Heart of England Cycling Club

1.  Name

The Club shall be called Heart of England Cycling Club (HoE CC) hereinafter referred to as the Club.

2.  Objectives

2.1  The objectives of the Club are:

– to promote leisure cycling

– to organise regular cycle rides for members

– to recognise the voluntary nature of the Club, and to offer volunteers the support and assistance necessary.

2.2  The Club is committed to the highest ethical standards.  All members should conduct themselves with integrity, transparency, accountability, and in a fair and equitable manner.

3.  Membership

3.1  The membership shall consist of the following category(s):

– adults (age 18 or over)

3.2  Members in each category shall pay membership fees as fixed at the preceding Annual General Meeting (AGM). 

3.3  The membership year runs from 1 January to 31 December.  There is no reduction in the membership fee for new members joining part-way through the year.  Any existing members who have not renewed their membership by 31 January shall cease to be members of the Club.

3.4  All members joining the Club shall be deemed to accept the terms of this Constitution and any policies and rules adopted from time to time adopted by the Club, and to accept the requirement to conduct themselves in accordance with the Club’s ethical framework.

3.5  Any member seeking to join the Club shall submit a Membership Application and fee to the Membership Secretary, who admits the Member on behalf of the Club Committee.  Membership is open to all, and no application shall be refused other than on reasonable grounds.  In accordance with current legislation, there will be no discrimination on grounds of disability, race, sex, religion, etc.  

3.6  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 a panel consisting of club members excluding existing Committee members.

3.7  All members joining the Club shall be deemed to be registered as Ride Leaders within the terms of the Club’s Organisers Liability insurance.

4.  Management

4.1  The affairs of the Club shall be conducted by a Committee consisting of the Officers of the Club, and a number of ordinary Committee members.   The Committee shall not exceed a maximum of 7 Officers and ordinary Committee members.  The Committee shall meet not less than four times per year.

4.2  The Officers of the Club, who shall be honorary, shall be:

– Chairman

-Vice-Chairman (with direct succession to Chairman)

– Secretary (and Membership Secretary)

– Treasurer

– Wednesday Rides Secretary

Officers shall retire annually, except the Chairman, but shall be eligible for re-appointment.  The Chairman will normally be appointed for a period of 2 yearsand not be eligible to be Chairman again for a further 2 years.

4.3  The appointment of Officers will be recommended by the Committee prior to the AGM, and endorsed by the Club members at the AGM.  Ordinary Committee members are elected by the members attending the AGM, having been proposed and nominated to the Secretary in advance of the meeting. 

4.4  All Officers and Committee members must be members of the Club.

4.5  If the post of any Officer or Committee member becomes vacant after such an election, the Committee shall have the power to fill the vacancy until the succeeding AGM.

4.6 The Committee shall have full power to deal with all matters relating to the Club not reserved to the General Meeting in terms of this Constitution, including power to make public and enforce such policies and rules as the Committee feel necessary to govern the activities of the Club (including discipline).

4.7  The Committee may also appoint members to other posts to facilitate the running of the Club  (e.g. Webmaster, Runs List coordinator, and for management of special events etc.).  The Committee shall decide whether the holders of these posts shall also be an Officer or ordinary member of the Committee.  If the holder is to be a member of the Committee, their appointment must be made in accordance with 4.3 above.

4.8 The Committee is to ensure adequate Organisers Liability Insurance is in place for the Club; this to be provided by the Club’s Affiliation to a national cycling group (e.g. CyclingUK / British Cycling) or by purchasing a suitable standalone Organisers Liability Insurance policy from a UK insurance provider.

5.  General Meetings

5.1  Annual General Meeting (AGM)

The Club shall hold an AGM in the month of February to:

– approve the minutes of the previous year’s AGM

– receive a report from the Chairman

– receive a report from the Treasurer, and approve the audited Annual Accounts

– appoint the auditor to certify the Club Accounts for the following year

– endorse the appointment of Officers and elect ordinary Committee members

– endorse the membership subscriptions for the following year

– consider any changes to the Club Constitution (if required)

– consider any changes to Club policies and rules (if required)

– deal with any other agenda items.

5.2  Extraordinary General Meeting (EGM)

An EGM shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club.  The Committee shall also have the power to call an EGM by a decision of a simple majority of the Committee.

5.3  Notices

All Members will be given 21 days’ notice by e-mail for any General Meeting.  Items for inclusion on the Agenda of any General Meeting shall reach the Secretary not less than 14 days before the Meeting.  A copy of the Agenda shall be circulated by the Secretary to all Members at least 7 days before the Meeting.  No business shall be conducted unless it is included in the Agenda

5.4  Voting

With the exception of changes to the Constitution, decisions put to a vote shall be resolved by simple majority of Members at General Meetings. The Chairman of the Club shall hold a casting vote at General and Committee Meetings.

5.5  Quora

The quorum at General Meetings shall be 10% of the members, and the quorum for Committee Meetings shall be at least 50% of the Committee members.

5.6  Review of the Constitution

The Committee is required to review the Constitution prior to every AGM to confirm the Constitution, especially the Club’s status as an Unincorporated Association, is still appropriate to the Club for the forthcoming 12 months.

5.7  Changes to the Constitution

Any change to the Constitution shall require a two thirds majority of those present, eligible to vote, and voting at a General Meeting.

Any proposal to change the Constitution must be submitted in writing to the Secretary, who shall circulate the proposal to all members and allow 7 days for submission of any amendments before calling a meeting in accordance with 5.3 above.

Proposals for Constitution changes shall be signed by two members eligible to vote at a GM.

6.  Finance and Accounts

6.1  The Financial Year shall run from 1 January to 31 December each year.

6.2  The Treasurer shall be responsible for the preparation of the Club’s  Annual Accounts.

6.3  The Accounts shall be certified by an appropriate independent person (who must not be a Club Officer or Committee Member) elected annually at the AGM.

6.4  All cheques drawn against the Club’s funds shall be signed by the Treasurer and one other nominated person from the cheque signatory panel.

6.5  Any expenditure on Club business requires prior authorisation by the Committee.

6.6  As an Unincorporated Association, all members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.

 6.7  The Club is a non-profit making organisation.  Profits and surpluses will be used to maintain or improve the Club, or to carry out the objectives of the Club, or to donate to charities that the Committee deems appropriate.

7.  Policies and Rules

The Constitution allows the Committee to create policies and rules to facilitate the running of the Club should the Committee feel these to be necessary.  Any new policies and rules, or changes to existing policies and rules, must be approved at a General Meeting.

8.  Dissolution

If, upon the winding-up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall be transferred to some other organisation(s) having objectives similar to the objectives of the Club.  Such organisation(s) shall be determined by the members of the Club by resolution passed at a General Meeting, or, in the absence of such a resolution, transferred to the organisation(s) to which the Club is affiliated.  No profit or surplus will be distributed other than to a non-profit making body on a winding-up or dissolution of the Club.

Approved by the Committee at the inaugural meeting on 10 June 2015. Amended 28 September 2015, 6 February 2017 & 28 February 2022.

Disclaimer:  All rides are at your own risk. Please ensure that you have your own third party insurance (check your house insurance).