Covenant Approval Process & Monthly Meetings

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The Board of Directors would like to remind all residents about our established covenant approval process and provide important information about our regular community meetings.

Covenant Approval Process

Before beginning any exterior modifications to your property, please remember that all exterior changes require prior written approval. This includes, but is not limited to:

  • Buildings, fences, decks, walls, and mailboxes
  • Any exterior additions or alterations
  • Changes in exterior color
  • Driveway or walkway modifications
  • Landscaping changes

Application Requirements

Your application must include:

  • Detailed plans and specifications showing the nature, kind, shape, height, materials, and location of the proposed changes
  • Written submission to the Board of Directors or Covenant Committee for review
  • Any required fees for application review (reasonable costs as determined by the Board)

Review Process

  • Approval authority: Applications are reviewed by either the Board of Directors or the Covenant Committee (composed of three or more Board-appointed representatives)
  • Review timeline: Applications will be approved or disapproved within 30 days of submission
  • Automatic approval: If no response is provided within 30 days, the application is deemed approved
  • Compliance focus: Reviews assess harmony of external design and location in relation to surrounding structures and topography

Appeals Process

If your application is denied by the Covenant Committee:

  • You may appeal the decision to the Board of Directors
  • You are entitled to a hearing before the Board upon request
  • A majority vote of the Board of Directors is required to reverse a Covenant Committee decision

Important Reminders

  • County permits required: Board/Covenant Committee approval does not replace the need for Loudoun County permits where applicable
  • Compliance obligation: All changes must comply with local zoning ordinances and governmental guidelines
  • Violation consequences: Unauthorized changes may be required to be restored to original condition at the owner's expense

Monthly Meetings

When: Second Monday of each month at 6:00 PM
Where: Greene Mill Preserve Clubhouse
Purpose:

  • Review proposed covenant changes and applications
  • Answer resident questions
  • Address community matters

All residents are welcome to attend these meetings. This is an excellent opportunity to:

  • Ask questions about the covenant process
  • Discuss proposed changes before formal submission
  • Stay informed about community developments
  • Voice concerns or suggestions

Getting Started

Before submitting a covenant application or if you have questions about the process, we encourage you to:

  1. Attend our monthly meeting to discuss your plans informally
  2. Review your plans against our community guidelines
  3. Prepare detailed specifications for your formal application
  4. Contact the Board with any preliminary questions

Frequently Asked Questions

Q: I have submitted my plans, but sent them to the wrong email address. What should I do?
A: Please resubmit your application to the correct contact information as soon as possible. Your 30-day review period will begin from the date we receive your properly submitted application.

Q: My contractor is ready to start now. Can I just get a quick approval today?
A: We cannot guarantee immediate approval, as we need adequate time to review the changes properly. However, we will work with you to accommodate your timeline where possible. We strongly encourage you to be proactive and attend our monthly meeting to share potential changes before formal submission, which can help expedite the process.

Q: I have already completed a project but did not submit a request for approval. What happens now?
A: The Board does have policies to address unauthorized changes, which may include fines or liens. However, we want to work with you to resolve this matter. Please submit an application as soon as possible so we can have the completed work on our records and assess compliance with community standards.

Q: I do not have a property plat. Do I really need it?
A: Yes, we do require a property plat that includes drainage and utility easements as part of your application. If you do not have one, you can obtain it through Loudoun County. This is essential for us to properly review how your proposed changes will impact drainage, utilities, and property boundaries.

Contact Information

For covenant applications, questions, or additional information, please contact the Board of Directors.

We appreciate your cooperation in maintaining the beauty and property values of our Greene Mill Preserve community. The covenant process ensures that all modifications enhance our neighborhood while preserving the character and standards we all value.

Sincerely,

Greene Mill Preserve Board of Directors

This communication is based on the Declaration of Covenants, Conditions and Restrictions for Greene Mill Preserve. Residents are encouraged to review the full Declaration document for complete details regarding community standards and requirements.