CITIZEN'S Grievance PROCEDURE AND FORM

MESSAGE FROM THE FIRE AND EMS CHIEF

A person who believes that a governing body has acted in violation of ORS 192.610 to 192.705 may, within 30 calendar days of the alleged violation, file a written grievance with the public body whose governing body is alleged to have violated ORS 192.610 to 192.705, setting forth the specific facts and circumstances that the person asserts amounted to a violation if IRS 192.610 to 192.705.

It is the policy of the Western Lane Fire and EMS Authority to accept and thoroughly investigate any grievances from individuals who believe that a violation of public meeting laws has occurred.

The packet will provide you with the necessary information you will need to file a grievance with the governing body. You can be assured that your grievance will be given our full and complete attention.

The grievance process allows an opportunity for the board to investigate any allegations, correct, and respond. The information below will provide you with the necessary information on filing a grievance with the Board of Directors.

Should you have any questions about the grievance or grievance process you are encouraged to contact our office at 541-997-3212.

The grievance form, which can be downloaded from the link above, should be used to file your grievance. Grievances for either Siuslaw Valley Fire & Rescue, Western Lane Ambulance District, or Western Lane Fire and EMS Authority may be submitted using the same form. You can attach as many additional pages as you need, along with any supporting evidence you might have. A copy of your grievance will either be given to you at the time you file the grievance or by mail. After you complete the grievance form, sign and mail it to the address below, or bring it directly to our office.

MAIL GRIEVANCE FORM TO:
Western Lane Fire and EMS Authority
2625 Hwy 101
Florence, Oregon 97439

SUMMARY OF GRIEVANCE PROCESS

After your grievance has been filed, it is assigned to be investigated. All available witnesses will be contacted, and any physical or other relevant evidence including records, reports, recordings and computer data will be collected and reviewed. You will be personally contacted by the investigating supervisor for an interview.

It is the policy of Western Lane Fire & EMS Authority (“WLFEA”) to accept and thoroughly investigate any grievances from individuals who believe that a violation of public meeting laws has occurred.

The grievance process allows an opportunity for the board to investigate any allegations, correct, and respond. The information below will provide you with the necessary information on filing a grievance with the Board of Directors.

Our policy requires the grievance investigation to be completed within one year of the Department becoming aware of it; however, the Fire and EMS Chief can modify this time frame depending on the complexity and sensitivity of the investigation or due to extenuating circumstances.

CITIZEN’S GRIEVANCE PROCEDURES

HOW DO I FILE A GRIEVANCE?
We would prefer to talk with you about your grievance in person; however, grievances will be accepted by mail, telephone, or via email at info@wlfea.org . Concerns can often be addressed to the complaining party’s satisfaction without requiring a formal grievance. You can contact our office at 541-997-3212 to initiate or inquire about filing a grievance.

WHO CAN MAKE A GRIEVANCE?
Anyone can file a grievance within 30 days of the alleged violation, if they truly and honestly believe a violation of ORS 192.610 to 192.705 may have occurred. The grievance must state the identity of the person filing the grievance and any other information required by the Oregon Government Ethics Commission by rule.

WHO INVESTIGATES A CITIZEN’S GRIEVANCE?
Grievances of alleged misconduct are typically investigated by the public body whose governing body is alleged to have committed the violation, within 21 days of the receipt of the grievance.

WHAT WILL HAPPEN?
A written response will be provided:

(A) Denying that the facts and circumstances as set forth in the grievance accurately reflect the conduct of the governing body and setting forth the facts and circumstances as determined by the public body and the reasons why those facts and circumstances do not amount to a violation of ORS 192.610 (Definitions for ORS 192.610 to 192.705) to 192.705 (Filing written grievance);

(B) Admitting that the facts and circumstances as set forth in the grievance accurately reflect the conduct of the governing body but denying that those facts and circumstances amount to a violation of ORS 192.610 (Definitions for ORS 192.610 to 192.705) to 192.705 (Filing written grievance); or

(C) Admitting that the conduct of the governing body amounted to a violation of ORS 192.610 (Definitions for ORS 192.610 to 192.705) to 192.705 (Filing written grievance) and setting forth the steps the governing body will take to cure the violation, including but not limited to:

(i) Rescinding the decision taken by the governing body in violation of ORS 192.610 (Definitions for ORS 192.610 to 192.705) to 192.705 (Filing written grievance); or

(ii) Acknowledging in a properly noticed and conducted public meeting held within 45 days of the governing body’s original decision that:

• (1) The original decision was made in violation of ORS 192.610 (Definitions for ORS 192.610 to 192.705) to 192.705 (Filing written grievance);
• (2) Good cause exists for the governing body to not rescind the decision; and
• (3) The governing body’s practices will be modified to ensure future violations of ORS 192.610 (Definitions for ORS 192.610 to 192.705) to 192.705 (Filing written grievance) do not occur.

WILL I BE TOLD OF THE RESULTS OF THE INVESTIGATION?
YES – At the conclusion of the investigation by the public body, you will be notified of the results by mail.
The public body shall also send a copy of the written grievance and the public body’s response under this section to the Oregon Government Ethics Commission at the time the public body responds to the person who filed the grievance. [2023 c.417 §5]