Effective as of the September 16, 2026 monthly Regular Meeting discussion and decisions, all documents, including RA DRB applications, for reviews, discussions, and action by the HCA Board of Directors must be submitted via email to directors@hickorycluster.org no later than 5:00 p.m. local time on the Friday before the immediately-next Board meeting, typically the next Wednesday. This is to help ensure fair and reasonable Director reviews, discussions, and action.
Documents submitted after the Friday deadline may not be reviewed, discussed, or acted upon at the immediately-next week meeting, and may be deferred to the following monthly Regular Meeting.
And as previously advised, HCA Members should submit their RA DRB applications to the HCA Board of Directors first. Submitting them to RA first causes confusion and more work for everyone involved, and it slows down the overall process and application approval. It may also result in HCA opposing Affected Party status by default if Directors have insufficient review, discussion, and action time.
Instead, follow these steps:
– STEP 1: Complete either (1) a general RA DRB application that does not involve an exterior HVAC unit, OR (2) a specific RA DRB application for exterior HVAC units, as applicable, including two adjacent neighbor Affected Party signatures and status from their review of your proposed project
– STEP 2: Submit your completed RA DRB application and supporting documents package to an HCA Director for HCA Board of Directors for review and resulting Affected Party status decision and signature at the next monthly meeting
– STEP 3: After HCA review, collaborate with the HCA Board to resolve any concerns, receive HCA status and signature
– STEP 4: Submit your completed and HCA-signed application package to RA Covenants Administration / DRB
– STEP 5: If required, attend an RA DRB hearing to discuss your proposed project and Affected Party concerns
Please note that HCA does not approve RA DRB applications per se, but HCA does determine by full Board of Directors discussion, reviews, and actions whether or not it will be an opposing Affected Party or an otherwise non-opposing signatory based on compliance with HCA and RA standards, policies, and practices. In addition, HCA Director volunteer review of and collaboration on RA DRB applications may take as long as 30 days, and there may be many other equally urgent Member applications also in process, so plan accordingly.