Haverhill Cycling Club Constitution
1 Name of Club
The club will be called Haverhill
Cycling Club (Hereinafter will be referred to as The Club), and may also be
known as HCC. Haverhill
Cycling Club will be affiliated to British Cycling.
2 Aims and Objectives
The aims and
objectives of the club will be:
- 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
(a) Membership of the club is open to anyone
interested in promoting, coaching, volunteering or participating in cycling,
regardless of sex, age, disability, ethnicity, nationality, sexual
orientation, religion or other beliefs.
(b) The membership shall consist of the following
- Full adult
- Full time student
- Registered disabled
(c) 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.
(d) Members in each category will pay membership
fees, as determined at the Annual General Meeting.
(e) Individuals shall not be eligible to take
part in the business of the Club, vote at general meetings or be eligible for
selection of any Club team unless the applicable subscription has been paid by
the due date and/or membership has been agreed by the Club committee.
- Sports Equity
- This Club is
committed to ensuring that equity is incorporated across all aspects of its
development. In doing so it acknowledges and adopts the following Sport England
definition of sports equity:
Sports equity is about fairness in
sport, equality of access, recognising inequalities and taking steps to address
them. It is about changing the culture and structure of sport to ensure it
becomes equally accessible to everyone in society.
- The Club
respects the rights, dignity and worth of every person and will treat everyone
equally within the context of their sport, regardless of age, ability, gender,
race, ethnicity, religious belief, sexuality or social/economic status.
- The Club is
committed to everyone having the right to enjoy their sport in an environment
free from threat of intimidation, harassment and abuse.
- All club
members have a responsibility to oppose discriminatory behaviour and promote
equality of opportunity.
- The Club will
deal with any incidence of discriminatory behaviour seriously, according to
club disciplinary procedures.
- The affairs of
the Club shall be conducted by a Committee which shall consist of the Chair,
Vice Chair, Treasurer, Secretary and Membership Secretary, who shall be
elected at the Annual General Meeting.
- All committee
members must be members of the Club.
- The term of
office shall be for one year, and members shall be eligible for re-election.
- If the post of
any officer or ordinary committee member should fall vacant after such an
election, the Executive Committee shall have the power to fill the vacancy
until the succeeding Annual General Meeting.
- The Committee
will be responsible for adopting new policy, codes of practice and rules that
affect the organisation of the club.
- The Committee
will have powers to appoint any 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.
- The committee
meetings will be convened by the Secretary of the Club and be held no less than
4 times per year.
- Only the posts
listed above will have the right to vote at committee meetings.
- The quorum
required for business to be agreed at Management Committee meetings will be 3
(a) The club treasurer will be responsible for the
finances of the club.
financial year of the club will run from 1st January and
end on 31st December
(c) All club monies will be banked in an account
held in the name of the club.
(d)A statement of annual accounts will be presented by the treasurer at
the Annual General Meeting.
cheques drawn against club funds should hold the signatures of the treasurer
plus up to two other officers.
- All members of
the Club shall be jointly and severally responsible for the financial
liabilities of the Club.
7 Annual General Meetings and
Extraordinary General Meetings
- General Meetings are the means whereby the
members of the Club exercise their democratic rights in conducting the Club’s affairs.
- The Club shall
hold the Annual General Meeting (AGM) in the month of January to:
- Approve the minutes of the previous year’s AGM.
- Receive report from the Chairman.
- Receive a report from the Treasurer and approve the
- Elect the officers on the committee.
- Agree the membership fees for the following
- Consider any proposed changes to the Constitution.
- Deal with other relevant business.
- Notice of the
AGM will be given by the club secretary with at least14days’ notice to be
given to all members.
for officers of the committee will be sent to the secretary prior to the AGM.
changes to the constitution shall be sent to the secretary prior to the AGM,
who shall circulate them at least 7 days before an AGM.
- All members
have the right to vote at the AGM.
- The quorum for
AGMs will be 25% of the membership at that time.
- The Chairman
of the Club shall hold a deliberative as well as a casting vote at general and
Extraordinary General Meeting (EGM) shall be called by an application in
writing to the Secretary supported by at least 10% of the members of the
Club. The committee shall also have the power to call an EGM by decision
of a simple majority of the committee members.
- All procedures
shall follow those outlined above for AGMs.
8 Amendments to the constitution
The constitution will only be
changed through agreement by majority vote at an AGM or EGM.
9 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
- All complaints
regarding the behaviour of members should be presented and submitted in writing
to the Secretary.
- The Management
Committee will meet to hear complaints within 14 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 against whom the complaint was made within 7 days
of the hearing.
- There will be
the right of appeal to the Management Committee following disciplinary action
being announced. The committee should consider the appeal within 14 days of the
Secretary receiving the appeal.
(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, all debts
should be cleared with any clubs funds.
Any assets of the club that remain following this will become the
property of another local club with similar objectives