Constitution

CYCLE SOMERSET CONSTITUTION

1. Name: The Club shall be called Cycle Somerset

2. Aims and Objectives

(a) To advise on and encourage all aspects of cycling.

(b) To promote safe cycling

3. Membership

(a) Membership is open to any person interested in the aims and objectives of the Club

(b) Members will be any such persons who have paid the current Membership fee for the year, or who are Honorary Members or Life Members.

(c) Honorary membership may be awarded to anyone the committee deems to have contributed substantially to Cycle Somerset. Life membership may be awarded to any member of 75 years of age, who has been a member for at least five years. (Both these are at the discretion of the committee.)

4. Committee

(a) Each AGM shall elect the following Office-bearers to form the Committee:

(i). Chairman

(ii). Secretary

(iii). Treasurer

(iv) Membership Secretary

(v). and such other members as it considers necessary.

5. Accounts

(a) The Treasurer shall maintain correct accounts and books showing the financial affairs of the Club, with full details of all receipts and expenditure connected with the activities of the Club.

(b) The Treasurer shall provide a written statement of accounts at the Annual General Meeting

(c) An audit should be carried out once a year

(d) The financial year of the Club shall run from 1 January to 31 December each year.

6. Banking

(a) The Committee shall operate a bank account or bank accounts in the name of the Club, into which all monies received, shall be paid within 1 month of receipt.

(b) Three officers shall be registered as signatories of the account, namely: Chairman, Secretary and Treasurer

(c) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments to a maximum of £250.00 shall be signed by 2 officers so authorised. Expenditure over £250 shall be authorised only by an AGM or EGM

7. Annual General Meetings (AGM)

(a) The Club shall hold an Annual General Meeting normally in November each year.

(b) Notice of the Annual General Meeting (AGM) must be given to all members by the Club Secretary via the Club website not less than 30 days prior to the date of the meeting. Any member wishing to put forward an item on the Agenda must submit that item to the Secretary at least 21 days before the date of the meeting. The Secretary must publish the Agenda on the website at least 14 days before the meeting.

(c) The Annual General Meeting shall have the following duties:

(i). to receive a report on the work of the Club in the preceding year

(ii). to receive accounts for the preceding year

(iii). to elect the Officers of the Club and if desired committee members to consider any matter referred to them by the Committee to consider any motion submitted by any member in writing to the Secretary before the meeting.

(d) The General Meeting has the power to remove any Office-bearer by a simple majority.

(e) All members have the right to vote at the AGM.

(f) The quorum for AGMs will be 6 members or 25% of the membership, whichever shall be least.

(g) Decisions taken at open monthly meetings shall not overrule those taken at AGMs or EGMs.

(h) Amendments to the Constitution may be made at any General Meeting by a two thirds majority of those present, provided that notice of the proposed amendment is made in writing to the Club Secretary. Proposed amendments should be circulated at least 7 days prior to the General Meeting.

8. Committee and Club meetings

There will be a committee meeting on the first Wednesday every other month from January 2024. Additional meetings may be held if required.

Club meetings will be held at the same interval as Committee meetings.

9. Extraordinary General Meetings

(a) The Club shall hold an Extraordinary General Meeting if requested to do so by 10 members.

(b) Notice of a Extraordinary General Meeting (EGM) must be given to all members via the Club website by the Club Secretary not less than 30 days prior to the date of the meeting. Any member wishing to place an item on the Agenda must submit that item to the Secretary at least 21 days before the date of the meeting. The Secretary must publish the Agenda on the Club website at least 14 days before the meeting.

(c) Procedures for EGMs will be the same as for the AGM.

10. Club Subscriptions

(a) Subscriptions are to be reviewed annually

(b) The membership year starts 1st January.

(c) Temporary free membership, not exceeding 6 months, may be offered to newcomers

11. Affiliations

(a) The Club shall be affiliated to the Cycling UK.

12. Safeguarding

(a) ''Children under 16 should be accompanied by a parent or a responsible adult where parent has given signed consent. Riders aged 16-17 years should have a signed parental note for each event they attend''

13. Discipline and appeals

(a) All complaints regarding the behaviour of members should be submitted in writing to the Secretary. Grounds for a complaint include gross misconduct and bringing cycling or the name of Cycle Somerset into disrepute.

(b) 21 days’ notice of a disciplinary hearing will be given. The meeting will have the power to take appropriate disciplinary action including the termination of membership.

(c) 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.

(d) There will be the right of appeal to the open monthly meeting following disciplinary action being announced. The appellant must notify the secretary in writing within 21 days of notification of the outcome of the disciplinary hearing.

14. Dissolution

(a) A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

(b) In the event of dissolution, any monies of the club that remain will be given to the charitable trust of the Cycling UK.

 

Amended following AGM 1 November 2024