Important Documents
These documents are available for your download and use on HOA related business.
These documents are available for your download and use on HOA related business.
This section starts with Frequently Asked Questions (FAQs) regarding HOAs. This is intended to address concerns of a Buyer who may not be familiar with property within an HOA, and allow them to understand the commitment required when they purchase the property. We would also welcome comments or concerns related to your personal experience to incorporate into the FAQs.
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This information is current as of 9/2025 and is being provided by THHA as a courtesy to help acclimate a member to what may be required to install a driveway culvert. It is up to the Applicant to verify with VDOT that no changes have occurred in the process at the time of their application.
When filing for a private entrance permit you can complete the attached forms and mail or bring them to the location provided below. RCP (reinforced concrete pipe) is used about 98 % of the time. Double wall plastic pipe (HDPE) can be used only if there is 12” of natural cover, and galvanized pipe is not an option. Once the permitted work has been completed, contact me and I will schedule an inspection of the work and if correct, we will send your surety back to you ASAP which normally take around 30 days to receive the refund.
You have the option of going online to start the permit application process. Many customers prefer this. Please see the link below. If you choose to go online you can pay with credit card (fee associated) or with your checking account information through the ACH system online. The payee and information on the W-9 need to match for surety refund.
http://www.virginiadot.org/business/bu-landUsePermits.asp
Please fill out the application completely, stake or flag the location of where you would like to have your private entrance. On the permit, include the two (2) closest intersections with route numbers and 911 street names at the bottom of the application.
LUP-A - Land Use Permit Application Form (fill out this form completely).
LUPS-SPG - Read and understand the requirements. Then check the box on LUP-A.
W-9 Form - Verify SS# and FED ID # (W –9 Must match the ID on the check). (Very important to ensure return of $1000 surety after final inspection)
Please submit a plat showing ownership of property for the entrance.
PE-1 – Private Entrance Standards and details
Pipe Placement – Standards and specifications for culvert installation
Your GPS coordinates, show on the application form.
Tax Map and Parcel # (found on copy of plat)
There is a fee of $100 for the application fee.
A surety is required to guarantee the satisfactory performance of the work being performed within VDOT maintained right-of-way.
The surety fee is $1,000.00 for each entrance. A letter of credit or surety bond can also be used. On request we can send you the letter of credit and bond forms.
Most applicants add the surety to the $100.00 fee and write one check for $1,100.00 (made out to “The Treasurer of Virginia”). The surety will be returned to you after the job is inspected and determined that it is installed according to VDOT standards and requirements.
Please use the attached sketch and have the bell end of the pipe uphill and the water flow out the non-bell end to the lower grade of the ditch. The grade of the pipes needs to be lower than the existing ditch line grade or lower if needed, a min. of 2".
Just rolling the pipe into the ditch would not be considered being on proper grade. Six (6”) to eight (8”) of cover is required for the strength of the RCP. Overlay with either 21A or # 26 Crush run stone over the pipe. If concrete is unavailable, double wall plastic pipe (HDPE) can be used, with an overlay of eight (8”) to twelve (12”) of either 21A or #26 crush run stone. However, VDOT may wish to wait until the heavy construction equipment has worked and deliveries have been completed before determining that the double wall plastic pipe held up and will perform as intended.
If you choose to submit a paper application you can mail the application to Celeste DeSimone our Admin person for permits, see below:
VDOT
C/O Celester DeSimone
1027 General Puller Hwy
Saluda VA 23149
This section contains standard forms to be used for applications, requests and complaints to the Board. Once again, we always welcome your comments since we can revise these forms to meet the Associations needs. The most critical forms are the Architectural Applications, which must be properly submitted and approved in writing before any work is done on your property for new building or alterations. The standing, required guidelines for ACC projects are outlined in the Declaration and the Architectural Guidelines.
There are 2 other important forms in this section – the Certificate of Vote and the Proxy form.
One owner per Lot must be registered at the Voter for that Lot. You may also assign a permanent Proxy to a Co-owner of your Lot. Remember that the Board of the HOA represents all property owners in the neighborhood, and acts on your behalf. Many votes require a quorum, or a majority of certified voters, to be counted in order for a vote to be valid. There can only be one voter/vote registered per lot for elections, motions and association rules, so it is very important that we have enough input on urgent matters. If you cannot attend a meeting, it is still important to have your say on anything up for a vote. You can allow a Board director to register a vote on your behalf, or you may assign your proxy to your spouse, or a trusted neighbor. You may choose to use the enclosed Proxy form, and if you wish, include any instructions or directions for your vote; or you may write your own proxy. A written proxy must specify the meeting name and date; be from the registered voter for the Lot; contain your name, address and Lot number; the name of the person you are assigning as your proxy; any instructions or limitations you may want on the proxy; and your signature.
Please use the Community Directory Information form at any time to update any changes in your information for Sections 5 & 6.
Please use the form pages in this book as templates, and make a copy for each future use. Why do you need to put things in writing? The Board is required to keep accurate records of its actions, and written documents are part of the documentation process. It also ensures that information is shared accurately.
