COMPLAINT PROCESS
Pursuant to Virginia Code 55-530E and Virginia Common Interest Community Board regulation 18VAC48-70-40, the Monterey Estates Community Association (MECA) is implementing a complaint procedure. Complaints are limited to those matters alleging a violation by MECA of a state law or regulation governing community associations.Complaints regarding decisions made by MECA based on MECA governing documents are not covered.
The first step is to fill out the MECA Complaint Form. If you cannot download this form, please e-mail the MECA Board or send a letter to MECA at P.O. Box 710162, Oak Hill, VA 20171 and one will be sent to you either by e-mail or regular mail as you request. Please follow the instructions on this form carefully, including citing the specific law(s) that are alleged to be violated and the specific rule that violates the law(s), and include your requested resolution. Your form must include your contact information. Complaints may not be submitted anonymously or on behalf of someone else. You are also encouraged to submit any supporting documents where applicable to support your allegation. Mail the completed form and any supporting document to the address above, or you may e-mail the form as an attachment along with any supporting documents to MECA Board (it is recommended you carbon copy the MECA board members if you send your form via e-mail to help ensure delivery). MECA will acknowledge receipt of your form within seven (7) days of receipt via the method the complaint was received (i.e. e-mail or regular mail).
Per the Virginia law, MECA will act within a reasonable time frame to process this complaint. If additional material is required to process the complaint, MECA will notify the complainant within fifteen (15) days. The complainant should comply with this request within fifteen (15) days. If the complainant does not comply within thirty (30) days, the complaint will be considered as-is.
The MECA Board will consider the complaint at the next regularly scheduled meeting of the Board after the complaint has been received or, if additional material has been requested, the next regularly scheduled meeting after the materials have been received. If either scenario occurs fifteen (15) days or fewer before the next scheduled board meeting, action on the complaint will be deferred to the following scheduled meeting.
The complainant will receive notification of the meeting via their preferred communication medium as indicated on the complaint form.
At this meeting, the Board will make a final determination of the complaint. The decision will then be communicated to the complainant via their preferred communication medium. Please note that the Board’s decision is final and there is no appeal process to the Board.The final decision of the board will be sent via certified mail, return-receipt requested, to the complainant at the mailing address provided on the complaint form within fifteen (15) days of the meeting when the decision was made.
If, after the Board’s consideration and review of the complaint, the Board issues a final decision adverse to the complaint, the complainant has 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 thirty (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
MECA will maintain a record of the complaint for one year and will furnish all records and supporting documentation to the CICB upon request from the CICB.