Review Process
Learn what to prepare, what happens after you submit, and how decisions are issued.
What Happens After An Application Is Submitted
After you submit, Community Standards checks that the required materials are included. Complete applications move to Architectural Committee review, followed by a written decision or a request for more information.
Select the closest project type, add the required materials, and submit through the official application system.
The Community Standards Coordinator checks whether the required materials are present before committee review.
Complete applications move to Architectural Committee review.
You will receive the final decision or a request for more information in writing.
Start in the Project Library, gather the required materials for the selected project type, and do not begin work until written approval is issued.
Official Reference3. Roles and Responsibilities
Responsibilities of homeowners, management, the architectural committee, the Board, and the management company.
Architectural review uses a defined owner for each step. The homeowner prepares and submits the application. The Community Standards Coordinator manages intake, completeness review, status changes, and official correspondence. The architectural committee reviews complete applications and issues substantive decisions. The Board does not participate in routine application review unless a governing document or applicable law requires otherwise.
3.1 Homeowner
The homeowner is responsible for:
- selecting the closest available project type and, except for Other, one subcategory when submitting the application
- submitting one project per application, including all required plans, site documentation, and supporting documentation
- providing accurate and complete information sufficient to evaluate the request
- responding to requests for missing or additional information within the stated deadline
- obtaining any required governmental permits or approvals
- not beginning work before written approval is issued
- beginning and completing approved work within the required timelines
- submitting a new or revised application if the approved project scope, location, materials, dimensions, or appearance changes
- requesting withdrawal if the homeowner decides not to proceed
3.2 Community Standards Coordinator
The Community Standards Coordinator is the administrative point of contact for the architectural review process and is responsible for:
- receiving all applications and related submissions
- reviewing applications for completeness before committee review
- determining when site documentation under Section 5.4 is required
- determining whether the application includes the supporting documentation required by Section 5 and the selected project type or subcategory
- requesting missing information during completeness review
- correcting or reassigning project types and subcategories when a submission is miscategorized, including reassigning Other to a defined project type when appropriate
- routing complete applications to the architectural committee for review
- issuing all official written correspondence, including requests for missing information, requests for additional information, decision letters, withdrawal confirmations, and denials for failure to provide required information under Section 4
- changing application status to incomplete application, under review, more information needed, denied, or withdrawn, as applicable
- recording final decision statuses based on architectural committee action
- maintaining the application record, including submitted materials, correspondence, and decision documents
3.3 Architectural Committee
The architectural committee is responsible for substantive review and decision-making, including the following:
- reviewing complete applications under the governing documents and the Design Guidelines
- applying the standards for the selected project type and subcategory
- directing correction of the project type or subcategory when the submitted classification is inaccurate
- requesting additional information when a complete application does not contain enough detail for a decision
- issuing one of the following substantive decisions: approved, approved with conditions, approved with information, approved with variance, or denied
- stating any enforceable conditions of approval
- stating the basis for denial
- granting and documenting variances in writing under Section 8
- evaluating each application independently without creating precedent
The architectural committee does not review incomplete applications.
3.4 Declarant
If and for so long as the governing documents reserve architectural or development authority to the Declarant, those rights remain separate from the Board and the architectural committee and control only to the extent stated in the governing documents.
During any period in which Texas law or the governing documents treat the community as under active development or Declarant control, nothing in these Design Guidelines creates a Board appeal right or transfers Declarant authority to the Board or the architectural committee.
The Declarant is not part of the standard homeowner application workflow unless the governing documents expressly require otherwise.
Nothing in these Design Guidelines expands, limits, or transfers Declarant rights.
3.5 Board of Directors
The Board of Directors is responsible for:
- appointing architectural committee members as required by the governing documents
- providing oversight only where required by the governing documents or applicable law
The Board does not participate in completeness review, routine committee deliberation, or standard application decisions.
3.6 Official Communication
All official application communications, status updates, and decisions must be issued through the Association’s official application system or by the Community Standards Coordinator in writing.
Informal conversations or correspondence with individual committee members, Board members, neighbors, contractors, or other third parties do not change submission requirements, application status, approval conditions, or decisions.
Official Reference4. Application Workflow
How an application moves through intake, review, decision, and closure.
The architectural review process uses a fixed status model. Incomplete application is used only during completeness review. More information needed is used only after a complete application has entered committee review. Under review is the only active review status. An application may not be reviewed or decided until it is complete.
4.1 Submission
Applications must be submitted through the Association’s official application system and must include the selected project type and, when applicable, the selected subcategory, along with all required submission materials for the proposed project.
4.2 Completeness Review
The Community Standards Coordinator reviews each submission for completeness before routing it to the architectural committee.
If required submission materials are missing or insufficient:
- the status must be incomplete application
- the homeowner must be notified in writing of the missing or deficient items
- the application must not be routed to the architectural committee
If all required submission materials have been provided:
- the application becomes a complete application
- the status must change to under review
- the application must be routed to the architectural committee
If the homeowner does not provide the required information within thirty (30) days after the written request is issued, the Community Standards Coordinator must issue a denied letter for failure to provide required information and change the status to denied.
4.3 Under Review
Only complete applications may enter under review.
When an application enters under review:
- the review period begins
- the architectural committee reviews the application under the governing documents and the Design Guidelines
- the architectural committee may issue a decision or request additional information
The architectural committee must issue a written response within thirty (30) days after the last materials or documents needed to complete the submission are received, unless applicable law requires a different period. If no written response is issued within that time, approval is deemed granted only to the extent provided by the governing documents and never as a variance.
4.4 More Information Needed
If the architectural committee determines that a complete application does not contain enough information to support a decision, the Community Standards Coordinator must change the status to more information needed and issue a written request identifying the additional information required.
When an application is in more information needed:
- the review period stops
- the application is not under active review
- no decision may be issued until the requested information is received and the application returns to under review
If the homeowner does not provide the required information within thirty (30) days after the written request is issued, the Community Standards Coordinator must issue a denied letter for failure to provide required information and change the status to denied.
4.5 Return to Under Review
When the homeowner submits the information requested while the application is in more information needed, the Community Standards Coordinator must confirm receipt of the requested materials and return the application directly to under review.
An application returning from more information needed:
- does not return to incomplete application
- re-enters active committee review
- restarts the review period when the status changes back to under review
4.6 Final Outcomes
The only final outcomes used in the standard process are:
- Approved
- Approved with conditions
- Approved with information
- Approved with variance
- Denied
Substantive final outcomes are issued only by the architectural committee. The Community Standards Coordinator issues the corresponding written decision letter and records the matching final status.
A denied letter issued for failure to provide required information under Section 4.2 or Section 4.4 uses the same final status, denied, and must clearly state that basis.
4.7 Withdrawal
A homeowner may request withdrawal of an application before a decision is issued or after approval if the homeowner decides not to proceed.
When withdrawal is requested, the Community Standards Coordinator must issue a written confirmation and change the status to withdrawn.
A withdrawn application:
- closes the application record
- does not preserve approval for future work
- does not authorize later construction or installation without a new application
4.8 Post-Decision Requirements
After approval:
- work must begin within ninety (90) days of the approval date
- work must be completed within ninety (90) days after commencement
- any material change to the approved project scope, location, size, materials, colors, or appearance requires a new or revised application
- work must not proceed beyond the scope of the written approval
Official Reference5. Application Structure
Project selection, subcategories, materials, and one-project-per-application handling.
This section governs how an application must be assembled before review. Every application must identify one project and one project type. For most project types, the form will also require a subcategory. Section 6 states the project-specific submission requirements and design standards. If a project-specific requirement in Section 6 is more specific than a general rule in this section, the project-specific requirement controls.
5.1 One Project Per Application
Each application may include only one project.
A project may include multiple closely related Improvements only when they are part of a single cohesive scope and can be reviewed together under one project type and subcategory.
Unrelated Improvements require separate applications, even if they are proposed at the same time or at the same residence.
5.2 Project Type and Subcategory
Every application must be submitted under one project type.
Applications in a defined project type must also be submitted under one subcategory using the exact form label adopted for that project type.
Other is the only project type without a subcategory. It may be used only when no defined project type fits the proposed improvement. Other is a controlled exception path, not a default catch-all, and it must not be used to avoid a defined subcategory or a more specific submission requirement.
If a submission is miscategorized, the Community Standards Coordinator must correct or reassign the project type or subcategory before review. An application submitted under Other must be reassigned to a defined project type when a defined category applies.
5.3 Common Submission Requirements
Every application must include:
- a completed ACC Application
- a clear description of the proposed project, including scope, location, dimensions, materials, colors, and visible appearance, as applicable
- all plans, drawings, specifications, photos, and supporting documentation required for the selected project type and subcategory
- any required site documentation under Section 5.4
An application is not complete unless all required submission materials have been provided.
5.4 Site Documentation Requirements
A marked-up plat or a stamped and signed survey is required for any project located in whole or in part outside the Footprint of the Residence, unless the Design Guidelines or the selected project type or subcategory expressly exempt the work.
The site document must show, as applicable:
- the exact size and location of the proposed Improvement
- distances to fences and property lines
- relevant setbacks, build lines, and easements
- any access route, equipment location, or other site feature that the selected project type requires for review
Maps, screenshots, sketches, diagrams, floor plans, and satellite images are not sufficient substitutes for a required plat or survey.
Site documentation is not required for:
- Projects located entirely within the Footprint of the Residence
- repainting, refinishing, or material replacement that does not change the location, size, footprint, or site layout of an existing Improvement
- replacement of doors, windows, garage doors, roofing, or lighting where the work does not relocate or expand an Improvement outside the Footprint of the Residence
- other projects expressly exempted by the applicable project type or subcategory requirements
If a project changes the location, size, footprint, site layout, or access pattern of an existing Improvement outside the Footprint of the Residence, a marked-up plat or a stamped and signed survey is required even if the work is described as replacement or modification.
5.5 Supporting Documentation
Supporting documentation under this section means technical materials used to evaluate the proposed work. Section 10 provides common examples of supporting documentation often required across multiple project types.
Supporting documentation must be submitted when the selected project type or subcategory triggers it, including the following:
- Contractor proposals or installation details must be submitted for projects involving structural work, utility work, electrical or mechanical systems, pools, spas, enclosures, major flatwork, roofing, or other professionally installed Improvements.
- Product specifications, manufacturer information, or product photos must be submitted for pre-manufactured structures, doors, windows, garage doors, lighting systems, roofing materials, EV chargers, generators, battery systems, and similar manufactured products.
- Photos of existing conditions must be submitted when review requires the architectural committee to evaluate the current residence, an existing Improvement, a proposed attachment point, visibility from the street or neighboring lots, or the surrounding area.
- Renderings, marked photos, or elevation drawings must be submitted when placement, visibility, or visual integration cannot be reasonably evaluated from the application and plans alone.
Supporting documentation does not replace required site documentation, plans, or project-specific submission requirements. If a project type or subcategory requires more specific or more stringent documentation, that specific requirement controls.