Hickory Farms Community Association

Association Complaint Form

This complaint form is required by Virginia’s Office of the Common Interest Community Ombudsman (Ombudsman).  Please visit the Ombudsman’s web site to learn more about the specific kinds of complaints that may be submitted using this form.  The Board of Directors (HFCA Board) of the Hickory Farms Community Association (Association) encourages its members (i.e., homeowners) to resolve complaints informally and only use this formal procedure as a last resort.

Pursuant to Chapter 29 of Title 55 of the Code of Virginia, the HFCA Board has established this complaint form for use by Association members and others who wish to file a complaint with the Association regarding the action, inaction or decision by the HFCA Board that the complainant believes is inconsistent with applicable Virginia laws and regulations.  For other types of complaints such as violations of the Hickory Farms Rules and Regulations or the Hickory Farms Deed of Dedication and Declaration of Covenants, Conditions and Restrictions, please use the Due Process/Complaint procedures contained in the Hickory Farms Rules and Regulations after you have attempted to resolve the issue informally.

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 1) references to the specific facts and circumstances at issue and the 2) specific provisions of Virginia laws and regulations that support the complaint (for example, the Virginia Property Owners Association Act).  Attach any supporting documents, correspondence, and other materials related to the complaint.

Complaint:  [Insert complaint text directly below, or say that you are attaching a paper copy to this complaint form]

Date Submitted:

Your Name:

Address:

Telephone:

Email Address:

The HFCA Board prefers that you cut and paste an electronic version of this complaint form and email your complaint to the HFCA President, who is identified on the Hickory Farms Web Page.  Alternatively, please deliver the complaint in person to the HFCA President.  If you mail the complaint to the Association’s post office box (this is not recommended as it may delay delivery receipt by the President), please telephone the HFCA Treasurer to arrange pickup.

The Common Interest Community Ombudsman’s regulations, which are available at the Ombudsman’s web site, govern the processing of your complaint.  Please familiarize yourself with those regulations before submitting your complaint.

If, after consideration and review of the complaint, the HFCA Board issues a final decision denying your request, 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 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 Mayland Drive, Suite 400

Richmond, VA 23233

804-367-2941

CICOmbudsman@dpor.virginia.gov 

Note: This document follows the sample complaint form suggested by the Office of the Common Interest Community Ombudsman.

Approved by the Hickory Farms Board of Directors December 2012