Exterior Alteration Applications Still Being Processed During COVID-19
Exterior Alteration Applications (EAAs) continue to arrive at the Association Office. We are reviewing and processing them for approval by the Architectural Review Board (ARB). You can scan and email your application to firstname.lastname@example.org or drop them off in the drop box in front of the Association Office. All EAA forms are available on the website, under the “For Homeowners” dropdown tab.
Although we understand that the current pandemic situation makes it harder to get signatures for applications, we cannot “not require” the notification signatures on the applications. We are bound by the legal processes that we’ve put in place to operate the corporation within the boundaries of what’s been communicated to the Membership and approved by a Board or is memorialized in the Covenants. For that reason, if you are unable or unwilling to obtain the signatures, the Association Office can send out letters and/or emails to the 4 directly affected/adjacent neighbors to your property to notify them that an Exterior Alteration Application has been received for your property.
The ARB members will continue to meet via conference call on the scheduled meeting dates. EAAs need to be submitted at least a week prior to the next scheduled ARB meeting. They are assigned to the Board members who should contact you prior to that meeting if they have any questions or concerns. You will be contacted the day after the meeting with the Boards decision.
Covenants & Enforcement
The Association’s Covenants & Restrictions and its Architectural Design & Maintenance Standards protect property values and are supported by Covenants Staff, an Architectural Review Board, and the Board of Trustees. The purpose of the Ashburn Farm Covenants and Restrictions is to maintain architectural control and ensure the homes & neighborhoods appear part of a premier community and are well maintained. Additionally, the Covenants and Architectural Standards limit some of the activities that take place within the community.
The Architectural Review Board (ARB) is composed of community volunteers and is responsible for ensuring that homeowner’s proposed exterior alterations to their properties within the Association comply with the goals & objectives set forth in the Association’s Covenants, as well as the Architectural Standards & Maintenance Guidelines. The ARB members conduct regular and systematic reviews of all applications submitted by residents and site inspections of properties that submit an Exterior Alteration Application. Additionally, the ARB reviews the Association’s Standards to recommend updates to the Board of Trustees.
The Ashburn Farm Association’s Architectural Standards & Maintenance Guidelines are available at the Association Office, and provide homeowners a reference to understanding the architectural review procedures and exterior alteration application processes, as well as established design principles and community architectural standards. If you have questions regarding any exterior changes to your home, or are interested in getting involved with the ARB, attend their next meeting. ARB meetings are held on the second & last Thursday of each month. NOTE: All completed Exterior Alteration Applications to be reviewed by the ARB must be received in the Association Office on or before the Thursday before the scheduled ARB meetings.
Requirements for ALL Exterior Changes
Article VI of the Ashburn Farm Association Declaration provides that no improvements, alterations, repairs, change of paint colors, excavations, changes in grade or other work, which in any way alters the exterior of any lot or common area or the improvements located thereon shall be made or done without the prior written approval of the Association.
The Association has adopted the following Architectural Guidelines to provide guidance to owners when they prepare an application to improve or alter their lot or home. While alterations which conform to the Architectural Guidelines are usually approved, each lot and application is different, so compliance with the Guidelines does not guarantee approval. Please do not make alterations to your property without first obtaining the approval of the Association, as required by the Association’s Declaration of Covenants & Restrictions.
State law requires you to call 811 (Miss Utility) before starting any digging project! One easy phone call to 811 starts the process to get your underground utility lines marked for free. Local One Call Center operators will ask you for the location of your digging job and route your call to affected utility companies. Your utility companies will then send a professional locator to your location to mark your lines within a few days. Once your underground lines have been marked, you will know the approximate location of your utility lines and can dig safely.
Mailboxes: Click here for information on mailbox painting and replacement.
The Ashburn Farm Association performs annual property inspections on each townhome and single family lot in the community as a means to ensure compliance with the Association’s Covenants & Restrictions and its Architectural Design & Maintenance Standards. As the community celebrates its 30th anniversary, there is a genuine need for continued property maintenance. To avoid receiving violations, please perform a visual inspection of your home regularly and take steps to correct any violations that you identify.
The Annual Inspection process is a review of each lot and the exterior of all of the structures therein using the Governing documents, including the Association’s Architectural Design & Maintenance Standards as the benchmark. Information regarding the Association’s obligation and permission to inspect can be found by following this link: https://www.ashburnfarmassociation.org/Forms/Covenantsweb.pdf on to page 21 in the Ashburn Farm Covenants and Restrictions, specifically Article VII, Section 4, titled Easement to Inspect. The exterior of the home, as well as any other structure or improvement to the property will be visually inspected for maintenance issues, similar (but not limited) to: faded or mismatched paint, torn or damaged screens, rotted wood, unapproved exterior modifications, etc. Simply put, your lot should be tidy and the exterior of any structures, modifications, etc. therein be maintained in good condition and clean. Click here for more information about the inspection process. To avoid receiving violations please perform a visual inspection of your home and take steps to correct any violations that you identify.
If you have made a modification to your home or an improvement to your lot and have not filed an Exterior Alteration Application with the Association Office please do so as soon as possible to avoid receiving a violation for not doing so; the forms are available in the Association Office or online.
If you do receive a letter from the Association noting a violation of the Covenants and/or the Architectural Design & Maintenance Standards it is simply a first request to remedy the issue noted and will not result in fines if remedied prior to the compliance date provided in the letter you receive.
The property inspectors can be identified by the AFHOA logo on their clothing and the word STAFF beneath it, as well as an AFHOA ID badge, identifying them as Staff Members / Property Inspectors. The timing of the property inspections will be after 8AM until dusk, approximately 7:15 PM. As a courtesy, the inspector will knock on your door (unless there is some obstruction) and let any occupant know that they will be entering the front and rear yard to inspect the property, in accordance with the Covenants of the Association. Please direct any questions to the Association’s Covenants Department at 703-729-6680.
The Association performs annual inspections year round, but is continuing its enforcement policy that provides an extended correction period, to allow ample time to work around weather, obtain bids and complete the work within the initial 90-day compliance period. This policy requires that any hardship request for additional time be received by the Association within the initial 90-day compliance period and does not allow the staff to grant extensions, but shifts those types of requests for waivers & extensions due to hardships to the Board of Trustees. Board Appeal forms are available on the HOA website, as well as in the Association office and must be received at least ten days before a Board Meeting to be heard at that meeting.
Architectural Design & Maintenance Standards
The Architectural Design & Maintenance Standards (PDF is searchable for keywords). This provides easy access to the forms and worksheets developed to aid homeowners when submitting requests for approvals on Exterior Changes.
You can also print from this website. Please keep in mind that this is a large file and will take time to download and print. You must have Adobe Reader loaded to access this file.
A hardcopy of the Architectural Design & Maintenance Standards, and all associated forms may also be picked up at the Association Office at 21400 Windmill Drive, Ashburn, VA 20147 during office hours. All forms are also in the Adobe format. Questions should be directed to: email@example.com.
Types of Inspections
Below are descriptions of the types of inspections that are done on Ashburn Farm properties. All inspections are done on the outside only. The Ashburn Farm staff does not perform any inspections inside homes.
Property Inspection: This inspection is a review of each lot and the exterior of all structures therein. Simply put … your lot should be tidy and any structures or modifications must be clean and in a good/serviceable condition.
When a Covenants Inspector reviews your property, the Governing documents, including the Architectural Standards & Maintenance Guidelines, are used as the benchmark. The exterior of the home will be visually inspected for any wood deterioration or fading paint. A visual inspection of your gutters, downspouts and drains will be done to ensure everything is securely attached and in good condition. Your siding will be inspected for discoloration, excessive dirt, or other damage or stains. The location of any portable basketball goals or play equipment will be noted as well as any trash cans and recycling containers not stored properly. Lawns that need to be cut or trees that should be pruned or removed will be noted. Also as part of a requirement of Loudoun County code, we will ensure your house numbers are easily visible from the street. The appearance of your deck, patio, and any other exterior improvements that may exist will also be inspected.
If you have made a modification to your home or an improvement to your lot and have not filed an Exterior Alteration Application with the Association Office, please do so as soon as possible to avoid receiving a violation for not doing so. The forms are available in the Association Office or on the Association website. Please click to read more about the inspection process and what it entails.
Complaint Inspection: These are inspections made to investigate a specific complaint received by the Association Office. All complaints to the office must be made in writing-see resident Complaint Process below.
Disclosure Inspection: These inspections are performed at the request of the homeowner, automatically when a Disclosure Packet is applied for. The homeowner’s property is walked and inspected for compliance. (Landscape, lawn and the exterior of the home will be viewed.) The Association will verify that all exterior modifications have been applied for and constructed in accordance with the approved application. If modifications were made without an Exterior Alteration Application (EAA) being submitted and approved or if the modification was not constructed in accordance with the approved application, then this would be a violation.
The following is a list of the most common exterior modifications that have been completed without ARB approval and found by the Association Covenants staff:
- The addition of hardscape (i.e., walkways, patios, walls, rocks, ponds, and/or the widening of driveways)
- The addition of play sets or other recreational structures
- Exterior color changes
- Major landscape enhancements, including walls, rock & ponds
Other exterior issues that would constitute a maintenance violation include, but are not limited to:
- Peeling or mismatched paint and/or exposed wood on any exterior area of the home, or on and other structure on the lot
- Rusted and corroded metal railings, rust stains on steps and landing
- Fences that are out of alignment, missing components, etc.
- Warping of wooden components of home or property (i.e., fence pickets, garage doors, etc.)
- Excessive mildew, mold, grime, dirt, discoloration on any exterior structure (i.e., walkouts, decks, siding, fences, etc.)
- Landscape beds with dead plants, excessive weeds, no mulch, and/or no defined edged
- Missing or damaged gutters, downspouts, shutters, fence & railing pickets, windows, screens, etc.
- Mismatched paint colors (i.e., areas with noticeable color differences due to fading, changes in materials or paint, etc.
The Member is notified of any violations noted on the property and given a time-frame in which to bring the property into compliance. After the homeowner resolves those items in violation, the Association Office must be notified to perform the compliance re-inspection to confirm and close out the violations on record.
To assist you in correcting any maintenance items you or the Covenants staff may discover, below are contractors that offer a discount to Ashburn Farm residents:
Cascade Power-Washing & Cleaning (703-915-2402) and Sonny-N-Sons Painting (703-779-1343) are offering a 10% discount to Ashburn Farm residents.
Members of the ARB
Jeff Colclough – Chair
Randy Vosbeck – Vice Chair
Rose Ridolfi – Appointee
Corrado Dugo – Appointee
Ryan Weger – Appointee
Lisa Consolo – Appointee
Resident Complaint Process
In accordance with the Ashburn Farm Declaration of Covenants and Restrictions, resident property complaints are not accepted over the phone to the Association Office. They are only accepted in writing. There are three ways for residents to have complaints addressed: Send an email to firstname.lastname@example.org. Stop by the Association Office and pick up a Community Complaint Form located in the mailbox immediately outside the front door (or at the front desk during business hours). The completed form can be placed in the drop box after hours, or handed in at the front desk. You can also fax the completed form to 703-729-0247. The form can also obtained by using the link in the Contents Column. Write a letter and send it U.S. Mail to the Association Office located at 21400 Windmill Drive, Ashburn, VA 20147. Full contact information (your name, phone, and address) must be included on all complaints. This information is not given out. It is used by the Association Office Staff for verification and record purposes and contact only. We do not accept – or act on – anonymous complaints.
Please report vehicle violations to the Association Office via email (email@example.com) or phone (703-729-6680). When reporting a vehicle violation, your full contact information must be provided (personal information is not given out), as well as a description of the vehicle including license tag information, color, and specific location as well as a description of the violation. A member of the Covenants Administration staff will investigate the violation and take appropriate action. Click here to view the Parking Policy.