property owners’ association, inc. · steeplechase poa compliance procedure [2018] page 3 i....

[2018]

PROPERTY OWNERS’ ASSOCIATION, INC.

COMPLIANCE PROCEDURE

Date Version Description Approved 1/10/18 Original Initial issue BOD 4/19/18 Rev. 1 Revision based on counsel comments BOD

Steeplechase POA Compliance Procedure

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Table of Contents

I PURPOSE 3 II BACKGROUND 3 III STEEPLECHASE POA GOVERNING DOCUMENTS 3 IV ROLES AND RESPONSIBILITIES 4 V SPECIFIC COMPLIANCE PROCEDURE STEPS 5

1. NOTIFICATION OF A POTENTIAL NON-COMPLIANCE 5 2. INITIAL SCREENING FOR NON-COMPLIANCE 6 3. DOCUMENTATION OF NON-COMPLIANCE AND INITIAL NOTIFICATION 6 4. REMEDY OF THE NON-COMPLIANCE AND CLOSURE 7 5. SECOND NOTIFICATION OF NON-COMPLIANCE 8 6. REQUEST FROM RESIDENT FOR HEARING WITH MEMBERSHIP

COMMITTEE 9 7. MEETING BY THE MEMBERSHIP APPEAL COMMITTEE 10 TO RATIFY OR DENY A FINE 8. ACTIONS WHEN FINES REACH MATURITY 11 9. SUSPENSION OF MEMBERSHIP RIGHTS 12

APPENDICES

APPENDIX A HIGH LEVEL FLOWCHART APPENDIX B FINE SCHEDULE APPENDIC C EXAMPLE LETTERS FOR THE VARIOUS NOTIFICATIONS


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I. PURPOSE The Steeplechase Property Owner’s Association is a community of residents with common goals and desires regarding the appearance of the homes and the safety of the community. This document is written to ensure consistent compliance with those attributes of the home site necessary to maintain the appearance of the community. Note, this procedure will evolve during implementation of the Compliance Process. This was done to enable rollout of the procedure in a more expedient manner. Formal revisions to the website publication may lag actual development of various phases of the procedure. For example, the sample letters in Appendix C have not been finalized upon issuance of the procedure. They will be finalized at later dates.

II. BACKGROUND Steeplechase is a private, gated community, consisting of 324 individual properties and one non buildable property dedicated for green space and community enjoyment. Over the years most residents have maintained their property in beautiful condition. At times, some have allowed their home to fall in a state of disrepair that is unbecoming of the community and not in keeping with the community standards. As a result of feedback over the years, the BOD in 2017 met and discussed various options. The State of Florida provides for a process where fining is utilized and an opportunity for the resident to appeal to independent community members should the resident deems the fines to be inappropriate. This process has served many communities well; it gives opportunity for remedy at the local level prior to any legal escalation. The BOD of 2017 chose this process and has implemented it.

III. STEEPLECHASE POA GOVERNING DOCUMENTS: The Steeplechase POA community rules are authorized by a variety of entities such as the deed restrictions, the Community Plat, the Articles of Incorporation, Declaration of Covenants, Conditions and Restrictions (the DECS), and By-Laws to name a few. These rules are listed and summarized in the Steeplechase Community Rules document, approved in December, 2017; they are listed on the Steeplechase POA community website: https://steeplechasepbg.wordpress.com/ Any and all noncompliance with rules of the association may be subject to enforcement and the requirement for the resident to remedy in a timely manner. This procedure is the means by which compliance requests will be initiated.

https://steeplechasepbg.wordpress.com/


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IV. ROLES AND RESPONSIBILITIES The resident of every property is fully responsible to comply with all the rules governing ownership of the property and living in our community. Each property is bound to the legal documents that empowered the creation and on-going governance of the Steeplechase Property Owner’s Association (POA). The POA is the governing authority over all community documents and rules. A Board of Directors (BOD) of residents is elected each year to carry out the duties and responsibilities of the POA. The POA has authority to utilize legal proceedings to effect compliance. This has been historically utilized as needed (via both the lien process and the estoppel process), but generally the directors of the association prefer more amicable and less costly means to ensure compliance. If a lien is filed on a property, ultimately the owner is responsible to repay (this includes cases where the resident in non-compliance is a tenant). With the endorsement of a process by the state that empowers fining at the local level, the BOD has chosen fining as the first step to bring properties into compliance. If the property fails to comply under this procedure, the property will be turned over to the Association attorney for appropriate legal proceedings. Note that there are other procedures that may be best utilized to bring the property into compliance:

For non-compliances that also are non-compliant with Palm Beach County or City Statutes (and subject to their enforcement process), the non-compliance may instead be turned over to that entity. This is to minimize the fines the resident may be subject to.

For non-compliances that are timely with the sale of a property, the estoppel process may be the best route; it again minimizes the fines imposed on the resident and is a legally binding process that expedites remedy.

For other situations, Florida Statute 720, section 305 – entitled “Obligations of members; remedies at law or in equity; levy of fines and suspension of use rights” provides the basis and authority for this procedure. In summary, per the statute:

BOD is responsible for the establishment of a process for compliance (this procedure) and reasonable fines for each noncompliance.

The statute establishes the minimum dollar threshold before which an association may initiate legal proceedings (i.e. lien the property).

The statute affords residents who are fined the opportunity for a hearing before a committee regarding the proposed fine. In these instances the committee reviews and either ratifies or disapproves the fine that was levied. These committee members by statute are community members independent of the BOD, officers, directors, family members, etc.

The statute empowers the BOD to suspend for a reasonable time use of common areas or facilities after a period of delinquency. It also allows for suspension of voting rights. This is also consistent with the Steeplechase POA DECS.

The statute documents the logistics and record keeping requirements of enforcement. This procedure is written to comply with Statute 720.305 and the Steeplechase Governing Documents.


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V. SPECIFIC PROCEDURAL STEPS Appendix A documents a high level flow chart for the process. In general, this process accomplishes the following:

Provides for receipt and screening of all identification of potential non-compliances. Issues better remedied by other procedures may be processed outside this procedure

Provides detailed instructions for an initial courtesy notification of non-compliance as well as formal notification if the property languishes in non-compliance.

Provides for the logging and tracking of activities during the process in compliance with Florida Statutes.

Provides a framework for fining in accordance with Florida Statutes in the event the resident chooses not to comply.

Instructions for initiation of legal proceedings in the event the property under non-compliance is not remedied in a timely manner.

Provides for proper closure of items remedied The BOD shall establish a committee of at least 3 members of the community that will meet periodically to determine whether to confirm or reject the fine or suspension levied by the board as per Florida Statute 720, Section 305.

This committee shall be documented in meeting minutes of the BOD meeting by which it is so formed or as modified.

It is recommended that the committee be formed of an odd number of regular members not less than 3.

It is recommended that the BOD maintain 2 alternate members that may be called upon to act at a meeting in the event any regular member cannot attend. In those cases, it is recommended that an odd number attend any meetings for ease of determination of majority

This committee will be referred to as the Membership Appeal Committee (MAC)

DETAILED PROCEDURAL REQUIREMENTS:

1. NOTIFICATION OF A POTENTIAL NON-COMPLIANCE

1.1. Any entity may initiate identification of a concern for non-compliance: a. The Property Manager b. Members of the BOD c. Items that come to the attention of the Architectural Compliance Committee (ACC) d. Any other residents

1.2. Notification of the non-compliance shall be made to the Property Manager.


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2. INITIAL SCREENING FOR NON-COMPLIANCE 2.1. A log for tracking of non-compliances shall be maintained. This log should be revised as

necessary to capture pertinent information. In the event the resident ultimately chooses not to comply, thereby forcing escalation to the lien process, objective data records are essential to demonstrate that the association took all reasonable attempts to work with the resident for compliance. All identified potential non-compliances shall be logged.

2.2. The property manager shall review incoming items for potential non-compliance, including a trip to the site at the earliest convenience.

2.3. Objective evidence of the non-compliance shall be collected and stored. As a minimum, photographs (if feasible) should be taken showing some perspective with surrounding objects.

2.4. If the non-compliance is not valid, feedback shall be given to the source who identified the concern as to the basis of the determination. The PM may consult with any of the community resources to assist in this determination. The non-compliance log shall be updated to document resolution.

2.5. If the non-compliance is determined to be valid, the PM shall review the noncompliance to determine which route for enforcement is best: City of Palm Beach Gardens code enforcement Estoppel Steeplechase Compliance (this procedure)

2.6. If the non-compliance is determined to be best handled with the City of Palm Beach Gardens or Estoppel, update the log with this determination and initiate a tracking mechanism for remedy. It may be pertinent to track the City of PBG’s progress in the non-compliance tracking log.

3. DOCUMENTATION OF NON-COMPLIANCE AND INITIAL NOTIFICATION:

For non-compliances that are determined to be processed by this procedure:

3.1. The PM shall review the non-compliance against Appendix B (Fine Schedule). If the non-compliance is currently listed in the fine schedule, proceed to step 3.3

3.2. For non-compliances not currently listed in Appendix B, the PM shall determine the recommended fine amount, fine frequency, and fine ceiling. The BOD shall be notified of the recommended revision and asked to formally approve the addition at its next meeting. Upon ratification by the BOD, the meeting at which approval was made shall be documented. A working copy of Appendix B shall be updated to document the addition (including ref. to the meeting dates of each body).

3.3. Perform initial formal notification to the resident. A reasonable date is to be established for compliance. Lacking any special circumstances, the initial request shall require compliance within 30 days. Note this letter does not start the clock regarding statutory time frame mandates. Appendix C has examples of the various notification letters.

3.4. Attempt to contact the resident verbally; advise them of what is being sent and their obligation for remedy.

3.5. The log shall be updated to reflect these actions. If the PM speaks to the resident or leaves a message on an answering machine, the log shall reflect the date and time, name with whom the verbal discussion was held or that a message was left.


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4. REMEDY OF THE NON-COMPLIANCE AND CLOSURE NOTES:

These steps should be initiated at any time the resident provides remedy to the non-compliance

Fines will not be levied until after the 2nd letter – see section 5 below. A property may have multiple/different non-compliances outstanding at any given time.

Any of these non-compliances may be remedied and closed at any time independent of each other.

Remedy of a non-compliance without satisfaction of outstanding fines will still ultimately result in processing of a lien for lack of payment.

For non-compliances that have fines associated with them that have reached their maturity and been turned over to the attorney for lien processing - closure of the item may not be made under this procedure. Closure of those items under lien proceeding may only be closed via the attorney’s office.

4.1. Remedy of the noncompliance combined with satisfaction of any outstanding fines and

fees is required to close a non-compliance item. 4.2. Upon notification of remedy from the resident or other means, perform a final review of

the actual remedy date and fine amount to ensure the resident is not under or over charged. Document this in the log.

4.3. If compliance is satisfied coincident with satisfaction of outstanding fines, fees, etc.: a. A thank you letter shall be sent by the PM to the resident clearly stating that the non-

compliance item is closed, no further action required on their part. b. Add this to the new business agenda items for the next meetings of the BOD. c. Provide feedback of closure to the person who initiated notification of the non-

compliance. d. Update the log to reflect closure.

4.4. If remedy of the non-compliance is made, however outstanding fines still exist: a. Send a letter to the resident thanking them for the remedy, however remind them

that this does not remove them of the obligation to pay the fines. Provide the fine details as part of the letter. i. If the accumulated fine for this non-compliance has reached maturity ($1000),

send a follow-up invoice to the resident with a 14 day due date. Stipulate in the letter that non-payment will result in the item going before the BOD for approval to turn the matter over to the attorney for a lien.

ii. If the accumulated fine for this non-compliance has not yet reached maturity (less than $1000), remind the resident that upon the date the fine reaches maturity state the date by which the fine reaches maturity, and that at that time non-payment will result in the item going before the BOD for approval to turn the matter over to the attorney for a lien.

b. Attempt to contact the resident verbally; advise them of what is being sent and their obligation to pay.

c. The log shall be updated to reflect these actions. If the PM speaks to the resident or leaves a message on an answering machine, the log shall reflect the date and time, name with whom the verbal discussion was held or that a message was left.


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4.5. For items that have been turned over to the attorney; upon successful remedy of the non-compliance and receipt of funds from the attorney, update the log to document closure.

5. SECOND NOTIFICATION OF NON-COMPLIANCE: 5.1. At the time the resident has reached the time notified in step 3.3 without implementing

remedy, a 2nd notification shall be sent to the resident. 5.2. This notification advises the resident of initiation of the fining process as empowered by

Florida Statute 720, section 305. 5.3. Attachment C to this procedure documents a sample letter to the resident. As a minimum,

said letter shall contain the following: a. Attachment and reference to the initial notification sent (including postal system

registered receipt date) b. Restatement of the specific non-compliance that must be brought to remedy c. Date when the non-compliance was noted and inspected by the PM. d. Statement that since the property was not brought into compliance, the fining

process will be initiated after 21 days from the date of this letter posting. Note – the statutory requirement is that a fine may not be levied within 14 days of this notification.

e. Notification that the non-compliance has been officially processed under the authority of this procedure.

f. Consequences to the resident should the property not be brought into compliance (fine amounts, frequency, total aggregate amount ceiling, and point at which the property will be escalated to lien)

g. Notification to the resident that they have up to 14 days per statute to request an appeal by independent members of the community as to the validity of the fine imposed for their infraction.

h. The notification shall be sent via regular mail and certified mail. A courtesy call to the resident shall be attempted to notify them verbally as well.

5.4. Update the agendas for the next BOD to reflect summary details of this 2nd notification. 5.5. Update the tracking log to reflect these actions. If the PM speaks to the resident or leaves

a message on an answering machine, the log shall reflect the date and time, name with whom the verbal discussion was held or that a message was left.

5.6. Note this notification formally starts the statutory clock for the resident’s right to appeal to a MAC.


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6. REQUEST FROM RESIDENT FOR HEARING BEFORE THE MEMBERSHIP APPEAL COMMITTEE

NOTES:

At any time the resident requests for an appeal to the MAC, these steps apply. By statute, the resident is allowed 14 days to request the appeal. This is not intended to

be absolute; consideration should be given to delays in mailing or extraordinary circumstances. If it appears that the resident made reasonable attempts to notify within this time frame, some latitude may be granted by the PM but not to extend beyond the 21 day start date of the fine.

Once a fine is ratified by the MAC, the resident has no further opportunity for appeal of that fine.

The committee is to be comprised of community members who are not officers, directors, or employees of the association, or the spouse, parent, child, brother, or sister of an officer, director, or employee.

If the MAC previously denied approval of a fine levied on the same non-compliance, the revised fine is a new fine; the time clock starts again. The resident has the right to appeal another time within 14 days of the new notification.

The committee’s role is limited to ratification or disapproval of a fine levied by the BOD for any particular noncompliance.

The Steeplechase POA BOD has proactively determined that it is prudent to have a running, approved schedule of fines active at any time to ensure consistent enforcement.

6.1. Document in the log the date and time of any communication from the owner in response

to the correspondence, including requests for appeal before the MAC.. Document method of communication as verbal, face to face, or via correspondence.

6.2. The statutory requirement by which appeal is afforded the resident is 14 days. Review the log, previous letters, certified receipt dates and make a determination as to whether or not the request has been made within the 14 day window.

6.3. If the request was within 14 days of the formal notification (2nd letter): a. Schedule the resident to meet at the next MAC meeting. b. Notify the BOD of the residents’ request c. Formally respond to the resident approving their request for hearing before the

MAC. The content of the letter as a minimum shall contain: i. Restatement of the particulars regarding the non-compliance and prior

notification dates. ii. Acknowledgement of the resident’s scheduled meeting date, time and

notification with the MAC. iii. A statement that should the fine be ratified by the MAC, the effective date for

the fine is either the date stipulated in the 2nd letter or the day after the MAC meeting.

iv. A statement that should the fine be rejected by the committee this does not resolve the non-compliance; it simply suspends the fining process until the next notification

v. Attempt to verbally contact the resident to notify. vi. Update the log with these actions.


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6.4. If it is not reasonable to conclude that the request was within the reasonable time stipulated above (2nd letter) when considering mail times, holidays, etc: a. Formally notify the resident of denial of their request for appeal since it is beyond

their 14 day statutory right. b. Restate their obligation to bring the property into compliance and the fines levied/to-

be-levied c. Attempt to verbally contact the resident to notify. d. Update the log with these actions.

7. MEETING BY THE MEMBERSHIP APPEAL COMMITTEE TO RATIFY OR DISAPPROVE A FINE 7.1. If a resident requests for hearing by the Membership Appeal Committee (MAC) within

14 days of notification of the fining process, the PM shall schedule a meeting of the MAC at the earliest convenience. Every reasonable effort should be afforded the resident for a meeting time and place they can attend.

7.2. Upon call to order by the PM (or alternate), the PM shall present the details of the non-compliance and all information supporting the POA’s position to the membership (fining) committee.

7.3. The owner shall be entitled to present its defense, including any documents or relevant witnesses, as to why the owner believes the fines or suspension should not be imposed.

7.4. The committee is to review the request and ratify the proposed fine schedule or disapprove it.

7.5. Ratification is accomplished by a majority vote of the committee comprising at least 3 members present.

7.6. If ratified: a. Notify all present that the date of the first fine will be the next business day. b. Remind the resident prior to their departure that the proceedings are processing

unimpeded (other than the possible change in start date of the fines); all requirements previously stipulated are still binding.

7.7. If the committee disapproves the fine: a. The PM shall advise the resident that the proposed fine is nullified. Advise the

resident of the next actions: i. That the noncompliance still exists (i.e. the committee’s disapproval is not of

the non-compliance, but only of the fine schedule). ii. that alternative enforcement actions may be discussed by the BOD (including

a possible revised fine schedule). iii. Request the resident to implement remedy as quickly as possible to avoid

further action by the BOD b. The PM shall advise the resident they may leave the meeting at that time if they

wish. c. The PM shall then attempt to determine the basis for the denial and determine a

reasonable revised fine schedule to impose and present before the BOD. 7.8. Adjourn the meeting.


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7.9. Take an action to propose an alternate method of enforcement or a new fine schedule for this noncompliance before the next BOD meeting. Put it up for discussion and approval as an agenda item at the next BOD meeting.

7.10. Send a formal notification of the meeting outcome to the resident soon after the meeting. a. Update the log with all actions taken, including the fine start date.

8. ACTIONS WHEN FINES REACH MATURITY

NOTES: The Florida Statute limits each specific fine to accumulate to no more than $1000.

Multiple fines may amass to a greater amount in aggregate, however each fine is capped at $1000.

The point at which a fine reaches this limit will be referred to as the maturity date. Recognizing that fines may mature at different dates; it is desired to process for a lien

for non-compliance when the last outstanding fine reaches its maturity date. 8.1. When all the fines for a given property have reached maturity, the PM shall make one

last courtesy call to the resident to advise them their fine(s) will be presented to the BOD for approval to turn the noncompliance fines over to the attorney for lien. Try and encourage them to remedy the property and pay the fines.

8.2. Document the results of the call in the log. 8.3. Summarize the information into a package to present to the board and place it on the next

BOD agenda. 8.4. Following the BOD approval at the BOD meeting:

a. Request BOD clarification if the BOD wishes to use fine proceeds to remedy the process once the lien process has been initiated. If yes, make note for the attorney notification that the BOD desires to use the collected fines as proceeds that can pay independent contractors to remedy the property in accordance with the stipulations determined by the attorney (date, method, etc.).

8.5. Send a formal letter to the resident notifying them that the matter has been turned over to the attorney. All future communication must be between the resident and counsel going forward.

8.6. Turn the matter over to the attorney with all information for processing (either via unanimous email consent or by majority vote at the next meeting).

8.7. The PM is to engage in no further processing of the non-compliances turned over unless asked to do so by the association attorney. Incoming calls to the PM by the offending resident are simply to be referred to the attorney’s office.


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9. SUSPENSION OF MEMBERSHIP RIGHTS NOTE: Florida statute 720, section 305, paragraphs (3) and (4) empower the association to suspend some rights to use of community property (e.g. the convenience resident entry lanes) as well as suspend voting rights. 9.1. The PM shall track non-compliances. 9.2. If the owner is more than 90 days delinquent for the payment of any fee, fine, or other

monetary obligation due to the association, then the association may suspend the voting rights of the owner. a. In such a case, the PM will schedule this as an agenda item at the next Board

meeting. b. If the Board approves the suspension of voting rights, the PM shall notify the owner

in writing that all voting rights are suspended unless and until all amounts owed to the association are paid in full.

9.3. For any suspension of the right of an owner, or an owner’s tenant, guest, or invitee, to use common areas and facilities for the failure of the owner of the parcel or its occupant, licensee, or invitee to comply with any provision of the governing documents, the same process above with regard to fining shall be followed, including the right to a hearing in front of the MAC.

9.4. If the BOD approves suspension of common property privileges: a. If the matter is being processed by the attorney at this time, notify the attorney of the

BOD decision. b. If the matter is still in the POA for processing, prepare and send formal notification

to the resident advising them of such suspension. The notification process shall be as defined above in sections 5. And 6. with the distinction that it is now regarding suspension vs. fine.

9.5. Update the log with actions taken.

Steeplechase POA Compliance Procedure Appendix A

The following is the high level flowchart for implementation of this procedure

Potential violationidentified to POA

Manager (anysource)

POA managerreviews for validity

Is potential violationvalid AND needs to

follow fining process?

Is potentialviolation valid

Implement remedyof non-compliance

per appropriateprocess

Feedback tosource that event

is not deemedpotential violation

Is violation onapproved fine

schedule

POA manager reviewand develop

recommended fineamount and schedule

BOD review reviewfor concurrence

POA managerupdate approved

violation list

N

Y

N

N

Y

Property in compliance?

NOTE - at any time, the residentmay comply, routing the process

to the closure steps

Within 14days, resident

requests review bycommittee

POA Managerschedules reviewby membership

appeals committee

<

If remedy and fines not completed within thetimeframe stipulated in the first letter, Formallynotify resident again of noncompliance. Fineamounts and schedule are documented in

notification.

N

21 day clockstarts

Y

At 21 days (orrevised date per

committee meeting)property inspected

for compliance

Committee meetsto rule on fine

validity

Fine ratified?

Y

N

POA manager tofeedback to BODfor further review

and action

Ratification of finenotification sent to

resident

BOD meets and approveslien process initiation and

whether or not to allowfines to be used to pay for

remedy

NSend thank youletter to resident

for complying

Preparedocumentation to

close out itemY

N

Closeout item,update log, notifyBOD, update log

Remedy madewithin timeframe? Y

Send closure letterto resident

New fine scheduledeveloped withconcurrence of

BOD andmembership

appeals committee

Send formal letterwith updated fine

schedule toresident

Finespaid?Y

Send notice ofoutstanding fines to

resident and date to besent to BOD for lien

process approval

When fines reachmaturity, place on

BOD meetingagenda for

approval to lien

N

PM turns propertyover to attorney

for lienprocessing.

At the next BODmeeting near 90clock, the BOD

determinessuspension of

membership rights

POA manager prepare and sendinitial violation notification letter to

resident. Put the item as newbusiness (no action) on the next BOD

meeting agenda.

Y

Steeplechase POA Compliance Procedure Appendix B

FINE SCHEDULE

FINE NON-COMPLIANCE FINE FINE MAXIMUM # AMOUNT FREQUENCY FINE 1 DIRTY ROOF $100 WEEKLY $1000 2 MAILBOX DECREPIT $ 50 WEEKLY $1000 DRIVE ENTRY LIGHT $ 50 WEEKLY $1000 3a NON-FUNCTIONAL $ 50 WEEKLY $1000 3b DECREPIT $ 50 WEEKLY $1000 4 RV SCREENING $100 WEEKLY $1000 5 COMM. VEH. PARKING $100 DAILY $1000

Steeplechase POA Compliance Procedure Appendix B

FINE DETAILED DESCRIPTION

FINE # NON-COMPLIANCE 1 DIRTY ROOF DIRTY ROOF IS SELF EXPLANATORY. THIS IS WHEN THE

SOOT MILDEW GROWTH HAS BECOME SIGNIFICANT AND UNSIGHTLY

2 MAILBOX THIS IS FOR A MAILBOX THAT HAS OBVIOUS SIGNS OF DECREPIT DISREPAIR: DIRT/MILDEW, LEANING, ROTTED WOOD,

RUSTED POST OR ACCUTRIMENTS. 3a DR. ENT LGHT THIS IS FOR A DRIVEWAY ENTRY LIGHT THAT DOES NOT NON FUNC. AUTOMATICALLY LIGHT AT NIGHT 3b DR. ENT LGHT THIS IS FOR AN ENTRY LIGHT THAT HAS OBVIOUS SIGNS DECREPIT OF DISREPAIR: DIRT/MILDEW, LEANING, ROTTED WOOD,

RUSTED POST OR ACCUTRIMENTS.

Steeplechase POA Compliance Procedure Appendix C

Initial Notification Letter (sent regular and certified mail)


2nd Notification Letter (sent regular and certified mail)


Acknowledgement of request to appeal before MAC (sent regular and certified mail)


Denial of request of appeal before MAC (sent regular and certified mail)


Closure thank you Letter (sent regular mail)


Letter for remedy with fines still outstanding (sent regular and certified mail)

Other sample letters to follow

Steeplechase POA Compliance Procedure Appendix D