Rules adopted by the Wilmington Civil Rights Commission pursuant to Wilmington, Delaware Code of Ordinances, Chapter 35 - Human Rights, Article II-Civil Rights Commission.

ARTICLE I – STRUCTURE OF COMMISSION

1. Chair. The Commission shall elect from among its membership, a Chair to serve at the pleasure of the membership. The Chair shall preside at meetings of the Commission. Until a Chair is so elected, the Commission Members shall select a Temporary Chair. The Chair shall be the spokesperson for the Commission.
   
   
2. Vice-Chair. The Commission shall elect from among its membership a Vice-Chair to serve at the pleasure of the membership. The Vice-Chair shall preside at meetings of the Commission in the absence of the Chair.
   
   
3. Civil Rights Commission Counsel. The City Solicitor or his or her designee shall provide legal counsel to the Civil Rights Commission. Civil Rights Commission Counsel shall attend Commission meetings and hearings, shall take, or cause to be taken, minutes of meetings and transcribe, or cause to be transcribed, testimony at hearings in the absence of a court reporter. Civil Rights Commission Counsel shall maintain the books, records, files, and hearings of the Commission in a defined place within the City Solicitor's Office.
   
   
4. The Principal Office of the Commission shall be located in the Louis L. Redding City/County Building, Wilmington, and all complaints, responses, correspondence, and other documents relating to Commission business shall be filed at or mailed to the principal office whose address is:
   
   Wilmington Civil Rights Commission
   c/o City Solicitor's Office
   Louis L. Redding City/County Building
   800 North French Street, 9th Floor
   Wilmington, Delaware 19801

ARTICLE II – ADMINISTRATIVE MATTERS

1. Commission Meetings
   
   
   1. Place of Meetings. The Commission shall meet to conduct its business at its principal office in Wilmington, but may meet, hold hearings, and exercise its powers and duties, at any other place in the City. When necessary, and with the approval of the other Commission Members present at the meeting, a member may participate in the meeting by telephone or video conference. Telephone participation is not permitted at hearings. At the sole discretion of the Commission's officers, provisions may be made for participation of members by videoconference, in accordance with Title 29 of the Delaware State Code.
      
      
   2. Order of Business. The Commission shall conduct its meetings in the following Order of Business:
      
      
      
      • Convening of the Commission
      • Reading and Adopting of the Minutes of the Previous Meeting: The minutes of the previous meeting shall be read.
      • Old Business
      • New Business
      • Adjournment
        
        
   3. Notice. The Chair, or in the Chair's absence, the Vice-Chair, shall fix the time and place for all meetings and hearings of the Commission, including any special meetings. All meetings and hearings must have agendas that comply with the Delaware Freedom of Information Act.
      
      
   4. Quorum. At least half of the attending Commission Members shall constitute a quorum. If a quorum is present, a vacancy on the Commission shall not impair the right of the remaining Members to exercise all the powers of the Commission.
      
      
   5. Executive Session. Commission meetings may be held in executive session when permitted by law.
      
      
   6. Subcommittees. Consisting of no more than three (3) Commission Members may be designated by the Chair, or the Vice-Chair in the Chair's absence, to perform nonbinding general administrative matters and research and planning for the Commission.
      
      
   7. Subpoenas. The Commission shall be authorized to issue subpoenas, which shall be on forms used by the City Solicitor pursuant to the City charter and shall bear the signature or facsimile signature of the City Solicitor, or an authorized Assistant City Solicitor, except that in any case of Outside Counsel, the Chair, or in the Chair's absence, the Vice-Chair shall sign subpoenas. Such forms will be available in the City Solicitor's Office.
      
      
   8. Minimum mandatory quarterly meetings. The Commission shall meet, at minimum, once every quarter.
      
      
2. Examination of Commission Files/Records. Subject to the confidentiality requirements of the documents received by the Commission the files and records of the Commission may be examined in accordance with the requirements of the Delaware Freedom of Information Act, 29 Del. C. Ch. 100.

ARTICLE III – INVESTIGATIONS

Upon the sworn Complaint of any person, or on its own initiative, the Commission shall proceed in accordance with the following rules:

1. Review Complaint. The Commission shall meet and review the Complaint to determine by affirmative vote of at least four of its members whether the Complaint is frivolous, futile, outside its jurisdiction, or fails to state a violation. No complaint be filed with the Commission more than one-hundred and eighty (180) days after the occurrence of the alleged discriminatory conduct. If the Commission so determines, the Complaint shall be dismissed. If the Commission determines that the Complaint states an alleged violation, then the Commission shall:
   
   
   
   1. Refer the matter to the City Solicitor or his or her designee for investigation;
      
      
   2. When the City Solicitor or his or her designee determines that he or she cannot satisfactorily, practically, or ethically perform any services required to investigate or prosecute a Complaint, retain outside counsel of the Commission’s choosing to investigate and, if appropriate, referral to the respective agency for prosecution. Outside counsel under this section shall be known as Special Counsel.
      
      
2. Referred Matters. The Commission shall refer matters for investigation to the City Solicitor or, if in any particular matter outside counsel is retained pursuant to Article III, Rule 1(b) or (c) of these Rules, to a Special Counsel, by way of a written resolution that sets forth the nature of the alleged violation and requests a thorough investigation to be concluded as promptly as practicable.
   
   
3. Investigation. The City Solicitor, his or her designee or the Special Counsel shall complete the investigation by filing a Statement or Report within 180 days of receipt of the Complaint. Upon a showing of reasonable cause, the Commission may extend the time for investigation for an appropriate period of time.
   
   
4. Report of Investigation. The City Solicitor, his or her designee, or the Special Counsel, shall report the results of such investigation to the Commission by:
   
   
   
   1. Filing a Report of Investigation with the Commission stating that the Complaint is substantiated; or
      
      
   2. Filing a Report of Investigation with the Commission that the Complaint is not substantiated and the reasons for such conclusion.
      
      
5. Commission Action Following Investigation. If a Complaint is filed, and the Commission, assuming all well-pleaded facts as true, determines that there is reason to believe that a violation has occurred, the Commission will set the matter down for hearing and the Complaint shall be prosecuted by the City Solicitor, his or her designee, or Special Counsel. If, following such investigation, no Complaint is filed, the Commission may dismiss the matter or take such other action as it deems necessary. If during the course of investigation, the City Solicitor, his or her designee or the Special Counsel informs the subject of the investigation that the investigation is occurring and the matter is later dismissed, the Commission shall provide the subject notice that the matter was dismissed.

ARTICLE IV – HEARINGS AND DECISIONS

If a written Report is filed with the Commission and the Commission determines that it should be scheduled for a hearing, the Commission shall proceed in accordance with the following rules:

1. Prosecutor. The City Solicitor, his or her designee or Special Counsel shall be the Prosecutor in all hearings before the Commission. In any matter before the Commission, the investigatory and prosecutorial functions of the City Solicitor, his or her designee, or Special Counsel shall be performed by a person who is not serving as Civil Rights Commission Counsel in that matter.
   
   
2. Respondent. The person charged in the Statement with violating Civil Rights shall be referred to herein as Respondent. Respondent is entitled to retain legal counsel.
   
   
3. Statement. The Statement shall be filed in the Civil Rights Commission and served on Respondent and shall specifically identify each Civil Rights violation, which Respondent is alleged to have violated, and facts upon which each alleged violation is based. A copy of these rules of the Wilmington Civil Rights Commission shall be attached to the Complaint and served on Respondent as well as contact information for the Prosecutor and Civil Rights Commission Counsel.
   
   
4. Service. Service of the Statement upon Respondent shall be made by personal service, by an individual authorized by the Commission, or by registered or certified mail sent to the last known dwelling place or workplace of Respondent.
   
   
5. Agreed Disposition. The Respondent, the Prosecutor and the Commission may enter into an Agreed Disposition at any time after service of the Statement.
   
   
6. Response to Statement. Within 14 days after service of the Statement on Respondent, Respondent shall file with the Office of the Civil Rights Commission, and serve on the Prosecutor and the Wilmington Civil Rights Commission, a written response to the Statement. Service shall be by electronic mail to the Prosecutor and Civil Rights Commission Counsel.
   
   
7. Scheduling Hearing. After the Response to the Statement is filed and served or the time to do so has lapsed, the Chair acting within 30 days shall schedule a hearing and serve Respondent with notice of the hearing date, time, and location. The hearing shall take place within 45 days of it being scheduled. The time limits in this subsection may only be extended by the Chair for good cause shown.
   
   
8. Hearing Transcript. A transcript of the hearing shall be made and retained in the City Solicitor's Office, subject to the confidentiality requirements of the Civil Rights Rules and the Freedom of Information Act.
   
   
9. Inspection and Copying. The Respondent shall be permitted to inspect, copy, and photograph books, papers, documents, photographs, or other tangible objects which will be used as evidence against Respondent and which are material in preparation of his or her defense.
   
   
10. Exculpatory Information. If the Prosecutor or the Commission at any time receives any exculpatory information respecting an alleged violation, it shall forthwith make such information available to the Respondent.
    
    
11. Subpoenas. The Respondent may apply to the Commission for the issuance of subpoenas for the appearance of witnesses and for the production of documents. The application shall be granted upon a concise showing that the proposed testimony and evidence is relevant, or is reasonably calculated to lead to the discovery of relevant evidence and is not otherwise available. The application shall be denied if not made at a reasonable time or if the testimony or evidence would be merely cumulative.
    
    
12. Presiding Officer. The Presiding Officer shall be the Chair unless the Commission appoints a designee approved of by at least four Commission Members.
    
    
13. Pre-Hearing Conference. At his or her discretion, the Chair, or a designee, may hold a pre-hearing conference to discuss matters deemed relevant to the fair and efficient conduct of the proceedings, including, but not limited to the following:
    
    
    
    1. the identification of witnesses and their expected testimony;
    2. the identification of documents and other tangible evidence and objections thereto; and c. stipulations of facts.
       
       
14. Evidence. The Commission determines the admissibility of evidence offered by the parties. The Commission may exclude evidence which lacks relevance, or which is privileged or cumulative. The Commission shall not be bound by the Delaware Uniform Rules of Evidence and may adopt alternative methods of taking evidence.
    
    
15. Burden of Proof. The burden of proving violations is on the Prosecutor and such violations must be proven by a preponderance of the evidence.
    
    
16. Order of Proceedings:
    
    
    1.  The Presiding Officer shall open and preside at the hearing. All testimony of witnesses shall be under oath or affirmation. A Respondent may enter an Agreed Disposition to a charge at any stage of the proceedings.
    2. An opening statement by the Prosecutor.
    3. An opening statement by Respondent.
    4. Witnesses and other evidence by the Prosecutor.
    5. Witnesses and other evidence by Respondent.
    6. Rebuttal witnesses and other evidence by the Prosecutor, if appropriate.
    7. Witnesses may be cross-examined by the opposing party after each witness has testified. Commission members may also question witnesses.
    8. Closing argument by the Prosecutor.
    9. Closing argument by Respondent.
    10. Rebuttal closing argument by the Prosecutor, if appropriate.
        
        
17. Post-Hearing Briefs and Oral Argument may be requested only at the Commission’s discretion.
    
    
18. Written Decisions. After hearing, the Commission shall render a written decision, which shall set forth:
    
    
    
    1. findings of fact, based on the evidence,
    2. conclusions of law as to whether Respondent violated the Civil Rights, and
    3. if a violation is found, the Commission will find Respondent responsible and propose recommendations for corrective action. If appropriate, Commission Members may issue dissenting opinions.
       
       
19. Motion for Reconsideration. Any Motion for Reconsideration must be filed and served within ten (10) business days after the date of the Commission's Decision. The motion shall briefly and succinctly state the grounds on which it is based. Grounds for reconsideration shall include errors of law, material violations of the Commission's Rules, and newly discovered evidence not reasonably available at the time of the hearing and not merely cumulative of evidence presented at the hearing. Within ten (10) business days after service of the motion, the opposing party may file and serve a response. The Commission will determine, from the motion and response, whether reconsideration will be granted and, if so, what procedure will be followed.
    
    
20. Confidentiality. All proceedings before the Commission, relating to an alleged violation of Civil Rights, shall be confidential, subject to the Freedom of Information Act.
    
    
21. Time Limitations set forth in these Rules may be extended or shortened, for good cause, at the discretion of the Commission.
    
    
22. Disqualification. A member of the Commission may disqualify himself or herself from participating in any investigation or hearing upon submission of a written disclosure directed to the Chair stating that he or she cannot render an impartial or unbiased decision in the case in question.