LORTON VALLEY HOMEOWNERS ASSOCIATION, INC.

Policy Resolution No. 8‑12

Policy Required under Virginia Law for the Receipt and Resolution of Complaints

WHEREAS, Section 18VAC48-70-10, et seq, of the Virginia Administrative Code requires that the Association enact the written complaint procedures required by Section 55-530(E) of the Virginia Code by September 28, 2012 and outlines the requirements of said complaint procedures;

NOW, THEREFORE, the Board of Directors adopts the following policy and procedures:

1. Complaint Form

To submit a complaint, complete the attached Complaint Form (Exhibit A) and mail, hand‑deliver, or fax it to:

Lorton Valley Homeowners Association, Inc.
c/o Charity Ave‑Lallemant, Community Manager
Armstrong Management Services
3949 Pender Dr., Suite 205, Fairfax, VA 22030
Fax: 703‑313‑9502

2. Required Information

The Association shall review the Complaint Form in order to determine if it is complete and actionable. A complaint must specifically allege a violation of applicable law or regulations by the Association. If the complaint does not express such an allegation, the complaint is not actionable, and this policy shall not apply. If the complaint is complete and actionable, the Association will accept it for

review and decision. If the complaint is incomplete or not actionable, the Association will not accept the complaint and shall notify the complainant why the complaint was not accepted and what additional documentation or information is necessary, if applicable, to process the complaint. In either case, the Association will provide a written response to the complainant within 7 days by either certified mail or hand-delivery. Acknowledgment of receipt and either acceptance or rejection may be sent via electronic means if the complainant has consented to receive electronic communication from the Association, and, in such event, the Association shall retain a record of delivery of such acknowledgment.

3. Review Period

Assuming the complaint is accepted for review, either upon initial filing or upon receipt of additional information or documentation, the Association shall then

undertake best efforts to complete its review of the complaint within thirty (30) days of receipt. If a complainant fails to submit any required and requested documentation or information to the Association within fourteen (14) days of the Association’s written request, the Association shall deem the matter closed.

4. Meeting or Hearing

After conclusion of the review period, the Association shall

provide written notice to the complainant of the time, date and location of either a hearing or meeting of the Association’s representatives who will make a final decision regarding the complaint. The written notice shall be sent to the complainant via either hand-delivery or certified mail, return receipt requested, no less than 14 days in advance of the meeting or hearing. The written notice may be sent via electronic means if the complainant has consented to receive electronic communication from the Association and, in such event, the Association shall retain a record of delivery of such acknowledgment.

5. Notice of Decision

The Board of Directors shall determine the representatives of the Association who shall conduct the proceedings and make a final decision on the complaint. Notice of that decision (“Notice of Decision”) shall be rendered to the complainant by certified mail or hand delivery within 7 days of the decision. The Notice of Decision shall be dated as of the date of the decision, include specific citations to the laws or regulations of Virginia that led to the final decision, and shall include the Common Interest Community registration number for the Association. If applicable, the Notice of Decision shall also state the name and license number of the common interest community manager involved.

6. Appeal to Ombudsman

The Notice of Decision shall also advise the complainant of his or her right to file a Notice of Adverse Decision to the Office of the Common Interest Community Ombudsman and provide the data necessary to do so.

7. Record Keeping

The Association shall maintain a record of all complaints for no less than one year from the date of the Association’s final decision, including incomplete and

non-actionable complaints.

8. Availability

A copy of these procedures shall be made available upon request, and on the Association’s website.

9. Resale Disclosure Packet

A copy of these procedures shall be included in any resale disclosure packet issued after the effective date below.

10. Annual Report

The Association shall certify with each annual report filing that the Association complaint procedure has been adopted and is in effect.

Effective Date: September 28, 2012

Adopted by the Board on September 12, 2012
Mailed to Membership on September 28, 2012

FOR ASSOCIATION RECORDS
I hereby certify that a copy of this Policy Resolution was mailed or hand‑delivered to members on September 28, 2012.

Charity Ave‑Lallemant
Community Manager, Armstrong Management Services

Exhibit A

Lorton Valley Homeowners Association, Inc.

Complaint Form (To comply with Section 55‑530 of the Virginia Code)

You must use this form to file a complaint. Please complete, sign, and date this form and mail or fax it to:

Lorton Valley Homeowners Association, Inc.
c/o Charity Ave‑Lallemant, Community Manager
Armstrong Management Services
3949 Pender Dr., Suite 205, Fairfax, VA 22030
Fax: 703‑313‑9502

Name of Complainant(s):
____________________________________________________________

Address:
____________________________________________________________

Phone: (Home) ________________   (Mobile) ________________

Preferred method of communication: Writing ______   E‑mail ______

Phone (Work): ________________   Email: ________________

Please describe the nature of your complaint, including relevant times, dates and locations, and the specific provision of state law and/or regulations that you believe has been violated (attach additional pages as needed):

Name and address of persons who are the subject of complaint:
____________________________________________________________________________
____________________________________________________________________________

Explain what you want the Association to do in response to your complaint:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________

To be completed by Association representative only:

Received by: _____________________   Date: ____________

FOR ASSOCIATION RECORDS

I hereby certify that a copy of the foregoing Policy Resolution was mailed or hand‑delivered to the members of the Lorton Valley Homeowners Association, Inc. on this 17th day of September, 2012.

Terry McGuire
Property Manager,