Club Constitution and Rules
1. Name of Club
The club is called Bristol South Cycling Club (which will be referred to as The Club from here on), and may also be known as BSCC. The club colours are red and gold.
The Club will be affiliated to:
• British Cycling
• Cycling Time Trials (CTT)
• Cycling UK
• Any other cycling association(s) agreed at the AGM
2. Aims and Objectives
The aims and objectives of the club will be:
• To offer competitive opportunities in all forms of cycle sport of interest to the members
• To offer a variety of social riding and non-riding events throughout the year
• To ensure a duty of care to all members of the club
• To provide all its services in a way that is fair to everyone
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 categories:
i. Junior – those under 18 at date of joining / renewal
ii. Standard – members aged 18-59
iii. Senior – members aged 60+
iv. Life member – Life membership is an honour granted to existing members by passing resolutions at AGMs. Life members may be expelled from the club in the same way as other members. Life members may leave the club but retain 2nd claim membership.
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 the appropriate 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.
f) Members can only have one main club, known as their ‘first claim’. Unless otherwise advised to the membership secretary, members will be assumed to be first claim. Only first claim members are eligible to win awards and trophies in club competitions unless specifically mentioned otherwise in the competition rules.
g) Leaving the club:
i. A member wishing to leave the club should give written notice to the membership secretary.
ii. Membership will lapse if annual subscription is not paid before the end of October. From 1st November renewal will be treated as a new application. Cancellation of the membership direct debit will be accepted as notice of cancellation from the next annual renewal.
iii. Renewal of membership will be managed through any process deemed effective by the committee. No more than two reminders need be issued if the annual subscription is outstanding before membership lapses in accordance with the rule timescale mentioned above.
iv. Club members bringing the club into disrepute, behaving in a manner detrimental to the welfare of the club, or contrary to the aims and objectives of the club may be expelled. Resolutions to expel members must be put to a General Meeting and passed by at least a two thirds majority.
4. 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:
a) Sports equity is about fairness in sport, equality of access, recognizing 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.
b) 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.
c) The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
d) All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
e) The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
a) The affairs of the Club shall be conducted by a Committee which shall consist of the following officers who shall be elected at the Annual General Meeting:
5. Membership Secretary
7. Communications and Website
8. Social Media:
9. Women’s officer
10. Welfare officer
b) All committee members must be first claim members of the Club, or by exception 2nd claim members may be appointed by unanimous vote of the committee.
c) The term of office shall be for one year, and members shall be eligible for re-election.
d) If the post of any officer or ordinary committee member should fall vacant after such an election, the Committee shall have the power to fill vacant committee posts and co-opt additional members and appoint sub-committees as it sees fit.
e) The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
f) 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.
g) The committee meetings will be convened by the Secretary of the Club and be held on the first Monday of each calendar month, unless this is a Bank Holiday when it will be deferred by one week.h) The treasurer shall submit a financial report at the monthly meeting.
i) The membership secretary shall submit a membership report at the monthly meeting.
j) The quorum required for business to be agreed at Committee meetings will be 5 members.
Delegate(s) and Other Officers
Cycling Time Trials (CTT): x2
Western Time Trial Association (WTTA): x2
British Cycling: x1
Club Kit Manager
Diversity / Inclusion officer
a) The club treasurer will be responsible for the finances of the club.
b) The financial year of the club will run from 1st September and end on 31st August.
c) All club monies will be banked in an account held in the name of the club.
d) An audited statement of annual accounts will be presented by the treasurer at the Annual General Meeting. The auditor will be elected at the AGM, who cannot be a committee member.
e) Any authority to pay away club funds should be formally authorized by two of: the treasurer, chair or secretary.
f) Any expense in excess of £100 must be approved at a committee meeting.
g) 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 secretary must send members the agenda of General Meetings at least 4 clear days before the date of the meeting. General Meetings are convened to discuss and resolve only those matters on those agendas.
a) The Club shall hold the Annual General Meeting (AGM) in the month of September to: Approve the minutes of the previous year’s AGM. Receive reports from the Chair 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 officers on the committee, who shall be the 10 officers at the AGM. Agree the membership fees for the following year. Consider any proposed changes to the Constitution and Rules. Deal with other relevant business.
b) Notice of the AGM will be given by the club secretary with at least 10 days’ notice to be given to all members.
c) Nominations for officers of the committee will be sent to the secretary prior to the AGM, or nominated during the AGM.
d) Proposed 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.
e) All members have the right to vote at the AGM.
f) The quorum for AGMs will be 10 members.
g) The Chair of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.
h) An Extraordinary General Meeting (EGM) shall be called within 10 days of an application in writing to the Secretary supported by at least 15 of the members of the Club, stating the reason for the meeting. 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. Meeting procedures
a) Resolutions put to meetings require a simple majority of those voting to be passed, except for resolutions to expel members.
b) The chair decides all questions of order at all meetings.
c) The committee can deal with any business not mentioned in or governed by these rules as it sees fit.
9. Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
10. Discipline and appeals
a) 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 protection concerns.
b) All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
c) The Management Committee will meet to hear complaints within 10-days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
d) 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 10 days of the hearing.
e) There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 10 days of the Secretary receiving the appeal.
11. Club Runs
a) The Club Captain or their appointed deputy takes the lead on club runs and members must follow any instructions they give.
b) The leader regulates club runs according to the ability of the riders present.
a) A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of those present.
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 club with similar objectives.
Bristol South Cycling Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.