Board:   Design Review Board (DRB)

Document Owner: DRB

Version Date:   February 2019

Review Date: February 2020

 

III.          MISSION STATEMENT

The Tidewater Plantation Design Review Board (DRB) shall act as the architectural body with responsibility to maintain the natural beauty of Tidewater Plantation, establish and preserve harmonious and aesthetically pleasing designs, and to protect property values for the entire Plantation.

This mission shall be accomplished through the DRB approval process for new construction, exterior and structural improvements, the siting thereof, the additions and changes thereto, and landscaping elements thereof within the entire Plantation.

Such architectural responsibilities and standards shall be reviewed, approved, monitored and recommended for enforcement as provided in the Tidewater Plantation Declaration of Covenants, Conditions and Restrictions (CCRs), as well as the Tidewater Plantation Design Review Board Standards, Requirements and Procedures, Volumes I and II.

 

II. RESPONSIBILITY

 

In fulfilling its responsibility, the DRB performs functions which include the following:

A.    Essential Functions:

 

1.      Review of all applications for construction and modifications under Article 9, Architectural Standards of the Declaration of Covenants, Conditions and Restrictions

2.      Review and approval of all applications for construction and modifications as defined in the Design Review Board Standards, Requirements and Procedures, Volumes I and II.

3.      Monitor and recommend enforcement of architectural standards as defined in the Design Review Board Standards, Requirements and Procedures, Volumes I and II.

4.      Promulgation of detailed application and review procedures and design standards governing its area of responsibility and practice.

5.      Act as the architectural review/approval body for the Tidewater Plantation Community Association.

6.      Ensure community-wide compliance with architectural standards as defined in the Declaration of Covenants, Conditions and Restrictions, as well as the Design Review Board Standards, Requirements and Procedures, Volumes I and II.

7.      Hold bi-monthly board meetings

B.   Recommends:

1.    Adjustments to the DRB Fee and Deposit Schedule(s) as deemed appropriate in response to community and industry trends to the TPCA Board of Directors.

2.    Adjustments to the compensation arrangement with the Building Compliance Inspector to the TPCA (Board of Directors) BOD.

C.   Appeals:

Responds to homeowner appeals of DRB decisions regarding  

construction, modification/addition, and procedural issues to the TPCA BOD.

D.   Other duties and responsibilities:

1.    Members attend bi-monthly DRB meetings and other workshops as scheduled.

2.    Members attend TPCA Board meetings and workshops as requested.

3.     Members partner with other DRB members and members of the TPCA Board to accomplish goals, projects and mission(s).

 

III. ORGANIZATION

 

A.   Membership:  

1.    Membership on the DRB shall be up to nine (9) members.

2.    Members of the DRB may, but need not be, members of the Tidewater Plantation Community Association; and may, but need not include architects, engineers or similar professionals.

3.    One member of the DRB shall be the designated representative (Developer’s Representative) of Southern Land & Golf (SL&G) who shall be permanently appointed to serve on the DRB. Such representation shall be transferable to any future owner of the Tidewater Plantation Golf Course.

4.     The Developer’s Representative shall have veto power over all DRB business until the year-end 2015. Beginning January1, 2016, the Developer’s Representative shall remain on the DRB as a regular voting member and shall no longer have veto power.

5.    Appointments to the DRB shall be made by the then-current members of the DRB.

 

 

B.   Terms:

 

1.    Members shall be appointed for a term of three (3) years and may be reappointed for any number of subsequent terms.

2.    Terms of DRB Members shall expire on a rotating basis. Term expirations shall occur in September of each year and any new and subsequent appointments shall be made at that time.

3.    Any vacancy, whether the result of removal, resignation, death, etc. shall be filled as soon as possible by the remaining members of the DRB at that time.

4.    In order to create a quorum of five (5) members at any scheduled DRB meeting, a former DRB member may be invited to attend that specific meeting with full voting privileges.

C.     Removal of Members

 

1.    Three (3) unexcused absences in an operating year.

2.    Behavior deemed by DRB Members as inappropriate toward homeowners, contractors, vendors, other board members, property management.

3.    Any vacancies as the result of removal of a DRB Member shall be filled as soon as possible by the remaining DRB at that time.

D.     Resignation of DRB Members

 

1.    The resignation of a member of the DRB shall be considered and acted upon at the first DRB meeting following such resignation

2.    The resigning Member may be requested to continue to serve until such time as a replacement has been appointed.

 

E.     Officers

 

1.      The officers of the DRB shall be the Chairperson and Vice Chairperson. Duties are assigned to other members of the DRB at the discretion of the Chairperson.

2.      The Chairperson is subject to approval by the BOD.

 

 

 

 

V. OPERATIONS

 

A.    Operating Year

 

The operating year of the DRB will be same as the election year of the TPCA Board.

B.   Meetings

 

1.    The DRB shall meet regularly

2.    Meetings are normally held bi-monthly on the first and third Monday of each month at 1:00 PM or at another time called at the discretion of the Chairman.

3.    Meetings are conducted under Robert’s Rules of Order.

C.    Reports

 

1.    A designee of the management company shall serve as the recording secretary and be responsible for preparing the meeting minutes.

2.    Meeting minutes shall be written by the recording secretary and signed by the Chairman following the DRB meeting at which the minutes are approved as written and distributed to the Members.

3.  Copies of approved minutes shall be provided only to DRB members, TPCA BOD members and management company. Minutes will be permanently filed in the DRB Minutes book maintained in the TPCA office.

4.  A redacted copy of the minutes shall also be kept and made available to TPCA members or other individuals upon proper request per TPCA BOD policy.

D.    Decisions

 

1.    All decisions by the DRB shall only be made by a majority vote of the members.

2.    At all meetings of the DRB, five (5) members shall constitute a quorum.

 

Version History:

Version

Date

Effective Date

 

Approved by:

Change Description (from/to format)

 

06Jun2011

04Aug2011

DRB – motion in 20Jun2011 minutes

BOD approved per motion in AUG 4 2011minutes

New Terms of Reference

 

20Aug2012

20Aug2012

DRB

Section III, B, 1 and 2:   Revised term limit from five (5) years to three (3) years.   Revise rotation of term expirations to accommodate revised term limit.

Section II, B: Remove recommendschanges in the DRB Standards to the TPCA BOD. Leave current paragraph to recommendchanges in the Fees and Deposit Schedule to the TPCA BOD A

Add: Recommends changes in the compliance officer compensation arrangement to the TPCA BOD.

 

17Jun2013

17Jun2013

DRB

Increased membership to up to eight (8) members; quorum increased to five (5) members.

 

01Jul2013

01Jul2013

DRB

Quorum changed to four (4) members.

 

Nov. 17, 2014

Nov. 17, 2014

DRB

Made changes to Section I Mission Statement. Paragraph 1 added “maintain the natural”. Paragraph 3 added “recommended for” . Section II, Number 3 added “recommend” and made gramatical changes, Part C changed “negotiates” to “appeals”, removed “settlement” and changed to “responds to” and added “to the TPCA BOD”. Section III, Part E removed “and secretary”. Section IV, Part B, added number 3. Part C, added number 1. Removed “notes” and added “DRB members and TPCA BOD members” to number 2, Reports. Changed “notes” to minutes in Reports, number 3. Added “only to DRB members and TPCA BOD members” and added number 4.

 

Aug. 24, 2015

Aug. 24, 2015

DRB

Increased membership to up to nine (9) members; quorum increased to five (5) members.

 

Dec. 5, 2016

January 5 ,2017

DRB

Page 1 – Mission Statement – added the word “property” to the last sentence, to read “protect property values for the entire Plantation.”

Second paragraph in Mission Statement, added “new construction” to the first sentence to better reflect the DRB’s responsibilities.

Page 2 – B. Recommends: No. 2, changed Board of Directors to BOD for consistency throughout document.

Page 3 – Membership: No. 4, Removed current paragraph and added the following sentence for clarification purposes.   The Developer’s Representative shall have veto power over all DRB business until the year end 2015.   Beginning January 1, 2016 the Developer’s Representative shall remain on the DRB as a regular voting member and shall no longer have veto power.

Page 4 – Operating Year: A. Removed September – September

 

FEB 2019

FEB 2019

DRB Review – Jan. 2019

No Change.