Architectural Review Committee

ARC Guidelines

Guidelines, commentary, and submittal criteria for exterior changes in Deerwood

Approved by the DIA Board of Directors — June 23, 2026

As outlined in the Covenants, the Architectural Review process helps to maintain Deerwood’s high standards of residential development and ensures that all improvements to homes and lots contribute to an attractive and harmonious community appearance. The DIA requires that all plans be submitted to and approved by the Architectural Review Committee (ARC) before any work begins on a building, structure, or residential lot.

Overview

How the process works

Meeting schedule & submission deadline

The ARC meets twice each month and is committed to reviewing applications in a timely manner. Complete application packages must be submitted at least seven (7) days prior to the meeting date. This deadline allows committee members to raise questions and visit sites in advance, improving the likelihood of same-meeting approval.

Certain projects may qualify for an expedited review — contact the ARC Coordinator to determine whether your project is eligible. An additional $100 Expedited Review Fee applies.

How to submit

  • Simple submittals may be emailed to the ARC Coordinator or placed in the DIA drop box at the Baymeadows gate.
  • Complex submittals (with samples, or multiple/large attachments) should be delivered to the DIA office at 8140 Hollyridge Road (behind the Pavilion at the Park).
  • ARC application forms are available on the DIA website under Governing Documents > Architectural Review > ARC Submittal Forms. The packet includes the ARC Application Form (required for all submissions) plus project-specific checklists. Submit only the checklist applicable to your project.
  • Homeowners may also begin the process online through the ARC section of the website. Application materials can be provided by email or fax upon request.

Requirements for all submittals

Every application must include the following. Submit three separate checks payable to Deerwood Improvement Association, Inc. for the review fee, deposit, and impact fee (if applicable). Incomplete submittals will delay the ARC process.
  1. Completed ARC Application Form
  2. Letter of request/intent describing the work in detail
  3. Required review fee (see fee schedule below)
  4. Required deposit (see fee schedule below)
  5. Required impact fee, if applicable (see fee schedule below)
  6. Photos of both the front and rear of the home
  7. Completed and signed project-specific checklist

Note: A simplified checklist exists for “like for like” replacements (roof, driveway, exterior painting, patios, etc.). The General Manager may approve these projects without full ARC review.

Project timelines & inspections

  • Projects must begin within 60 days of approval.
  • Covenants require completion within 6 months (12 months for a new build). Failure without Board-approved extension may result in fines.
  • Property owners must request a final inspection within 30 days of project completion. The deposit is refunded after the inspection; failure to request it may result in forfeiture.
  • Review fees and impact fees are not refundable.

Submittal criteria

Project-specific guidelines

Fences

Required documents

  1. Site plan using original survey, indicating requested fence location
  2. Type of fence (wood, aluminum, shadowbox, height, etc.)
  3. Brochure or picture of actual fence design and material
  4. Photos of the house and yard area to be fenced, and photos of neighboring fences

Commentary & guidance

  • Review the covenants for your unit for fence height restrictions and confirm the design does not exceed those limits.
  • The fencing design should consider the location and design of any adjacent existing fence.
  • For lakefront and golf course front properties, any design that blocks the view of the lake or golf course is not desirable.
  • Preferred materials: black wrought iron, black aluminum, wooden shadowbox, and split rail. Vinyl may be considered on a case-by-case basis.

Driveways & walkways

Required documents

  1. Site plan indicating all areas to be resurfaced or paved
  2. For widening or new surfaces: areas shown on site plan with all dimensions including distances from property lines
  3. Brochure or picture of the design to be used
  4. Sample material/color available at the residence for ARC site review
  5. Photo of the house and driveway area

Commentary & guidance

  • Pavers are popular for replacing old or cracked concrete driveways; select a color that coordinates with the home and address connecting walkways.
  • Drainage must be considered in the project design.
  • If the new driveway has a new footprint, submit a landscape plan (marked on survey) addressing changes to any plant beds, trees, or shrubbery, which specifies the size and type of any new plants.

Play structures

Required documents & guidance

  1. Site plan indicating requested location
  2. Play set dimensions and color
  3. Brochure or color picture of the requested equipment

All play structures must use neutral colors such as green or brown.

Exterior paint

Required documents

  1. Color chips for all areas to be painted — house, trim, front door, shutters, fascia, garage doors, etc.
  2. A sample of the new house color approximately 2′ × 2′ painted on the side of the house for committee review
  3. Photo of the home and the specific areas to be painted

Commentary & guidance

  • DIA policy requires the new color scheme to consider the colors used by neighbors on either side and directly across the street. Avoid duplicating the exact same color palette.
  • If a professional designer assisted with color selection, provide their name and contact information.

Tree removal

Separate checklists exist for live and dead tree removal. Use the checklist appropriate to your project.

Required documents

  1. Site plan showing location of trees to be removed, with reasons for removal
  2. Tag all trees to be removed for a site visit by ARC
  3. Type and location of replacement trees

Commentary & guidance

  • Hardwood trees must be replaced with another hardwood tree.
  • It is preferred that a removal recommendation be made by a certified arborist.
  • Tree removal may impact neighbors and should be thoughtfully considered. ARC will take this into account during review.

Additions & major renovations

Required documents

  1. Two sets of architectural drawings (24″ × 36″) including: site plan; location of addition dimensioned from building restriction and property lines; all dimensions and materials labeled; elevations for all four sides of the addition
  2. Samples of all materials and colors
  3. Photos of the house and yard area where the addition will be located
  4. Detailed landscape plan for the addition marked on survey, including size and type of plants

Commentary & guidance

  • Garage additions must be side-facing; motor court revisions may be required.
  • Per covenants, additions cannot be detached.
  • ARC’s architect consultant will review most addition plans.
  • ARC encourages the homeowner (or their architect/contractor) to attend the ARC meeting at which the submission will be reviewed.
  • Homeowners in the Estates of Deerwood may be permitted to build freestanding guest houses; submit using the Major Addition/Renovation checklist.
  • Plans must show the name, address, and registration of the architect.

Screen enclosures

Required documents

  1. Survey marked with location of enclosure and dimensions
  2. If tree removal is needed, tree location marked on survey with replacement tree plan
  3. Color and material samples/photos (labeled)
  4. If the enclosure will affect existing plant beds, a detailed landscape plan for the changes marked on the site survey with types and sizes of plants

Patios, decks & bump-outs

Required documents

  1. Site plan showing all areas of proposed work
  2. All dimensions including relationship to building restriction and property lines
  3. Brochure or picture of the design to be used
  4. Sample material/color available at the residence for ARC site review
  5. If the work will impact existing plant beds, a detailed landscape plan including plant sizes and types

Swimming pools

Required documents

  1. Survey marked with location of pool and pool equipment, with measurements to property lines
  2. Pool plan showing depth, dimensions, and materials
  3. Color and material samples/labeled photos: interior pool material, pool finish, type and color of decking
  4. Rear and side elevations of the pool in relation to the house
  5. Location of adjacent houses
  6. Location of pool equipment and pool equipment enclosure
  7. If tree removal is needed, tree location marked on survey with a replacement tree plan
  8. Detailed landscape plan marked on survey, including size and types of plants

Commentary & guidance

  • Pool equipment must be screened by a wall, fence, or landscaping.
  • The pool must be fenced in accordance with City of Jacksonville code.

Roof replacement

“Like for like” replacements use the Like for Like Replacement Checklist. All other replacements use the Roof Replacement – New Color Checklist.

Required documents

  1. Photos of the existing home and roof
  2. Sample of roof material including a color photograph of the new roof color (usually available in the manufacturer’s brochure)

Commentary & guidance

  • Shingles must meet a minimum 25-year warranty, architectural grade.
  • Clay or cement tiles should be from a major manufacturer; ARC preference is for earth-tone colors.
  • Sheet metal for valleys, flashings, drips, downspouts, and gutters other than natural copper must be painted to blend with the roof. Galvanized metal is not recommended. Sheet aluminum must be at least .032″ thickness with a factory color finish.
  • Metal roofs may be considered; however, ARC approval is the exception rather than the rule.

Bulkhead

Required documents & guidance

  1. Survey marked with location and dimensions of the bulkhead
  2. Photo of the home and yard where the bulkhead will be installed
  3. Color and material samples

Construction specifications from the contractor are helpful. It is recommended that the contractor attend the ARC meeting at which the project will be reviewed.

Doors, windows, garage doors & shutters

Required documents & guidance

  1. Photos of the home with locations marked for installation and replacement
  2. Color and material samples with style and dimensions

Like-for-like replacements are commonly straightforward approvals. A supporting proposal from the window or door company illustrating style and type is most helpful.

Exterior siding or trim replacement

Required documents

  1. Photos of the home and the homes on either side and across the street
  2. Photo marked to identify the location where siding/trim will be replaced
  3. Color and physical material samples

Flags

Required documents & guidance

  1. Photo of the home marked with the proposed flag location
  2. Photo of the flag(s) to be flown

Florida Statute 720.304(2)(a) permits homeowners to display up to two portable, removable flags from a protected list (U.S. Flag, Florida Flag, Military Branch flags, POW-MIA, etc.) without association approval. Flying more than two flags, or any flag not on the protected list, requires ARC approval.

Gazebo, pergola or pavilion

Required documents & guidance

  1. Survey marked with the location of the structure
  2. Photos of the home and the location where the structure will be placed
  3. Photo of the gazebo or pergola to be installed
  4. Structural plans including all dimensions, height, and roof design
  5. Color and material samples/photos (labeled)

These structures are evaluated on how well they blend with the design of the home and yard, and their appearance from neighboring properties.

Landscape changes

ARC review is required for changes affecting more than 25% of the current landscape.

Required documents

  1. Detailed landscape plan marked on site survey, including size and type of plant
  2. Photos of the home and existing landscape
  3. Photos and names of plants to be used

Commentary & guidance

  • Plans by a landscape designer should include their name and contact information.
  • Confirm the irrigation system is adequate or will be modified for the new design.
  • Carefully consider the maintenance requirements of the new plan.
  • All plant beds are to be mulched with bark or pine straw.
  • 3-gallon or less may be appropriate for a closely cropped multi-plant presentation; 5-gallon or larger is preferred for most other bed areas.

Solar panels

Required documents & guidance

  1. Survey marked with the house and location of panels on the roof
  2. Photo of the home and roof area to be covered with panels
  3. Description of the panels being used and name of the installing company

Panels should not be visible when looking at the front of the home. Neighbors’ views will be part of the consideration.

Wells

Required documents

  1. Survey marked with the location of the well
  2. If the well will affect existing landscaping, a detailed landscape plan reflecting the changes
  3. Description of how exterior well equipment will be screened

New home construction

Required documents

  1. Two complete sets of construction plans (minimum 24″ × 36″)
  2. Renderings of all elevations
  3. Details and samples of all materials to be used on the home exterior
  4. Screened (fence or shrubbery) motor courts and utility yards — required
  5. Color and material samples/photos (labeled): roofs, doors, windows, paint colors, etc.
  6. Detailed landscape plan marked on site survey, including size and type of plant

Commentary & guidance

  • Plans must comply with the covenants and restrictions for the specific Deerwood unit in which the home is being built.
  • It is most helpful if the architect attends the ARC meeting at which the proposed home is addressed.
  • Plans must show the name, address, and registration of the architect.

Fee schedule

Review fees, deposits & impact fees

Submit three separate checks payable to Deerwood Improvement Association, Inc. for the review fee, deposit, and impact fee (if applicable). Checks may be mailed to the DIA office or dropped in the green drop box at the Baymeadows exit.

Project typeReview feeDepositImpact fee
1 — New Construction & Additions
New home$1,500$5,000$2,000
Room additions / major renovations$750$3,000$1,000
2 — Other Construction Projects
New patio or deck (new construction or new material)$100$500$0
Patio or deck replacement (same footprint/material)$25$0$0
New swimming pool$250$500$500
New screen enclosure$100$500$0
Driveway or sidewalk (new construction or new material)$200$500$0
Driveway or sidewalk replacement (same footprint/material)$25$0$0
Installing a well$100$100$0
Installing a bulkhead$150$500$0
Installing solar panels$100$100$0
Miscellaneous$75$100$0
3 — Cosmetic Changes
Painting exterior (new color)$75$100$0
Painting exterior (same color)$25$0$0
Roofing (new color/material)$75$100$0
Roof replacement (same material and color)$25$0$0
Door, window, shutter, or garage door replacement$75$100$0
New exterior siding/trim$75$100$0
4 — Yard & Play Structures
Fountains or gazebos$75$100$0
Play structures$75$100$0
New fence or replacement with change to existing$75$500$0
Fence replacement (exact same as existing)$25$0$0
5 — Landscape
Landscape changes$100$100$0
Tree addition (like for like) / tree addition$25$0$0
Live tree removal$100$100$0
Dead tree removal$25$0$0
6 — Flags
Flags (not within statute approval)$25$0$0

Expedited review requests require an additional $100 Expedited Review Fee. Review fees and impact fees are not refundable. Deposits are refunded upon completion of the required final inspection, which must be requested within 30 days of project completion.

Contacts

Questions & submissions

Cindy Kelley
ARC Coordinator
First Coast Association Management, LLC
(904) 998-5365 ext. 252
cindy@firstcoastam.com
Patty Truax-Stewart
General Manager
First Coast Association Management, LLC
(904) 998-5365 ext. 241
Direct: (904) 833-8124
patty@firstcoastam.com
7785 Baymeadows Way, Suite 210, Jacksonville, FL 32256