I am a new member of a seven member Architectural Committee.
This afternoon, the HOA’s community manager sent us all an email to introduce us to the Architectural Review Committee’s “email approval process” – which has historically been used to review and vote on all “standard” requests submitted by homeowners, such as repaints, door colors, screen doors, etc.
According to this email, the Architectural Committee has no scheduled meetings and requests are typically always reviewed and approved via email. I’ve checked with other committee members and there hasn’t been an actual Architectural Committee Meetings for years.
Below is a recap of the approval process for “typical” change requests:
1. Homeowner sends an Architectural request form to the Community Manager
2. CM forwards request form to the Architectural Review Committee via e-mail and attaches a copy of the Homeowners requests.
3. The Arch Review Committee Votes.
3. Community Manager also emails the request to the Committee Chairperson, who is also a member of the BOD.
4. The Chair advises the CM if the request was approved or denied.
5. Community Manager advises the submitting Homeowner of the status of their architectural request.
The Community Manager informed the entire Committee Members that this process was designed to keep the HOA and the members of the committee in compliance with Arizona State Statutes.
She closed by letting us know that the she endorses this process and highly recommends that this email approval process continue.
Also, have review BOD Open Meeting Minutes back to 2011 and there are no mentions of what Architectural Committee requests are in process or approved or denied – nothing…. so I have no idea how the rest of the homeowners learn of the discussions or status of these change requests.
This appears at first glance to be an incredibly opaque process.
Question: Does this email voting process meet the requirement of ARS 33-1804? Please advise.