Internal Grievance Procedure
This grievance procedure is intended to provide a mechanism for members to air any issues relating to their membership so that any problems can be resolved quickly and fairly. It is not possible to provide for all the circumstances in which grievances may arise. This grievance procedure is therefore is intended to act as a framework. It may be varied where we deem this reasonably necessary.
The grievance procedure can be used by a member or volunteer to address any problems or concerns.
In the first instance, you are encouraged to attempt to resolve any problems or concerns you may have informally by discussing the matter with a Flag Officer. Where such informal discussions have failed to resolve the matter satisfactorily or you prefer not to discuss the matter informally, you should make a formal complaint without delay by using the grievance procedure set out below.
You should put your grievance and the basis for it in writing in as much detail as possible, including the outcome you seek, and send it to the Hon Secretary. You will then be invited to attend a formal meeting to discuss the grievance and will have the right to be accompanied.
The meeting will take place once we have had a reasonable opportunity to consider its response to your grievance and if necessary investigate the matter. You must take all reasonable steps to attend the meeting.
After the meeting we will respond to the grievance and notify you of your right to appeal if you are not satisfied with the decision.
You must inform the Hon Secretary in writing if you want to appeal the outcome of the grievance within five working days of our decision. Your letter of appeal should set out the grounds upon which the appeal is made.
If you appeal you will be invited to attend a further formal meeting and must take all reasonable steps to attend that meeting.
After the appeal meeting we will consider the appeal and may make further enquiries if it considers it necessary. We will then inform you of its final decision. There is no further right of appeal after this.
The Right to be Accommpanied
At any meeting under this grievance procedure you have the right to be accompanied by a fellow member of your choice to act in a supporting capacity but such companion may not answer questions on your behalf.
Statement of Policy
The objective of this policy is to communicate the commitment of Clwb Hwylio Pwllheli Sailing Club (CHPSC) to the promotion of equality of opportunity within our club and:
- to make boating an activity that is genuinely open to anyone who wishes to take part
- to provide the framework for everyone to enjoy the sport, in whatever capacity and to whatever level the individual desires.
- to ensure that our services are accessible to all
CHPSC is committed to the principle of equality of opportunity and aim to ensure that all present and potential participants, members, office bearers, instructors, coaches, competitors, officials, and volunteers are treated fairly and on an equal basis, irrespective of sex, age, disability, race, religion or belief, sexual orientation, pregnancy and maternity, marriage and civil partnership, gender reassignment or social status.
CHPSC is opposed to all forms of unlawful and unfair discrimination and is committed to encouraging equality and diversity among our members.
CHPSC's Flag Officers have specific responsibility for the effective implementation of this policy.
We expect that all our club members, committee members, Flag Officers and volunteers abide by this policy to help create the equal opportunities environment.
In order to implement this policy we shall:
- Communicate the policy widely
- Provide equality training and guidance as appropriate to members and volunteers
- Obtain commitments from other persons or organisations such as subcontractors or agencies that they too will comply with the policy in their dealings with our club, its members, volunteers and staff.
- Ensure that adequate resources are made available to fulfil the objectives of the policy.
Monitoring and Review
The effectiveness of our equal opportunities policy will be reviewed regularly and action taken as necessary.
Where monitoring suggests there is an issue in relation to this policy then we will develop an action plan to address the issue in question.
Members, prospective members and volunteers who believe that they have suffered any form of discrimination, harassment or victimisation are entitled to raise the matter through the procedures detailed in the Club's internal grievance procedures set within our Disciplinary Procedure >here. All complaints of discrimination will be dealt with seriously, promptly and confidentially.
CHPSC reserves the right to discipline any of its members, committee members, Flag Officers and volunteers who practise any form of discrimination in breach of this policy.
Every effort will be made to ensure that those who make complaints will not be victimised. Any complaint of victimisation will be dealt with seriously, promptly and confidentially. Victimisation will result in disciplinary action and may warrant ejection / dismissal.
CHPSC implements the RYA policy on 'Diversity and Inclusion guidance for clubs- Trans people' available >here
Clwb Hwylio Pwllheli Sailing Club’s disciplinary procedure applies to all members of the Club and aims to ensure that all members are treated fairly and consistently in regard to their conduct. The procedure may be reviewed and amended by the committee from time to time to meet any change in requirements.
- No disciplinary action will be taken until an investigation has been undertaken by a person/persons, appointed by the committee, who will not be involved in any subsequent disciplinary decision.
- Disciplinary matters will be concluded without undue delay.
- Disciplinary matters will be treated confidentially and only those directly involved in the procedure will be informed.
- Disciplinary matters will normally be heard by the committee, with a right of appeal to the members at a General Meeting.
- The committee may appoint a smaller panel to conduct the hearing, with a right of appeal to a further panel of committee members who have not been involved in the original hearing.
- A member who is the subject of disciplinary action will be advised in writing of the nature of the complaint against him, will be allowed sufficient time to prepare for a disciplinary hearing, and will be given the opportunity to state his case.
- The member will have the right to be accompanied by a fellow member, or by another representative (but not a legal representative) at the discretion of the committee/panel.
- The member will have the right to appeal against any sanction or penalty imposed, and for that appeal to be heard by a panel of committee members not involved in the original disciplinary hearing.
- A proper record will be kept of any disciplinary decision, taking into account the need for confidentiality.
- A complainant will be informed when the matter is concluded, but does not have the right to be informed of the nature of any sanction or penalty imposed.
Examples of misconduct offences include but are not limited to the following:
- Failure to comply with club rules, byelaws, regulations, policies or codes of conduct, including health and safety and safeguarding policies.
- Failure to pay membership subscriptions, boat fees or other monies owed to the club within a reasonable time.
- Theft or misappropriation.
- Deliberate damage to the property of the club or academy or a member.
- Assault on or deliberate injury to a member, guest or employee.
- Foul, abusive or discriminatory language or behaviour or harassment.
- Harming or placing at risk of harm a child or young person aged under 18 or a vulnerable person.
- Conduct, whether within or outside the club, which might bring it into disrepute by association.
Receipt of complaint
1. A complaint is received by the club and passed to the Commodore and acknowledged.
2. The Commodore informs the committee that a complaint has been received and appoints a member to investigate it.
3. If the presence at the club of the member who is the subject of the complaint may put others at risk, his membership and/or attendance may be temporarily suspended pending the investigation and the outcome of any subsequent disciplinary hearing.
4. The matter is investigated; this may include speaking to the complainant and gathering statements from any witnesses. In the case of failure to make a payment, it may involve checking the club’s financial records.
5. If, during the course of the investigation, it appears that the member may have committed a criminal offence, this may be reported to the Police and the internal disciplinary procedure will be put on hold until any Police investigation and subsequent prosecution has been concluded.
6. If appropriate the Commodore appoints three committee members to make up a Disciplinary Committee, (the member who conducted the investigation may be asked to present the case on behalf of the club excluding any member who is related to either the complainant or the member who is the subject of the complaint, and any member who has been involved in a previous disciplinary action involving the same member.
7. The date, time and venue for the disciplinary hearing are decided, allowing sufficient time for the member to prepare his case.
8. The member is informed in writing of the nature of the complaint, is asked to attend the disciplinary hearing, informed of his right to be accompanied and provided with copies of this procedure, any relevant documents and witness statements.
9. If the member is unable, for good reason, to attend on the appointed date, the Disciplinary Committee should endeavour to agree a suitable alternative date. If the member is unable to agree a mutually acceptable date within a reasonable period, the hearing may take place in his absence.
10. The disciplinary hearing takes place.
11. No witnesses or statements should be introduced at the hearing without prior notice and copies of all written evidence must be produced for consideration prior to the hearing, to be available in advance to the parties.
12. The Disciplinary Committee may adjourn the hearing to allow further evidence to be referred to if the Disciplinary Committee considers it fair to do so.
13. The Disciplinary Committee decides whether misconduct has taken place, and if so decides on an appropriate and proportionate sanction or penalty.
14. After the Disciplinary Committee has reached a decision, the subject of the complaint will be notified in writing of such decision and informed of any penalties within 7 days of the decision being reached, penalties will be effective from the date of the decision. If relevant, the member should be informed of his right of appeal and the timescales involved.
15. A record is made of the disciplinary decision.
16. If the member appeals, the matter is referred either to the members at a General Meeting or to a further panel of committee members who were not involved in the original hearing. The appeal hearing may uphold the original decision, reverse it, or reduce the penalty but may not increase it.
17. The appeal decision is final.
18. The complainant is informed that the matter has been concluded.
An appeal may be made on the following grounds:
- the club has failed to follow a fair process; and/or
- the member feels that the sanction is disproportionate to the offence
If an appeal is to be made then written notice of appeal to the Secretary must be given by the member, within [28 days] of being notified of the decision. No appeal will be valid or considered after that period has elapsed. The member must give full written grounds for the appeal, stating exactly what is being appealed against and the reasons for this.
An appeal hearing will be convened as soon as practicable and will consist of an Appeal Committee of three members who did not take part in the first hearing and who will elect their own Chairperson who will have the casting vote. New evidence cannot be presented at the appeal hearing. The Appeal Committee shall have power to uphold the original decision, reverse it, or reduce the penalty but may not increase it. The decision of the Appeal Committee is final and binding on the parties.
Updated 24th March 2019
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