Complaints Process

This is the procedure to be followed if:

• The committee considers that the conduct of a member is of a character likely to bring the club into disrepute, or
• A member or anyone associated with the club feels that they have suffered, experienced or witnessed inappropriate behaviour by another member that was in breach of the club code of conduct or constitution.

The complainant should report the matter in writing or by email to the secretary (or other office holder in the secretary’s absence), which should include:

• Details of what occurred
• Details of when and where the occurrence took place
• Names of any witnesses and statements from those witnesses
• Any other relevant information.

The secretary or delegated officer will firstly discuss the complaint with the alleged offender to ask for their response. If the alleged offender admits to the allegations made and apologises then with the agreement of the complainant, the matter ends there. The secretary may send an email response to the complainant confirming that the matter has been dealt with and is concluded. If the complainant is not satisfied with the apology, and the complaint is not considered to be vexatious then the complaints procedure as set out here should be followed.

If the alleged offender has not accepted responsibility for the complaint made or the alleged misconduct, that member shall be given ten days’ notice in writing or by email to explain their behaviour to the secretary.

The president along with two other committee members will convene a complaints committee to attempt to arbitrate informally, having confirmed all the facts and any explanation received from the member. This may include separate interviews with the parties involved before a decision is made whether or not to uphold the complaint.

If the complaint is upheld, the complaints committee will report back as soon as possible to the full committee to determine whether the offending member should be suspended for a limited time or expelled at the committee’s discretion. At least two-thirds of the committee present must agree with this decision. The secretary will advise the member in writing or by email of the committee’s decision.

The suspended member can appeal against the decision of the committee and must submit written notification of this intention within 14 days of the date of the committee’s decision by letter or email.

On receipt of the appeal the secretary will convene a disciplinary panel consisting of the president, secretary and at least two other members nominated by the committee (they do not have to be committee members).

The disciplinary panel will set a date to meet and review the evidence. The alleged offender will be advised of this date by email or in writing and be given 14 days’ notice.

The secretary will gather all written case evidence, including witness statements and other supporting papers and circulate these to the panel and the alleged offender who will have the opportunity to attend the meeting and present their evidence and make representations in person. The panel may also invite and interview other parties involved in the incident and/or witnesses.

Having completed a review of the case, the panel will provide a written report of their findings and make recommendations as they feel appropriate to the full committee. These include but are not limited to:

• No further action, with a written reminder of the club’s policies and expectations of it.
• No further action, with notice that the matter will remain on file and the club will consider suspending membership should there be any further cause concern in relation to this or any other matter arising.
• Notice of suspension or expulsion from the club either at the end of the current club year or with immediate effect. Where immediate expulsion is imposed no refund of membership fees will be paid.

The committee have a discretion to depart from the panel’s recommendations if they consider it appropriate, and it will determine the action to be taken. The committee will either agree with the panel’s recommended decision or may change or amend the decision. At least two-thirds of the committee members present must agree on the decision.

The secretary will write to the parties confirming the panel’s findings and subsequent committee decision. This decision will be final and no further appeals will be allowed.

Reminders

1. At each stage of the process, a record of all meeting and any outcomes arrived at must be kept and provided to the committee at the next available meeting.

2. Confidentiality of the complainant will be respected if requested or is appropriate.

3. If an officer of the club including the president is a party to the dispute, they will not be involved in the complaints committee or disciplinary panel. Their place with be taken by another committee member, chosen by the committee.

4. A member who has had allegations made against them will be allowed to bring a support person to any meetings convened by the committee to discuss the allegations made.