Our Constitution

CONSTITUTION

1

TITLE

The club shall be known as the Ribble Valley Cycling and Racing Club (hereinafter referred to as ‘The Club’)

2

AIMS

The Aims of The Club shall be:

2.1 To further all aspects of the sport of cycling.

2.2 To look after the members’ interests in the general running of the sport.

2.3 To support policies that encourage cycling and enhance the safety of cyclists.

3

MEMBERSHIP

Membership shall be open to all persons over the age of 14; those members without ‘Senior’ status must produce written parental consent and are subject to the Child Protection Policy. The official application form must be completed and passed to the Secretary/Treasurer. The appropriate subscription must accompany the application for membership.

In order to obtain Third Party insurance cover all members except social members are encouraged to join either British Cycling or Cycling UK.

It is the responsibility of the individual to ensure they have sufficient insurance cover as it is not a mandatory regulation of membership to the Club.

Remember – if you are involved in an accident a claim may be made against YOU

All members will have a  copy of The Club Hand/Rule Book made available online.

4

MANAGEMENT

The management of The Club shall be vested in a Management Committee, which shall consist of:

  • Chairperson

  • Vice Chairperson

  • Treasurer

  • General/Membership Secretary

  • Any number of other Members to maintain the Management Committee at a nominal 11 Members

Note: Honorary Appointments do not, as a right, join the Management Committee.

4.1 Six Committee members are required for a quorum for a Management Committee Meeting to take place provided that at least two of the

following elected members – Chairperson, Vice Chairperson, Treasurer or General Secretary are present within the aforesaid quorum.

4.2 A minimum of six Committee meetings must be held annually. The dates will be provisionally set at the Management Committee meeting which will convene on an agreed date following the Election of Officials at the AGM.

Minutes will be formally recorded and freely available to view online, or in the Club Room. Alternatively, a written copy can be requested by contacting the General Secretary.

The publically available minutes may have sections redacted for confidential discussions, and to protect personal details.

4.3 The Management Committee shall have powers to fill vacancies if they arise and to co-opt members for particular projects, but co-opted members shall not have a Management Committee vote.

4.4 The Management Committee shall have the power to conduct its affairs in support of The Club in any way it considers appropriate,

4.5 The Management Committee shall have the power to establish any Sub-Committee deemed appropriate to assist in meeting the objectives of The Club, and to delegate to these Sub- Committees such duties as may be considered appropriate. All Sub-Committees should have terms of reference and should report to the Management Committee.

4.6 The Management Committee shall have the power to adjudicate on any matter not covered by the Constitution or Rules and Regulations and on any dispute amongst the members not otherwise covered by Law.

4.7 Any ‘Ordinary’ Member can attend a Management Committee meeting as an ‘Observer’. This has to be by prior arrangement with the Secretary, as an attendance schedule may need to be compiled. The ‘Observer’ does not attract the right to a vote and can be asked to leave the Meeting by the Chairperson or General Secretary if the business of the Meeting is of a confidential or personal nature.

5

ANNUAL GENERAL MEETING

The Annual General Meeting (AGM) will be held on the last Monday of October (or a date two weeks either side, by agreement of the committee) for the purpose of:-

5.1 Receiving the audited Statement of Accounts and Balance Sheet for the year.

5.2 Electing Officers and the Committee for the ensuing year.

The newly elected Officers and Committee members will then conduct the remainder of the meeting.

5.3 Electing the Honorary Auditors.

5.4 Considering any amendments to the Constitution of which due notice has been given to all Members. The Chairperson or Secretary must receive any proposed change to the Constitution by a member at least 21 days prior to the date of the AGM, in order that members shall have sufficient notice of the proposal. In any event, members must have a minimum of 21 days notice of the AGM and/or any proposed changes to the Constitution to be considered at the AGM. A two-thirds majority vote is required for changes to the constitution.

5.5 Members shall be notified of the AGM in writing 6 weeks prior to the date of the AGM. Items for the Agenda of the AGM shall reach the Secretary at least 21 days before the meeting. The Agenda shall be circulated, with a copy of the previous year’s Minutes, to all members at least 7 days prior to the meeting.

5.6 Nominations for Officers of the Club shall be passed to the Secretary no later than 2l days prior to the meeting. Another member shall second all nominations. The Proposer must establish that the Nominee is prepared to stand for office before the nomination can be accepted. If in the unlikely event, a Nominee withdraws at the AGM or no nomination has been received, nominations can be accepted from the floor

5.7 Each fully paid up member present at the meeting shall have one vote. The vote shall be by a show of hands unless a ballot has been called by at least 25% of those present who are entitled to vote. A simple majority vote is required to carry except for amendments to the Constitution; this requires a two-thirds majority vote. In the event of an equal show of hands the Chairman will have the casting vote.

5.8 The Honorary office of President is appointed by the Committee. The term of office will be from AGM – AGM, for 2 consecutive years.

6

SUBSCRIPTIONS/FINANCIAL YEAR

Annual subscriptions shall become payable on lst April of each year with the amount being approved by the AGM. Once the AGM has agreed the subscription the Secretary shall advise all members of the amounts due and ensure that the subscription is paid as early as possible and certainly before 1st June so that their rights and privileges are not affected.

Any member failing to make payment by 1st June shall cease to be entitled to the rights and privileges of membership until the subscriptions are paid.

The Financial Year shall commence on 1st April.

7

RESIGNATIONS

Committee Members intending to resign must do so by writing to the Chairman giving a minimum of 28 days notice.

8

EXTRAORDINARY GENERAL MEETING

An Extraordinary General Meeting (EGM) shall be called by the Chairperson or Secretary within one month of receipt of a requisition signed by at least ten fully paid up members stating the purpose of the meeting. The Management Committee can also call an EGM. At least seven days notice shall be given to all fully paid up members of the date, venue and purpose of the EGM. No other business shall be conducted at the meeting. An EGM can only be called in the event that an ‘issue’ has first been presented to the Management Committee and remained unresolved.

9

CONSTITUTION AMENDMENTS

9.1 No constitution rule may be altered, added to, or deleted – except at an AGM or an EGM called for that purpose, and then only by two-thirds majority of those present.

9.2 This Constitution when adopted by a two-thirds majority of members present at an AGM or EGM becomes ‘The Constitution’ thereinafter.

10

CLUB DESIGN

The Club Design and Colours of Blue, Red and White are subject to British Cycling regulations.

11

CHILD PROTECTION POLICY

The Club shall have a child protection policy in accordance with the ‘British Cycling Policy and Procedure for the Protection of Children and Vulnerable Adults’.

12

CLUB ASSETS

In the event of the Club being ‘wound-up’ the Assets of the Club shall be devolved to further the Sport of Cycling. The Assets will be distributed pro rata to recognised local cycling charities, as determined by the membership at that time..

 

 

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