EC Policies

COMMODORE POLICY

HIERARCHY  POLICY FOR CHAIN OF COMMAND IF COMMODORE IS ABSENT. 

1. With the exception of the Vice Commodore, the next in line does not have to take responsibility for the Commodore roles. If the next in line objects, then the chain of command will continue down the hierarchy.
2. The chain of command is as follows:
   1. Vice Commodore (Per the by-laws)
   2. Secretary
   3. Treasurer
   4. Harbormaster
   5. By-Laws Chair
   6. Membership Chair
   7. Security Chair

MEMBERSHIP CHAIRPERSON POLICIES

SLIP RENTAL POLICY

1. Cost is $25 per night. 
2. Contact either the Membership Chair or the Harbor Master for a short-term rental. 
3. Membership and Harbor Master will research what slips are available for rent and determine how many nights may be rented by availability of slip. 
4. The renter will pay the Membership Chair before putting their boat in the slip. 
5. After payment is received slip number will be given to the renter. 

NEW ASSOCIATE POLICY

1. Membership Chair will email or mail letter of introduction, associate membership application and yearly dues application to the person inquiring about associate membership.  
2. Membership Chair will receive application fee and yearly dues. 
3. Applicant will meet with Membership Chair and be given gate keys, Do’s and Don’ts, slip assignment procedure and volunteer hour obligation. Applicant is told to read the bylaws and they are informed where to find them. Any questions will be answered at this time. 
4. Applicant will sign a paper stating that they have been given all pertinent information. 
5. Applicant will be introduced at the next boat club meeting. 

NEW MEMBER WHO BUYS A GRANDFATHERED PROPERTY POLICY

1. Applicant must notify Membership Chair of their intention to apply for the membership after purchase of the house is complete. Membership Chair will give them the appropriate application,
2. Membership Chair will meet with applicant, collect application fee of $1000 and the application. Do’s and Don’ts and By law information will be given. 
3. At the next meeting the applicant will be voted in by the membership. Gate keys and slip number will be given to the new member. 
4. Member must pay Maintenance Fee of $1500 within 30 days. 

NEW MEMBER WHO IS FIRST ON THE ASSOCIATE LIST

1. When a member leaves the boat club the #1 person on the associate list will be offered the membership. Membership Chair will give them the appropriate application
2. Membership Chair will meet with applicant, collect application fee of $1000 and the application. Do’s and Don’ts and By law information will be given. 
3. At the next meeting the applicant will be voted in by the membership. Slip number will be given to the now voted in member. Applicant will already have gate keys.  
4. Member must pay Maintenance Fee of $1500 within 30 days. 

BEACH  CHAIRPERSON POLICIES

PICNIC AREA “RENTAL” POLICY

1. A Member (Full or Associate) requests a date and time to the Beach Chair for use of the picnic area.
2. Cost is zero, but gladly as in the past accept donations to the boat club
3. If another member decides to use some of that space during approved time, then the member who requested it in advance decides if wants to share any of it.
   1. If this becomes an issue, please contact Beach Chair or any member of the Executive Committee for resolution, but hopefully this is not needed.
4. The member who requested it is responsible for guests’ behavior as well as garbage removal. Nothing except picnic tables should be present after the event is over.
5. A member can request the picnic area from early morning to sunset, but all guests must leave after that.
6. If using an existing grill on the premises, member must make sure charcoal is extinguished. If not using an existing grill and using one that was brought in, then must take charcoal with you as there are no designated charcoal dumping facilities. 
7. All by-laws and rules must be obeyed by all guests – especially leashed dogs and pet waste removal.
8. If not following the rules, then member receives a warning from an Executive Committee Member. The second violation will be an order for all to leave the premises.  Further disciplinary actions based on rules, by-laws, and Grievance Policy may occur if there are any remaining issues.

GRASS CUTTING POLICY

1. Beach chair will use existing grass cutting contractor as long as licensed and insured as well as Beach Chair is okay with existing service and prices are not raised. Grass Cutting contractor must also obey any boat club rules that pertain to him/her as well be respectful of members and their guests.
2. Grass cutting contractor is responsible for any of his/her workers and their actions.
3. If grass cutting contractor quits or violates any of the above, then beach chair will solicit bids from other companies.
4. If there are any issues with grass cutting contractor, then that member should report it to beach chair. Beach Chair will discuss with the contractor and address it and may bring it up to the Executive Committee

BONFIRE POLICIES – Please keep in mind we rent this from the Army Corps and lease says we need to maintain it to their expectations.

1. All fires must be in the designated firepits
2. Do not place anything but driftwood in fires, ESPECIALLY ANY TRASH OR ANYTHING MANMADE
3. As during beach hours, please pick up any trash that you create and take it with you
4. Please bring a bucket with you as the fire needs to be extinguished before departure. There is plenty of water to extinguish the fire!
5. As during beach hours, no parking beyond the signs.
6. Security Chair and other members of the Executive Committee periodically will inspect the bonfires to see if all are following all of the components of  this policy.

Crystal Manor Boat Club, Inc. 

Treasurer’s Policy 

1.) The Treasurer shall arrange for the necessary papers to be filed each year to comply with the current Tax Laws. My policy is as follows: * Prepare and file required 1099’s with Form 1096 Annual Summary and Transmittal of U.S. Information Returns no later than January 31st * Prepare and file the MD Department of Assessments Annual Report by April 15th • Prepare and file Form 990 Return of Organization Exempt from Income Tax by May 15th 

2.) It shall be the duty of the Treasurer to receive and disburse funds for the Club in line with authorizations of the Club. My Policy : All deposits are recorded in bookkeeping ledger by category from secretary for members and membership chair for associates. All disbursements are authorized and processed once approved by either the EC, Harbormaster, Commodore and/or Vice Commodore or a combination thereof. I process monthly bank reconciliations with each new bank statement to ensure the bank records and bookkeeping records are accurate. 

3.) All disbursements will be authorized by the treasurer and one other o]icer of the Club. My Policy: I process payments once approval is received from the Commodore, Vice-Commodore, Executive Committee and or Membership vote at a meeting based upon the amount. Recurring charges such as utilities and lease payments are approved by the Commodore or Vice-Commodore and myself. 

4.) The Treasurer will submit a report of the treasury at each meeting. My policy is the same. 

5.) The Treasurer will surrender to the Auditing Committee all records necessary to complete the annual audit. My policy is to provide all bank statements, deposit slips, check stubs, paid invoices, proposals, bookkeeping registers for checking account, money market account and credit card accounts plus any automatic payment invoices such as electric and internet expenses to the audit committee. They are provided everything to ensure the bookkeeping and the bank records reconcile.

Grievance Policy

CMBC Grievance Policy and Process

POLICY

CMBC membership is comprised of two classes of membership, members and associate members (hereinafter referred to as the “member”). Every member shall have the right and responsibility to report destructive, inappropriate, offensive and other behaviors that have the potential to infringe on the safety and welfare of their Crystal Manor Boat Club (CMBC) membership and the efficient operation of CMBC. Every member has the right to voice opinions and concerns pertaining to the actions of members of the CMBC. No one is subject to retaliation in any way.  Should such retaliatory action be found, the accused member’s CMBC privileges will be immediately suspended with the possibility of expulsion (must be approved by ⅔ general membership) from CMBC. The reporting will be through the CMBC Grievance Process.

A grievance is defined as an official statement of complaint over something believed to be against the standard practices of an organization, including its members.

PROCESS

An Incident is Reported

1. Any CMBC member may file a grievance by contacting the CMBC Grievance Chairperson (GCP) within 30 days of the offense or within 30 days of the last offense if multiple offenses have occurred.   Offenses cannot be accumulated and rolled over to the following year and must be reported to the GCP during the year of occurrence.  The GCP will strictly adhere to the 30-day requirement, and anything reported outside of the 30-day window will not be honored. The GCP will listen to the complaint by the offended member and make the determination as to whether the complaint has sufficient standing and merit within the CMBC. If determined by the GCP that the complaint has standing along with merit, the GCP will provide the complainant with a CMBC Incident Report Form (to include date, reporting member with contact information, offending member, and brief description of the incident). The form is to be completed and returned to the GCP within 10 days of receiving the form from the GCP. Late submission of the Incident Report Form will make the complaint null and void.   

An Attempt at Resolution

1. The GCP shall have 30 days to notify the alleged offending member of the complaint, review the complaint, and produce a response, which will then be reviewed with the offended member. If the offended member determines that the response is sufficient, and requests no further action, then the incident shall be closed and there will be no other reporting. However, if the offended member is not satisfied and before any next steps are taken, the GCP will determine if both parties can meet to resolve the complaint. Both parties would have a chance to discuss their perspective. It is the goal of the GCP to aid in the resolution of the complaint with every effort focusing on obtaining a fair and positive outcome for all parties involved, without recording any formal statement of complaint (Grievance). 

A Grievance is Filed

1. If either party does not feel comfortable doing this and/or a resolution cannot be reached, then the GCP shall provide the offended member with a CMBC Grievance Complaint Form (formal written statement to include the date, time, location, incident specifics and any witnesses present) outlining the grievance within 10 days of the last discussion and/or meeting with the offended and offending member.  The offended member shall then have 10 days to complete and submit the Grievance Complaint Form to the GCP. The submission of the written complaint to the GCP will begin with the formal CMBC Grievance Process.  Upon the initiation of the formal CMBC Grievance Process, the GCP will only notify the Commodore and Vice Commodore.
2. Grievances shall be categorized by three levels:

• Level 1: A grievance involving violation of a bylaw set forth by CMBC.
• Level 2: A grievance regarding conduct unbecoming of a member.
• Level 3: Any grievance outside of the parameters of Level 1 and Level 2, such   grievance meets the level of a criminal inquiry. The GCP will not solicit statements or facts if law enforcement has been contacted, and there is a criminal inquiry. A grievance at Level 3 will be handled at the CMBC Executive Committee level.

1. Grievances involving membership in "Good Standing" (see Bylaws Article III Section 1) will be handled at the CMBC Executive Committee level.

       C.  Grievances involving membership with regards to retaliatory actions will be handled at  

             the CMBC Executive Committee level.

A Grievance Committee is Formed

1. In adherence to making unbiased recommendations regarding the membership, the GCP will assemble a panel of three members (hereinafter referred to as Grievance Committee), for discussion and presentation of any grievance involving a member deemed necessary by the GCP. Each panel member will be interviewed by the GCP and must be found to be non-biased concerning the parties. The GCP will assemble a new Grievance Committee specific to each grievance. Although, the same Grievance Committee may be used in subsequent grievances when appropriate.  
2. It is difficult to adhere to a standard of rules of policies with the use of discretion without bias. Therefore, the Grievance Committee will meet, listen to facts, and make a recommendation to the CMBC Executive Board. The presentation of the complainant, any past grievance information concerning the accused, all reporting documents, statements, and any other information obtained by the GCP concerning the grievance will be presented to the Grievance Committee for review. The person who is accused may choose to talk to the GCP. The GCP will determine if there are witnesses and if their cooperation can be solicited.  The GCP will attempt to solicit statements from all parties involved.

A Grievance is Reviewed by Committee

1. The Grievance Committee will make a recommendation based on the incident, findings and facts, and if disciplinary action is warranted, the recommendation will be submitted to the CMBC Executive Committee for concurrence.  Recommended actions may include:

      A. Determination that Grievance is meritless, and no further action is required

      B. Verbal warning

      C. Written warning

      D. Probation-amount of time discretionary

      E. Suspension-amount of time discretionary

      F. Expulsion-must be approved by ⅔ general membership vote per the by-laws. 

A Grievance is Communicated

1. All grievances will be reported to CMBC membership during a regularly scheduled boat club meeting. The parties involved, the specific details of the incident, and the specifics concerning the grievance process will not be presented to the CMBC membership, but the membership will be presented with the status of the grievance to include whether a grievance was filed, if the grievance process was initiated and if so, the status, and the results of the grievance.

Assuring Anonymity

1. Only incident reports and complaints held by the GCP will be considered valid. All record keeping of grievance materials will be held by the GCP.
2. If the GCP is contacted by a member with regards to a grievance and the member decides not to submit an Incident Report, then only the GCP will be informed.
3. The GCP will only inform the accused, Commodore, and Vice Commodore when an incident report is filed. Membership will not be informed if the incident does not progress to the level of a formal Grievance.
4. If a formal Grievance is filed, the GCP will only inform the accused, Commodore, Vice Commodore, and GC of the specifics.  All other executive committee members will only be notified of the specifics when the grievance is being handled at the CMBC Executive Committee level.
5. The GCP and Grievance Committee (s) will maintain confidentiality with all meetings and record keeping
6. The GCP will only divulge the identities of the Grievance Committee(s) to the accused, complainant, Commodore, and Vice Commodore.