The club shall be called Wellesbourne Wheelers herein referred to as the Club. It is recognised by the CTC as an Affiliated Club (No 90095425) for which the club pays an annual fee and receives benefits including Organisers’ Liability Insurance
The objectives of the Club are:
· To promote leisure cycling
· To organise regular cycle rides for members
· To be affiliated to the CTC
· To follow CTC guidelines wherever practical and appropriate
· To recognise the voluntary nature of the Club and to offer volunteers the support and assistance necessary
The Club is committed to the highest ethical standards. All members should conduct themselves with integrity, transparency, accountability, and in a fair and equitable manner.
The membership shall have one category that is Adults (age 18 or over).
Members shall pay membership fees as fixed at each Annual General Meeting (AGM).
The membership year runs from 1 January to 31 December. There shall be no reduction in fees for new members joining part way through the year.
Existing members who have not renewed their membership by the 31 March shall cease to be members of the Club
All members joining the Club shall be deemed to accept the terms of this Constitution and any policies or rules adopted from time to time by the Club, and to accept the requirement to conduct themselves in accordance with the Club’s ethical framework
Any potential member seeking to join the Club shall submit a Membership Application and fee to the Club Secretary, who shall admit the member on behalf of the Club Committee. Membership is open to all adults and no application shall be refused save on reasonable grounds. In accordance with current legislation, there shall be no discrimination on the grounds of disability, race, sex or religion
The Club committee may refuse membership, or remove it, only for good cause such as, but not limited to, conduct likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to a panel consisting of at least 3 members, to exclude existing Committee members.
All members joining the Club are shall be deemed to be registered as Ride Leaders within the terms of the Cub’s Affiliated Club status with the CTC
The affairs of the Club shall be conducted by a Committee consisting of the Officers of the Club, and a number of ordinary Committee members.
The Committee shall not exceed a maximum of five members including the Officers.
The Officers of the club, who shall be honorary, shall be:
Officers shall retire annually but be eligible for re election. The Chairman shall be appointed for three years and be eligible for re election
The appointment of Officers shall be recommended by the Committee prior to the AGM, and endorsed through a vote, by show of hands, at the AGM. Endorsement shall be by simple majority of those eligible to vote at the meeting. Members not able to attend the meeting may inform the Chairman in writing of their preferences and the chairman shall cast the votes of absent members.
Ordinary Club members shall be elected at the AGM by simple majority of those eligible to vote at the meeting. Members not able to attend the meeting may inform the Chairman in writing of their preferences and the chairman shall cast the votes of absent members
All Officers and Committee members must be members of the Club
If a post becomes vacant after the AGM the Committee shall have the power to fill the post until the next AGM
The Committee shall have full power to deal with all matters relating to the Club not reserved to the AGM in terms of this Constitution, including the power to make public and enforce such policies and rules as the Committee feel necessary to govern the activities of the Club
The Committee may appoint members to other posts to facilitate the running of the Club.
Annual General Meeting (AGM)
The Club shall hold an AGM in January of each year to:
· Approve the minutes of the previous year AGM
· Receive the report of the Chairman
· Receive a report from the Treasurer, and approve the Annual Accounts
· Appoint a person or entity to certify or audit the accounts for the following year
· Elect the Officers and ordinary Committee members
· Endorse the membership subscriptions for the current year
· Consider any changes to the Club Constitution as required
· Consider changes to the Club policies ad rules as required
· Deal with any other agenda items
Extraordinary General Meeting (EGM)
An EGM shall be called by application in writing to the Secretary supported by at least 20% of the members of the Club
Al members shall be given 21 days notice by e-mail for any General Meeting. Items for inclusion on the agenda shall reach the Secretary not less than 14 days before the Meeting. A copy of the agenda shall be circulated to all members at least 7 days before the Meeting. No business shall be conducted unless it is included in the agenda
With the exception of changes to the Constitution, decisions put to a vote shall be resolved by simple majority of Members at General meetings. Members not able to attend the meeting may inform the Chairman in writing or by e-mail of their preferences and the chairman shall cast the votes of absent members. The Chairman shall keep a record of the absent members who have expressed their voting preferences in writing and these shall be record in the minutes of the meeting. The Chairman shall have a casting vote at General meetings and Committee meetings
The quorum at General Meetings shall be 20% of the members, and quorum at Committee meetings shall be 50% of the Committee members
Review of the Constitution
The Committee is required to review the Constitution prior every AGM to confirm the Constitution, including the Club’s status as an unincorporated association, remains appropriate for the forthcoming twelve months
Changes to the constitution
Any change to the Constitution shall require a two thirds majority of those present, eligible to vote and voting at a General meeting
Any proposal to change the Constitution must be submitted in writing to the Secretary who shall circulate to all members and allow 7 days for submission of any amendments before calling a meeting in accordance with the Notices requirement. Proposals for changes to the Constitution shall be signed by two members eligible to vote at a General meeting.
FINANCE AND ACCOUNTS
The financial year shall run from 1 January to 31 December each year
The Treasurer shall be responsible for the preparation of the Club’s annual accounts
The accounts shall be certified by an appropriate independent person or organisation, who must not be a member of the Committee, elected annually at the AGM
All cheques drawn against the Club funds must be signed by the Treasurer and one other person from the cheque signatory panel
Any expenditure on Club business must be authorised by the Committee prior to agreeing the commitment
As an Unincorporated association all members of the Club shall be jointly and severally responsible for the financial liabilities of the Club
The Club is a non profit making organisation. Profits and surpluses shall be used to maintain or improve the Club, or carry out the Objectives of the Club or to donate to charities that the Committee deems appropriate
POLICIES AND RULES
The Constitution allows the Committee to create Policies and rules to facilitate the running of the Club should the Committee feel these to be necessary. Any new Rules or Policies must be approved at a General meeting
If upon winding up or dissolution of the Club there remains, after the discharge of all debts and liabilities, any property whatsoever, the same shall be transferred to some other organisation(s) having the same or similar objectives of the Club. Such organisation(s) shall be determined by members of the Club by resolution passed at a General meeting. No profit or surplus shall be distributed other than to a non profit making body on a winding up or dissolution of the Club
Approved by the Committee
Chairman, 6 January 2016
RULES AND POLICIES
Whilst on a ride organised by the Club:
1) All riders should be a member of the Club
2) All riders should have in place their own third party liability insurance
3) All riders should observe the Highway Code and all laws governing the conduct of cycling on the public highway
4) All members must wear an approved helmet
5) The use of headphones whilst riding is not permitted
All cheques must be signed by the Treasurer plus one of either the Chairman or Secretary
Approved by the Committee
Chairman, 6 January 2016
Version 6 January 2016