Club Information

Reading CC Committee Meetings and AGMs

Reading Cycling Club Constitution

1 Reading Cycling Club
The club will be called Reading Cycling Club (Hereinafter will be referred to as The Club) and may also be known as Reading CC/RCC. The colours shall be light blue, dark blue and yellow. Reading Cycling Club will be affiliated to British Cycling.


2 Aims and Objectives
The aims and objectives of the club will be:
• To offer coaching and competitive opportunities in cycling.
• To promote the club within the local community and cycling.
• 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.


3 Membership
(a) Membership of the club is open to anyone interested in promoting, coaching, volunteering or participating in cycling, regardless of sex, age, ability, ethnicity, nationality, sexual orientation, religion or other beliefs. The committee shall consider all applicants and may accept or refuse any applicant without giving reasons.
(b) The membership shall consist of the following categories:
• Senior member.
• Junior member.
• Life member – honorary membership granted by the club for exceptional service.
(c) Members of other clubs may join The Club. All members shall enjoy the full rights of the membership.
(d) All members are eligible for Club Championships or Club Records provided that:
i) They are registered with RCC as prime club with either BC or CTT at the time of the relevant event.
ii) They wear the current RCC jersey or plain kit in the relevant event.
(e) 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.
(f) Members in each category will pay membership fees, as determined at the Annual General Meeting.
(g) Subscriptions shall be due and payable at 1st January each year and members whose subscriptions are not paid by the end of February in that year shall be removed from membership and lose any benefits thereof.
(h) A new member joining after 31st August shall not be required to pay a further subscription in the coming year.
(i) Members wishing to resign shall give notice to the Committee.
(j) 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.
(k) From time to time the committee may decide to submit proposals to the membership for consideration or voting upon electronically. Such voting shall be limited to polls presented formally upon the club’s website or issued electronically by the general secretary or membership secretary.
(l) Members recognise that, in joining the Club, there is an expectation to assist and support the Club in pursuing its above-noted Aims and Objectives during each year of their membership. By way of example, assistance and support could include: assisting in the organising or marshaling of events promoted by the Club, assisting in arranging Club social events, awards evenings and any other activity promoted by the Club. Club members may also volunteer their skills to assist in the running, management or development of the club at the direction of the committee.


4 Sports Equity
(a) 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:
Sports equity is about fairness in sport, equality of access, recognising 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.


5 Governance
5.1 Committee
(a) The affairs of the Club shall be conducted by a Committee which shall consist of the Chair, Treasurer, and Club Secretary plus the following officials: Membership Secretary, Points Secretary, Women’s Representative, Clothing Secretary, Club Runs Secretary, Race secretaries, Club Coach, Welfare Officer, Social Media Secretary, Sportive Secretary, Audax Secretary, Open 10 Organiser, Open 25 Organiser, Open 50 Organiser, Hill Climb Organiser, Bill Higson Cyclo-cross Organiser, Road Race Organiser, who shall be elected at the Annual General Meeting.
(b) The AGM shall elect a Club President and Vice Presidents up to the maximum of 8.
(c) The AGM shall elect and Auditor with the power to examine the Club’s accounts, who shall audit the financial records not later than 6 weeks after the end of the financial year.
(d) All Committee members must be members of the Club.
(e) If required, the Committee shall elect a Vice Chair from among its members.
(f) The term of office shall be for one year, and members shall be eligible for re-election.
(g) If the post of any officer or ordinary committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
(h) The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
(i) The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.
(j) 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.
(k) The Committee has full power to: decide all matters regarding the efficient administration of the Club and its activities; decide upon any reports submitted to them by officials or sub-committees; appoint delegates to other bodies; deal with the financial affairs of the Club; and take such action it considers necessary within the framework of the rules.
(l) The committee meetings will be convened by the Secretary of the Club and be held no less than 6 times per year.
(m) Only the posts listed above will have the right to vote at committee meetings.
(n) The quorum required for business to be agreed at Management Committee meetings will be either 6 members or not fewer than 40% of the elected committee, whichever is smaller. If the quorum is not present within 30 minutes of the time appointed for holding the meeting the Chair shall have the power to proceed as if a quorum were present subject to the majority of those present being in agreement.
5.2 Club Officials and Duties
(a) The Chair shall: preside at all General and Committee Meetings; have a casting vote at all meetings; and be an ex-officio member of any sub-committee. In the event of his/her absence at any meeting; a deputy shall be elected from those present. Such temporary Chair shall vacate the Chair on the arrival of the Chair. The Chair shall have the power to decide points of order and the priority of speakers, and his/her decision on these matters and upon the interpretation of the normal rules of debate shall be final.
(b) The Secretary shall; maintain a current and complete register of all members; receive and issue all correspondence for the Club not appropriate to another official; and maintain minutes of all meetings.
(c) The Treasurer shall: keep an account in the name of the Club at such bank as the committee shall decide. Signatories on all club bank account business instructions and cheques shall include the Treasurer and may include any committee member duly authorised by the committee. The authority of a single signatory shall be sufficient to transact any club bank account business instructions and cheques. The Treasurer shall make such arrangements as he/she considers appropriate for the investment or banking of Club monies, subject to the prior approval of the Committee. He/she shall maintain accounts which shall be submitted monthly to the Committee and annually to the AGM. The financial year of the Club shall end on 30th June. He/she is responsible for the payment of all affiliation fees; all payments for Club purchases and activities, and the collection of membership fees and other sums payable to the Club.
(d) The Road Race Secretary shall co-ordinate club road race activities.
(e) The Time Trial Secretary shall: organise such time trials as the Committee shall decide; deal with all relevant matters and be responsible for liaison with CTT; and maintain records of the Club Time Trials Events and Trophies.
(f) The remaining officials shall be elected by the AGM. The precise duties of these shall be decided at the first Committee meeting following the AGM.


6 Finances
(a) The club treasurer will be responsible for the finances of the club.
(b) The financial year of the club will run from 1stJuly and end on 30th June.
(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.
(e) Any cheques drawn against club funds should hold the signature of the treasurer.
(f) 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
(a) General Meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.
(b) The Club shall hold the Annual General Meeting (AGM) in the month of November 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.
• Receive reports from other Club Officials.
• Elect the officers on the committee, all of whom will take office with immediate effect.
• Agree the membership fees for the following year.
• Consider any proposed changes to the Constitution.
• Deal with other relevant business.
(c) The AGM will be announced to all members by the Club Secretary at least 21 days in advance.
(d) Nominations for officers of the committee will be sent to the secretary prior to the AGM.
(e) Items for inclusion on the agenda of the AGM must be received by the secretary at least 5 days before the date of the meeting.
(f) Proposed changes to the constitution shall be sent to the secretary prior to the AGM, who shall circulate them at least 5 days before an AGM.
(g) A copy of the accounts for the year ended 30th June together with the agenda for the AGM shall be sent to each member not less than 5 days before the date of the meeting.
(h) All members have the right to vote at the AGM. Voting shall be undertaken by a show of hands plus counting of Proxy votes. Members unable to attend meetings may submit a written or electronic instruction to the secretary for the secretary to cast a Proxy vote on their behalf.
(i) Alterations or additions to the rules shall require the consent of two thirds of the members present.
(j) The quorum for AGMs will be 15 members or 20% of the membership, whichever is the less. If a quorum is not present within 30 minutes of the time appointed for holding the meeting, the meeting shall stand adjourned to a date not earlier than seven days nor later than twenty-one days after that date. No quorum shall be necessary at any adjourned meeting. Notification of the adjourned meeting shall be sent in the same manner as the original notice.
(k) The Chair of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.
(l) The accidental omission to give notice of a meeting to, or the non-receipt of notice of a meeting by any person to whom such notice ought to be given shall not invalidate the proceedings at such meeting.
(m) An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10 members of the Club. The committee shall also have the power to call an EGM by decision of a simple majority of the committee members. The agenda for the meeting shall be sent to all members not less than seven days before the date of the meeting. Any request as above shall be accompanied by a deposit of £25 which may be refunded if the EGM so decides. The meeting must be called within 3 weeks of the appropriate instruction.
(n) Only the items on the agenda of an EGM may be discussed at the meeting. All procedures shall follow those outlined above for AGMs.

8 Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.


9 Discipline and appeals
(a) Members shall at all time act in a becoming manner not contrary to the best interests of the club.
(b) 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.
(c) All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
(d) The Management 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. Any member who the committee considers has acted contrary to 9(a) shall be summoned to explain their behavior to the committee with 7 days’ notice and may be accompanied by any one person who may speak on his/her behalf.
(e) 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 7 days of the hearing.
(f) There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 7 days of the Secretary receiving the appeal.
(g) Any member aggrieved by a decision of the Committee may call an EGM subject to the limitations of 7(m).
(h) Any member dealt with adversely under the provisions of section 9 in the constitution may appeal to the next General Meeting of the Club to have the decision set aside.


10 Dissolution
(a) A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.
(b) In the event of dissolution, all debts should be cleared with any club’s funds. Any assets of the club that remain following this will become the property of Reading Cycling UK or British Cycling.

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