Club Constitution

 

1.Name

The club will be called “VALE OF BELVOIR CYCLING CLUB” and will be affiliated with British Cycling.

2.The purposes of the club

The purposes of the Club are to:

provide facilities for and to promote participation in the amateur sport of cycling in the Vale of Belvoir and surrounding areas
promote the safe participation of cycling in the community for all cycling abilities
offer coaching and competitive opportunities in cycling
build a friendly, approachable and inclusive local cycling community
ensure that all present and future members receive fair and equal treatment
ensure a duty of care is maintained to all members.

 

3.Permitted means of advancing the purposes:

The Management Committee has the power to:

Acquire and provide equipment, coaching, training, facilities, transport, medical and related facilities
Provide coaching, training, medical treatment, and related social and other facilities
Take out any insurance for the Club, employees, contractors, Management Committee, members, guests and third parties
Raise funds by appeals, subscriptions, accepting donations, loans, charges and sponsorship
Borrow money and give security for the same, and open bank accounts
Buy, lease or licence property and sell, let or otherwise dispose of the same
Make grants and loans and give guarantees and provide other benefits
Set aside or apply funds for special purposes or as reserves
Deposit or invest funds in any lawful manner
Employ and engage staff and others and provide services
Co-operate with or affiliate to any bodies regulating or organising the Sport, and with any Club or body involved with it, and thirdly with government and related agencies
Do all other things reasonable and necessary to advance the purposes.

 

Membership

 

Membership of the club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of cycling.
The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
Membership categories shall be:

Full member
Junior member (under 16 years of age)
Vets member (over 55 years of age)
Family member
Life member.

The club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.
By becoming a member of the Club, members will agree to abide by the Club Rules and Regulations, and agree to positively promote the sport of cycling and the Club to others.

 

5.The Management Committee

 

The Club will be managed through a Management Committee, with responsibility for the management of the Club, its funds, property and affairs.
The Management Committee will consist of a minimum 3 (three) members, and a maximum of 11 (eleven) members.
The Management Committee shall consist of the following positions:

Club Chair
Vice Chair
Club Secretary
Club Treasurer
Club Welfare Officer
Junior Co-ordinator
Breeze rep
Steady/inters rider rep
Advanced/fast rider rep
Development squad rider rep

The Management Committee will be convened and meetings held on no less than 4 (four) occasions per year. There is no maximum.
Management Committee meetings will abide by the following rules:

A majority of the committee members must be present for the meeting to be valid
All committee members must have been informed of the meeting for it to be valid. Apologies for any absence should be given in advance and minuted during the meeting
Meetings must be held face to face
The Chairman, Vice Chairman or whoever those present choose shall chair meetings
Decisions shall be made by simple majority of those voting
The chair of the meeting shall have a casting vote in the event of a tie.

 

Whenever a Committee member has a personal interest in a matter to be discussed, he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.
A committee member ceases to be such if he/she ceases to be a member of the Club, resigns by written notice, or is removed by the Committee for good cause after the member concerned has been given the chance of putting his/her case to the Committee with an appeal to the Club members, or is removed by Club members at a general meeting. The Committee shall fairly decide time limits and formalities for these steps.
The property and funds of the Club cannot be used for the direct or indirect private benefit of Management Committee members unrelated to Club activities other than as reasonably allowed by this constitution.
The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, event expenses, post event refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finances Act 2002.
The Club may also in connection with the sports purposes of the Club:

Sell and supply food, drink and related sports clothing and equipment
Employ members (though not for riding) and remunerate them for providing goods and services, on fair terms set by the Management Committee without the person concerned being present
Pay for reasonable hospitality for visiting teams and guests
Indemnify the Management Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).

The Management Committee will have due regard to the Law on disability discrimination and child protection.
The Management Committee shall be responsible for the development and implementation of Club Rules and Regulations, and the regular review of Rules and Regulations.
The Management Committee may delegate any of their functions to sub-committees, but must specify the scope of its activities and powers, its membership and its duty to report back to the Management Committee. Sub-committees can be formed to progress the purposes of the Club. Sub-committees not fulfilling their objectives may be wound up by the Management Committee, or have their mandates changed.
Annual Club reports and statements of account must be made available for inspection by any member and all Club records may be inspected by any Management Committee member.

 

6.Finance

All club monies will be banked in an account in the name of the Club
The Club Treasurer will be responsible for the finances of the Club
The financial year for the Club will end on the 31st of December each year
A statement of the Club accounts will be presented by the Treasurer at the Annual General Meeting to members
Any cheques drawn against Club funds should hold the signature of two of the following: the current Treasurer, Club Secretary and Vice-Chair
All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.

 

7.General Meetings

All Club members may attend all general meetings of the Club
General meetings require 21 (twenty one) clear days written notice to members
The quorum for all general meetings will be 20 (twenty) percent of the total membership at the time of that meeting
The Chair will preside. In the absence of the Chair, the Vice-Chair will preside. In the absence of both, another committee member chosen at the meeting will preside
Every resolution shall be decided by a simple majority of the votes cast
Members may vote by proxy. They must inform the Club Secretary by email in advance of the general meeting as to why they cannot attend, and who will vote on their behalf at the meeting in question. If the issue to be resolved is known in advance, the non-attendee can appoint a named individual and direct the proxy how to vote (a ‘specified’ vote). Where the resolution issue is unknown in advance of the meeting, it will be a ‘discretionary’ vote as the proxy thinks fit. For the avoidance of doubt, a validly appointed proxy shall count in the quorum.

 

8.Annual General Meeting (AGM)

The Club will hold an AGM once in every calendar year and not more than 15 (fifteen) months after the last AGM
Notice of the AGM will be given by the Club Secretary. Not less than 21 (twenty one) clear days notice must be given to all members
The members will elect a Management Committee, including a Chairman, Treasurer and Secretary to serve until the next AGM
The Club Treasurer will produce accounts of the Club for the latest (Club) financial year
The Committee will present a report on the Club’s activities since the previous AGM
The Club members will discuss and vote on any resolution (whether about policy or to change the Rules and Regulations), and deal with any other Club business put to the meeting
All Club members have a right to vote at an AGM
The quorum for the AGM will be no less than 25 (twenty five) percent of the total membership at the time of the AGM.

 

9.Extraordinary General Meeting (EGM)

The Management Committee has the right to call an EGM. An EGM shall be called through the Club Secretary within 14 (fourteen) days of a request to that effect from the Management Committee, or on the written request of not less than 5 (five) members signed by them. The procedures on voting at an EGM are the same as an AGM.

 

 

10.Discipline and appeals

All complaints regarding the behaviour of members should be submitted in writing to the Club Secretary
The Management Committee will meet to hear complaints within 7 (seven) days of a complaint being lodged
The committee will investigate the complaint and take any appropriate disciplinary action, including termination of membership
The outcome of a disciplinary hearing will be notified in writing to the member who lodged the complaint and the member against whom the complaint was made within 5 (five) days of the hearing
There will be the right of appeal following disciplinary action. The decision to appeal along with the grounds of the appeal should be submitted to the Club Secretary within 14 (fourteen) days of being notified in writing. The appeal will be referred to a panel of 3 (three) Club members.
A written finding of the appeal panel will be submitted to the Club Secretary within 5 (five) days of the appeal panel meeting. This finding will be forwarded to the appellant within 5 (five) days in writing.

 

Amendments

This Constitution may be amended at a General Meeting by a simple majority vote but not (if relevant) so as to jeopardise the Club’s status as a Community Amateur Sports Club as first provided for by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in 11.b has been followed) or dissolution provisions.
The Club Purposes may be changed to include another eligible sport if the Management Committee unanimously agree and the members also agree the change by a 75 (seventy five) percent majority of votes cast.

 

 Dissolution

The members may vote to dissolve the Club if the motion is discussed at a properly convened General Meeting and not less than 75 (seventy five) percent of those present and voting support that proposal
The Management Committee will then be responsible for the orderly winding up of the Club’s affairs
Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body for use by them in related community sports.

 

 

 

VALE OF BELVOIR CYCLING CLUB hereby adopts and accepts this constitution at a meeting held at Bingham Town Football Club on 22nd January 2017.