This sets out how the u3a will approach problems related to a breach or suspected breach of the agreed code of conduct by a member or trustee.

1. Disciplinaries – responsibilities of the committee

In the event of a report of any member or Trustee allegedly breaching the Code of Conduct or if a breach becomes apparent, the Chair should be notified immediately.

In carrying out this procedure, Lymington u3a will ensure that every action is documented, dealt with quickly, settled in a timely manner, seek support if required, maintain confidentiality and keep all evidence factual.

The disciplinary procedure will be implemented, by the committee, once all steps that have been taken to resolve matters to take the action required.

1.1 Confidentiality

All procedures and documents relating to a disciplinary must be kept confidential at all times.

1.2 Informal procedure

It is very important to try and resolve disputes amicably and informally. The Chair will use his/her best endeavours to resolve the problem amicably and quickly, through an informal discussion with the member or Trustee in question. The informal discussion will be clear and all parties should understand their obligations at the end of the meeting.

1.3 Formal procedure

However, if the initial process is not effective in reaching a solution or if it is felt that the alleged breach is serious enough to require formal disciplinary action, the Chair will appoint an investigating trustee and witnesses will be sought. A formal communication will be sent to the member/Trustee who is alleged to have breached the Code of Conduct for the purpose of establishing the status of the issue:

1.4 The Hearing Committee

The Hearing Committee will be the members of the committee appointed by the Chair and they will examine the matter, considering any written statements submitted, verbal statements and any mitigating circumstances and whether any action is to be taken. The results of this committee should result in whether the outcome should be: No Case, Verbal warning, Written warning, Final warning, or a member/Trustee asked to leave the u3a.

1.5 Gross misconduct

If there is a case to answer the member/trustee will be either given a written warning or asked to leave.

1.6 Decision

The decision should be communicated in writing to the member or Trustee.

1.7 Right of appeal

The Trustee or member who is alleged to have breached the Code of Conduct must be informed of their right of appeal at the end of the hearing. The committee’s decision following any appeal is final and absolute confidentiality must be maintained.