GVHS GRIEVANCE PROCEDURE
INTRODUCTION
The grievance process is intended to provide a structured, fair, and orderly method for resolving disputes within the Gypsy Vanner Horse Society (GVHS).
The GVHS Grievance Committee is established to privately and fairly evaluate the validity of any grievances. The Committee conducts investigations and provides recommendations as part of the grievance process to the Board of Directors.
The Committee will only take official action when a formal grievance has been received.
GRIEVANCE TYPES
Informal Complaint
If a member feels there is an error on a registration, a transfer, show points or any other day-to-day business issue, the procedure is to first contact the GVHS office at gvhs@vanners.org or by telephone at 1-888-520-9777, Extension 2.
Most of these types of complaints may be simple errors or misunderstandings and can often be resolved administratively.
If this type of issue cannot be resolved administratively, it may proceed as a Formal Grievance.
Formal Grievance
1. Filing Requirements
The complainant must submit:
- A completed GVHS Formal Grievance Form;
- Supporting documentation and evidence; and
- The required $100 filing fee.
Submission of a grievance and filing fee does not automatically result in referral to the Grievance Committee. Each grievance is subject to an initial administrative review before referral
2. Initial Administrative Review
Upon receipt of a formal grievance, the Executive Director, or another individual designated by GVHS when appropriate, will conduct an initial administrative review to determine whether the grievance meets the threshold requirements necessary to proceed to the Grievance Committee.
The initial review is intended to determine whether the matter is appropriate for the formal grievance process. It is not an investigation or determination of the ultimate merits of the grievance.
Before a grievance is referred to the Grievance Committee, the following criteria will be considered:
- Jurisdiction — Whether the matter falls within GVHS’s authority and the scope of the grievance process, including whether the respondent and subject matter are subject to applicable GVHS rules, bylaws, policies, or procedures.
- Identified Violation — Whether the grievance identifies a specific GVHS rule, bylaw, policy, procedure, or other applicable requirement alleged to have been violated.
- Factual Basis — Whether the grievance alleges sufficient facts which, if established, could constitute the identified violation.
- Supporting Information — Whether sufficient documentation, evidence, or other information has been provided to support further review or investigation of the allegations.
- Procedural Efficiency — Whether the matter is appropriately addressed through the formal grievance process or should instead be resolved or referred through another GVHS administrative, committee, policy, or dispute-resolution process.
3. Initial Review Outcomes
Following the initial administrative review, the grievance will be handled in one of the following ways:
- Accepted for Referral
If the grievance satisfies the threshold requirements for formal review, it will be referred to the Grievance Committee for investigation in accordance with this procedure. - Administrative or Other Referral
If the matter is more appropriately addressed as an administrative complaint or under another GVHS policy, procedure, or committee jurisdiction, the complainant will be notified and the matter will be redirected accordingly. - Additional Information Required
If additional information is reasonably necessary to determine whether the grievance satisfies the threshold requirements, the complainant may be asked to provide additional information within a specified period of time. - Dismissal A grievance may be dismissed at the initial administrative review stage when one or more of the threshold requirements necessary to proceed are not satisfied. A grievance dismissed at this stage will not be referred to the Grievance Committee for investigation. The complainant will receive written notice of the dismissal.
4. Referral to the Grievance Committee
If a grievance satisfies the initial review requirements:
The grievance will be referred to the Grievance Committee and served upon the respondent. The respondent will have thirty (30) days to submit a written response and supporting documentation.
RESOLUTIONS
Informal Resolutions
If the respondent resolves the matter with the complainant, written confirmation may be submitted to the committee, and the matter will be closed. Documentation will remain on file.
If the complainant determines the matter has been resolved, they may submit a written request to withdraw the grievance. The committee will close the matter and retain documentation consistent with record retention policies.
Formal Resolution/Investigation
5. Investigation and Required Participation
The Grievance Committee may review documents, verify information and witness statements, conduct recorded video interviews or conferences with the parties and witnesses, request additional information, and determine whether a formal hearing is necessary.
Complainants and respondents are expected to cooperate with reasonable requests necessary to complete the investigation, including requests for documents, information, and participation in scheduled interviews or conferences.
All formal investigative interviews or conferences will be recorded and maintained as part of the grievance record.
A complainant’s failure or refusal to participate in required investigative procedures may result in dismissal and closure of the grievance when the Committee is unable to complete its investigation as a result.
A respondent’s failure or refusal to participate will not prevent the grievance process from proceeding. The Committee may complete its investigation and make its recommendation based upon the information available in the record.
6. Communications During an Investigation
All administrative communications regarding a pending grievance will be coordinated through the Executive Director or other individual designated by GVHS.
Grievance Committee members will not engage in substantive communications with complainants, respondents, or witnesses regarding a pending matter outside of authorized investigative interviews, hearings, or other formal investigative communications.
Requests for status updates, procedural questions, submission of additional materials, and other administrative inquiries must be directed to the GVHS office.
Nothing in this provision prevents the Grievance Committee from contacting a party or witness when necessary to conduct its investigation.
7. Within sixty (60) days of completing its investigation or hearing, the Grievance Committee will issue a recommendation to the Adjudication committee.
8.The Adjudication committee will issue a Final Decision within thirty (30) days.
APPEALS
Right Of Appeal
Any party who disagrees with the Adjudication Committee decision may appeal to the Board of Directors.
- Appeals must be filed within 30 days
- Appeals are based on the existing record
- New evidence allowed only for good cause or extraordinary circumstances
The Board will conduct a hearing and will issue a Final Appeal Decision within 60 days.
Following the hearing, the decision of the Board of Directors is final.
INTERNAL DISPUTE RESOLUTION
Any dispute involving GVHS directors, officers, committee members, staff, volunteers, or members regarding GVHS rules, bylaws, policies, or procedures must first be addressed through the GVHS grievance process.
Members agree to exhaust internal remedies before pursuing outside legal action.
LITIGATION PROVISIONS
Threats of litigation related to internal GVHS disputes during the grievance process may result in disciplinary action.
Such actions include dismissal of grievance or response and placement of the member on probation for one (1) year for the first offense. A second offense will result in suspension of membership for one (1) year. Each subsequent offense will result in an additional one (1) year suspension.
MEDIATION / ARBITRATION
If disputes cannot be resolved internally, mediation is required and, if still not resolved, binding arbitration must be utilized to reach a final decision, binding in the courts.
INDEMNIFICATION
GVHS shall indemnify directors, officers, committee members, and volunteers acting in good faith within the scope of their duties, consistent with GVHS bylaws and applicable law.