The Design Review Process fulfills the requirements described in the Bylaws “to review any proposal to add, alter, or otherwise modify the exterior features of the property or interior changes that would affect other's units.” Physical changes that are fixed in place, permanent or not easily reversible - and that might affect other residents, require prior approval from the community through the Design Review Process.
Three committees are available to facilitate the Design Review Process: Grounds (for landscape changes), IDA (for changes to interior common spaces), and Design (for all other changes). The steps of the Design Review Process are:
1. Create the Proposal
The proposed change must be represented as a Proposal for Design Review in words and pictures with specific, relevant details. Proposals should refer to the Design Review Principles and Standards and address all foreseeable concerns. Proposers are encouraged to consult with members of the Design Committee in preparing proposals.
2. Post the Proposal and Design Review Meeting Notification
The proposal must be posted on the Decision Board at least two weeks prior to the meeting at which it will be discussed. The posted proposal should include: the Design Review Meeting date, time and location; a contact person; and space for comments on the proposal.
3a. Reach Consensus that a Design Review Meeting is not necessary
If the Proposer feels that the proposed change is relatively insignificant and uncontroversial, he/she may propose that the Proposal be approved without a Design Review Meeting. Once all of the following are true, the Proposal is approved: 1) The Proposal has been approved, in writing, by all members of the Design Committee; 2) The Proposal has been approved, in writing, by any neighbors who are directly affected by the change (as identified by the Proposer and supplemented by the Design Committee members); 3) The Proposal has been posted on the Decision Board for two weeks without any substantial alterations and during this time, no community member has requested a Design Review Meeting.
3b. Reach Consensus on the Proposal at a Design Review Meeting
Design Review Meetings are open to all community members. At the Design Review Meeting, with due consideration of the comments from the Decision Board, the proposed change will be approved as submitted, with alterations, or denied, by consensus of those in attendance. If consensus cannot be reached, the proposal can be taken up at a General Meeting, which will then function as a Design Review Meeting (fulfilling the timing and posting requirements described in Step 2, above). If the General Meeting cannot reach consensus the procedure described in the Bylaws Article 3.2 apply.
4. Communicate Design Review Decision
Decisions made under this process shall be reported to the community via the Decision Board and clarified by a written rationale that explicitly conforms with, revises, or establishes Design Review Principles and Standards.
Changes made without approval through the Design Review Process are subject to the Design Review Process as if the change had not yet been made. The costs of any resulting modification or reversal of changes shall be born by those who made the original change. Approval by the Design Review Process does not, in and of itself, transfer any financial or legal responsibilities to the community.
Approved June 2004.