STERLING GLEN HOA, INC. SUPPLEMENTAL RULES & REGULATIONS. Rule 17-U LANDSCAPE & EXTERIOR ARCHITECTURAL CHANGES

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1 A. EFFECTIVE DATE: 4/6/2017 B. RULE BASIS & INTENT: This rule defines the procedures for submitting and obtaining approvals for Homeowner(s) landscaping and exterior architectural changes as required by the HOA s Governing Documents. This rule clarifies some of those requirements and identifies exemptions not requiring approval. The original 2002 Declaration s Part F Architectural Control and Part G Restrictive Covenants, requires requests for all exterior changes, alterations, or additions, be approved by the HOA prior to beginning any work. Failure to do so may result in fines and potential costs to remove any unapproved changes. C. DEFINITIONS: 1. LARC is the HOA s Landscape & Architectural Review Committee appointed to review and provide findings or recommendations for Homeowner s requested changes. 2. Association Manager is the designated agency or contact, hired by the Executive Board to manage certain HOA business activities. including facilitating Homeowner(s) change requests. D. CHANGE REQUEST APPROVAL STEPS For all changes requiring approval, the following steps will be followed. It is the Homeowner s responsibility to plan adequate time for this process. Step 1: Determine if Change needs approval. -.Homeowner looks in the third column of CHART 1 - CHANGE APPROVAL REQUIREMENTS below to see if the change is exempted from the approval requirement (preapproved). If exempt, the Homeowner may proceed with the change. If unsure, the Homeowner should contact the Association Manager for assistance. Step 2. Complete and Submit Request w/ Required Documentation. - If approval is required per CHART 1 - CHANGE APPROVAL REQUIREMENTS, the Homeowner must complete a CHANGE REQUEST FORM and include all required information as identified on CHART 2 REQUIRED SUPPORTING DOCUMENTATION. The completed information is to be submitted to the HOA s Association Manager who will determine if it is complete. Incomplete submittals will be returned without any review. Once the request is deemed complete by the Association Manager, and only then, it will be forwarded to the Landscape & Architectural Committee (LARC) for review. Step 3. LARC completes their review. - The LARC completes the review and provides a ruling to the Association Manager. For certain changes shown in the CHART 1 - CHANGE APPROVAL REQUIREMENTS requiring Executive Board approval, the LARC forwards their recommendation to the Board who will provide the final ruling. The Association Manager then issues the ruling to the Homeowner. This step may take up to thirty days as per the Declaration, and starts only after all required information has been received. Step 4. Homeowner Takes Next Steps. - For approved changes, the Homeowner may proceed per the approval letter, complying with any noted stipulations If not approved, the Homeowner may submit a modified request that fixes any issues, or may appeal the request as outlined in the Bylaws. RNR 17-U-006 v3.docx Page 1 of 6

2 CHART 1 - CHANGE APPROVAL REQUIREMENTS To use, find the type of change under consideration in the first column. The second column lists changes in that category that require HOA approval. The third column lists Exemptions in that category that don t need any HOA approvals. The third column also lists Other Requirements for certain changes. If the specific change being requested isn t listed, contact the Association Manager for assistance. CHANGE TYPE: (* d Items Require Board Review) A. Exterior House Appearance Changes THESE CHANGES REQUIRE HOA APPROVAL: Storm door additions, window or shutter changes, roofing change using new color/style, paint color changes, extra gutters / downspouts, all changes to the exterior appearance of the house. OTHER REQUIREMENTS and/or APPROVAL EXEMPTIONS Exemptions: Painting or repairs keeping original design or colors. Full view glass storm doors factory painted to match front door or adjacent wood trim if front door is stain finished. Roof replacement using original style / color shingles. Other Requirements: Solar panels cannot be mounted on any street facing roof elevation. B. Structural Home Additions or Changes (*) House Additions, window/door additions or changes, porches, new or replacement decks, retractable awnings (fixed awnings not permitted), solar panels, roof mounted appurtenances. Other Requirements: No unclad or unfinished deck wood except for pressure treated structural supports under decking and steps. Aluminum, PVC, or composite wood products to be used for decking, stair treads, railings & balusters. House additions must use same materials as adjacent house elevations. Exemptions: Replacements matching size, style, colors or original construction of item to be replaced. C. Other Structures (*) Detached Garage, Swimming Pools (In-ground), Sheds, Pool Houses, Gazebos. Other Requirements: Permanent playhouses, outside pet/animal structures, above ground swimming pools, and permanently mounted laundry drying equipment are not permitted. D. Play Yard Equipment Swing/play sets, basketball hoops/stands, soccer goals/standards, or any play equipment with permanent mounting. Other Requirements: Steel swing/play sets, trampolines, skateboard ramps are not permitted. No portable or permanent basketball hoops or permanently installed play equipment allowed between the house and street curb. RNR 17-U-006 v3.docx Page 2 of 6

3 CHANGE TYPE: (* d Items Require Board Review) THESE CHANGES REQUIRE HOA APPROVAL: OTHER REQUIREMENTS and/or APPROVAL EXEMPTIONS E. Fences (*) All fences including hedges planted as a fence. Other Requirements: Brown, tan, or black PVC, composite, or architectural metal fences only. No wood, chain link or wire materials permitted. Closed panel style fencing permitted only with limited exceptions on community exterior lot lines. Exemptions: Wood Fencing installed prior to 2012 is exempt until it requires repair, upon which time it must be replaced using current requirements. Dedicated vegetable garden fences less than 36 in height are exempt. F. Landscaping Areas New landscape additions with areas more than 250 ft 2, Removing Trees with trunks wider than 6 diameter. Other Requirements: No dedicated areas for vegetable gardens more than 150 ft 2, nor garden refuse composting piles are permitted. Landscaping areas must be maintained per HOA rules. G. Hardscaping items Walkways, patios, retaining walls, fire pits or permanent fireplaces, landscape accent lighting not installed as part of the house structure, all permanently installed water features, in-ground sprinklers, statuary over 36 high, ornamental sculptures & structures, pergolas. Other Requirements: Only flat stone or cementitious products to be used for walkways, patios, and walls. Driveway extensions to match existing. Statuary to be located within a landscaped area, be designed for exterior display, and use nondecaying materials. Permanently anchored flag poles for displaying the American Flag may be the no taller than highest first floor s roof peak or 18 feet, whichever is lesser. Water features must conform to Township ordinances and use recirculating water maintained to prevent nuisance pest attraction. In-ground sprinklers may not discharge onto the street, a driveway, or a neighbor s property. Only low-voltage (typically 12 volt), low wattage, systems permitted for landscape accent lighting. Up-lights must be focused on a landscape or house feature. All exterior lighting to conform to Township ordinances, to have light shrouds, and to not shine onto neighbor s property. Permanently installed seasonal lighting including laser projection lighting is not permitted. RNR 17-U-006 v3.docx Page 3 of 6

4 CHANGE TYPE: (* d Items Require Board Review) THESE CHANGES REQUIRE HOA APPROVAL: OTHER REQUIREMENTS and/or APPROVAL EXEMPTIONS Ornamental structures using exposed pressure treated wood, or located in the front yard are not permitted, i.e. windmills, wishing wells, wagon wheels, etc. Exemptions: Arbors, trellises, plant supports made of PVC, ornamental metals, painted disease / rot resistant woods like Cedar or Teak (No Pressure treated wood construction). Arbors must be located in rear or side yards located in back of front house elevation. Individual self-powered or solar landscape lights are exempt. H. Mail Boxes / Structures New masonry pier type mail box structures using a combination of stone and stucco to matching house materials, or new decorative post mounted boxes that are not HOA pre-approved models. Exemptions: Existing post mounted mail box replacement using HOA s pre-approved, black satin finished, solid cast aluminum models (Hanover Lantern s Oakmont model or Forsite/Special Lite s Berkshire model w/ MB-680 bracket. For post mounted models, black satin finished 3 post w/ tapered fluted cast aluminum wrap around base and simple tapered flat finial top cap) - must be used. I. Miscellaneous Hot Tubs, Emergency Generators, satellite dishes. Other Requirements: Freestanding or roof mounted antennas are not permitted. Exemption: Satellite service provider small dishes, mounted on a rear roof and not being visible from the front street elevation, are exempt. RNR 17-U-006 v3.docx Page 4 of 6

5 Landscaping Plans sketches showing work area and plant lists/ sizes Start and End Dates Applicable Township Permits Material Samples and/or Color Chips Pictures of Area Affected Manufacturer s specs of supplied materials Architect / Contractor s Drawings & Sketches Dimensioned Sketches with new items shown Lot Drawing w/ changes, any easements, & lot set back lines measurements. STERLING GLEN HOA, INC. CHART 2 REQUIRED SUPPORTING DOCUMENTATION Chart 2 lists required documentation to be included with the Homeowner s change request. This information will help the reviewers quickly understand the change and complete their review. INSTRUCTIONS: Use left column to find your change type. An X in any right column to the right identifies the documentation at the top of that column is required for the change request to be considered. A. Exterior House Appearance X X X Changes B. Structural Home Additions X X X X X X X X X C. Other Structures X X X X X X X X X D. Play Yard Equipment X X X X E. Fences X X X X X X F. Landscaping Areas X X X X G. Hardscaping items X X X X X X H. Mail Boxes / Structures X X X X X I. Miscellaneous X X X X X X X E. CHANGE REQUEST FORM 1. The Landscape / Architectural Change Request Form is attached to this rule or may be downloaded from the HOA s website at It also may be obtained by contacting the Association Manager. 2. The Home Owner is responsible for obtaining all necessary documentation and its costs. 3. Each change requires a separate application. 4. The preferred and fastest transmittal method of the request and supporting documents is electronically but U.S. mail may be used at the Owner s risk of delay. RNR 17-U-006 v3.docx Page 5 of 6

6 F. LANDSCAPE / ARCHITECTURAL REVIEW RESULTS & CONDITIONS 1. REVIEW OUTCOMES - There are three outcomes of the review process; Approved, Conditionally Approved, or Disapproved. i. Approved means the Home Owner may proceed with the project as defined by the submittal application and associated documents. ii. Conditionally Approved means the Home Owner may either a) agree with the additional conditions identified and proceed with the project by incorporating those conditions, or b) not agree with the identified conditions and therefore the project is not approved. iii. Disapproved means the project may not proceed. The Homeowner may either change the project to fully comply for the reasons causing the disapproval and resubmit, or request an appeal as outlined in the Governing Documents. 2. EXECUTIVE BOARD REVIEW OUTCOMES For certain significant changes as identified in Chart 1 - Change Approval Requirements, the Executive Board will review the LARC s recommendations and provide one of the above listed findings above. 3. As provided by the HOA s Governing Documents elsewhere, the Homeowner has the right to appeal any Disapproved outcome. The Homeowner must do so in writing to the Association Manager within 14 days after the HOA s findings have been provided, based on either the date of a sent or postmark of a postal service to the on-file address of record provided by the Homeowner. The written appeal must include the reason for the appeal and include any additional supporting information. An appeal hearing will be reasonably scheduled and conducted per the Right to Notice and Appeal provision of the HOA s Bylaws. 4. The project must be started within 45 days and completed within 180 days unless otherwise approved in the request. Approval is rescinded after 180 days if the project has not been started. 5. The Home Owner is responsible for obtaining all required permits and supplying copies to the HOA as requested. G. NON-COMPLIANCE: Failure to submit a change request and obtain HOA approval prior to beginning any change requiring such approval will result in a STEP 2 FIRST NOTICE VIOLATION and fine being issued. Homeowner may also incur additional costs to remove any unapproved changes. H. ASSOCIATION MANAGER CONTACT INFORMATION: Amy Mason, Association Manager Sterling Glen HOA c/o Esquire Association Management, LLC 480 New Holland Avenue, Lancaster, PA AMASON@ESQManagement.com RNR 17-U-006 v3.docx Page 6 of 6

7 LANDSCAPE / ARCHITECTURAL CHANGE REQUEST FORM Send Via Electronically (Preferred Method): AMason@ESQManagement.com Amy Mason, Association Manager Send via U.S. Postal Service (Alternate Method): Amy Mason, Association Manager Sterling Glen HOA, Inc. c/o Esquire Association Management 480 New Holland Ave., Suite 8204 Lancaster, Penna Property Owner Name(s): Lot #: Street Address: Phone #: Address: Requested Change Description Use additional pages for more details if needed. Desired Start Date: Desired End Date: Adjacent Neighbors Signatures Only for Fences or Structures on Property Lines. (This is optional but encouraged. Neighbor s signature only means they are aware of proposed change.) Neighbor #1 Signature: Neighbor #2 Signature: Neighbor #3 Signature: Neighbor #4 Signature: DISCLAIMER: The Sterling Glen HOA, Inc., and/or its Executive Board of Directors, Officers, or Delegates, by its review and findings of any FORM Change Request v0.docx Page 1 of 2

8 Complete directions can be found in Landscaping / Architectural Change Procedures Supplemental Rule RNR 17-U-006 on the HOA website or from the Association Manager. A list of all required documentation is also shown in that document must be submitted with this form for consideration. For Association Manager Use Date Received by Association Manager: Signature of Association Manager: Submission is: Complete, Date Forwarded to Reviewers: Incomplete, Date Returned to Owner: Date Review Completed & Issued: Submission is: APPROVED CONDITIONALLY APPROVED DISAPPROVED CONDITIONALLY APPROVED stipulations or DISAPPROVED reasons: For LARC Committee Use Date Received by LARC Committee: Signature of Chairperson: For Executive Board Use (Only for Designated Change Types & Appeals) Date Received by Board Secretary: Signature of Board Secretary: DISCLAIMER: The Sterling Glen HOA, Inc., and/or its Executive Board of Directors, Officers, or Delegates, by its review and findings of any FORM Change Request v0.docx Page 2 of 2