse,drivewayandwalks,drainageplan, proposedlandscapingconcepts,serviceyard,HVACunits,electricmeters,propanetanks, and similar features. The plan should indicate any trees planned for removal and the information necessary to show conformance with the guidelines contained in Section 4 of these guidelines.
•Floorplans,elevations,andsectionsshowingtherelationshipofformsandspacestothesite and landscaping.
3.3.Construction Documents
The construction documents provide the greatestlevel of detail andinclude the following:
3.3.1. Site Plan
The site plan at 1/8″ = 1′0″ scale should show:
•Topographicalone-footcontoursandlotcornerandcenterspotelevationsoftheoriginal grade surveyed by a licensed land surveyor, and showing the surveyor’s seal.
•Locationandtypeoftreesover6inchesindiametermeasured4feetaboveexistinggrade, indicating those planned for removal.
•CopyoftheBeaufortCountyapprovaloftreeremovalrequest.NotethattheARBmay impose stricter requirements.
• Propertylines,concrete monuments, and building setback lines.
•Outsidefaceofallverticalconstruction,includingbutnotlimitedtothebuilding,porches, decks, and service yards, dimensioned perpendicular to the property line at the closest point.
•Roofplanaccuratelyshowingtheextentofoverhangfromtheoutsidefaceoftheexterior walls of a building including roofs for covered decks and porches.
•Majorfeaturesonadjacentpropertieswithin25feetofthepropertylineincludingroads, paths, marshes, lagoons, swales, culverts, golf courses, Coastal Council lines, vertical construction of buildings, decks, patios, driveways, etc.
•Allproposedhorizontalconstructionincludingdriveways,parkingareas,paths,walkways, patios, and the like.
• Gradinganddrainageplanindicatingallplannedchangesfromexistinggradewith1′0″
contour lines, tree protection, culverts and swales with flow direction.
• Location of service court and mechanical equipment.
•Firstfloorelevation,carthouse,finishfloorelevation,terraces,patios,anddeckelevations indicated above Mean Sea Level.
• Location of closed loop water source heat pump bored holes, where applicable.
3.3.2. BeachfrontProperty
Foranyhabitablestructurebuiltseawardofthesetbackline,theowner/architectshallsubmit evidence of approval fromthe Office of Oceanand Coastal Resource Management (OCRM).
3.3.3. Architectural Documents
Architecturaldocuments,allsignedorinitialedanddatedbytheapprovedarchitect,shallinclude the following:
• Fullydimensionedfloorplanincludingdecks,terraces,porchesandpatios,etc.atascaleof
¼″ = 1′0″.
• Computation of heated and cooled floor space for each floor and total heated and cooled area.
•Exteriorelevationdrawings:allsidesatascaleof¼″=1′0″(anon-rectangularhousemay require more than four elevations, or a study model).
• Indication of treatment of building fromfinished grade to roof.
• Indication of existing and finished grade on elevations.
•Typicalconstructiondetailssuchaswallsection,corner,privacyfence/wall,servicecourt fence/wall,chimneycap,entrystepandhandrail,andallotherdetailsnecessarytoexplain the materials and finishes on the exterior of the building.
3.3.4. Exterior Colors & Materials
Theownerorowner’sagentwillprovidesamplesof theexteriorcolor/finishofallmaterials proposedforthebuildingandsiteincludingsiding,band-boards,fascia,trim,chimneybrick, roof,columns,railings,supports,porches,patios,decks,walkways,driveways,andplanters.The
owner or owner’s agent shall submit these on actual samples of materials proposed for use. The samples are most important to both the owner and the ARB in evaluating the eventual appearanceofthehouse,ascolorchipsoftenvarygreatlyfrom actualapplications.A“story board” presented to the ARB best portrays this information.
The ARB recognizes that color tastes can vary significantly. TheARB recommends thatcolors chosenfitinwithotherMelrosehomesandnotcallundueattention.Ownershouldavoid selection of colors very similar to nearby homes.
3.3.5. Variances
Iftheproposedconstructionincludesanyvariancesfrom thedesignguidelinesstated herein,the owner or owner’s agent must specifically request approval on the application form. The ARB reservestherighttoconsultwith affectedpropertyownersindecidingthemeritofanyvariance request. If the ARB or owner discover a variance that was not requested on the application, the ownerorowner’sagentmayneedtoresubmittheapplication.Theowner orowner’sagentmay submit revised plans eliminating the variance or specifically requesting the variance.
3.3.6. Pre-Construction Review
Theownerorowner’s agentwillhavethesite surveyed,staked,andstringedtoindicatethe location of the proposed vertical and horizontal construction. This process shall make all concretecornermonumentsvisible.Theownerorowner’sagentshallstring thesidesandrear property lines and these lines shall remain strung until construction is complete. The owner or owner’s agent shall flag in red all trees proposed for removal.
3.3.7. Project Approval
AftertheARBhasreceivedalltherequiredinformation,itwillreviewtheprojectin meetingsas required.
AftertheARBapprovestheproject,itwillprepareaMelroseARBApprovalAgreement(Form
8.2.)Uponexecution ofthisdocumentbytheproperty owner and the ARB, the ARB will issue a Melrose Certificateof Plan Acceptance within five (5) days. The owner or owner’s agent should displaythiscertificate atthesitealongwiththeBeaufortCountyBuildingPermit.TheARB requires construction completion within one year of the date of issuance of the Melrose Certificateof PlanAcceptance.NotethattheCertificateofPlanAcceptanceisnota“building permit.”AlsonotethattheARBmayrequireconstructioncompletionwithintimeframesless than one year for alterations or improvements to existing homes.
IftheARBdoesnotapprovetheproject, itwillsenda lettertotheownerstatingthereasonsfor disapproval.Theownerorowner’sagentmaysubmitrevisedplans thatresolve thereasonsfor disapproval or the owner may appeal.
3.3.8. Landscape Plan Approval
The landscape plan on a 1/8″ =1′0″ scale on a copy or overlay ofthe site plan will show the location,bounds,andsizesforall plantmaterials,mulches, plantingbeds,non-livingground covers,othermiscellaneouslandscapematerialsandirrigation.Forallplantmaterialsincluding
trees, shrubs, and ground covers, the landscape plan should graphically depict each in a scale representation equal to mature plant and label each type. The plan also includes a separate listing orattachmentgivingassociatedplantsymbolwithspecifiedplantsize,inheight, spreadand container, botanical name, common name, and quantity used.
AftertheARBhasreceivedalltherequiredinformation,itwillreviewthelandscapeplan. The ARB, in its sole judgment, will determine at final inspection of the landscape installation,if the installationmettheintentofthelandscapeplandesign. Thisholdsparticularlytruefor landscaping used for screening purposes.
3.4.Pre-Construction Site Review
Two working days prior to the pre-construction site review, everything to be constructed will be staked on the site in the fashion stated below and in enough detail to adjust to all buildings, site access roads, parking curbs, walks, ditches, and trenches including, but not limited to, lighting, wastewaterdisposalrequirements and irrigation lines.
StakeoutSpecifications:Allstakesmustbeatleast3feethighandconnectedwithcoloredtape to define buildings, parks, roads, etc.The following is the required color scheme:
• Blue – buildings, parking, roads
• Yellow – landscaping
• Red – tree and understory removal
Thecontractorwillstakeouttheareaasaccuratelyaspossibleandindicatehowonecanidentify trees according to the legend and the final plans.
Ifconstructiondoesnotbeginwithinsixweeksafterthispre-constructionreview,thecontractor shall remove all staking materials.
The follow people should be at the pre-construction site review:
• ARB Administrator or representative
• Owner (if available)
• Architect
• Builder / Contractor
• Superintendent
• Subcontractors that are deemed necessary
• Landscape contractor
• Grading / tree removal contractor
3.5.Construction Phase
Duringtheconstructionprocess,representativesoftheARBwillvisitthesitetodeterminethat work is proceeding in compliance with the approved plans.
TheARBdoesnotallowexternalchangesto theapproved projectwithoutsubmittalof arequest fordesignchangetotheARBforapproval.Contractorsshallnotperform workonsuchchanges untiltheARBrendersits decisionon therequestforchange.Internalchangeswithoutanyeffect on the exterior of the building do not require ARB approval.
Any signage identifying the builder, architect/designer, or owner shall consistent with the configuration shown below.
3.6.Construction Technique / Methods
Thebuildermayelecttouseconstructionmethodsthataremostappropriate to theproject.This mayinclude “onsite”aswellas“offsite”buildingmethods.If thebuilderusesthe“off site” buildingmethod(i.e.,builtinashopenvironment,broughttothesitewithamajorityofthework complete),thetechniqueshallbeaccomplishedunderthedirectguidance oftheArchitect,with design and detail compliant with the approveddocuments.
3.7.Post-construction Phase
Whenconstructioniscomplete,theownerorowner’sagentwillsubmitaLetterofCompletion totheARB.Thebuildermustalsosigntheletter,certifyingthatthe buildercompletedall construction inaccordancewiththeplansapprovedbytheARB,includinganyARBapproved changes.TheARBAdministratororChairpersonwillreviewtheconstructionforcompliance after receiving this letter. Following the inspection, and if the ARB determines that the improvements and landscaping are in accordance with the approved submissions, the ARB will issue a Certificate of Construction Acceptance. (Form8.6)
Theownerorowner’sagentshallremovetheconstructionsignatthetimeofissuanceofthe
Certificate ofConstruction Acceptance.
If the ARB finds that the owner or owner’s agents have not completed construction in accordance with the approved documents, the ARBwill notify the owner or owner’s agent in writing statingthereasonsfornon-compliance.Aftercorrectinganydeficiencies,theowneror owner’s agent will submit a new Letter of Completion.
4. The Design Guidelines
4.1.The Site
4.1.1. Drives & Parking
• The design must provide a minimum of one (1) enclosed cart space for each lot.
•TheARBrecommendsthatthedesignprovidefortwo(2)off-streetguestparkingspaceson an approvedsurface.
• Where possible, access to corner lotswill be fromthe least traveled street.
•Drivewayswillnotparallelsidepropertylines.Drivewaysnearsidepropertylinesshouldbe minimized where possible to permit a buffer of landscape materials.
•One driveway access to the street is recommended unless the street property line is exceptionallylong (exceeding120 feet). The outer edge of driveway paving will have a minimumdimensionof15′from thepropertylinewhereitjoinsthestreet.Anadequate turning radius will remain.
•Off-streetparkinganddrivewayswithin10′ofpropertylineswillbescreenedfromadjacent property or road with landscape material.
•Drivewaysshouldbeasvisuallyunobtrusiveaspossible.Concrete,approvedbrickpavers,or combinationsthereof,maybeused.Ifperviousmaterialsuchasgraveloranapprovedshell or aggregate is used, a substantial edging material shall be used.
• Unobtrusive reflectors, to markdriveways, will be permitted.
4.1.2. Fences & Walls
•Walls and fences will be approved, provided theyare attached to the house as an architectural extension and serve oneof the following purposes:
•To enclose or screen a service yard
•To define an entrance space or courtyard
•Toprovideprivacytorear patios and decks
•To prevent accidental access to pools (see 4.2.6)
•Wallsandfenceswillbecompatiblewiththematerialsandcolorsofthemainhouseandwill be subject to ARB approval.
• Deer fences are not acceptable. Refer to section 4.2.1 below.
4.1.3. Exterior Lighting
•All exterior lighting shall be approved by the ARB prior to installation. Light fixture locationsshallbeindicatedon the siteplanandcutsheetsof the lightfixtures shallbe submitted with the plan.
•Exteriorlightsshallbeinstalledtoavoidglarefromlightsourcestoneighboringproperties and nearby traffic.
•Nightlightingshouldbedirecteddownwardandconfinedtodrives,paths,andstepsforsafe pedestrianmovement.Ifup-lighting isused,carewillbetakennottocreateagloworhaloin the night sky.
•Walkwayilluminationsourcesshouldbeconcealedintosteps,walls,bollards,andhandrails whenever possible to avoid direct view of light sources.
• Creative adaptations oftraditional fixtures are encouraged.
• Lighting used to accent vegetation should besubtle, subdued, and hidden fromview.
•Donotdirectlylightanypartofthehome-sitewithin20feetofthefrontandrearlotlines, nor within 10 feet of side lot lines.
• Permanent colored lighting is not acceptable.
4.1.4. Decks, Terraces and Patios
• Decks, terraces, and patios should be designed as an extension of the interior space.
•Decks, terraces, and patios should be carefully located in order to preserve existing vegetation as well as to provide transition fromthe building to the landscape.
•Thescale,dimension,detail,andmaterialofthedecks,terraces,andpatioswillbeconsistent with the architecture.
4.2.The Landscape
OneoftheprimaryresponsibilitiesoftheARBis toensurethatwhenMelroseiscompletely developed,theendproductwillbeabeautifulanddelightfulplacetolive.TheARBencourages amorelandscaped,ornatural,appearanceof lawnandbushesasopposedtoanuncaredfor appearance.Aconditionofapprovalfrom theARBtoproceedwithconstructionistheowner’s agreementtoimplementthelandscapeplansubmittedalongwiththearchitecturaldrawingsof the house.
The intent ofthe landscape requirements is to:
• Beautify thecommunity
• Soften vertical structures fromground plane with foundation plants
• Screen unsightly areas
• Restore the site fromdisturbances which occur during construction
Landscaping willbeadequatetocomplementthehouseandsite.Insuccessfuldesigns,elements ofthelandscapeandbuildingunitetoform ahabitatcompatiblewithitsenvironment.Plansfor anylandscaping,grading,excavation,orfillingoflotsmustbeapprovedbytheARBand conformto the following guidelines: