Frequently Asked Questions
- HOA Dues and Management
- Property and Maintenance
- Architectural Review
- Community
- Rules and Restrictions
- Landscaping and Gardens
- General Information
HOA Dues and Management
What does ACS West do?
ACS West is the professional management company that our HOA pays to collect dues, provide accounting and financial management services, and administer our maintenance contracts.
How do I pay my HOA dues and where do I pay?
HOA dues are due on the first of the month and are currently $120. You can:
- Use paper coupons mailed to you
- Set up free direct draft through ACS West
- Make one-time electronic payments (with a small fee)
Who is our community manager?
Bekki Rice is our community manager. You can reach her at bekki@acswest.org for architectural review requests and other HOA matters.
How do I update my email with ACS West?
Email Bekki Rice at bekki@acswest.org
Property and Maintenance
When do landscapers come and what do they do?
Landscapers mow lawns in warmer months starting in March on Thursdays. They also:
- Trim front shrubs
- Spray for weeds
- Maintain common areas
- Empty dog refuse stations
How do I submit a warranty request?
Contact Ryan Homes at https://www.myryanhome.com/warranty-request
How should I report city maintenance issues?
Submit requests at https://www.rva311.com/rvaone#/ or call (804) 646-4646.
For escalation, contact Council District 4 representative Kristin Nye.
Who do I contact for maintenance issues in common areas?
Report common area maintenance issues to the HOA board, Grounds Committee, or management company ACS West.
When must I remove snow from sidewalks?
Snow must be removed within 6 hours after snowfall stops or by 11am the next day.
What are the requirements for grass and vegetation maintenance?
- Grass and weeds must be cut to less than 12 inches
- Trim vegetation that protrudes into alleys, sidewalks, or public rights-of-way
- Remove dead trees promptly
- Maintain area from your yard to the center of the alley
Architectural Review
What items require ARC approval?
Most exterior changes require approval, including but not limited to:
- Fencing (max 4 feet height, specific styles required)
- Additions or structural modifications
- Decks and patios
- Sheds/storage buildings (max 10' x 12')
- Solar panels (roof-mounted only)
- Landscaping changes (new trees/plants in mulch beds)
- Exterior lighting
- Paint/siding color changes
- Satellite dishes/antennas
- Hot tubs and spas
- Permanent grills
- Rain barrels
- Driveways or walkways
What DOESN'T require ARC approval?
- Holiday decorations (must be removed shortly after holiday)
- Non-permanent items (planters, porch furniture)
- Replacing plants/trees with identical species
- Flowers in existing mulch beds
- Flag holder brackets (if poles removed when not in use)
- Replacing light fixtures with identical match
How do I submit an Architectural Review Committee (ARC) Request?
Submit all architectural review requests to community manager Bekki Rice at bekki@acswest.org (see About page for more committee details). Include:
- Completed application form
- Site plan showing location and dimensions
- Material descriptions and color samples
- Impact on neighboring properties (if applicable)
How long does ARC review take?
The ARC reviews requests as needed and acts by majority vote. Appeals can be made to the Board of Directors.
Can I have a vegetable garden?
Yes, with approval. Gardens cannot be in the front yard or visible from the street. You must maintain the garden or approval may be rescinded.
Community
What committees can I join? See the About page for complete committee information and contact details.
- Architectural Review Committee: Reviews exterior modification requests
- Communications Committee: Manages newsletters, website, and social media
- Grounds Committee: Oversees common area maintenance and improvements
- Social Committee: Plans at least 3 community events annually
How do I find out about community events?
- Quarterly newsletter from the Communications Committee
- Community website and social media
- Email updates (ensure your email is current with ACS West)
What social events does the community organize?
The Social Committee plans at least 3 events per year, including:
- Annual trick-or-treating for children
- Holiday activities
- Community socials
How do I get involved in the community?
Contact the board about joining a committee or volunteering for events. Committees need 3-7 members and are ratified annually.
Rules and Restrictions
What are the vehicle restrictions?
The following cannot be stored/parked on lots, streets, or common areas:
- RVs, campers, and trailers
- Boats
- Commercial vehicles over 6,000 pounds
- Inoperable vehicles or those without current registration
- Vehicles can be on driveways for 24 hours for cleaning/prep
- Major repairs only in enclosed garages
When can I put out trash and recycling?
- Put out after 4pm the day before pickup
- Must be removed by evening on pickup day
- Containers must be stored out of sight from street
Are there restrictions on outdoor structures?
- Sheds: Maximum 10' x 12', must match home materials
- Pools: Portable pools max 24" height, rear yard only. No in-ground pools
- Basketball hoops: Not on street, must be moved when not in use
- Fencing: Max 4 feet, no front yard fencing, specific approved styles
What pets are allowed?
Only domestic pets. No wild, exotic, or game animals. Pet waste must be properly disposed of.
Landscaping and Gardens
Do I need approval for landscaping changes?
Yes, for:
- New trees or plants in mulch beds (trees must be 1.5"+ diameter)
- Removing live trees
- Installing retaining walls
- Creating new garden beds
No approval needed for:
- Replacing plants/trees with identical species
- Adding flowers to existing mulch beds
Can I install a fence?
Yes, with approval. Requirements:
- Maximum 4 feet height
- No front yard fencing
- Specific vinyl styles approved (see design guidelines)
- No chain link, barbed wire, or privacy fencing
What about exterior lighting?
Permanent exterior lighting requires approval. Must not shine on adjacent properties. Post lamps must have photocell controls. No fluorescent outdoor lighting.
General Information
Where can I find community documents?
All documents are available on the About page for download:
- Design Guidelines
- HOA Bylaws
- Committee Charters
- Declaration of Covenants
What are the architectural guidelines?
Review:
Who handles what?
- ACS West: Dues collection, financial management, maintenance contracts
- Board of Directors: Policy decisions, budget approval, committee oversight
- Committees: Specific areas (architecture, grounds, social, communications)
- Bekki Rice: Day-to-day management, ARC submissions