Policy:

  1. The Galiano Club will clearly communicate to all employees the organization’s performance expectations, the support and assistance available to them, and the consequences if these expectations are not met.
  2. All employees are accountable for their behaviour in the workplace and are expected to make every effort to seek advice from their supervisor when they are in doubt about any aspect of their performance.
  3. An employee who breaches a policy/practice of the organization, demonstrates unsatisfactory work habits or takes action which may bring discredit upon the Galiano Club will be subject to discipline and in some cases, immediate termination of employment.

Procedures:

  1. Disciplinary action is the responsibility of the Executive Director, who will provide the necessary verbal advice and instructions to employees to ensure that they understand the organization’s performance expectations. If the issue is related to the Executive Director, a committee of the Board would be responsible and will follow the steps outlined in these procedures.
  2. The Executive Director shall ensure any discipline taken is commensurate with the incident. Consideration is given to both mitigating and aggravating factors when applying the progressive discipline process. For example, the prompt identification of an error is a mitigating factor.
  3. The Galiano Club uses a process of progressive discipline. The stages of progressive discipline include:
  • Verbal warning – first or minor infraction
  • Written performance improvement plan
  • Suspension(s)
  • Termination of employment
  1. The following procedure will generally apply:
  • Verbal warning: The employee will be verbally informed of any areas needing improvement, the specific expectations for improvement and any supports/training available.
  • If issues continue, the Executive Director will meet with the employee to issue a letter of reprimand and/or develop a written performance improvement plan (written warning) to resolve the concerns.
  • This plan will include:
    • specific concerns about work performance
    • expected standards of performance and time frames for satisfactory achievement
    • consequences of not achieving satisfactory performance (e.g. probation, suspension, re-assignment of duties, termination)
    • dates of performance review meeting(s)
  • Meetings will occur as per the established time frame(s) and minutes will be kept.
  • Continued failure to meet expected standards may then result in a suspension or termination.
  • If concerns have been partially resolved, the process will continue, focusing on the remaining areas of concern.
  • The written plan of action detailing expectations will be signed by the Executive Director and employee and placed in the employee’s Personnel file.
  • In situations where employees refuse to sign the plan of action the Executive Director will note the refusal on the file copy.
  1. Depending on the seriousness of the issue, at any stage, the progressive discipline process may be escalated to more serious consequences. Any suspension or dismissal requires consultation and approval of the Board.
  2. In some instances, the nature of the incident warranting discipline may be such that the Galiano Club determines it is appropriate to by-pass the normal steps of progressive discipline. In cases of serious misconduct, discipline may commence at suspension and lead to termination of employment, or discipline can start and end with termination of employment. For example, client abuse or theft is considered serious misconduct.
  3. Upon notice of termination being given, the Galiano Club may pay an equivalent amount of salary in lieu of notice, as per the Employment Standards Act of B.C.
  4. Any disciplinary action and resulting correspondence will be recorded in employee’s file. Employees will be aware of and given a copy of all documentation placed in their file.
  5. Upon an employee’s request any document, other than formal employee appraisals, shall be removed from the employee’s file after the expiration of 24 months from the date it was issued provided there has not been a further infraction and with the Board’s approval.

Approved: March 24, 2023