How HOAs Can Successfully Handle ACC Variance Requests

Many homeowner associations (HOAs) establish an Architectural Control Committee (ACC) or Architectural Review Committee (ARC) to oversee homeowner renovation requests and ensure compliance with deed restrictions. These committees help maintain the aesthetic and structural integrity of the community by reviewing modifications, additions, and exterior changes.

But what happens when a homeowner’s request is denied, and they submit an appeal or ask for a variance?

Handling ACC variance requests requires clear policies, transparent communication, and a well-informed approach. Here’s how your HOA can navigate these situations successfully.

Understand Governing Documents and Local Laws

Begin by reviewing your community’s governing documents, which outline the standards and criteria the ACC must enforce. It's also essential to ensure that those guidelines align with current local and state laws, particularly regarding construction, accessibility, and homeowner rights. Any ruling or variance must remain legally compliant.

Provide Clear Renovation Guidelines

Prevent confusion by making your architectural requirements and application process easily accessible and clearly written. A well-designed application should outline:

• Required documents and timelines
• Criteria for approval
• Next steps in the case of denial or appeal

When expectations are clearly defined, misunderstandings and disputes are less likely to occur.

Maintain a Consistent and Constructive Approach

The goal of the ACC should be to approve qualified projects that meet established standards. When a request is denied, offer a clear explanation and outline available options. Encouraging homeowners to adjust their plans or formally request a variance fosters collaboration rather than conflict.

Evaluate Variance Requests Fairly and Transparently

Variance requests must be handled with consistency and fairness, while also considering legitimate exceptions. HOAs should:

• Evaluate requests within the scope of community standards
• Consider applicable hardship or accessibility concerns
• Document all decisions and reasoning thoroughly

If the same types of variance requests are being granted repeatedly, it may be time to review and update governing documents to reflect current community needs.

Respect Grandfathered Features

Changes to ACC standards should not penalize homeowners whose past renovations were approved under previous rules. Respecting grandfathered features helps prevent frustration and promotes trust. Any policy updates should be clearly communicated and not retroactively enforced.

Encourage Board Oversight and Communication

If disputes arise or patterns of inconsistency are detected, the board of directors may need to review ACC decisions. Opening lines of communication between the board, the ACC, and residents can prevent misunderstandings and support smoother processes. Regular updates, newsletters, or informational meetings help educate the community on architectural standards.

Use Technology to Streamline Documentation

Investing in association management software can simplify recordkeeping, help standardize the review process, and provide transparency. Tools like Ciranet ensure every request, decision, and communication is well-documented—protecting both the HOA and the homeowner.

Moving Forward with Confidence

Handling ACC variance requests successfully requires a balance of consistency, transparency, and empathy. By establishing clear guidelines, communicating proactively with homeowners, and documenting decisions thoroughly, HOAs can maintain architectural standards while fostering a sense of fairness and community trust.

At RealManage, we understand the importance of navigating these requests efficiently and with care. Our team is here to support your board with the tools, expertise, and guidance needed to ensure that every variance request is handled professionally and in the best interest of your community. Contact us today to learn more.