Complaint Resolution Procedure

Welcome to Hastings Center Rockhounds. We would like our club to be a safe, friendly place where we all speak and act with respect and kindness. In the “Respect in Our Club” Orientation Pamphlet there is a “Communication 101” course. However this Procedure is meant to support you if:

  • You have been unable to resolve a situation where you feel uncomfortable or unsafe in any way.
  • If the situation has escalated or has become ongoing.
This procedure was developed in reference to Hastings Centre Rockhounds Constitution and Bylaws as set out in Bylaw lines #9 and #27.

Complaint Resolution Procedure

  1. Ask one of the four Executive Officers for help in resolving the situation.
  2. If the problem is a disagreement or misunderstanding the Executive Officer you have chosen will attempt to solve your complaint consensually. The Executive Officer will record the complaint, all information from you and any witnesses, and any resolutions in the “Complaints and Resolutions” Binder. You will initial that record is correct. If it doesn’t work you have the option of asking for the formation of a Complaint Resolution Committee.
  3. A Special Complaints Resolution Committee consists of 5 members:
    • Two of which are from the Executive Committee.
      • The Executive Officers, President, Vice President, Treasurer, Secretary are not allowed to sit on this committee.
    • The other three members of this committee shall be randomly drawn from a pool of at least ten members with a minimum of 3 years of membership in the club and who are seen by both parties to be impartial.
  4. If you have a more serious complaint that may be deemed disrespectful as stipulated in the “City of Vancouver’s Respectful Workplace Policy” give your written complaint to an Executive Officer of your choice. Your chosen Executive Officer will within two weeks call for the formation of a Special Complaints Resolution Committee. As above all information regarding the process will be recorded in the “Complaints and Resolutions” Binder and initialed by you.
  5. This Special Complaints Resolution Committee will:
    • Hear all evidence;
    • Call for witnesses;
    • Deliberate; and
    • Come to a decision on how best to resolve the disagreement, conflict, or ongoing situation.
  6. The resolution could range from:
    • An apology
    • Disciplinary action such as:
      • A reprimand;
      • Suspension; or
      • Expulsion from the club.

We all have a part to play in making our club a fun and rewarding place to learn about, work with, and talk about rocks, gems, and other fascinating materials. Let’s do it together.

Questions?

If you want to learn more about us we encourage you to drop in to our meetings as a guest. Or you can email us with any questions.

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