XXXX Community Association

Standard Operating Procedure

SOP: DRC/ARC

Title: Application procedures

Scope: This SOP covers the daily tasks associated with handling the application for a DRC approval. The approval package, DRC request tracker form, Neighborhood and DRC board approval form is attached.

Date & Version: 0/0/0 – version 0

  1. Homeowners will call or email the office to request an application.
  1. The office personnel will provide an DRC request package to the homeowner (package can be emailed).
  1. When the homeowner submits the package to the office theoffice personnel will make sure all information required is attached.
  1. Office personnel will log request on the DRC tracker form.
  1. DRC to process package
  1. If the DRC feels that the request should be handled by an email vote the office personnel will send package out to DRC members via email. Vote will be taken and applied to email vote form attached.
  1. If the chair feels it should go on the next agenda it will be added to the meeting package.
  1. During the DRC meeting the DRC will complete the DRC approval form from the results of the meeting and submit to the XXXX office the next business day.
  1. XXXX office personnel will draft a letter to the owner to be signed by the chairman within 24 hours. The letter will be mailed by the office within 72 hours.
  1. XXXX office personnel will file a copy of the approval package in the owners file.

XXXX owner request package

XXXX Community Association, Inc

Address

Dear Home Owner,

Thank you for taking the time to submit your request for a DRC approval. Attached you will find the instructions and application for your requests. Below you will see the procedures your application will go through to get approved.

Step 1 –.

Step 2 -

Step 3 –

Step 4 –

Step 5 – DRC will vote on improvement and notify Homeowner with in ______of results.

Once again thank you for taking the time to submit your request. If you have any questions please do not hesitate to contract the XXXX office at Enter phone number.

Sincerely,

XXXX, DRC

Board of Directors

XXXX Community Association

DRC Request Instructions & Application form

Instructions

Attached you will find the application needed for your request. Please fill out the application (with all required documents) and submit to:

XXXX Community Association

Addrss

Office #

Fax #

Email –

Total # of Copies

One (2) copies of Submittal Package(must include all items listed below).

Submittal Date

Post Marked Eight (14) days prior to next scheduled meeting.

Date of Meeting

Meeting Time

Location
XXXX

Address

Office #

Fax #

Email –

Submittal Package

All OF the following drawings must be submitted along with a completed application.

Site Plan:

Must include setbacks, perimeter buffers, parking calculations and layout, pedestrian circulation and amenities, proposed building footprint, open space, preserve areas, and native trees or palms to be protected.

Landscape Plan:

Landscape Plan must illustrate the design intent of the proposed landscape, and shall include the type, size, location and specifications of all landscape material. The landscape material must be shown to respond by specification and location to the proposed architecture and any other designed elements.

Photographs:

Photographs of the proposed development site including any existing vegetation, and photographs of the adjacent properties depicting any existing structures and their architectural styles.

Color Chips:

Color chips of the proposed colors to be used or paint sample can be put on application where indicated.

Site Locator Map:

Showing how this project fits into the macro landscape. This allows
us to evaluate adjacencies for noise & visual buffers as well as
pedestrian links so that our commercial areas relate to
residential and other commercial projects thus eliminating the
constant need to use automobiles accessing the roads
unnecessarily.

XXXX Community Association

DRC Application

Date Received by office______

Applicant Names:______

Address: ______

Neighborhood: ______

Contact names and numbers: ______

Description of Project: (if painting please supply paintings chips or use area below to paint a sample)

______

Sample paint:

If more room is needed please attach a separate sheet to this application.

XXXX Community Association, Inc

DRC Approval Form

Date submitted to DRC______.

Dear DRC Board Member:

Attached you will find a request for approval. Please review and submit this form back to the XXXX office after meeting. If you have any questions please contact the XXXX office at ______:

Applicants Name: ______

Address: ______

Summary of Project:

______

Request has been approved by the DRC.

______

SignDate

Request has been denied by DRC for the following reasons:

______

______

SignDate

XXXX Community Association

DRC Request Track List

Date of Request / Name / Address d / Request / Date to DRC
Board / Date Approved by DRC

Date

Name

Address

Dear

Your request to ______has been reviewed and approved by the Design Review Committee.

Please keep a copy of this approval for your records.

This approval in no way negates any civil requirements for permits, etc. that may be required.

Sincerely,

Chairman

DRC Meeting Items

Meeting Date:

Name / Vote -DRC / Ratify
Only / Comments

DESIGN REVIEW COMMITTEE

APPROVAL BY E-MAIL

OWNER______

ADDRESS______

PROJECT______

YES NO

List Members Names

TOTAL ______

APPROVAL DATE ______