Architectural Review Committee (ARC) - New & Existing Homes 11.24.2025
- Martha Dobson
- 3 days ago
- 3 min read
Subject: Architectural Review Committee (ARC) – New and Existing Homes
Dear Chinquapin Homeowners,
We wanted to take a moment to share an update on what’s been happening with the Architectural Review Committee (ARC). Since the transition from developer oversight to the HOA, we’ve been working through a large number of active applications and getting a clearer picture of what’s needed to keep things running smoothly. As we stepped in, we found several applications still in progress, some incomplete submissions, and a few cases where construction began before approvals were finalized. We also saw opportunities to strengthen how the guidelines are reviewed and applied.
Current ARC Structure
As of September 12, the ARC is being managed temporarily by four Board members:
Tim Wellman, Director, Policies & Compliance
Kay Lucas, Secretary
Doug Barber, VP Administration
Allen Dobson, President
This is a short-term arrangement to ensure consistent and timely review during the transition period.
Long-Term ARC Plans
Beginning in 2026, the Board intends to engage a qualified external architectural organization to perform design and construction reviews.
The third-party will:
Lead a comprehensive revision of the ARC Design Guidelines established nearly 20 years ago
Review each submission and provide a written report
Support the ARC in making final approval decisions
Any ARC Design Guideline revisions will be shared with all owners and builders, and changes requiring covenant amendments will be brought to owners for formal approval.
In January 2026, we plan to launch the Policy and Compliance Committee, with 3–4 committee members serving on the ARC.
Commitment to Standards
As the HOA fully assumes oversight, our goal is to uphold all requirements outlined in the ARC Design Guidelines and the Chinquapin Covenants.
Recent efforts include:
Organizing current projects based on active builds and pending submissions
Updating design guidelines with minor clarifications
Adjusting fines (first update in nearly 20 years)
Improving communication with builders—our General Manager, Katie Nicholson, continues to meet with builders and address questions
The Board may update the design guidelines once we receive input from the external architectural organization. Any deviation from the covenants requires a two-thirds supermajority owner vote.
Improved Submittal Process
We have recently received an increase in incomplete submissions from owners and builders. To improve this, we have implemented a new submittal checklist.
Review timeline goals:
10 days for complete submissions
Up to 30 days during high-volume periods
Each submission is:
Reviewed independently by multiple ARC members
Consolidated before being returned to the owner and builder
Sent back for additional information or revisions if requirements are not met
Appeals Process
Owners may appeal ARC decisions that do not meet the guidelines.
The first level of appeal will be handled by the Policy and Compliance Committee once active
Until then, first appeals will be reviewed by three Executive Board members
Second-level appeals will be reviewed by the full Board at the next scheduled meeting
Timeline:
Appeals may take up to 90 days
If no response is received within 90 days, the owner may proceed after an additional 60 days (total 150 days)
Compliance & Oversight
The key items the ARC is responsible for reviewing and approving:
Site plans
Tree surveys and removal requests
Exterior design selections
These requirements apply to new construction and existing home sites. All additions, exterior modifications, and tree removals require prior HOA approval.
Fines & Enforcement
To protect the community and natural environment, the following fines may apply:
Tree removal without prior approval: $500 per caliper inch
Clearing a lot before ARC approval: up to $25,000
Additional fines are detailed in the ARC Design Guidelines
Access to Guidelines & Contact Information
The ARC Design Guidelines are available on the owner website:
For questions or to submit materials:
Thank you for your cooperation and ongoing support as we continue to strengthen our processes and maintain the quality, beauty, and integrity of our community.
Warm regards,
Chinquapin Board of Directors
posted by Martha Dobson on behalf of the HOA Board
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