MAY 2023.RULES & REGS

D. Incident Reporting Prior to Grievance.

1. Issuance of Incident Report . Upon Senior Management’s receipt of a Violation Reporting Form which it believes to be credible, or receipt of a Violation Reporting Form from the President or two Board Members, Senior Management will arrange for a notice (an “Incident Report”) to be sent to the Member who is alleged to have violated the Governing Documents, with a copy to the Chair. The Incident Report will provide the Member with an opportunity to respond in writing within seven (7) days, or such lesser period as Senior Management may specify, to provide any information that may be relevant to whether a violation occurred. In lieu of providing a written response, the Member may elect to respond in person or by phone, and Senior Management will make a staff member available to speak with the Member and will document in writing the information provided by the Member. 2. Follow up to Incident Report. If a response to an Incident Report is not received within the period specified in the Incident Report Senior Management may, but are not obligated to, send a reminder notice requesting that the Member provide a response. Any response to an Incident Report received by Senior Management shall be sent to the Chair and, where the process was initiated by the President or Board Members, to such persons. Upon receipt of a response or if a response is not delivered when required, Senior Management (a) may elect to resolve the matter on its own, (b) may elect to refer the matter to the Chair as a grievance or (c) where the process was initiated by the President or Board Members, discuss with such persons and upon such person’s reque st, refer the matter to the Chair as a grievance. E. Application of Florida Law. Grievance Committee proceedings shall be conducted as provided in this Article, but at all times in accordance with Chapter 720, Florida Statutes, as the same may be renumbered or amended from time to time. F. Grievance Committee Membership. The Chair shall be appointed by the Board of Governors. The other members of the Grievance Committee, including a Vice Chair, shall be Members appointed by the Chair. Board members, their family members and their co-habitants may not serve on the Committee. The Committee shall consist of not less than eight nor more than 12 members. The Vice Chair shall act as Chair when the Chair is unable to serve for any reason. G. Recusal. If a member of the Grievance Committee or the Chair believes that such member may not be impartial with respect to any grievance, the member may recuse him or herself from the proceeding or the Chair may cause the member to be recused. H. Notices. All notices to a Member under this Article shall be in writing, hand delivered, sent by regular mail or recognized overnight delivery service or, if the Member has designated an e-mail address for notices from the POA, by email. Notices to the POA from a Member under this Article shall be in writing, hand

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