In the absence of a staffed and functioning BMDCA Assistance and Guidance Resource, the Board of Directors shall be responsible for the entire Grievance Procedure.
BMDCA GRIEVANCE PROCEDURE FOR NON-MEMBER COMPLAINTS
When a non-BMDCA member writes to the BMDCA with a complaint against a BMDCA member or members, the Assistance and Guidance Resource shall promptly determine whether BMDCA involvement is reasonable and appropriate.
If BMDCA involvement is not considered reasonable and appropriate, the Assistance and Guidance Resource shall immediately send a letter to the complainant:
a. acknowledging the complaint;
b. advising the complainant that his/her concern has been reviewed and determined not to be a matter to be handled by the BMDCA;
c. (optional) suggesting that the complainant look elsewhere (legal process, mediation, letter to the AKC, etc.) for satisfaction.
If the Assistance and Guidance Resource determines that BMDCA involvement with the complaint is reasonable and appropriate, the Assistance and Guidance Resource shall promptly:
1. send a letter, including a copy of the complaint, to the BMDCA member(s) named:
a. requesting and recommending that the member(s) contact the complainant to discuss and as appropriate, rectify the situation;
b. requesting that the member(s) send a written response to the new Committee describing the action taken by the member(s) to rectify the situation or providing an explanation as to why the situation should not be addressed or rectified as the complainant requested.
2. send the complainant a copy of the letter to the member(s).
Where the non-member complainant does not get satisfaction and appeals to the BMDCA for help a second time, the Assistance and Guidance Resource shall forward the issue to the BMDCA Board of Directors. At the discretion of the Board, either the Board or the Assistance and Guidance Resource shall promptly:
1. send a strongly worded letter, including a copy of the additional complaint, to the BMDCA member(s) named:
a. suggesting that the member(s), not the BMDCA, is responsible for rectifying the situation. The letter will stipulate a time limit for resolution of the issue.
b. send the complainant a copy of the letter to the member(s).
In an instance where the non-member complainant does not get satisfaction and appeals to the BMDCA for help a third time, a Grievance Committee will immediately be formed. The complainant will be informed of this action.
Confidential records shall be kept of all correspondence in the above procedures.
THE GRIEVANCE COMMITTEE
The Grievance Committee shall be made up of 3 BMDCA Members who have been in good standing for the previous 5 consecutive years. If the complaint involves breeding related issues, Grievance Committee members must be Breeders as well as being BMDCA Members in good standing for the previous 5 consecutive years.
Assignment of the Grievance Committee
The Corresponding Secretary of BMDCA will begin at the "A's" in the Membership book and contact qualified members to request their participation in the Grievance Procedure until a Committee of 3 is formed. The Corresponding Secretary's Membership book shall be marked so that the next Grievance Committee members will be selected, alphabetically, beginning after the last name of the last member of the preceding Grievance Committee. The Board shall be promptly notified of the membership of the Grievance Committee.
The Grievance Committee shall have the power to investigate the charges by the complainant, and discuss the complaint with the complainant and the member(s) against whom the complaint was lodged, with the ideal goal of facilitating a mutually agreeable resolution of the complaint. The Committee will report its progress to the President of the BMDCA within 30 days from the time the Grievance Committee is constituted. The President will keep the Board informed.
All facts and the names of the member(s) against whom the complaint was lodged will be kept in strict confidence until the termination of the proceedings. The entire proceeding will remain confidential unless, upon the recommendation of the Grievance Committee, the Board prefers charges against the Member(s). In this instance the Board will follow the instructions of the BMDCA By-Laws.
All correspondence generated by the complaint will be maintained in a confidential file by the BMDCA President. This file shall become a permanent portion of the present and future presidents' records.
STANDING RULES OF THE GRIEVANCE COMMITTEE:
1. select a Chairman;
2. sign a Non-Disclosure Agreement to protect the privacy of the individuals involved;
3. read all the paperwork that has been submitted and determine the role and responsibility of each committee member;
4. contact (in writing) the BMDCA Member and the Complainant;
5. investigate the charges as necessary;
6. caucus to determine the outcome of the complaint;
7. write a report of the Committee actions, decisions and recommendations;
8. send the report to the Board;
9. send a written summary of Committee actions, decisions and recommendations to the Complainant and the BMDCA member(s) against whom the complaint was lodged, and if the Committee recommends that the Board file charges inform them that they will promptly be notified by the Board of actions based upon that recommendation;
10. send all the written information to the BMDCA President for storage.
For questions concerning complaints please contact Roxanne Bortnick.
Adapted, with appreciation, from the Portuguese Water Dog Club of America Grievance Procedure for Non-Member Complaints.
If you have questions about how to file a complaint, or wish to proceed with the filing of a complaint please contact:
Roxanne Bortnick 1922 Cherry Lane Johnstown, CO 80535 Roxanne Bortnick.Last modified: December 1, 2007.