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Association Complaints FAQs

 

How does an owner, resident or citizen initiate an Association Complaint?
Why does Leewood have a written process for resolving complaints?
How does one get the Association Complaint Form?
What matters should be addressed using the Association Complaint Form?
What information should be included in the complaint?
How do I submit the Association Complaint Form?
What happens after I submit the Association Complaint Form?
What if I do not agree with the Board’s determination of my Association Complaint?

How does an owner, resident or citizen initiate an association complaint?
  • To initiate action under the Association Complaint Procedures, an owner, resident or citizen should complete and submit the Association Complaint Form. The person initiating an Association Complaint is referred to in these procedures as the "Complainant."

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Why does Leewood have a written process for resolving complaints?
  • The Code of Virginia and the Common Interest Community Ombudsman Regulations Section 55-530 require that each community association establish reasonable procedures for the resolution of written complaints from the members its association and other citizens. Each community association shall adhere to the written procedures when resolving association member and citizen complaints.

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How does one get the Association Complaint Form?
  • The Association Complaint Form will be provided to any person upon request by mail to:

    Leewood Homeowners Association, Inc.
    Attn: Complaint Procedure
    P.O. Box 1421, Springfield, VA 22151

    or it can be obtained from the website at the following link:

    Leewood Complaint Instructions and Form

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What matters should be addressed using the Association Complaint Form?
  • An Association Complaint should concern a matter regarding actions, inactions or decisions by the Board of Directors (the “Board”) or the Association that are alleged to be inconsistent with applicable laws and regulations governing common interest communities.

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What information should be included in the complaint?
  • The Association Complaint Form should provide sufficient information to enable the Board to be able to make a determination on the issue(s) raised in the Association Complaint. To the extent the Complainant has knowledge of the laws, regulations or provisions applicable to the Association Complaint, the Complainant should provide those references. The Complainant should describe the action or resolution the Complainant is requesting.

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How do I submit the Association Complaint Form?
  • The Association Complaint Form should be sent to the Association by either method shown below:

    By U. S. Mail to:

    Leewood Homeowners Association, Inc.
    Attn: Complaint Procedure
    P.O. Box 1421
    Springfield, VA 22151-0421

    Via E-mail to:

    Board@leewood.us .

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What happens after I submit the Association Complaint Form?
  • The Association will send an acknowledgment that the Form has been received within seven days of receipt. The Association may request additional information from the Complainant. The Association will notify the Complainant as to the date, time, and location that the Association Complaint will be considered by the Board. The Complainant may have the opportunity to address the Board on the issue raised in the Association Complaint. The Complainant will receive a notice of determination within seven days of the Board’s determination n the Association Complaint. Should the Complainant disagree with the determination, the Complainant may file a notice of final adverse decision with the Common Interest Community Board (CICB).

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What if I do not agree with the Board’s determination of my Association Complaint?
  • If, after the Board’s consideration and review of the Complaint, the Board issues a final decision adverse to the Complainant, you have the right to file a notice of final adverse decision with the Common Interest Community Board (CICB) in accordance with the regulations promulgated by the CICB. The notice shall be filed within 30 days of the date of the final adverse decision, shall be in writing on forms provided by the Office of the Common Interest Community Ombudsman (Ombudsman), shall include copies of any supporting documents, correspondence and other materials related to the decision, and shall be accompanied by a $25 filing fee. The Ombudsman may be contacted at:

    Office of the Common Interest Community Ombudsman
    Department of Professional and Occupational Regulation
    9960 Maryland Drive, Suite 400
    Richmond, VA 23233
    (804) 367-2941
    E-mail: CICOmbudsman@dpor.virginia.gov

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