Club Constitution

Club Constitution 2016-11-29T19:35:54+00:00

The club will be called Peterborough Cycling Club and will be affiliated to British Cycling, Cycling Time Trials and other national bodies as decided by the Management Committee.

Aims and objectives:

  • The aims and objectives of the Club will be:
  • To offer coaching and competitive opportunities in differing forms of cycle sport.
  • To promote the Club within the local community.
  • To ensure a duty of care to all members of the Club.
  • To provide all its services in a way that is fair to everyone.

Membership:

  • Membership is open to all, regardless of age, gender, race, sexual orientation, or religious or political affiliation, provided they are nominated and seconded by two.
  • Full Members, have the application approved by the Committee and pay the membership fee.
  • Membership consists of officers 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 practice that the Club has adopted. Members are required to help at a minimum of one Club Open event each year.
  • Members will be enrolled in one of the following categories:
    – First Claim member
    – Second Claim member
    – Junior member
    – Life member
    – Honorary member
  • Second-claim membership is open to cyclists who are first-claim members of other Clubs. They may participate in all Club activities and competitions, but may not vote or win trophies.

Membership fees:

Membership fees will be set annually as proposed by The Management Committee, and endorsed by The Annual General Meeting. Subscriptions will be paid annually, and should be paid before the end of February.

Officers of the Club:

The Officers of the Club will be:

  • President
  • Club Captain
  • Vice Captain(s)
  • Chairman
  • Vice Chairman
  • Secretary and Treasurer
  • Membership Secretary
  • Road Race Secretary
  • Time Trials Secretary
  • Quartermaster
  • Press Officer
  • Sportive Secretary
  • Trophy Secretary
  • Club Coach
  • Club Archivist

The Club Welfare Officer is not a Committee member.

  • Officers will be elected annually at the Annual General Meeting.
  • All Officers will retire each year but will be eligible for re-appointment.
  • Up to 5 members may be co-opted or elected to serve on the Committee.

Committee:

  • The Club will be managed through the Management Committee:
  • Consisting of all Officers and Committee Members.
  • The Management Committee meetings will be convened by the Secretary of the Club and held no less than nine times per year.
  • The quorum required for business to be agreed at Management Committee meetings will be six.
  • The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club. Any radical changes to Club policy and practices etc should be put to the Annual General Meeting, or an Extraordinary Meeting for approval.
  • The Management Committee will have powers to appoint subcommittees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.
  • The Management Committee will be responsible for disciplinary hearings of members who infringe the Club Constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.

Finance:

  • All Club monies will be banked in an account held in the name of the Club.
  • The Club Secretary and Treasurer will be responsible for the finances of the Club.
  • The financial year of the Club will end on 31st December.
  • An audited statement of annual accounts will be presented by the Secretary and Treasurer at the Annual General Meeting.

Annual General Meetings:

  • Notice of Annual General Meetings (AGM) will be given by the Club Secretary. Not less than 21 clear days notice to be given to all members.
  • The AGM will receive a report from Officers of the Management Committee and a statement of the audited accounts.
  • Nominations for officers of the Management Committee may be sent to the Secretary prior to the AGM.
  • Elections of officers are to take place at the AGM.
  • All members, excepting second-claim members, have the right to vote at the AGM.
  • The quorum for AGMs and Extraordinary General Meetings (EGMs) will be 20% of full members. Procedures for EGMs will be the same as for the AGM. If 20% of the membership wish to call an EGM, they should present the Committee with a written request, including those members’ names.

Discipline and appeals:

  • All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
  • All complaints regarding the behaviour of members or a member should be submitted in writing to the Secretary.
  • The Management Committee will meet to hear complaints within 31 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/members against whom the complaint was made within 14 days of the hearing.
  • There will be a right of appeal to the Management Committee following disciplinary action being announced. The Committee should consider the appeal within 31 days of the Secretary receiving the appeal.

Dissolution:

  • A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.
  • In the event of dissolution, any assets of the club that remain will become the property of a body agreed at the time by the AGM/EGM.

Amendments to the Constitution:

The Constitution will only be changed through agreement by majority vote at an AGM or EGM.