Association Complaint Form printable pdf download

Kings Park West Community Association, Inc.

Post Office Box 271, Fairfax, Virginia 22038

Adopted September 11, 2012

Subject: Complaint Procedures

Members of the Kings Park West Community Association (Association) have a right to complain to

the Association Board of Directors (Board) about any action, inaction, or decision taken by the

Association (the Board or the Association’s management company.) The procedures for filing a

complaint are outlined below, and a sample complaint form is attached. The Board has the obligation

to respond to a complaint within a reasonable time.

These procedures and the complaint form are to be used for filing a complaint about the performance

of the Association and its Board of Directors (for example, the Board failed to take action concerning

an issue of concern; the Board improperly disapproved a requested architectural modification; the

Association management company failed to deliver a homeowner’s resale packet in a timely manner.)

The complaint form need not be used for raising such matters as a neighbor’s behavior, snow removal,

responsiveness of public utilities, traffic, or other community issues, which may be brought to the

Board’s attention at any time without using the formal complaint procedures. If, however, the member

wishes to complain about the Board’s actions or inactions regarding such community issues, the

complaint form should be used. The complaint form must be used in order for a member to appeal a

decision to the Virginia Common Interest Community Board (see paragraph 11 below.)

PROCEDURES FOR FILING A COMPLAINT

1. Complaints about Association actions must be in writing and filed using the Association Complaint

Form (sample attached.) A downloadable form is available at the KPWCA website

or will be sent upon written or E-mail request to .

2. The completed complaint form and supporting documentation may be mailed to the Association’s

mailing address or sent as an attachment to an E-mail to the Association. It is recommended that the

complaint form be attached in portable document format (.pdf). Alternatively, it may be hand

delivered to an individual Board member or brought to a monthly Board meeting or annual

membership meeting.

3. The Association shall provide formal acknowledgment of receipt of the complaint to the member

within seven days of receipt. At the discretion of the Board, such acknowledgment shall be hand

delivered or mailed by certified mail, return receipt requested, to the complainant at the address

provided, or by E-mail to the complainant’s E-mail address provided. The Association shall retain

sufficient proof of the electronic delivery of the complaint and the acknowledgement for a period of

one year after receipt of the complaint.

4. Copies of pertinent correspondence between the complainant and the Association (the Board and/or

the Association’s management company) must be included with the complaint form. Other additional

documentation to support the complaint will depend on the nature of the complaint. Examples may

include copies of the property’s deed and/or plat, or architectural drawings or plans. It is not necessary

to submit copies of the following Association documents: Declaration of Covenants, Conditions, and

Restrictions; Exhibit 1; the Association By-laws; or meeting minutes, however the complainant should

cite the portions of these documents that are applicable to the complaint. To the extent the

complainant has knowledge of a public law or regulation applicable to the complaint, the complainant

shall provide that reference. Finally, the complainant should specify the action or resolution that

Association Complaint Form