Disciplinary Policy (2026)

1. General Principles

The East Lothian Pickleball Club (the “Club”) is committed to maintaining high standards of conduct, respect, and safety. All disciplinary matters will be considered initially by a subset of the Management Committee and, if necessary, referred to the full Management Committee or, if appointed, a dedicated Disciplinary Committee.

The first point of contact for anyone wishing to raise concerns about a member’s behaviour is the Club Welfare Officer. In many cases, the Welfare Officer can help to address and resolve concerns informally, without the need for disciplinary action.

Disciplinary action, including verbal warning, written warning, suspension or expulsion, may be taken against any member who breaches Club rules or engages in misconduct.

Every member:

• Has the right to fair and consistent treatment.
• Has the right to reasonable notice of disciplinary action.
• Has the right to representation at a disciplinary hearing.
• Has the right to confidential advice and support from the Club’s Welfare Officer.

No member will be expelled for a first breach of rules except in cases of gross misconduct. All disciplinary actions will be formally recorded for future reference.

2. Categories of Offences

The following categories outline the types of behaviour that may lead to disciplinary action. These lists are not exhaustive, and the Management Committee may take action on other behaviours.

a) Misconduct

Misconduct involves minor breaches that may warrant a verbal or written warning, suspension from sessions, or other appropriate action. Examples include:

• Discourteous, or offensive behaviour at Club events or while representing the Club.
• Unsafe behaviour.
• Careless treatment of equipment or property.
• Refusal to follow reasonable instructions from officials or organisers.
• Failure to attend booked sessions/events without notifying the organiser.
• Failure to comply with the Code of Conduct.

Repeated misconduct or failure to comply with agreed actions may escalate to serious misconduct.

b) Serious Misconduct

Serious misconduct involves more significant breaches, or repeated misconduct. Serious misconduct normally requires a disciplinary hearing. Examples include:

• Inappropriate or coercive behaviour.
• Deliberate breaches of Club rules.
• Attempting to gain unfair advantage over others.
• Theft or misappropriation of property.
• Threatening or abusive behaviour.
• Participation while under the influence of alcohol or drugs.
• Malicious damage to equipment or property.
• Disregard for personal or others’ safety.
• Any conduct bringing the Club or the sport into disrepute.

c) Gross Misconduct

Gross misconduct is behaviour so serious that it may result in immediate expulsion. Examples include:

• Physical violence.
• Serious threatening, intimidating, or coercive behaviour.
• Reckless disregard for safety.
• Any act deemed to cause extreme harm to the Club or its members.
• Any criminal behaviour.

3. Disciplinary Procedure

Complaint Review

• Within 7 days of receiving a written complaint, three Management Committee members and the Welfare Officer will review it to determine whether it falls within this policy and its level of seriousness.
• The parties will be advised of the disciplinary process and the timescales expected for a response.
• The Welfare Officer ensures that the process is fair, transparent, and considers safeguarding concerns.
• A disciplinary file will be opened by the Secretary, containing the complaint, evidence, correspondence, and outcome.
• Anyone directly involved in the incident or complaint will not take part in the disciplinary process or any related decision-making.

Simple Misconduct

• The Secretary issues a verbal or written warning, including any required action.
• The Welfare Officer is available to provide confidential advice and support to all parties involved.

Serious Misconduct

• A member of the Management Committee is appointed as the Investigating Officer to gather evidence, statements, and witness accounts.
• The Welfare Officer may act as an independent support person for either the complainant or the member under investigation.
• Both the complainant and the accused member are invited to submit written statements.
• If unresolved, a disciplinary hearing will be arranged.

Gross Misconduct

• The Management Committee may summarily expel the member pending a disciplinary hearing.
• The Welfare Officer ensures the member is informed of their right to a hearing and can provide support during the process.

4. Disciplinary Hearing

• The Club Secretary oversees the hearing.
• A Disciplinary Committee of three Management Committee members is appointed. The Investigating Officer is not part of the Disciplinary Committee.
• The Welfare Officer may attend to support either party if requested, but does not take part in decision-making.
• The case presenter (normally the Investigating Officer) presents the evidence.
• All relevant written evidence is shared with parties in advance.
• The Committee may adjourn if further evidence is required.
• Decisions are communicated in writing within 7 days.
• Penalties take effect immediately from the decision date.

5. Penalties

Depending on the seriousness of the offence, the Disciplinary Committee may impose penalties including:

• Verbal warning.
• Written warning.
• Suspension from sessions/events.
• Temporary loss of booking privileges.
• Temporary or permanent expulsion from the Club.

All penalties are applied fairly, proportionately, and in the best interests of the Club and its members.

The Welfare Officer may provide follow-up support to any party affected by the outcome.

6. Appeals

Any member who has been subject to disciplinary action has the right to appeal the decision or the penalty imposed.

An appeal must be submitted in writing to the Club Secretary within 7 days of receiving the written disciplinary outcome, stating clearly the grounds for appeal. Acceptable grounds include:

• The disciplinary procedure was not followed correctly.
• The decision was not supported by sufficient evidence.
• The penalty imposed was disproportionate to the misconduct.

Upon receipt of an appeal, the Club Secretary will acknowledge it in writing and arrange for it to be reviewed by an Appeals Panel consisting of three Management Committee members who were not involved in the original decision.

The Appeals Panel may review all documentation, request further evidence, and hold an appeal hearing if required. The member will be invited to attend the hearing and may be accompanied by a representative or the Club Welfare Officer for support.

Following the review or hearing, the Appeals Panel will communicate its decision in writing within 7 days.

The decision of the Appeals Panel is final and concludes the Club’s disciplinary process.

The Welfare Officer may provide confidential support to any party throughout the appeals process.