COMPLAINT & GRIEVANCE POLICY

PURPOSE

To establish a fair, transparent, and respectful process for addressing and resolving concerns, complaints, and grievances within Hastings Community Little League (HCLL). By outlining clear steps for communication, resolution, and escalation, this policy promotes accountability, protects against retaliation, and fosters a positive environment for players, families, coaches, and volunteers throughout the league.

DIFFERENCE BETWEEN A COMPLAINT AND A GRIEVANCE

1. COMPLAINT.

A complaint is an expression of dissatisfaction or concern. It can be informal and does not necessarily trigger a formal review process. It is usually resolved quickly with clear communication between the involved parties.

2. GRIEVANCE.

A grievance is a formal allegation that a rule, policy, code of conduct, or individual right has been violated. It triggers a structured investigation, review, or disciplinary process. This must always take the form of a formal written submission and will be reviewed by the designated officials.

COMPLAINTS

Participants (players, parents, coaches, volunteers) with concerns are encouraged to bring them forward through one of the following approaches:

OPTION 1:

Speak directly with the team manager. HCLL supports open and respectful dialogue between parents, players, and managers, without fear of retaliation. This is the preferred method for addressing issues, as many concerns can be quickly and positively resolved when addressed calmly and privately. Managers may not always be aware of the issue, and early communication can often clear up misunderstandings. These discussions should always occur away from players, other parents, practices, or games.

If no resolution is reached through this conversation, the concern should be brought to the appropriate Division Coordinator, who will work with the manager to resolve the issue. If necessary, the matter may be escalated to a formal grievance.

OPTION 2:

If a participant prefers a Board member to be present during the initial discussion with the manager, they may submit a written summary of their concern to their Division Coordinator. This letter must focus strictly on factual information, avoiding assumptions or personal judgments. The concern will be shared with the manager and if required the HCLL Safety and Head of Discipline Officer. The Division Coordinator will arrange a meeting involving the appropriate parties to help guide a constructive discussion toward resolution if deemed appropriate.

OPTION 3:

In uncommon situations where the above options are not suitable, the participant may speak directly to a HCLL Safety and Head of Discipline Officer about their concern. The participant should again focus solely on the facts, and the HCLL Safety and Head of Discipline Officer will then help arrange a meeting with the manager to address the issue.

UNRESOLVED ISSUES:

If the matter remains unresolved after using one of the approaches above, the issue may be formally escalated under the grievance process outlined below.

GRIEVANCES

SUBMITTING A FORMAL GRIEVANCE:

If prior steps do not resolve the concern, a formal grievance can be submitted in writing to the HCLL Safety and Head of Discipline Officer. The grievance should include:

The name, phone number, and email address of the person filing;
The name of the individual the grievance is against;
A detailed description of the concern;
Relevant dates and locations;
The preferred resolution.

If the grievance involves the HCLL Safety and Head of Discipline Officer or one of their family members then a conflict of interest should be noted and the grievance should be submitted to the Vice President for assignment of an alternative board member to act in their place.

GRIEVANCE REVIEW:

The appropriate subset of members from the Board of Directors will review the grievance to determine its validity and whether a formal hearing is warranted.

If a hearing is needed, the HCLL Safety and Head of Discipline Officer will convene a Grievance Committee meeting, giving at least 48 hours' notice. This committee typically includes the Vice President (Chair), two Division Player Agents, the Umpire-in-Chief, and the HCLL Secretary or their delegates if necessary or required.
If the grievance is not accepted for hearing, the HCLL Safety and Head of Discipline Officer will inform the parent in writing. This decision may be appealed in writing to the HCLL President within 48 hours (see “Right to Appeal”).

GRIEVANCE HEARING PROCESS:

Both parties may submit witnesses statements (no minors unless specifically requested), and all witness statements must be submitted to the HCLL Safety and Head of Discipline Officer 24 hours before the hearing. Statements should focus on current facts only, with no references to past incidents unless directly relevant. Information on past incidents may be requested from both parties or from witnesses only if relevant to the situation. Committee members may ask additional questions after statements are presented. The committee will deliberate privately and vote on any necessary action with multiple meetings if required over the course of the hearing process. The HCLL Safety and Head of Discipline Officer will send written notice of the committee’s decision to both parties as soon as possible.

DISCIPLINARY ACTIONS

6) Disciplinary measures the committee may take include:

Dismissal of the complaint;
Formal written warning;
Temporary suspension from practices or games;
Disqualification from post-season roles;
Dismissal from a league position;
Suspension from league activities for one year;
Referral for legal action if warranted.

The committee’s decision is final unless appealed to the full HCLL Board within 48 hours of notification.

RIGHT TO APPEAL

If a party wishes to appeal the committee’s decision, a written request must be sent to the HCLL President within 48 hours. The appeal will be heard at the next scheduled board meeting (with at least 72 hours’ notice). The President will lead the hearing using the same process as the original grievance review. A majority vote of board members present will determine the final outcome, which will be communicated in writing within 48 hours. No further appeal is permitted.

ANTI-RETALIATION POLICY

HCLL maintains a strict no-retaliation policy. Open, respectful communication between families and league officials is essential. Retaliation includes any noticeable change in playing time, role on the team, or behaviour following a parent’s complaint. All retaliation reports will be investigated thoroughly. If retaliation is found, the responsible manager or coach will face indefinite suspension.

Policy last updated: Nov 2025