Cheltenham and County Cycling Club Limited (referenced below as the ‘Club’) is bound by the Companies ‘Aricles of Association’ and is a Company Limited by Guarantee. Within these Articles of Association, reference has been made to the ‘Rules’ of the club to which all members abide with and the Directors will review and update from time to time.
2 MAIN PURPOSE
The Cheltenham and County Cycling Club Limited (C&CCC) is an inclusive club that exists to promote and develop cycling, both on and off road, for all riders in Cheltenham and the surrounding area.
3 AIMS AND OBJECTIVES
- These are listed in the Companies Articles of Association.
4.1 Classes of Membership
4.1.1 Full Member.
There are four classes of Full Member based on age:
- Juvenile Member – Aged 14 and above. NB. The minimum age for attending a club event is 14 years from the date of the event.
- Junior Member – Aged 16 or 17 on 1st January.
- Senior Member – Aged between 18 and 64 on 1st January.
- Member over 65 – Aged 65 and over on 1st January.
Full Members are entitled to all the benefits of Club membership.
4.1.2 Family Member.
Defined as the wife, husband and/or regular partner and any child under 18 living at the same address as a Full Member. Family Members are entitled to all the benefits of Club membership.
4.1.3 Second Claim Members.
Defined as any member, who is a First Claim Member of another cycling club. Second Claim Members are entitled to all the benefits of Club membership except as limited by Rule 8.1.1.
4.2.1 Subscriptions for membership are due on January 1st and run for the calendar year. The cut-off date for renewal is the end of January unless previously agreed (in the case of exceptional circumstances).
4.2.2 The annual subscription for each class of membership shall be set at the AGM and shall take effect from the day following the AGM. Members may renew membership for the following year at that point, assuming the appropriate online amendments have been made.
4.2.3 New riders may undertake trial rides with the club but this is limited to a maximum of 3 rides (within a reasonable period), after which they must join before riding with the club again.
4.2.4 The subscriptions of new members joining after October 1st shall be valid until December 31st of the following year.
4.2.5 Members who have not paid their subscriptions by February 1st, shall be deemed to have resigned from the club and all benefits of membership shall cease.
4.3 Application for Membership
4.3.1 Applications renewals and payment shall be made using the British Cycling web site, those without internet access should refer to a committee member for guidance.
4.3.2 The benefits and responsibilities of membership shall commence from the acceptance of the membership subscription by either the Membership Secretary or the General Secretary.
4.3.3 The General Committee reserves the right to refuse an application for membership, in which case the subscription monies shall be returned.
4.3.4 All members of the club are deemed to have accepted these rules and have agreed to be bound by them.
4.4 Responsibilities of Membership
4.4.1 Members are required to conduct themselves in accordance with the appropriate club ride etiquette, abide by current legislation, behave in a manner conducive to safety and at all times to uphold the good name of the Club when engaged in club related activities.
4.4.2 Members are required to obey the instructions of Club Officials (or their deputies) and ride leaders regarding their conduct while participating in Club activities.
4.4.3 All Members are expected to volunteer to assist with events and/or make a positive contribution to the club.
4.4.4 Membership does not include insurance of any kind for members and they are therefore strongly advised to seriously consider the appropriate 3rd party/public liability insurance to ensure they, other members and the general public are adequately protected in the event of an incident.
4.4.5 A Parent Consent Form for the age group between 14 and 18 years, must be completed by the Child’s Parent or Guardian before the event as provided from the following link: 22.4.19 C&CCC Parental Consent (updated)
5.1 Roles within the Club
5.1.1 Club Directors (Minimum of three)
- President (Optional)
- Company Secretary
- Finance Director
5.1.2 The General Committee of the Club
- Company Secretary
- Finance Director
- Membership Secretary
- Road Captain
- Racing Captain
- Mountain Bike Captain
- Cyclocross Captain
- Member Without Portfolio
5.1.3 Other Roles
There shall be a number of other volunteer roles within the club, as deemed necessary throughout the year. The roles currently include:
- Club Welfare Officer
- Communications /Webmaster
- Social Secretary
- Clothing Officer
- Ladies Representative
5.1.4 All Directors and/or nominated Committee members, with the exception of the President, shall be elected annually at the AGM, with a desired expectation that a Director will retain their role for a 3 year period (Please refer to the Articles of Association). The President shall be elected at an AGM for a period of 3 years. All elected roles can serve for a period of three years or more by agreement. A Chairman may only be nominated if they have previously served in some capacity on the Committee (in order that they may have a good working knowledge of the club).
5.1.5 The Club should maintain written Job Descriptions for all elected roles. These will be reviewed by the General Committee from time to time, and updated as deemed necessary, prior to each AGM.
5.1.6 In the event of any Director and/or Committee member resigning, the Directors can consult with their nominated Committee and agree to appoint a replacement.
5.1.7 Directors and/or Committee members of the club are entitled to full membership for the associated year. However, should a Director and/or Committee member then resign midway through the year then the Directors will determine the appropriate way forward in regards to any membership subscriptions due. As well as the core roles listed in 5.1.1 and 5.1.2 there will be a number of free annual memberships awarded for those individuals who commit to provide some service which is of significant benefit to the club.
5.2 Membership of the General Committee
5.2.1 The members of the General Committee shall be as listed in Rule 5.1.2.
5.2.2 Directors meetings can be called as required and in accordance with the Articles of Association. The General Committee should meet not fewer than once every eight weeks. Committee members shall receive not fewer than 7 days’ notice of the meeting.
5.2.3 Five members of the General Committee shall form a quorum.
5.2.4 If any member of the General Committee is absent, without reason, from three consecutive meetings the remaining members have the power to declare his office vacant and appoint another member in his place.
5.2.5 Committee Members representing Sub-Committees may, if unable to attend a meeting of the General Committee, arrange for their place to be taken by another member of the appropriate Sub-Committee who shall have full voting powers.
5.3 Duties of the General Committee
5.3.1 To assist the Directors and help direct the activities of the Club, organise Club events and consider any incentives to encourage participation in running the club events.
5.3.2 To assist the Financial Director and help manage and control the financial expenditure of the Club.
5.3.3 To formulate the terms of reference and budgets for the Committee members and co-ordinators.
5.3.4 To assist the Directors to set the number and value of any prizes to be contested at Club and open events.
5.3.5 To assist the Directors in consideration of issues regarding the expel or otherwise discipline any Member of the Club upon due cause being shown.
5.3.6 To follow procedures laid down in the Articles of Association in respect of possible suspension of any Director of the Club upon due cause being shown.
5.3.7 To support the call by Directors for a Special General Meeting of the Club for a purpose deemed to be significant enough to merit the action.
5.3.8 To carry out all other such acts, as they deem necessary, in consultation with the Directors in the interests of the Club.
5.3.9 In every case, the decision of the Directors in accoordance with the Articles of Association and shall be final except where a grievance has been lodged with the President whose remit is to ensure that any decisions reached by the Directors are fair and within the agreed/published rules of the club.
5.4.1 Sub-Committees shall be formed of club members co-opted by the relevant activity co-ordinator listed in Rule 5.1.1.
5.4.2 Captains and Co-ordinators should ideally ensure that their Sub-Committees include members who are not elected to the General Committee.
5.4.3 The Captain (associated with the relevant sub-committee) will be responsible for managing the sub-committee budget and ensuring the appropriate financial records are kept, as directed by the Treasurer.
5.4.4 Co-ordinators shall present their recommendations for co-optees for ratification by the first Committee meeting and notify any changes to subsequent Committee meetings.
6 GENERAL MEETINGS
6.1 General meetings
6.1.1 Members shall receive notice not less than 21 days before a General Meeting (which may be either an Annual General Meeting (AGM) or a Special General Meeting (SGM)). Such notice is deemed to be given by publishing on the C&CCC web site and/or via general email.
6.1.2 Propositions for consideration to be included as AOB should reach the Company Secretary in writing no later than 14 days before the General Meeting.
6.1.3 The agenda of a General Meeting shall be made available to members on the C&CCC web site, no fewer than 3 days before a General Meeting.
6.1.4 A quorum at a General Meeting shall be the least of: 20 members or one quarter of the Club membership as at 21 days before the date of the Meeting.
6.1.5 Minutes from all General Meetings should be made available for public review (online), ideally no longer than 30 days after the meeting.
6.1.6 Only current members of the club may vote at a General Meeting.
6.2 Annual General Meeting (AGM)
6.2.1 The AGM should be held not later than November 30th each year.
6.2.2 The business to be conducted at the AGM shall consist of the following as a minimum:
A brief review of the current year and an overview of any plans for the year to come.
Presentation of the annual accounts.
Setting of the annual subscription.
Election of the Directors of the Club and proposed committee members.
The making, altering and rescinding of Club Rules as deemed necessary.
6.2.3 Copies of the annual accounts shall be available to members at the AGM.
6.2.4 Only current members may stand for election to office.
6.3 Special General Meetings (otherwise referred to as SGMs).
6.3.1 An SGM may be called by the Directors at any time for a purpose deemed to significant enough to merit the action.
6.3.2 An SGM may be called on a requisition signed by the General Committee and agreed with the Directors from not less than five committee or club members, and the requisition to state clearly the nature of the intended business.
6.4 Alterations to the Club Rules
6.4.1 Club Rules may only be made, altered, or rescinded at a General Meeting.
7.1.1 The financial year shall run from November 1st to October 31st (to be reviewed and revised once the Company is operating)
7.2 Bank account
7.2.1 A Club bank account (or accounts) shall be opened and maintained.
7.2.2 An appropriate payment system will be maintained which employs an appropriate level of control, such as the joint signatures of the Finance Director and another Director of the Club agreed with the General Committee.
7.3 Club expenditure
7.3.1 All expenditure will be undertaken in line with the Expenditure Criteria, which will be maintained by the Directors and reviewed with the Committee. Any material changes of the Expenditure Criteria will only come into effect after the appropriate notice to the club membership.
7.3.2 It is not within the club’s remit to provide general and comprehensive funding for individuals who wish to race but the club would welcome the opportunity to provide ‘some’ funding for certain young riders to whom it will make all the difference. A small amount should be allocated within the annual budget but with a caveat that it will only be used for expenditure in line with the requirement and reviewed on a case by case basis. A similar funding principle would be followed for more senior riders who wish to race, but the funding in those cases would specifically be on a ‘contribution only’ basis and only in very exceptional circumstances.
7.3.3 A Stipend Payment of £25 (or as determined at an AGM or SGM) will be paid annually to working Directors and committee members who have been on the committee for at least 1 year.
7.3.4 No Director or club member can approve their own expenses, nor make a payment to themselves or interested party.
7.3.5 Dual signatory on all payments over £300, inc electronic banking.
7.3.6 The club uses Xero accounting software. It is intended that members authorised to access Xero also use ‘Dual Factor Authorisation’ to gain access.
7.4 Accounts for Club Events
7.4.1 Organisers of Club Events and other sources of income shall pass an account, and any monies due to the Club, to the Finance Director within 28 days of the Event unless agreed otherwise by the Treasurer. In addition, the appropriate receipts or invoices should be made available to the Finance Director, as deemed appropriate by the Director.
8 TROPHIES AND PRIZES
8.1 Eligibility for holding Club Trophies
8.1.1 Only First Claim Members, riding in the name of the Club, shall be eligible to hold Club Trophies and Club Records.
8.1.2 The General Committee shall have the power to waive Rule 8.1.1 and allow Second Claim Members to hold Club Trophies and Club Records if, in their opinion, there are special circumstances which make this desirable.
8.2 Claiming prizes
8.2.1 Any prize not claimed before the end of the Club Financial Year in which it is issued shall be considered to be forfeited.
9 OTHER RULES
9.1 Application of the Rules
9.1.1 In these Rules the words ‘he’ (and derivatives thereof) shall be deemed to apply to both sexes, except where stated otherwise.
9.2 Club Colours
9.2.1 The Club colours shall include yellow and blue.