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Mediation

MEDIATION COMMITTEE

 

PURPOSE

To ensure that member-to-member concerns, raised by PebbleCreek Pickleball Club members, are acknowledged and evaluated in a prompt and equitable manner.

 

POLICY

It is recognized that people associated with the PebbleCreek Pickleball Club will periodically have concerns between each other that need to be resolved in the interest of maintaining good relationships and a positive Pebblecreek Pickleball community. The PebbleCreek Pickleball Board and Mediation Committee believe that:

 

  • Members have the right for their concerns against another Club member to receive careful consideration through a clear and simple process that is based on fairness and respect;

  • The best resolution is one that is reached cooperatively with input from the parties involved;

  • A person airing a concern will not be disadvantaged in any way as a direct result;

  • When a formal concern is received in writing by the Mediation Committee, it will be considered in a timely and confidential manner and documented with the intent of leading towards a positive resolution.

  • Confidentiality extends around the issue, but anonymous concerns will not be considered.  The committee's ultimate goal is towards healthy relationships between members.  As such, members will be encourage to work towards a resolution in a safe and healthy environment.

 

MEDIATION COMMITTEE DEFINITION

The Mediation Committee will guide PebbleCreek Pickleball members to a thoughtful resolution for their personal member-to-member grievances through the following situations and procedures.

 

The Mediation Committee will assist in the following situations:

  • Member-to-member concerns;

  • Member-to-officer concerns;

  • Officer-to-officer concerns;

  • Issues as assigned by the Board including:

    • A safe place if a first line committee is unresponsive or the member doesn’t feel respected;

    • Provide conflict resolution commonality across the different functions.

 

The PebbleCreek Pickleball Club has additional committees who will manage areas of concern within their realm of focus. The Mediation Committee will not:

  • Replace any committee already established for concerns;

    • For example, ratings concerns would go to the Ratings Committee. Round Robin concerns would go to Court Allocation or Round Robin Coordinator.

  • Address concerns about referee calls at tournaments;

  • Address concerns about ratings;

  • Address HOA related concerns, i.e. Dogs or Bikes;

  • Unless directed by the Board, address violations of the PebbleCreek Pickleball Club code of conduct:

https://www.pcpickleball.org/_files/ugd/7b8347_83716ac833424988be99382730dbcb0d.pdf

 

PROCEDURES

Steps to Submitting a concern

 

  1. Speak to the person whom the concern is with (this may not be the person causing the problem) and inform them of their behavior that the concern refers to with the goal of resolving the issue.

  2. If speaking to the person does not provide an agreed upon solution or the member does not feel safe in doing so, complete the Mediation Form on the PebbleCreek Pickleball Club website at www.pcpickleball.org/concern-form.

 

Steps to Seeking a Resolution

 

Where issues cannot be resolved informally, a mediation process will be adopted based on the principles of open discussion, all parties being heard, confidentiality, fairness, respect, and timeliness. The following steps will begin after a Club member submits their Mediation Form in writing to the Committee.

 

  1. After a member-to-member complaint is received through website submission, the Committee chair will contact you within 24 hours of your submission to confirm your form was received.

  2. The grievance details noted in the form will be discussed by the Committee to determine how to proceed.

  3. A Committee member will schedule a call or meeting with the person who filed the concern to understand the details fully.

  4. The accused party noted will be informed of the details in the form submission.

  5. The Committee member will schedule a call or meeting with the accused party to substantiate the incident occurred and to hear both sides of the concern.

  6. If the situation continues to exist after individual conversations, a Committee member will may schedule a mediation meeting bringing both parties together to find a common resolution.

  7. Once completed, the resolution recommendation may include a recommendation to the PebbleCreek Pickleball Board.

  8. Both involved parties will be informed of the recommendation in writing.

  9. If the process does not result in a suitable resolution, additional assistance from the PebbleCreek Pickleball Board will be requested.

  10. If these steps do not provide a solution, an outside mediator may be needed with any costs being the responsibility of both parties involved (if they agree to participate).

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