MVCMA CONSTRUCTION AND PRESERVATION RULES

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1 MVCMA CONSTRUCTION AND PRESERVATION RULES Revised July 2013 BACKGROUND We choose to live seasonally or year-round in this unique community which is listed on the National Register of Historic Places and has been granted Landmark status by The U.S. Department of the Interior. Therefore, we all have a special obligation to help maintain the character and improve the physical condition of the Campground. And please also remember that the Campground is a place where consideration, courtesy and sensitivity toward our neighbors are a tradition. In January 2002, taking steps to preserve the historic character of the campground, the Board of Directors formed the Architectural Review Committee (ARC) to require architectural review and approval of all changes to the exteriors of all buildings. ARC and the Building and Grounds Committee (B&G) are responsible for the implementation of these Rules. ARC and B&G will be guided in their decisions by these Rules, and generally by the Secretary of the Interior s Standards for the Treatment of Historic Properties, including the Guidelines for Preserving, Rehabilitating, Restoring & Reconstructing Historic Buildings. The Standards and Guidelines may be accessed at: SCOPE OF RULES These Rules govern the following categories of work:. Erection or demolition of all buildings or structures of any kind, size and construction, or replacement of fences.. Work on the outside of a building that will not change the size of the building or alter its structural appearance or affect its structural integrity. In general this involves replacement of nonhistoric materials or historic materials that are beyond reasonable repair. (This includes shingling of roof and sidewalls, renewal of deteriorated sash, trim, steps, railings, windows, etc.). Interior work that includes any changes in the structural frame of the building or any work that will enclose any wiring, gas piping, water piping, or heat pipes which are open.. Any construction or installations regulated by state or local codes involving: 1. Chimney construction or demolition, installation of flues and vents from all cooking and heating appliances. 2. Installation or removal of all gas, oil, and wood-burning equipment and all electrical wiring. Construction Rules July 2013 Page 1 of 11

2 3. Installation, construction or reconstruction of any septic tank, leaching field, or hookup to the town sewer system. Construction work on the outside of the building that will change the size of the building including the existing footprint. GENERAL CONSTRUCTION RULES Permits from the Camp-Meeting Association and the Town (in that order) MUST BE ISSUED BEFORE ANY CONSTRUCTION OR REPAIR WORK IS STARTED. Requests for permission must be made by application to General Manager, who will refer the application to B&G and/or ARC, as appropriate. Applications are available at the Campground Office and on the MVCMA website. A description of the work to be done and plans must accompany the request. A site plan must also accompany the application for requests to increase the cottage footprint or to construct other structures such as a shed or shower. (See Application Procedures for details) Abutters MUST be identified and given an opportunity to comment on your project. (See Application Procedures for details) NO CHANGES to applications, once approved, for any reason, are permitted without a resubmission to and approval by B&G and/or ARC. Work must be done under permit from the Town of Oak Bluffs and by licensed persons where required. A Town of Oak Bluffs permit is required in most cases and you should check with the building officials before starting any project. Town of Oak Bluffs permits will be issued only upon presentation of approved MVCMA permits. Contemplated construction is subject to any restrictions or moratoriums in effect at the time of application and may be subject to review and approval by the Massachusetts Department of Environmental Protection and the local Conservation Commission. All work must be done according to code, National Fire Prevention Association, Underwriters Lab rules and Oak Bluffs Board of Health rules. SPECIFIC RULES Air Conditioners: Window-mounted air conditioners installed in side or rear windows are regarded as temporary but require a permit. If neighbors object to operational noise, the Buildings and Grounds Committee reserves the right, after review, to order re-location, removal or operational restriction of the unit. Window units in front windows will not be approved. So-called through the wall mountings will not be approved. Outdoor unit placements for central A/C or Construction Rules July 2013 Page 2 of 11

3 heat pump systems must be approved in advance by ARC and screening may be required for visual reasons, noise abatement purposes, or both. Chimney caps: If required for safety, caps must be of a type approved by the Massachusetts fire code and should not be metal cage type. Cottage expansions: Due to the small lot sizes in most of the Campground, expansion of any and all cottages must be controlled to 5% of the area of the preexisting footprint in place before January 1, This expansion calculation may include original or preexisting porches but not include post-2000 porches or decks. However, in some specific instances where the historic nature of the building or neighboring structures would not be compromised, a somewhat larger expansion may be possible. If the specific lot size permits, a proposed expansion exceeding 5% will be considered. Any proposed expansion beyond 5% will require the review and a two-thirds majority approval of both Building and Grounds and Architectural Review Committees. No expansions over 10% will be allowed. Expansion phases are cumulative. The square footage of successive expansions must be totaled and compared against the initial footprint calculation.. No expansion falling within a ten-foot radius of the center of any cesspool is allowed unless permitted by the Town after the cottage is connected to the Town sewer system.. No expansion may be built closer than 2 1/2 feet from the lot line. This includes a second floor built over an existing first floor.. Any expansion of the second floor with overhangs outside the basic footprint will be considered to be an expansion of the original footprint and must comply with Rule 1. Decks and Patios: Decks in the Campground are discouraged as they are not compatible with the architecture of the Campground. If under rare circumstances a deck is approved, it must be unpainted mahogany or painted pressure treated wood. Patios must be constructed of brick or slate, which may not be set in concrete. Demolition of Buildings: Demolition of a Campground cottage or other campground structure or architectural feature constitutes an irreplaceable loss to the quality and character of the Campground. In compliance with the Oak Bluffs Historic Commission s Demolition Delay By-Law, B&G and ARC will not allow any cottage, structure or architectural feature to be demolished until an application for a permit has been submitted and formally approved by a two-thirds majority of both Committees. The application must set forth the rationale for demolition and be accompanied by a written statement explaining why such structure or feature is not historically or architecturally significant or otherwise not worthy of preservation and the reasons why the applicant is seeking to demolish it.. If seeking to demolish an entire structure or major portion thereof, the application must also submit definite plans for reuse of the site, evidence of commitment to funding of the new project, a time frame for project initiation and completion, and an assessment of the effect such plans will have on the historic character and integrity of the Campground. Construction Rules July 2013 Page 3 of 11

4 . B&G and ARC will be guided in their decision whether or not to grant a demolition permit by balancing the historic, architectural, and cultural value of the structure or architectural feature and the purposes of these Rules against the applicant's proof of the unusual and compelling circumstances or substantial economic hardship in retaining the structure or architectural feature and merit of the replacement project. Doors: Door placement must be pre-approved. An effort should be made to preserve and maintain any original or historic door and entrance features. If elements are too deteriorated and beyond reasonable repair, they should be replaced in kind to include matching materials, details and finish as closely as possible. Doors that replace non-historic doors must be of types reflecting the architectural heritage of the Campground. No double or sliding glass doors, metal or vinyl doors including storm/screen doors, or French doors are allowed. Dormers: Shed dormers in the Campground were originally used on a very limited basis. They were generally a single window wide and usually straddled the eaves line. Unfortunate later versions that were typically wider must not be emulated. Even the original single-window forms should be as limited in use on a given cottage as the originals. Fences: Fences along lot lines between neighboring cottages are generally discouraged. Fences of any approved material including vegetation must not exceed four feet in height and must be approved both for design and material by ARC, and for placement by B&G prior to erection through the permit process. Generally approved types of fencing include vegetation, wood post and rail, and wood picket. Wire, plastic, or other synthetic or composite fencing will not be approved. All fences, surrounds for outdoor showers and propane tank enclosures must be pre-approved. Garden houses and storage sheds: Garden sheds must be of wood, may not exceed 64 square feet in footprint area and must comply with placement and setback guidelines established by B&G. Applicants should consider neighboring viewscapes and sightlines in both design and placement and try to make sheds as unobtrusive as possible. Metal, plastic, or unfaced plywood or chipboard are prohibited for exterior surface material. Design and placement must be pre-approved by ARC and B&G. Gingerbread: Design of so-called gingerbread trim should match that found elsewhere on the building. If none there, then decorative trim should be of a design and size of original trim found elsewhere in the Campground. A drawing, tracing, or sample of proposed design must be submitted with application. Heaters and heating vents: No through-the-wall heaters will be approved if visible from the front of the cottage or from a prominent portion of the building. This primarily affects electric heat pumps. While venting into an existing masonry chimney is preferred, some gas or oil heaters of newer types may be vented through the side or rear walls or roof, depending on codes and proximity to neighbors homes. A plan and detailed information must be submitted with application. Construction Rules July 2013 Page 4 of 11

5 Mechanical and plumbing: Vents are not permitted to come through front walls. Required vents through the roof must be painted flat black. Exhaust fan vents will be reviewed, considering visual, noise, and odor effects on neighbors and the Campground in general. Paths and driveways: Scale plans must be submitted, along with proposed surface material. Surfacing material should be simple, such as asphalt or gravel. New shells will not be permitted except in winter due to offensive odor and potential for drawing animals and vermin to the site. Porch railings: Railing heights on porches and balconies, when replaced, should conform to the original. Replacement of historic railing will only be approved if rails are deteriorated beyond reasonable repair. Balusters, porch floors and roofs should adhere to the original design or a new design must be submitted for approval. Building Codes may require railings that are higher than the common historical height. Leaseholders are responsible for compliance with those Codes. Roofs and Gutters: Wood roof shingles while historically appropriate and approved by the state have too many risk factors associated with them in the cramped confines of the Campground to be practical and are therefore prohibited. Various asphalt or composition materials can be acceptable if submitted samples are approved. For porch roofs, every attempt should be made to design a roof pitch that allows for asphalt shingles. However, black (or matching original) rolled roofing where absolutely necessary will be considered on a case by case basis. Gutters and downspouts are generally not considered appropriate on Campground structures and are discouraged. Gutters may be considered if the cottage or other structure has a pre-existing foundation. Satellite Dishes: A Satellite Dish installation location must be approved in advance. A Dish must be concealed from the view of passersby on roads or paths in the front, sides or back of the cottage. Siding: Vertical tongue and groove random-width boards with or without beveled or shaped-edge battens are historically the most appropriate. Cedar shingles are also generally acceptable. For other materials, samples must be submitted for approval prior to installation of the material. Vinyl, metal trim, asphalt and asbestos siding are prohibited. Fire safety codes may require the use of fire retardant shingles due to proximity of cottages. In such cases, a variance will be permitted in order to comply with Code. Signage: (a) Except as otherwise provided in subsection (b), signs may not be erected on MVCMA property. (b) Signs may be erected: (1) by the MVCMA on common land, with the approval of the MVCMA Building and Grounds committee and the MVCMA Architectural Review Committee. Construction Rules July 2013 Page 5 of 11

6 (2) by a leaseholder, without approval of the MVCMA, if the sign is a commercial real estate "for sale" sign that is not larger than 12" square, provided that no more than one such sign may be displayed at a time, and the sign must be removed two weeks after the property is sold, or a contract to sell the cottage is executed, whichever is earlier. (3) by a leaseholder, with the approval of the Chair of the MVCMA Buildings and Grounds Committee and the Chair of the Architectural Review Committee if the sign consists solely of the name of the cottage, a sign denoting historical significance, or a temporary sign erected by children or to announce an event. (4) by commercial leaseholders if they have been approved by the MVCMA Architectural Review Committee and the MVCMA Building and Grounds Committee. Skylights: Skylights visible from the cottage front or any public way are prohibited. A small (less than two feet square) skylight on a rear slope of a roof may be allowed depending upon overall visual impact. Multiple skylights will not be approved. Street Numbers: Easily visible street numbers must be affixed to cottages, per request of the Oak Bluffs Fire Department, to aid in rapid location of fires or other emergencies. Trim and Skirting: Trim and skirting, including but not limited to: windows and doors, balusters, shutters, gutters, soffits, molding, rails, newel posts, gingerbread, brackets and corbels must be painted. This requirement includes pressure treated wood. Windows: Original or historic windows should be preserved to the extent possible. Deteriorated pieces of wooden window sash or framing should be replaced in kind, with new wooden pieces of the same dimensions and appearance. Only the sash should be replaced if the frame is in good condition. Windows used in new additions and replacement windows must be of painted wood and of a style and configuration (dimensions and appearance) found on the original cottage. For instance, a window with a one-over-one configuration should be replaced with a one-over-one. Plastic, metal, vinyl (including vinyl-clad) or materials other than wood will not be approved for windows or storm windows. Replacement of shaped-top windows such as ogive arches found in the Campground, with matching hood moldings must be in kind. In such cases, rectangular replacements will not be approved. The ARC will try to assist leaseholders in finding sources for appropriate replacements in cases such as this. As shown below, Windows with thick false sill trim are the desired choice; picture framed window trim is not typical of Campground architecture and will not be approved. Windows set sideby-side must be separated by at least a six-inch trim board as shown below. Construction Rules July 2013 Page 6 of 11

7 PERMIT PROCESS Leaseholders desiring to alter or repair their cottages must receive approval prior to beginning the project, a Work Permit must be issued by the General Manager after approval by B&G and/or ARC, as appropriate, which the leaseholder will then submit to the Town of Oak Bluffs for a building permit. An MVCMA permit does not satisfy the requirement to obtain a building permit or other regulatory approvals from the Town of Oak Bluffs. An MVCMA Work Permit sign is to be posted at the construction site. It will be issued by the General Manager and must remain in place until the project is completed. Once approved, applications will remain open for one year so that changes from the original approved plans may be made if necessary. NO changes to approved plans including any changes required or requested by the Town Building Inspector can be made without specific prior approval by B&G and/or ARC. ALL changes to original, approved plans must be resubmitted to the MVCMA Office following processes and procedures. They must be approved by B&G and/or ARC before work on the changes can begin. If a project is not started within a year of the approval date a request for an extension may be submitted in writing to the MVCMA Office. B&G and/or ARC will consider the circumstances and grant a one-year extension if it is warranted. If an extension is not granted the project must be resubmitted as a new project and must meet all construction rules in effect at the time of resubmission. Application Procedures The Committees are committed to responding to applications as quickly as possible. To do this it is necessary for all Committee members to receive complete application information in a timely manner. However, some applications are more complicated than others and applications break down into two categories based on the level of complexity. Construction Rules July 2013 Page 7 of 11

8 1. Application Procedure One: These applications can usually be approved immediately and the General Manager will issue a Work Permit for the project which should be prominently displayed in a window of the cottage. Projects covered in this category include: Repair/replace roof shingles Replace fence provided it conforms to height Re-shingle cottage with cedar shingles or, one-hour firebreak material, if less than 5 feet from neighbor Replace porch boards (wood only, and painted if pressure treated) Replace porch railings to match existing (wood only) Repair or replace wooden screen doors to match existing Repair/replace skirting to match existing (wood and painted) 2. Application Procedure Two: This procedure applies to any new construction or demolition involving alteration of existing structures, fences, an expansion of the footprint, an increase in height, or other change to the outward appearance of a structure. There is a $25 fee for any application that the General Manager determines must be reviewed under this procedure by the Architectural Review Committee or the Committee on Buildings & Grounds. Information needed from applicants is as follows: a) Name of leaseholder(s) and MVCMA address of property. b) A brief description of project. c) Measured scale architectural drawings of proposed project. d) A materials list defining all exterior materials to be used and their locations. e) A signed Contractors Acknowledgement form. f) Upon request, three full sets of construction drawings as well as a full set of PDF files (Adobe Acrobat) suitable for (the committees meet in the off-season via to review requests) on CD including site plans showing existing buildings, trees and structures, and proposed changes, including changes to abutting buildings and structures, elevations including all features and exterior finishes. g) Upon request, digital photographs of the existing building or structure showing location of proposed changes. Photographs will be used to compare pre- and post-construction details and will be kept on file. Construction Rules July 2013 Page 8 of 11

9 The process is as follows: 1. Submit an Application. Forms for review by B&G and/or ARC are available at the MVCMA Office. Allow for at least 30 days for review and reply; an emergency repair can be approved within 24 hours. 2. Abutter Leaseholder Notification. Abutting leaseholder means a leaseholder of any lot that touches the leaseholder s lot and any other leaseholders on surrounding lots that might be affected by the proposed construction. The MVCMA shall send notice to abutting leaseholders of the proposed construction by sending them a copy of the plans for the proposed construction, by mail, commercial delivery service or electronic mail and invite abutting leaseholders to comment on the proposed construction. If sending a copy of the plans is impractical, a description of the proposed construction may be sent instead. 3. Abutters Comments. To be considered, comments by abutting leaseholders must be received by the MVCMA Office within 10 days of the time notice is sent to the abutting leaseholder. 4. Additional Meetings and Inspections. Following the opportunity for a site visit or visits, meeting with cottage owners, receipt of timely comments from abutting leaseholders, or discussion with builders or architects, a letter will be sent to the cottage owner advising the owner of the MVCMA Committee s determination. The determination can range from approved, approved with conditions or, in a worst-case situation denied. In the case of a denial, every option and possibility will be explored with the cottage owner before a final denial is issued. A leaseholder may file an appeal with the MVCMA Board of Directors within 45 days of the date of the denial. The Board will review the appeal at the next regularly scheduled Board Meeting. The Board will make the final decision. 5. Time Necessary for Decisions. B&G and ARC may take up to one month for review of a complex project. Please take MVCMA work rules and seasonality into consideration and plan accordingly. 6. Work Permit. When the review of plans and abutters comments has been completed and approved by B&G and/or ARC, the General Manager will issue a Work Permit for the project which must be prominently displayed in a window of the cottage. 7. Monitoring Construction. The General Manager or a designee will monitor all construction projects to assure that permits are on file and that the work is in conformance with the permit including the issuance of oral or written STOP WORK orders. A file will be maintained on each address showing the history of permit requests and footprint alterations. Construction Rules July 2013 Page 9 of 11

10 Any projects initiated and/or completed without prior approval of B&G and/or ARC may be ordered removed by the MVCMA. At the discretion of the Residential Lease Committee construction without approval may result in termination of the leaseholder s lease. The final decision may be rendered by the Board of Directors if no agreement is reached among applicant, ARC, B&G and Residential Lease. TIMING OF WORK (a) Work may not be done on Campground cottages or other buildings in the MVCMA campgrounds, except during dates, days, and times specified by sections (b)-(d) of this section: (b) During July and August (1) quiet repair work, not requiring an MVCMA or Town of Oak Bluffs permit, such as painting, may be done by the leaseholder or a member of the leaseholder's family, only on Monday through Saturday between 8:00 am and 6:00 pm, provided the work (A) does not involve the use of power tools and (B) does not cause a hardship on any other leaseholder. (2) Emergency work, including the repair of leaking roofs, broken windows, failed plumbing, and the like may be done with an MVCMA Special Summer Season Permit and any necessary Town of Oak Bluffs permit, provided that the work is done only on days and during hours specified in the MVCMA Special Summer Season Permit. (c) During June and September (1) Construction or repair work may be done on Monday through Saturday, between 8:00 am, and 6:00 pm (2) quiet repair work, not requiring an MVCMA or Town of Oak Bluffs permit, such as painting, may be done by the leaseholder or a member of the leaseholder's family, on Sunday, between the hours of 12:00 noon and 6:00 pm, provided the work (A) does not involve the use of power tools and (B) does not cause a hardship on any other leaseholder. (d) October through May (1) Construction or repair work may be done on Monday through Saturday between the hours of 8:00 am and 6:00 pm (2) Construction or repair work may be done by the leaseholder or a member of a leaseholder's family, on Sunday, between the hours of 12:00 noon and 6:00 pm Construction Rules July 2013 Page 10 of 11

11 Contractor s Acknowledgement Form I, the undersigned, acknowledge that I have read and understand the Martha s Vineyard Camp Meeting Association (MVCMA) Construction and Preservation Rules. By signing this form I understand that I must follow the guidelines set forth in the MVCMA Construction and Preservation Rules and will seek permission if I must alter or deviate from the conditions upon which a work permit was issued. Contractor Cottage Lease Holder Printed Name Printed Name Signature Signature Date Contractor Phone number:. Construction Rules July 2013 Page 11 of 11

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