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Task Force Recommendations
Posted on Oct 20th, 2009
PCA Task Force Recommendations
1) The PCA Covenants Committee is instructed to review the current 2005 PCA Maintenance Standards and Architectural Guidelines (MSAG) and eliminate guidelines that do not apply to all Penderbrook Land bays or do not directly contribute to the overall well being of the Penderbrook community. Upon completion of the review a new PCA MSAG will be submitted to the PCA Board of Directors for approval after a 30 day period for public comment. The PCA Covenants Committee shall, at a minimum, review the guidelines on an annual basis and propose changes to ensure the guidelines reflect the goals of the community.
2) The PCA Board of Directors shall request all land-bay ARBs to annually review and update land-bay architectural guidelines prior to submission to the PCA Covenants Committee for review. PCA Covenants Committee is directed to work cooperatively with the land-bay to ensure community standards are reflected in the land-bay guidelines and to resolve conflicts (re: section 6.17 of the Penderbrook Declaration of Covenants) between the PCA and land-bay architectural guidelines. If the PCA Covenants Committee and the land-bay ARB are unable to resolve a conflict the land-bay board of directors can appeal the proposed guideline to the PCA Board of Directors.
3) The PCA Board of Directors shall draft and approve an administrative resolution to require all architectural change applications to be submitted to the PCA Management office as the first step of the approval process.
a. Upon submission of the application the PCA Management Office shall review the application for completeness (based on instructions developed by the PCA Covenants Committee) and reject applications that do not contain all required information.
b. Complete applications shall be forwarded to the PCA Covenants Committee for action. Upon approval or determination that the application is not covered by a PCA guideline, the application is sent to the land bay ARB and/or land bay management company for review and action. Applications rejected by the PCA Covenants Committee are sent to the homeowner and the land bay ARB. Rejections can be appealed to the PCA Board of Directors.
c. The PCA Covenants Committee shall determine if any routine applications (preapproved windows, tree removal, etc.) can be delegated to the PCA Management Office for approval on behalf of the PCA Covenants Committee.
d. The PCA Management Office is required to track all applications and notify the PCA Covenants Committee chairperson and the land-bay ARB/BoD 15 days prior to the request gaining automatic approval due to inaction.
e. The PCA management company shall maintain the authoritative record of all submitted applications.
4) PCA Covenants Committee shall hold quarterly meetings with all land-bay ARB chair persons to discuss trends in new building materials, areas of concern to the community, and other issues as directed by the PCA Board of Directors.
5) PCA Covenants Committee shall work with the Land Bays to develop requirements for the selection and use of an automated system to track change requests, property history, and baseline configuration for all lots within the PCA.
6) PCA Covenants Committee shall work with the PCA Management Company to develop a web page that publishes PCA Covenants Committee information and PCA ARB Modifications architectural change control statistics that enable the community to follow the actions of the various boards and committees. Statistics shall include, but not be limited to, applications submitted per month, applications rejected per month, applications appealed per month, violation letters issued per month.
7) The PCA Board of Directors shall approve an administrative resolution to require all changes to the PCA Guidelines to be posted to the PCA website for a 30 day public comment period before being presented to the PCA Board of Directors for approval.
8) All applications involving new materials will be reviewed by both the effected land bay ARB and the PCA Covenants Committee. If the new materials are approved by the PCA Covenants Committee draft guidelines to describe the appropriate use of the new materials shall be drafted and published for a 30 day public comment period before being presented to the PCA Board of Directors for approval.
9) The PCA Covenants Committee shall audit applications approved by the land bay ARBs to ensure approvals are in accordance with the approved land bay ARB guidelines. In the event the audit determines that applications have been approved in contravention of the land-bay ARB guidelines the PCA Covenants Committee shall meet with the land-bay ARB to determine if the land-bay guidelines should be amended. The PCA Covenants Committee shall report all audit discrepancies to the PCA Board of Directors.