Duxbury Park Golf Club (“the Club”) is committed to maintaining a welcoming, respectful and fair environment for all members, guests, officers, volunteers and staff.

This procedure sets out how:

• Grievances (complaints or concerns), and

• Disciplinary matters (alleged misconduct)

• will be managed in a fair, transparent and consistent manner, in line with principles of natural justice and good governance.

This procedure applies to:

• All Members (including playing, social and honorary members)

• Club Officers and Committee Members

• Volunteers acting on behalf of the Club

It applies to conduct:

• On the course premises

• During competitions, matches, social events or meetings

• While representing the Club externally

• Online or on social media where the Club’s reputation may be affected

• Issues should be resolved informally where possible

• All matters will be handled confidentially as far as practicable

• No individual will be disciplined without a fair and impartial process

• No person involved in a decision shall have a conflict of interest

• Sanctions will be reasonable and proportionate

• There will be a right of appeal

Members are encouraged to raise concerns informally in the first instance, where appropriate, with:

• The individual concerned, or

• A Club Officer (e.g. Captain, Secretary etc)

• Many issues can be resolved quickly through discussion and mutual understanding.

Step 1 – Raising a Grievance

If informal resolution is not appropriate or has failed:

• The grievance must be submitted in writing

It should include:

• The nature of the grievance

• Relevant dates, times and details

• Any supporting evidence

• Grievances should be sent to the Club Secretary

• If the grievance concerns the Secretary, it should be submitted to the Club Captain or Vice Captain

Step 2 – Grievance Review Meeting

A meeting will be arranged without unreasonable delay

The member raising the grievance may be accompanied by:

• A fellow Club member

The grievance will be considered by:

• The Club Secretary and two other impartial committee members ( grievance panel)

Step 3 – Outcome

The decision will be confirmed in writing

Possible outcomes include:

• Grievance upheld

• Grievance partially upheld

• Grievance not upheld

• Recommendations for corrective action or mediation

Step 4 – Appeal

An appeal must be submitted in writing within 7 days

The appeal will be heard by:

Three Committee Member panel chaired by the Captain (none of the appeals panel will have been previously involved in the grievance)

The appeal decision shall be final

Disciplinary action may be considered where there is alleged:

• Breach of the Club’s Constitution, By‑Laws or Rules

• Unacceptable, abusive or discriminatory behaviour

• Cheating or serious breach of the Rules of Golf

• Conduct bringing the Club into disrepute

• Serious breach of health & safety or safeguarding requirements

• Misuse of Club facilities or property

Allegations will be investigated fairly and promptly

The member concerned will be:

• Informed of the allegation

• Given an opportunity to respond

Where necessary, the Committee may impose a temporary suspension:

• This is a neutral measure and not a disciplinary penalty

If the matter proceeds:

A Disciplinary Panel of at least three impartial members will be appointed.

The member will receive:

• Written notice of the hearing

• Details of the allegation and evidence

The member may be accompanied by:

• A fellow Club member

The panel may:

• Hear witnesses

• Request further information

• Adjourn if required for fairness

The Disciplinary Panel may decide to:

• Take no further action

• Issue a formal warning

• Impose conditions or restrictions

• Suspend playing or membership rights for a defined period

• Terminate Club membership

• Refer the matter to a governing body (e.g. England Golf), where appropriate

• All outcomes will be confirmed in writing.

Appeals must be lodged within 7 days of the written decision

Appeals will be heard by a panel not previously involved and chaired by the Captain

The appeal decision shall be final and binding

All grievance and disciplinary matters will be recorded securely

Records will be retained in line with data protection requirements

This procedure:

Has been approved by the Committee of Duxbury Park Golf Club

Will be reviewed periodically or following governance changes