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Complaint Procedure

Fill out a Complaint Form - Choose Your Phase:

Phase I and II

Phase III

RULES ENFORCEMENT INFORMATIONAL FACT SHEET FOR COMMUNITY ASSOCIATIONS

THE SOFT APPROACH:

Do you find yourself being aggravated by your neighbor(s)?

The first thing you should do is try to talk to your neighbor(s). Many times residents are not even aware that they are doing something that affects other residents in their community. If you are unable to reach your neighbor(s) to speak to them, try sending them a non-offending note explaining the problem.

Remember to put yourself in the other person's shoes and try to understand why this problem is occurring and try to reach an amicable compromise to solve the problem.

LOCAL AUTHORITY INVOLVEMENT:

Has your neighbor(s) caused a problem that should involve the police?

For example, have they been involved in loud arguments at late hours, have you seen someone vandalizing a car/home? These types of problems should be reported to your local police department immediately and should be handled through the legal system.

Has you neighbor(s) possibly violated a health department ordinance?

For example, large amounts of dog feces have been allowed to accumulate on or around their property. The home in question has been infested with pests and/or rodents. You should contact the Health Department immediately and report such problems.

Does your neighbor have a dog/pet which you feel is dangerous and could hurt an individual?

Contact the Animal Control Department immediately.

Many governments also offer avenues of resolution other than fines and legal action. Chose the government agency that serves your home location.

Prince George's County, for example, has established the Neighbor-to-Neighbor Conflict Resolution Service which is a community mediation board. You may wish to contact this office for information at (301) 883-6170.

The City of Greenbelt has established a Community Mediation Board for Greenbelt citizens. You can call the Human Resources Office at (301) 345- 7203.

ASSOCIATION INVOLVEMENT:

If you determine a resident is in violation of an association rule, and you decide the association's Board of Directors/Hearing Board is the best and proper party to attempt to resolve your problem, please realize that the association's members are not the police; they cannot monitor all activities in the community so they must rely on your input. Action taken by the Board of Directors/Hearing Board takes time and must follow all requirements set forth in the Maryland law regarding associations.

HOW TO FILE A FORMAL COMPLAINT WITH THE ASSOCIATION:

Send a letter in writing to the Board of Directors in care of CVI, 6300 Woodside Court, Suite 10, Columbia, MD 21046-3212. Please note that verbal and anonymous complaints cannot be addressed.

Your letter should be specific, noting the name and/or address of the offending party and the times, dates and location of the problem.

Try to get other residents to sign your letter too. If the problem is serious enough to bother you, it probably is bothering other neighbors. You may also feel more comfortable approaching someone in a group rather than one-on-one. Letters without supporting witnesses or evidence make it difficult to reach a resolution if a hearing is held.

Once CVI, the agent for the association, receives the written complaint we will follow the formal notice and hearing process in place for your association. A 1st ‘violation" letter will be sent to the alleged violator(s) giving them a 10 day period to correct the problem. You will receive a copy of that letter.

If the problem persists at the end of the correction period, you may send another letter to the Board of Directors c/o of CVI.

Receipt of another letter by CVI after the 10 day correction period (but within one year of the date of the violation letter) will generate a hearing before the Hearing Board. You and the alleged violator(s) will be invited to the hearing and encouraged to bring witnesses with you.

At the hearing, each of you will present your side of the problem to then Hearing Board. Questions may be asked and answered at that time. Once the Hearing Board hears the testimony from both parties, they will render a decision regarding the matter in Executive Session.

If the alleged violator is found at fault, the Hearing Board can then levy sanctions (i.e. suspend pool passes or parking permits), fines or do nothing. Your testimony, witnesses, and evidence are crucial if you want the Hearing Board to find in your favor. Again, one-on-one complaints are very hard to resolve.

When a fine is levied, the owner of the home must pay the fine or it is treated like any other delinquent account. Liens, lawsuits and foreclosures are actions that can be taken by the Board of Directors to collect the money. The money is paid to the association. It is NOT PAID to the complainant.

The decision reached at a hearing may not satisfy you. You may then personally pursue your case against the offending party in the District Court in your County, if you would like to appeal to a higher authority.

Should you wish to pursue the in-house association rules process remember:

* Talk to your neighbor first.
* Obtain evidence and witnesses.
* Send initial written complaint.
* After expiration of correction period, send a second complaint.
* Attend the hearing and present evidence and witnesses.
* Remember the Board members are volunteers and can only work to enforce association rules. Some violations should go to the police or other County authorities.