Committee Update

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Club Discipline Grievance and Appeals Process

Staff and members of the Club should be reminded that most grievances can and should be

resolved informally without resorting to this formal process.
All of the below processes are to be undertaken in line with the Club Rules.

Step 1:
If a complaint is made to a member of staff, or witnessed by a member of staff, the Steward on Duty
should be immediately notified. If the Steward on duty is able to verify the allegation made, a
decision should be made as to whether the adverse behaviour requires:
A. A warning to cease the adverse behaviour;
B. The person/ people concerned to be stopped being served and told to leave the premises
immediately.
Some instances may require a person to be stopped being served and told to leave the premises
immediately without having a warning. This process is down the discretion of the Steward on Duty.
In some instances, it may not be possible to enact this step, for example:
• If the member concerned leaves the Club voluntarily and immediately having committed
whatever action they were accused of; or
• If the incident was only reported to staff after the accused has left the premises, or
• The indecent was reported directly to the Committee with staff not being informed at the
time.
If an incident has been reported to the Steward on Duty and they have considered whether either or
both of the two possible actions stated above are required, unless part B has been utilised
immediately following the incident, whilst the Committee will be informed of the incident, no
further action will be taken by the Committee, unless it is felt that a clear and obvious error has been
made.
Step 2
If part B above has been utilised, or for whatever reason these options were not able to be
considered and enacted by the Steward on Duty at the time, a complaint can be made directly to the
Committee. All complaints regarding the misconduct of club members should be submitted in
writing to the Club Secretary within three months of the most recent alleged misconduct. (If the
matter relates to the Club Secretary, the complaint should be submitted to the Chairman).
The content of a complaint will include specific details and evidence in relation to the infringement
of Club Rules. Further/ additional information or further witness statements to support the
investigation of the allegation can be requested.
Step 2:
Upon receipt of a formal complaint, the Club Secretary shall appoint and inform a Disciplinary Panel
(the Panel), which will comprise of three Committee members, one of which will be an Officer of the
Committee - none of whom have had any direct interest or involvement in the matter. The Panel will
be provided with the Complaint and any supporting documentation/ statements. The content of a

complaint should include specific details and evidence in relation to the infringement of Club Rules.
The Panel may request additional information or further witness statements to support the
investigation of the allegation.
The Panel will then decide whether a hearing is required or may dismiss any frivolous complaints at
this stage. If the matter is dismissed that shall be explained to the Complainant in writing.
If a hearing is required, it should be decided by the Panel if the facilities of the Club need to be
withdrawn from the accused until at least the Hearing date (if there could be adverse consequences
to allowing a member to use the prior to their hearing).
If it is deemed that a hearing is required, they will invite the accused and any other witnesses
deemed necessary to attend a hearing to verbally share their version of the allegation and/ or to
answer any questions the Panel may have. If this is required, the Club Secretary shall write to the
Member or Members concerned, to inform them of the complaint and to invite them to speak
before the Panel at a specific date and time.
Step 3:
All hearings shall be held in private. Any person or persons involved in a disciplinary situation has the
right to be accompanied by an independent observer (‘Supporter’) to any meetings or discussions on
the matter, if so desired. A Supporter is not a legal representative. The Supporter must be named,
and may accompany the Member throughout any hearing process, but may not contribute in any
way – doing so may result in them being asked to leave.
During the hearing the Panel may ask any questions they deem pertinent to them being able to
conclude on the allegation/ complaint made. Any person invited to appear before the Panel may
also ask any questions they have or make a statement to support their position.
Step 4:
Following the hearing, the Panel will have the power, if satisfied by majority on the balance of
probabilities that an offence of misconduct has been committed by a Member, to impose the
following actions:
 No further action.
 A warning letter is sent.
 A temporary suspension from the Club (not exceeded six months)
 Permanent expulsion from the Club
The accused, the complainant and any other parties deemed relevant will be provided with the
Panel’s formal written outcome via the Club Secretary within seven days of the decision. The letter
notifying the decision of the Panel shall also set out the right to appeal.
Step 5 – Appeal Process
The accused and/or the Complainant, may appeal against the decision of the Disciplinary Panel, by
serving a Notice of Appeal to the Club Secretary within seven calendar days of receiving the written
decision. The Notice of Appeal must state the grounds on which the verdict of the Disciplinary Panel
is challenged.

The Club Secretary shall acknowledge a Notice of Appeal within seven calendar days of its receipt.
The Club Secretary will then appoint and inform an Appeals Panel, which will again comprise of three
members of the Committee, one of which being an Officer, but none of which were involved in the
original hearing.
Step 6 - The Appeal Panel:
The Appeal Panel shall meet on the date fixed by the Club Secretary. Firstly, the Appeal Panel will
cast a decision in regards to ‘the grounds on which the verdict is challenged’. If there are sufficient
grounds/evidence provided to support the challenge, the Appeal Panel process will commence.
However, if there are deemed to be insufficient grounds at this stage, the appeal will be dismissed.
If there are grounds to appeal a decision, the Appeals Panel will consider the addition evidence/
statements that have been provided to them, in line with the original evidence/ statements/ hearing
transcripts/ other documentation. Note – an appeal isn’t a ‘re trail’ – it is consideration if there is
valid grounds that a verdict may be challenged (new evidence, previous evidence not considered
etc), but not appealing because the decision reached at the original hearing was not liked.
The Appeal Panel shall have power to make a decision on the facts as it thinks fit and may:
• Quash the original decision; and propose an alternate sanction.
• Confirm the original decision.
• Increase or decrease the original sanction.
The Appeal Panel, via the Club Secretary, shall inform all parties of its decision within seven calendar
days, together with written reasons for its decision. The decision of the Appeal Panel shall be final.
The Appeal Panel shall decide on any issue by majority and on the balance of probabilities.
Records of Hearings and Appeals
The decision of a Disciplinary Panel, including Appeal Panel, shall be recorded and retained in
confidential records for a period of seven years by the Club. Supporting documentation shall also be
retained in the same fashion.
Authority to Seek Advice
In the interests of dealing with matters expediently and fairly, when dealing with a complaint, the
Club Secretary or either the Disciplinary or Appeals Panel shall be entitled to take, or omit to take,
professional or legal advice as deemed necessary. It is accepted that if this is deemed necessary,
some of the timescales detailed above may be compromised if professional or legal information/

guidance isn’t immediately forthcoming.

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