Living in an HOA can be a bit confusing at times when it comes to making an exterior change. Most people know that they need to submit the proper forms to make a change yet are not sure how to do so or where to even begin. Our goal here at Tolley Community Management (TCM) is to make the entire process as easy as possible and to be available when assistance is needed.
This article is designed to walk you through the entire process of submitting the forms and answer the most frequently asked questions. We will also provide the main point of contact for processing the form in case you have any questions or need further assistance.
Tolley Community Management has implemented quite a few ways of submitting your request. This is in hopes to better suit all situations and prevent any inconveniences. All of the options are listed below with step-by-step details of how they work and what you need to do. Of course, we are always here if you need help with anything.
Submitting your Request Online
This is one of the most common ways homeowners can submit their forms. If you do not have an account set up to access your owner’s portal, simply follow the steps below. We will then go over how to submit the form. Please note you will always get a confirmation email from a representative in or office to let you know we have received your request. Our turnaround time on this is 24-48 hours. If you have not heard from us within this time, please contact the community manager or Krissy Kell as it is likely your request has not been received.
- Visit our website at www.TolleyCM.com to register or log into your account. When registering, you do not need your account number but it will speed up the process of receiving your temporary password. We find that the best web browser for this is Mozilla Firefox.
- You will need to click on ‘LOG IN’ to the right of the screen.
- You will be taken to the log in page. Below the log on field and to the right of ‘SUBMIT’ you will see the ‘REGISTER’ link. Simply click this to begin the process of creating your portal.
- Now you can fill in the information with an asterisk (*). All other information is optional but is always helpful.
- Once this is complete, click submit. This will be sent to our IT department for confirmation. After they have confirmed the application, you will receive a temporary password via email. Please note that sometimes this email will go to a junk/spam folder. If you have any issues with this, you may contact the head of the IT team, Lisa Miranda, for assistance at Lisa@tolleycm.com or < a href="tel:1-770-517-1761">770.517.1761< /a >.
- Now you should have your password. Your email will be your log in once you have returned to the log in screen. This will direct you to the portal itself! ***Please be sure to check the upper left corner to ensure that you are logged in. If you still see an area to enter your log in and password, simply re-enter the information.
- Now you can submit your ACC request! You will find the option for this on the left side as well.
- The type of request you are submitting will determine what kind of information you need to submit. The best thing you can do is provide as much detail as possible. There is no such thing as too much! The more information you provide, the easier it is for the ACC (Architectural Control Committee) to review and provide a quicker decision. A few examples are below.
- Fence Requests – The ACC will need to know the material, size, style, dimensions etc. The best way to submit this information is to provide the proposal from the company you have installing the fence.
- Painting your House – Some communities will have a list of pre-approved colors for the neighborhood. You can always select two or three options from those colors to submit for review. The ACC will need the color name, brand and numbers of the color choices as well as what color will be used where on the house.
- Replacing your Roof – Some communities will have a list of pre-approved shingle styles that you can choose from but they will need the shingle name, style and color for review.
- Once you have filled out the form and attached all other information, all you need to do is click submit! Your request will be sent to our office and within 24-48 hours you will hear from one of our representatives.
Submitting your Request via Email
If you are having any issues with the website or just prefer email, we have a writable PDF version of the form. You can email your community manager or Krissy to obtain this form. With this you can fill it out, save it and email it, along with all pertaining information, back to Krissy Kell. She will let you know that it is being processed or if she needs more information.
Submitting your Request via Fax
You are always welcome to fax your form to us at (770) 517-1661 ATTN: Krissy Kell. The only stipulation with this is that it must be in color as many of the photos submitted with requests do not come through visibly in black and white.
Should you find yourself unable to use any of the options listed here, please contact your community manager or Krissy Kell. There are a few other options that may be available to you over the phone or in person. We are always willing to do what we can to better assist you.
Frequently Asked Questions
Q: Why do I need permission to make a change to my home?
A: Approval is required through your community covenants however; this is mainly set in place to protect property values and the overall appearance of the community. Should you ever need to sell your home, you need to be able to obtain the most for it and having such rules in place will help make that so. We all know that having a neighbor whose home is painted an awful color will not help when trying to sell!
Q: What is the process for review?
A: Once you have sent us your request, Krissy will review it to be sure there isn’t anything missing.
- If everything needed is present, she will send it over to the ACC. Once that has been done, you will receive an email letting you know that this has been done. Once she hears anything from the ACC, she will let you know.
- If anything is missing, you will receive an email letting you know what is needed. After you send the needed information to Krissy, she can get it to the ACC for review and will let you know once she has done so.
Q: How long does it take to get a decision?
A: There are many variables to this answer. The amount of work being done, amount of information provided and how many other requests are open for review will determine this. Your ACC does have a timeframe for review and it’s notated in the Covenants. Normally, they have 30 days but some communities have longer. One of the ways we help speed up this process is with a weekly follow up. We will check in with the ACC to make sure they have everything they need and ask if they have made their decision yet.
Q: Who is reviewing my request?
A: The ACC for your community is made up of volunteers that live in the neighborhood. This team is normally made up of five members, one of which is the Chairman. If your community is still quite new, it may still be under Declarant control and they will be reviewing all requests.
Q: What does ACC stand for?
A: ACC is abbreviation for Architectural Control Committee. Some communities prefer to use an ARC, Architectural Review Committee. A few prefer to be called an ACB/ARB, which are Boards.
Post by:
Krissy Kell
ACC Request Processing
Krissy@TolleyCM.com
