The unit owner sends in the Exterior Change Request form (revised August 2018), Hold Harmless Agreement (revised September 2018), and Neighbor Consent form (revised August 2018). All three forms are available on the Sunland North Division 17 website. Note: ACC has 30 days to perform a review.
Check for completeness of each form. Must include contractor proof of insurance and business license number (however, the contractor information may already be in the ACC Contractors’ Business License and Certificate of Insurance book; e.g. frequently used contractors such as Three Crowns, Jamie Parrish, or Oscar Lopez Painting).
Assign a number to paperwork; e.g. 2019-001 is the first Exterior Change Request of the year 2019. Each year, start a new ACC documentation book. Keep track of the requests in the Word document, Architectural Control Requests – Division 17 – (year).
Scan the three ACC completed documents along with any additional information that the unit owner provides; drawings, pictures, etc.. Send by pdf to the ACC committee members for review. The committee members usually respond via e-mail with their approval and/or any questions. Occasionally, committee members must meet on-site at the requesting owner’s unit if there is an unusual request or if it is an architectural feature that has not been previously done in Division 17 or may affect common space (e.g. retractable deck screen, installation of vent/electrical work for generators, fencing that may extend beyond the concrete patio). Note: No awnings or sun rooms are permitted.
Print committee members’ approval and put it in the documentation book with the request forms.
Revise the approval form letter to unit owners (samples in 2019 book). Sign, scan, and send to the unit owner(s) for their signature(s). It must be received before work can be started.
Each Exterior Change Request is entered into Basecamp. Information includes 1) Exterior change Request type, Address, Owner, Date Exterior Change Request Submitted (use date ACC received it), Action by ACC, APPROVED (or not and reasons why), Description of Request and forms submitted. You can either enter the information in Basecamp as you process the request or wait until the end of the process. Notify the other committee members in Basecamp. Make a copy of the Basecamp entry and file it with the request.
