faq: design review
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 informal FAQ sketches out briefly how the review process works for both the DRC and the ARB. For official guidance, be sure to consult the DRC’s Design Review Guidelines and the ARB’s HOD Design Guidelines, and always talk with both groups before starting your project.
I want to make some alterations to my home. Why do I need to get approval?
You can make any interior changes you like, but since the community was launched in 1949, exterior changes to Hollin Hills properties have been governed by 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 Civic Association of Hollin Hills’s Design Review Committee (DRC).
This might seem like a hurdle, but it’s a good thing — the Covenants have helped to protect and preserve the historic architectural heritage of Hollin Hills for more than 75 years, and ensured that the beauty of the community continues.
The Covenants are enforced by the Design Review Committee, whose remit extends to any project that affects a property’s exterior appearance (even those not visible from the street), whether or not a building permit is required. So it’s a good idea to check with the DRC before launching almost any exterior project.
Moreover, since 2022 — when Hollin Hills was designated an Historic Overlay District (HOD) by Fairfax County — any exterior renovations or additions that require a County building permit must also be approved by the County’s Architectural Review Board (ARB).
So I may need approval from both the Hollin Hills DRC and the County?
Yes — any exterior renovations in an HOD that require a building permit must be approved by the ARB before the permit is granted, and since Hollin Hills is an HOD, you must have your plans approved by the ARB if you will need a building permit.
Fortunately, the approval process is straightforward, and both the DRC and the ARB say they are committed to helping homeowners “get to yes”, offering 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, in a way,” 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 on proposed exterior property additions and renovations, and determine whether the plans are in “harmony and conformity” with the Hollin Hills Design Review Guidelines.
The DRC is not a recent invention — it’s played an essential role in preserving Hollin Hills’s character since 1950, when it was first formed as the Architectural Control Committee. It was renamed the Architectural Review Committee in 1955, and renamed again in 1987 as the Design Review Committee.
And 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.
The ARB is made up of eleven Fairfax County residents with a demonstrated knowledge of the preservation of historic buildings and sites. They are appointed by the Fairfax County Board of Supervisors, and two members must be licensed architects, one a landscape architect, one an archaeologist, one a historian and one a lawyer, with other members from related professions. The ARB members are required to attend annual statewide and regional training sessions.
How do I get started?
The DRC encourages homeowners to go through the Hollin Hills DRC review first, before going to the ARB for County approval. And the best place to begin is with the DRC’s detailed Design Review Guidelines.
The DRC Guidelines may not be great literature, but they are essential reading. They offer very specific and comprehensive guidance concerning doors, windows, roofs, decks, and so on. If you’re using an architect or other design professional, be sure they review the Guidelines, too.
While both organizations aim ultimately at the same goal, the ARB and the DRC offer slightly different approaches to guidance. The DRC stresses “conformity and harmony” with the existing Hollin Hills architecture, while the ARB takes a “differentiated but compatible” approach.
So it’s important to also consult the ARB’s Hollin Hills HOD Design Guidelines, a detailed (and fascinating) document that lays out its own recommendations for any design changes.
It is important to note that the Guidelines are not regulations; rather they represent the best practices for maintaining the architectural character of the community and provide the ARB with a guide for achieving that end. The Guidelines also provide information about items that are not subject to ARB review – for example, landscaping and maintenance — which can be of great use to homeowners.
How do I begin the review process?
The DRC and the ARB are separate and independent, but they each take a two-step approach to the review process.
With the DRC, the first step is to request an initial review of your plans, where the committee can give you constructive feedback on your proposed design.
Similarly, you can request an initial “workshop” with the County’s ARB, where Board members can raise concerns or offer suggestions.
A key goal of both these “first step” reviews is to provide direction before you spend a lot of time and money preparing the construction-ready documents you’ll need for final approval. You’ll be able to incorporate the DRC and ARB feedback into your final, construction-ready plans — so when you submit those final plans to the ARB and DRC for your final review, you’ll have a much better chance of having your project approved.
Is there a fee to have my project reviewed?
No, the process is free to the homeowner.
What information do I need to give to the DRC?
The DRC says you’re always welcome — and encouraged! — to meet with them at any time for an informal discussion about your plans, or submit questions by email to drc@hollinhills.org.
When you’re ready for a more formal review of your project, fill out the DRC’s applicant questionnaire, then contact them and put in a request.
The DRC meets the third Wednesday of every month at 7:00 pm, via Zoom. At least 10 days before the meeting, send the DRC (electronically, if you can) the questionnaire, your project plans, a plat, an aerial photo of the property showing the property as well as immediate neighbors, photos of existing conditions, and elevations of the proposed renovation or addition. (The DRC provides a checklist to help with all this, and you can find more details in the official Guidelines.)
You’ll also need to send a notification letter to your neighbors beforehand, and give the DRC a copy of the letter and a list of neighbors you’ve notified.
Make sure that your submission illustrates clearly what your project entails, and where on the property it will be located. For example, if you’re building or replacing a deck, include a drawing showing where the deck will go, pictures of the proposed decking material and railings, and a sketch of the deck’s design.
Once you’ve submitted these materials to the DRC, you’ll receive a Zoom link to the next 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.
What will happen at the DRC meeting?
There are several different kinds of DRC review, depending on the impact and scale of your proposed project.
Projects with a minimal impact (a change of roofing materials, for example, or a new driveway) usually qualify for what’s known as Administrative Review.
Slightly more complex projects (such as decks, sheds and fences) typically require the Standard Review process.
In most cases, the DRC can make a decision about these two kinds of proposals at the first meeting.
However, a significant change to the appearance of the house (the addition of new rooms or a second story, for instance) requires the DRC to follow the procedures of Expanded Review, which involves at least two meetings. At the first meeting, you should provide drawings that are specific enough for the DRC to understand the proposal and its impact. In some cases, the DRC may ask to visit the property.
After this initial meeting, you should incorporate the DRC’s suggestions into your final, permit-ready construction drawings, which you will submit at a Final Review and Approval meeting. You should also provide materials samples and product sheets for all windows, siding, doors and so on.
(Detailed information on these different kinds of review, and what is required of you for each, is contained in the Design Review Guidelines.)
Also, an important note: For projects requiring Standard or Expanded Review, the Guidelines require that neighbors be notified of your project and provided with the opportunity to review the plans prior to a first meeting with the DRC.
“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,” explains Barbara Ward, former chairman of the DRC. “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.”
Will I need to get the county’s approval, too?
If you will need a building permit for your project, then yes, you’ll now have to get your plan approved by the Fairfax County Architectural Review Board before a permit will be granted. You can reach them at DPZHeritageResources@fairfaxcounty.gov.
As noted above, the ARB encourages homeowners to participate in an initial “workshop” where the ARB Board may raise concerns or offer advice on your project, which can then be addressed in your final plans.
It’s also a good idea to familiarize yourself ahead of time with the ARB’s Hollin Hills HOD Design Guidelines, which lay out detailed recommendations. Their approach is slightly different from that of the Hollin Hills DRC.
After the initial workshop, you’ll then submit your final, construction-ready plans for consideration as an “action item” at an ARB meeting. The ARB meets at 6:30 p.m. on the second Thursday of each month, and all plans to be considered must be available for ARB member review at least two weeks prior to the monthly meeting. At the meeting, you will be asked to answer any questions about your project, and public comment is allowed. The ARB’s meetings are open to the public and all votes concerning a project occur during the public meeting.
The ARB then votes on the project. After the ARB approves a plan, the plans are reviewed and approved by the County Building Department.
How long will the ARB review process take?
The time frame for ARB approval depends upon the complexity of the project, the clarity of the information presented to the ARB and the potential impact of the project on the historic properties in the HOD. Some projects can be reviewed and approved at one meeting with the ARB; others may take two or three meetings. As noted above, the ARB meets once a month.
Is there any way to expedite the process?
Yes. Set up a preliminary workshop with the ARB when your project is in the planning stage and come prepared. Make sure that you and your architect are familiar with the HOD guidelines and bring architectural drawings that demonstrate the architectural intent but not necessarily the detailed construction documents required for submission for building permits.
Adding the ARB workshop process and meeting schedule to your design timeline can save time as well.
What if I disagree with the ARB’s decision?
The ARB meets with the homeowner and the architect to develop a design that is mutually acceptable. This is a collaborative process that considers the homeowner’s needs and how they can fit into the design aesthetic that the HOD is designed to protect.
It is an effective process; there has not been an appeal of an ARB decision in more than 15 years. If a homeowner is unhappy with a decision, they may appeal directly to the Board of Supervisors.
Where can I learn more?
This FAQ is just a brief, unofficial overview; be sure to contact the DRC and the ARB for official guidance, and consult the DRC’s official Design Review Guidelines and the ARB’s HOD Design Guidelines for the complete, up-to-date information you’ll need for a successful approval process. The documents you’ll need can be accessed via the links below.
You’re also encouraged to contact the Design Review Committee at drc@hollinhills.org with any questions, and for official guidance. Current members include Harris Lokmanhakim; Robin Roberts; Jeff Vandersall; and Jane Pearson.
Contact the ARB by email at DPZHeritageResources@fairfaxcounty.gov.
