Constitution

Rules / Constitution of
Sulis Scorpions Youth Cycling Alliance.

(Community Amateur Sports Club)

1) The Club will be called Sulis Scorpions Youth Cycling Alliance

2) The Purposes of the Club

The purposes of the Club are to promote the amateur sport of youth cycling in Bath & North East Somerset and community participation in the same area.

3) Permitted means of advancing the purposes

The Committee Officers have, when acting under the direction and authorisation of the Committee, the following powers, exercisable on behalf of the Committee only:

a) Acquire and provide grounds, equipment, coaching, training and playing facilities, club house, transport, medical and related facilities

b) Provide coaching, training, medical treatment, and related social and other facilities

c) Take out any insurance for club, employees, contractors, cyclists, guests and third parties

d) Raise funds by appeals, subscriptions, loans and charges

e) Borrow money and give security for the same, and open bank accounts

f) Buy, lease or licence property and sell, let or otherwise dispose of the same

g) Make grants and loans and give guarantees and provide other benefits

h) Set aside or apply funds for special purposes or as reserves

i) Deposit or invest funds in any lawful manner

j) Employ and engage staff and others and provide services

k) Co-operate with and affiliate to firstly The British Cycling Federation and any bodies regulating or organising the Sport and secondly any club or body involved with it and thirdly with government and related agencies

l) Do all other things reasonably necessary to advance the purposes.

NONE of the above powers may be used other than to advance the purposes consistently with the Rules below and the general law.

4) Membership

a) Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities 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. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

c) The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to an appointed panel consisting of club members.

d) Youth Membership: Any young person under the age of 16 years, as defined by British Cycling Technical Regulations for General & For Road, Track & Roller Racing Youth Categories A, B, C, D & E, who:

Can volunteer for the Club when over 14 years old;
Can coach for the Club when over 16 years old;
Can only vote at general meetings on the election of Youth Sub-Committee Secretary, Youth Representatives and Youth Officers;
Can only hold the office of Youth Sub-Committee Secretary, Youth Representative or Youth Officer.
Youth Membership is valid only once the Club is provided with duly signed consent given by the youth’s parent or legal guardian.

e) Junior Membership: Any junior person over the age of 16 years and under the age of 18 years, as defined British Cycling Technical Regulations for General, Road, Track & Roller Racing Junior Categories, who:

Can volunteer for the Club;
Can coach for the Club;
Can only vote at general meetings on the election of Youth Sub-Committee Secretary, Youth Representatives and Youth Officers;
Can only hold the office of Youth Sub-Committee Secretary, Youth Representative or Youth Officer.
Junior Membership is valid only once the Club is provided with duly signed consent given by the junior’s parent or legal guardian.

f) Senior Membership: Any adult person over the age of 18 years who is acting as a volunteer, coach or elected or co-opted officer for the Club may hold Senior Membership with the right to hold office and vote at general meetings.

g) Membership shall run for one year from 1st January to 31st December.

5) Finances

a) The Club’s financial year shall run from 1st April to 31st March.

b) Club monies will be banked in an account held in the name of the Club.

c) Cheques drawn on the Club’s bank account(s) require two signatures, one of which will be the Treasurer.

6) All General Meetings

a) All members may attend all general meetings of the Club in person.

b) Such meetings need 21 clear days’ written notice to members.

c) The quorum for all general meetings is 5 members present or 25% of the total membership whichever is greater.

d) The Chair or (in his or her absence) another member chosen at the meeting shall preside.

e) Except as otherwise provided in these Rules, every resolution shall be decided by a simple majority of the votes cast on a show of hands.

f) Formalities in connection with General Meetings (such as how to put down resolutions) shall be decided by the Committee and publicised to Club members.

7) Annual General Meetings (AGM)

The Club will hold an AGM once in every calendar year and not more than 15 months after the last AGM. At every AGM:

a) The Members will elect a Committee, as scheduled in clause 7.b) and 7.c), to include:

Chair
Treasurer
Secretary
Youth Representative (1)
Youth Representative (2)
Bath Cycling Club Representative
Somer Valley Cycling Club Representative
Velo Club Walcot Representative
Welfare Officer (1)
Welfare Officer (2)
Coaching Programme Coordinator
Volunteer Coordinator
Funding Coordinator
Website Administrator
b) The Members will re-elect or re-co-opt Committee officers on a 3 year rotation, or following 3 successive AGMs, as follows:

Year 1: Chair
Bath Cycling Club Representative
Somer Valley Cycling Club Representative
Velo Club Walcot Representative

Year 2: Treasurer
Welfare Officer (1)
Coaching Programme Coordinator
Website Administrator

Year 3: Secretary
Welfare Officer (2)
Volunteer Coordinator
Funding Coordinator

c) The Members will elect 2 Youth Representatives to serve on the Committee on an annual basis, or until the following AGM.

d) The Members will elect a Youth Sub-Committee to serve on an annual basis, or until the following AGM to include:

Youth Sub-Committee Chair
Youth Sub-Committee Welfare Officer
Youth Sub-Committee Secretary
Youth Representative (1)
Youth Representative (2)
Youth Officer (1)
Youth Officer (2)
Youth Officer (3)
Youth Officer (4)
Youth Officer (5)
e) The Treasurer will produce accounts of the Club for the latest financial year, which has been audited by a suitable, independent person;

f) The Committee will present a report on the Club’s activities since the previous

AGM;

g) The Members will appoint a suitable, independent person to audit the accounts; and

h) The Members will discuss and vote on any resolution (whether about policy or to change the Rules) and deal with any other business put to the meeting.

8) Extraordinary General Meetings (EGM)

An EGM shall be called by the Secretary within 14 days of a request to that effect from the Committee or on the written request of not less than 5 members signed by them. Such an EGM shall be held on not less than 14 or more than 28 days’ notice at a place decided upon by the Committee or in default by the Chair.

9) The Committee

A) Role:

Subject to the Purposes of the Club and these Rules, the Committee shall have responsibility for the management of the Club, its funds, property and affairs.

B) Property:

i. The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules.

ii. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, event expenses, post event refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.

iii. The Club may also in connection with the sports purposes of the Club:

a) Sell and supply food, drink and related sports clothing and equipment;

b) Employ members (though not for riding) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present;

c) Pay for reasonable hospitality for visiting teams and guests;

iv. The Club will also in connection with the sports purposes of the Club limit the personal liability of the Committee Officers and any individual member of the Club to, and not exceeding, the extent of the Club’s assets at any time. The Committee Officers will draw this limitation of liability to the attention of all relevant third parties, including when incurring any liability on behalf of the Committee and/or the Club.

v. The Committee will have due regard to the law on disability discrimination and child protection.

C) Composition:

a) The Committee shall consist of at least 5 and not more than 16 members (including Officers).

b) The Committee members may co-opt club members (up to the maximum permitted number) to serve until the end of the next AGM.

c) Committee member may be re-elected or re-co-opted without limit.

d) A Committee member ceases to be such if he or she ceases to be a member of the Club, resigns by written notice, or is removed by the Committee for good cause after the Member concerned has been given the chance of putting his/her case to the Committee with an appeal to the Club members, or is removed by club members at a general meeting. The Committee shall fairly decide time limits and formalities for these steps.

D) Committee meetings:

a) Whenever a Committee member has a personal interest in a matter to be discussed, he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.

b) The Committee may decide its own way of operating. Unless it otherwise resolves the following rules apply:

The Committee will hold at least four Committee meetings in each calendar year;
At least 5 members must be present for the meeting to be valid;
Committee meetings shall be held face to face;
The Chair, or whoever else those present choose shall chair meetings;
Decisions shall be by simple majority of those voting;
A resolution in writing signed by every Committee member shall be valid without a meeting;
The chair of the meeting shall not have a casting vote;
Individuals who are voted onto more than one post on the Committee shall only have one vote.
E) Delegation:

The Committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers; the extent to which it can commit the funds of the Club; its membership; its duty to report back to the Committee. The Committee may wind up any sub-committee at any time or to change its mandate and operating terms.

F) Disclosure:

Annual Club reports and statements of account must be made available for inspection by any member and all Club records may be inspected by any Committee member.

10) The Youth Sub-Committee

A) Role:

Subject to these Rules the Youth Sub-Committee shall have responsibility for representing the views of the Youth and Junior Memberships to the Committee.

B) Composition:

a) The Youth Sub-Committee shall consist of at least five and not more than ten members (including Officers).

b) The Youth Sub-Committee shall comprise

Youth Sub-Committee Chair, over 18 year old elected or co-opted from the Senior Club membership.
Youth Sub-Committee Welfare Officer, over 18 year old elected or co-opted from the Senior Club membership.
Youth Sub-Committee Secretary, elected from the Youth or Junior Club membership. Should there be no Youth or Junior Club member available, a Senior Club Member shall be elected or co-opted.
Youth Representative (1), elected from the Youth or Junior Club membership.
Youth Representative (2), elected from the Youth or Junior Club membership.
Youth Officer (1), elected from the Youth or Junior Club membership.
Youth Officer (2), elected from the Youth or Junior Club membership.
Youth Officer (3), elected from the Youth or Junior Club membership.
Youth Officer (4), elected from the Youth or Junior Club membership.
Youth Officer (5), elected from the Youth or Junior Club membership.
c) Any Youth Sub-Committee member may be re-elected without limit.

d) A Youth Sub-Committee member ceases to be such if he or she ceases to be a member of the Club, resigns by written notice, or is removed by the Committee for good cause after the Member concerned has been given the chance of putting his/her case to the Committee with an appeal to the Club members, or is removed by club members at a general meeting. The Committee shall fairly decide time limits and formalities for these steps.

D) Youth Sub-Committee meetings

a) Whenever a Youth Sub-Committee member has a personal interest in a matter to be discussed, he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.

b) The Youth Sub-Committee shall operate under the following rules:

At least five members, including both the Youth Sub-Committee Chair and the Youth Sub-Committee Welfare Officer, must be present for the meeting to be valid;
Youth Sub-Committee meetings shall be held face to face;
Only the Youth Sub-Committee Chair shall chair meetings;
Decisions shall be by simple majority of those voting;
Resolutions shall be made face to face at Youth Sub-Committee meetings;
The Chair of the meeting shall not have a casting vote.
E) Delegation:

The Youth Sub-Committee may not delegate any of their functions to sub-committees or other parties, nor commit or administer Club funds; its duty is to report back to the Committee. The Committee may not wind up the Youth Sub-Committee at any time, nor change its mandate and operating terms, unless such has been resolved at a general meeting.

F) Disclosure:

Annual reports must be made available for inspection by any Member and all records may be inspected by any Committee Member.

11) Amendments

a) These Rules may be amended at a general meeting by two-thirds of the votes cast but not (if relevant) so as to jeopardise the Club’s status as a Community Amateur Sports Club as first provided for by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in 9 (b) has been followed) or winding up provisions.

b) The Club Purposes may be changed to include another eligible sport if the

Committee unanimously agree and the members also agreed the change by a

75% majority of votes cast.

12) Winding up the Club

a) The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.

b) The Committee will then be responsible for the orderly winding up of the Club’s affairs.

c) After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

To another Club with similar sports purposes which is a charity and/or,
To another Club with similar sports purposes which is a registered CASC and/or,
To the Club’s national governing body for use by them for related community sports.

13) Safeguarding and Welfare

Sulis Scorpions Youth Cycling Alliance adheres to the safeguarding policies of British Cycling and Cycling Time Trials.

Full details are available at http://www.britishcycling.org.uk/volunteer/article/bcst_Safeguarding-Children#

and here http://www.cyclingtimetrials.org.uk/Regulations/Safeguarding.

If anyone has concerns about the welfare of any child in the club, please contact the Welfare Officers using the email listed on the contact page.

Your emails will be treated in confidence

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Mike Woodward

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