Effective date: March 5, 2021 Reviewed/revised date: November 10, 2025
POLICY STATEMENT
The University Golf Club, Weekend Men's Club (UGCWMC) endeavors to foster a recreational and social environment that is conducive to high member and guest satisfaction, and is respectful of our relationship with the University Golf Club and their staff. It is recognized, however, that at times there may be incidents of member/guest misconduct or performance problems that occur which will necessitate that corrective or disciplinary actions be taken by UGCWMC. Accordingly, the purpose of this policy is to set the regulations for member and guest discipline.
It is the policy of UGCWMC to ensure that members and guests are given every opportunity to correct both misconduct and performance problems. To this end, UGCWMC will follow the appropriate Progressive Discipline Process when addressing member or guest misconduct or performance problems. For the purposes of this policy, misconduct includes any behaviour that undermines the Club’s values, the safety or enjoyment of others, or the reputation of the UGCWMC (Adding a broad definition of misconduct)
This Progressive Discipline Process is expected to address the majority of misconduct or performance problems. However, it is not intended to limit the appropriate action called for by the severity of the misconduct or performance issue. Therefore, depending on the circumstances, UGCWMC may forego the preliminary steps and move immediately to any of the latter steps of this process. For example, a single serious incident of member or guest misconduct or performance may result in immediate dismissal for just cause despite the absence of any prior misconduct or performance concerns.
This policy applies to members and guests. For the purposes of this policy, members will be held accountable for the actions of their guests and the two terms shall be interchangeable
Executive Committee members acting in good faith in the administration of this policy shall not be personally liable for disciplinary decisions.
UGCWMC Progressive Discipline Policy
MEMBER OR GUEST PROGRESSIVE DISCIPLINE PROCESS
The steps in UGCWMC Discipline Process are as follows:
Step 1 - Oral Warning
Step 2 - Written Warning
Step 3 - Suspension and/or Dismissal
Detailed explanations of these steps are set out in Steps 1 through 3 of this policy.
This process sets out a constructive approach to be followed in dealing with most misconduct problems that may exist with members or their guests.
STEP 1 - ORAL WARNING
1. Where it is apparent to the Executive Committee that a member's misconduct problem is
sufficiently serious to bring to the attention of the member, the Executive Committee or
appointed Committee members shall meet with the member in a closed-door, one-on-one
session. During this meeting, the Executive Committee shall explain the misconduct problem
which is of concern, the required change in the misconduct, and the assistance which the
UGCWMC is prepared to provide to the member in overcoming this particular problem.
A phone conversation is deemed acceptable to deliver this oral warning.
2. While this step should not be threatening to the member, it should be clearly understood that the matters discussed are more than casual concerns to the UGCWMC and that a change is required.
3. After proceeding with the actions of Step 1, written documentation shall be placed in the Club's electronic file describing the misconduct or performance problem, and the actions taken by the Committee to address the misconduct or performance problem.
STEP 2- WRITTEN WARNING
1. If a second concern of the members behaviour occurs then a meeting will be held with that member, and the Executive Committee, to discuss these concerns. If the members behaviour has violated the expectations of the UGCWC and the Executive Committee has: 1) had previous discussions with the member regarding misconduct; 2) provided clear direction as to the change required, it is appropriate that the Board Executive Committee issue a written warning to the member.
2. The written e-mail warning shall describe the misconduct issue that is causing concern and the required changes expected. The written warning is intended to reinforce the seriousness of the UGCWMC's view of the misconduct problem. This written warning shall be issued to the member during a meeting attended by the member and Executive Committee
3. In the event the member who is to be issued a written warning is a Director, the Club Captain or designate shall issue the written warning and the meeting will be attended by the member and a quorum of the Executive Committee.
4. The written warning should be in the form of a memorandum addressed to the member.
The memorandum, which is placed in the Club's electronic file, is to include the following
information:
a. that the matter was discussed and a copy of the memorandum was provided to the
member;
b. the names of those participating in the meeting; and
c. the date upon which the memo was provided to the member.
STEP 3 - SUSPENSION or DISMISSAL
1. In circumstances where the above steps of the Progressive Discipline Process have proven
ineffective in dealing with the member's misconduct problems, the suspension and/or dismissal step will be implemented.
2. The authority to dismiss members, or suspend members, requires ¾ majority of the Executive Committee. Members that are dismissed will not be eligible to be considered to return to the UGCWMC for 1 year. Suspension length may vary from 1 month to one year.
3. Notification will be made to the member by email.
4. There will be no refunds of fees paid and the member will forfeit any prizing still outstanding.
Thank you.