Progressive Discipline Policy

Section 1: Progressive Discipline Policy Statement

  1. The Pinawa Golf and Country Club (PG&CC) endeavours to foster a positive work and recreation environment for employees, members, and guests. At times, however, there may be incidents of personal conduct that require the intervention of the PG&CC board and/or it’s representatives. The Progressive Discipline Policy & Procedures establishes the processes for these interventions.
  2. The PG&CC board expects all of its employees, members, and guests to adhere to departmental codes of conduct and the Progressive Discipline Policy & Procedures.
  3. The Progressive Discipline Policy & Procedures is expected to address the majority of personal conduct problems. There may, however, be situations that require the PG&CC board and/or staff to intervene immediately. These interventions are to be considered interim, and all involved individuals will be expected to implement the proper procedures as outlined in the Progressive Discipline Policy & Procedures as soon as possible.

Section 2: Employee Progressive Discipline Procedures
Member, guest, or staff complaints dealing with staff performance issues will be forwarded to the general manager and appropriate supervisor for action. The general manager and departmental supervisors shall resort to this procedure if, and only if, their attempts to modify staff performance issues has reached an impasse, at which point, they will initiate the Employee Progressive Discipline Procedures, which are as follows:

Step 1: Complaint Registration
Step 2: Situational Assessment
Step 3: Mediation
Step 4: Written Warning 1
Step 5: Written Warning 2
Step 6: Suspension
Step 7: Dismissal

Step 1: Complaint Registration

To register a staff performance complaint, the complainant will complete the PG&CC incident report, which will include: (1) submission date, (2) incident date, (3) time, (4) place, (5) individual(s) involved, (6) witnesses, and (7) a brief description of the performance at issue. Copies of the completed form will then be forwarded to the board, the general manager, and the appropriate departmental supervisor. (form)

Step 2: Situational Assessment

  1. The PG&CC board, general manager, and/or departmental supervisor shall determine whether the performance complaint is legitimate, a legal issue, a physical and/or psychological health issue, or simple misconduct
  2. Where it is determined that the performance complaint is either legitimate or unfounded, a PG&CC board representative will inform the complainant of its decision in writing. (form)
  3. Where it is determined that the complaint is legitimate, the PG&CC board, general manager and/or departmental supervisor will determine if the performance issue is the result of a legal issue, physical or psychological health, or simple misconduct.
  4. If the PG&CC board, general manager, and/or departmental supervisor determines that the performance issue involves legal matters, it will act in accordance with paragraph 3, section 1, Policy Statement.

Step 3: Mediation

  1. If the PG&CC board, general manager, and/or departmental supervisor determines that physical or psychological health concerns have caused the performance issue, the board shall offer a mediation meeting, involving two board representatives and the employee, to encourage or assist the employee to obtain the appropriate therapeutic assistance. A board representative, the general manager, and/or the departmental supervisor will also issue a written acknowledgement of the complainant’s concerns, while respecting the staff member’s right to privacy with regard to health concerns. (form)
  2. If the employee chooses not to participate in the mediation process, then the discipline procedure shall proceed immediately to Step 4: Written Warning 1.
  3. If the employee seeks therapeutic assistance, the PG&CC board, general manager, and/or departmental supervisor will monitor the situation for a reasonable amount of time to determine whether or not the chosen therapy has been successful. If it is determined that the therapy has been a success, the Employee Progressive Discipline Procedure will be terminated, and the mediators will produce two signed copies of the resolution, one for the board and one for the employee. If it is determined that the therapy has been unsuccessful, then the discipline procedure shall immediately proceed to Step 4: Written Warning 1. (form required)
  4. If the employee chooses not to pursue therapeutic assistance, then the discipline procedure will proceed immediately to step 4: Written Warning 1.
  5. If the PG&CC board, general manager, and/or departmental supervisor determines that simple misconduct has caused the performance issue, then the board shall offer a mediation meeting involving the complainant, the staff member, and a board appointed mediator. If the mediation resolves the issue to the satisfaction of all parties, then the performance issue will be considered resolved. The mediator will produce three signed copies of the resolution: one for the complainant, one for the staff member, and one for PG&CC records. If, in the board’s opinion, the staff performance issue has previously received a mediated solution, the discipline procedure shall immediately proceed to Step 4: Written Warning 1. (form)
  6. If either or both parties to the complaint refuse to meet or fail to reach a mutually acceptable agreement, then the discipline procedure shall immediately proceed to Step 4: Written Warning 1.

Step 4: Written Warning 1

  1. Prior to proceeding with the actions of Step 4: Written Warning 1, a PG&CC board representative and/or general manager shall advise any responsible departmental supervisor(s) of the situation. In the event the employee exhibiting the performance problem is a supervisor, then all members of the board and the general manager shall be advised.
  2. Where it is apparent to the PG&CC board, general manager, and/or departmental supervisor that Step 3: Mediation has failed, the discipline procedure will proceed to Step 4: Written Warning 1 that: (1) describes the performance problem of concern, and (2) indicates the changes required. While this step should not be threatening to the employee, it should be clear that a solution to this problem is required in the near future. Step 4: Written Warning 1 will be delivered during a private meeting that includes two board representatives, one of which may be the appropriate departmental supervisor, and the employee.(form)
  3. After proceeding with the actions of Step 4: Written Warning 1, a copy of the written warning shall be placed in the employee’s personnel file.
  4. The board, the general manager, and/or the departmental supervisor shall monitor the staff member’s response to the Written Warning 1. If, after a reasonable time, the board and/or its representative(s) considers the performance problem to have been resolved, the Progressive Discipline Policy process will terminate. If the board and/or its representative(s) decides that the problem has not been resolved after a reasonable time, the discipline procedure will proceed to Step 5: Written Warning 2.

Step 5: Written Warning 2

  1. Where a Written Warning 2 is being considered, the PG&CC board and/or general manager will discuss the circumstances with the employee’s immediate supervisor(s). If the staff member is a supervisor, then all board members and general manager will be notified of the situation.
  2. Where the PG&CC board has: (1) offered a mediated solution, (2) provided clear written indication of the changes required, and the employee performance issue has not been resolved, then the discipline procedure will proceed to Step 5: Written Warning 2.
  3. The written warning shall: (1) describe the performance issue of concern, (2) state the behavioural changes required, (3) the time period in which these changes must be achieved, and (4) indicate any support that the PG&CC board, general manager and/or departmental supervisor is willing or able to give. The written warning is intended to reinforce the seriousness of the board’s view of the performance issue. The employee, the supervisor (where appropriate), a board member, and/or the general manager shall attend a meeting during which the written warning is delivered. If the employee is a supervisor, then the employee, two board representatives, and/or the general manager will attend the meeting. All attending individuals will sign the written warning, and each will receive a copy. (form)

Step 6: Suspension

  1. Where the PG&CC board has: (1) offered a mediated solution, and (2) provided two clear written indications of the changes required, and the performance issue has still not been resolved, then the board will proceed to Step 6: Suspension.
  2. At Step 6: Suspension, the board shall, at its discretion, suspend the employee without pay pending the results of a further investigation. The board or a board representative shall provide a written statement to the suspended employee, which will include the following: (1) the performance issue in question, (2) the actions previously taken in accordance with the Progressive Discipline Policy, (3) the evidence pointing to the continued failure of the employee to resolve the performance issue, (4) the consequent decision of the board to suspend the employee, and (5) the beginning date, duration, and end date of the suspension. (form)
  3. After the employee has been reinstated for a reasonable time, the PG&CC board, the general manager and/or the departmental supervisor shall assess whether or not the suspension has had the desired influence on the employee’s conduct. If it is determined that the employee’s performance issue has been resolved, the Progressive Discipline Policy & Procedures process will be terminated. If it is determined that the performance issue has not been resolved, then the discipline procedure may either return to paragraph 2 above and implement a second, longer suspension, or proceed immediately to Step 7: Dismissal.

Step 7: Dismissal

  1. In circumstances where the PG&CC board deems that steps 1 – 6 of the Progressive Discipline Policy have proven ineffective in dealing with an employee’s performance issues, Step 7: Dismissal will result in the employee’s termination for just cause. (form required)
  2. In cases where the employee contests his/her dismissal, the PG&CC board or its representative shall seek the advice of legal counsel. If the judicial process is invoked and the board’s decision is upheld, the board may pursue any legal costs incurred on the part of the board as a result of the dismissal process.
  3. The final authority to dismiss employees of the Pinawa Golf and Country Club shall ultimately rest with the PG&CC board as a whole.

Section 3: Member Progressive Discipline Policy Procedure

The steps in PG&CC Member Progressive Discipline Procedure are as follows:

Step 1: Complaint Registration
Step 2: Situational Assessment
Step 3: Mediation
Step 4: Verbal Warning
Step 5: Written Warning
Step 6: Suspension of Membership Privileges

Step 1: Complaint Registration
To register a member conduct complaint, the complainant will complete the PG&CC incident report, which includes the following information: (1) date, (2) time, (3) place, (4) individual(s) involved, and (5) a brief description of the conduct at issue.

Step 2: Situational Assessment

  1. The PG&CC board and/or general manager shall determine whether the member conduct complaint is legitimate, a legal issue, a physical or psychological health issue, or simple misconduct.
  2. Where it is determined that the conduct complaint is unfounded, the PG&CC board and/or general manager shall inform the complainant and club member of its decision in writing. (form)/Where it is determined that the complaint is legitimate, the board and/or general manager shall determine if the conduct is the result of a legal issue, physical and/or psychological health, or simple misconduct.
  3. If the board determines that the conduct involves legal matters, it will act in accordance with paragraph 3, Section 1, Policy Statement.

Step 3: Mediation

  1. If the board determines that physical and/or psychological health concerns have caused the member’s conduct, the board shall offer a mediation meeting, involving two board appointed representatives and the member, to encourage and/or assist the member in obtaining the appropriate assistance. The board will also issue a written acknowledgement (see above: situational assessment) of the complainant’s concerns, while respecting the member’s right to privacy with regard to health concerns. (form)
  2. If the member refuses to participate in the mediation, then the board will proceed immediately to Step 4: Verbal Warning.
  3. If the club member seeks therapeutic assistance, the PG&CC board and/or general manager will monitor the situation for a reasonable amount of time to determine whether or not the chosen therapy has been successful. If it is determined that the therapy has been successful and the conduct problem is resolved, the Progressive Discipline Policy Procedure will be terminated. The mediator will produce two written copies of the resolution, one for the board and one for the club member. If it is determined that the therapy was unsuccessful, the board shall proceed immediately to Step 4: Verbal Warning,  (form: completion of form for 3.1 above)
  4. If the club member chooses not pursue therapeutic assistance, the PG&CC board will proceed immediately to Step 4: Verbal Warning
  5. If the PG&CC board and/or general manager determines that simple misconduct has caused the issue, then the board shall offer a mediation meeting involving the complainant, the member subject to the complaint, and a board appointed mediator. If the mediation resolves the issue to the satisfaction of all parties, then the conduct issue will be considered resolved. The mediator will produce three copies of the resolution: one for the complainant, one for the member, and one for PG&CC records. (form) If, in the board’s opinion, the member’s conduct has previously received a mediated solution, the board shall immediately proceed to Step 4: Verbal Warning.
  6. If either or both parties to the complaint refuse to meet or fail to reach a mutually acceptable agreement, the PG&CC board shall immediately proceed to Step 4: Verbal Warning.

Step 4: Verbal Warning

  1. Where it is apparent to the PG&CC board that Step 3: Mediation has failed, the board will proceed to Step 4: Verbal Warning that: (1) describes the conduct problem of concern, (2) indicates the changes required, and (3) states any assistance the board is willing and/or able to provide to overcome this problem. Two board representatives shall meet with the member in a closed door meeting, during which the board representatives will explain the conduct problem which is of concern, the required change in the conduct, and any assistance which the board is willing and/or able to provide in overcoming this particular problem. While this step should not be threatening to the member, it should be clear to the member that a solution to this problem is required in the near future. (form)
  2. After proceeding with the actions of Step 4: Verbal Warning, written documentation shall be placed in the member’s file describing the conduct issue. (see paragraph 1 above), and the actions taken by the member and the PG&CC board to address the conduct problem. (form)
  3. The PG&CC board and/or general manager shall continue to monitor the club member’s response to the Verbal Warning. If, after a reasonable time, the board considers the conduct problem to be resolved, the Progressive Discipline Policy Procedure will be terminated. If the board decides that the problem has not been resolved, it will proceed to Step 5: Written Warning. (See form 6, Member Verbal Warning)

Step 5: Written Warning

  1. Where the board has: (1) offered a mediated solution, and (2) provided a clear Verbal Warning, and the performance issue has still not been resolved, the board will proceed to Step 5: Written Warning.
  2. The club member, the general manager, and a PG&CC board member shall attend a meeting during which the written warning is delivered. The written warning shall: (1) indicate the date and time of the meeting (2) include the names of the meeting’s participants, (3) describe the conduct of concern, (4) state the behavioural changes required, (5) indicate the time period within which these changes must be achieved, and (6) indicate any support that the board is willing and/or able to give. The written warning is intended to reinforce the seriousness of the board’s view of the conduct issue. All attending individuals will sign the written warning, and each will receive a copy. (form required)
  3. The PG&CC board and/or general manager shall continue to monitor the member’s response to the written warning. If, after a reasonable time, the board considers the member’s misconduct to have been resolved, the Progressive Discipline Policy Procedure will be terminated. If the board decides that the problem has not been resolved, then the board will proceed to Step 6: Suspension of Membership Privileges

Step 6: Suspension of Membership Privileges

  1. Where the PG&CC board has: (1) offered a mediated solution, (2) provided a clear Verbal Warning, and (3) issued a written warning to the club member, and the board decides that the conduct issue has still not been resolved, then the board will proceed to Step 6: Suspension of Membership Privileges.
  2. Where the PG&CC board feels that Step 5: Written Warning has not achieved the desired results, the board shall, at its discretion, suspend the member’s membership privileges pending the results of a further investigation. In a meeting with at least two board members, the member will receive a written notification of suspension of membership privileges, which will include statements of the following: (1) the member conduct in question, (2) the actions previously taken in accordance with the Progressive Discipline Policy & Procedure, (3) the evidence indicating the member’s continued failure to resolve the conduct issue, (4) the consequent decision of the board to suspend the member’s privileges, and (5) the beginning date, duration, and end date of the suspension of privileges. (form required)
  3. After the membership privileges suspension has ended, the PG&CC board and/or general manager will continue to monitor the member’s conduct. If, after a reasonable time period, the board decides that the member has resolved the conduct issue, then the Progressive Discipline Policy Procedure will be terminated. If the board decides that the member’s conduct issues have not been resolved, then the board may either return to Step 6: Suspension of Membership Privileges and implement a longer suspension, or proceed immediately to permanent suspension of membership privileges.
  4. If a second suspension has been implemented, the PG&CC board and/or general manager will again monitor the member’s conduct. If the member’s conduct issues have been resolved, the Progressive Discipline Policy Procedure will be terminated. If it is decided that the second suspension of privileges has not resolved the member’s conduct issues, then permanent termination of club membership will be considered.
  5. In all cases where a member is considered for permanent suspension, the PG&CC board shall review the club’s constitution with respect to membership obligations, privileges, and suspensions. Where deemed necessary, the board shall seek the advice of legal counsel prior to permanent suspension.
  6. The authority to permanently suspend members requires 66% majority of the PG&CC board.
  7. Notification of permanent suspension of membership shall be delivered by registered mail to the suspended member, and a copy of the letter will be kept in the PG&CC files concerning the suspended member. (form) Appendix 1: Composition of Employee Disciplinary file
  8. When a written complaint form has been received with respect to staff performance issues, a file will be created that will contain: (1)  a summary sheet of the disciplinary procedures involving this staff member, (2) copies of complaint form(s), and (3) copies of any and all documentation resulting from the complaint forms.