Complaint Process

MerifieldComplaintProcess

These complaint procedures are for use by persons who wish to file written complaints with the Associations regarding the action, inaction or decision by the Governing Board of Directors of the Association inconsistent with applicable laws and regulations. It does not replace, supercede or supplant the open communication we encourage in the community where anyone can pick up a phone and speak with any board member, or come to any of the open Board of Directors' meetings and speak at the Open Forum portion of the meeting.

Association Complaint Process

 

A formal complaint process has been established for use by persons who wish to file written complaints with the Association regarding the action, inaction or decision by the governing Board of Directors of the Association that they believe is inconsistent with the covenants or with applicable laws and regulation, and for use by the Board in responding to the complaints.

 

The following procedures will be followed:

 

  1. The Association Complaint Form shall be filled out with all relevant information regarding the complaint and signed by the lot owner(s) lodging the complaint.
  1. The complaint must include, as a minimum, references to the specific facts and circumstances at issue and the provisions of  the covenants or of Virginia laws and regulations that support the complaint. 
  1. The complaint form may be submitted by mailing it to the following address: MALA, P.O. Box 70, Clarksville, VA 23927, Attn: Association Complaints, or it may be submitted in person at the bimonthly Board meeting.
  1. The Board will notify the complainant(s), who mail(s) in the form, in writing within seven days after the receipt of the complaint, that their complaint has been received and that a response will be sent when the review process has been completed.
  1. The President of the Board will assign a panel consisting of three Board members to review the complaint and report back to the full board at a Board meeting with their findings and recommendations. The initial investigation and report shall not take more than 60 days.
  1. The Board will deliberate on the findings and recommendations to decide: (a) if further investigation is deemed necessary, and if so the three member investigating panel will be given another 60 days to complete this and report back to the full board at a Board meeting where the Board will again deliberate; (b) if no further investigation is deemed necessary, will a legal opinion from counsel be required and if so the President of the Board will be given 60 days to get an opinion and report to the Board at a Board meeting where the Board will deliberate on the legal opinion; (c) if no further deliberation is needed, the investigating panel will be tasked to draft a response to the complaint and to present it at the next Board meeting.
  1. The response letter will be circulated to all Board members for review and comment no later than two weeks before the Board meeting.
  1. Board members will provide comments on the letter to the investigating panel no later than five days before the Board meeting.
  2. The investigating panel will review all comments and incorporate changes to the letter as they deem appropriate, and they will provide their revised letter to all Board members one day before the meeting.
  1. The letter responding to the complaint will be given to the President of the Board for signature within ten days after final approval by the Board.
  2. After the letter is signed it will be mailed as soon as possible but no more than one week from the date of signature.
  3. Since all Board meetings are open to everyone, the complainants may attend the bimonthly Board meetings to observe for themselves the progress of this complaint process on reviewing their complaint. These meetings are held on the second Tuesday of even numbered months. If a special Board meeting is called to act on the complaint, the complainants will be invited to attend.
  4. The time limits on this process are not to be extended unless formally requested by those needing additional time, and approved by the President of the Board. The President will promptly notify all Board members and the complainants of any extensions.
  1. A Record of Complaint will be kept by the Board Secretary. This will consist of all documents, correspondence, and other materials related to the decision made pursuant to this complaint procedure.

 

 

 

 

 

 

 

Merifield Acres Landowner’s Association

P.O. Box 70

Clarksville, VA 23927

 

Association Complaint Form

 

Owner Name(s):____________________________________________________

Address:___________________________________________________________

E-mail:____________________________________________________________

Phone:____________________________________________________________

 

Address of Property in Merifield Acres:________________________________

Unit No.:___________ Lot No(s).: _____________________________________

 

Attorney’s Name (optional):__________________________________________

Address:__________________________________________________________

E-mail:____________________________________________________________

Phone:____________________________________________________________

 

Please describe the complaint in the area provided below, as well as the requested action or resolution of the issues described in the complaint.  Please include references to the specific facts and circumstances at issue and the provisions of the covenants or of Virginia laws and regulations that support the complaint.  If there is insufficient space, please attach a separate sheet of paper to this complaint form.  Also, attach any supporting documents, correspondence and other materials related to the complaint.

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

 

Sign, date and print your name. Mail this completed form to Association at the address listed above or it may be delivered in person at the bimonthly Board meeting.

 

________________________        ________________________            ________

            Print Name                                        Signature                                Date