Greyhawk Ridge HOA Architectural Control Committee Procedures: Request For Project Approval (RFPA)

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1 Overview: The formal Resident Request For Project Approval (RFPA) process provides a vehicle for communications between Residents and the ACC to work together for ensuring proposed projects comply with the CC&Rs and ambience of the development. Objective: To establish a simple and efficient procedure for Residents to inform the ACC of their intent for a project requiring approval, to ensure compliance with the CC&Rs and aesthetic objectives of the Greyhawk Ridge development. The intent is to complete the process on a timely basis, well within the (30) days set in the CC&Rs. I. Process: Section A. Resident Responsibilities When a Resident plans to undertake a project on the exterior of their house and or property, they must submit a Request For Project Approval (RFPA) form with associated plan materials. Note It is highly recommended to review the ACC Guidelines and CC&R before completing the form. Both documents can be found on the GRHOA Web site. There are two (2) RFPA forms available on the GRHOA Web site o RFPA Form-Painting: To be used when the project is for painting the outside of the house or other Permanente structure on the property o RFPA Form-Standard: To be used for all other projects o Each version of the form is in two (2) formats (PDF & Microsoft Word): As a PDF which can be completed/filled-in online and ed to the ACC or printed then completed/filled-in and mailed to the ACC or given to a member of the ACC committee (See GRHOA Website for all contact information). As a Microsoft Word document, it can be opened to allow the Resident to type the necessary information. The completed file can then be ed to the ACC or printed and mailed to the ACC. o Note: In most cases, copies of supporting documentation (color charts, etc.) must accompany the RFPA. This can be done by sending a scanned copy, noting an Internet link on the RFPA or mailed. The completed form, plans, specifications (including where appropriate the proposed location & materials to be used), complete measurements (horizontal and vertical) shall be submitted to the ACC. o The RFPA and associated materials can be ed to the ACC address for the ACC = grhoaacc@gmail.com OR (Rev 11/19/2015) Page 1 of 5

2 o The RFPA and associated materials can be Mailed via. USPS USPS address for the ACC = GRHOA ACC P.O. Box Vancouver, WA o Additionally, arrangements can be made to deliver the RFPA and associated materials directly to one of the ACC committee members by contacting them directly. Contact information is available on the Web site The completed RFPA Form and associated materials must be submitted to the ACC at least (30) thirty days prior to the proposed project starting date. o Note: If the Resident has questions or needs assistance with preparing the RFPA, they can contact any of the ACC members. Section B. ACC Responsibilities Upon receipt of the RFPA, the ACC marks the form with a receipt date, and then reviews the proposed project for compliance with the CC&Rs and aesthetic objectives of the Greyhawk Ridge development. a) Roofing; If the RFPA is to replace the roofing materials and all the colors are to be the same as the existing roof and is in full compliance with the CC&R; ARTICLE IV Declaration of Protective Covenants Section 16. Roofing Materials: Roofs shall be 240 lbs. or greater architectural grade composition shingle. the RFPA is immediately approved and the Resident is notified as such. b) Painting; If the RFPA is to repaint a house and all the colors are to be the same as the existing structure (siding, trim, gutters, etc.) the RFPA is immediately approved and the Resident is notified as such. c) All other RFPA submissions are reviewed by the ACC team and their comments documented. In a case where there is a difference of opinion, the majority opinion will be accepted. If there are any compliance issues, the ACC will contact the Resident and work with them to resolve the compliance problem. Section C. Approval 1. If there are no compliance issues, the RFPA Form is marked as approval and returned to the Resident 2. If the ACC and Resident have come to an agreement that required a change to the RFPA as submitted, the RFPA Form is marked with approval and a special section is added to the (Rev 11/19/2015) Page 2 of 5

3 approval RFPA Conditions of Approval where details are provided by which the approval has been made. The marked RFPA with special Conditions of Approval note is returned to the Resident. 3. A copy of all documents and materials is retained for ACC records. Section D. Rejection If there is a compliance issue and the ACC and Resident cannot come to an agreement, the RFPA is rejected. The RFPA Form is marked as such and a special section is added to the rejected RFPA, Conditions Of Rejection. This is where details of the rejection are noted. The form is returned to the owner with a set of project materials. A copy of all documents/materials is retained for ACC files. II. Forms: 1. RFPA Form-Standard (RFPA ) Date; Enter the date the form is to be given/sent to the ACC Address: The Greyhawk Ridge Development address of the residents Contact Name(s): The name of the Resident contact for the request o Note-1: The contact name must be the owner of the property; it cannot be a property renter or other resident. o Note-2: A contractor s name is not acceptable for the request process. A contractor s name can be used for communications after the project has been approved. Tel. No. The telephone number of the Resident contact Address: The address of the Resident o Note: Use of the facilitates communications and significantly cuts the time for the entire RFPA process o If the Resident does not have access to the , than communications will be accomplished via USPS. In this case the Resident is to add the letters USPS where the address is usually entered Nature of Planned Project: This is where the proposed project is described. As necessary, additional pages can be attached along with supporting materials; o Color chart for paint/stain o Drawings/blue-prints for construction o Construction of new or modification to existing fences, hedges, or boundary walls Planned Start Date: The date the project is planned to start Estimated Completion Date: The date the project is expected to be completed (Rev 11/19/2015) Page 3 of 5

4 Signature: The signature of the Resident/owner submitting the Request 2. RFPA Form-Painting (RFPA ) Note: A RFPA is only required for exterior painting of houses, it does not pertain to interior painting projects. Date; Enter the date the form is to be given/sent to the ACC Address: The Greyhawk Ridge Development address of the residents Contact Name(s): The name of the Resident contact for the request o Note-1: The contact name must be the owner of the property; it cannot be a property renter or other resident. o Note-2: A contractor s name is not acceptable for the request process. A contractor s name can be used for communications after the project has been approved. Tel. No. The telephone number of the Resident contact Address: The address of the Resident o Note: Use of the facilitates communications and significantly cuts the time for the entire RFPA process o If the Resident does not have access to the , than communications will be accomplished via USPS. In this case the Resident is to add the letters USPS where the address is usually entered Description of House Painting Project: This is where the proposed project is described (painting house only, painting house and trim, etc.). In addition to a color chart, additional pages can be attached along with supporting materials; o House Siding Color (This is the primary color of the house) o House Trim Color (The trim usually includes the gutters, trim-work around the windows and doors, the window frames and the doors themselves) o House Accent Colors (While most house painting usually consist of two colors, some people choose a third color to accent a specific portion of the house such as the front door) Planned Start Date: The date the project is planned to start Estimated Completion Date: The date the project is expected to be completed Signature: The signature of the Resident/owner submitting the Request (Rev 11/19/2015) Page 4 of 5

5 Notes/Considerations: Project approval by the ACC indicates the project has met CC&R and esthetic compliance issues of the GRHOA. The project may require a Clark County permit, which is the responsibility of the Resident. The project must comply with Clark County building codes which is the responsibility of the Resident. Contractors Advertisement Sign may be posted on the property while the construction/work is underway. When the work is completed, the sign must be removed within (24) hours. The maximum sign size of which shall not be greater than two feet by three feet. III. Governance: It is the responsibility of the Architectural Control Committee to ensure compliance with the CC&R as stated in the CC&R. The ACC is responsible for establishing and enforcing these procedures. (Rev 11/19/2015) Page 5 of 5