We want our communities to be safe, respectful, and cooperative. Sometimes, problems happen—and when they do, it's important to report them clearly and factually so we can take the right action.

This guide will show you how to:

• Try resolving issues directly with your neighbor

• Write a complete and helpful witness statement

• Document ongoing issues using a witness log

Important: Please focus only on what you saw, heard, or experienced. Leave out personal feelings, opinions, or guesses. Just the facts help us respond effectively.

Step 1: Talk to Your Neighbor (If Safe)

Before submitting a formal complaint, we ask that you try to resolve the issue neighbor-to-neighbor, as long as you feel safe doing so. Many problems can be cleared up with a respectful conversation.

If that doesn’t work—or if the issue is serious, recurring, or makes you feel unsafe—then it’s time to submit a written, factual complaint or witness statement.

If it is an emergency situation or a crime, please contact your local authorities as we are not emergency response personnel. 

Step 2: What to Include in Your Statement

Your report should be clear, factual, and detailed. Think of it like a police report. Avoid guessing, exaggerating, or using emotional or judgmental language.

Please include:

• What happened:
  Describe exactly what you saw or heard. Be as specific as possible.
  Stick to the facts.
  

• Who was involved:
  Only include names or unit numbers if you are absolutely sure.
  If you don’t know them, give a neutral physical description (see examples below).
  Do not assume or speculate. Only include what you know for certain.
  

• When it happened:
  Give the date and time (or a general timeframe if you’re not sure).
  If this is a recurring issue, you may need to start a witness log (see Step 4).
  

• Where it happened:
  Be specific about the location. Example: “Near the back fence of Lot 41.”
  

• What the conduct was:
  Describe what was said or done.
  Avoid opinions like “they looked suspicious” or “they seemed angry.” Just describe the behavior.
  

• Photos or video (if available):
  These can be very helpful. Only include them if taken safely and legally.

Step 3: How to Write a Good Description

Use neutral, descriptive language. Avoid judgmental words.

Not helpful:

“A vicious-looking dog was running around. It was probably going to bite someone. It looked like the kind of dog that shouldn’t be allowed in the park.”

**If you feel a situation is dangerous or in need of immediate attention, please contact animal control or local authorities (usually the non-emergency line). Then, provide a written report to the board or management with factual details. A copy of the police report works as well.

Helpful:

“A medium-to-large dog that was black and brown with a strong build, similar to that of a rottweiler, was seen running loose near space 42 around noon on Monday, May 27. It was not wearing a collar. The dog’s name is ‘Lucky’ and it lives at space 162. I have brought this to the attention of the owner on 05/14/2025 (the first date I witnessed the dog loose) via an in person conversation at their residence. This is also how I confirmed where the dog resided as the dog was present in the home at the time of the interaction I did not see the owner nearby or searching for the dog. I contacted animal control and spoke with Officer Smith at approximately 12:00 PM. The report number is 123XYZ897. I’m submitting this written statement to inform the board and management in addition to the report I made to animal control.”

This example is clear, specific, and based on observations. It includes what happened, when and where it happened, identifying details, actions taken, and avoids opinions or assumptions.

Remember: You’re reporting what you observed—not what is assumed/suspected.

Step 4: For Ongoing Issues — Use a Witness Log

If something happens repeatedly (like loud music every weekend or an ongoing safety concern), we need a log showing each time it occurs.

Each entry should include:

• Date

• Time

• Description of what happened

• Who was involved (only if known or clearly identifiable)

Be consistent and stick to the facts every time. You can keep this on paper, in an email.

Step 5: All Reports Must Be in Writing

We can only take action on Community Rule violations or Lease violations please review those documents on our website www.coopmgt.com and state which section(s)/rule(s) you believe were violated. Written complaints or witness statements. You can submit them two ways:

1. Email:
   Send your statement to: help@coopmgt.com
   (This counts as being in writing)

2. Paper letter:

• Write your statement clearly.

• Sign your name at the bottom.

• Deliver it to your Board of Directors or mail it to:
  
  CMI
  PO BOX 490
  GOLD BEACH, OR 97444

We do not accept verbal or anonymous reports. Reports must include your name and a signature if on paper.

Step 6: What Happens Next

After you submit a written report:

1. We will review it and investigate if needed.

2. We will take action according to the community rules and our company policies.

3. We will contact you if we need more information.

Confidentiality and Follow-Up

We do not share complaint details or discuss resident issues with other residents. The board receives a copy of all complaints. All complaints are handled confidentially and professionally. We follow community rules and internal policies to ensure each report is taken seriously and responded to fairly.

Submitting clear, fact-based reports helps us keep your community respectful and safe for everyone. Thank you for your cooperation.