Try Streamlining ACC Processing with an Electronic Portal

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Try Streamlining ACC Processing with an Electronic Portal

“It is helpful to have an online archive of past language and ARC decisions so that the Committee can be fair and consistent with all the owners.”

Spring is often a season when owners want to stain a fence, add some shutters, paint, or add a pool or a pergola. That’s still the case, even when a statewide stay-at-home restriction limits the ability for association committees to meet in person.

Exterior modifications of their property must be approved by an Architectural Control Committee (ACC). One of the great benefits to the association is the ability to maintain the property values and appearance of the community over time.

An easy- to- use system provided by the management company offers advantages for owners and committee members as well.  Some CMA clients told us what they preferred about CMA’s online ACC process.

One of the main advantages that owners and committees mention is streamlined ACC submissions and review.  When owners are ready to get projects done, they may be impatient with delays in submitting paper documents and slower review processes and mail replies.

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Colin Huffines, Project Manager for Waterscape HOA, finds CMA’s electronic portal very efficient and second to none. He uses a third party to review and process Architectural Control Committee submissions and finds that owners appreciate the speed of communications.

Paint and stain samples, plats, plans, and other project descriptions can be uploaded online. CMA’s system provides the capability to quickly review submissions online and approve or decline and request more detailed information, if needed.

Jared Walker is the Board President of the Hillcrest Lebanon HOA in Frisco, and also liaison with the Architectural Review Committee.

Walker commented that implementing the electronic system with CMA “changed the workflow.” “It’s much easier to collaborate when all the documents and feedback are in the same place, not on separate e-mails,” he said.  “It’s also easier for new ARC members to become familiar with the committee’s past activities and decisions.”

Walker believes it is also helpful to have an online archive of past language and ARC decisions so that the Committee can be fair and consistent with all the owners.  The Committee will be able to refer to past situations in which they granted or denied requests for an exception, for example, to be mindful of precedents.

Especially during this time where we are focusing on social distancing, having an electronic process in place improves the efficiency and consistency for ACC’s.  Ask CMA to show you how.

Rob Koop

AMS®, CMCA®
Executive Vice President of Portfolio Operations

If you found this article helpful, you may also find other topics relevant to your HOA on this blog at Community. Well-Served.

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CMA Management
37 Years of Community. Well Served. (www.cmamanagement.com) Headquartered in Plano, Texas, CMA has three regional offices and numerous onsite locations providing contract management services for more than 250 residential and commercial communities, and more than 9,700 individual units. Residential Communities •Town Home Communities •Master Planned Communities •Active Adult Communities •Commercial Associations