Architectural & Landscaping Change Application (ACA) Process

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In accordance with Article XI of the By-Laws, prior to any exterior changes (includes additions and removals) to the owned property (excluding maintenance), including but not limited to landscaping, tree and shrub removal/additions, decks, patios, fences, storm doors, windows, downspouts, trim work, addition of antennas and/or satellite dishes, and redesigned walkways and stoops, unit owners must submit an ACA to the management company.  Only unit owners can submit ACAs for changes on or to their property. 

 

Please refer to the By-Laws and the Architectural Rules and Regulations (link below) for further guidance on how change can be effected, and the governing restrictions on the appearance, in general, of all the units, and specifically as it may affect your unit.

  1. Submit your request in writing:  Print the ACA form, fill it out, and fax it to Victory Management Inc. (VMI), at  443-249-0011, mail it to VMI, PO Box 1200, Stevensville, MD, 21666, or scan and email to Mirga Dulys, Property Manager, at mirga@victorymgt.com.
  2. VMI will log the ACA as received, compare the requested change(s) against the Association Rules & Regulations to ensure the unit remains in compliance with same, and forward it to the AC&L Committee for disposition.
  3. The AC&L Committee will review the ACA as soon as practical, contact the unit owner if there are questions or suggestions, and render their disposition decision directly to VMI with a courtesy copy, email, or call to the submitting unit owner.
  4. Upon receipt of the AC&L recommendation, VMI will send out a formal disposition letter on letterhead paper to the unit owner, and if approved, work on the documented change can begin.

By nature, this is a very detailed accountability process, and as such sometimes takes longer than the unit owner desires, but we are looking into making the process easier, and there are a couple of steps that unit owners can take when submitting an ACA to reduce the amount of time needed to review the change.

First, the more detailed the description, the better. 

  1. Sketches or drawings with dimensions paints a picture in the committee reviewer's mind, and may reduce or negate the need to visit the property to verify dimensions or obstructions.  
  2. Lines on the ACA are provided to describe the change in detail.  This includes materials to be used, type or name of plants or shrubs involved, who will be doing the work, steps taken to ensure safety of property and persons, and a checkered box in which to draw representations of the change, dimensions, plat lines, picture, etc.  
  3. Amplifying information such as draft work orders, more detailed drawings, advertising information about the company performing, or products to be used, is requested and always welcome. 
  4. Referencing the builder's plats available on the website and applying the property line numbers to the ACA drawing also makes the reviewer's job easier.  A site visit may still be required to verify numbers and that there aren't any any interferences, but the time spent will be minimized.
  5. The committee reviewers will always look at the By-Laws and the Rules and Regulations to ensure compliance and ensure, from a safety standpoint, that the change will not impact security or quality of life of those around you.  They will look at the long term implications of the change, as well as research the county requirements, if applicable.  A good description makes this step easier.

Second, if resources allow, in addition to sending the original to the management company, a copy of the submitted ACA can be given to any AC&L Committee member to begin the review process while the formal paperwork is being routed.

Third, please ensure your residence address and email address (if provided) remain up to date so that you can be easily contacted if needed to help resolve any questions either you or the reviewers might have.

 

Thank you for your cooperation.
Architectural Control Committee/ Board of Directors