Covenant Complaint and Appeal Process
- Written Complaint/Incident Reports are filed with the Property Management
Office. These reports must be in writing. They can be mailed or hand delivered. Phone calls or verbal complaints will not be acted upon. Complaints must be signed and must include address and phone number of
the complaining party. The event should be as detailed as possible, and include date(s), time(s)
and name(s) of any witness. It is recommended that the Summit Greens Complaint Report be used since
it includes the information required to investigate and document the complaint.
- The Property Management will review and verify the complaint. If verified as an infraction of the covenants, a courtesy letter will be
sent to the resident stating the infraction and covenant broken. The resident will have between 7 – 30 days to correct the infraction. If the resident disagrees with the infraction or would like any clarification,
they need to contact the Property Management as soon as possible in writing. The original written Complaint Report or Incident Report and the courtesy
letter is filed in the resident’s file.
- The Property Management checks to see if the infraction was resolved at
the end of the time period given the resident in the courtesy letter. If the infraction was resolved, the complaint process ends here.
- If resident has not resolved the infraction, a second letter is sent to
the resident. This letter will be strongly stated to correct the infraction or contact
the Property Management to discuss. Time given to correct the infraction is shorter.
- The Property Management checks to see if the infraction was resolved at
the end of the time period given the resident in the second letter. If the infraction is resolved, the complaint process ends here.
- If resident has not resolved the infraction, a 14-day notice is sent to
the resident stating the intent to impose a fine and/or sanction. The infraction documentation is forwarded to the hearing committee for
review and preparation. The hearing is scheduled. It is recommended that the hearing committee consists of 3 rotating members
from the CCC since they are most familiar with the history of the infraction.
- The hearing committee will review the reports and listen to the resident
and complainant. They will then make a recommendation to the Board of Directors
on the action to be taken.
- The resident has the right to appeal their case to the Board. The final decision by the Board is communicated to the resident in writing.
- If the resident does not agree with the decision by the Board, they may
request mediation before the dispute is filed in court.
Rules and Regulations Complaint and Appeal Process
- If a resident observes another resident/guest breaking a rule or regulation,
he or she should contact a clubhouse attendant, the property manager, or
a gatehouse guard and inform them of the infraction. Residents should not confront other residents.
- The clubhouse attendant, property manager, or gatehouse guard must document
on their incident report the infraction that has been observed by either
a resident or themselves. They should then explain the rule to the resident/guest and ask them in
a courteous manner to comply with the rule. If the resident/guest complies, it will be noted in their file that they
complied. If they do not comply that will also be documented.
- The property manager will review the clubhouse attendants’ incident reports
to determine if any further action is necessary.
- If the property manager determines that further action is necessary due
to non-compliance or multiple repeat infractions, a courtesy letter will
be sent to the resident asking them to refrain from this behavior in the
future. If the resident disagrees with the letter or would like any clarification,
they need to contact the Property Management in writing as soon as possible.
- If the resident continues to break the rule or regulation, a 14-day notice
is sent to the resident stating the intent to impose a fine and/or sanction. The infraction documentation is forwarded to the hearing committee for
review and preparation. The hearing is scheduled. It is recommended that the hearing committee consists of 3 rotating members
from the CCC since they are most familiar with the history of the infraction.
- The hearing committee will review the reports and listen to the resident
and complainant. They will then make a recommendation to the Board of Directors
on the action to be taken.
- The resident has the right to appeal their case to the Board. The final decision by the Board is communicated to the resident in writing.
- If the resident does not agree with the decision by the Board, they may
request mediation before the dispute is filed in court.
1/08/08
Submitted by CCC
