Responding to Member Conduct Procedure
If you would like this an alternative format, please contact us.
Agreed by Trustee Board: August 2025.
Signed: 22nd August 2025.
To be reviewed: August 2027.
Our Approach
In March 2025, BDEF CIO held a member meeting at The Park Centre in Knowle. As a result, the members present created a ‘Member Agreement’. This agreement came into effect in May 2025 when published in the BDEF CIO newsletter. The aim and use of this agreement is to make sure that BDEF CIO is a safe space for all those who want to access it.
As a result, there is a need for a procedure for remediation that BDEF CIO can use if there are repeated breaches of the members agreement. This will be a process that BDEF Staff and Trustees can follow which will ensure parity in responses to any breaches. Breaches can be raised by members, staff and trustees.
BDEF CIO is committed to resolving issues that arise out of the membership in the most appropriate, trauma informed, empathetic way it possibly can. However, it maintains that if the breaches begin to significantly impact upon other members, staff or trustees and cause the space to become unsafe then it will need to take action.
If members would like to raise a grievance against a BDEF CIO staff or trustee, use the BDEF CIO Member or Public Complaints Procedure instead.
Informal process
The purpose of this process is to attempt to deal with concerns informally. Staff, after informal advice from the Trustee Board, are encouraged to initially reach out to the member to alert them to the breach of the ‘Member Agreement’ and ask for a change in behaviour.
If this does not resolve the issue to the complainant’s (person raising a breach) satisfaction, staff can then begin the three-step formal remediation procedure, as outlined below.
Formal process
All breach information will be handled sensitively and in line with data protection legislation. Records will be kept securely and access limited to those involved in the process.
This procedure is to formally resolve any breaches where an informal approach has been unsuccessful. We would not normally expect an issue to be raised in the first instance through this process.
A three-step procedure is outlined below. If the breach is resolved after Step 1 or Step 2, there is no need to undertake Step 3. For each step, staff should wait for 1 month for behaviour change before escalating to the next step.
Step 1: BDEF CIO Staff member verbal discussion of breach
Formal recording of the breach will be bought to the Chair(s) of Trustees by staff members. No action will be taken on it with the Chair(s) at that time but it is simply to notify them of the beginning of the formal procedure.
Staff will offer a meeting (either online or in person) to discuss the breach. This meeting will be for staff to provide clarity over what the breach was and the context in which it happened. The person who is considered to have breached the member agreement will be offered to space to explain the breach from their perspective, adding in any detail or context which they feel is relevant.
If agreement and understanding is reached over either (1) acceptance of the breach and/or (2) how the breach can be avoided in future then the issue can be considered as resolved. However, if this agreement is not reached OR reached but the breach is repeated then disregarding Step 1 and moving straight to Step 2 is required.
Step 2: Formal written statement of breach from BDEF CIO Trustee Chair(s)
If the conditions outlined at the end of Step 1 are met, Step 2 is BDEF CIO staff handing over breach details to the Chair(s) of Trustees.
The BDEF CIO Chair(s) of Trustees, after reviewing the details, will decide on the next step of the process.
Either they will decide to empower the BDEF CIO staff member involved to give a final verbal warning and resolve the issue OR...
..they will choose to issue a written warning (either by post or email) to the member requesting them to uphold the agreement. This will be the final warning and will contain full details of the breach(s) attempts to resolve the issue.
If agreement and understanding is reached over either (1) acceptance of the breach and/or (2) how the breach can be avoided in future then the issue can be considered as resolved. However, if this agreement is not reached OR reached but the breach is repeated then disregarding Step 1 and 2 and moving straight to Step 3 is required.
Step 3: Official notice of BDEF CIO membership termination
If the conditions outlined at the end of Step 2 are met, Chair(s) of Trustees and BDEF Director will together write a joint statement explaining the process and attempts at remediation that have taken place and the subsequent outcome. They will then notify the member that their membership with BDEF CIO will be removed immediately.
This step will only be used as a last resort and as a result of continued breaches of the member agreement. All attempts to stop the procedure getting to this point must be taken.
Removal of membership means that this member will not be able to attend member meetings nor partake in any BDEF CIO activity that is reserved for its members. This membership status will be indefinite and any change will be at the Director and Chair(s) of Trustees discretion.
Appeal
The appeal process for this decision echoes that found in the BDEF CIO Member or Public Complaints Procedure. The only difference being that no staff members or trustees involved in the original procedure can be involved in the appeal. Alternative staff members and trustees within BDEF CIO must form the appeal panel.
Step one
You must formally let BDEF CIO know that you want to appeal within 8 days of receiving the initial decision, in writing, or another accessible recorded format.
Step two
Investigation by an Appeal Panel: They will complete their investigation within 14 working days of receiving your request for an appeal.
Step three
Formal response: The Appeal Panel will let you know their decision within 2 working days of the hearing. This may lead to a reinstatement of membership.
You can make the appeal using the below details.
BDEF CIO contact details
We will not sell your personal information.
Phone number
Postal address
BDEF CIO (Bristol Disability Equality Forum), Chelsea Room, Easton Community Centre, Kilburn Street, Easton, Bristol, BS5 6AW
Versions
There is an Easy Read version of this document in development. When it is finalised and signed off, it will be linked to here.
Review
This procedure shall be reviewed every 2 years upon its adoption. An earlier review may take place if:
- We approve a proposal that changes the policy
- There’s a change to the organisation that will change the policy
- There’s a change in the law that affects the policy