Complaint Policy and Procedure

The Kingman Pickleball Club is committed to maintaining high standards of conduct and sportsmanship. This Complaints Policy and Procedure outlines the  process for handling complaints against any individuals associated with the club. 

The purpose of this policy is to ensure that all complaints are handled fairly, transparently and efficiently, with a view to maintaining the integrity of the sport of pickleball and the welfare  of all participants.  

This policy applies to all individuals involved in activities under the jurisdiction of KPC, including, but not limited to members, coaches, officials, and volunteers on court or near court. 

KPC recognizes three categories of concerns:

1. Informal Resolution
2. Notice of Concern
3. Formal Complaint  

Members should choose the category that best fits the nature and severity of the issue. 

INFORMAL RESOLUTION (First Step)

A. Direct Communication:

Members are encouraged to speak directly with the other party involved whenever possible. Misunderstandings often resolve quickly with calm, respectful conversation.  

B. Seek Mediation:

If direct communication is uncomfortable or unsuccessful, members may request assistance from a neutral third party (e.g., a Board Member or designated mediator). 

This step does not initiate Board action or disciplinary review.

A non-disciplinary method for documenting recurring or potentially problematic behavior.

A Notice of Concern may be submitted when: 

• The member does not wish to request Board action at this time.
• Believes the behavior may become a pattern or the behavior is concerning enough that the Board should be made aware for future reference.

Purpose of the Notice of Concern

• Creates a documented record of incidents that may later reveal a pattern.
• Allows the Board to intervene only if repeated issues arise.
• Helps prevent situations where chronic behavior goes unaddressed simply because it doesn’t meet the threshold for a formal complaint. 

Submitting a Notice of Concern

• Member completes the Notice of Concern Form.
• Must include specific behaviors, dates, and any supporting details.

Board Handling

• Stored confidentially for pattern tracking.
• No contact is initiated with the involved parties unless multiple concerns arise. 

A formal complaint is appropriate when:

A. The behavior is severe, unsafe, or egregious, including:  

• Physical assault or physical intimidation
• Verbal threats of bodily harm
• Harassment or derogatory slurs.
• Behavior that endangers a member’s health, safety, or well-being

B. The behavior is part of a recurring pattern, supported by evidence such as:

• Multiple Notices of Concern
• Multiple informal complaints
• Witness statements
• Observable ongoing conduct at KPC courts or events 

Member completes the Formal Complaint Form. 

Must include: 

• Specific description of incident(s)
• Date/time/location
• Names of individuals involved
• Witnesses/relevant documentation (if any)
• Desired outcome (if any) 

Acknowledgement: 

The KPC Board shall acknowledge receipt of your complaint (within 5 business days) and initiate a review process. 

Investigation: 

The KPC Board will investigate the complaint, which may involve contacting the player(s) involved, gathering additional information, and reviewing evidence. 

KPC ensures that the complaint process is fair and impartial, and that all parties involved have an opportunity to be heard. 

Disciplinary Action: 

If the complaint is upheld, the authority may take appropriate disciplinary action, which could include warnings, suspensions, or expulsion from KPC. 

Any disciplinary action will be proportional to the severity of the breach. 

The respondent will be informed of the decision in writing. 

All proceedings related to the complaints and discipline process will be handled confidentially to protect the privacy of all parties involved.  

KPC will maintain records of all complaints and their outcomes for a period of at least five years.  

This policy will be reviewed annually and updated as necessary to ensure its effectiveness and compliance with current best practices and legal requirements.  

Kingman Pickleball Club strives to maintain an atmosphere of good sportsmanship, collegiality, and respect for Club rules and procedures. Such an atmosphere is necessary for the smooth functioning of a busy pickleball club that attracts members and guests of varying ages, genders, and skill levels. Conduct by individual members that does not meet appropriate standards detracts from the playing or observing experience of others and may harm the reputation of the Club. As a result, there is an expectation that all KPC members embrace the values of good sportsmanship. It is essential that members model good behavior, lead by example, display respect, and show self-control.

As a member of KPC, I understand I am representing the Club. As such, I acknowledge and agree to abide by the following: 

• I will not engage in unsportsmanlike conduct and will not encourage others to do so. 
• I will not engage in any behavior that would endanger the health, safety, or wellbeing of others. 
• I will not engage in the use of obscene gestures.
• I will not flaunt my level or position in the Pickleball community. 
• I will not taunt or degrade others.
• I will treat others with respect and kindness.
• I will exhibit fairness and honesty in my dealings with others. 
• I will accept responsibility for my actions. 
• I will exemplify the highest standard in ethical behavior and fair play. 
• I will engage in conduct that is free from fear, discrimination, abuse, and harassment. 
• I will accept responsibility for guests and family members in attendance at events and/or open play opportunities.
• I will observe the Golden Rule of doing unto others as I would have them do unto me.