COMMITTEE OPERATING PROCEDURES 

General:   These procedures are intended to provide guidance regarding the functioning of the Architectural Control Committee (ACC) of the Coca Lake Homeowners Association (CLHOA), and to outline the review and approval process for architectural approval requests from homeowners and contractors.  They are intended as internal operating procedures for the ACC, but may be provided to CLHOA members, upon request.  Actions taken by the ACC which do not follow these procedures should be rare, documented appropriately, and retained on file for a minimum of three years.  The ACC will conduct an annual review of such exceptions to determine if the operating guidelines should be altered to reflect a change in procedures.   

Membership:  The ACC shall consist of six members selected from the CLHOA membership by the CLHOA Board of Directors, from nominations received from any “current” member of the HOA.  The members shall be “members in good standing” of the CLHOA, and one of the six shall be the “Developer,” as long as he is a member of the CLHOA Board of Directors.  Membership on the ACC is a 3-year term, with a minimum 1-year stand down before re-election (the Developer is not subject to this rule as long as he is a member of the CLHOA Board of Directors). 

Meetings:  Meetings shall occur monthly, on an annually published schedule.  The Chairman of the ACC will coordinate a date, time and location agreeable to the majority of the membership and publish the annual meeting schedule.  Should circumstances dictate, the date and time or meetings may be changed upon the approval of a majority of the members.  Meetings may be cancelled, if there are no new requests to be considered.  Notification of meeting cancellation shall normally be by telephone or email.  Five committee members must be present for action to be taken.  (Exceptions:  When exigent circumstances prevent a member(s) from attending a meeting, that member may visit the Developer’s office to review  requests in person, recording his vote for or against each, with written comments supporting any “No” vote.  This procedure should be the exception, rather than the rule.) 

Requests:  Architectural requests will be submitted to the “Developer,” as he routinely deals with general contractors and homeowners and has an administrative support structure as part of his business.  The “Developer” will conduct a preliminary review of each request to assure it has the necessary elements to permit the ACC to make a decision (plans, descriptions, drawings, etc.).  The “Developer” will contact the individual submitting the request if required elements are missing and invite their submission before the next scheduled ACC meeting.  The 30-day window for ACC decision will not begin on any request until it is complete.  Incomplete requests for which the “Developer” has no current updates will be returned to the requestor following any ACC meeting, with a listing of the missing elements and a letter stating the request has been disapproved, pending submission of additional supporting documentation. 

Decisions:  Approval of requests by the ACC requires four “yes” votes. Requests failing to get four or more “yes” votes are considered “disapproved” and the requestor will be notified in writing of the ACC’s decision and rationale.  All requestors with proposals before the ACC will receive written notification concerning the disposition of their request.