Avid Sport Club Constitution
The club will be called Avid Sport and affiliated to British Cycling.
2 Aims and Objectives
The aims and objectives of Avid Sport will be:
- to provide coaching and competitive opportunities in cycling
- to ensure a duty of care to all members of the club
- to provide all services in a way that is fair to everyone
- to ensure all present and future members receive fair and equal treatment
- to promote the amateur sport of cycling in Bath and the surrounding area
- to promote community participation in Bath and the surrounding area
3 Permitted means of advancing the aims and objectives
The Committee has the power to:
a Acquire and provide grounds, equipment, coaching, training and facilities, transport, medical and related facilities
b Provide coaching, training, medical treatment, and related social and other facilities
c Take out any insurance for club, employees, contractors, riders, guests and third parties
d Raise funds by appeals, subscriptions, loans and charges
e Borrow money and give security for the same, and open bank accounts
f Buy, lease or licence property and sell, let or otherwise dispose of the same
g Make grants and loans and give guarantees and provide other benefits
h Set aside or apply funds for special purposes or as reserves
i Deposit or invest funds in any lawful manner
j Employ and engage staff and others and provide services
k Co-operate with or affiliate to firstly any bodies regulating or organising the Sport and secondly any club or body involved with it and thirdly with government and related agencies
l Do all other things reasonably necessary to advance the purposes
NONE of the above powers may be used other than to advance the purposes consistently with the Rules below and the general law.
a Membership applications shall be open to any male riders over the age of exactly 12 years and up to the age of 23 interested in the sport regardless of disability, ethnicity, nationality, sexual orientation, religion or other beliefs. Membership applications shall be open to any female riders over the age of exactly 12 years interested in the sport regardless of disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
b All new membership applicants need to attend two training sessions (with a parent/guardian present if under 18) before completing an application form via membermojo. These sessions are completed at the riders own risk as the club holds no medical or emergency information for them. As part of the membership approval process, the committee will determine if the applicant has shown the values outlined in the Avid Sport Code of Conduct.
c Members will be enrolled in one of the following categories:
- racing (covers anyone who is racing for the team but not attending regular training sessions) – £20 per year
- training (covers anyone who is attending regular training sessions and provides a free racing membership) – £8 per month
- delivery (covers anyone providing capital through on the bike support/coaching and must be agreed with committee and runs on a session by session basis)
d The Club Committee may refuse membership, or remove it, only for good cause such as breaching the club code of conduct. Appeal against refusal or removal may be made to an appointed panel consisting of the club welfare officer and selected committee members.
e The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
f Membership fees will be set annually and agreed by the committee or determined at the Annual General Meeting.
g All members will be required to sign a code of conduct before commencing training once their membership has been accepted by the membership secretary.
5 All General Meetings
a All members may attend all general meetings of the Club in person.
b Such meetings need 21 clear days’ written notice to members.
c The quorum for all general meetings is 10 members present or 50% of the total membership whichever is greater.
d The Chair or (in his or her absence) another member chosen at the meeting shall preside.
e Every resolution shall be decided by a simple majority of the votes cast on a show of hands.
f Formalities in connection with General Meetings (such as how to put down resolutions) shall be decided by the Committee and publicised to Club members.
6 Annual General Meetings (AGM)
The Club will hold an AGM once in every calendar year and not more than 15 months after the last AGM. At every AGM:
a The Members will elect a Committee including a Chair, Treasurer and Secretary to serve until the next AGM;
b The Treasurer will produce accounts of the Club for the latest financial year audited as the Committee shall decide;
c The Committee will present a report on the Club’s activities since the previous AGM;
d The Members will appoint a suitable person to audit the accounts; and
e The Members will discuss and vote on any resolution (whether about policy or to change the Rules) and deal with any other business put to the meeting.
7 Extraordinary General Meetings (EGM)
An EGM shall be called by the Secretary within 14 days of a request to that effect from the Committee or on the written request of not less than 10 members signed by them. Such an EGM shall be held on not less than 14 or more than 21 days’ notice at a place decided upon by the Committee or in default by the Chair.
8 The Committee
A Role – Subject to the Rules outlined in the club constitution the Committee shall have responsibility for the management of the Club, its funds, property and affairs.
B Property etc – The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the club constitution.
The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, event expenses, post event refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
The Club may also in connection with the sports purposes of the Club:
a Sell and supply food, drink and related sports clothing and equipment;
b Employ members (though not for riding) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present;
c Pay for reasonable hospitality for visiting teams and guests;
d Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
The Committee will have due regard to the law on disability discrimination and child protection
C Composition etc – The Committee shall consist of at least three and not more than 5 members (including Officers).
The Committee members may co-opt club members (up to the maximum permitted number) to serve until the end of the next AGM.
Any Committee member may be re-elected or re-co-opted without limit.
A Committee member ceases to be such if he or she ceases to be a member of the Club, resigns by written notice, or is removed by the Committee for good cause after the Member concerned has been given the chance of putting his/her case to the Committee with an appeal to the Club members, or is removed by club members at a general meeting. The Committee shall fairly decide time limits and formalities for these steps.
D Committee meetings – Whenever a Committee member has a personal interest in a matter to be discussed, he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.
The Committee may decide its own way of operating. Unless it otherwise resolves the following rules apply:
a At least 2 members must be present for the meeting to be valid;
b Committee meetings shall be held face to face;
c The Chair, or whoever else those present choose shall chair meetings;
d Decisions shall be by simple majority of those voting;
e A resolution in writing signed by every Committee member shall be valid without a meeting;
f The chair of the meeting shall not have a casting vote.
E Delegation etc – The Committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers; the extent to which it can commit the funds of the Club; its membership; its duty to report back to the Committee. The Committee may wind up any sub-committee at any time or to change its mandate and operating terms.
F Disclosure – Annual club reports and statements of account must be made available for inspection by any member and all club records may be inspected by any Committee member.
9 Club Welfare
The club will always have a club welfare officer named (Emily Young) who has completed the relevant safeguarding training with British Cycling.
The club will uphold the British Cycling Safeguarding Policies for children and young adults. All riders, parents and guardians should endeavour to make themselves familiar with the policies.
All allegations or concerns should be submitted in writing, by phone or in person to the club welfare officer no matter how small or seemingly irrelevant. The club welfare officer will report any allegation or concern to the British Cycling SLO.
The club welfare officer will distribute any information about safeguarding and the welfare of children and vulnerable adults via the club Facebook page and at training sessions.
All club members (or their parents if under 18) will be asked to provide permission for Avid Sport committee members to take photos and use for publicity purposes when they join the club.
The club welfare officer will endeavour to make sure that no-one outside of the Avid Sport committee takes photos during Avid Sport only training sessions especially when concerning under 18’s and vulnerable adults.
All club communication will be through the club’s private Facebook page or email. The club secretary will maintain the rights to add and remove people from the private Facebook group. The club secretary will communicate with club members through personal messaging only when suitable for coaching and team management purposes and will make sure parents of anyone under 16 are aware of this communication.
All club monies will be banked in an account held in the name of the club.
The Club Treasurer will be responsible for the finances of the club alongside the chair.
The financial year will end on 31st December.
An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
12 Discipline and appeals
All complaints regarding the behaviour of members (including bullying) should be submitted in writing to the Club Welfare Officer.
All complaints will be taken seriously regardless of who is putting them forward. The committee will endeavour to support all parties involved in the complaint and will notify any parents if any of the members involved are under 18.
The Committee will meet to hear complaints within 21 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
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 21 days of the hearing.
There will be the right of appeal to the Committee following disciplinary action being announced. The committee should consider the appeal within 7 days of the Welfare Officer receiving the appeal.
a The club constitution may be amended at a general meeting by two-thirds of the votes cast but not (if relevant) so as to jeopardise the Club’s status as a Community Amateur Sports Club as first provided for by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in 9 (b) has been followed) or winding up provisions.
b The Club Purposes may be changed to include another eligible sport if the Committee unanimously agree and the members also agreed the change by a 75% majority of votes cast.
14 Winding up the Club
a The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.
b The Committee will then be responsible for the orderly winding up of the Club’s affairs.
c After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:
- To another Club with similar sports purposes which is a charity and/or
- To another Club with similar sports purposes which is a registered CASC and/or
- To the Club’s national governing body for use by them for related community sports.
Avid Sport hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.