New Build Process & Procedures
The Brickshire Design Standards Guide includes the complete set of Architectural and Design Guidelines for the community, all of the forms for submittal and the fees associated with review.
The Design Standards contain all new construction information for builders including the full application, but it also includes all standards for current homeowners to follow when making additions or modifications to their home that require ARB approval.
If you have any questions or concerns with regard to information within the document or forms, please contact the association manager of Brickshire Community Association, Inc.
Mariah Rice can be reached at (804)966-1599 or MariahR@dodsonprop.com
Once a completed application is ready to submit, it must be emailed in full to both the office AND the Brickshire ARB along with submitting hard copies to the office and review fees.
MariahR@dodsonprop.com and BrickshireARB@gmail.com
Procedures for New Home Construction
The ARB meets the first and third Tuesday of every month. Builders must have all full applications submitted digitally to both the office and the ARB by the Monday ONE WEEK prior to a meeting. 3 full sets of paper copies along with checks need to be submitted to the office as well.
Homeowners submitting ARB applications for current existing home modifications or additions have until the Friday before a meeting to submit their printed documents and reviewal fee of $50 to the office.
Per the Brickshire Design Standards Section 1.5 and 1.6, the Architectural Review Board (ARB) will review plans for new homes at their regularly scheduled meeting date and time. In order to facilitate the process and ensure compliance, the following process shall be followed by applicants, the ARB, and the management company.
1. Application Submittal - Please note that as of November 1, 2021 the HOA approved increase in application fees will go into affect. Reviewal fee - $1500 and Security Deposit $8000.
In every case, all application materials shall be submitted to the management designee no later than the Monday ONE WEEK prior to the meeting in order to be placed on the ARB agenda. This allows for the agenda to be set and for the committee members to have a chance to review the application packages in advance of the public meeting. The ARB currently meets on the first and third Tuesdays at 9:00AM (with the exception being holidays or rescheduled meetings) in the Owner's Clubhouse. Applications completed in their entirety must be received no later than close of business on the Monday that is ONE WEEK prior to a meeting. Please also send full digital plans, plat, application, and color sample photos to the ARB at BrickshireARB@gmail.com AND the office at MariahR@dodsonprop.com. We must receive them both digitally and 3 full printed sets along with payment in order to be reviewed. Should you have any questionscall the office at (804)966-1599. No exceptions will be made.
Management and the ARB reserve the right to require additional materials be submitted before the package is placed on the agenda. Incomplete packages will not be reviewed. Applications submitted after the deadline will be placed on the next meeting agenda.
2. Preliminary Review
New construction applications may go through a two (2) review meetings. The first meeting consisting of a Preliminary Review at which time the ARB will review the plans and provide feedback and comments to the applicant. In cases where construction is proposed adjacent to existing homeowners, the homeowners immediately adjacent (on either side) will be notified that a Preliminary Review has taken place and given the opportunity to review the plans prior to the final review meeting.
After the Preliminary Review, the applicant may receive written comments, questions and design changes from the committee. The plans will also be provided to the ARB Architect for review and comment. If changes are made to the plans, then revised plans must be submitted by the above deadline of the Monday BEFORE a scheduled meeting in order to be reviewed again.
In cases where the application gets approved at the first review, the builder will be notified once stamped approved plans are available for pick up. This time frame varies but typically happens within 48 hours of a meeting.
3. Final Review
The ARB will review the application at the next meeting and provide a formal response of Approved, Not Approved or Conditional Approval. If the ARB requires that additional changes be made, then the application may be deferred to a future meeting so that revised plans can be submitted. All final review applications will be reviewed at an ARB meeting and a response provided in writing. Email consent will not take the place of a final review in an ARB meeting.
CONSTRUCTION PROCESS: PLEASE READ AND SUBMIT FORMS ACCORDINGLY
PLEASE NOTE: Working hours in Brickshire are M-F 7am to 7pm and Saturday 8am-5pm. THERE IS NO WORK ON SUNDAYS. It is the builder's responsiblity to notify all subs on their sites of the working hours in Brickshire and ensure they adhere to the rules and regulations.
1. Stake out Review
Stake out review and written authorization is required prior to any site clearing. The building footprint (full perimeter) and limits of clearing shall be clearly marked as well as the removal of any significant trees. You must also stake all 4 corners of the propsed dwelling as well as the driveway. Once the lot is appropriately staked, please EMAIL THE STAKEOUT REQUEST FORM to both the office and the ARB. It will then be scheduled for review and you will be notified once you are approved to begin clearing. The stakeout shall match the site plan as approved. Any change to the siting of the house must be submitted to the ARB for review and approval at an ARB meeting according to the submittal requirement (3 business days prior to a meeting in order to be placed on the agenda.) Additional clearing requests must be approved PRIOR to clearing
FORM CAN BE FOUND BELOW
Throughout the building process the ARB completes surveys of construction progress and compliance and reports any violations to the office. Should you be found in violation you could receive fines that could also lead to the forfeiture of your construction bond.
3. Landscape Plan Approval
All landscape plans must be submitted prior to installation per the submittal process and approved in writing by the association. The Landscape Plan Approval form is located in the Design Standars along with full description of required plantings. PLEASE PAY CLOSE ATTENTION TO THE GOLF COURSE LOTS NEEDING ADDITIONAL PLANTINGS. Landscape plans shall include a site plan and to scale drawing showing the location and types of plantings and shall conform to the Design Standards. A plant list noting the type of plant, planting size and number shall be submitted with the plans or the package will not be placed on the ARB agenda for review. Once the plan is approved, written authorization will be provided and installation can begin.
4. Mailbox Request Form
The Mailbox Request Form along with a $400 check made out to Brickshire must be submitted once driveways have been clearly grated. Install turn around is typically within one week. (please do not submit mailbox requests if the lot/driveway is not ready for mailbox install)
FORM CAN BE FOUND BELOW
FINAL REVIEW, CERTIFICATE OF COMPLIANCE & RELEASE OF BOND
The applicant shall submit the final review application for approval a minimum of 14 days in advance. The application may take up to 30 days for review. The ARB Architect will conduct an onsite review to determine whether or not the property complies with the approved application. The Association will provide a copy of the final review worksheet to the applicant.
If construction has been completed as approved, the association management representative will proceed with the Completion Certificate which will be signed by an ARB representative and Board of Directors representative. Once the Completion Certificate has been signed, the association management representative will submit the bond refund package to the accounting department for processing.
The ARB reserves the right to withhold any portion of the builder bond for any violations during construction or to utilize any portion of the builder bond for the purpose of moving the property to compliance with all approvals so that a Completion Certificate can be issued.
Construction, Final Review & Compliance Certificate must all be completed within 1 years of stakeout approval as per the Design Standards otherwise the builder bond/deposit will be forfeited in full unless proper extension requests have been granted.