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i. Final letter to the accused, See Section 6.E. below, and ii. Final letter to the complainant, See Section 6.F. below.
b. When the Board determines the complaint is valid; See Section 4.A.2. and 4.B. below.
SECTION 3. ACTION BY INVESTIGATIVE COMMITTEE.
A. The Grievance Committee, or Ad Hoc Committee, as the case may be, while limiting their investigation to the specific complaint, shall as expeditiously as possible investigate the circumstances to the extent necessary to feel that they are apprised of the true situation and. able to determine if the alleged complaint is valid. This may include talking, formally or informally, with any other members of the Club who may have knowledge of the situation and also talking with and questioning the complainant and the accused. When the Committee discusses the complaint with the accused, they must also advise him/her that:
1. The final decision rests with the Board not with the Committee, and
2. Prior to reaching their final decision the Board, by written letter, will notify the accused they
have the option to formally meet with the Board at a mutually agreeable time and accused may bring a witness(es) or an advisor to the meeting; provided the witness(es) and/or advisor to the meeting is a Club member in good standing.
B. The Committee’s report includes their determination regarding the validity of the complaint: 1. Valid and warrants disciplinary action,
2. Valid but of insufficient merit to warrant disciplinary action, or
3. Invalid where no disciplinary action is considered.
C. When the compliant involves Code of Conduct issues the Committee will also investigate the accused’s past history and weigh this in determining its recommendation.
D. When the complaint is found to have merit and disciplinary action is warranted the Committee will recommend the level of discipline applied:
1. None,
2. Warning Letter,
3. Suspension,
4. Expulsion, or
5. Some other form of discipline the Committee considers suitable.
E. On completion of the investigation, the Committee has the responsibility of preparing a report for the Board in sufficient detail of investigation findings regarding both sides of the Complaint so the Board will have a comprehensive understanding of the situation. The report states the Committee’s determination on the validity of the complaint and recommendation on disciplinary action, if any, to be imposed.
F. The Committee’s finished report is forwarded to the President.
SECTION 4. BOARD ACTION ON RECEIPT OF INVESTAGING COMMITTEE REPORT.
Upon receiving the report and recommendation from the Committee the President forwards the Committee Report to the Board. If the President determines immediate action is not required, he/she will schedule it for the next Board meeting Executive Session. If the President determines that immediate action is required, he/she will call, a Special Board meeting. Special meeting may be in person with optional video conferencing or conducted by e-Mail. For “immediate action” determination by the President, the Board will make all efforts to conclude Special Meeting within five (5) days of receipt of Committee’s report and recommendations. At this meeting the report with recommendations will be discussed. The Board will make their decision regarding the validity of the Complaint.
1. If the Board determines the Complaint is invalid the case is closed. The President instructs the Secretary to so notify the accused and complainant by letter. See Section 6.E. and Section 6.F. below.
2. If the Board determines the Complaint is valid,
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