Perez Zeledon International Women’s Club

This document sets out the policies and processes which the Club will observe when dealing with member complaints or disciplinary matters.

 

The Association has rules, detailed in its Constitution, which members accept when joining the Club.  In summary, members are expected to –

• Observe the laws and regulations of the Association
• Attend meetings and contribute to the sound development of the Association
• Respect the objectives of the Association and safeguard its good standing and reputation 
• Participate in the spirit of friendship and behave with respect to other members and the leaders of  the Association
• Pay the membership subscription

Guest members will be expected to observe the same standards as full members who have paid the annual subscription. In this document, the term ‘member’ will be deemed to be inclusive.

Member Complaints:

1. When a member has a complaint, either against another member or an Officer, they should seek to resolve this personally in a confidential and friendly manner.
2. Should the matter not be resolved, their complaint should be made in writing to the Fiscal, or in her absence, the President.  The officer will meet with the complainant to establish the nature and veracity of the complaint and agree on a way forward.
3. If a solution is not achieved, the member may make their complaint, in writing, to the Board of Directors who will decide (a) to dismiss the complaint (b) recommend further remedial action, or (c) institute formal proceedings under the Club’s disciplinary policies.

Disciplinary Policies and Procedures

1.  A member may be sanctioned or have their membership terminated for infringements of the Association’s rules and conditions of membership.  The following will constitute infringements –

 

1. Illegal or inappropriate use of the Association’s physical or financial assets
2. Conduct damaging to the standing and reputation of the Association 
3. Conduct damaging to the harmony of the Association, the welfare, and enjoyment of its members
4. Breach of the law, internal statutes, and regulations

 

1. A complaint against a member must be made in writing to the Board of Directors.  The Board will establish a Panel, constituted of the Fiscal, the President or the Vice President, the Vocal, and 2 ordinary active members in good standing who will investigate the complaint and provide a written report with their recommendations to the Board of Directors.  

 

1. The Board of Directors may apply any of the following sanctions –  

 

1. Issue a written warning to the member, setting out details of the infringement and the remedial action the Board requires, with a specified date where appropriate
2. Suspend a member from attendance for periods of one to three months, setting out details of the infringement and conditions for her return
3. Terminate full membership and the right to vote but permit the member to attend as a guest for a specified period of time, with full membership to be restored subject to conditions laid out by the Board
4. Disaffiliation, setting out details of the infringement and the rationale of the Board’s decision

 

1. The Board of Directors will consider what action may be taken in the event that the Panel finds a complaint has been vexatious and damaging to the subject of the complaint.

 

1. The member will be sent the Board’s decision in writing and will be informed of her right to appeal.   An appeal must be submitted to the Board of Directors in writing within one month of the notice being issued.

 

1. The Board will, within seven working days, inform the member of a date for her appeal to be heard.  She will be given one month from the date of notice to prepare for the hearing.  

 

1. The member may be accompanied by legal counsel, and/or a friend or advocate when attending the hearing.  

 

1. The Board’s decision will be final and the appellant will be notified within seven working days. 

 

1. All proceedings will be recorded in writing and kept in confidence by the Secretary.  

 

1. Any disaffiliation will be reported to the membership at an Ordinary General Assembly.

 

Removal of a Member of the Board of Directors

1. A member of the Board of Directors may have her role terminated for the following reasons –
   1. Non-attendance at three consecutive Board meetings without good cause
   2. Failure to carry out the duties of the role, as set out in the Constitution, to an acceptable standard

 

1. The decision will be made by a majority vote of the Board of Directors and communicated to the officer within seven working days.

 

1. The Board of Directors will convene an Extraordinary General Assembly to elect a replacement officer, unless the vacancy can hold until the Annual General Assembly without damage to the effective operation of the Board of Directors.

 

The Board of Directors

May 2022