MODIFICATION SUBMITTAL PROCEDURES
Submittal Requirements
1.The following modifications do not require prior approval provided the modification exactly meets the Guidelines. Any deviation from the FCCSA Guidelines for these modifications, without specific approval from FCCSA, will be a violation of the Deed Restrictions and the Owner may be subject to fines.
Basketball Goals
Decorations for Holidays & Special Occasions
Landscaping
Outdoor Lighting
Residential Signage
Solar Screens, Window Film, Storm Doors & Windows
2.House Painting: As long as a house is painted a neutral color (beige or white) selected from the FCCA Approved Neutrals Paint Chart, it is not necessary to submit a Modificatin Application for approval. However, any deviation from the Approved Paint Chart does require prior approval. NOTE: Even if the house is being repainted the existing color, it is necessary to verify that the color is on the Approved Paint Chart. If not, another color must be selected, or specific approval must be received. DO NOT assume the existing color is automatically approved. Any house painted a color not on the Approved Paint Chart, or not specifically approved otherwise, will be a deed restriction violation and the Owner may be subject to fines.
3. All other modifications must be submitted for approval, prior to installation. Otherwise, it will a deed restriction violation and the Owner may be subject to fines.
Procedures
1. A Modification Application must be submitted along with a survey site plan indicating location of the modification, specifications on the requested modification (such as dimensions, colors, materials, etc.). Please refer to the Guideline for the specific modification.
2. Upon receipt, Staff will verify that the Application is complete, that the Owner has no outstanding balance with FCCSA, and that the Owner has no outstanding deed restriction violations.
A.) If the Application is not complete, Staff will return the Application to the Owner requesting the additional needed information, and indicating disapproved since incomplete.
3. Once the above items are resolved, the Application will be reviewed as follows:
A.) If the Application is for an item with written Guidelines, and meets all of the requirements within those Guidelines, Staff has authority to approve.
i. Staff will attempt to approve within fourteen (14) business days of receipt.
B.) If the Application is for a modification without written Guidelines, or it does not meet the requirements of a written Guideline, it will then be forwarded to the Modifications Committee (MC) for review.
i. If forwarded to the MC for review, a letter will be sent to the Owner advising: 1) their Application has been received, and will be forwarded to the MC for review; 2) the MC has up to 45 days to respond but will endeavor to respond as soon as possible; 3) that they should not begin the modification without MC approval, or they will be in violation of the Deed Restrictions and may be subject to fines.
ii. The MC will meet a minimum of once per month. If the quantity of applications for MC review warrants, a Special Meeting may be called so the Owners do not have to wait for the next regularly scheduled meeting. Staff and the Chairman of the MC will make this decision.
iii. The majority vote of the members at a meeting at which a quorum is present will be required to render any decision.
C.) Upon approval, a letter will be sent to the Owner advising of the approval and any associated conditions.
D.) Disapprovals will include a letter specifying why the application was disapproved and may include suggested changes, which would allow the modification to be approved.
4. If an Owner wishes to appeal the decision of the MC, then they must submit a written request to appeal to the Covenants Committee (CC), which meets monthly. They may request to attend the CC meeting, or they may submit a written appeal explaining the reason(s) the CC should consider the appeal.
5. If an Owner proceeds with a disapproved application, or deviates from the approved Application, it will be a violation of the deed restrictions and the member may be subject to fines.
Special Notes
1. Staff and the MC will endeavor to review applications as soon as possible, however, please note that Article VIII, Section 6 of the Declaration of Covenants, Conditions and Restrictions for First Colony, allow the MC 45 days after an Application is submitted to render a decision. This 45 day time period does NOT commence until the Application is complete (including signature).
2. Approvals are valid for one (1) year. If the Member does not complete the modification within this time period, they must resubmit the Application.
The FCCSA Executive Director approved these guidelines on the ____ of __________, 2002 based on authority by the Board of Directors. Changes to these guidelines may be made at any time without prior notice.
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Sandra K. Denton, Executive Director