Name of Club
The Club will be called Velo Cub 167 (Hereinafter will be referred to as The Club) and may also be known as VC 167.
The Club may be affiliated to local or national cycling organisations as decided by the committee.
Aims and Objectives
The aims and objectives of the Club are:
To promote cycling in all its forms primarily (but not exclusively) in the Northeast of England to provide opportunities for recreation and competition and the physical and psychological benefits of cycling.
Club colours
The Club colours shall be Royal Blue and Yellow. The Club logo is the property of the Club and may not be used without permission.
Membership
Membership of the Club is open to anyone interested in promoting, coaching, volunteering, or participating in cycling regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs.
The membership shall consist of the following categories:
Full member defined as, persons aged 18 years or older
Life member defined as persons reaching the age of 70 having been a full paid-up member for ten years prior to reaching the age of 70. Life members are exempt from membership fees
To encourage club membership, riders who wish to join the club may participate in club rides as a guest of the Club. Guest riders are welcome to participate in up to three Club rides. A guest rider who has ridden more than three times on a Club ride must become a member or they will not be permitted to ride on any Club ride until they have joined the club.
All members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept the regulations and any codes of practice that the Club has adopted. Members are expected to adhere to the clubs group riding etiquette detailed in Appendix A
Members will pay membership fees, as determined at the Annual General Meeting. Annual Subscription Fees are due on 1st January. Members paid up for the previous year remain members until March 1st. Anyone not paid up by March 1st shall be deemed to have left the Club. A new member joining after September 30th shall be credited with the next year’s membership.
Individuals shall not be eligible to take part in the business of the Club, vote at general meetings or be eligible for selection of any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Club committee.
Sports Equity
This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality, or social/economic status.
The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment, and abuse.
All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
The Club will deal with any incidence of discriminatory behaviour seriously, in accordance with the Clubs constitution.
Communication.
The principal method of communication between the club and its membership will be electronically (e-mail). In addition, the club may communicate using social media, for those members who use such media, and by using the club’s website.
Committee
The affairs of the Club shall be conducted by a Committee which shall as a minimum, consist of the Chair, Treasurer and Secretary who shall be elected at the Annual General Meeting.
Other committee members, for example Clothing Secretary, Social Secretary, shall similarly be elected at the Annual General Meeting.
Committee members may perform more than one role, with the exception of Chair, Secretary and Treasurer who must be separate individuals.
The term of office shall be for one year, and members shall be eligible for re-election.
If the post of any committee member should fall vacant after such an election, the Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
The Committee will have powers to appoint a member, who has a particular skill set or specialist knowledge, as an advisor when necessary for the Committee to fulfil its responsibilities.
The Committee will be responsible for disciplinary hearings of members who infringe the Club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.
The Secretary of the Club will convene committee meetings, these will take place four times (i.e., quarterly) each year. Additional meetings may be convened as and when required. The quorum required for business at a committee meeting will be three of its members.
In the event of the Club Committee being unable to function, control of the Club shall be in the hands of the Chair who will take appropriate action to return the Club to normal operation within the rules. If the Chair is unavailable the Secretary or another remaining Officer shall perform this duty.
The roles and responsibilities of committee members are detailed in Appendix B
Finances
The financial year of the Club will run from 1st November to 31 st October
All Club monies will be banked in accounts held in the name of the Club.
A statement of annual accounts will be presented by the treasurer at the Annual General Meeting.
Any cheques drawn against Club funds should hold the signature of the treasurer or the Chair.
All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.
Annual General Meetings
The Club shall hold the Annual General Meeting (AGM) within three months of the end of the financial year
Notice of the AGM will be given by the Club secretary with at least 14 days’ notice to members.
Nominations for members of the committee will be sent to the secretary prior to the AGM or may be nominated at the AGM.
Proposed changes to the constitution shall be sent to the secretary prior to the AGM, who shall circulate them at least 7 days before an AGM.
All members have the right to vote at the AGM. Any proposal/motion or resolution will be passed by a simple majority of members present.
The quorum for AGMs will be the lesser of three members or 10% of the membership.
The procedure for the AGM is detailed in Appendix C
Extraordinary General Meetings
An Extraordinary General Meeting (EGM) will take place following an application in writing to the Secretary supported by at least 10% of the members of the Club.
The committee shall also have the power to call an EGM by decision of a simple majority of the committee members
Notice of the EGM will be given by the Club secretary with at least 14 days’ notice to members. Any proposed changes to the constitution shall be sent to the secretary prior to the EGM, who shall circulate them at least 7 days before the EGM.
All members have the right to vote at the EGM any proposal/motion or resolution will be passed by a simple majority of members present.
The quorum for EGMs will be the lesser of three members or 10% of the membership.
Club Meetings
Club meetings are convened by the Committee as and when required. These are informal type meetings to discuss Club matters outside the scope of the AGM or an EGM
An ordinary meeting will be convened if requested by three members of the Club
Notice of a Club meeting will be given by the Club secretary with at least 14 days’ notice to members unless it is convened immediately following an AGM
The quorum required for business at Club meeting will be the lesser of three members or 10% of the membership.
Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
Club Discipline, complaints, and appeals
All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
The committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
There will be the right of appeal to the committee following disciplinary action being announced. The committee should consider the appeal within 7 days of the Secretary receiving the appeal.
Dissolution
(a) A motion to dissolve the Club, or to merge with another club, if not initiated by the Committee must be advised in writing to the Secretary and supported by six ordinary members. The Secretary will convene an Ex General Meeting within 28 days and notices convening the meeting shall be sent to all members at least 14 days before the meeting. The notice should carry details of the motion(s).
In order to be carried, a motion to merge with another club, must be agreed by at least 50% of the Club membership. A motion to dissolve the Club must be agreed by at least two thirds of the Club membership. Postal voting in each of these circumstances will be permitted, if agreed by the Committee prior to notification of the meeting.
(b) In the event of dissolution, all debts should be cleared with any Clubs’ funds. Any assets of the Club that remain following this will become the property of another club with similar objectives or a national governing body agreed at the time of dissolution.
APPENDIX A
GROUP RIDING ETIQUETTE
PERSONAL RESPONSIBILITIES
Members of the group are individually responsible for:
Ensuring that their cycles are legal, roadworthy and in good state of repair.
Having capability and the tools etc to deal with basic mechanical problems
Being prepared for adverse weather conditions and mechanical problems.
Riding within their capability and in accordance with the requirements of the Highway Code.
Ensuring their personal well-being on the ride.
Carrying in case of emergency (ICE) contact details upon their person.
Informing the ride leader if leaving the ride at any time.
Ensuring that they have third party cycling insurance cover providing cover of not less than £10m and continuing to ensure they have the benefit of that insurance for as long as they are a club member.
RIDE BEHAVIOUR
Group members should:
Obey traffic signs and signals, point out and call out any road hazards ahead. This is particularly important in a group of riders, as those at the back often can’t see oncoming traffic or road hazards. “Car Front” means vehicle approaching from the front, “Car Back” means vehicle approaching from behind. Road hazards should be pointed out and by shouting the nature of the hazard, for example “Hole” “Gravel”
If road conditions permit groups may ride two abreast. Remember that TWO is the limit. Single out where necessary to stay safe on busy roads and avoid holding up other traffic. Large groups may need to split to allow traffic to pass.
If a rider needs to go to the front of the group for any reason, do not try to squeeze through the group, this is dangerous and could cause a group crash, wait until it is safe to do so and cycle around the outside of the group.
Shout and signal when a rider intends to move out or stop. Riders at the front shout “clear” or “stopping” as they approach a junction, depending on the circumstances.
Don’t overlap wheels, if a rider contacts the wheel in front, the rider will probably come off, along with any rider following.
Be aware of riders behind you try to ride smoothly and do not brake without warning if it can be avoided.
When climbing hills, avoid following a wheel too closely, some riders move back when they get out of the saddle.
When leaving the group, drop to the back and inform the ride leader or another group rider
If you are riding two abreast at the front and feeling strong avoid “Half Wheeling”, as this can push the pace up to unsustainable levels for the group. “Half wheeling” is when one rider pushes the pace a little harder and moves slightly ahead of their riding partner. If you are at the front and feeling tired, don’t be afraid to drop back and take a break. The idea of a group ride is that everyone rides together and its as fast as the slowest rider.
The idea of riding in a group is just that, the group rides together. It is bad form to ride off from the group, as this encourages others to chase, which can split the whole group up. This also means a Ride Leader may have to wait for riders behind, ultimately requiring those at the front to slow down or stop and wait.
At times the group may need to ride in single file, and this is best achieved, by the outside rider slowing down and moving into a space behind the rider they were previously riding next to.
Carry basic tools, at least a pump, spare tubes, and a mobile phone, even if you are unsure of how to change a tyre, at least you have the equipment needed if you require assistance. Decent mudguards will be appreciated by all during the winter months.
SAFETY
In the interests of members safety, the Club strongly recommends that members wear a cycling helmet on all rides.
Repeated failure of members to adhere to the club riding etiquette, may result in membership being reviewed and ultimately if behaviour doesn’t improve members will be asked to leave the club. This is extremely rare, but the Club committee has a duty to ensure club rides are enjoyable and run in a safe manner
APPENDIX B
ROLES AND RESPONSIBILITIES OF COMMITTEE MEMBERS
CHAIR
Chair committee meetings, the Annual General Meeting, and any other club meeting.
The Chair shall hold a deliberative as well as a casting vote at all meetings.
Ensure appropriate documents, including minutes are available for committee members.
Ensure all committee members are aware of their role and responsibilities.
Function as an ambassador for the club, liaise with club members and convey any concerns and expectations to the committee.
Attend committee meetings.
TREASURER
To be responsible for all income and expenditure by the club.
Maintain accurate financial records and provide financial forecasts as required.
Report regularly to the committee on the club’s financial status.
Prepare and present financial statements and report at the Annual General Meeting.
Ensure that accurate records are maintained of all financial transactions and any items of expenditure are approved by the committee.
Attend committee meetings.
SECRETARY
Prepare and distribute minutes of committee meetings, the Annual General Meeting, and any other club meeting.
Keep records as required.
Organise Annual General Meeting and any other meetings.
Attend committee meetings.
MEMBERSHIP SECRETARY
Respond to all membership enquiries from members and prospective members.
Forward a welcome e-mail to all new members.
Maintain accurate records of membership details.
Be familiar with data protection requirements.
Attend committee meetings and present membership statistics.
Promote and encourage renewal of memberships.
SOCIAL SECRETARY
To organise and promote all social activities and events for the club throughout the year.
Solicit views of all members to best understand the range of events which would appeal to members and thereby be successful.
Attend committee meetings.
CLOTHING SECRETARY
Liaison with the treasurer to purchase club clothing to replenish stock levels or special sized orders as required.
Maintain a stock of club clothing in the most frequently requested sizing’s.
Order club clothing from suppliers and supply to club members.
Establish and maintain commercial relationship with suppliers and when necessary, investigate new products.
Attend committee meetings.
WELFARE SECRETARY
To keep up to date on legislation and the requirements of the organisations to which the Club is affiliated
Provide advice and guidance on safeguarding and welfare issues and to develop and promote best practice by the Club such that the Club fulfils its duty of care to members and individuals who take part in Club activities
INFORMATION TECHNOLOGY SECRETARY
The information and technology secretary will be responsible for creation and upkeep of the Club website. Maintain high standards on the Club website, ensuring that all content is appropriate. Ensure the forum is moderated and that the website does not breach copyright laws.
In addition, establish and maintain, methods of electronic communications and where appropriate social media platforms, to support the aims, objectives, and the business of the Club.
APPENDIX C
PROCEDURES FOR ANNUAL GENERAL MEETINGS.
The clubs Annual General Meeting (AGM) will be conducted using the standard agenda detailed below.
1. Approve the minutes of the previous year’s AGM.
2. Receive a report from the Chairman.
3. Receive a report from the Treasurer and approve the Annual Accounts.
4. Receive a report from the Secretary
5. Receive a report from the Membership Secretary
6. Receive a report from the Clothing Secretary
7. Receive a report from the Social secretary.
8. Receive reports as necessary from other Club committee members
9. Receive nominations and elect the members of the Club committee.
10. Consider and agree the membership fees for the following year.
11. Consider and agree any proposed changes to the Constitution or motions put to the meeting by the Club’s membership.
Where appropriate the Chair with ask that reports, motions and nominations are proposed and seconded by a club member before being put to the vote.
Questions and discussion may take place regarding committee members reports to clarify any matters raised.
Discussion and questions may take place regarding other agenda items. The Chair will facilitate members who wish to speak for or against a motion.
A member may make one statement for or against a motion so that all members may express a view.
The Chair will allow a member the right of one reply if asked to clarify their statement for or against a motion
When all members who wish to make a statement have done so the motion will be put to the vote.
The motion will be put to the vote and where it gains a majority of votes cast the matter is resolved.
There will be no other business conducted at the AGM other than items on the agenda.
Where the Chair considers that club members wish to discuss other matters outside of the agenda, an ordinary Club Meeting will be convened following the close of the AGM.