Beccles Choral Society Grievance Policy (May 2026)
Beccles Choral society is committed to dealing with grievances fairly, consistently and
without unreasonable delay. This document sets out the way in which a member or Committee member should make a complaint they have related to the Society. The purpose of this policy and procedure is to ensure that, as far as possible, disputes or the escalation of any dispute may be avoided. Grievances will be dealt with confidentially so far as is reasonably possible.
Informal Discussion:
The Society promotes communication between members and the Committee and so wherever possible grievances should be discussed and resolved informally. Where a member has a concern, they should in the first instance discuss it with a member of the Committee, who may be able to reassure the member, resolve the issue, or get advice and report back to the member within two weeks.
Formal Procedure:
Stage 1 – Statement of grievance
Where the matter is unresolved or the concern relates to the Committee collectively or individually or there are reasons for the Committee not to be the appropriate forum to address the grievance, the aggrieved individual should bring the grievance to the attention of either the Chair or Vice-chair in writing in a formal letter setting out the facts, avoiding insulting or abusive language and giving specific examples of the complaint, with copies of documents and names of witnesses and dates where possible. The Chair or Vice-Chair will seek to respond in writing within two weeks of receipt.
Stage 2 – Grievance meeting
If the matter remains unresolved and the member is not satisfied, they have the right to appeal and be heard by the full Committee accompanied by a companion on an agreed date and time and at an agreed venue, before a final decision is made. The Chair of the meeting may use discretion and adjourn the meeting to carry out further investigations, after which the meeting should reconvene. After the meeting the Chair will contact the member in writing with the outcome.
Stage 3 – Appeal
If the member is unhappy with the decision and they wish to appeal they should write to the Chair within five days saying that they disagree with the decision and giving their reasons why and providing any new evidence.
The member will then be invited to an appeal meeting. The right to be accompanied to the appeal meeting is the same as that set out in Stage 2. After the meeting the Chair will contact the member in writing with the outcome.
Stage 4 – Resolution
Where a member or individual ignores or disregards the procedure outlined above this may, depending on the circumstances, be deemed as an example of behaviour which is likely to bring the Society into disrepute and the member may be asked to terminate their association with the Society following review of the issue by the Committee and a majority decision by the Committee. The Committee may unanimously and for good reason terminate the membership of any member, and this should be confirmed in writing to the individual concerned.
POLICY APPROVAL AND REVIEW
This policy will be reviewed annually, or sooner, if legislation, guidance or Beccles Choral Society’s activities change.