Board discusses incident‑report process and club access after member complaints; management outlines procedures

Board directors questioned RCSC management about incident reports, retention, member notification and staff entry into club spaces after members raised concerns about how incident reports and safety visits are handled.

Management explained that staff file incident reports when events occur; reports are reviewed by safety and compliance, which typically sends a letter to involved members requesting the member’s account and any witness reports. Management said the goal is to gather multiple accounts before determining if further action — such as a letters to cease certain behaviors or a hearing — is warranted. Kevin McCurdy, the finance support senior leader who answered procedural questions during the meeting, said incident reports are retained in a locked file and not destroyed even if later judged invalid.

Directors asked for clearer wording on the initial member notification letter after members said the first notice can appear final. One director requested that management revise the letter format so recipients understand the initial notice solicits the member’s version and does not represent a final determination.

Separately, club officers reported instances where safety, facilities or long‑range planning staff had entered club spaces to take measurements or evaluate security‑camera needs. Management said maintenance and long‑range planning staff sometimes must enter club spaces for work orders or to measure space for RFPs; safety staff do not ‘wander’ into clubs without contacting officers. Directors urged better communication so club presidents receive advance notice and can be present when staff visit.

Management also agreed to explore marking AED locations on building maps at members’ suggestion and to review VoIP plans with regard to 911 backup lines.