VICTOR HISTORICAL SOCIETY

MEMBERSHIP POLICY 6/7/2011

I. MEMBERSHIP

Membership Application Process.  Any interested candidate shall submit an application for membership in the Victor Historical Society to the Membership Committee for review.  The Membership Committee shall review the application and prepare a report.  Membership can be denied or revoked if the applicant is disruptive to the society’s function or engages in activities counter to the Society’s Mission.  Within thirty (30) days after receiving the application, the Membership Committee shall submit its report with a recommendation for approval or disapproval of the application for membership to the Board of Trustees. 

The Board of Trustees shall review and consider the report of the Membership Committee.  Membership applications approved by an affirmative vote of two-thirds of the Trustees shall be accepted for membership.  The action of the Board of Trustees shall be final.  The Membership Committee shall maintain a list of all approved and disapproved applicants according to the date on which they are approved or disapproved by the Board of Trustees.

Transfer of Membership.  Membership is not transferable or assignable.

Resignation.  Any member of the Victor Historical Society may resign by filing a written resignation with the Secretary of the Victor Historical Society.  Such resignation shall not relieve the member so resigning of the obligation to pay any dues, assessments, or other charges theretofore accrued and unpaid.  Failure to pay dues or other financial obligations within ninety (90) days of applicable due dates shall be considered a resignation for all purposes.  A written resignation is not needed if the member is forced to resign due to a failure to pay dues or other financial obligations.

Reinstatement.  A former member who has resigned or whose membership has been terminated for any reason, may request reinstatement by submitting a written request to the Secretary of the Victor Historical Society.  The written request shall set forth the basis for the request for reinstatement.  The Board of Trustees shall review the request for reinstatement.  A two-thirds vote of the Board of Trustees is required to approve a request for reinstatement.  The Board of Trustees may, in its sole discretion, place conditions on the reinstated member.  A member who is terminated for any reason cannot apply for reinstatement until at least three (3) years after the date of termination.

Membership Agreement.  All members shall be required to acknowledge the following Membership Agreement:

 “As a member of the Victor Historical Society, I agree to abide by the Rules and By-laws of the Victor Historical Society which are designed for the benefit of all its members.  I understand that participation in the Victor Historical Society is a privilege and membership may be revoked with just cause.    A member agrees that use of all facilities will be at the member’s sole and exclusive risk.  The member also waives any claims for damage, loss or theft of member’s property arising out of, or in connection with, the use of any Victor Historical Society facility including the parking lot and roadways.  My estate, and I hold harmless the Victor Historical Society, its officers, trustees and employees from any damages, claims loss and liability to my participation in any Victor Historical Society program.”

II. MEMBERSHIP DUES, FEES, AND ASSESSMENTS

Annual Dues

The annual dues of each membership class shall be determined by the Board of Trustees, upon recommendation of the Membership Committee.  Members must pay their annual dues in advance of enjoying any benefits of membership.  Dues are to be paid at the time a new member is approved to membership and subsequently on each anniversary date thereafter, or as established by the Board of Trustees.

Assessments and Fees

In order to meet the obligations of the Victor Historical Society, the Board of Trustees may levy membership assessments and fees for specific purposes and activities.

Default

A member is in default when the member has not paid his or her membership dues or other financial obligations by the due date, or no later than thirty (30) days thereafter. 

A person in default of his or her membership dues or other financial obligations shall have all privileges of membership suspended until such time as the default has been resolved.  If a default has not been resolved within ninety (90) days, the membership of said member shall be considered to be a “resignation” in compliance with the previous section entitled “Resignation”.

III. DISCIPLINARY PROCEDURE

The Victor Historical Society’s disciplinary procedure is put in place to ensure the enjoyment of membership with the Victor Historical Society by all Victor Historical Society members.  If certain members act in a manner inconsistent with the standards of the Victor Historical Society, then disciplinary action may be sought to alleviate such a problem.  The following procedures are in place for addressing member misconduct.

The Complainant.  Any member of the Victor Historical Society may bring a complaint against any other member, including Trustees and officers, for any reason that the member believes creates a need for disciplinary action.  The complaint shall be written and set forth the grounds upon which the complainant believes that a certain member should be disciplined. 

The Respondent.  Any member who has a complaint brought against him/her is subject to the procedures outlined in this policy. 

Interim Action/Interim Suspension.  Any time following the submission of a complaint against the respondent, the Grievance Committee, by a two-thirds (2/3) vote, may modify or suspend the rights of the respondent to participate in any Victor Historical Society activities or meetings until resolution of the disciplinary proceeding.  The Grievance Committee shall base such a decision on the reliability of the complaint and the severity of the accusation.  A decision to modify or suspend membership rights shall be in the sole discretion of the Grievance Committee.

The decision to modify or suspend the membership rights of a member for an interim period will be communicated to the member, and will be effective immediately.  Notification will either be hand delivered or sent by certified mail.  Failure or refusal to take receipt of notification will not negate or postpone the modification or suspension of membership rights.  The interim suspension or modification of membership rights shall remain in effect until a final decision has been made on the pending complaint or the Grievance Committee, in its sole discretion, determines that such suspension or modification is no longer necessary.

Such suspension or modification of membership rights shall not terminate, suspend, or modify the respondent’s obligation to pay dues, fees, and assessments.    

Disciplinary Process

Within five business days of receiving a complaint, the Grievance Committee shall notify the respondent, in writing, of the following:

• the nature of the complaint;

• the alleged conduct giving rise to the complaint;

• any interim disciplinary action taken in response to the allegation;

• the need to appear before the Grievance Committee to address the allegations made in the complaint; and

• the need to be prepared to either admit or deny the allegations made in the complaint  

The Grievance Committee shall set a date to conduct a disciplinary hearing.  Written notice shall be provided to the complainant and the respondent at least thirty (30) days before the hearing date.  The Grievance Committee shall have the right to request that witnesses attend the hearing or submit a statement of fact relating to the matter subject to the complaint.  The respondent shall also have the right to request that witnesses attend the hearing or submit a statement of fact on his/her behalf. 

In order to acquire the best information upon which to base a decision, it is recommend that the respondent attend the disciplinary hearing.  However, the respondent need not be present for the disciplinary hearing to proceed.

All disciplinary hearings are private and closed to everyone except the persons involved, which includes the complainant, the respondent, any witnesses, and the Grievance Committee.  The respondent may not be accompanied by legal counsel (practicing attorney or not) unless criminal charges are pending or foreseeable, in which case an attorney may accompany the respondent for the sole purpose of advising the respondent during the disciplinary hearing.

Procedure for Disciplinary Hearing.  Disciplinary hearings are conducted by the Grievance Committee.  The following is a general description of the disciplinary hearing procedures.  The procedures may vary, at the discretion of the Grievance Committee, as appropriate for specific hearings.

1.   The Grievance Committee shall read the complaint.

2.   The Grievance Committee shall request that the complainant  present his/her account of the alleged actions giving rise to the complaint.  The Grievance Committee may then present other relevant evidence relating to the alleged actions, including, but not limited to witnesses and statements of fact signed by individuals with knowledge relating to the alleged actions.

3.   The respondent will then have the opportunity to present his/her account of the alleged actions giving rise to the complaint.  The respondent shall also be provided the opportunity to present other relevant evidence relating to the alleged actions, including, but not limited to witnesses and statements of fact signed by individuals with knowledge relating to the alleged actions. 

4.   The Grievance Committee will have the opportunity to ask the complainant, respondent, and any witnesses in attendance relevant questions pertaining to the allegations made in the complaint.

5.   The complainant and respondent will be offered an opportunity to make a summary statement to the Grievance Committee at the conclusion of the disciplinary hearing.

6.   All other persons besides the Grievance Committee will then be excused from the hearing while the Grievance Committee considers the information presented and determines responsibility for the alleged violation, and any recommended disciplinary actions that should be taken in the event the respondent is found responsible for the violation.

Types of Disciplinary Actions.  After the disciplinary hearing, the Grievance Committee shall determine what, if any, disciplinary actions should be taken.  With the exception of a decision to take no action, a decision to take a particular disciplinary action must be supported by an affirmative vote of two-thirds (2/3) of the entire Grievance Committee.  Disciplinary actions may include, but are not limited to, the following:

• No Action.

• Written Warning.  An official written statement expressing disapproval of acts committed.  A written warning may be combined with other disciplinary actions.

• Disciplinary Probation.  A period of time specified for observing and evaluating the member’s conduct, with or without special conditions, indicating that further violations while on probation may result in more severe disciplinary action.  Probation will be imposed for a specific period of time and the member shall automatically be removed from probation when the specified period of time expires.  Disciplinary probation may be combined with other disciplinary actions.

• Suspension of Membership.  A suspension of membership may be imposed for any length of time determined by the Board of Trustees.  The suspended member must apply to the Board of Trustees for the reinstatement of his/her membership.  Suspension of membership may be combined with other disciplinary actions.

• Termination of Membership. 

In addition to the above stated disciplinary actions, the Board of Trustees may take any disciplinary actions that it deems necessary.  

Notification

The Grievance Committee shall provide the complainant and the respondent with written notice of its decision regarding any disciplinary actions within five (5) days after the hearing date.  Such notice shall be provided by certified mail, in addition to any verbal, electronic, or facsimile notifications they may receive.  Notice shall be considered sufficiently served as soon as it is sent by certified mail.

Appeals

After the Grievance Committee makes its determination regarding any disciplinary actions, the adjudicated member may appeal disciplinary actions to the Board of Trustees for a review of the alleged violation.  Such appeal must be in writing and delivered to the Board of Trustees within five (5) days after the member received notification of the Grievance Committee’s decision. 

For an appeal to be heard, the member must be able to demonstrate in writing to the Board of Trustees one or more of the following:

1.   the sanction imposed was inconsistent with the gravity of the violation;

2.   the original hearing was inconsistent with the established discipline procedures; or

3.   new evidence is available that could not have been obtained at the time of the original disciplinary hearing.

If an appeal is filed by the respondent, the Chair of the Grievance Committee shall prepare a written summary report of the proceedings before the Grievance Committee.  Such report shall be provided to the Board of Trustees within ten (10) days after the request for appeal is received by the Board of Trustees. 

After review of the summary report from the Grievance Committee:

• The Board of Trustees may, if the appeal request is based on item #1 above, in its sole discretion, uphold, modify or overturn the sanction imposed by the Grievance Committee. 

• If the appeal request is based on item #2 or 3 above, then the Board of Trustees may deny the appeal or return the matter to the Grievance Committee for additional review or proceedings.