Getting to Yes: How to Navigate the Hollin Hills Design Review Process
Planning a renovation or addition that will affect the exterior of your Hollin Hills home? Be sure to contact the Civic Association’s Design Review Committee (DRC) and the Fairfax County Architectural Review Board (ARB) before you begin, for guidance and approval of your plans. Both groups exist to help homeowners adhere to established guidelines and get building permits approved, avoid inappropriate development and legal issues, and preserve the architectural integrity of the community.
This unofficial guide sketches out how the review process works. Please be sure to contact the DRC for official guidance, updates, documents or more information: drc@hollinhills.org.
documents you may need
why do i need approval for exterior changes?
Since 1950, exterior changes in Hollin Hills have been governed by the protective “covenants” in our property deeds – agreements by homeowners that they will subject plans for additions or alterations to the exteriors of their homes for approval from the Design Review Committee (DRC), in order to protect and preserve the stylistic character of Hollin Hills. The Covenants are enforced by the Civic Association of Hollin Hills (CAHH) through the Design Review Committee.
Additionally, since 2022, when Hollin Hills was designated an Historic Overlay District (HOD) by Fairfax County, any exterior renovations or additions that require a building permit must also be approved by the County’s Architectural Review Board (ARB) in order to receive that permit.
Therefore, homeowners need to get approval from both the DRC and the ARB before they begin work. The approval process is straightforward, and both the DRC and the ARB are committed to helping homeowners “get to yes” in the approval process, offering helpful guidance at every step of the way to ensure a successful outcome.
“When you come before the ARB or the DRC, you’re getting free design services,” says Hollin Hills architect and ARB Board member John Burns. “It doesn’t have to be a difficult or contentious process.”
what is the design review committee?
The CAHH Design Review Committee (DRC) is a group of Hollin Hills architects, design experts and homeowners who provide free guidance to homeowners on proposed exterior property additions and renovations, and determine whether the plans are in harmony and conformity with the Hollin Hills Design Review Guidelines. First established in 1949 as the “Architectural Control Committee,” the DRC was renamed the “Architectural Review Committee” in 1955, and renamed again in 1987 as the Design Review Committee.
Note: The DRC‘s remit extends not only to projects requiring a building permit, but also to any project that impacts a property’s exterior appearance.
what is the architectural review board?
The Fairfax County Architectural Review Board (ARB) was established in 1967 to oversee and administer regulations concerning certain physical changes and uses within the County’s Historic Overlay Districts (HOD). Its job is to protect and enhance the resources that give an HOD its historic, architectural, or archaeological significance. Any exterior renovations in an HOD that require a building permit must be approved by the ARB before the permit is granted. Hollin Hills is an HOD, so homeowners must have their plans approved by the ARB.
how does the review process work?
Both the DRC and the ARB take a two-tiered approach to the review process. The DRC Guidelines require an initial review to provide the homeowner with feedback concerning the proposed design. Similarly, the ARB encourages homeowners to participate in an informal “workshop” during which board members note any concerns that they may have.
A goal of these initial reviews for both the DRC and the ARB is to provide direction before the homeowner spends the considerable amount necessary to produce the construction-ready documents required for final approvals. The DRC’s and ARB’s first-round comments should be incorporated into the final construction drawings that are submitted to both groups for final approval.
After changes are incorporated into the construction-ready plans, the plans are submitted to the ARB and DRC for final review. To get a final plan approval from the ARB and qualify for a building permit, applicants must go through a formal review process where they submit construction drawings in advance for consideration as an “action item” at an ARB meeting, where the applicant answers questions, public comment is allowed, and a vote is taken. (The ARB meets at 6:30 p.m. on the second Thursday of each month.)
A similar procedure is followed by the DRC, as outlined below.
how do i begin?
Homeowners are encouraged to go through the DRC review process first, before going to the ARB for permit approval. If you’re considering a project, please begin by consulting the DRC’s Design Review Guidelines to learn which requirements may be applicable to your project.
The Guidelines offer very specific guidance concerning doors, windows, roofs, decks, and so on. For projects which involve a design professional, please make sure your design professional has reviewed the Guidelines, too.
The ARB and the DRC offer different kinds of guidance, with the DRC stressing conformity and harmony, and the ARB taking a “differentiated but compatible” approach. So it’s important to also consult the Hollin Hills HOD Design Guidelines, a detailed document that lays out recommendations for any design changes.
where do i find these documents?
Links to the Design Review Guidelines, the HOD Design Guidelines, and all other documents and forms needed for design review can be found at the top of this page.
preparing your plans for review
When you’re ready to meet with the DRC for an initial review of your project, contact them at drc@hollinhills.org. The DRC meets the third Wednesday of every month. Meetings begin at 7:00 p.m. and are held via Zoom.
At least 10 days prior to the meeting, please send the DRC your project plans, a plat, an aerial photo of the property showing the property as well as immediate neighbors (these are available from the Fairfax County website), photos of existing conditions, elevations of the proposed renovation and/or addition, and a copy of the informational letter sent to neighbors, with a list of neighbors notified.
The homeowner should make sure that the submission illustrates what they want to do, and where on the property the project will be placed. For example, if you are building or replacing a deck, the DRC needs a drawing indicating where the deck will go (the plat is helpful), pictures of the proposed decking material and railings, and a sketch of the deck’s design.
If you have submitted materials for the DRC’s consideration, a Zoom link will be provided a few days before the meeting. You, your design professional or your builder should be prepared to present the project by sharing your screen and presenting the plat, photos, and elevations describing the proposed project. (If you are interested in participating in a meeting, either to comment or to see how the DRC conducts its business, please email the DRC and you will receive a zoom link for the meeting.)
the different types of review
The extent of DRC’s review process is dependent upon the impact and scale of the proposed project. Projects with a minimal impact (for example a change of roofing materials, or a new driveway) usually qualify for Administrative Review. Decks, sheds and fences are typical projects requiring the Standard Review process. In most cases, the DRC can make a decision about these proposals at the first meeting.
However, a significant change to the appearance of the house created by the addition of new rooms or a second story requires the DRC to follow the procedures of Expanded Review, which requires at least two meetings. The two-meeting requirement allows the homeowner to obtain immediate feedback concerning the proposed project, without preparing the costly construction drawings associated with final review. Nonetheless, even at the first meeting, the homeowner should provide drawings that are specific enough for the DRC to understand the proposal and its impact. In some cases, the DRC will ask to visit the property.
Final Review and Approval: requires construction drawings that are permit ready. Materials samples and product sheets should be provided for all windows, siding, doors, etc.
For projects requiring Standard or Expanded Review, the Guidelines require that neighbors be notified of the project and provided with the opportunity to review the plans prior to a first meeting with the DRC. Very often a project may change lines of sight or reduce privacy, and our sense of community is enhanced when neighbors are notified of a change that will impact them in some way. The DRC has, on occasion, acted as a “broker” to achieve a design that meets the needs of the project proponent as well as the neighbor’s needs.
Finally, in addition to more formal reviews of proposed projects, the DRC is always willing to have an informal discussion with homeowners prior to the formal submission of plans for DRC review, or you can submit questions by email to: drc@hollinhills.org.
where to learn more
You can contact any member of the Design Review Committee at drc@hollinhills.org. Current members include: Harris Lokmanhakim; Robin Roberts; Jeff Vandersall; and Jane Pearson.
– The CAHH Design Review Committee