Purpose
Fivehead Village Hall & Playing Field CIO ("the CIO") is committed to a safe, respectful, inclusive and professional environment for all trustees, volunteers, contractors, hirers and members of the public.
This policy sets out:
- The standards of conduct we expect from anyone acting on behalf of the CIO
- The CIO's zero-tolerance approach to bullying and harassment
- How serious concerns (whistleblowing) can be raised safely and without fear of being treated badly as a result
Together, these protect the charity's beneficiaries, volunteers, reputation and assets.
Who it applies to
This policy applies to:
- Trustees
- Volunteers
- Contractors and activity providers
- Hirers and regular user groups
- Members of the public using the CIO's facilities
It covers conduct on the premises, at events, in meetings, online, and in any situation where people represent the CIO.
Standards of conduct
All trustees, volunteers, contractors and hirers are expected to:
- Treat others with dignity, courtesy and respect
- Communicate professionally and constructively
- Act in the best interests of the CIO and its beneficiaries
- Follow CIO policies and safety procedures
- Work cooperatively with others, including volunteers and user groups
- Avoid behaviour that could bring the CIO into disrepute
- Handle disagreements through the Complaints policy, not through confrontation
Serious breaches of conduct may lead to removal from volunteer duties, the end of a hire or, where it applies, removal from the board under the CIO constitution.
Bullying and harassment
The CIO has zero tolerance for bullying or harassment of any kind. Bullying or harassment includes behaviour that:
- Demeans, intimidates, humiliates or undermines another person
- Causes distress, anxiety or a hostile environment
- Abuses power or position
- Happens in person, in writing or electronically
Examples include repeated criticism or undermining, exclusion or victimisation, aggressive, rude or hostile communication, spreading rumours and unwanted personal comments.
Occasional disagreements, constructive feedback, or the normal organisation of volunteer tasks are not bullying.
Impact over intent
When deciding whether behaviour is bullying or harassment, the CIO will consider how the behaviour was perceived and experienced by the person on the receiving end, not only what the other person intended. Behaviour may be bullying or harassment even if no offence was intended.
Concerns about how people behave towards each other should normally be raised through the Complaints policy. Concerns involving harm, abuse or risk go through the Safeguarding policy. Serious misconduct may be handled through this policy or the constitution's provisions for removing a trustee.
Reporting bullying or harassment
Concerns can be raised informally or formally. Informally, you can raise the issue directly with the person concerned (where it is appropriate and safe to do so), or ask the Chair or the Secretary to help resolve it.
Formal concerns should be reported to the Chair or the Secretary. If the concern involves either of them, you can contact any other trustee.
All formal reports will be taken seriously, recorded and considered under this policy. Retaliation or victimisation against anyone raising a concern is not allowed.
What whistleblowing is
Whistleblowing is reporting a concern that is in the public interest and relates to wrongdoing within the organisation. It is not the same as a personal grievance, a complaint about hire arrangements, or a disagreement between people. Those are handled through the Complaints policy.
Bullying or harassment concerns are not normally whistleblowing, unless they involve serious misconduct, abuse of power, a safeguarding risk or matters in the public interest.
What should be reported
Whistleblowing concerns include, but are not limited to:
- Criminal activity or suspected criminal activity
- Fraud, financial irregularity or misuse of charity funds
- Serious breaches of health and safety
- Failure to comply with legal obligations
- Abuse of vulnerable people
- Cover-ups or deliberate concealment of wrongdoing
- Conflicts of interest not declared or not managed
- Misuse of the hall, playing field, equipment or charity assets
- Actions likely to damage the CIO's reputation
- Serious safeguarding concerns
If in doubt, raise the concern. The CIO will make sure it goes to the right place.
Who can raise a concern
Trustees, volunteers, contractors, hirers and activity providers, members of the public, and residents affected by CIO activities can all use this policy.
How to raise a concern
You can raise a concern in person or in writing with the Chair or the Secretary. Email [email protected] and mark your email "Private: for the Chair" or "Private: for the Secretary". If the concern involves both of them, you can contact any trustee instead.
Please include:
- What happened
- When and where
- Who was involved
- Any evidence you have
Confidentiality and protection
The CIO will treat all concerns sensitively, protect the identity of the person raising the concern as far as possible, and make sure no one who raises a concern suffers as a result. Retaliation or victimisation is a disciplinary matter and may lead to removal from involvement with the CIO.
How the CIO will respond
Acknowledgement
We will acknowledge the concern within 7 days.
First assessment
The Chair or the Secretary will decide whether the matter is whistleblowing, whether immediate action is needed, and whether outside authorities should be told.
Investigation
An impartial trustee will lead the investigation.
Outcome
As far as the law allows, the person who raised the concern will be told whether it was upheld, what action was taken, and whether it was referred to outside authorities.
Taking it further
If you do not feel your concern has been handled properly, you can take it to the Charity Commission, Somerset Council, the police, the Health and Safety Executive or the Information Commissioner's Office.
Malicious or vexatious allegations
Concerns raised in good faith will never be treated as misconduct. Knowingly false allegations may lead to removal or legal action.
Record keeping
All whistleblowing concerns are logged, stored securely in SharePoint, available only to the Chair and the Secretary, and kept in line with our Privacy policy.
Review
This policy will be reviewed every year, or sooner if needed.