Dillon Townhome Association review: requesting to rent clubhouse

At the beginning of July, I asked my son to request to rent the club house on my behalf, for a family event. I am out of my home 12 hrs. with my commute into the city. My son is not a tenant, he lives with me. I asked him to call the club house to insure that he could complete the app. on my behalf. He was informed this was ok prior to his going to the club house. My son completed the app. paid the fees, and received a copy of the signed contract and a receipt.
Later, we received a statement that our event had been cancelled and the check was enclosed, no reason for this cancellation. I called the club house and asked when I could come in to complete the paperwork. I was told Sat. they were open. I took a day off from work instead to come to the club house to complete the application to insure that it was done according to what they wanted, only to be told that I had to come to a board meeting. Again, no explanation. I have owned this property since 1991 and have only requested it's use twice during that time. It is frustrating at best to told one thing and have another thing done to you.
Where is the professional courtesy in all this? Could this situation have been addressed by phone? Couldn’t I have been given the respect and dignity of being told what I did wrong by phone or in writing and what I needed to do to modify the circumstance? We do not even have the privilege of accessing our Board of Directors for such complaints. What purpose do they serve, really?
It seems to me that someone is on an ego trip here.