Thinking about adding a patio, pool, or room addition to your Southlake home? The fastest way to lose time and money is to start before you understand how your HOA and the City of Southlake will review your plans. You want a smooth project, clear expectations, and no costly redesigns.
In this guide, you’ll learn how HOA design reviews and City permits work together, the sequence that prevents rework, what to include in your submittals, realistic timing, and common pitfalls to avoid. You’ll also get practical checklists to keep you on track. Let’s dive in.
HOA vs. City: Who does what
HOA/ACC role
Your HOA or Architectural Control Committee focuses on design and neighborhood standards. They look at materials, colors, rooflines, visibility from the street, and how your project fits the community’s guidelines and deed restrictions. Their authority comes from your community’s CC&Rs and bylaws, and they can require approval before work starts.
If you build without approval, the HOA can impose fines and may require changes or removal of work that does not comply with the recorded rules.
City of Southlake role
The City reviews life-safety, building code compliance, inspections, and zoning. This includes setbacks, easements, drainage, structural, and electrical or plumbing work. The City issues permits, conducts inspections, and enforces municipal code. Unpermitted work can trigger stop-work orders and fines.
Why both matter
Approval from one does not guarantee approval from the other. For example, the HOA might accept your patio roof style, while the City requires you to respect a setback that changes its placement. Plan to satisfy both sets of rules and coordinate your submittals so changes on one side do not force you to redraw everything.
Plan your sequence
A simple, organized workflow reduces delays. Timelines vary by HOA, plan complexity, and City workload, but this sequence works well for many Southlake projects.
1) Read your rules and research (1–3 days)
Pull your CC&Rs, HOA design guidelines, and any plat restrictions. Confirm your zoning and any special overlays. This sets your design limits before you sketch.
2) Create an early concept (1–2 weeks)
Ask a builder or architect for a quick feasibility layout. Show setbacks, easements, mature trees, drainage, and a rough materials palette. Some HOAs will give informal feedback on a concept, which can save time.
3) Consult the City early (1–2 weeks)
Check setbacks, lot coverage, floodplain maps, and whether you need engineering. If you are near an easement or floodplain, get clarity on requirements before you invest in full drawings.
4) Prepare a coordinated package (2–6 weeks)
Have your designer produce plans that meet both the HOA design standards and the City’s permit requirements. Coordinate materials, elevations, site plan, and any engineered details so they match.
5) Choose your submittal strategy
- Option A - HOA first: Submit your draft to the HOA for design approval, then finalize permit drawings for the City with HOA changes incorporated. This reduces the risk of rework.
- Option B - Concurrent: Submit to both at once if your plans are already detailed and your HOA has a predictable process. Keep both sides informed about potential revisions.
6) Respond and secure approvals (2–8+ weeks)
Expect back-and-forth. HOAs often meet on set schedules, and the City may request clarifications or engineering details. Build time into your calendar.
7) Start work with permits in hand
Do not begin construction until you have both approvals where required. Schedule and pass all City inspections. Your HOA may also require a completion sign-off.
8) Close out and keep records
Keep your permits, inspection results, HOA approval letters, and final sign-offs. These documents matter when you refinance or sell.
How long reviews take
- HOA review: Often 2–6 weeks, depending on meeting schedules and whether revisions are needed.
- City permits: Small projects like simple patios or fences can take days to a few weeks. Pools, additions, and projects with drainage or engineering can take several weeks. Variances or complex site issues add more time.
Build a buffer into your schedule, especially during busy seasons or if your HOA meets monthly.
What to submit
The strongest submittals answer the HOA’s aesthetic questions and the City’s safety and zoning questions without gaps. Use these checklists to organize your package.
HOA/ACC submittal checklist
- Completed HOA/ACC application and any required fee
- Scaled site plan with property lines, existing home, proposed work, distances to property lines, easements, driveways, fences, and nearby homes
- Elevations or visuals from all sides, plus photos showing street and neighbor views
- Materials and color schedule for roofing, siding, brick or stone, paint, decking, railing, and screening
- Roof plan and details if you are changing rooflines
- Landscape plan and tree protection or mitigation if impacted
- Contractor or architect contact information and insurance if required
- Drainage statement describing how runoff will be managed
- Neighbor notifications or signatures if your HOA requires them
- Project schedule with expected start and completion dates
- Any requested variances with a clear justification
City of Southlake permit checklist
- Completed permit application and licensed contractor information or owner-builder affidavit
- Scaled site plan with property lines, building footprint, proposed work, setbacks, lot coverage, easements, and drainage flow
- Floor plans and elevations for additions, with cross-sections as needed
- Engineered or structural plans for foundations, pool shells, retaining walls, and other elements that require engineering
- Grading or drainage plan if you change grading or impervious cover
- Truss or roof calculations if modifying the roof
- Pool-specific details including equipment location, electrical wiring and bonding diagrams, and a barrier or fencing plan
- Mechanical, plumbing, and electrical drawings where changes are planned
- Energy code compliance for additions
- Permit fees and any bond or escrow required
- Floodplain elevation certificate or determination if applicable
- Accessory structure documentation and setback or easement compliance
- Verification of plat restrictions recorded with Tarrant County if your community is platted
Inspections to expect
- Site or footing inspection
- Foundation or pour inspection
- Underground plumbing or electrical
- Rough framing and rough MEP inspections
- Pool bonding and electrical inspection
- Final inspection and either a certificate of occupancy for substantial additions or final permit sign-off
Avoid common snags
- Waiting to involve both parties: If the HOA rejects a design after the City has issued a permit, you can face redesign and delay. Seek HOA conceptual input early and coordinate changes across both reviewers.
- Incomplete submittals: Missing site plans, engineering, or drainage notes slow everything down. Use the checklists above and request both checklists from your HOA and the City early.
- Overlooking easements and setbacks: Building over a utility easement or too close to a property line can trigger removal. Confirm recorded plats and easements and show them clearly on your plans.
- Drainage conflicts: Changes that push runoff onto neighbors can draw enforcement. Add a simple grading plan and consider a civil engineer for projects that alter drainage.
- Tree protection: Removing a mature tree without planning can cause HOA or City issues. Show tree locations and include mitigation if needed.
- Floodplain surprises: Pools or additions in regulated floodplains need extra review and may require elevation steps. Check maps early and plan for any required documentation.
- Contractor credentials: The City can refuse a permit if your contractor is not properly licensed or registered. Verify credentials and insurance before you apply.
- HOA meeting cadence: Monthly meetings can add weeks. Ask about submission cutoffs and whether any expedited options exist.
Legal and compliance basics
Do not start work without approvals: Both the HOA and the City can issue fines or require changes or removal. Unpermitted work can also cause problems at resale or with insurance claims.
Know enforcement differences: HOA enforcement is a private contract matter under your CC&Rs and can include fines, liens, and mandatory remediation. City enforcement includes stop-work orders, civil penalties, and inspection holds.
Document everything: Keep HOA approval letters, City permits, inspection records, and final sign-offs. These documents help protect you during a sale or dispute.
Understand state rules: Texas Property Code Chapter 209 affects how associations operate. Review your rights along with your HOA governing documents, and consult an attorney for legal interpretation if needed.
Southlake-specific tips
- Align on standards early: The City uses building codes, inspections, and zoning rules to address safety and placement. Your HOA focuses on aesthetics and covenant compliance. Prepare plans that meet both without conflict.
- Respect easements and drainage: Southlake projects often intersect with utility easements and neighborhood drainage patterns. Keep structures out of easements and show how your project manages runoff.
- Coordinate materials and visibility: Many HOAs pay close attention to rooflines, screening of equipment, and how additions appear from the street. Include photos and elevations to make approvals easier.
- Plan for inspections: Pools and additions require multiple inspections, including electrical bonding and rough MEP. Build inspection milestones into your contractor’s schedule.
Ready to move forward?
With a clear plan and coordinated submittals, you can avoid redesigns, delays, and neighbor headaches. If you want to discuss how your project might impact resale value or timing your move, our local team is here to help you plan with confidence and connect the dots before you commit to a design.
When you are ready to talk next steps, get personalized guidance from the Angelique Burkett Team. Get Your Free Home Valuation and start your project with clarity.
FAQs
Do I need both HOA approval and a City permit in Southlake?
- Yes. They serve different purposes and one approval does not replace the other, so plan to obtain both when required.
Should I submit to the HOA or the City first for a patio, pool, or addition?
- Many homeowners submit to the HOA first for design approval, then finalize permit drawings for the City so HOA changes do not trigger rework.
How long do HOA and City reviews usually take in Southlake?
- HOA reviews often take 2–6 weeks depending on meetings; City permits can be days to several weeks, with complex or engineered plans taking longer.
What happens if I start work without approvals or permits?
- Both the HOA and the City can issue fines and require changes or removal, and the City can issue a stop-work order.
Can an HOA override a City permit approval?
- The HOA can enforce its private covenants even if the City issues a permit, and the City can enforce code regardless of HOA approval, so you must satisfy both.
What if my lot has a utility easement or is near a floodplain?
- Keep structures out of easements and verify floodplain status early; projects near floodplains can require extra documentation or elevation steps.
What documents should my contractor provide for a City permit?
- Expect engineered plans where required, detailed site plans, MEP drawings for changes, drainage notes, and any pool-specific bonding and barrier details.
