Club Constitution

1.1 Name of the Club
The club shall be called the Banbury Star Cyclists’ Club, hereafter ‘the Club’.


1.2 Colours of the Club
The Club’s colours shall be primarily royal blue (Pantone 281), yellow (Pantone 108) and white.


1.3 Purposes of the Club
The purposes of the Club are to promote the amateur sport of cycling in Banbury and the surrounding areas.


1.4 Permitted means of advancing the purposes
The Committee has the power to:

  • Acquire and provide equipment, coaching, training and playing facilities, transport, medical and related facilities.
  • Provide coaching, training and related social and other facilities.
  • Take out required insurance for the Club, officials and third parties.
  • Raise funds by appeals, subscriptions, loans and charges.
  • Open bank accounts.
  • Make grants and loans and give guarantees and provide other benefits.
  • Set aside or apply funds for special purposes or as reserves.
  • Deposit or invest funds in any lawful manner.
  • Co-operate with or affiliate to firstly any bodies regulating or organising the Sport and secondly any club or body involved with it and thirdly with government and related agencies
  • 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.


1.5 Affiliations
The Club shall be affiliated to British Cycling (BC) and Cycling Time Trials (CTT).

Any change or addition to affiliated organisations shall be proposed and voted upon at the Annual General Meeting.


1.6 Officers of the Club
The Permanent Officers of the Club shall be elected each year at the Annual General Meeting and are as follows:
President
Treasurer
Club Secretary
Membership Secretary
Club Welfare Officer
Women’s Representative
Permanent Officers must be first claim members of the Club. The President is to act as non-voting chair of the meetings, but is to have a casting vote in the event of any tie.

Ex-officio Members will be elected at the Annual General Meeting and are as follows:
Ride Secretary
Race Secretary
Time Trial Secretary
Press Secretary


1.7 Committee
The Club’s Committee shall be formed from the Permanent Officers and ex-officio Members.

1.7.1 Role
Subject to these Rules, the Committee shall have responsibility for the management of the Club, its funds, property and affairs for adopting new policy, codes of conduct and rules that affect the organisation of the club.

1.7.2 Property
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.

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.

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

  • Sell and supply food, drink and related sports clothing and equipment.
  • Employ members (although not on a full time or professional basis) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present.
  • Pay for reasonable hospitality for visiting teams and guests.
  • Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).

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

1.7.3 Composition
The Committee shall consist of at least three and not more than ten members (including Officers).

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

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

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.

1.7.4 Committee meetings
The Committee shall meet at least once in between each Club General and Annual General meeting.

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.

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

  • At least 2 members must be present for the meeting to be valid.
  • Committee meetings shall be held face to face or via video conferencing.
  • 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.
  • Minutes of Committee meetings shall be taken and archived on the website.

1.7.5 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.


1.8 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.


1.9 Finance
All club monies will be banked in an account held in the name of the club.

The Club Treasurer will be responsible for the finances of the club.

The financial year of the club will end on 31st December.

Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two other Permanent Officers.

Before expenditure is incurred, the follow agreements are required to be recorded:
£0-50: Treasurer plus one other Committee member.
£50-200 Treasurer plus two other Committee members.
£200+ Treasurer plus three other Committee members.


1.10 Club meetings

1.10.1 General Meetings
General meetings shall be held six months after the AGM typically April.

All members, regardless of claim status, may attend all general meetings of the Club in person.

General meetings need 21 clear day’s written notice to members.

The quorum for all general meetings shall be ten percent of the total voting membership.

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

Minutes of all meetings shall be taken and archived on the website.

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.

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

1.10.2 Annual General Meeting
The Club will hold an AGM once in every calendar year (typically October) and not more than 15 months after the last AGM.

The Members will elect a Committee consisting of Permanent Officers and ex-officio Members to serve until the next AGM.

The Treasurer will produce independently-audited accounts of the Club for the latest financial year.

The Committee will present a report on the Club’s activities since the previous AGM.

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.

1.10.3 Extraordinary General Meeting
An EGM shall be called by the Club Secretary within 14 days of a request to that effect from the Committee or on the written request of not less than ten percent of the voting members and signed by them. Such an EGM shall be held on not less than 14 or more than 21 days’ notice at a place decided upon by the Committee or in default by the Chair.


1.11 Discipline and appeals
All complaints regarding the behaviour of members should be submitted in writing to the Club Welfare Officer.

The 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 14 days of the hearing.

There will be the right of appeal to the Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Club Welfare Officer receiving the appeal.


1.12 Amendments to the Constitution
The Constitution shall only be amended by a majority vote at either a Club Meeting, AGM or EGM at which the non-voting President has the casting vote. Any motions for amendment must appear on the Agenda for the meeting in order that all members be notified of a possible change.


1.13 Dissolution of the club
A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

The members may vote to wind up the Club if a minimum 75% of club membership votes to support that proposal at a properly convened general meeting.

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

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.

Declaration
Constitution adopted at AGM held by: Zoom
On: Tuesday 20th October 2020
Name: Paul Dean