Request For Project Approval (RFPA)

Process & Procedures

Document REVISION: July 4, 2019

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.

  • There are two (2) RFPA forms available:

  • The online web form(s) can be completed and submitted within your web browser.

  • The PDF(s) can be printed, filled out and mailed to the ACC, or given to a member of the ACC committee (see ACC Committee for contact information).

  • In most cases, copies of supporting documentation (color charts, etc.) must accompany the RFPA. This can be provided within the web form, and/or sent via email. If printed and USPS mailed, send a scanned copy or note a weblink on the RFPA form.

  • The completed form, plans, specifications (including where appropriate, the proposed location & materials to be used), complete measurements (horizontal and vertical) shall also be submitted to the ACC either by email, mail or in person to one of the ACC committee members.

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

  • The RFPA and associated materials can be mailed via USPS

    GRHOA – ACC

    4405 NE 122nd Street

    Vancouver, WA 98686

  • Arrangements can be made to deliver the RFPA and associated materials directly to one of the ACC committee members by contacting them directly.

  • 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.

  • 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.

  1. 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.

  2. 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.

  3. 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 approved 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 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

  • Date; Enter the date the form is to be given/sent to the ACC

  • Address: The Greyhawk Ridge Development address of the Resident

  • Contact Name(s): The name of the Resident contact for the request

    • The contact name must be the owner of the property; it cannot be a property renter or other resident.

    • 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

  • Email Address: The email address of the Resident

    • Note: Use of email facilitates communications and significantly cuts the time

      for the entire RFPA process

    • If the Resident does not have access to the email, than communications will be

      accomplished via USPS. In this case the Resident is to add the letters “USPS”where the email 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;

  • Color chart for paint/stain

  • Drawings/blue-prints for construction

  • 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

  • Signature: The signature of the Resident/owner submitting the Request

2. RFPA Form - Painting

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

    • The contact name must be the owner of the property; it cannot be a property renter or other resident.

    • 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

  • Email Address: The eMail address of the Resident

    • Use of email facilitates communications and significantly cuts the time for the entire RFPA process

    • If the Resident does not have access to the email, then communications will be accomplished via USPS. In this case the Resident is to add the letters “USPS”where the eMail 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;

  • House Siding Color (This is the primary color of the house)

  • House Trim Color (The trim usually includes the gutters, trim-work around the windows and doors, the window frames and the doors themselves)

  • 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

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.