Enderby Bowls Club

COMPLAINTS POLICY

This policy is in line with Bowls England policy on Misconduct – Regulations 9A

If any Club member or visitor feels he or she has suffered discrimination in any way or that Club Policies or Code of Conduct Rules have been broken, they should place in writing to the Complaints Assessor or Club President, (forms available from Bowls England website under R9 regulations).

If the matter relates to children, young people and adults at risk of harm or abuse, it should be reported to the Club Safeguarding officer.

Definition of a Complaint

Minor Complaint – a dispute about behaviour or poor practice resulting in some resentment, or hindrance to the complainant’s enjoyment of the sport. This could include decisions around team selections. The Club excepts members to attempt to settle minor disputes between themselves. The aim of this shall be to resolve the situation at a level where, for example, a simple apology and agreement not to repeat an action may be sufficient. This could take place without the need of the involvement of others and would not give rise to disciplinary.

Formal complaint – an allegation of abuse or poor practice that causes distress or risk of harm to the complainant or another member or non- member of the Club. A formal complaint may also result from the accumulation of a series of minor complaints.

The Club shall deal with the complaint(s) by following the standard procedure outline below:

PROCESS

  1. For complaints not related to children, young people and adults at risk of harm or abuse the matter should be referred to the Club Complaints Assessor. The report should include:

  2. Details of incident

  3. The date time the incident occurred

  4. Names of any witnesses or people present at time of incident

  5. Statements from any witnesses

  6. An indication as to the desired outcome

Stage One

  1. The first stage of the complaint process will be for the Club to try to resolve the complaint informally via discussion with both parties to find an amicable resolution. This should be achieved within 14 days from receipt of the complaint. The complaint and resolution will be documented and kept in a complaint file.

Stage two

  1. If the complaint is not resolved informally the Complaints Assessor will convene a Disciplinary Committee of three Members who are independent of the people involved and none of whom shall have any previous involvement or prior material knowledge of the alleged misconduct. One of these three will act as Chair of the Club Disciplinary Committee.

The Committee:

  1. will treat every report as confidential

  2. will not discuss any matter with anyone outside of the committee or than to request expert advice

  3. will forward the names of members of Club Disciplinary Committee to the accused / members who may object to a maximum of two

  4. will request that both parties to the complaint submit written evidence regarding the incident(s)

  5. will forward copies of evidence to the parties involved (suitable redacted)

  6. may decide to dismiss the complaint without holding a hearing if there is insufficient evidence to continue

  7. will seek to ascertain whether the accused member / members accept the written evidence or whether witnesses are required to give evidence in person at the Club Disciplinary Hearing

  8. may hold a hearing (whether such hearing is requested by either party) at which both parties will be entitled to attend and present their case

  9. arrange for a hearing within 42 days of receiving the complaint

  10. will arrange for minutes of Disciplinary Hearing to be taken

  11. one of the selected nominee to act as the Case Presenter

  12. the hearing will be conducted in accordance with Bowls England Regulation 9A (section 3.5 to 3.20 inclusive)

  13. will have the power to impose any one or more of the following sanctions on any person found to be breach of any policy:

  1. Warn as to future conduct

  2. Suspend from membership

  3. Remove from membership

  4. Exclude a non - member from the facility, either temporarily or permanently

  5. Turn down a non – member’s current and /or future membership applications

  1. If suspension or exclusion is proposed please refer to Bowls England Regulation 9A Section 15,16 & 17

  2. Will provide both parties with written reasons for its decision to uphold or dismiss the complaint within one (1) calendar month of such decision being made

  3. The Chair of Club Disciplinary Committee prepare a SHORT report which will be filled on the complaints file

  4. If allegation of misconduct is proven, the accused member / members are to be advised in writing of their right to appeal to the County Association and Bowls England - template form available on Bowls England website.

  5. The appeal must be made within 14 days of the of the Disciplinary Hearing.