NORTH DOWN CYCLING CLUBConstitution 1 Name The club will be called North Down Cycling Club, referred to hereafter as 'The Club' and be affiliated to the UCI recognized Governing Body, Cycling Ireland. 2 Objectives and Policies 2.1. The objectives of the club shall be to organize and promote cycling orientated activities, without discrimination. It shall be club policy to offer opportunities to participate in cycling to all sections of the community 2.2. To operate a child protection policy which conforms to the requirements of Cycling Ireland and other relevant agencies. 2.3. To promote drugs free participation in cycling in accordance with the requirements of, Cycling Ireland, the UCI and the World Anti Doping Agency. (see Appendix) 2.4. To adhere to policies adopted by the Governing Body. For additional information see the Appendix 3 Officers The office bearers of the club shall be Patron, Honorary Life Member(s), President, Vice-President(s) (unspecified), plus the Principal Officers who shall be Chairman, Treasurer, Hon. Secretary, Open Race Secretary and Club Race Secretary. 4 Committee 4.1 The Principal officers i.e. Chairman, Treasurer, Hon. Secretary, Open Race Secretary and Club Race Secretary shall be members of the Committee. Additional members, a minimum of three and maximum of five, shall be elected from the body of the club. Committee members must be paid up cycling members of the club and of Cycling Ireland. 4.2 Each committee member shall have one vote with a casting vote being carried by the Chairman. 4.3 The committee shall be responsible for the running of the club. 4.4 The committee shall appoint sub-committees and co-opt members on to the committee as deemed necessary. 5 AGM 5.1. The committee shall be elected annually at the Annual General Meeting. At least one month’s notice must be given of this meeting. 5.2. Notices of motion regarding changes to the constitution must also be given 21 days prior to this meeting. Members should be advised seven days prior to the meeting of the notices of motion. 5.3. The meeting shall be called for in October or November. 5.4. All paid-up members, clear of Club suspension, shall be entitled to attend and vote. Voting shall be by show of hands or, on request, by secret ballot. 5.5. The election of officers shall be by simple majority. Two-thirds majority of those voting are required to change any constitutional rule ( see Appendix). 6 General and Special Meetings 6.1. The club committee may call General Meetings at any time. At least two weeks notice of such meetings must be given. A General Meeting shall be open to all club members and shall merely be a forum to discuss important issues and allow an exchange of views. 6.2. The committee may call for a Special Meeting. So too may any paid-up club member on submission of a written request to the secretary, giving a minimum 14 days notice. The club member’s written submission must also contain the signatures of 10 fully paid-up members and the reason for the meeting. The committee shall decide on the most appropriate way of gathering votes on any particular issue. This may include a show of hands or secret ballot at a meeting or postal ballot. The committee will also decide on the majority required. 6.3. In cases where expenditure of more than £1000 is planned, a General Meeting of the Club must be called. An exception will be payment of minibus annual insurance, which will require simple approval of the committee. Two-thirds of those voting at the meeting are required to grant permission for the expenditure. 7 Annual subscription / Membership 7.01. Club subscriptions shall be fixed annually by the committee. The period of annual membership shall run from January 1st to December 31st. New members who pay a Club subscription after an AGM will be offered membership for the remainder of that calendar year and the whole of the following year. Club and Cycling Ireland membership renewals will normally only be available from January 1st.
7.02. The club shall have three categories of membership:
1. Full Club Members, who shall be first claim members of the club and, in addition to paying the club's annual subscription, must have a recognized membership or licence issued by Cycling Ireland which provides the member with, as a minimum requirement, Third Party Liability insurance. Such members will have full club voting and membership rights.
2. Supporters’ Club Members who shall fall into one of two sub groups. Cycling members, paying the appropriate annual club subscription. They may wear club clothing, attend club meetings, social events and the annual general meeting and they shall have voting rights but shall not be eligible to stand for election as a full committee member, though they may be co-opted as deemed appropriate by the committee. They shall be exempt from taking out an insured membership of Cycling Ireland. These members shall be governed by the club constitution and rules but they may not be permitted to take part in competitive cycling events. Members opting for this category who participate in club group training rides will need to address the issue of third party insurance cover. Non-cycling members who pay the appropriate annual club subscription. They shall be exempt from membership of Cycling Ireland. They may attend social events, club meetings and the annual general meeting but they shall have no voting rights, nor may they be elected to the committee.
3. Second Claim Members. The Club committee will consider and, where appropriate accept, Second Claim Members on payment of a club cycling membership fee. A second claim member must already have a first claim membership of another club through which he or she has obtained a UCI recognized licence. Second claim members may take part in club events, subject to he or she having a licence with insurance cover that permits competition, but are not eligible for club trophies or to ride for North Down CC in open competition. Second claim members may not vote at club meetings nor hold a position on the committee. 7.03. Membership forms shall be submitted to the club registrar along with the appropriate fee. The committee reserves the right to veto an application.
8 Discipline
The club committee shall have the right to suspend members for misconduct or breach of Club, World Governing body or National Governing body rules. 9 Racing 9.1. The Club shall promote cycling events for all its members. The committee will produce a calendar of events for each year. The calendar will be made available using all accessible media. 9.2. Competitive events will be organized and run under the rules of the governing bodies. 9.3. Any amendments to competition rules will be made available in a supplementary document for the relevant event. 9.4. Trophy winners shall, upon receipt of same, be made responsible for them for the period in which they are to be held. 10 Sponsorship rules The rules outlined in this section only apply where an agreement has been made with a sponsor who, as part of a sponsorship agreement, has required his, her or their name to be displayed on club clothing.
All members shall act at all times in the best interests of the sponsors.
Club clothing, as approved by the club and sponsor, shall be worn in all open competitive events and prize presentations there at. No clothing bearing the Trade name of any other than the club sponsor shall be worn in competitive events. Where club clothing is not available, a plain top may be worn.
11 Finance 11.1. The Club Treasurer shall give regular reports on the financial standing of the Club and an annual report at the club agm. Cheques must be crossed and signed by the Treasurer. The Treasurer may approve expenditure up to £100. The committee shall have the power to approve expenditure up to £1000, subject to a simple majority if voting is required. With the exception of minibus insurance, which may be approved by the committee, expenditure of over £1000 will require a General Meeting to discuss the proposed expenditure.
12 Dissolution of Club Upon the winding up of the Club, where possible all assets shall be handed over to nominated sports clubs or to support sport related initiatives within the area served by North Down Borough Council. Any residual assets will be offered to officers of the national governing body to be used solely for the promotion of cycling. 13 Minibus 13.1. A log book will be kept in the minibus for recording all usage. 13.2. Taxing and Insuring of the bus is to be the responsibility of the treasurer. APPENDIX. Anti doping policy. All riders, especially those intending to compete at championship level, must acquaint themselves with the list of prohibited substances which is regularly updated by WADA (World Anti Doping Agency). The basic position adopted by the authorities is that riders are responsible for what they take, whether it be by accident or design. Riders should be especially careful about taking supplements and certain over the counter treatments for colds and flu. Riders with a chronic medical condition, such as asthma, who take regular medication, may be required to apply for a Therapeutic Use Exemption certificate. Details are available from the anti-doping officer in Kelly Roche House or through the Sport Council Northern Ireland. Should a rider be pronounced positive following the application of proper procedures and sanctions then imposed by the governing bodies, the club reserves the right to suspend membership or take whatever disciplinary action they decide to be appropriate. Further information on prohibited substances and testing arrangements can be obtained from www.uci.ch and www.wada-ama.org
The club shall commit itself to all relevant policies, Codes of Conduct, Ethics and statements of good practice, along with detailed technical regulations, that are adopted by the governing bodies. These can be read on Cycling Ireland’s website at www.cyclingireland.ie RULES (1) For the purposes of this document a rule is an instruction or statement specifying a particular course of action that must be followed. Some rules are contained in the constitution, stating procedures and defining powers and rights. These may only be changed or added to at an agm or following a Special Meeting summoned to discuss a specific issue. Constitutional rules are contained in sections 1, 3 – 8 inclusive and 10 of this document. (2) Other rules, for example, those specified by the governing body or the UCI, will be adopted as a matter of course and will not require formal adoption by a club meeting. Rules dealing with the organizing of the club calendar, recording of results and determination of trophies and awards, shall be drawn up and amended by the committee. The committee, as the body responsible for the running of the club, may make any other decision it considers to be in the club’s interest, subject to the constraints mentioned in paragraphs (1) and (2).
Nov. 2007
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