The following sets out the procedure for reporting a conduct concern or for retaliation, and for how those allegations will be investigated and resolved. All concerns shall be handled confidentially to the greatest extent possible.
a. Filing a Concern
Any person alleging a violation of the BRCC Code of Conduct Policy may contact a BRCC coach. Any concerned party may also contact one of the BRCC officers (the BRCC President, Vice President, Treasurer or Secretary).
The contacted coach or the BRCC Officer shall engage with individuals and groups in the BRCC paddling community to explore and assist them in determining options and to help resolve conflicts, problematic issues, or concerns by:
i. Listening to understand issues while remaining neutral with respect to the facts. The coach or BRCC Officer does not listen to judge or to decide who is right or wrong.
ii. Developing and helping individuals evaluate options which can include the filing of a formal report. This helps individuals identify the interests of various parties to the issues and helps focus efforts on potential options to meet those interests.
iii. Where appropriate, helping to resolve issues between parties through various types of informal mediation.
The Coach or BRCC Officer shall operate in a manner to preserve the confidentiality of those seeking their services, maintain a neutral/impartial position with respect to the concerns raised, and work at an informal level of the BRCC. The Coach or BRCC officer shall not make any promises or conjectures as to an outcome.
In the event a person alleging a violation of the BRCC Code of Conduct policy seeks a formal review of their allegation, they have the option to complete and file a BRCC Reporting form in as much detail as possible. The completed form shall be emailed to either the Board President (email@example.com) or the Board Secretary (firstname.lastname@example.org) including any supporting documentation provided; however, that if the Reporting form alleges misconduct by both the Board President and the Board Secretary, the completed form shall be emailed to the entire Board of Directors (email@example.com).
b. Review of Report
- Upon receipt of a Report, a three-person “Ethics Committee,” determined by the Board Secretary based on the nature of the concern comprising one Board member, one coach and a member at-large appointed by the BRCC Board, shall conduct a brief initial review, and may request additional information from the Reporter. If the concern involves the Board Secretary, the Board President shall adjust the composition of the Ethics Committee. The Ethics Committee shall inform the entire BRCC Board of Directors within 3 days of receipt that a Report has been filed. The Ethics Committee should submit its findings to the Board as quickly as possible but no later than 21 days from the date the Reporting form is submitted.
- In its review, the Ethics Committee may also seek additional information from the Reporter and/or parties named in the Report, and any witnesses if applicable. The Committee may consider the refusal to provide such information when deciding how to proceed with the report.
During the review process, the Ethics Committee shall not disclose any information to any non-involved party. The Ethics Committee will provide the general status / nature of the Report, and respond to any requests for clarification from the Board. If there is a good faith concern that child abuse or child molestation has been alleged, the Ethics Committee shall immediately notify the local law enforcement in the jurisdiction where the alleged abuse or molestation occurred.
c. Conduct Concern Resolution
Upon completion of the review, the Ethics Committee shall forward their findings to the full Board of Directors. This document shall include a copy of the original Report and the Ethics Committee’s recommendation(s) for resolution or discipline, which may include a recommendation for further, third-party investigation. The Board of Directors shall review the findings and recommendation(s) and issue, in writing, a final decision on the matter within 7 days of receipt of the findings.The Board of Directors will provide both involved parties with the Board’s general resolution of the concern while maintaining the privacy of both parties.
d. Request for Reconsideration
Either party may file a request for reconsideration to the BRCC Board within 7 calendar days of being informed of the Board’s resolution by emailing the request to the BRCC President at President@theBRCC.org.
Upon receipt of a request for reconsideration, the BRCC President shall schedule a meeting within 7 calendar days with the full BRCC Board where the BRCC Board shall hear any new information that might cause the BRCC Board to reconsider its previous decision. At the close of that hearing, the BRCC Board shall decide whether to: (1) uphold its previous decision; (2) revise its previous decision; or (3) instruct the Ethics Committee to re-open its investigation into the report.