Ipswich Townvillas Association

Complaints

To file a complaint against the Ipswich Townvillas Association in Chesapeake, Virginia, you generally need to follow a two-step process, focusing on the Virginia Department of Professional and Occupational Regulation (DPOR) and its Office of the Common Interest Community Ombudsman.

Here’s a breakdown of what you need to do:

Step 1: File a Complaint Through Your Association’s Internal Procedure (Required)

Virginia law requires all common interest communities (like HOAs) to have a written complaint procedure. This is the first place you must attempt to resolve your issue.

  1. Request the Complaint Procedure: If you don’t have a copy of Ipswich Townvillas Association’s official complaint procedure, you need to request it in writing from their board of directors or their management company. According to Redfin, Ipswich Townvillas Association, Inc. is managed by Property Management Associates (PMA). You can try contacting them at info@thinkpma.com or 757-646-6247.
  2. Submit Your Complaint: Carefully read and follow your association’s complaint procedure. Your complaint must be in writing and should allege a violation of the Virginia Property Owners’ Association Act, the Condominium Act, or the Virginia Real Estate Cooperative Act. It’s crucial to be precise and provide all necessary details and any supporting documentation (e.g., photos, emails, dates of incidents).
  3. Keep Records: Maintain copies of everything you send and receive, including the date you sent it.

Step 2: File a Complaint with the Virginia Office of the Common Interest Community Ombudsman (If Necessary)

If your association fails to respond to your complaint within 30 days, or if you receive a “Final Adverse Decision” from the association that you believe is incorrect or violates state law, you can then file a complaint directly with the Office of the Common Interest Community Ombudsman.

  1. Understand Their Authority: The Ombudsman’s office can review complaints alleging violations of common interest community laws and regulations (like the Property Owners’ Association Act). They generally cannot review complaints related to alleged violations of your association’s governing documents (e.g., declaration, bylaws, architectural guidelines) unless it also violates state law.
  2. Access the Complaint Form: You will need to use the “CIC Complaint Form.” You can find this on the DPOR website under the “Forms and Applications” tab for the Common Interest Community Ombudsman: www.dpor.virginia.gov/cic-ombudsman.
  3. Submit the Form:
    • Fill out the CIC Complaint Form completely.
    • If you’re complaining about the association’s failure to respond, you must also submit a copy of the written request you sent to the association for their complaint procedure.
    • If you’re appealing a “Final Adverse Decision,” you must submit a copy of that decision and any relevant records.
    • There is a $25 filing fee (required by law) if you are filing a “Notice of Final Adverse Decision.”
  4. Contact Information for the Ombudsman:
    • Phone: (804) 367-2941
    • Email: cicombudsman@dpor.virginia.gov
    • Mailing Address: Office of the Common Interest Community Ombudsman Department of Professional and Occupational Regulation 9960 Mayland Drive, Suite 400 Richmond, 1 Virginia 23233-1463   1. www.fairfaxcounty.gov www.fairfaxcounty.gov

Important Considerations:

  • Governing Documents: Your association’s governing documents are key. Make sure you understand them, as some issues might be covered there rather than by state law.
  • Legal Advice: If your complaint involves complex legal matters, civil law violations, or you’re unsure if your issue falls under state law, it’s highly recommended to consult with an attorney specializing in HOA law. State agencies like DPOR cannot provide legal advice.
  • Other Agencies:
    • Attorney General of Virginia: Handles consumer complaints against businesses, but primarily focuses on consumer protection laws, not typically direct HOA disputes unless it involves unfair debt collection practices.
    • Virginia Fair Housing Office: If your complaint involves discrimination based on protected characteristics (race, color, religion, national origin, sex, elderliness, familial status, or handicap), you can contact this office at 804-367-8530 or fairhousing@dpor.virginia.gov.

By following these steps, you can effectively file a complaint against the Ipswich Townvillas Association in Chesapeake, Virginia.