SCOA COMPLAINT DOCUMENTATION PROCEDURES
Purpose: Establishes an equitable complaint processing, review and documentation system
  1. The following complaint processing, review and documentation system, attested to by the signatures below, is adopted by the SCOA Board of Directors.
  2. These procedures arc applicable to all Owners within the Greengate Grove Subdivision and are implemented in order to provide a standardized, equitable system to address complaints by Owners.
  3. Owners are encouraged to settle disputes and complaints at the lowest level possible preferably on a one-on-one, face-to-face basis. if these attempts are fruitless, then the following procedures will apply:
    1. The complainant shall obtain a copy of the "SCOA Complaint Form" from SCOA Office, which will include a copy of these procedures.
    2. The complainant must as accurately as possible define his/her complaint in this form. Including any documents, photos, etc., that support the complaint.
    3. The complainant must sign and date the "SCOA Complaint Form", and return to the SCOA Office. Complaints without a valid, legible signature will not be considered.
  4. The SCOA Office will take the following steps:
    1. When a signed and dated "SCOA Complaint Form" is received, the SCOA Office representative will acknowledge receipt of the form by placing his/her signature in the appropriate location on the form.
    2. The SCOA Office representative will provide a serial number for the complaint form, and enter this number on the SCOA Complaint Form Log, (to be maintained by the SCOA Office). This number will also be placed on the original complaint form.
    3. The SCOA Office representative will make two additional copies of the completed, serialized form, giving a copy to the complainant, keeping the original for SCOA records, and forwarding one to the SCOA President.
    4. The SCOA Office will provide a copy of the complaint to the Board of Directors.
  5. The President of SCOA shall refer the document to the Complaint Review Committee.
    1. This committee for the winter season October through April will consist of at least three (3) Board of Director Members.
    2. This committee for the summer season May through September will consist o least one (1) Board of Director Member and at least one (1) Park Elected Officer i.e. President, Vice-President, Secretary, Asst. Secretary Treasurer, First Ass Treasurer or Second Asst. Treasurer.
  6. The Complaint Review Committee shall have the following authority and duties:
    1. The Committee will review the complaint to determine its content, appropriateness and validity.
    2. The Committee will have the power to call witnesses, obtain the requisite documents, and investigate the situations and facts hearing on the complaint in order to form an unbiased, fair and equitable solution to the complainant.