Watch on Wave.video · Presented by Mark Saunders · Approximately 6 minutes
Architectural requests are easier to review when the homeowner, management team and board work from the same information. In this video, Mark Saunders walks through the homeowner submission process and the board's review screen, showing how requests, comments, attachments and decisions stay together in the portal.
Start with your community's requirements
Before submitting a project, homeowners should review their association's governing documents and architectural guidelines. The portal can include community-specific instructions and document links so owners know what information to provide. Requirements can differ between communities and projects.
Submit a clear description and supporting documents
From the homeowner portal, select the architectural review request option and create a new request. Describe the proposed change clearly and attach the information needed to understand it. Depending on the project and community requirements, useful attachments may include photos, proposed materials or colors, a property survey, and the proposed location of a fence or structure.
Providing details at the start helps reduce back-and-forth questions. In the video, Mark uses examples such as painting a front door or installing a fence to explain why a complete request matters.
Management checks the request before board review
Submitted requests come to Saunders HOA Management first. A team member checks for missing or unclear information and follows up with the homeowner when needed. This helps the board receive a request it can meaningfully review.
Review the request and record your decision
On the board's review screen, members can see the request status, project description, attachments and approval information. The approvals area records board members' votes. Review the supporting information and the community's applicable requirements before recording your decision through the association's review process.
Keep questions with the request
Use the request's message area for related questions instead of scattering the conversation across separate email chains. Management can coordinate homeowner follow-up, and board members can review the discussion alongside the request. Additional documents can be attached as the review progresses.
Pay attention to the response deadline
The video mentions a 30-day response period used by many communities. Confirm the actual deadline in your own association's governing documents and procedures. Do not assume every association uses 30 days. When a request is sent to the board, review it promptly and respond so the process can move forward within the applicable timeline.
Preserve a clear record
The portal's action log tracks activity such as submission and decision dates. Related messages and attachments remain with the request, helping management and future boards understand what was requested and how it was handled.
Quick checklist for board members
- Read the proposed change and all supporting attachments.
- Check the association's governing documents and architectural guidelines.
- Ask questions through the request's message area.
- Respond within your community's applicable review period.
- Record the decision through the established review process.
Homeowners can open the homeowner portal to begin a request. For questions about your community's process, contact Saunders HOA Management or find your community's information. We support HOA boards in Winston-Salem and nearby North Carolina communities.
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The Knowledge Center provides general education only. All associations are different and are governed by their own specific governing documents. Information on this page is for general knowledge and purposes only. No one at Saunders HOA Management is an attorney, and none of this information should be perceived as legal advice.