1. Introduction

This procedure is intended to be used when a member of Notts CTC wishes to register a formal complaint about the actions or behaviour of another member. If the complaint is upheld, then it is likely that some subsequent action will be taken under the terms of the club’s disciplinary procedure. The complaints procedure is subsidiary to CTC’s master procedure and it might not be suitable in all circumstances. If this is thought to be the case, then reference should be made to the master procedure.

Notts CTC is a small and relatively informal club, with a history of friendship and camaraderie amongst its members. With this in mind, the committee encourages all members to try to resolve their differences with other club members in an informal and amicable manner. This might be directly with the individual, through the ride leader (if on an official club ride) or via a committee member. Nevertheless, it is accepted that an informal approach won’t always be appropriate or that this might have been tried and judged to have failed. This procedure is intended for use in such circumstances.

Following a complaint, the complainant will be required to substantiate their claim with specific evidence. The more specific that this evidence can be and the more that it can be supported by other witnesses, then the more likely it is that the complaint will be upheld. Unsupported and/or very general complaints are much less likely to be upheld. Furthermore, if the inappropriate behaviour has been drawn to the attention of the perpetrator at the time then it is much less likely that the behaviour can simply be denied later.

Formal complaints must be made in writing to the DA secretary. However, it is suggested that complainants talk through their complaint with the DA secretary before putting it in writing.

2. Complaints Procedure

• A formal complaint is one made in writing and addressed to the DA secretary.
• The DA secretary will agree with at least two other committee members, a “responsible officer” who will be responsible for handling the complaint. The responsible officer may be the DA secretary or any of the club’s other committee members. It should not be anyone connected in any way with the complaint or personally connected to either the complainant or the individual about whom the complaint has been made.
• All formal complaints will be acknowledged in writing by the DA secretary, identifying who is the responsible officer.
• The responsible officer will set a timetable for their enquiries and communicate this to the complainant.
• The responsible officer will open a file on the complaint and decide an appropriate method to deal with the complaint.
• On completion of their enquiries, the responsible officer will communicate the decision to the complainant and place a record of the decision on file.
• The responsible officer will decide the appropriate method of communication but must ensure that the complainant is aware of their right of appeal and the path into the appeal process.
• Where a complaint is upheld and leads to an issue of discipline, the consequences will be dealt with under the disciplinary procedure.

3. Appeal Procedure for Complaints

• Where a complainant makes a written objection within 21 days of receiving the decision on their complaint, it will be treated as an appeal against that decision.
• The appeal will be handled by a subcommittee comprising at least three members of the DA committee, but not including the responsible officer who handled the original complaint. No member of the subcommittee should be connected in any way with the complaint or any of the parties to the complaint.
• The appeal will be dealt with under the same procedural rules as the original complaint.
• The complainant has an ultimate right of appeal to CTC Council in the form of either one of its subcommittees or a panel of Councillors appointed for the purpose of dealing with the appeal.