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Architectural Review Committee/Approval Process

Pine Meadow Village Development Standards (CC&R's) provides details on the development’s architectural standards and guidelines, approved building materials, and Covenants, Conditions and Restrictions. Additionally, the Architectural Review Committee (ARC) has created a Development Standards Summary and a Job Site Requirements document  to help direct your building efforts. The map of the development may also be useful.
Every owner who wants to build a new home, remodel an existing home’s exterior, build an addition, or install extensive landscaping is required to submit an online Architectural Review Form to the ARC for approval. Each owner should understand the plan review process. 
Generally, the Plan Review Process is separated into two phases for preliminary and formal ARC reviews.
Phase I is the preliminary review and is free of charge.  The preliminary ARC review is required for all new construction. The purpose of the preliminary approval is to review designs at an early stage and provide feedback  to ensure the proposed construction is within the concepts of Pine Meadow Village. Please complete the Preliminary Construction Approval Checklist.  When the owner is ready to submit the form and meet with the ARC Committee a preliminary meeting may be requested though this contact page.  Before scheduling a meeting, the owner should be prepared to bring the following to the meeting:
  • A site plan denoting all setbacks.
  • Preliminary elevations noting building height, notations as to exterior materials to be used and window takeoff.
Phase II is the formal review and includes a fee of $500 payable to PMV Home Owners Association. This phase can take up to 30 days for review; however when possible,  the ARC will attempt to work with your schedule.
ARC approval is required for all new construction. After receiving Preliminary Construction Approval,  the applicant is required to submit a final construction application for ARC review. The purpose of the construction plan submission is for the ARC to validate that the set of plans for which the proposed improvement will be constructed is within the concepts of Pine Meadow Village (PMV) and meets the requirements set forth by the PMV HOA governing documents.
Please complete the Construction Approval Checklist and submit to the ARC.
While electronic formal submittals are preferred, paper submittals are allowed.  All required information must be completed on the electronic form.  Additionally. please attach your construction plans including:
  • Building Plans at ¼” scale with a Site Plan, Floor Plans, Building Elevations, Building Sections, Exterior lighting. Exterior Materials List: Siding, Trim, Windows, Roofing, Stone, etc.  Note: This must be included on the initial submission to initiate the formal request for approval.
  • Landscape Plans. This may be submitted at a later date, but before landscape work begins.
  • Exterior Colors Plans. This may be submitted at a later date, but before the work begins. For existing homes, ARC submittals are required for color changes AND for repainting or restaining with existing color.  A book containing approved colors can be viewed at the clubhouse by contacting the On-Site Manager or your ARC representative.
The end result of the formal submittal will be plan approval, conditional approval or disapproval with emailed and hard copy provided.
Exterior Improvements
Two questions frequently asked of the Pine Meadow Village Homeowners Association is whether approval of the Architectural Review Committee is required for repainting/restaining a home without changing colors, or for landscape maintenance, such as pruning or the removal and replacement of dead plants.  The ARC acknowledges that individual homeowners have a vested interest in maintaining the appearance of our community.  The ARC has reviewed the CC&Rs which apply to all homeowners and provides the following guidance:
Repainting or restaining without changing the original exterior colors 
ARC approval is not mandatory if the homeowner is not changing color, sheen, etc.  HOWEVER, the ARC strongly encourages homeowners to require their selected painter to provide paint samples for the paint or stain they propose to use to verify the color(s) are the same.  If requested by the homeowner, the ARC will review and approve the samples of the proposed identical colors to avoid later disputes.  If the homeowner proceeds without ARC approval, the homeowner assumes the risk of having to repaint if the colors applied by the painter are different from the previous colors.  Changes in colors have resulted from the use of old paint, differing sheens, different brands, changing between paint and stain, and using colors caused by weathering, rather than original colors. 
Repainting or restaining with different colors 
The CC&Rs require ARC approval of the new colors, and approval will only be given after inspection of samples of the new colors applied to the building.
Landscape Maintenance vs. Substantial Alteration
The CC&Rs and/or Sisters Municipal Code require homeowners to maintain their landscaping in a clean and attractive condition and to mitigate fire hazards.  Routine maintenance includes pruning, removing and replacing dead plants, replacing mulch, etc.  Routine maintenance does not require ARC approval.  The CC&Rs require approval of substantial modifications to landscaping, altering existing grading and drainage, removing live trees, planting new species of trees, etc.  Furthermore, the City of Sisters must approve removal and replacement of trees along the public roads.  Altering landscaping without ARC or the City’s approval (if required) is at the homeowner’s risk of having to restore the landscaping to its previously approved condition.  Also, the City has levied fines for unapproved removal of trees along the street.  The ARC will respond to homeowner questions regarding whether proposed work is routine maintenance or repair. 
Appeal Process: The ARC is a committee that assists and advises the Board of Directors, so all ARC decisions are subject to appeal to the board. Appeal costs will be paid by the owner requesting the appeal, if the board needs to hire an architect to help adjudicate contested issues. The appeal should be sent to the board in writing and it will be added to the next meeting agenda to be heard.