How ARC Approvals Work In Brentwood Communities

Planning a new build, pool, or major exterior update in a Brentwood neighborhood? Before you lift a shovel, you will likely need approval from your community’s Architectural Review Committee. This step is separate from city permits, and it is essential if you want a smooth, on‑time project.

You want to respect neighborhood standards, avoid costly do‑overs, and keep your timeline on track. With a clear plan, you can move from concept to construction without surprises.

In this guide, you will learn how ARC approvals work in Brentwood communities, what to include in your submittal, how long reviews take, common fees and inspections, and how to coordinate with city and county permits. You will also see how an experienced local agent can help you streamline every step. Let’s dive in.

What an ARC is and why it matters

An Architectural Review Committee is set up by a homeowners association or developer to enforce the design rules recorded for your neighborhood. The committee reviews visible exterior work like new homes, additions, roofs, pools, fences, major landscaping, and hardscapes so the community maintains its intended look and protects property values. For a helpful national overview of how design review works, see the Community Associations Institute.

The ARC’s authority comes from your recorded covenants and design guidelines, not from city zoning. ARC decisions are contractually binding under your HOA documents. That is why your first step should be to read the CC&Rs, Design Guidelines, plat restrictions, and any builder rules for your specific neighborhood.

ARC approval vs. city and county permits

ARC approval is private. Municipal approvals are separate. In practice, many Brentwood communities require an ARC sign‑off before you start work or before the city issues permits.

• City permits: Building, grading, electrical, plumbing, and related approvals are issued by the City of Brentwood. You can find permit and planning information on the City of Brentwood website.
• Zoning and codes: Zoning standards, setbacks, and other municipal rules are published in the Brentwood municipal code.
• County coordination: Some utilities and broader planning items also involve the county. For context, review Williamson County planning resources.

Think of ARC approval and municipal permits as two parallel tracks. You need both to move forward.

What to include in your ARC packet

Exact requirements vary by neighborhood, but most Brentwood master‑planned communities ask for a complete, well‑organized packet. A strong submittal reduces review cycles and keeps you on schedule.

Core documents

• Completed application form with owner and builder contacts
• Owner consent if the builder is the applicant

Site and grading

• To‑scale site plan showing lot lines, setbacks, house footprint, driveway, utilities, easements, finished floor elevations, roof overhangs
• Grading and drainage plan with existing and proposed contours, runoff direction, and any detention or water quality measures
• Tree protection and clearing plan that identifies trees to remain or remove, protection fencing, and any replacement planting

Building and materials

• Scaled exterior elevations on all sides with roof pitch, window and door types, chimneys, and materials called out by area
• Exterior materials and color board with actual samples or manufacturer swatches for siding, brick or stone, roofing, trim, windows, gutters, and paint colors
• Roof plan and material specifications
• Window details and grille patterns if required

Landscape and hardscape

• Landscape plan with plant list, locations, and sizes at planting; irrigation plan if required
• Driveways, walks, patios, and pool locations with materials
• Fencing plan with location, material, height, gates, and elevations if visible from street or common areas

Utilities and lighting

• Locations for HVAC units, generators, meters, and required screening
• Exterior lighting plan with fixture styles and placement to limit glare

Other common items

• Floor plans and square footage summary
• Builder qualifications or insurance certificate and any required construction deposit
• HOA construction rules acknowledgment for hours, staging, debris, parking, and signage
• For additions or renovations, photos of existing conditions and drawings that show how new work ties into the existing home

Tip for Brentwood’s terrain: include strong grading, drainage, and tree protection details. Many communities here emphasize erosion control and preservation of mature trees.

How the review process works

While every HOA is different, most use a similar sequence:

1. Pre‑application conversation. Many ARCs encourage or require a pre‑submittal meeting with the ARC architect or HOA manager to flag issues early.
2. Formal submission. You submit the packet, pay the fee, and provide any deposits.
3. Completeness check. Staff or the ARC architect verifies the packet. Incomplete submittals are usually returned without a full review.
4. Technical review. A professional reviewer checks compliance with the neighborhood’s design standards and prepares comments.
5. Committee decision. The ARC grants approval, conditional approval, denial, or asks for more information. Minor items may be handled by staff.
6. Post‑approval steps. You may have a pre‑construction meeting, post deposits, and install required construction signage.
7. Inspections and final sign‑off. ARC inspections often occur at key milestones, with a final check when exterior and landscape work is complete.

For broader permitting context, visit the City of Brentwood permits page and review your neighborhood’s design documents alongside the Brentwood municipal code.

Typical timelines in Brentwood

Approvals depend on the scope, the ARC meeting calendar, and the quality of your packet.

• Minor changes like paint, small fences, or HVAC screening: about 1 to 3 weeks if staff approvals are allowed.
• Moderate projects such as decks, pools, major landscaping, or larger additions: roughly 2 to 6 weeks, often tied to a committee cycle.
• New single‑family homes or major construction: plan for 4 to 12 weeks or more from first submission to final approval, especially if revisions are needed.

Factors that slow things down include incomplete submittals, variance requests, limited meeting schedules, heavy spring or summer volume, and added developer reviews. To protect your schedule, confirm meeting cutoffs early and consider a pre‑submittal review.

Fees, deposits, and compliance

Most communities charge an application fee and may require a refundable construction deposit or compliance escrow. Inspection fees or third‑party reviews can apply, depending on the rules. Amounts vary by neighborhood and project scope.

Inspections usually include pre‑construction, erosion control, foundation or footing, framing, and final completion. Many neighborhoods require silt fencing and erosion measures before any clearing or grading.

If work is not approved or does not comply, the HOA can use tools such as fines, stop‑work directives, withholding deposits, or requiring corrective work at the owner’s expense. Appeals and variance requests are generally available through HOA procedures.

What ARCs look for in Brentwood communities

ARCs focus on community fit and quality. Common review themes include:

• Compatibility with neighborhood character, including scale, massing, rooflines, and materials
• Setbacks and street orientation to keep a consistent streetscape
• Durable materials and quality detailing, often with minimum masonry percentages on primary facades
• Roof pitch and proportion that align with neighborhood standards
• Fenestration details, garage placement, and porch design to avoid garage‑dominated fronts
• Landscaping and tree preservation with replacement for removed trees where required
• Drainage and erosion control that meet grading and stormwater expectations
• Exterior lighting and construction signage that limit glare and visual clutter

For additional background on HOA standards nationwide, you can reference National Association of Realtors guidance.

Planning tips to stay on schedule

• Start early. For new construction, build 6 to 12 weeks into your pre‑construction plan for ARC review, plus time for revisions if needed.
• Use a pre‑submittal touchpoint. Early feedback helps avoid major redesigns.
• Confirm meeting dates. Track cutoffs and meeting cycles to avoid losing a month by missing a deadline.
• Submit a complete packet. Include grading, drainage, and tree protection details to reduce requests for more information.
• Coordinate both tracks. Move ARC review and city permitting forward together so one does not delay the other. The City of Brentwood website and Brentwood municipal code are useful references.

Buyer checklist for Brentwood builds and exterior projects

Before you buy or sign a builder contract

• Request the CC&Rs, Design Guidelines, ARC checklist, and HOA contact.
• Ask for any lot‑specific approvals, tree surveys, or pre‑approved product lists.
• Confirm if your neighborhood has preferred or limited builder lists.

Early planning

• Schedule a pre‑submittal meeting with the ARC or HOA manager.
• Verify your builder’s experience with this specific ARC and ask for examples of previously approved plans.
• Prepare a complete submittal, especially for grading, drainage, and tree protection.

During review and construction

• Track deadlines for ARC meetings and add buffer time to your schedule.
• Post required deposits and schedule the pre‑construction meeting before clearing.
• Follow construction rules for hours, staging, debris, and parking. Keep neighbors informed.

At completion

• Schedule the final ARC inspection and provide any as‑built documents requested.
• Complete landscape and site restoration before deposit refund deadlines.

For county‑level context on utilities or planning items, see Williamson County planning resources.

How an experienced local agent helps

ARC rules vary by neighborhood, and the details matter. A seasoned agent who understands builder processes can keep your project moving by coordinating documents, meetings, fees, and inspections, and by aligning ARC milestones with municipal permitting.

Here is how a high‑touch team adds value:

• Gather CC&Rs, Design Guidelines, and any lot‑specific approvals before you finalize plans
• Schedule and attend pre‑submittal meetings with your builder and the ARC
• Track application cutoffs, meeting dates, deposits, and inspection schedules
• Confirm your builder’s familiarity with the neighborhood and provide examples of previously approved plans
• Keep a clear record of approvals, conditions, and final deliverables so you secure deposit refunds on time

If you want a streamlined path from concept to construction, connect with Susan Gregory to coordinate your ARC steps alongside permits and builder timelines. Request a Consultation.

FAQs

Do I still need Brentwood city permits if my HOA ARC approves my plans?

• Yes. ARC approval is private and separate. You must also obtain municipal permits from the City of Brentwood and comply with the Brentwood municipal code.

How long does ARC approval take for a new home in a Brentwood HOA?

• Plan for about 4 to 12 weeks from first submission to final approval, with extra time if revisions, complex grading, or variances are involved.

What causes ARC reviews to take longer in Brentwood communities?

• Incomplete packets, variance requests, limited ARC meeting schedules, heavy seasonal volume, and added developer review layers can all add weeks.

What fees and deposits should I expect for ARC review?

• Most neighborhoods charge an application fee, may require a refundable construction deposit, and sometimes add inspection or third‑party review fees. Amounts vary by community and scope.

How are trees and grading handled in Brentwood neighborhoods?

• Many communities emphasize tree preservation, replacement planting, and strong erosion and drainage control. Expect to submit detailed grading and tree protection plans.

What are my options if the ARC denies my submittal in a Brentwood HOA?

• You can revise and resubmit, request a variance, or appeal per HOA procedures. For general association practices, see the Community Associations Institute.