Louth Town Council
GRIEVANCE PROCEDURE
Adopted November 2025
Introduction
The grievance procedure aims to provide employees with a course of action if they have a complaint that they are unable to resolve informally with their line manager, allow managers to deal with employee grievances fairly, consistently and quickly, comply with legislation and comply with the ACAS guidance on dispute resolution.
It is hoped that all grievances can be resolved quickly by way of an informal discussion with the employee’s immediate line manager. However, if a grievance cannot be settled informally, formal procedures should be followed.
Louth Town Council values its staff and aims to put policies in place to ensure that they are treated fairly and consistently.
What is a grievance? ‘Grievances are concerns, problems or complaints raised by a staff member with management. Anybody may at some time have problems or concerns with their working conditions or relationships with colleagues that they wish to raise” – ACAS.
The Council is committed to trying to defuse and resolve situations early before they reach the formal grievance process. Mediation and counselling will be used where possible. Employees should try to resolve grievances informally with their line manager. Issues that may cause grievances include: terms and conditions of employment (other than grading), health and safety, work relations, bullying and harassment, working environment, equality and diversity, organisational change.
Informal Grievances
If a member of staff feels that they are unhappy with an element of their employment with the Town Council they should initially discuss the matter with the Clerk. However, if the grievance is being raised by the Clerk or the grievance is against the Clerk or the employee is uncomfortable talking to the Clerk the matter should be raised with the Chair of the Personnel Committee.
Mediation
In the event that an employee is unhappy with the outcome of the Informal Grievance Procedure, or either party do not feel that performance / conduct issues are being addressed effectively, either an employee or the Clerk can request that the matter be subject to mediation.
This will involve the use of a third party mediator. In its simplest form, mediation will involve the mediator talking to either party individually, to listen to their side of the issue. If the mediator feels that a resolution to the problem is possible, a meeting will be arranged between all parties at which the mediator will set out their assessment of the issues and invite both parties to reach their own resolution.
The resultant action plan should have the agreement and support of both parties, be set out in writing and be signed by all involved in the Mediation process.
Formal Grievance Process
If a grievance cannot be settled informally or by mediation, then the employee should raise the matter formally as follows:
1. The employee should set out the grievance in writing and give this to the Town Clerk. If the complaint is about the Town Clerk, the employee should submit their grievance to the Chairman of the Personnel Committee.
2. Once the Town Clerk or Chairman of the Personnel Committee has received a grievance in writing they should, within fourteen calendar days, contact the employee to arrange the grievance hearing meeting for a mutually convenient date, time and place. All grievances shall be heard by the Town Clerk, supported by other staff as appropriate to the situation unless the grievance is against the Town Clerk. In such instances the grievance shall be heard by the Chairman of the Personnel Committee unless they have been involved in an associated issue, in which case the Council should form a Grievance Panel comprising not less than 3 members who have not been previously involved (not to include the Chairman of the Council). The Grievance Panel will appoint its own Chairman. The hearing meeting does not have to be held within fourteen calendar days. However, there should be no unnecessary delay. The employee has a right to be accompanied by a trade union official or a person of their choice. It is important that the hearing meeting is not interrupted and the grievance is treated confidentially. Every effort must be made by all parties to attend this meeting.
3. At the hearing meeting the Town Clerk or Chairman of the Personal Committee or Chairman of the Grievance Panel should state the purpose of the hearing and introduce everyone present. The employee should explain their grievance and say how they think it should be settled. Questions should be asked as necessary to ensure all relevant details are known. It is likely that further investigation or advice will be needed before a decision can be made. The Town Clerk or Chairman of the Personnel Committee or Chairman of the Grievance Panel should explain what they propose to do in response to the employee’s complaint e.g., conduct an investigation and what the likely timescales are.
4. In line with the timescales the Town Clerk or Chairman of the Personnel Committee or Chairman of the Grievance Panel should arrange to meet with the employee to outline the response to the employee’s grievance. The response should include what action the Council intends to take following the grievance. The outcome of this meeting should be followed up in writing. The employee should be informed that if they remain dissatisfied, they have a right of appeal to the Chairman of the Council.
5. If the employee is dissatisfied with the response a written application can be made to the Chairman of the Council, stating their grounds for appeal. This should be done within five calendar days of receiving notification of the decision.
6. The Chairman of the Council should then arrange a meeting of an Appeals Panel (minimum of 3 Members, who have not been previously involved) with the employee. The Appeals Panel should be chaired by the Chairman of the Council (who should also not have been previously involved). The employee has a right to be accompanied by a trade union official or a person of their choice.
7. Within seven calendar days of the meeting, the Chairman of the Appeals Panel should respond to the employee in writing and notify them of their decision. This decision will be final.
8. Nothing in this procedure shall prejudice the legal rights of the employee and the Council.
9. Any letters or documents relating to the case should be placed on the employee’s personal file.
Information for companions
Employees have the right to be accompanied by a fellow employee or trade union representative. If the employee’s chosen companion is not available at the time arranged for the first meeting the hearing can be postponed but the hearing must be held within five working days after the original date proposed by the employer. At the hearing the companion is permitted to:
• Address the hearing, but not to answer questions on behalf of the employee
• Confer with the worker during the hearing
• Ask questions of the employer and employee during the hearing
• Participate as fully as possible in the hearing
• Take reasonable time to confer privately with the employee.
Records
Full records should be kept including the statement of grievance, the response from the Town Clerk/Chairman of the Personnel Committee/Chairman of the Grievance Committee/Chairman of the Appeals Panel and any action taken together with the reasons for it. These records will be kept confidential and retained in accordance with the provisions of the General Data Protection Regulations 2018.