Do I need to submit a modification request?
This is a very common question of both new and seasoned homeowners. This simple answer is, “yes.” When in doubt, submit an application. That said, as a general rule, replacing “like with like” on any previously existing items requires no new ARC application.
Before you submit your request . . .
Familiarize yourself with the current Architectural Standards. Many home modifications, including fence styles, door colors, and other exterior finishing details were original to the home, were either approved by the original developer, or approved by the ARC prior to the Board’s implementation of the Architectural Standards document first adopted in 2016, and were therefore “grandfathered.” In addition, the Board reserves the right to make adjustments to the Architectural Standards as needed. Applications are evaluated by the ARC using the most current standard, not any grandfathered standard you may have seen.
Some modifications (such as fences, patios, decks, porches, sheds, or building additions) may require submission of a copy of the property plat (must be the final survey copy with the engineer’s stamp included and visible on the copy along with any other improvements shown since the original plat was created). If you did not receive a plat with your closing documents, it might be on file at the Hanover County Clerk of Circuit Court Land and Records Division https://www.hanovercounty.gov/322/Deeds-Plats; if it is not, you must contract with a surveyor to have a new plat made at your expense.
Some modifications may require additional supporting documents (i.e., complete description including photos or drawings as to construction design, materials, and color/finish; floor plan, elevation, section drawings). Being as thorough as possible with your initial submission will facilitate a faster approval.
Where to submit:
Submit ARC Application package to the Community Group:
By Email: email@communitygroup.com
By Fax: (804) 346-8640, or
By Mail: 3901 Westerre Parkway, Suite 100, Richmond, VA 23233
An automated email confirmation will be sent to your email provided.
Questions should be directed to the Community Group at 804-270-1800; just ask for your HOA Community Manager (specify if you are in the Single Family or Reserve HOA.
What happens to a my ARC request once it has been submitted?
Community Group will process complete applications to the ARC database. Homeowners with incomplete applications that need additional information or a property plat will be contacted by the Community Group.
Once the request is loaded into the ARC database, the ARC Committee (Bell Creek Single Family) or the Reserve HOA Board receive notification to review the application. The ARC Committee (Bell Creek Single Family) or The Reserve HOA Board has a maximum of 60 days to either approve or deny any application or it is considered approved.
If you provided an email address on the application, you will receive an automated email message indicating the application has been entered into the system. Many people find that the email gets tagged as spam, so be on the lookout in your spam box as well over the next day or so. The ARC Committee (Bell Creek Single Family) or Reserve HOA Board may request additional information during their review of the request.
The ARC Committee (Bell Creek Single Family) or Reserve HOA Board votes, and notification of approval, denial or request for additional information is sent to the homeowner.
