Updated Club Constitution

WEXFORD WHEELERS CYCLING CLUBS CONSTITUTION / RULES

& CODE OF CONDUCT

 

The Club’s Constitution / Rules

 

Updated and amended from previous constitution and approve at 2015 AGM
12/11/15

1.1         The Name of the Club is Wexford Wheelers Cycling Club.

1.2         The Clubs Colours shall be white purple and gold. Club colours must be worn in all team and representative events.

1.3         The Object of the Club is the promotion of all aspects of the sport and pastime of cycling.

1.4         The Policy of the Club is to encourage cycling at all levels from the absolute beginner to the elite cyclist, without prejudice to race, colour, creed or ability – subject to Safety requirements.

1.5         The Headquarters of the Club shall always be that of the acting Club Secretary.

1.6         The Club is to maintain an affiliation to Cycling Ireland and to register with the cycling Leinster Provincial Executive.

1.7         The Management of the Club is vested in a Committee consisting of: Chairman, Secretary, Treasurer, P.R.O  & General Committee Members.

1.8         The club AGM shall be held every year in the month of November.

 

2.0       The Club’s Management:

The Management and member/s of the committee shall be elected at the AGM to serve for one year or unless stipulated differently, until the conclusion of the following AGM. Assistants and sub-committee members can be co-opted if required during the year in office. Each individual post can only be held for a maximum term of 3 years at which time the elected individual must step down from that position but they can take up another position within the Management committee, if so elected.

2.1         Chairperson – (post is for a minimum of 12 months) who is the chief executive officer, responsible for the effective management of the Club. The Chairperson shall preside over Committee Meetings and Club General Meetings. The Chairperson will normally not be a voting officer; however in the event of an equality of votes, the Chairperson shall cast the deciding vote.

2.2         Secretary – (post is for a minimum of 12 months) who is responsible for minute-taking at all meetings and for ensuring that information about all matters affecting the Club is communicated to members efficiently and expeditiously. The Secretary is also responsible for collating all membership information and keeping records, collecting of subscriptions for renewals and new members and all issues relating to membership.

2.3         Assistant Secretary can be co-opted by the Secretary if required, sharing responsibilities as of the Secretary.

2.4         Treasurer – (post is for a minimum of 12 months) who is responsible for overseeing the club finances; the Treasurer shall be one of the three signatories (any two to sign) on the Club’s bank account(s). An Assistant Treasurer can be co-opted by the Treasurer if required, sharing responsibilities as of the Treasurer.

2.5         Public Relations Officer – (post is for a minimum of 12 months) is responsible for the publicity of the Club and provides the media with news and information about the Club and the sport of cycling. The PRO will work in conjunction with the Clubs Committee as appropriate when promoting the club and its image to the public.

2.6         General Committee Members – are responsible for assisting the remaining Club Committee in the running of the Club and in setting up sub-committee and events being arranged or organized by the Club. These members can be co-opted by the Committee if so required.

 

3.0      The Club Committee:

The Club Committee shall have the power to carry out the following on behalf of the Club:

3.1         Shall manage the business affairs of the Club.

3.2         Shall carry out all such functions as may be required by the Club other than those functions that are the responsibility of a general meeting.

3.3         Has the power to perform all such acts and do all such things as appear to the Committee to be necessary or desirable for the proper management of the affairs of the Club.

3.4         Shall have power to create and wind up sub-committees as required.

3.5        A majority of the Committee can, when it feels necessary, refer Club matters arising, for discussion in a Club General Meeting.

3.7         The Committee reserves the right to refuse membership and renewal of membership to a member or proposing member. The person or person refused may submit their application to the governing body, i.e. Cycling Leinster / Cycling Ireland for an arbitrary recommendation of their case. This must be done within 7 days of notification of their refusal.

3.8         The committee has the power to suspend or terminate the membership of any Club member they consider is acting in a manner outside the best interests of the club or not abiding by the Clubs Constitution / Rules & Code of Conduct.

 

Election to and Alteration to the Club Committee shall be as follows:

 

3.9         Each committee member shall hold office until the conclusion of the Annual General Meeting following the date of the said officers’ election, but is eligible for re-election.

3.10     Any full active member of the Club may be nominated (or may nominate themselves, either in person or in writing) for election to any impending position on the Club Committee.

3.11     If the situation arises where there is more than one nomination for a position on the committee, a ballot for the election of that Committee Member shall be conducted in secret at the Annual General Meeting.

3.12     If a vacancy occurs in the membership of the Committee for any reason, the Committee members may appoint an active member to fill the vacancy, and the member so appointed will hold office subject to the Rules. The person filling the vacancy shall retire at the next occurring Annual General Meeting.

3.13     In order to remove any Committee members from office, an Extraordinary General Meeting shall be called by the Club Secretary and attended by registered club members only.

3.14     A proposal to remove any Committee Member shall be put forward in writing to the Club Secretary by a member duly qualified to vote at that meeting. Notice shall be served on the said Committee member in writing by the Club Secretary, stating the date, time and place of the Extraordinary General Meeting, the proposal and the grounds on which the proposal for removal is based, and informing the Committee Member that he/she may attend and speak at the Extraordinary General Meeting, and may also make written submission.

3.15     The proposal to remove any Committee Member must be subject to a secret ballot of all voting members present, the decision being made on a simple majority.

 

4.0       Membership Rules:

Membership Rules of the Club are as follows:

4.1         Membership of the Club shall be open to all persons interested in the aims of the Club, who agree to abide by its Constitution, Rules and Code of Contact.

4.2         Membership is renewed annually through the Club Secretary on payment of the appropriate subscription.

4.4         The Club’s membership year shall be the calendar year: from 1st January to 31st December.

4.5          Membership may lapse no more than 28 days from the beginning of January.

4.6         A new member joining the club after 1st of September shall pay pro rata the current subscription (i.e. for the months September, October, November and December) to cover the remainder of that year and the whole of the following year up to 31st December.

4.7         Members who do not renew their membership by 31st January may be deemed to have resigned.

4.8         Members who volunteer to work with children or vulnerable adults will be subject to Garda Vetting. Garda Vetting enables organizations in Ireland to make more informed recruitment decisions by providing criminal history information about anyone seeking paid or unpaid work in certain defined areas, such as working with children or vulnerable adults.

4.9         Members of the club who wish to organize a non Cycling Ireland related event under the auspices of Wexford wheelers Cycling Club, may do so having first notified the Club Committee for the approval of the event and the said event is appropriately insured.

4.10     Members of the club who wish to participate in a Cycling Ireland related event, as part of another club / group / team, may do so having first notified the Club Committee for the approval of their and the said club / group / team is appropriately insured.

4.11     Life membership may only be granted to an active member who has given not less than 10 (ten) years continuous service to the Club – and may only be granted at an AGM subject to a formal ballot of members present.

 

5.0       Club Voting & Decisions

Club Voting & Decisions shall be as follows:

5.1         Only full active Club members who are 15 years old or more shall be entitled to vote in respect of club matters. (members under 15 years of age will not be entitled to vote).

5.2         Issues arising at meetings of the Committee, sub-committees, or General Meetings of the Club which require a vote, shall be determined by a majority of the votes of the members present at the meeting and entitled to vote.

5.3         Each entitled member present at a meeting of the Committee, sub-committees, or General Meetings of the Club (including the person presiding) shall be entitled to one vote.

5.4         The Chairperson will normally not be a voting officer; however in the event of an equality of votes, the Chair shall cast the deciding vote at meetings of the Committee and General Meetings of the Club.

5.5         The Club Secretary, in the absence of the chairperson and in agreement with the Chairperson, holds the casting vote on these occasions.

 

6.0      Subscriptions

Subscriptions to the Club are as follows:

6.1         All grades above 16 years of age                  = €30 + (Cycling Ireland Fee)

6.2         College Student / OAP rate = €  15 + (Cycling Ireland Fee of €25)

6.3         All grades under 16 years of age                   = €10 + (Cycling Ireland Fee of €  5)

6.4         Membership/subscriptions include the additional cost of individual registration (mandatory) to Cycling Ireland.

6.5         The joining membership fee is to cover the current calendar year. Thereafter, subscriptions are to be paid at the Clubs AGM in every year.

6.6         The committee shall have the power to expel any member whose subscription is six months in arrears provided a month’s notice shall have been sent to such a member, addressed to the last known address, informing him/her of the proposed action of the committee.

 

7.0       Resignations

Resignations from the Club will entail the following:

7.1         A member intending to withdraw from the Club shall give notice in writing to the Secretary, and their membership terminates on the date of that notice unless they are financially indebted to the Club.

7.2          In that case the committee may withhold acceptance of their resignation until they have discharged their liability.

7.3         A member not having tendered their resignation prior to their due subscription date shall be liable to the ensuing years’ subscription

 

8.0       Transfers

Transfers from the Club will entail the following:

8.1         A member who wishes to transfer to another club, may only do so at the end of their current membership term.

8.2         Notification of the intent to transfer must be made in writing to the Secretary in order than an application for a clearance note, be sent to Cycling Ireland and the Provincial Secretary.

8.3         The Club may object to a transfer on the grounds that the member has a proved undischarged liability or is in breach of Cycling Ireland rules.

 

9.0       Disciplining Members

Disciplining Members of the club shall be carried out by the Committee and the Committee may by resolution, reprimand, suspend or expel a member from the Club when:

9.1         The member has persistently or willfully refused or neglected to comply with a provision of the Constitution / Rules and Conduct, or willfully acted in a manner detrimental to the interests of the Club.

9.2         If the Committee is of the opinion that a Member has acted in such a way as to merit disciplinary action, the Committee must pass a resolution convening a disciplinary hearing and serve written notice by recorded mail on the member in question. This must state the date, time, and place of the disciplinary hearing, set out the resolution of the Committee and

the grounds on which it is based, and inform the member that he/she may attend and speak

at the disciplinary hearing, and may also make written submission and be accompanied by a supporter. In the case of a minor they must be accompanied by a parent, guardian or other appropriate adult.

9.3         Once the disciplinary hearing has taken place, and after due consideration of the matter, the Committee shall propose what action (if any) is to be taken.

9.4          The member in question shall receive the Committee’s decision in writing by recorded mail.

9.5         The Committee shall notify the club members at the next General Meeting of their decisions.

 

10.0   Finance & Assets

Finance & Assets of the Club shall be addressed as follows:

10.1     All monies raised on behalf of the Club shall be applied to further the objects of the Club and for no other purpose.

10.2     The Treasurer shall keep proper account of the finances of the Club and maintain a bank account in the name of the Club.

10.3     The Treasurer shall hold an ‘assets register’ of all assets belonging to the Club, Club equipment, as per the ‘assets register’, is to be used on Club organized/approved events only.

10.4     A single transaction/purchase for an amount in excess of €250 must not be made without prior agreement of the Club Secretary, Treasurer and one of the two signatories.

10.5     A competent person shall audit the accounts & assets at least once a year.

 

11.0   Annual General Meeting

The A G M of the Club shall be addressed as follows:

11.1     A General Meeting shall be held during the month of November in every year to receive the Secretary’s & Treasurer’s report, elect officers and committee representatives and deal with any other matters specified on the Agenda.

11.2     The Secretary must give every member 14 (fourteen) days notice of the meeting. Notice of any business which it is desired to place on the Agenda must be given in writing to the Chairman or Secretary at least 7 (seven) days prior to the meeting.

11.3     If there is a tied vote, the issue will be left to the incoming Committee to discuss and decide upon.

11.4     A particularly contentious issue may require the call for a Special General Meeting to resolve the matter – or may be settled by reference to the current Technical and General Regulations of Cycling Ireland, or in extreme cases by reference to the Board of Cycling Ireland.

11.5     The Chairman or Secretary must call a Special General Meeting within 7 (seven) days of receipt of him/her of a requisition in writing signed by members (at least eight) of the Club, stating the business to be brought before such a meeting.

11.6     No alteration or addition may be made to the Club Rules except by an AGM or Special Meeting called for the purpose.

 

Notice of Meetings for the Club shall be as follows:

11.7     The Secretary shall give at least 7 (seven) days notice to every member of the time and place of any General Meeting and the business to be dealt with at any such meeting Committee meetings will be held on the First Wednesday of each month where possible. If holidays or other circumstances prevent a meeting from taking place, the meeting shall be convened as soon as possible thereafter.

 

The Dissolution the Club shall only be carried out as follows:

11.8     The Club may be dissolved by resolution passed by not less than two-thirds of the members present and voting at a Special General Meeting convened by the committee for the purpose of considering such a resolution.

11.9     Upon the dissolution of the Club, the property and assets of the Club shall not be paid or distributed to or among members of the Club – but shall be applied to such other sporting purposes, as the committee shall decide.

12.0   Club Safety

The Safety of Club members shall only be upheld at all times by adhering to the following:

 

12.1     Regulation cycling helmets must be worn for Club spins, training and racing by all members.

12.2     Persons without a helmet will not be allowed to join any of these activities.

12.3     Members must strictly adhere to the Rules & Regulations of the Road and best safety practices whilst using vehicular routes and public thoroughfares.

12.4     Members must ensure that their cycles and any ancillary equipment are properly maintained, secure and fitted with the appropriate safety devices.

12.5     Younger members, in particular, are advised to respect other road users and to heed the warnings and guidance given by Club trainers/chaperons.

12.6     No junior club cycle will go ahead without a minimum of 2 (two) adult members (competent cyclists) being present.

12.7     In case of emergency or unforeseen difficulties appropriate contact telephone numbers must be available during all club training spins, competitions, outings, etc.

12.8     Cyclists, who are not members of Wexford Wheelers Cycling Club, that wish to participate on a Wexford wheelers cycling Club training spin or event, must hold a either a current Cycling Ireland license or be a member of another cycling club who are suitably insured.

12.9     The use of ‘Tri- bars’ are prohibited from use during group spins as per UCI Regulations.

 

13.0   Code of Conduct

13.1     It is an expectation of Wexford wheelersCycling Club that all those associated with the Club will act in a way which will promote, safeguard and protect the welfare of everyone, including children, young people, coaches, volunteers, parents, members, participants and guests.

13.2 “ Fair play is much more than playing within the rules. It incorporates the concepts of friendship, respect for others and always playing with the right spirit. Fair play is defined as a way of thinking, not just behaving. It incorporates issues concerned with the elimination of cheating, gamesmanship, doping, violence either verbal or physical, exploitation, unequal opportunities, excessive commercialism and corruption…..”

13.3     There is an expectation that all members will sign to say they agree to abide by the above Code of Conduct.

 

 

 

 

 

 

Draft Constitution / Rules & Code of Conduct agreed at the Club’s  meeting held

on the ,Thursday 15.02.15

 

Print Name:  ________________________                  Club Chairman

 

Signed:          ________________________                  Date: __________________

 

Print Name:  ________________________                   Club Secretary

 

Signed:          _______________________                   Date: _________________