Code of Conduct and Complaints Policy   
Courtown Golf Club ​

 
 
The aim of this Code of Conduct is:

• To encourage the provision of a safe, enjoyable and friendly environment within Courtown Golf Club (the Club) for the benefit of all members and guests.
• To create awareness that it is each member's personal responsibility, by respecting, facilitating and helping fellow members and their guests, to promote and sustain this environment.
• To formalise codes, procedures and practices, in circumstances of inappropriate behaviour.

 
Principles of Behaviour

1. Members, staff and visitors must treat each other with dignity and respect. Personal responsibility for our own conduct and that of our guests is the key to creating a strong sense of community within our club and a high level of co-operation between our members, their guests and our staff.
2. The maintenance of good order and discipline in the first instance will be the responsibility of each member, then the Men's and Ladies' Club Committees and overall by the Management Committee.
3. Members and guests have a fundamental right to enjoy all of the facilities of our club, in a safe and stress-free environment. Bullying, harassment or any form of discrimination will not be tolerated.
4. All Matters of discipline shall be overseen by the Management Committee, in a manner that protects the dignity of the members.

Scope

1. This Code applies to members, guests and other visitors. It does not apply to actions by staff, contractors or other persons who may be on the Club premises outside of golf or related activities. There are separate contractual and Disciplinary codes applicable to such persons.

 
 
The following "Code of Conduct" covers matters relating to the activities of Courtown Golf Club and addresses five key areas:

1. Appropriate Behaviour and Etiquette

 

1. What is deemed to be inappropriate/unacceptable behaviour, misconduct, on the golf course, in the club's facilities or during any activity organised by "The Club"

 

1. How complaints/grievances by members and non-members should be addressed;

 

1. Sanctions

 

1. Timings/Time Frames

 

Definition of misconductSee "Misconduct Defined" below.
 
Definition of Complaint: A written expression of dissatisfaction which needs a response from "The Club"
 
Definition of Grievance A written expression of dissatisfaction relating to how a procedural matter was handled by "The Club"
 
Definition of Gender Balance
30% male, 30% female, 40% either male or female.
 
Note: References to "The Club" relate to and mean, Courtown Golf Club, Kiltennel, Gorey, County Wexford

 
1.            BEHAVIOUR AND ETIQUETTE

1. Subject to the broad examples of misconduct, this code of conduct specifically states that the following are examples of appropriate etiquette.
2. 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 Golf Ireland.
3. All local rules and bye-laws, as displayed in the Clubhouse or on the Club website, www.courtowngolfclub.com or in "The Club" diary, or on the score card, must be strictly adhered to. It is each member's responsibility to ensure that they are familiar with all of our Club's local rules and bye-laws.

2.            MISCONDUCT

1. Misconduct for the purpose of this Code is conduct by a party contrary to the stated objectives of the written Code of Conduct and/or 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.
2. Subject to the general definition above, the following shall constitute misconduct:
   1. disruption of, or improper interference with the administrative, sporting, social or other activities of the Club, whether on club premises or elsewhere;
   2. obstruction of, or improper interference with the functions, duties or activities of any fellow member, member of staff or other employee of the club or any authorised visitor;
   3. violent, indecent, disorderly, threatening or offensive behaviour or language whilst on club premises or engaged in any club activity;
   4. 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;
   5. behaviour likely to cause injury or impair safety on club premises;
   6. any other form of harassment of any fellow member, member of staff or other employee of the club or any visitor;
   7. discrimination based on gender, race, religion, sexual orientation, disability, family or civil status.
   8. the use of any unfair means in competition; or failure to observe The Rules of Golf either in competition or when playing casual golf for handicap purposes.
   9. 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;
   10. misuse or unauthorised use of club premises or items of property, including computer misuse;
   11. conviction for an indictable criminal offence
   12. behaviour which brings or is likely to bring the Club into disrepute
   13. failure to comply with a previously-imposed penalty, requirement or undertaking under these Regulations:
   14. All complaints in relation to Handicapping will be dealt with under the Rules of Golf Ireland Handicap Appeals Procedure 2021, and this supercedes procedures in this document.

 
3.              COMPLAINTS AND GRIEVANCE PROCEDURES

1. All matters appearing to breach this code of conduct shall be processed as follows:
   1. All complaints or grievances, unless decided otherwise by the Management Committee, must be in written form (by signed letter or by e-mail clearly stating the name of the complainant), addressed directly to The Club Honorary Secretary.
   2. All complaints must be received by the Club Secretary within 14 days of the alleged incident.
   3. Receipt of the correspondence will be acknowledged within 14 days of the receipt of the complaint or grievance.
   4. All complaints and grievances will be dealt with in a confidential manner.
2. Subsequently, the matter will be dealt with in one of the following ways.                          
   1. On receipt of a written complaint, the Club Honorary Secretary will decide if the complaint is considered to be of a minor or serious nature.
   2. Where a complaint has been made against another member of the club or a member of staff, the Club Honorary Secretary will advise the individual/group of the nature of the complaint and the precise allegation.
   3. Where a complaint is considered to be of a minor nature, the matter may be referred by the Management Committee to the relevant Management Committee member responsible for the activity concerned or complained of.
   4. The Management Committee member will establish a sub committee of no less than two full members (with gender balance), to consider, investigate and subsequently report their findings to the Management Committee, together with (where appropriate), their recommendations.
   5. If the complaint is considered to be of a serious nature, The Chairperson, in conjunction with The Club Honorary Secretary, may convene a special Management Committee meeting to consider the matter. Otherwise the matter will be addressed at the next regularly convened meeting of the Management Committee.
3. The Management Committee may decide to do one or more of the following
   1. In the case of a minor complaint, make a final judgement in the matter.
   2. In the case of a minor or more serious complaint, seek clarification from the complainant and/or from related parties or from one of the Club committees or subcommittees or from Golf Ireland or other relevant body
   3. Set up a sub-committee of the Management Committee to specifically investigate the matter and who must report back at the next Management Committee meeting or before.
   4. Such subcommittee shall consist of at least two or more full members (with gender balance) of the Management Committee and if required any other member of the club or expert, who the Management Committee consider appropriate, but must not include any member who is directly or indirectly involved in the matter concerned, nor should it include any member or individual who has had a prior relationship with either party and whose participation may be perceived to compromise the ultimate decision or ruling reached by the Management Committee.
   5. Refer the matter to Golf Ireland or other relevant authority.
4. In all instances where the Management Committee is investigating an alleged breach of this Code of Conduct the person alleged to be in breach of the Code will be made aware of the precise allegations being made against him/her and will be given the opportunity to rebut those allegations in accordance with the principles of natural justice prior to the Management Committee coming to any decision in relation to the alleged breach of  the code.

Appeals

1. Where the decision or ruling issued by the Management Committee is not to the satisfaction of the parties concerned, it may be referred by either party for further consideration.
2. Any appeal against the decision or ruling issued by the Management Committee must be made in writing to the Club Secretary within 14 days of the issuance of the decision.
3. The Management Committee will establish an independent sub- committee consisting of three people (with gender balance), not necessarily on the Management Committee, to consider the appeal. None of the members of this Sub- Committee will be members of the Committee who made the decision the subject of the Appeal.
4. This further consideration will examine the processes and procedures involved and will not re-hash the arguments made.
5. Where there is still contention as to the decision or ruling reached after this process, The Management Committee shall refer the matter for independent investigation and arbitration by an external arbitrator, who shall be nominated by the Chairman of the Chartered Institute of Arbitrators (Irish Branch) and whose decision shall be final and binding on all parties. The decision as to who shall bear the costs of such arbitration will be decided by the Arbitrator.
6. Nevertheless nothing contained herein shall preclude any individual's right to pursue whatever other means of redress he/she considers necessary.
7. Where a decision has been reached and it is considered that some form of sanction should be imposed, such sanction will be in accordance with those specified below.

 
4.            SANCTIONS

1. The Management Committee shall have the power to impose sanctions as set out hereunder on any Member whose conduct, either inside or outside the Club is considered detrimental to the interests of the Club and/or has brought the Club into disrepute and/or is a breach of any of the Club Rules, Bye-laws or other Regulations of the Club and/or is a breach of the Rules and Etiquette of Golf.
2. The Management Committee shall have the power to:-
   1. temporarily withdraw the use of the Course and/or the Clubhouse from the member;
   2. suspend membership;
   3. request the resignation of a member;
   4. expel a Member of the Club.
3. A Member subject to any of the foregoing sanctions shall not be entitled to enter upon Club Property, whether in the company of another Member or otherwise, except to collect his or her property.
4. The rules of natural justice will apply to disciplinary hearings and appeals called out under this Rule.
5. Any one or more of the following penalties/sanctions may be imposed for a breach of this Code of Conduct.
   1. a reprimand.
   2.   a written warning;
   3. suspension from Club competitions;
   4. 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, including that a breach of the undertaking to constitute a further breach of the Code of Conduct.
   5. in the case of the charges pertaining to cheating that the member be disqualified and any relevant prize be withdrawn/returned;
   6. Suspension and Expulsion of Members
6. Where the conduct of a Member may result in the sanctions set out in above, the Member concerned shall be notified in writing of the complaint/s concerning his/her conduct and the disciplinary action which may result. He/she shall be invited to attend a meeting of the Management Committee (or any subsequent meeting of the Management Committee) to offer an explanation of the conduct at issue. If the Member is unable to attend the meeting, submissions to the Management Committee may also be made in writing. He/she will be invited to bring a friend or colleague as support. At any such meeting or meetings at least the quorum of the current Management Committee must be present.
7. A Member subject to a sanction as set out above may appeal such a decision by way of written submission setting out the grounds for the appeal in writing to the Management Committee within 14 days of the issuance of the sanction.  A member may appeal the decision based on the following grounds:
   1. The severity of the sanction
   2. The procedures set out in this Code of Conduct were not followed correctly.
   3. New information which was not available to the Management Committee at the meeting.

 

1. The Management Committee, not later than its next meeting, will review the written submission and determine the format of such appeal. The Management Committee will determine whether the sanction will continue to apply pending the outcome of such appeal.

 
 
5.            TIMELINES

1. All complaints must be received in writing (by post or by email) by The Club Secretary within fourteen days of the alleged incident.
2. The Club Secretary will acknowledge receipt of the complaint within fourteen days. All correspondence must clearly state the name of the complainant.
3. Subject to the provisions set out in this Code, the Management Committee, if necessary, will establish a sub-committee to consider the complaint at its next scheduled Management Committee meeting after receipt of the complaint.
4. The sub-committee will report its progress and recommendations to the members of the Management Committee at the next regularly held Management Committee meeting.
5. Where a decision/ruling is made by the Management Committee, such decision/ruling will be formally communicated in writing to the parties by the Club Secretary within fourteen days of the Management Committee Meeting.
6. Where a party wishes to make an appeal under this Code of Conduct, such an appeal must be in writing and must be sent to the Club Secretary within fourteen days of receipt of the Management Committees' decision/ruling.
7. The Management Committee should meet within fourteen days of receipt of such an appeal and issue its decision/ruling/findings within fourteen days.
8. Where a party wishes to make a subsequent appeal under section 3.6 of this Code of Conduct such an appeal must again be in writing and sent to the Club Secretary within fourteen days of receipt of the Management Committee’s decision/ruling/findings.
9. All of the above timelines can be amended, extended or reduced with the consent of all parties.