EGERTON PARK INDOOR BOWLS CLUB LTD
DISCIPLINARY POLICY v1.0
August 2025
EGERTON PARK INDOOR BOWLS CLUB LTD DISCIPLINARY POLICY
The Board of the Egerton Park Indoor Bowls Club has an expectation that all members and visitors shall comply with the Constitution and Rules and Bye Laws of the Club.
The Board also expects that members and visitors may enjoy the facilities of the Club without fear or intimidation. Where a member or visitor feel that their rights have been abused by the action of others, they may make a formal complaint, in writing, to the Company Secretary. Any such complaint must be made within 7 days of the alleged incident. Members of the Board may also initiate such procedures against individuals where alleged breaches of the Club Constitution or rules have occurred.
It is absolutely implicit within the Policy that no complainant or witness may sit in adjudication of the alleged offender or take part in any appeal that may follow except when called upon to offer evidence by the Chair of the Disciplinary Committee. Where the Complainant or witness would by virtue of office be expected to sit on the Disciplinary Committee or Board hearing, these facts shall be recorded and a replacement nominated. In all cases the Discipline and Appeals Procedure shall be strictly adhered to.
- COMPLAINTS AND APPEALS PROCEDURE
This procedure applies to all persons being members or users of the facilities provided by the Club.
Breaches of the Club Constitution or Rules if proven may result in an individual receiving a verbal or written warning, temporary or permanent exclusion or any such sanction as deemed appropriate in relation to the offence committed.
Where breaches of the Club Constitution or Rules by individuals who are not members of
the Club the individuals Club or Association will be informed at all stages of the investigation, in writing and at the same time as the individual concerned.
Any complaint from Members, Associations, Clubs or Visitors shall be dealt with under these procedures.
Where the complaint is made against any member of the Board, the constitution of the initial hearing should exclude any Board members. The Disciplinary Panel and appeal panel should also exclude any members of the Board. A minimum of three club members should be appointed as the initial hearing panel and the Disciplinary panel. With regards to the formation of an independent Disciplinary Panel or Appeal Panel, the EIBA can assist in the formation or send a representative to sit on the Panel.
- INITIAL ENQUIRY
An initial hearing should be held by the Board, or Disciplinary panel where the complaint relates to any Board member(s), to establish whether or not there is a case to answer. It would not be essential for the alleged offender to be present at this stage, although he/she should be made aware that they are being investigated and the reason for the investigation. The meeting shall be convened within 7 days of the complaint being received. The minutes of this hearing must be recorded in writing.
3.2 The Hearing
3.2.1 If the initial hearing determines that there is a case to answer, the alleged offender should be advised of the allegation against him/her in writing by the Club Secretary and invited to attend a hearing by the Board, or by the Disciplinary panel where the complaint relates to any Board member(s). The alleged offender must be informed that he/she has the right to be represented at the hearing.
3.2.2 At the hearing, the Board, or Disciplinary panel, should reiterate the allegations, allow the alleged offender to answer and then ask whatever questions are deemed to be relevant and both the questions and the answers should be recorded. The hearing would also hear evidence from any witnesses. The minutes of this hearing must be recorded in writing. Having heard all the evidence, the Board, or Disciplinary Panel, would then determine whether the offender is guilty of the offence or not. If it so decides, it should then determine what action, if any is to be taken. It is important that any action is seen to be what a fair and reasonable person would deem appropriate having regard to the offence committed. The Board’s, or the Disciplinary Panel’s, decision on disciplinary action should be communicated to the offender in writing without delay and in any event, within 48 hours of the hearing. The notice of disciplinary action should include a statement setting out the following: –
3.2.2.1 Details of the offence, which he/she has been found guilty of.
3.2.2.2 Details of the decision of the Board and the action to be taken.
3.2.2.3 An explanation of the offender’s right of appeal to the club.
3.2.2.4 An explanation of the Appeal procedure.
The Appeal Procedure
3.3. 1 This is an essential part of a disciplinary procedure and the offender must be advised of his/her rights regarding this. It is recommended that a copy of the appeals procedure is provided to the offender and this should explain: –
3.3.1.1 That a request for an appeal hearing should include the basis of the request. (e.g. new evidence or information, unreasonable disciplinary action for the offence committed etc.)
3.3.1.2 How the request for an appeal hearing should be made. (e.g. in writing)
3.3.1.3 To whom it should be made. (e.g. Club Secretary or other nominated person)
3.3.1.4 That the offender may be represented at the hearing if he/she so wishes.
3.3.1.5 The timescale within which an appeal must be lodged. (e.g. fourteen days following receipt of the decision of the Board / Disciplinary Panel)
3.3.1.6 How long after the receipt of an appeal request, the process will take to complete. (e.g. fourteen days)
3.3.1.7 That the decision of the Club on Appeal is final and binding.
3.4 If an appeal is made correctly and is accepted for consideration by the Board or Disciplinary Panel as appropriate, an Appeal Hearing must be called. The panel should be formed with people who were not involved in the original hearing. With regards to the formation of an independent appeal panel the EIBA can assist in the formation and or send a representative to sit on this panel. At this Meeting, the offender would have the right to be represented and he/she should be asked to put a case forward explaining why they believe the decision of the Board to be unacceptable. The offender should be permitted to introduce witnesses who may have other information about the alleged offence or who may simply be character witnesses. When all evidence has been provided, the appeal panel would then consider the case and a vote taken. The panel have the option of confirming the decision of the Board or changing it in the light of any additional information that may have been provided. The decision of the meeting should be minuted and communicated in writing to the offender and is binding.