CHATTERIS CYCLING CLUB CONSTITUTION
1. Name. The club will be called Chatteris Cycling Club (CCC) and will be affiliated to the British Cycling Federation .
2. Aims and objectives. The aims and objectives of the club will be:
• To offer coaching and competitive opportunities in all cycling disciplines.
• To promote the club within the local and wider sporting community .
• To offer a range of activities based at/ from Chatteris town and its surrounding areas.
• To ensure a duty of care to all members of the club .
• To provide all of its services in a way that is fair to everyone .
• To ensure that all present and future members receive fair and equal treatment .
3. Membership. Membership should consist of a committee and members of the club. All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of conduct that the club has adopted.
Members will be enrolled in one of the following categories:
• Adult member (18 years and over)
• Junior member
• Life member (membership will be free for the rest of the member's life)
• Family (all family members will have either adult or junior membership as appropriate)
4. Membership fees. Membership fees will be set annually and agreed by the Committee. Fees will be paid: annually and will be due on 31 st January each year. If subscriptions remain unpaid by 31 March, the member will be deemed to have ceased membership. In case of hardship, the Treasurer should be consulted and can use their discretion to resolve the situation.
5. Officers of the club. The club committee will consist of:
• Publicity Officer
• Events Co - ordinator
• Welfare & Safeguarding Officer
• Any other required position
Committee members will be elected annually at the Annual General Meeting (AGM). All committee members will retire each year but will be eligible for re - appointment. The club will be managed through the committee and any member aged 18 years and over can stand for election onto it. The committee will be convened by the Secretary of the club and no less than 3 meetings per year will be held, in addition to the AGM.
The quorum required for business to be agreed at committee meetings will be three.
The committee wi ll be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club. Any changes will be ratified at the next meeting.
The committee will have powers to appoint sub - committees as necessary and appoint advisers to the committee as necessary to fulfil its business.
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.
6. Finance. All club monies will be banked in an account held in the name of the club. The Club Treasurer will be responsible for the finances of the club, but an audit can be carried out at any time. The financial year of the club will end on 31 st December.
An audited statement of annual accounts will be presented by the Treasurer at the AGM.
Any cheques drawn against club funds should hold the signatures of the Treasurer plus one other committee member. Bank tra nsfers should only be made by the treasurer once agreement has been made with one other committee member in writing, including email, which must be retained for audit purposes.
7. Annual General Meetings. Notice of the AGM will be given by the club Secr etary to all members, not less than 21 days prior to the meeting.
The AGM will receive a report from the committee and a statement of the audited accounts.
Nominations for committee members will be sent to the Secretary prior to the AGM. Election of the committee is to take place at the AGM.
All adult and life members have the right to vote at the AGM.
The quorum for AGMs will be 25% of the membership.
The committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedu res for EGMs will be the same as for the AGM except where necessary and exceptionally the notice period may be reduced .
The minutes of all meetings will be written and posted on the club website by the Secretary within 21 days of the meeting.
8. Discipline and appeals. All complaints regarding the behaviour of members should be submitted in writing to the Secretary. At least three members of the committee will meet to hear complaints within 21 days of a complaint being lodged or at a convenient time fo r the complainant . The committee has the power to take appropriate disciplinary action including the termination of membership.
Exceptionally, where the complaint is in respect of the Secretary, any other committee member can be approached and will act as the Secretary through the process. The committee secretary will not form part of the hearing body at any stage.
If the complaint is in respect of any other committee members they will not form part of the hearing body at any stage.
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 bei ng announced. In this case, the full committee should consider the appeal within 21 days of the Secretary receiving the appeal or at a convenient time for the complainant.
If at any stage the complainant or the member against which the complaint was held fails to attend without reasonable notice, the committee will consider the information they do have and will make
their best judgement in the situation. Non - attendance at a hearing will not normally constitute a right of appeal.
Exceptionally in very serious cases, or where children or vulnerable adults are concerned, the advice of the British Cycling Federation will be sought
9. Dissolution. A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membe rship. In the event of dissolution, any assets of the club that remain will be donated to a local charitable body that may benefit from the assets to be decided by the outgoing committee and or representatives of Cambridge Community Foundation if applicable.
10. Amendments to the constitution. The constitution will only be changed through agreement by majority vote at an AGM or EGM. If necessary the Chairperson will have the casting vote.
11. Additionally. Further detailed policies and procedures are being developed with respect to safeguarding, child protection, disciplinary proceedings etc. These will be published and ratified in due course.
12. Declaration. Chatteris Cycling Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
Signed: M Waters (Electronically signed) ...... ......... Date: 27 November 2017
Name: Matthew Waters
Club Chair person
Signed: D Ashby (Electronically signed) ............ ......... Date: 27 November 2017
Name: Diane Ashby
Signed: G Wark (Electronically signed) .............. ......... Date: 25 November 2017
Name: Georgina Wark