Discipline, Complaints and Grievance Procedures
The code and procedures described in this document replace all previous revisions. . These new procedures come into operation on March 10th 2015. They were ratified at the Men’s Club committee Meeting, 9th March 2015
Members are being informed of the revised procedures through the members’ web-site, email (where the club has been supplied with an up-to-date email address of the member) and club notice-boards
Definition of indiscipline:
(see misconduct below)
Definition of Complaint:
‘An expression of dissatisfaction which needs a response from the men’s club’
Definition of Grievance:
‘An expression of dissatisfaction relating to how a procedural matter was handled by the men’s club’
Note: References to ‘the club’ relate to the ‘men’s club’ of Millicent Golf and Country Club, Clane, Co. Kildare.
Misconduct for the purposes of this Code is improper interference, in the broadest sense, with the proper functioning or activities of the Club, or those who work or play in the Club; or action which otherwise damages the Club.
Subject to the general definition above, the following shall constitute misconduct:
Disruption of, or improper interference with the administrative, sporting, social or other activities of the club, whether on club premises or elsewhere;
Obstruction of, or improper interference with the functions, duties or activities of any fellow member, member of staff or other employee of the company or any authorised visitor.
Violent, indecent, disorderly, threatening or offensive behaviour or language whilst on club premises or engaged in any club activity;
Fraud, deceit, deception or dishonesty in relation to the club or its staff or in connection with holding any office in the club or in relation to being a member of the club;
Behaviour likely to cause injury or impair safety on club premises;
Sexual, racial or any other form of personal harassment of any fellow member, member of staff or other employee of the club or any authorised visitor;
The use of any unfair means in competition;
Damage to, or defacement of, club property or the property of other members of the club caused intentionally or recklessly, or misappropriation of such property;
Misuse or unauthorised use of club premises or items of property, including computer misuse;
Conduct which constitutes a criminal offence where that conduct:
takes place on club premises, or
affects or concerns other members of the club or members of the public, or
itself constitutes misconduct within the terms of these Regulations, or
is an offence of dishonesty, where the member holds an office of responsibility in the club;
Conduct which brings or is likely to bring the club into disrepute
Conduct which contravenes a previously-imposed penalty, requirement or undertaking under these Regulations;
This code applies to all members of The Men’s Club
All members, including new members who join after July 15th, 2008 are subject to this code.
Appropriate behaviour and golf etiquette for members of The Men’s Club
Subject to the broad examples of misconduct, this code of conduct specifically states that the following are examples of appropriate etiquette
All the rules of the Royal and Ancient Golf Club of St Andrews (generally referred to as ‘the rules of golf’) apply, without exception. So too do the rules and regulations governed by CONGU. It is the duty of every member to become familiar with all such rules.
All local rules, as displayed in the clubhouse or on the score card must be adhered to. It is the duty of every member to become familiar with all local rules and to all changes to the local rules.
Competitors must report to clubhouse before commencement of play.
Players should book tee time by 12am on Friday of each week.
Players must turn up in good time prior to tee time. Competitors who are late will forfeit their allotted time and will wait until a time is available. A record will be kept of all late-comers and of all who fail to give adequate notice of a cancellation.
Before commencement of play in a competition the member must pay the entry fee, sign in the book and swipe the card (where applicable).
While playing on the course:
Show respect to fellow golfers and staff.
Do not enter plantations
Avoid slow play at all times.
Repair plug marks on the greens.
No player shall play until the group in front are out of range.
If a match fails to keep its place and loses in distance more than one clear hole on those in front it may be passed on request being made.
Players searching for a ball should signal oncoming players to pass them.
While practicing on the course a player shall not play more than two balls.
Please advise your playing guests that only soft spiked shoes are allowed.
Always repair divots and any plug marks you see on the green, whether left by you or others. Bunkers must be carefully raked after your stroke. Leave the rake inside the bunker afterwards.
Mark scorecards only after you leave the green. Players must mark one another’s scorecard after each hole.
While playing in competition:
The number of shots must be recorded by the marker of the scorecard.
Competitors should return all cards in competitions.
Scorecards must be signed and have correct handicap and date.
Local rules posted in the clubhouse or on entry to the course must be observed without exception.
Only fully paid up members can participate in club competitions after 31st March, each year, unless otherwise decided by the committee.
It is the responsibility of each member to maintain his handicap record. When a good score has been achieved in Millicent or elsewhere, it is the player’s responsibility to adjust his handicap according to the CONGU rules.
All notable scores obtained in other courses, including with societies, must be brought to the attention of the Handicap Secretary and recorded on the members’ notice board.
Note: The above is not meant to be an exclusive list of rules or etiquette. Any of the above may be amended by the Men’s club committee at a properly convened meeting or at an agm or egm of members.
Any one or more of the following penalties may be imposed for a breach of the code of conduct:
a written warning;
suspension from men’s club competition;
Proposing to the GUI the suspension of the member’s handicap;
with the consent of the member, a requirement that the member gives an undertaking as to future conduct in such terms and containing such conditions as the Committee may prescribe, breach of the undertaking to constitute misconduct;
Note: In the case of the charges pertaining to cheating that the member be disqualified and any prize pertaining be withdrawn/returned;
exclusion for a stated period or permanently from any part of the golf course or from the use of any of the facilities of the club;
suspension for a stated period from membership of the men’s club;
expulsion from membership of the men’s club.
Complaints and Grievances Procedures
All matters appearing to breach this code of conduct shall be processed as follows:
Processing a discipline matter / a complaint / a grievance:
Where a matter arises and:
Reports of an incident are over-heard and commented on casually:
– No action
Reports of an incident are brought to the attention of the committee verbally
– No action OR
– Where it is considered by the committee that the incident is of a serious nature it shall be refereed to the rules and etiquette sub committee to make a recommendation (e.g. further investigation or no action)
The incident is witnessed by one or more committee members or more than one verbal report is passed to the committee or otherwise brought to the attention of the committee – verbally
– Action (as outlined below)
Reports of the incident are brought to the attention of the committee in writing
– Action (as outlined below)
A ‘Rules and Etiquette’ committee / panel is formed at AGM. (Arrangements for 2008 to be considered). This consists of 6 members which includes the current vice-captain, a past captain (or if unavailable a current or past committee member) a non-committee member and three other members of the club. Each (except in-coming vice-captain) is nominated and elected in the same way as committee members. The vice-captain shall be the convenor and shall chair the meetings. Where he is indisposed for a long period of time he shall be replaced by the Men’s Club Secretary or if he is unavailable by another member at the discretion of the Men’s Club committee.
The functions of the Rules and Etiquette Committee are:
a. Consider matters of indiscipline as well as complaints and grievances (as outlined below) and make recommendations to the Men’s club committee
b. Review these rules from time to time and make recommendations of amendments where appropriate
c. Execute other duties relating to discipline, grievances and complaints as directed by the Men’s Club Committee
Note The Rules and Etiquette Committee functions legitimately when at least three of its members are available to consider a particular case. The committee’s convenor (the club Vice Captain) may decide who among its members should deliberate on a particular case.
2. Correspondence of the incident / situation is acknowledged by the Men’s Club Secretary and the matter is referred to the ‘Rules and Etiquette’ committee. The referral should be minuted at the next men’s club committee meeting but the matter should not be discussed.
3. The ‘Rules and Etiquette’ committee (with at least three of its members) must meet or correspond with all main parties involved. The committee must endeavour to report its recommendations to the Men’s Club committee within 30 days of the matter being referred to it.
Decision of the ‘Rules and Etiquette’ committee must be accepted by main committee at its next ordinary meeting. The Men’s Club secretary shall inform the related parties of the agreed decision.
5. The person or persons involved can appeal the decision within 30 days of receipt of same. The appeal shall be addressed to the secretary and in turn passed on to the Appeals Committee
6. The Appeals committee shall consist of the Men’s Club Captain (who shall also be the chairman and the convenor) and two others of the ‘Rules and Etiquette’ panel not hitherto involved. Where one or both of these are unavailable or where their involvement is inappropriate in the current case, each may be replaced by nominees of the Men’s Club Committee.
7. The Appeals Committee shall have full access to documents relating to the matter.
8. The decision of the Appeals committee must be related to the Men’s Club Secretary within 30 days of the commencement of their work (see Note 6 below). The decision shall be accepted at the next meeting of the Men’s Club Committee and shall be forwarded to the parties involved forthwith.
9. The decision of the arbitrator shall be binding. Any costs involved shall be shared equally by each party
The above procedures shall apply in every case insofar as is practical.
Everyone’s statutory rights are unaffected by all of the above
The above procedures shall not be followed where there is an allegation or evidence of illegality. In such cases the matter will be referred to the appropriate authorities.
In the case of a dispute between two or more members of the club and not involving a matter of discipline, having followed each of the above steps and where the decision of the Appeals Committee is not acceptable to all sides, the matter may be referred to an independent arbitrator who is acceptable to all sides.
If the matter relates to an issue that is of clear and direct interest to the company and the men’s club, the Rules and Etiquette committee may decide to refer the matter to the Council. The Council may decide to use the precise procedures outlined above or follow its own procedures.
Alternatively, The Men’s Club may follow the route above and the Company may pursue its own procedures.
The GUI will be involved where and when appropriate
If the matter at hand directly involves the Men’s Club secretary, all correspondence shall be conducted to and from the immediate Past Captain (ex-officio). If the latter is also central to the matter or is unavailable, the correspondence role shall be carried out by a nominee of the Men’s Club Committee.
No member of the Men’s Club committee or of the Rules and Etiquette committee shall be involved in any part of this process if he is materially involved in the matter under consideration.
Procedures to be followed where there is an interpersonal dispute between two or more members of the Men’s Club (and where the procedures above are not appropriate)
Every effort should be made by the two (or more) members involved in the dispute to settle the matter.
If the dispute continues it shall be considered by the men’s Club committee –in broad terms – at its next ordinary meeting
A member of committee is chosen to persuade the parties involved to reconcile their differences
Where the above fails, the committee member reports back to committee. Committee may decide to refer the matter to above ‘rules and etiquette’ committee, if appropriate
All parties are invited to make submission
Sub-committee recommend a solution. If accepted, matter closed.
If not accepted, main committee propose an arbitrator (acceptable to all) to engage with parties
Decision of arbitration is final and private.
Source unknown – May 2006 Version 1
Source unknown July 2008 Version 2
David F Smith March 2015 Version 3 Updates to rules and etiquette sub-committee selection and general formatting