This document summarizes the minutes of a grievance meeting between Doug Gardiner and Jean-Marc Penelon regarding Doug's late return to work from travel delays. Key points discussed include Doug explaining the details of his delayed and cancelled flight using documentation, as well as his perspective that informing his manager Vincent Bezard of his absence should have sufficed, though Jean-Marc believed Doug should have directly informed his direct manager John Baxevanidis. The meeting involved examining Doug's grievance letter and discussing both sides of the issue.

1. MINUTES OF MEETING
Date of Meeting: 20th
January 2011
Project: (if applicable) N/A Job Number: (if applicable) N/A
Subject: Grievance Meeting
Venue: Beechfield House, Beanacre, Wiltshire
Type of Meeting: N/A
Persons Present: Doug Gardiner Company: Exsto UK
Jean-Marc Penelon Exsto Fr
Mark Farrell Exsto UK
Absentees: None
Minutes Completed By: MF
Distribution: JMP, DG
Page 1 of 6 QF7/34 : Issue 2, June 2009

2. Page 2 of 6 QF7/34 : Issue 2, June 2009

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4. Page 4 of 6 QF7/34 : Issue 2, June 2009
No. Minutes of Meeting
Actions
Name Due Date
These minutes were documented as a record of a Grievance Hearing. The
grievance being submitted by Doug Gardiner and being heard by Jean-
Marc Penelon
They are a true and as best possible accurate record of the dialogue
exchanged.
Mark Farrell was present in the meeting for the purpose of taking the
minutes and also acting as Doug Gardiners assistant where needed.
Throughout the text the following acronyms apply:
DG – Doug Gardiner, JMP – Jean-Marc Penelon,
JL – John Lewis, VB – Vincent Bezard, BC – Ben Carew
JB – John Baxevanidis
JMP
13.48
- MF will take minutes but also assist DG as requested. Don’t hesitate to
ask for any repeated phrases etc because English is not my first language.
Also please excuse any possible misuse or awkward phrasing.
DG - I would first like to tell you that I am on medication.
- You have my grievance letter. I have with me supporting evidence if
needed. If you follow the letter and we will go from their?
JMP - From my understanding you have so far raised your grievance, so we
shall go through this letter now? Are you OK with this?
DG - Yes, ok….DG starts reading his grievance letter. (JMP takes notes).
- DG reads page 1 of the letter, then asks ‘any questions?’
JMP - Yes, please can you explain the details regarding your late return to
work?
DG - DG explains flight delay in detail using supporting documentation.
(EasyJet correspondence, DG parents advice letter, booking email.
- DG explained how he went about re-booking his flight.
- First available flight on Wednesday 8th
December was booked.
- Witness statement from DG’s parents explained. (JMP reads).
- 5 hours after DG re-booked the flight an email from EasyJet confirms
flight cancelled.
DG - Returns to grievance letter and reads section titled Tuesday 7th
December.
- DG outlined that colleague Ben Carew called his personal mobile twice
at 11:59 and 12:10 regarding the work plotter, which confirms that
anyone from work could have called and spoken to me if they needed to.
JMP - When someone is sick or off work it is his duty to inform by email or
phone their direct manager. I know you contacted VB but this is not the
normal way. It is more your role to call JB than it is JB’s role to call you.
DG - Regarding the point raised about not believing that I didn’t have JB’s
phone number, I would like to confirm that I actually didn’t have it. VB
informed me that he would inform JB. I expected this message to be
passed on and thus all would be ok.
JMP - Yes but you can’t blame JB for not calling you. I will answer this point
formally later.
DG - DG returned to reading the grievance letter.
- VB quite happy to pass on message to JB and so I felt the issue was
‘under control’.
- On Thursday 9th
December, I returned to work and got on with work
needed; drawings for the Goliat project etc. JB then entered the room.
JMP - I understand your point, but when you read the letter from an
independent point of view, JB was not properly informed of your absence
and he had concerns over the completion of the Goliat drawings. You
could have been back earlier. You could have called JB to let him know
what was going on. I am not saying you stayed in Spain on purpose.
DG - I was under pressure to do three days work in one day. JB’s claims of
me not making enough effort were unfounded.
- In the past, messages given to JB re staff absence have been acceptable.
Why not on this occasion?
JMP - I don’t think you were singled out regarding this situation. It is your
word against JB regarding what exchanges were made in the design
office on that day.
DG - I know that regardless of what went on I am very ill as a result.
14:10
DG left room to gather emotions
14:13
DG returns to the room
DG - VB was asked to pass on message to JB re my absence. I don’t know
what difference it would make if I called JB on Monday at 08:30. I
thought that by calling VB on Saturday was acting in everyone’s favour