Code of Conduct and Complaints Procedure

1.Intention.

1.1. It is the intention of the Committee of Pontefract Camera Club that members and visitors to the Club should be able to attend its meetings in a relaxed, respectful and calm atmosphere.

1.2. The committee expect that those attending should be able to do so without feeling that they are subjected to intimidation, or to verbal or physical abuse or inappropriate behaviour as indicated in the Zero Tolerance Statement below.

2. General Information.

2.1. This Code of Conduct includes a Zero Tolerance Statement in Part 3, a Complaints Procedure in Part 4 and an Appeal Procedure in Part 5. Parts 4 and 5 will be implemented following the receipt of a complaint from anyone feeling that they have been subjected to inappropriate behavior. It includes a course of action to be followed by Committee Members to deal with any matter that becomes the subject of this procedure.

2.2. The Code indicates that club members should not behave in an inappropriate manner when attending meetings whether on or off the premises where the club usually meets. It also includes the behaviour of visitors to the club including guests, judges and presenters.

2.3. The Code also applies to persons attending the club prior to the start of a camera club meeting and, whilst they are still on the premises after the meeting has closed.

2.4. The Code will not apply to activities arranged by any particular member of the club away from the club’s normal meeting place, when the members are not representing Pontefract Camera Club.

2.5. Payment of the annual subscription by a member will be deemed as their acceptance of this

Code.

3. Zero Tolerance Statement.

3.1. Pontefract Camera Club will not tolerate any violence, threatening behaviour whether mental or physical, racism, sexism, and abusive or offensive language from members or visitors at the meetings of Pontefract Camera Club.

4. Complaints Procedure.

4.1. Should any Club Member feel that they have been subjected to incidents outlined in the Zero Tolerance Statement they should speak to a Committee Member as soon as possible after the event. This should preferably be the President, Member’s Member or Club Secretary but if the member wishes they may contact an alternative committee member.

4.2. Should the situation not be simply resolved by speaking to the Committee Member as in 4.1. above, the member should then write or email details of their complaint to the Club Secretary.

4.3. Any complaint will be treated with respect and confidentiality.

4.4. The Club Secretary will then, as soon as practicable, convene a meeting of the Complaints Sub-Committee comprising the President, Secretary and Member’s Member who will fully investigate the complaint and decide what action should be taken based upon the findings of the investigation. Where possible an attempt will be made by one or more of the three subcommittee members to resolve the issue informally by discussing the matter with all parties concerned. Should the matter not then be resolved the findings of the investigations and the

recommended action will then be proposed at a specially convened meeting of the Club Committee where the recommended action will be approved or otherwise. This meeting should be convened as soon as is practically possible. The members of the Appeals SubCommittee (see paragraph 5.1 below) will not attend this meeting of the Club Committee.

4.5. Following ratification by the Club Committee of the sanction to be imposed, the transgressor will be formally informed of any sanctions to be imposed. Such sanction will remain confidential within the Club Committee but the complainant will be informed of any sanctions imposed and if thought necessary the general membership of the Club will also be informed.

5. Appeals Procedure.

5.1. In the event that the person subject to sanction in any grievance procedure does not agree with the sanctions imposed then they have a right to appeal such sanctions. Such an appeal must be lodged in writing or email to the Club Secretary, within 14 days of being informed of the imposition of the sanctions.

5.2. The complainant will also have the right to appeal should they disagree with the sanctions, or lack of sanctions, imposed at the conclusion of the Complaints Procedure. Such an appeal must be lodged in writing or email to the Club Secretary, within 14 days of being informed of the decision made concerning the imposition of the sanctions.

5.3. Following the receipt of any appeal the Secretary will inform the Vice President who will, as soon as practical, convene a meeting of the Appeals Sub-Committee comprising the Vice President, Treasurer and Immediate Past President. The Appeals Sub-Committee will review all information concerning the complaint, investigation and decision concerning sanctions. If thought necessary the Appeals Sub-Committee will also re-investigate the complaint.

5.4. The Appeals Sub-Committee will present their findings and recommendations to a specially convened meeting of the Club Committee as soon as practical following the completion of their deliberations. This meeting will then decide the final outcome of the appeal.

5.5. The appellant and the complainant or transgressor, whichever the case may be, will be formally informed of the decision concerning the appeal and any sanctions that may be imposed following the appeals process.

5.6. The final decision following an appeals process cannot be appealed.

6. Records

6.1. Once the matter has been dealt with and resolved a written record will be made of the complaint, investigation, result of the procedures and any sanctions that may have been imposed. The details will be kept confidentially by the Club Secretary for a period of 7 years, after which, they can be destroyed.

Pontefract Camera Club Committee

December 2018