Architectural Review Board

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In a homeowners’ association (HOA), the architectural review board is responsible for maintaining the community's aesthetic standards and reviewing requests for exterior modifications to homes and buildings. To streamline this process, many communities provide a standard application form for homeowners. A well-crafted form should include all necessary information to expedite the approval or denial of proposed changes.

An HOA's architectural review board is a committee that interprets the community’s architectural guidelines and oversees modifications submitted by owners. While it is commonly known as the Architectural Review Committee (ARC), it may also be referred to by other names, such as:

• Architectural Control Committee
• Design Review Committee
• Environmental Control Committee
• Alterations Review Committee
• Landscape Review Committee

Regardless of its name, the board's primary goal is to ensure that modifications meet community standards and maintain neighborhood integrity. The board follows a standardized approval process to review applications and make fair, consistent decisions.

HOA architectural review board forms are documents that homeowners complete and submit to request changes to their property. Before making modifications, residents must fill out a form detailing their property and proposed changes. The architectural review board uses the HOA’s covenants, conditions, and restrictions (CC&Rs) to approve or deny these requests.

Sometimes, HOA rules need updating!

A clear and comprehensive form helps the board make timely decisions and allows homeowners to understand the process. Consider these tips for creating an effective architectural review application form:

Start with a template but customize it to reflect your community’s specific requirements. Check your governing documents for any mandatory language or instructions.

Include fields for essential information:

• Homeowner contact details
• Property address
• Description of proposed changes
• Anticipated start and end dates

Use simple language to guide homeowners through the application process. Clear instructions help residents know exactly what steps to take.

Add checkboxes for common requests like:

• Painting
• Adding a fence
• Installing a satellite dish
• Landscaping changes

Ensure there is enough space for detailed descriptions of more complex requests. This minimizes back-and-forth communication.

Ask for the names and contact details of contractors and architects involved. This allows the board to verify plans and job details.

Include instructions on where to find the architectural guidelines in the governing documents. This helps homeowners understand project limitations and avoid violations.

Outline the expected timeline for approval, including when homeowners can expect a response. Explain that complex projects may take longer.

Transition to online forms for convenience and efficiency. Digital submissions can streamline the process for both homeowners and the board.

Add a checklist to help homeowners ensure their application is complete. This reduces the likelihood of missing information and delays.

Is it time to update your HOA’s architectural review application? With insights from the community, you can implement positive changes that benefit both homeowners and the architectural review board.

Civil Code § 4765. Procedures for Architectural Review

(a) This section applies if the governing documents require association approval before a member may make a physical change to the member’s separate interest or to the common area. In reviewing and approving or disapproving a proposed change, the association shall satisfy the following requirements:

(1) The association shall provide a fair, reasonable, and expeditious procedure for making its decision. The procedure shall be included in the association’s governing documents. The procedure shall provide for prompt deadlines. The procedure shall state the maximum time for response to an application or a request for reconsideration by the board.

(2) A decision on a proposed change shall be made in good faith and may not be unreasonable, arbitrary, or capricious.

(3) Notwithstanding a contrary provision of the governing documents, a decision on a proposed change may not violate any governing provision of law, including, but not limited to, the Fair Employment and Housing Act (Part 2.8 (commencing with Section 12900) of Division 3 of Title 2 of the Government Code), or a building code or other applicable law governing land use or public safety.

(4) A decision on a proposed change shall be in writing. If a proposed change is disapproved, the written decision shall include both an explanation of why the proposed change is disapproved and a description of the procedure for reconsideration of the decision by the board.

(5) If a proposed change is disapproved, the applicant is entitled to reconsideration by the board, at an open meeting of the board. This paragraph does not require reconsideration of a decision that is made by the board or a body that has the same membership as the board, at a meeting that satisfies the requirements of Article 2 (commencing with Section 4900) of Chapter 6. Reconsideration by the board does not constitute dispute resolution within the meaning of Section 5905.

(b) Nothing in this section authorizes a physical change to the common area in a manner that is inconsistent with an association’s governing documents, unless the change is required by law.

(c) An association shall annually provide its members with notice of any requirements for association approval of physical changes to property. The notice shall describe the types of changes that require association approval and shall include a copy of the procedure used to review and approve or disapprove a proposed change.

(Added by Stats. 2012, Ch. 180, Sec. 2. Effective January 1, 2013. Operative January 1, 2014, by Sec. 3 of Ch. 180.)