Club Constitution of Walkers Cycling Club
Adopted at the AGM on 22 October 2012
The Club shall be called Walkers Cycling Club (hereinafter referred to as the Club) and it shall seek affiliation to and be bound by the rules of the Scottish Cyclists Union (hereinafter referred to as the SCU)
2.1 The objects of the Club shall be:
• To promote and develop cycling
• To develop facilities for cycling
• To provide competition for cycling
• To provide recreational opportunities for members to take part in cycling
• To support and encourage independent cycling initiatives for children and young people
• To work with other appropriate bodies and organisations to achieve these objectives
• To undertake other activities incidental to or conducive to the furtherance of these objects.
2.2 The Club is committed to encouraging the highest ethical standards. All individuals involved in the Club should conduct themselves with integrity, and in a fair, open and equitable manner.
2.3 All Club members shall have a responsibility for the safety and well-being of themselves and shall take reasonable steps to ensure the safety and well-being of others whilst taking part in Club activities
3.1 The Club shall be based in East Ayrshire, and membership shall be open to all residents of East Ayrshire, but the Executive Committee shall be entitled to admit to membership any person resident out with East Ayrshire
3.2 Membership fees shall be fixed at each Annual General Meeting. The membership year shall run from 1st January to 31st December each year. The Club in General Meeting may also require Members to contribute to the funds of the Club by way of a special levy not exceeding the amount of that year’s subscription except on a resolution of the members to that effect passed at an Extra-ordinary General Meeting.
3.3 All members joining the Club shall be deemed to accept the terms of this Constitution and any Bye-laws from time to time adopted by the Club, in particular without prejudice to the foregoing generality, the requirement to conduct themselves in accordance with the Club’s ethical framework and the bye-laws as to discipline set out therein.
3.4 Any person seeking to join the Club shall submit an application form along with the appropriate fee to the Executive Committee. Members shall be admitted by the Executive Committee. Membership is open to all and no application for membership will be refused on other than reasonable grounds. There will be no discrimination on grounds of race, occupation, sex or religious, political or other opinion.
4.1 The affairs of the Club shall be conducted by an Executive Committee which shall consist of the Officers of the Club plus 2 ordinary members, all of whom shall be elected at the Annual General Meeting..
4.2 The Officers of the Club shall be the Chairman, Vice-Chairman, Treasurer, Secretary and Membership Secretary but these two roles may be filled by one member. 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.
4.3 All Executive Committee members must be members of the Club.
4.4 The Officers and ordinary committee members of the Club shall not normally serve for more than 2 years consecutively in the same office. Additionally, committee members shall not normally serve on the committee for more than 6 consecutive years irrespective of offices held. Where a committee member has reached this point, he/she shall be ineligible to serve on the committee in any role for 1 year.
4.5 The said Officers shall also be the trustees ex officio of the Club who shall hold any property belonging to the Club in their name and shall further be entitled to sue and be sued on behalf of the Club as trustees ex officio. They shall all be entitled to personal indemnity out of the funds of the Club where they are acting bona fide in their capacity as Officers of the Club.
4.6 The Executive Committee shall have full power to deal with all matters relating to the Club not reserved to a General Meeting in terms of this Constitution, including power to make public and enforce such byelaws as the Committee feel necessary to govern the activities of the Club [including bye-laws relating to discipline].
5. GENERAL MEETINGS
5.1 Annual General Meeting
The Club shall hold an Annual General Meeting in the month of October to:
• Approve the minutes of the previous year’s AGM, and any Special meeting.
• Receive reports from the Chairman and Secretary.
• Receive a report from the Treasurer and approve the Annual Accounts.
• Receive a report from those responsible for certifying the Club’s accounts.
• Elect the Executive Committee.
• Appoint someone responsible for certifying the Club’s accounts.
• Fix the subscription for the ensuing year.
• Consider changes to the Constitution.
• Review and consider any Bye-laws.
• Deal with other relevant business.
5.2 Extraordinary General Meeting
An Extraordinary General Meeting shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club. The Executive Committee shall also have the power to call an Extraordinary General Meeting by decision of a simple majority of its members.
At least 14 days’ notice and the Agenda shall be given to all voting members of any General Meeting. No business shall be conducted unless fair notice thereof is contained in the Agenda. Notices may be issued in writing by post, by facsimile transmission or electronically by mail
• With the exception of changes to the Constitution, decisions put to a vote shall be resolved by simple majority at General Meetings.
• The Chairman of the Club shall hold a deliberative as well as a casting vote at general and committee meetings, in each case at the time the meeting commences its business.
The quorum at General Meetings shall be 20% of the members and the quorum for Executive Committee Meetings shall be 40% of the members.
5.6 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.
• A proposal to change the Constitution must be submitted in writing to the Secretary who shall circulate the proposal to all members and allow 14days for submission of any amendments before calling a meeting in accordance with rule 5.3 above.
• All proposals for changes to the Constitution shall be signed by two members eligible to vote at a General Meeting.
6. FINANCE AND ACCOUNTS
6.1 The financial year shall run from 1st October to 30th September each year.
6.2 The Treasurer shall be responsible for the preparation of Annual Accounts of the Club.
6.3 The Accounts shall be certified by an appropriate independent person elected annually at the Annual General Meeting.
6.4 All cheques drawn against the Club’s funds shall be signed by the Treasurer and one other nominated office-bearer.
6.5 All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.
7.1 The Club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve or develop the Club’s facilities or to carry out the objects of the Association to which it is affiliated. No profit or surplus will be distributed other than to another non-profit making body on a winding-up or dissolution of the Club.
7.2 If, upon the winding up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall be transferred to some other organisation or organisations having objects similar to the objects of the Club, such organisation or organisations to be determined by the members of the Club by Resolution passed at a General meeting or in the absence of such a resolution (or that the extent to which it cannot be given effect) to the SCU.