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To be read in conjunction with Page 12 of the Constitution “Dispute Resolution/Raising Disputes” Guidelines.
1. Introduction
The purpose of the Policy is to assist members to know and understand the standards of behaviour expected and the process for dealing with complaints when those standards are breached.
The Policy and By-law shall apply at all times when at any National or Regional event.
The policy sets out the disciplinary process and outlines to all players, members and the public how to make a complaint and how the disciplinary process works.
2. Code of Conduct
As a member/representative of NZETG, a certain standard of behaviour is expected that reflects the basic requirements of sportsmanship, integrity, courtesy, and respect to be shown to all other members, course staff at a National & Regional event.
It is in the best interests of the game that any breach of such behaviour at a National Event is reported to the Tournament Director & President.
For a regional event, the report must be reported to the regional committee members, with the option of including the Executive Secretary & President. All players, members and members of the public are encouraged and have a duty to report such behaviour.
This code applies to all NZETG members whenever they are at a Regional or National Event
- That we act with honesty, integrity and tolerance.
- That we act in the best interests of the Electrical Trades Golf membership.
- That we are courteous and respectful to all club members, staff, and members of the public at any venue where we are competing.
- That we display sportsmanship on and off the course.
- That we lead by example and maintain high standards of personal behaviour.
• All allegations of misconduct and wrongdoing or serious disputes involving NZETG business & members whilst attending any National event are handled in accordance with the Disputes Guidelines of the Societies Constitution, & Regional events are referred to their local Committee.
3. Complaints Procedure
To be read in conjunction with Dispute resolution/Raising Disputes as noted in the NZETGA Constitution.
Complaints may be made by any person, including a competitor, member, visiting guests, other associated golf club members, and members of the public.
Complaints may be verbalised at the time but must be made in writing to the Society within 5 working days of the matter occurring, clearly highlighting the matter in question.
At a regional event, all matters shall be handled by the local committee, and if required, they can contact the Executive committee to seek assistance or support.
At a National event, if a complaint is received, the President & Tournament Director will determine the nature of the offence and, if, in their opinion, required to do so, grade it in accordance with Section 4 below.
The President & Tournament Director will then take the appropriate action noted in Section 5.
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4. Grading of Complaints
All complaints and charges are to be graded 1 to 3, with one being the lightest grading and three the most serious. This is done by reference to “Grading of Code of Conduct”.
The President & Tournament Director are required to determine the grading of the offence. The grading allocated will determine the action to be taken and the potential penalty a member may receive. Therefore, consistency of grading across offences is important, and it is a requirement that records are kept supporting the grading process.
On some occasions, the President & Tournament Director may not recommend a grading because of the seriousness of an incident and may automatically refer the charge to the Executive Committee.
The Executive Committee also reserve the right to investigate any matter on its own motion, if it sees a viable reason to do so.
5. Executive Committee Complaints Directive
The Executive Committee, comprising the Chair/President, Secretary, Treasurer, Tournament Director & two representatives from each of the North and South Island Provincial Delegates, will oversee the complaints procedure and will conduct any investigations, hearings and impose penalties within the guidelines set out below.
The Executive Committee may choose to appoint a Complaints Sub-Committee to deal with any reported complaint; the Chair/President may also choose to chair this Sub-Committee.
The Executive Committee or its Sub-Committee will meet on an as-required basis to perform the following functions:
- Review complaints information notices in relation to grade 1 offences and ensure consistency in application
- Consider all grade 2 and 3 offences and appeals to grade 1 penalties
- Where necessary, hold investigations, including a hearing into the complaint
- Hold hearings in respect to any appeal over which it has jurisdiction
For the more serious grade 2 and 3 offences, the Executive Committee may, after initial investigation, find the conduct being complained of is such that the Committee considers the same a serious violation of the rules or the rules of golf or behaviour and which might be likely to bring the NZETG into disrepute.
The Executive Committee may then look to take further action by way of suspension or expulsion under Rule 2.4(c) of the NZETGA Constitution as follows:
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NOTE:
Before any hearing for the guidance of members, complainants and the committee, it is expected that, as a minimum requirement, the committee shall follow the procedures set out below, namely.
- give written notice to the member against whom a complaint has been made, outlining the complaint or conduct complained of, and provide the member with all information available to the Committee from either a complainant, any preliminary investigation undertaken by the President & Tournament Director, and information held in relation to any matters investigated by the Committee itself; and
- the member or members complained against must be given a reasonable time and opportunity to be able to provide a written response to the complaint made against them; and
- the member complained against must also be given a real and full opportunity to be heard on the matter; and
- a hearing must be held and conducted in a fair and unbiased manner; and must be held to allow the member to hear the complaint, and all or any supporting evidence in full, and with a right reserved to the member to cross-examine any complainant and to be able to provide evidence in support of the member's defence; and
- any hearing must be determined solely on the information before the Committee, by reference to the original complaint, and by reference only to the information and material provided to the member in accordance with this procedure; and
- no complainant who is a member of the Executive Committee shall be entitled to be a member of the Committee appointed for the purpose of hearing the complaint, nor shall the President be entitled to take part in any deliberative determination of the matter, the President’s role being limited to the provision of a report or acting as a witness; and
- the Board shall give written reasons for its decision, and the Committee may, following a hearing, adjourn the proceedings for the purpose of taking time to consider its decision; and
- the Committee shall advise any member against whom an adverse determination is made of the rights that member must appeal the decision of the Committee and the time limits within which such or any appeal must be made; and
- The Committee shall keep a record of disciplinary determinations made by it.
Any Committee decision in relation to a complaint shall be undertaken by secret ballot and shall, subject to any right of appeal, be final.
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6. Appeals
As noted in the NZETG Constitution Dispute resolution/Raising Disputes, all complainants have the right to contest the complaint laid against them by way of a written submission or a suitably arranged online or suitably convened meeting.
Appeals are to be lodged within 5 working days of the decision being advised to the member.
7. Grading of Code of Conduct
Grade 1 Offences
Some examples of conduct that would be considered a Grade 1 offence
- bad language
- ill-mannered behaviour
- abuse of equipment, throwing or breaking of clubs, damage to property at the golf course or accommodation
- use of a club other than within the intentions of the game, e.g. damaging trees, tee markers or course or use of clubs to display ill temper
- failure to complete a round when representing the club at a tournament
- failure to produce a card on a practice round before a National Tournament
Grade 2 Offences
Some examples of conduct that would be considered a Grade 2 offence
- excessive or offensive bad language
- verbal abuse or threatening behaviour to another player or staff at the golf course or accommodation
- theft of minor items
- Incorrect scoring or accusation of cheating
Grade 3 Offences
Some examples of conduct that would be considered a Grade 3 offence
- behaviour bringing the NZETG into disrepute
- any serious misuse of alcohol or drugs on the course or at any premises
- serious theft
- assault of a player, official, member, guest or member of the public
- sexual or verbal harassment
- intentional damage to the course, clubhouse or equipment of a serious nature
- intentional damage to accommodation at National tournaments
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8. Grading suggested actions
Grade 1 Offence
If no previous offences, any one of the following processes will be adopted:
- Verbal warning with notice on file.
- Written warning issued to member.
- Penalty or potential suspension imposed by the Executive Committee.
Grade 2 Offence
- Written warning issued to member.
- Penalty of suspension imposed by the Executive Committee.
- Penalty of expulsion as determined by the Executive Committee
Grade 3 Offence
Depending on the seriousness of the offence, any one of the following actions may be adopted.
- Written warning issued to member.
- Penalty of suspension imposed by the Executive Committee.
- Penalty of expulsion as determined by the Executive Committee
Step 1 will only be taken if the offence is of a lesser scale; otherwise, a penalty of suspension will usually be imposed.
9. Decisions and Penalties
If a Grade 1 complaint is upheld by the President & Tournament Director, they shall give their decision within 5 working days or such further time (not exceeding a further 10 working days) as they shall advise, with reasons for the decision and any penalty imposed.
If a Grade 2, Grade 3 or Grade 1 suspension or expulsion complaint is upheld by the Committee, it shall give its written decision within 5 working days or such further time (not exceeding a further 10 working days) as the Committee shall advise, with reasons for the decision and any penalty imposed.
A verbal warning will only be taken if the offence is of a lesser scale; otherwise, a penalty warranting the level of offence will usually be imposed.
A clean slate policy will apply to all offences which did not result in the suspension or expulsion of a member after twelve months from the date of the last penalty.
Lengthy penalties may be applied for more serious infractions.
If it is felt appropriate, the Disputes Committee may see fit to deny the member entry into the forthcoming or subsequent National Event.
As per the Constitution, all members have the right of reply on any Disputes raised because of the above offences, either in writing or via an online or suitably convened meeting, before any official action is taken.