Volunteer Disciplinary and Grievance Procedure

The purpose of these procedures is to provide a framework to help and encourage all volunteers to achieve and maintain appropriate standards of conduct and performance. The aim is to ensure consistent and fair treatment for all.

We hope that any issues that arise during your volunteer work will be resolved after informal discussions with the Trustees of The White Hut Community Hall.

Formal procedures will take place when efforts to resolve matters informally, has failed. When formal procedures are to take place, The White Hut Community Hall will comply with the procedures outlined below.

A volunteer has the right to be accompanied by a friend at all stages of the formal procedures. A volunteer may also be accompanied, with prior arrangement with The White Hut Community Hall, by a legal or union representative (if appropriate).

The Disciplinary Procedure
The Disciplinary process involves the following:

Stage 1 – Putting it in Writing
A letter will be personally handed to you by a member of The White Hut Community Hall, explaining the reasons why disciplinary action is being considered. You will be invited to a meeting with the Chair of The White Hut Community Hall. You will be given time to consider the contents of the letter and prepare your responses prior to the meeting.

Stage 2 – Disciplinary Hearing
You will meet with the Chair of The White Hut Community Hall and another Trustee of The White Hut Community Hall. Another member of The White Hut Community Hall will also be present in order to take notes. You will be informed of the complaint(s) against you and you will be given the opportunity to examine the evidence or hear verbal evidence before stating your case. At the end of the meeting, the Chair will consider the evidence and will make a decision. You will be notified of the decision in writing and notified of your right of appeal within 24 hours.

Stage 3 – The Appeal
If you consider that the Disciplinary Action taken against you is unreasonable, you may appeal to an Appeal Committee, which comprises of alternative members of The White Hut Community Hall than the ones who conducted your Disciplinary Hearing. You must send a letter, stating the reason for your appeal, within 5 working days of receipt of your disciplinary letter.

You will be given a letter, inviting you to a meeting with the Appeal Committee. There will again be another member of The White Hut Community Hall present to take notes (the person who is the note-taker may be the same person as at your Disciplinary Hearing in order to provide consistency in record keeping. If you have any objections to this, please make these known at the start of the appeal). You will be given the opportunity to present your appeal.

You will be notified of the result of your appeal in writing within 24 hours. The decision of the Appeal Committee is final.

Sanctions
The following sanctions may be imposed as a result of the disciplinary process. The starting point for action will depend on the circumstances.

Verbal Warning
If your conduct is unsatisfactory a verbal warning may be issued. You will be told of the reason for the warning and a note of this may be kept in a confidential file. If there are no further occurrences meriting a disciplinary hearing, then the note will be removed from file at the end of the time period.

Listed below are examples of behaviour which may attract verbal warnings. This list is NOT exhaustive.
• Minor breach of minor Health and Safety Regulations.
• Minor insubordination.

Written Warning and Final Written Warning
Should you fail to make the required improvement in performance or if any further offence occurs, a written or a final written warning will be issued. This may also be applied if your performance or conduct is considered so serious that a verbal warning is not considered appropriate.

The written warning will give the reason for the warning, and list the improvements required. It will warn that the final written warning or dismissal from your volunteer role will be considered if there is a repetition of the conduct, or if there is no satisfactory improvement. You will be informed of your right to appeal.

A copy of the warning will be added to a confidential file for a period of 12 months. If no further offence occurs, the warning will be removed at the end of this period.

The following are examples of conduct likely to attract a written or final written warning. The list is NOT exhaustive.
• A breach of Health and Safety rules and regulations.
• Being under the influence of alcohol or drugs whilst volunteering.
• Smoking within the premises and grounds of the Hall.
• Behaving in a way that is prejudicial to the good name of the organisation.

Dismissal
Should you fail to make the required improvement in behaviour or if there is a further breach of conduct after the issuing of a Written or Final Written warning, you will be dismissed of your role as volunteer with The White Hut Community Hall.

Gross Misconduct
In the case of Gross Misconduct you will be subject to immediate dismissal as a volunteer with The White Hut Community Hall.
The following are examples of Gross Misconduct. The list is NOT exhaustive.
• Personal misconduct that may give offence to a Hall user, fellow volunteer, employee or member of the public.
• Conduct which may be in breach of civil or criminal law, including unlawful discrimination.
• Conduct that may bring disrepute on the Hall or The White Hut Community Hall as a charity.
• Breaches of Confidentiality.
• Negligence and /or deliberate failure to comply the Health and Safety rules and regulations.
• Misappropriation or unauthorised possession of money or property belonging to the Hall and /or The White Hut Community Hall as a charity.
• The consumption of alcohol or drugs to such an extent as to impair your ability to carry out your volunteering effectively.
• Anti-social behaviour (e.g. indecency, physical violence or assault, verbal abuse whilst volunteering for The White Hut Community Hall or aimed at any other The White Hut Community Hall member, member of staff or Hall user when not in your volunteering role).
• Theft.
• Fraud, including deliberate falsification of records.

If you are dismissed in accordance with these procedures, confirmation of the decision, the reasons for dismissal and your right to appeal will be forwarded to you in writing as soon as possible. The White Hut Community Hall may also contact the police in the first instance, if the offence is deemed serious enough.

The Grievance Procedure
The Grievance process involves the following:

Stage 1 – Put it in Writing
If you have a grievance or feel that you have been unfairly treated, you should send a written explanation of the grievance to the Chair of The White Hut Community Hall (if the Chair is the subject of the grievance, then please forward to the Vice Chair, Secretary or Treasurer), who will arrange a formal interview with you to discuss the matter. You will be notified of the date of the interview as soon as possible.

Stage 2 – Meeting to Discuss the Grievance
You will meet the Chair (or other officer) of The White Hut Community Hall. There will also be someone there from The White Hut Community Hall to take notes. You will have the opportunity to present your case and to provide supporting evidence to your claim.

At the end of the meeting, the Chair (or other officer) of The White Hut Community Hall will make a decision based on the evidence you have presented. The Chair (or other officer) may decide to undertake further investigations or to conduct further interviews. You will be notified of the decision and your right to appeal in writing within 48 hours.

Stage 3 – Appeal
If the matter is not resolved, you may appeal in writing to the Appeal Committee.

You will be sent a letter inviting you to meet the Appeal Committee and to put forward your appeal. There will also be a note-taker present at this meeting, who will also be a Trustee. You will be notified of the appeal decision within 48 hours. The decision of the Appeal Committee is final.