Twelve Oaks Resident’s Association Member
Restriction Violation Complaint form
Member Complaint Form Procedure
Because of the growth of the Twelve Oaks Subdivision, the board of directors have
instituted the following formal complaint procedure to better serve the members of
Twelve Oaks. The procedure will have a built in follow-up so the members of our
association can see that the board will do everything in its powers to protect the
restrictions and by-laws will be enforced.
Procedure:
When a lot owner of Twelve Oaks has a complaint, they should contact one of the board
members as soon as possible. The board member will provide, to the member, a
Complaint form to be filled out by the homeowner before any board action is taken.
Once a board member receives the document they will address it by:
a. Making sure the form is complete – Including specific restriction being
violated. This will keep the intent of the complaint focused on a specific
violation within our jurisdiction.
b. If the issue cannot be handled without board involvement, it will be then
submitted by the board member at the next board meeting.
c. At the Board meeting a discussion and a plan of action will be voted on. Once a
plan of action is voted on. The resident in question will receive a returned form
with the Plan of action, including a follow-up date for resolution.
d. All written complaints will be kept in a Complaint Suggestion log so records can
be reviewed from time-to-time.
Member Name:______________________________________________
Address:___________________________________________________
Phone:_____________________________________________________
Date:__________________
Issue/Complaint & Address where violation occurred :
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
_______________________(Please Attach any supporting documents)
Twelve Oaks Restriction or Restrictions Violated:
________________________________________________________________________
________________________________________________________________________
Member Signature: _____________________________________Date: ____________
For Board Use only
Date Responded to resident: ______________________
Board Member Submitted Summary:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Board Action:
Response sent to Resident:_________________________