Policies+for+Maintaining+Ethical+Ministry+with+Minors+-+2023+FINAL - Flipbook - Page 15
e.
The identity of an individual involved in a matter before the Review Board, including a Brother, shall be excluded from
the minutes and the annual report of the Board.
10. Annual Meetings
a.
b.
c.
The Review Board shall hold an annual meeting to review the Safety Plans of Members and the policies and procedures established by the District for the protection of minors.
The Chair shall arrange this meeting in consultation with the Brother Visitor, so that the Brother Visitor, all Brothers
with Safety Plans, and all supervisors of Brothers with Safety Plan receive timely notice of this meeting and so that
all Brothers with Safety Plans and their supervisors are able to submit information for consideration and requests for
modifications of Safety Plans.
At the annual meeting the Brother Visitor will report to the Review Board regarding each Brother who has a Safety
Plan. The report will include the Brother’s overall response to the Safety Plan and information about all violations of
the Safety Plan.
11. Other Meetings
The Brother Visitor shall call a meeting of the Review Board:
a. If he proposes to change the work assignment or Safety Plan of a Brother at times other than the annual meeting;
b. When the investigation into an allegation of sexual abuse is complete;
c. When a new Safety Plan is proposed for a Brother; or
d. For other reasons as needed.
e. The Review Board will be notified within 30 days after an allegation is received and within 30 days of the completion
of the investigation. The Brother Visitor and the Board Chair will decide if a special meeting is warranted.
12. Operating procedures Regarding Meetings
a.
b.
c.
d.
e.
The Review Board may meet in person, by telephone, or by other electronic means.
An absolute majority of Members of the Review Board must be present in person or by voice communication for a
meeting to make a recommendation to the Brother Visitor.
All sessions of the Review Board shall be in closed session unless in a particular instance the Chair requests otherwise
and the Brother Visitor concurs.
The date on which a Review Board reviews a Safety Plan must be recorded in the Safety Plan.
Subject to the approval of the Brother Visitor, the Members of the Review Board may establish procedures to regulate
their meetings and internal matters.
13. Recommendations
a.
b.
c.
All recommendations of the Review Board shall be made to the Brother Visitor within one week after meeting and
receiving all relevant information regarding an allegation.
The recommendations of the Review Board to the Brother Visitor shall be documented.
The Brother Visitor shall inform the Review Board about his decision regarding the recommendations.
14. Communications
a.
b.
c.
d.
An order to help protect the privileged nature of the matters reviewed and discussed by the Review Board, agendas
and minutes should be provided in hard copy only.
Electronic communications concerning matters under the purview of the Review Board shall be limited to the scheduling of meetings and exigent circumstances. Those electronic communications that are exchanged shall be immediately deleted.
Should any Member’s electronic communications regarding Review Board business be inadvertently sent to or intercepted by a third-party with no right to access the information, that member shall notify the Chair and the Brother
Visitor of the subject disclosure immediately after it is discovered. The Chair, the Brother Visitor, and the District’s
legal counsel will work with the Member to make every effort to ameliorate any damage that may have occurred as a
result of the disclosure.
The recording secretary appointed at a meeting may forward a complete copy of the agenda, minutes, and other documents for that meeting to the legal counsel at the time such documents are published.
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