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Constitution of the Foel DownHill Riders Mountain bike club

1. Name: Foel DownHill Riders
2. Objects:

  • The object of the club shall be to promote, develop and foster the sport of mountain biking at all levels, providing opportunities for competition and recreation.
  • To acquire by nature of the lease or agreement, sites on which to build mountain bike tracks.
  • To build, manage and maintain mountain bike tracks on any acquired sites within the terms or the lease or agreement.
  • To organize timed sessions, uplift events and race events utilising club sites.
  • To affiliate as a mountain bike club with British Cycling.
  • To maintain 3rd party liability insurance for all club sites.

3. Powers

  • Raise funds, receive and to invite contributions providing that in raising funds the committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.
  • Co-operate with other organizations, charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar purposes and exchange information and advice with them.
  • Appoint a constitution such advisory sub-committees as the committee may think fit.
  • Do all such other lawful things as are necessary for the achievement of the objects.

4. Membership & Fees

  • Membership is open to all; there will be two classes of membership
    (i) Full Membership (Adult, U19 & U16)
    (ii) Day Membership
  • Membership fees shall be agreed annually at the AGM.
  • Day membership fees shall be agreed and set by the committee.
  • Membership of the Club shall be open to all persons interested in the aims of the Club, and who agree to abide by this constitution and rules of the Club.
  • Membership is renewed annually (through the Secretary) and includes associate British Cycling Membership via the Club.

4.2. Disciplining Members

  • The club may, by resolution, censure, suspend, or expel a member from the club, if member has:
    (i) persistently refused or neglected to comply with a provision of the constitution.
    (ii) wilfully acted in a manner detrimental to the interest of the club.
  • Where the committee is of opinion that a member has acted in such a way so as to merit disciplinary action, the committee must notify the member and convene a disciplinary hearing.
  • Where the committee is of opinion that a member has acted in such a way so as to merit disciplinary action, the committee must notify the member and convene a disciplinary hearing.
  • Where the committee passes a resolution conveying a disciplinary hearing, the committee must serve written notice on the member in question, stating a date, time, and place of disciplinary hearing, set out the resolution of the committee and grounds on which it’s based, and informing the member that he/she may attend and speak at the disciplinary hearing, and may also make written submission.
  • Once the disciplinary hearing has taken place, and due consideration of the matter has been given, the committee shall propose what action (if any) is to be taken.
  • The member in question shall be written to, communicating the committee’s decision.
  • The committee shall then convene a general meeting of the club, at which a secret ballot shall be conducted on the question of whether the committee’s decision on this matter should be confirmed or revoked.

5. Committee

  • The Committee shall meet at least monthly, normally during the first week of the month.
  • Two thirds of committee members must be present to form a quorum.
    Committee members are expected to be able to attend at least 75% of the meetings along with undertaking the tasks specified by the roles.
  • All committee members must be over the age of 18.
  • Committee members are elected by a secret ballot at the AGM for a period of one year.
  • All committee members may retire at the AGM but may be re-elected.
  • The committee may co-opt a new committee member at any time so long as the total number of committee members do not exceed 12.
  • There should always be a minimum of 3 and a maximum of 12 committee members including a Chairman, Secretary and Treasurer.
  • The club may, if necessary, take out and pay for trustees indemnity insurance on behalf of committee members.

6. Powers of the Committee

  • Shall manage the business affairs of the club
  • Shall exercise all such functions as maybe exercised by the club other than those functions that require by these rules to be exercised by the club in a general meeting.
  • 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.
  • Shall have power to create and wind-up sub committees as required.
  • Shall have power to co-opt up to two further members of the committee as required.

7. Composition of the Committee

  • The Committee shall comprise of:
    (i) the officers of the club.
    (ii) at least 2 elected members of the club.
  • The committee shall comply with the provisions of the constitution, any ratified constitutional amendments, and rules ratified by the members of the club.
  • The club shall have the following officers:
    President – Figurehead: does not need to be a local or able to attend the committee meetings, but should bring something to the club.
    Chairman – Chairs committee meetings, liaises with other organisations etc. Has the authority to sign important documents such as leases and agreements. Signature to bank account.
    Club Secretary – Organises the general running of the club. Organises committee meetings dates and times, manages the minutes. Makes sure insurance is paid, leases are paid etc. Negotiates leases and other legal documents with external organisations. Liaises with outside organisations and bodies. Has the authority to sign important documents such as leases, agreements. Signature to the bank account.
    Treasurer – Maintains the club finances. Has the authority to sign important documents such as leases. Manages the day membership system. Signature to bank account.
    Events Officer – Organises club events
    Track Officer – Determines track maintenance needs, organises and manages dig days. (This post requires a lot of time and effort)

8. Term of appointment

  • Each Officer of the club 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.

9. Election of committee members

  • Any member may be nominated (or may nominate himself/herself, either in person or in writing) for election as an officer or elected member.
  • The ballot for election of officers and elected members shall be conducted at the AGM in such manner as the committee may direct.

10. Election of committee members

  • If a vacancy occurs in the membership of the committee for any reason, the committee members may appoint a 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 AGM.

11. Removal of Committee Members

  • In order to remove any committee members from office, a Special General Meeting (SGM) shall be called.
  • A proposal to remove the committee member shall be put forward, in writing, by a member duly qualified to vote at that meeting.
  • Notice shall be served on the said committee member in writing, starting the date, time, and place of the SGM, 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 SGM, and may also make written submission.
  • Once due consideration of the matter has been given, the proposal for removal of the committee members hall be put to a vote.
  • A two thirds majority of those present at the SGM is required to remove the committee member from office.

12. Annual General Meeting (AGM)

  • The AGM shall be held, not later than three months after the end of the financial year. Public notice must be given at least 14 days before the AGM.
    The AGM will:
    (i) Hear reports of the year’s work from the committee.
    (ii) Receive the treasurer’s report on audited accounts for the year.
    (iii) accept the resignation of the outgoing committee.
    (iv) Elect committee members for the forthcoming year.
    (v) Appoint the auditors for the forthcoming year.
    (vi) Set membership fees for the following year.

13. Voting at the AGM

  • All full members present at the AGM are entitled to vote. Voting shall be by secret ballot.

14. Special General Meeting (SGM)

  • The Chairman may call an SGM to resolve a serious problem or if a proposal is made to alter the constitution.
  • 18 days notice must be given prior to the SGM.

15. Amendment

  • The constitution can be amended with a majority vote at the AGM or an SGM called for the purpose.

16. Assets/property/effects

  • These are responsibilities of the committee at all times who shall see they are maintained in good order.

17. Income/Expenditure

  • This is the responsibility of the treasurer and committee.
  • Proper accounts shall be kept, tabled at each committee meeting and AGM.
    Accounts should be audited or examined annually according to current law by a suitable person who is not a member.
  • The accounting year shall run from the 6th April to 5th April the following year.
  • A bank account shall be opened in the name of the organisation and the signatures of the two out of the Chairman, Treasurer and Secretary will be needed for cheques to be drawn on the account.

18. Accounts and Banking

  • The treasurer shall maintain correct accounts and books showing the financial affairs of the club, with full details of all receipts and expenditure connected with the activities of the club.
  • The treasurer shall provide a written statement of accounts at the AGM and at SGM at the request of the committee.
  • An audit is to be carried out once a year.
  • The committee shall cause to be opened with such a bank as the committee selects, a bank account(s) in the name of the club, in to which all money is received shall be paid in to the account. All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by the treasurer, chairman or the secretary (any one to sign).

19. Dissolution

  • The organisation may be dissolved if deemed necessary by the members in a 2/3rd majority vote at an AGM or SGM. Any funds existing at the time of dissolution shall not become the property of any member/members but shall be distributed to other organisations at the committee’s discretion.

20. Declaration

  • Foel DownHill Riders MTB Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.