St. Simons Island Club Property Owners Association, Inc.
Architectural Review Committee
Committee Charge and Responsibility as Granted by the Board of Directors
The Board of Directors of the St. Simons Island Club Property Owners Association, Inc. under Article VI Association Purposes and Powers, Article XII Committees Sections 1. and Section 4. hereby grant the following Charge and Responsibility to the Association’s Architectural Review Committee parts or all of the following Articles and Sections of the Association’s By-Laws; as well as Section IV. Use of Land: of the Declaration of Restrictions, Covenants, Limitations, Reservations, Easements, Rights and Privileges and any Amendments thereto, as well as any other responsibilities of oversight and advice for any other Section contained in the Declaration that is deemed by the Board to be related to the Committee Charge and Responsibilities.
Committee Charge and Responsibility:
Article VI Association Purpose and Powers: (part) “enforcing the agreed Covenants and responding to the concerns of the residents to ensure the development is a premiere place to live and enjoy”.
Article XII Committees, Section 4: (all) The Architectural Committee shall have the duties and functions described in Article IV of the Declaration; provided such duties and functions
hereafter are confirmed by the Association. It also shall watch for any proposals, programs, or activities which may adversely affect the residential value of The Properties and shall advise the Board of Directors regarding the Association’s action on such matters.
Section IV. Use of Land: Numbers 1. through 13. and all alphabetical sub-parts thereof and any Amendments thereto.
The Board further requests that the committee also advise the Board on such matters related to Section IV. Use of Land, that are contained in Section V. Nuisances: and any Amendments thereto, that are hereby deemed by the Board to be related to the Committee Charge and Responsibility.
Committee Structure:
The Architectural Review Committee shall consist of an odd number of members including its Chairman. All members shall be appointed to the Committee by the Board of the Association with a minimum of three members. Appointed members including the Chairman shall serve at the pleasure of the Board and for a period of time determined by the Board.
The Board of the Property Owners Association shall annually appoint a Chairman from among its members in the first month of each calendar year to serve for a period of twelve (12) months. The Chairman shall have the responsibility to Chair the Committee meetings and keep the minutes and records of the Committee as they pertain to each Property Owner’s matter or issue brought before the committee under its Charge and Responsibility. The Committee shall meet monthly unless it is determined in advance that there is no business for the Committee to conduct in a particular month of the year. Special meetings may be called by the Chairman to meet deadlines or resolve any outstanding matters not able to be resolved in a regular monthly meeting. Decisions of the Committee shall be resolved by a majority vote of the Committee members minus the Chairman, in the event the matter is unresolved due to a tie vote. In such a case the Chairman shall vote to break the tie.
The Committee may establish its own rules, policies or procedures governing its meetings and the manner in which matters and issues that come before the Committee are addressed and disposed of. Such rules may include the place in which application is made by Property Owners. The establishment of application forms, informational forms, requirement and/or review check lists or any other forms, etc. deemed appropriate for Committee use in conducting its business. The Committee may establish a process or processes for reviewing the different types of applications it receives including time periods for approval after receipt of completed
applications. The Committee may establish periodic, or stage of completion reviews of Owner’s Properties with active approved applications that are determined yet to be completed or finished. As well as other annual or semi-annual reviews of Island Club properties including both vacant lots and occupied properties for compliance with the Association Declaration with respect to Use of Land: and other such Charge or Responsibility granted by the Board.
The Committee may issue “Stop Orders” for work that is being performed without application and approval on Properties that would require ARC Application/Approval. When application has been made and approval by the Committee granted such work will then be permitted to begin. The Committee may also recommend that the Board levy fines in the form of a lien assessment on a Property as permitted under Use of Land: Number 13. Length of Construction, or
recommendation of the deduction of such fines from the Bond Requirement posted for New Construction or the Addition or Change to an Existing Property for the same purpose as assessment.
The Committee shall be granted by the Board full responsibility for the review and
recommendation for approval or denial of ALL items, issues or matters under its Charge and Responsibility. No Officer, Board Member, Management Company employees or other shall be granted permission to review or give approval for any work requiring application and review by the Committee PRIOR to or during the Committee review process and recommendation vote by the Committee to the Association’s Board. ARC approval shall include review and approval of any request from an applicant for a change in any ARC and Board approved work previously contained in an approved application or plan that is requested after initial approval.
St. Simons Island Club Property Owners Association, Inc.
Architectural Review Committee Operational Policies and Procedures
The following are the operating policies and procedures for the St. Simons Island Club Property Owners Association, Inc. Architectural Review Committee hereinafter referred to as the ARC. The ARC is an advisory committee to the Board of the St. Simons Island Club Property Owners Association, Inc. as established under the association By-Laws, Article XII Committees, Section 4. Which states; The Architectural Review Committee shall have the duties and functions described in Article IV of the Declaration; provided such duties and functions hereinafter are conferred by the Association. It also shall watch for any proposals, programs, or activities which may adversely affect the residential value of The Properties and shall advise the Board of Directors regarding the Association’s action on such matters.
Under the Committee establishment and charge, the wording proposals, programs, or activities shall authorize the Committee to take application(s) from association Property Owners for the following:
• New Residence to be Constructed
• Addition or Change to Existing Residential or Other Structures
• Landscaping of New Residence
• Change/Modification of Existing Landscaping
• Fencing for New Residence
• Fencing Addition or Change for Existing Residence/Property
• Change/Modification of Roofing Material on Existing Residence/Property
• Wall to be Constructed with New Residence OR on Existing Residence/Property
• Removal of Tree(s) for New Residence OR on Existing Residence/Property
• Construction of Swimming Pool for New Residence OR on Existing Residence/Property
• Construction of New Driveway OR Change/Modification of Existing Driveway
• Change/Modification of Exterior Material, Trim or Color
All application(s) for the above listed proposals, programs, or activities shall be made on the Application for Architectural Review form, and signed by the Property owner(s) as well as the Applicant if other than the property owner. All application(s) made with the ARC are also required to be made in accordance with information contained in the following additional ARC forms as well as any requirements under the Association’s Restrictions, Covenants, Conditions, Limitations, Reservations, Easements, Rights and Privileges.
Pre-Construction / Design Check List:
Builder and Other Contractor Requirements (Property Owner Signature(s) Required)
All application and related forms are to be made available through and are required to be made by the applicant with the Association’s management firm:
Association Management, LLC. 2483 Demere Road, Ste. 102 St. Simons Island, GA 31522 912-638-4590
association@bellsouth.net
www.theislandclubatretreat.com
The management firm shall be responsible to see that all Property Owner inquiries with respect to application(s) are given all of the required forms and other form submittal information listed in these ARC Policies and Procedures. It is further the management firm’s responsibility to review (at the time of receipt) all application(s) submitted for the proper signature(s) AND that each submittal contains the additionally required plans, exhibits and color samples, etc.
required for ARC consideration and review.
The ARC Members shall meet and conduct its business monthly on the fourth Thursday of each month at 4:00 PM at the Retreat Club House, St. Simons Island Club unless otherwise necessary to meet as considered by the Chairman and/or its Members or at such alternative time as designated by the Chair.
The Cutoff Date for the acceptance of all applications received by the Association’s management firm shall be at the close of business on the fourth Monday of each month. Such required applications and additional forms, and required plans, digital file, exhibits and color samples, etc. received by the management firm with each application shall be delivered to the Chairman by the close of business on the Fourth Tuesday of each month. Copies of the
signature required Application forms shall be e-mailed by the management firm to the balance of the Members of the ARC by the same date. All application(s) received after the close of business on the fourth Monday of each month shall be held over by the management firm until the Fourth Tuesday of the next month.
The Chairman shall prepare an ARC Meeting Agenda for each meeting of the ARC, as well as provide an up to-date Open Projects Spread Sheet compiled by the Management Firm for each meeting. Such Spread Sheet shall include the additional listing of the application(s) received and forwarded by the management firm for review and consideration of the ARC since the last ARC Meeting.
The Chairman shall make available (bring to for each ARC Meeting) the required application(s) and additional required forms, plans and exhibits, color samples, etc. delivered to the Chairman by the management firm as of the cutoff date prior to the ARC Meeting.
The Committee shall review the application(s) received that have been submitted as required
since its last meeting including all of the information that is to be contained in the application(s) form and as may be required by the additional forms including all necessary plans, exhibits, color samples, etc. that are necessary for review and consideration by the ARC. Any submitted application(s) that do not contain all of the required information for review and consideration by the ARC shall be returned to the management firm for notification to the Property Owner of the missing required and necessary information. Such returned application(s), if re-submitted as required by the next cutoff date, shall be reviewed by the ARC at its next regular meeting. Application submissions shall be reviewed by the Committee utilizing the ARC
Application/Submission Review Check List.
Submitted application(s) that DO contain all of the required information, however the information submitted leaves either questions or clarifications to be required by the ARC Members, may be held over until the next monthly ARC Meeting with the question(s) or clarification(s) requirement(s) communicated by the Chairman to the management firm for management firm request of the Property Owner for such additional information. Such additional informational request application(s), if received by the next cutoff date, shall be reviewed by the ARC at its next regular meeting.
Additional ARC Structure:
The Chairman of the ARC may either keep minutes of the ARC Meetings, including a written record of the reasoning for a recommendation of approval or denial of an application to the Association’s Board, or the Chairman may appoint a Secretary from the remaining ARC Members to keep such ARC Meeting minutes and record of recommendation of approval or denial to the Association’s Board. The Chairman may also appoint a Vice Chair to perform the Work of the Chairman in their absence.
ARC Recommendation to the Association’s Board:
The ARC shall consist of an odd number of members appointed by the Board. One member is to serve as Chairman as defined under the Committee Charge to the ARC by the Association’s Board. The role of the Chairman is to Chair the meeting(s), keep the Open Project Record spreadsheet updated, keep custody of all application(s) and other required application
information submitted to the Chairman by the management firm for consideration by the ARC. Such application information shall be kept by the Chairman until a recommendation is made by the ARC to the Association’s Board. The Chairman will communicate by e-mail with the ARC Members as required or necessary between meetings. The Chairman may participate in the discussion(s) surrounding the review and consideration of all application(s). However, at the time of the vote to recommend approval or denial of an application, the ARC Members minus the Chairman will first vote on the recommendation, and then the Chairman shall vote. In the event of a tie vote among the ARC Members, the Chairman shall vote to break the tie for either an approval or denial recommendation.
Recommendation(s) to the Association’s Board made by the ARC shall be forwarded by the Chairman to the Association’s Board immediately following the monthly ARC Meeting for
consideration by the Board at the Board’s the next regular meeting. Such Chairman’s notice of ARC recommendation to the Board shall include the Property Owners Application, plan,
exhibit(s), color sample(s), etc. and a copy of the ARC meeting minutes and record information pertaining to the application recommendation for review by the Association’s Board.
Upon final approval or denial of a Property Owner’s application(s) by the Association’s Board, the entire Property Owners project application file including all plans, exhibits and color samples, etc. shall be returned to the Association’s management firm for file storage for a period of one year following the completion of the Property Owners project and final sign off as complete by the ARC Chairman. Following the final sign off as complete, the Property Owner’s project shall be removed from the ARC Open Project Spread Sheet. In the case of a Glynn County permitted projects a Final Occupancy Permit must be issued by the County and received by the ARC prior to Chairman approval sign off. In all cases, authorization of the ARC Chairman to sign off as complete of any project requiring a Property Owner application shall require a majority vote of the ARC Members at a regular meeting of the ARC following the completion.
Bond Release:
In the case of New Construction or the Addition or Change to an Existing Residence, the Bond required to be posted by the Property Owner and held by the Island Club Property Owners Association, shall NOT be recommended by the ARC for release until after a final majority vote by the ARC Members and receipt of the Final Occupancy Permit copy is received from the Property Owner by the management firm and forwarded to the ARC for review at a regular ARC Meeting.
Stop Work Order(s):
The Stop Work Order may be issued by the ARC in two different situations:
1. Work that is subject to Property Owner Application for review and approval by the ARC and the Association Board is being undertaken by a Property Owner that has not made application for review and consideration by the ARC and Board.
2. Work that was subject to Property Owner Application for review and approval that was review and approved by the ARC and the Association’s Board, however additional or different work is taking place on the project that is outside of the Property Owner’s application, plan, exhibit(s) and/or color samples submitted by the Property Owner and reviewed and approved by the ARC and Association Board.
In such cases the ARC shall request that a Stop Order (form) be issued to the Property Owner by the Association’s management firm. Such Stop Order (form) shall be prepared by the
management firm and sent to the Property Owner / Applicant via U.S. Postal Service – Receipt Requested Mail and via email or other direct form of contact.
Upon receipt of the U.S. Postal Service delivery signature card by the management firm, the firm will e-mail a copy of the card to the ARC Chairman, and in the case of #1. The management
firm will hold the original card pending an application by the Property Owner. In the case of #2. The management firm will place the card in the Property Owner Application file.
In either case 1. or 2. the Property Owner / Applicant is required to make application with the management firm for review and consideration by the Arc and Association Board.
Notice of Construction Time Expiration:
Time Expiration Notice may be issued by the ARC approximately Ninety (90) Days prior to the expiration of the Sixteen (16) Month time allotment of the construction of a New Residence and/or Addition or Change to an Existing Residence or Structure.
In such cases the ARC shall request that a Notice of Time Expiration (form) be issued to the Property Owner / Applicant by the Association’s management firm and be sent to same via U.S. Postal – Receipt Requested Mail and via email or other direct form of contact.
Upon receipt of the U.S. Postal Service delivery signature card by the management firm, the firm will e-mail a copy of the card to the ARC Chairman. The management firm will then place the card in the Property Owners Application file.
