Club Constitution

Clause 1 – Name 

The name of the club is Cranleigh Cycling Club hereinafter referred to as ‘The Club’

Clause 2 – Objects 

The objects of the Club are to:

“Promote and encourage participation in cycling in all its various forms in and around Cranleigh, Surrey, England on a non-profit basis”.

Clause 3 – Powers

In furtherance of the stated objects, but not otherwise, the Club shall have power to:
(a) Organise alone or with others, events related to cycling as a sport, leisure or social activity;

(b) Arrange and provide for, either alone or with others, the holding of exhibitions, meetings, lectures, classes, seminars or training courses, and all forms of recreational and other leisure-time activities;

(c) Collect and disseminate information on all matters relating to its objects, and to exchange such information with other bodies having similar objects whether in the United Kingdom or elsewhere;

(d) Write, print or publish, in whatever form, such papers, books, periodicals, pamphlets or other documents, including films and recorded material, as shall further its objects, and to issue or circulate the same whether for payment or otherwise;

(e) Raise funds and invite or receive donations and contributions, whether by subscription or otherwise;

(f) Support any charitable trusts, associations or institutions formed for all or any of the objects;

(g) Receive money on deposit or loan or overdraft, in such manner as the Club may think fit, subject to such consents or on such conditions as may be required by law;

(h) Invest money not immediately required for its objectives in or upon such investments, securities or property as the Club may think fit, SUBJECT NEVERTHELESS to such conditions (if any) as may for the time being be imposed by law;

(i) Provide indemnity insurance for the members of the Committee and those members appointed and empowered by the Committee to undertake activities on behalf of the Club, out of the Club funds;

(j) Insure and arrange insurance cover and to indemnify its voluntary workers from and against all such risks incurred in the course of the performance of their duties as may be thought fit;

(k) Affiliate to British Cycling, Cycling Time Trials, Southern Counties Cycling Union, Surrey Cycle Racing League, The League of Veteran Racing Cyclists, London Cyclo Cross Association, British Triathlon Federation, and other organisations with similar cycling objects;

(l) Support and encourage a junior cycle squad;

(m) Do all such other lawful things as shall further the objects of the Club.

Clause 4 – Membership 

(a) Membership of the Club shall be open on application to anyone interested in cycling, irrespective of age, gender, disability, sexual orientation, race, nationality, or political, religious or other opinion. However, limitation of membership according to available facilities and safe practice is allowable on a non-discriminatory basis.

(b) The Club may have different classes of membership and subscription on a non-discriminatory and fair basis.

(c) All new applicants shall observe procedures as set out in a Newcomers Guidelines Document. The exception being non-riding members who join for social reasons or to contribute generally. These will be referred to the membership secretary for consideration.

(d) All members shall observe and abide by the Group Riding Responsibilities document and the Cycle Safety Guidelines as updated from time to time.

(e) All members, including named Family Members, below the age of 18 years are required to provide a duly signed Parental Consent form on joining.

(f) By signing their application form all new members are deemed to have read and agreed to the Club’s Constitution and in particular clause 12.

(g) The Committee may refuse membership, or remove it, only for good cause. ‘Good Cause’ includes conduct or behaviour the Committee considers likely to bring the Club or cycling into disrepute, and conduct or behaviour it considers to be either dangerous or unsafe.

(h) Full membership of the Club shall be restricted to first claim members. Members of other cycling clubs may be permitted to join as second claim members, but these members shall not be eligible to compete for Club Trophies or Standard Medals.

(i) The competition year shall be from January 1st to December 31st.

(j) A list of the Club’s Trophies and how they are to be awarded shall be prepared as and when appropriate to the development of the Club and included herewith as an Appendix. The Committee may add or delete trophies.

(k) Membership of the Club shall fall into one of the following five categories.

  1. Senior Member. Any member over 18 years of age.
  2. Junior Member. Between 16 and 18 years of age.
  3. Family Membership. Husband, wife or partners and children all living at the same address.
  4. Life Member. Any person whom the Club may wish to honour for distinguished service to the Club may be elected at the Annual General Meeting of the Club as a member for life.
  5. Under 16 Member. Any member under the age of 16.

(l) Membership of the Club and acceptance of this Constitution by the member will be deemed to constitute consent to the holding of relevant personal data for the purposes of Data Protection

legislation. Permitted disclosures, other than those made with the consent of the member (the data subject), are restricted to those third parties that are necessary for running the Club. Personal details of retired members will be not held for a period exceeding 2 years.

Clause 5 – Subscriptions

(a) All members shall pay such subscriptions as the Committee may from time to time determine

and which are confirmed by the members at an Annual General Meeting.
(b) All subscriptions are renewable on 1st March.
(c) Life Members will be exempt from subscriptions.
(d) Subscriptions for second claim members shall be the same as for first claim members.

(e) Subscriptions in Arrears – A member whose subscription remains unpaid after March 1st shall be informed by the Membership Secretary that unless his or her subscription is paid forthwith the member shall be deemed to have resigned and his or her name will then be deleted from the list of members.

Clause 6 – Sections 

Sections shall be such groups of individual members as may, with the permission of the Committee, be formed within the Club for the furtherance of common activities. The Committee shall determine the terms of reference and functions of each such Section and shall nominate a member of the Committee to act as Secretary.

Clause 7 – Resignations and Termination of Membership

(a) Any member of the Club may resign his/her membership by giving to the Membership Secretary written notice to that effect.

(b) The Committee may, by resolution passed at a meeting thereof, terminate or suspend the membership of any member, if in its opinion, his/her conduct is prejudicial to the interests and objects of the Club, provided that the member shall have the right to be heard by the Committee before the final decision is made.

(d) Any matter not provided for in this Constitution shall be dealt with by the Committee whose decision shall be final and binding on all parties.

Clause 8 – The Committee

The general management of the Club shall be entrusted to a Committee, which may consist of the following: –

  1. Chairman
  2. General Secretary (who shall be Vice-Chairman)
  3. Treasurer
  4. Membership Secretary
  5. Road Racing Secretary
  6. Time Trials Secretary
  7. MTB Secretary
  8. MTB Events Secretary
  9. Training and Development Secretary
  10. Press & Promotions Secretary
  11. Child Welfare Officer
  12. Youth Section Liason Officer
  13. Up to four ordinary members

(a) The Committee shall, for legal reasons, act as trustees of the membership’s bare trust with a duty of care as such under the Trustees Act 2000.

(b) At the completion of the Club’s first year (2013) all Officials will retire at the Annual General Meeting, but shall be eligible for re-election should they so wish to be considered. Thereafter all Committee Members, will retire each year at the Annual General Meeting, but shall be eligible for re-election should they so wish to be considered.

(c) At all meetings where a vote is taken and there is an equality of votes, the Chairman is entitled to an additional casting vote.

(d) The quorum required for business to be agreed at Committee meetings shall consist of five Committee Members and must include the Chairman or the General Secretary.

(e) In the event that a quorum is not present at a Committee meeting, no vote may be taken but matters relevant to the Club may be discussed but not acted upon and Minutes produced and circulated to all Committee members for their information.

(f) The Committee shall meet approximately every eight to ten weeks throughout the year. However no period longer than fifteen weeks shall elapse without a Committee Meeting being held.

(g) Should a Committee Member absent themselves from three consecutive Committee Meetings without good or valid reason, the Committee shall have the authority to request that they attend future meetings or resign.

(h) The Committee will cause proper minutes to be made of all its proceedings and of the proceedings of General Meetings of the Club and any sub-committees or Sections set up for whatever purpose. Minutes of meetings of the Committee shall be published on the Club’s website within 14 days of their approval by the Committee.

(i) A copy of all minutes is to be kept by the General Secretary.
(j) The Treasurer shall receive all monies and keep proper accounts on behalf of the Club.

(k) The Committee may form sub-committees for specific projects and for a limited period to which ordinary members are appointed along with either the Chairman, General Secretary or Treasurer.

Clause 9 – General Meetings of the Club.

Annual General Meetings:

Once in each calendar year before December 31st, an Annual General Meeting of the Club shall be held at such time and place, as the Committee shall determine.

(a) The business of each Annual General Meeting shall be:

i    To read and approve the minutes of the last Annual General Meeting;

ii    to receive the Annual Reports of the Committee members, which shall incorporate the accounts of the Club referred to below

iii    to receive the accounts of the Club for the preceding financial year;

iv    to elect representatives of the members to serve on the Committee, in accordance with Clause 8 hereof;

v    to appoint an honorary qualified auditor or independent examiner for the coming year to audit or examine the accounts of the Club.

vi    to consider and vote on any proposals to alter this Constitution.
vii    to confirm the subscription rates for the following year;
viii   to consider any other business of which due notice has to be given;

(b) The quorum at a General Meeting shall be FIFTEEN.

(c) In the event that no quorum is present at an Annual General Meeting, or the meeting has to be abandoned the meeting shall stand adjourned and be reconvened 14 days later, and those members with power to vote present at that meeting shall be deemed to form a quorum.

(d) The Chairman will take the chair at every General Meeting. If the Chairman is not present then the Vice-Chairman (General Secretary) will take the chair.

(e) All fully paid up members are entitled to attend General Meetings and shall be given at least 21 days’ notice of any General Meeting, specifying the day, the hour and the place of the meeting and in the case of Extraordinary General Meetings, the specific nature of the business to be transacted. Proof of timely posting or emailing of such a notice shall be sufficient proof of notice and the accidental omission to give such notice or the non-receipt of such notice by an individual shall not invalidate the proceedings of any General Meeting.

Extraordinary General Meetings:

(a) An Extraordinary General Meeting may be called at any time by the order of the Chairman or General Secretary or on demand in writing stating the object for which the meeting be desired, signed by at least FIFTEEN members.

(b) At an Extraordinary General Meeting no matter shall be brought forward except that for which the meeting has been called.

Clause 10 – Finance 

(a) The funds and property of the Club shall be vested in the elected Committee members.

(b) All monies and funds received on behalf of the Club shall remain the property of the Club and there will be no distribution of such funds amongst members other than by any reimbursements authorised by the Committee.

(c) The Club shall maintain bank accounts in the Club’s name. All expenditure must be agreed by the Committee (at a meeting or by email) in advance.

(d) The Club’s financial year shall be from 1st December to 30th November.

(e) The Treasurer shall ensure that proper and sufficient books of account are kept in such a manner as to give a good and fair view of the state of the Club’s affairs with regard to:

i. the assets and liabilities of the Club,

ii. income and expenditure and the matters giving rise to such income and expenditure,

iii. all sales and purchases of goods and services by the Club,

(f) The books of account shall be kept at the home of the Treasurer and shall be made available for examination at every meeting of the Committee.

(g) The Treasurer will provide an up-to-date statement of accounts and a list of all expenditure since the last meeting to the Committee at every meeting.

(h) At least once in every year, the accounts of the Club shall be examined and the correctness of the income and expenditure accounts and the balance sheets ascertained by one or more independent auditors or examiners.

Clause 11 – Indemnity

In the execution of the trusts hereof no member of the Committee shall be liable by reason of any mistake or omission made in good faith by any member of the Committee.

Clause 12 – Members’ Responsibilities

(a) Members are held to be responsible for the safety of themselves and all others when participating in all events or activities organised by the Club.

(b) Members are advised to have third party indemnity cover for their cycling activities.

(c) Members competing in events are advised to satisfy themselves as to the organiser’s liability with regard to their participation in the event.

(d) When riding on the public highway all members must adhere to the relevant traffic regulations.

(e) All members shall observe and abide by the Group Riding Responsibilities document and the Cycle Safety Guidelines as updated from time to time.

(f) When riding off road members are expected to follow the DEFRA Countryside Code which states:

When riding a bike or driving a vehicle, slow down for horses, walkers and livestock and give them plenty of room. By law, cyclists must give way to walkers and horse-riders on bridleways.

Clause 13 – Dissolution 

(a) If upon the winding-up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any assets whatsoever, the same shall not be paid to or distributed among the members of the Club. Such assets must be given or transferred to some other voluntary organization having objects similar to those of the Club.

(b) The trophies and medals shall be handed over to the Southern Counties Cycling Union or any other such body as shall be determined by the Committee upon dissolution.

Clause 14 – Alterations to the Constitution

(a) The Constitution may be amended by the Committee only where the amendment does not reflect a change in the duties or privileges of the membership.

(b) Immediately after an amendment is made, the Committee shall send to all the Club Members a communication specifying the details.

(c) In all other cases the Constitution may only be altered at the Annual General Meeting or at an Extraordinary General Meeting convened for the purpose.

(d) Notice of such proposals must be submitted to the General Secretary in writing at least 28 days before the date of the proposed meeting.

(e) Amendments (other than those specified in paragraph 14(a)) shall become effective only if passed by a two-thirds majority of members with power to vote present and voting at the Annual General Meeting or an Extraordinary General Meeting.