Grievance Procedure

Purpose, Scope and Primary Principles

Stour Sailing Club (SSC) aims to be a friendly club where every member and visitor feels welcome. SSC expects all members and visitors to show respect and understanding to each other, treat everyone equally and conduct themselves in a way that reflects the principles and values of the club.

This Policy aims to ensure that SSC sets out and maintains high standards of behaviour, conduct and practice amongst its members in accordance with Sections 3.10 – 3.21 of the Club’s constitution.

SSC is committed to the principle of confidentiality, integrity and accountability where club members are encouraged to raise their concerns if they experience issues.

For various reasons, issues/grievances can arise between members or members and visitors. When such grievances arise, it is in everyone’s interest to have them resolved without delay. For that reason, the Club has a Grievance Procedure so that members know what to do if they need to raise an issue or grievance.

Grievances will be dealt with confidentially so far as is reasonably possible and information learnt during this process must be kept confidential.

The Procedure follows SSC’s principles ensuring any grievances are dealt with in a timely, fair, reasonable and consistent manner.

This Policy may be changed by SSC at any time.

Grievance Procedure

In all cases, where possible, resolution to any dispute or grievance should be sought through an informal procedure.

As a general rule therefore, initially, all attempts should be made to address grievances as informally as possible.

The objective of this approach is to resolve the grievance with the minimum of conflict and stress for the individuals concerned.

Information collated during the investigations must be treated in accordance with SSC Privacy Policy.

Informal Stage

  • To enable informal resolution a Member should, in the normal course of events, raise the grievance (verbally or in writing) with an impartial (ie to the incident) member of the Club’s Committee in the first instance.
  • Two Non-Conflicting (1) Committee Members (one should be the Committee Member who received the grievance and one should be Officer level) will meet with the Member (plus a supporter/witness of their choice) at an investigatory meeting to hear the grievance, take a note of the grievance and provide an option(s) for a resolution to the grievance, if possible.
  • The Member who raised the grievance should consider the option(s) provided (this can be done at the meeting or taken away to consider) and, in good faith engage with the option(s) provided in a timely manner, returning to the two Committee Members (verbally or written) providing their response within 5 days.
  • Notes of the discussions should be taken.

Formal Stage

  • Should the Member who raised the grievance feel the options provided did not or will not address the grievance then they must write to the SSC Committee outlining the following;
  • Their grievance and the Members of the Committee they had first raised/discussed the grievance with.
  • The resolutions provided at the initial investigatory meeting and the reasons why these resolutions did not address/provide resolution for the grievance.
  • A formal acknowledgement of the grievance will sent to the Member along with an agreed date for the complaint or grievance meeting.
  • The Committee shall appoint two of their Members (Delegated Committee), not involved in the initial process, to act on its behalf and hold the formal meeting with the Member plus their chosen companion.
  • The Delegated Committee members will review the written complaint and, the notes from the initial grievance meeting with a view to providing a further resolution.
  • The Delegated Committee may deem it necessary to investigate the grievance further in accordance with the principles of natural justice and fair procedures and meet with all of the individuals outlined in the grievance (each of whom can have an accompanying person with them at the meeting if they wish to).
  • Notes should be taken at the formal meeting and initialled by those present as an accurate record.
  • The Delegated Committee will issue an ‘Agreed Resolution to Grievance’. This must be signed by the Member who raised the grievance and co-signed by The Delegated Committee members.

Appeal

If the Member is unhappy with the Agreed Resolution there is a right to appeal against any grievance finding which must be in writing to the SSC Committee within 21 days giving reasons why and providing any new evidence they seek to rely on. The appeal will be heard by the Commodore(i) and any Members of the Committee not directly involved in the process thus far. Consideration will be given to the resolutions provided throughout the process and the grounds of appeal.

The outcome of the appeal will be provided in writing. The outcome of this appeal is final.

[1] Non-Conflicting Committee Member is any Committee member who is not the subject of the Grievance

[1] If it has been sent to the Commodore then another Committee member is to be selected to stand in as the Commodore must remain out of the process in case it reaches the Appeal Stage.

(i) Should the Commodore be in any way connected with the grievance then another Officer, not yet involved in the process thus far, will take the role for the appeal

This Policy has been developed by the Stour Sailing Club Committee to provide a framework for the Club’s use of social media.

This Policy applies to all users of Stour Sailing Club’s social media, whether that be the public (Club) Facebook Page or any private/group (Club) Facebook pages Whilst the activities of the Stour Sailing Club are recreational, in nature, there is a responsibility on both the Club and its members to ensure that (the Clubs) social media services are used in an appropriate and controlled manner. It is important to remember that we are all Ambassadors for the Club and that social media is never private.

What do we mean by Social Media?

Currently the Club primarily uses Facebook for our social media presence. However
there are several types of social media that we, as a Club, use now or may use in
the future and this policy covers all types, for example:

  • Social networking (Facebook, LinkedIn, Google+)
  • Microblogging (Twitter, Tumblr).
  • Photo sharing (Instagram, Snapchat, Pinterest)
  • Video sharing (YouTube, Facebook Live, Periscope, Vimeo)

This policy also covers private messages sent over online channels such as direct
messaging via Facebook, Twitter and WhatsApp.

What do we want to use Social Media for?

The Club wants to use social media as part of the Club’s formal ‘shop window’ to
interact with Members and the wider Community to:

  • promote and publicise the Club and Club events in a positive and clear way to Members, prospective Members, members of the wider Community, and
    partnership organisations
  • respond clearly and correctly to specific, non-sensitive or personal posts from Members of the Club and the public
  • provide information, advice and guidance (particularly in emergency situations)
  • contribute positively to the image of the Club as professional, human, approachable and part of the wider community

Who can post as the ‘Official’ Voice of the Club?

Only Officers or Members of the SSC Committee, or, exceptionally, Non-Committee members, formally nominated by Committee may post on Social Media representing the ‘Official’ voice of the Club, either specifically as ‘Stour Sailing Club’ or offering information or comments that appear to members and the public to formally represent the Club.

Managing Social Media – Club Facebook Pages

The Club maintains an official public Facebook page which offers information to members and non-members on Club activities and events. Members and nonmembers of the Club can post comments and send messages to the Club but only appointed Administrators and Editors can post information and respond to messages.

Whilst only a small number of individuals are able to use social media speaking formally on behalf of the Club, many Club members will use social media to talk, not on behalf of, but about the Club and Club activities. In addition to the Club Facebook page the Club has established a Stour Sailing Club Members Facebook Group. Any Member of the Club can ask to become a member of the Group to see and post information, stories, photos and videos. The Group is Private, and only members of the group can see posts.

There is also a Stour Sailing Club Rowing Members Facebook Group which exists specifically to share information about Club rowing, this is also a Private Group. For the Club Facebook pages only Members of the Club Committee (or exceptionally non-committee members formally agreed by Committee) may act as Administrators or Editors.

There will be at least two Administrators at any time for each of the Club’s Facebook Pages – whether that be public or private groups/pages. The Administrators will be agreed by the Committee. When an Administrator leaves the Committee or is asked to stand down from the position by the Committee, the Committee will make a new nomination and the roles will be updated. The number of Editors may vary, but when an Editor leaves the Committee or is asked to stand down as an Editor the Administrators will update the roles.

Expectations on Administrators and Editors

  1. Use common sense: Use your best judgment at all times. If you’re uncertain if something is inappropriate or questionable, don’t post it.
  2. Mind your manners: Be respectful, kind and civil – do not make any comments that discriminatory, unpleasant or hateful about anyone.
  3. Be human: Use your own voice; speak in a warm, approachable tone. Anything posted on the behalf of your club is permanent and a reflection of the club and its members.
  4. Respect copyrights and fair use: Always give people proper credit for their work, and make sure you have the right to use something before you publish, for example – photographs taken by someone else.
  5. Be aware of confidentiality: Only reference information that is publically available.
  6. Security: Social media accounts should be created using an official club email address, which a designated individual should have responsibility for. Passwords should be protected and any suspicions of account hacking should be raised with the social media platform immediately.

Managing Social Media

When posting about the Club or Club activity on any social media platform including a private group, members are reminded:

  • Everything on the internet is public – you should assume that all of your social media communication is visible to everyone everywhere. Comments and posts are permanent and often public even with privacy settings in place. So think carefully about the content you post online.
  • Be responsible – when in doubt don’t post. All social media content and communication must not be unlawful, discriminatory, offensive, bullying or defamatory
  • Respect copyright – don’t post content created by someone else (videos/documents/links) without checking that you have given credit for them and where possible include links to the original source.
  • Children online – never post personal information (schools, full names, addresses, emails) which could lead to a child being identified.

Any Member using any of the Club’s social media in a negative, disruptive or disrespectful way may be subject to withdrawal of access to all of the Club’s social media and/or disciplinary action by the Club.

Welfare and Safeguarding Policy and Procedure

Stour Sailing Club Welfare and Safeguarding Policy Statement
Stour Sailing Club (SSC) is committed to creating and maintaining a safe and enjoyable environment for all Club members and visitors whilst on Club premises. SSC actively encourages respect, kindness, and empathy in all interactions and will take immediate and appropriate action to address any concerns and/or issues.

SSC recognises that safety and welfare is paramount and that everyone, whatever their age, gender, disability, culture, ethnic origin, colour, religion or belief, social status or sexual identity, have an equal right to participation in Club activities and to protection from discrimination, exploitation, bullying, intimidation and abuse.

SSC has a zero-tolerance towards any behaviour or action that threatens the well-being or dignity of our members and visitors. Every individual is valued and deserves to feel safe and respected within our Club.

SSC will:

  • Promote and uphold a culture of appropriate behaviour by all, and mutual respect for everyone on Club premises
  • Ensure that activities and events are run to the highest practicable safety standards.
  • Respond swiftly and appropriately to any concerns or complaints about bullying, intimidation, standards of practice and suspected or actual exploitation or abuse.
  • Apply appropriate levels of scrutiny in the approval of Club members and the selection of Club volunteers in the allocation of Club roles and responsibilities.
  • Regularly review Club policy, practice and procedure to learn lessons, incorporate improvements and adopt latest best practice.
    (As defined in the Children Act 1989, for the purposes of this policy anyone under the age of 18 should be considered as a child.)

Safe Practice

SSC does not offer any organised sail training or other water based coaching activities to any members. However, the Club does run racing events (e.g. annual Regatta, etc) and also allows My Blue Pass – mybluepass.org.uk – (RYA Recognised Training Centre) to run their training activities using the Club’s premises and waterside facilities.

In all cases SSC will work to ensure safe and appropriate practices in all organised coaching/training events. This includes:

  • Ensuring that all safety craft and equipment are properly maintained.
  • Running activities and events that follow recognized safety protocols.
  • Providing clear instructions and supervision during all activities, particularly those involving young people and vulnerable adults.
  • Ensuring external organisations using Club facilities for training/coaching events have appropriate safeguarding policies and welfare contacts that are shared with SSC.

The Welfare Officer (Designated Safeguarding Lead)

SSC will ensure that there is an RYA registered Welfare Officer whose contact details are readily available to all members and visitors. Contact details will be available on the Club Notice Board, as well as on the SSC Website and Sailing Club Manager system.

The Welfare Officer is responsible for:

  • Maintaining up-to-date Safeguarding Policy and Procedure which is updated at least annually (or more frequently if required by legislation or regulations) and approved SSC Management Committee.
  • Ensuring that Committee members and other Club volunteers are aware of and understand the policy and procedures through appropriate induction and training sessions.
  • Advise on the implementation of Safe Recruitment procedures and maintain secure records of supporting documentation.

Should any Club member or visitor have any concerns, or feel in need of support or advice, the Welfare Officer will:

  • Be the first point of contact and maintain confidentiality in all cases.
  • Decide on and implement the appropriate action in accordance with the approved SSC policies and procedures, particularly the SSC Grievance Policy and Procedure
  • Seek the advice and support of the SSC Management Committee when necessary.

The nature and severity of concerns raised may vary. The Welfare Officer will use their experience and judgement with the support and advice of the SSC Management Committee, if required, to decide on an appropriate course of action in accordance with statutory obligations and the approved procedures. All concerns raised must be taken seriously and treated confidentially.

As a Club we recognise that anyone could be defined at risk at different points in our lives, for example, due to illness, bereavement, and mental health issues, and may need help and support.

If a concern is raised that a Club member or visitor may be being abused outside Club premises, it is not the Welfare Officer’s responsibility to investigate further but it is their responsibility and legal obligation to report them to the appropriate statutory authorities as an upmost priority.

Documentation is important, records should be made of what has been seen, heard, or reported with times dates and names using the attached Referral Form. Confidentiality is equally important so care should be taken to ensure that any records made are kept secure and only shared with those who need to know in accordance with statutory obligations and the approved procedures and the matter should not be discussed with anyone else inside or outside of the organisation.

Annual Safeguarding Report to the Management Committee

The Welfare Officer, will create and present an annual report to the SSC Committee detailing any safeguarding issues that have arisen and recommending any actions to be taken, e.g. suggested amendments to policy or procedures.