Stalwart Management

Architectural Request

An architectural request must be submitted to and approved by the Board of Directors before any work may begin inside a unit. Once approved, you will receive an architectural request approval letter, which is usually required as part of your permit application process with the city or county. The review committee may take up to 10 business days from receipt of all required documentation. Emergency repairs, such as a broken air conditioner or water heater, can be flagged on the request to expedite the process.

Association Information

Subject Property

Owner Information

Owner mailing address

Project Details

Type of work *

Flooring covers underlayment and soundproofing. Structural covers demolition and wall removal. Swapping an existing appliance for a new one does not need a request — only installing a washer/dryer where there was not one before.

Permits

Leave blank if you have not pulled them yet. You can add them later from your request's status page using your reference number and access code.

Contractor Information

If the work will be performed by a licensed contractor, complete this section. Leave it blank for owner-performed work the association permits.

Contractor address
Contractor license
Commercial general liability

Coverage must be active for the whole work period.

Workers' compensation

The association does not accept a workers' compensation exemption. The contractor must carry the coverage.

Add any other coverage the work calls for — commercial automobile, umbrella, builder’s risk.

Terms and Conditions

Approval required
No work may begin until written approval is received from the association's Board of Directors.
Work begun without approval
Work started before written approval is issued may result in code violations from the municipality having jurisdiction, violations and fines from the association, an immediate stop-work order, and a directive from the board to restore the affected area to its prior condition at the owner's expense.
Compliance
All work shall comply with local building codes, ordinances and association rules, and any permit required by the municipality having jurisdiction shall be obtained before work begins.
Owner responsibility
The owner is ultimately responsible for any damage to common property or other property, and for any personal injury, resulting from the modification — as well as any additional maintenance cost it creates, and any damage arising from violation of the rules or from negligence by the owner, their contractors or their vendors. The association has the irrevocable right to subrogate damages, expenses and the cost of defence to the owner.
Indemnity
The owner indemnifies and holds harmless the association for any damage, injury or liability resulting from this modification.
Quality of work
All installations, alterations and modifications shall be of professional design, quality and materials.
Cleanliness and common areas
During construction the property shall be kept clean, neat and orderly at all times. Debris, trash or mud resulting from the work shall be removed daily from the unit, the limited common elements and the common elements.

Digital signature

Typing your name here is your signature. We record it with the date and time.

Documents We Will Need

A request is not complete until these are received. Save now and attach them as they come in — we will hold the request and tell you what is still outstanding.

  • Contractor's licenseRequired

    Current state or county license covering the trade being performed, valid through the work period.

  • Certificate of insurance (COI)Required

    General liability and workers' compensation, naming both the association and Stalwart Management as additional insured.

  • Plans, drawings or sketchesRequired

    What is being built, removed or relocated. A clear dimensioned sketch is enough for simple work; anything structural needs sealed drawings.

  • Municipal permit applicationIf applicable

    The completed application filed with the city or county having jurisdiction, where the work requires a permit.

  • Issued permitIf applicable

    Attach once the municipality issues it. A request can be approved while a permit is still pending, but work may not begin without it.

  • Written scope and specificationsIf applicable

    The contractor's written scope, product data sheets, or engineering specifications for the work.

  • Material and color samplesIf applicable

    Finishes, colors, tile, flooring or fixtures — particularly anything visible from a common element or from outside the unit.

  • Estimate or project invoicesIf applicable

    The contractor's estimate or the invoices for the project, showing the work priced and itemised.

  • Photos of the current areaIf applicable

    How the space looks today, before any work begins.

What your certificate of insurance must show

Forward this list to your contractor’s insurance agent and they can issue a correct certificate first time. A COI missing the additional insured wording is the most common reason a request is sent back.

  • Named insured must be the company entering the property. The certificate has to be in the name of the contractor who will actually be on site, matching the license provided. A certificate for a parent company, a broker or a subcontractor's subcontractor will be declined.
  • The policy must be active. Effective and expiry dates must cover the whole work period. Expired policies are declined.
  • Workers' compensation is required. A workers' compensation exemption is not accepted. The contractor must carry the coverage.
  • Certificate holder must be the association. Listed under the association's full legal name at its correct address — not the unit owner, and not the management company.
  • The ADDL INSD column must be checked. An X in the ADDL INSD box on the general liability line. Wording in the description box alone is not enough without the box checked.
  • Both the association and Stalwart Management as additional insured. Named in the Description of Operations box. The required wording is set out below.
See a worked example, with the exact wording your agent needs →

All work performed within a unit requires an approved architectural request prior to any work commencing. Approval comes from the association's Board of Directors, which in most communities acts as the architectural review committee.

The review period begins once all required documents have been submitted. From that point the committee has up to 10 business days to approve the request or ask for more information. Incomplete requests may be withheld or delayed from review until every required document has been received.

Once approved, you will receive an architectural request approval letter, which is usually required as part of your permit application process with the city or county. Emergency repairs, such as a broken air conditioner or water heater, can be flagged on the request to expedite the process.

Work done without approval exposes the owner to code violations from the municipality, association penalties and fines, an immediate stop-work order, and possibly a directive from the board to reverse the work at the owner's expense. Wait for written approval before beginning or scheduling any work.

You will get a reference number and access code on the next screen.

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