Proposed changes to Somer Valley Cycling Club’s constitution Author: Robert Weeks Our club’s constitution sets out the purposes and workings of our club. It was last amended 15 years ago in 2000. This is a long time, but not a reason in itself to propose changes. However, as a club member and current Chair I feel that it is beneficial to review our constitution and consider whether sections need amending to better reflect the current workings of the club, and also to set the club up for the future. As part of my review of our constitution I have requested, received and reviewed the written constitutions of other cycling clubs, and the example club constitution that is available from British Cycling. At all times I have strived to keep the constitution simple and not onerous, so only propose simple amendments. These are listed, and explained, below for comment from the club committee. I would propose the committee review these, comment, debate and then set an EGM to formally debate and agree any changes. This will allow us to refine the proposed changes and check the will for change prior to an EGM. The current constitution, an overview of changes and a proposed constitution are included as appendices at the end of this document. Purpose of club Amendmen
t overview Current Proposed Rationale Change the current purpose of SVCC The Club shall exist for the purpose of promotion of social and competitive cycling. To promote the Club and all types of cycling within the local community and beyond. The current stated purpose is unclear. For example, when proposing donations to other organisations, initiatives and charities. I believe that this wording better sets out our aims to help frame debates about how to spend club funds. It also reflects the belief that I have heard many people in SVCC state that they feel that the importance of club membership extends beyond supporting racing cyclists, and that we should support all members in whatever cycling goals they may have. Membership Amendmen
t overview Current Proposed Rationale Remove wording Membership of the Club is open to all who have paid the current subscription, subject to approval by the committee Membership of the Club is open to all who have paid the current subscription This is not in line with current working of the club, and goes against the statement that membership is “open to all” Amendmen
t overview Current Proposed Rationale Amendmen
t overview Current Proposed Rationale Add section 3b n/a Membership fees are to be paid annually and due 31st December. Existing members who do not pay their fees by this date will be considered lapsed. Setting out our membership year and when payment is due. As the club has recently had issues with members not renewing yet applying for racing licences in the club’s name this will make it clear that they will be unable to formerly represent the club Add section 3c n/a Membership fees for new (not lapsed) members joining after 1st April will be pro­rated for the remainder of that membership year. It has been informally discussed, but not formerly agreed, that new members joining the club late in the year have their membership dated to the end of the following membership year. I believe that this amendment will formalise this arrangement and also provide an incentive for new members to join. Furthermore, I feel it is important to set out that this is an incentive for new members to the club, not lapsed members who only pay membership fees once they realise they need to in order to get their racing licence. Membership cancellation Amendmen
t overview Current Proposed Rationale Add section 4d n/a All complaints regarding the behaviour of members shall be submitted in writing to the secretary. Providing a formal and auditable route for complaints about members Committee Amendmen
t overview Current Proposed Rationale Amendmen
t overview Amend wording in section 5b The committee shall consist of a President, Secretary and Treasurer and up to twelve other members. The committee shall consist of an Honorary President, Chair, Secretary, Treasurer and up to twelve other members. Make clear that the position of President is honorary, and position of “Chair” to better reflect the workings of the Committee Amend wording section 5f Current Proposed Rationale Amendmen
t overview Current Proposed Rationale Amendmen
t overview Current Proposed Rationale It may be assumed that after non­attendance at 3 consecutive committee meetings that a committee member has resigned. The committee may vote to remove a committee member after non­attendance at 3 consecutive committee meetings. Formalise discussion at 2015 AGM. Adding the need to vote allows for legitimate non­attendance (eg apologies received) Add section 5g n/a All members of the committee shall retire each year but will be eligible for re­election I believe that this change will improve the democracy of the club. It will be on incumbent members of the committee to decide whether to stand for re­election to the committee. It removes the grey area on whether a committee member is still a member of the committee if they do not attend the AGM. In the case of posts of Chair, Secretary and Treasurer I believe it gives greater scope for any member to stand for election in place of the previous year’s incumbent, as opposed to club members assuming that the previous member’s role remains unless they formally stand down Add section 5h n/a Committee members may, at the discretion of the Committee and by majority vote, be given specific responsibilities throughout the year that aid the running of the club. Allows for positions such as Club Captain, Webmaster, Membership Secretary etc, and assigns responsibility to people undertaking these roles, whilst remaining flexible to add new roles as required without waiting until the AGM (a good upcoming example may be the potential need for a Welfare Officer) Roles of Honorary President and Chair Adding details of the purpose and scope of positions of Honorary President and Chair. If accepted the sections below (from section 6) will be re­numbered as required. I believe in both cases they set out a reasonable scope for the position. Duties of Honorary President. This is an honorary position awarded to a member or ex­member who the current members feel is a suitable figurehead for the Club. Duties of Chair. a) The Chair shall be responsible for acting as Chair for meetings of the club committee and general meetings of the club, and shall oversee the club’s day­to­day business, along with co­ordinating the activities of the other elected and appointed committee members. b) The Chair will normally not be a voting officer; however in the event of an equality of votes, the Chair shall cast the deciding vote. c) In the absence of the Chair at a committee meeting the committee members present will nominate a Chair for that meeting by a simple majority vote. Annual General Meetings Amendmen
t overview Current Proposed Rationale Amend wording in section 8e All other matters shall be settled by a simple majority, the chairman having the casting vote. All other matters shall be settled by a simple majority, the Chair having the casting vote if required. Change “chairman” to “Chair”. Make clearer that Chair only places casting vote if there is no clear majority. Appendix 1: Current constitution Somer Valley Cycling Club. Constitution (This revised constitution will be proposed for adoption at the next AGM). 1. Name. The Club shall be called the 'Somer Valley Cycling Club'. 2. Purpose. The Club shall exist for the purpose of promotion of social and competitive cycling. 3. Membership. Membership of the Club is open to all who have paid the current subscription, subject to approval by the committee. 4. Membership Cancellation. a) The committee shall have the power to suspend any member that has brought the Club into disrepute. b) On appeal this suspension must be considered by an Extra­ordinary General Meeting called with four weeks notice. c) This EGM may remove the suspension or remove the member from the club by simple majority. 5. Committee. a) The day to day business of the Club shall be in the hands of a committee who shall regulate their own procedures but shall meet at least every three months. b) The committee shall consist of a President, Secretary and Treasurer and up to twelve other members. c) Committee members shall be elected by a simple majority of the members present at an Annual General Meeting. d) The AGM may also appoint committee members to specific posts as deemed necessary from time to time. e) The committee may co­opt to replace members during the year or to obtain special knowledge. f) It may be assumed that after non attendance at 3 consecutive committee meetings that a committee member has resigned. 6. Duties of Secretary. a) The Secretary shall be responsible for keeping records of business meetings of the Club (Annual General, Extra­ordinary General and Committee Meetings) and receive communications for the club. b) The Secretary shall also give notice by post of any AGM or EGM to members. 7. Duties of Treasurer. a) The Treasurer shall keep all financial records of the club and present audited accounts to the AGM. b) Auditing of the accounts shall be performed by a person who is not a member of the Club. 8. Annual General Meetings. a) The committee shall call an AGM each year gving members at least 28 days notice. b) Constitutional amendments to be put to the AGM must be proposed and seconded and sent to the Secretary to arrive at least 21 prior to the AGM. c) The secretary will­circulate any motions that are amendments to the constitution to members 7 days before the AGM. d) A constitutional amendment must be passed by a two thirds majority of the members present at the AGM. e) All other matters shall be settled by a simple majority, the chairman having the casting vote. f) The AGM shall set the subscription for the following year. 9. Extra­ordinary General Meetings. a) An EGM may be called by the committee or by written request signed by 10% of the membership. b) The secretary shall give members 14 days notice of the meeting and an agenda. c) There cannot be any other business at an EGM. 10. Honorary Membership. An AGM may appoint Honorary Members to recognise service to the club at the recommendation of the committee. 11. Ordinary Members. Any member of the Club may offer suggestions to the committee and attend a committee meeting but not be allowed to vote at a committee meeting. 12. Assets of the Club. a) At no time, including at the dissolution of the club can the assets of the club be given to any member. b) At dissolution all assets shall be donated to cycling organisations. July 2000. (Amended draft) Appendix 2: Constitution highlighting changes Somer Valley Cycling Club Constitution (This revised constitution will be proposed for adoption at the next AGM). 1. Name. The Club shall be called the 'Somer Valley Cycling Club'. 2. Purpose. The Club shall exist for the purpose of promotion of social and competitive cycling. To promote the Club and all types of cycling within the local community and beyond. 3. Membership. a) ​
Membership of the Club is open to all who have paid the current subscription​
, subject to approval by the committee​
. st​
b) Membership fees are to be paid annually and due 31​
December. Existing members who do not pay their fees by this date will be considered lapsed. st​
c) Membership fees for new (not lapsed) members joining after 1​
April will be pro­rated for the remainder of that membership year. 4. Membership Cancellation. a) The committee shall have the power to suspend any member that has brought the Club into disrepute. b) On appeal this suspension must be considered by an Extra­ordinary General Meeting called with four weeks’ notice. c) This EGM may remove the suspension or remove the member from the club by simple majority. d) All complaints regarding the behaviour of members shall be submitted in writing to the secretary. 5. Committee. a) The day to day business of the Club shall be in the hands of a committee who shall regulate their own procedures but shall meet at least every three months. b) The committee shall consist of a President, Secretary and Treasurer and up to twelve other members. b) The committee shall consist of an Honorary President, Chair, Secretary, Treasurer and up to twelve other members. c) Committee members shall be elected by a simple majority of the members present at an Annual General Meeting. d) The AGM may also appoint committee members to specific posts as deemed necessary from time to time. e) The committee may co­opt to replace members during the year or to obtain special knowledge. f) It may be assumed that after non­attendance at 3 consecutive committee meetings that a committee member has resigned. f) The committee may vote to remove a committee member after non­attendance at 3 consecutive committee meetings. g) All members of the committee shall retire each year but will be eligible for re­election h) Committee members may, at the discretion of the Committee and by majority vote, be given specific responsibilities throughout the year that aid the running of the club. Duties of Honorary President. This is an honorary position awarded to a member or ex­member who the current members feel is a suitable figurehead for the Club. Duties of Chair. a) The Chair shall be responsible for acting as Chair for meetings of the club committee and general meetings of the club, and shall oversee the club’s day­to­day business, along with co­ordinating the activities of the other elected and appointed committee members. b) The Chair will normally not be a voting officer; however in the event of an equality of votes, the Chair shall cast the deciding vote. c) In the absence of the Chair at a committee meeting the committee members present will nominate a Chair for that meeting by a simple majority vote. 6. Duties of Secretary. a) The Secretary shall be responsible for keeping records of business meetings of the Club (Annual General, Extra­ordinary General and Committee Meetings) and receive communications for the club. b) The Secretary shall also give notice by post of any AGM or EGM to members. 7. Duties of Treasurer. a) The Treasurer shall keep all financial records of the club and present audited accounts to the AGM. b) Auditing of the accounts shall be performed by a person who is not a member of the Club. 8. Annual General Meetings. a) The committee shall call an AGM each year giving members at least 28 days’ notice. b) Constitutional amendments to be put to the AGM must be proposed and seconded and sent to the Secretary to arrive at least 21 prior to the AGM. c) The secretary will circulate any motions that are amendments to the constitution to members 7 days before the AGM. d) A constitutional amendment must be passed by a two thirds majority of the members present at the AGM. e) All other matters shall be settled by a simple majority, the ​
chairman​
Chair having the casting vote ​
if required​
. f) The AGM shall set the subscription for the following year. 9. Extra­ordinary General Meetings. a) An EGM may be called by the committee or by written request signed by 10% of the membership. b) The secretary shall give members 14 days’ notice of the meeting and an agenda. c) There cannot be any other business at an EGM. 10. Honorary Membership. An AGM may appoint Honorary Members to recognise service to the club at the recommendation of the committee. 11. Ordinary Members. Any member of the Club may offer suggestions to the committee and attend a committee meeting but not be allowed to vote at a committee meeting. 12. Assets of the Club. a) At no time, including at the dissolution of the club can the assets of the club be given to any member. b) At dissolution all assets shall be donated to cycling organisations. Appendix 3: Proposed constitution Somer Valley Cycling Club Constitution (This revised constitution will be proposed for adoption at the next AGM). 1. Name. The Club shall be called the 'Somer Valley Cycling Club'. 2. Purpose. To promote the Club and all types of cycling within the local community and beyond. 3. Membership. a) Membership of the Club is open to all who have paid the current subscription. st​
b) Membership fees are to be paid annually and due 31​
December. Existing members who do not pay their fees by this date will be considered lapsed. st​
c) Membership fees for new (not lapsed) members joining after 1​
April will be pro­rated for the remainder of that membership year. 4. Membership Cancellation. a) The committee shall have the power to suspend any member that has brought the Club into disrepute. b) On appeal this suspension must be considered by an Extra­ordinary General Meeting called with four weeks’ notice. c) This EGM may remove the suspension or remove the member from the club by simple majority. d) All complaints regarding the behaviour of members shall be submitted in writing to the secretary. 5. Committee. a) The day to day business of the Club shall be in the hands of a committee who shall regulate their own procedures but shall meet at least every three months. b) The committee shall consist of an Honorary President, Chair, Secretary, Treasurer and up to twelve other members. c) Committee members shall be elected by a simple majority of the members present at an Annual General Meeting. d) The AGM may also appoint committee members to specific posts as deemed necessary from time to time. e) The committee may co­opt to replace members during the year or to obtain special knowledge. f) The committee may vote to remove a committee member after non­attendance at 3 consecutive committee meetings. g) All members of the committee shall retire each year but will be eligible for re­election h) Committee members may, at the discretion of the Committee and by majority vote, be given specific responsibilities throughout the year that aid the running of the club. 6. Duties of Honorary President. This is an honorary position awarded to a member or ex­member who the current members feel is a suitable figurehead for the Club. 7. Duties of Chair. a) The Chair shall be responsible for acting as Chair for meetings of the club committee and general meetings of the club, and shall oversee the club’s day­to­day business, along with co­ordinating the activities of the other elected and appointed committee members. b) The Chair will normally not be a voting officer; however in the event of an equality of votes, the Chair shall cast the deciding vote. c) In the absence of the Chair at a committee meeting the committee members present will nominate a Chair for that meeting by a simple majority vote. 8. Duties of Secretary. a) The Secretary shall be responsible for keeping records of business meetings of the Club (Annual General, Extra­ordinary General and Committee Meetings) and receive communications for the club. b) The Secretary shall also give notice by post of any AGM or EGM to members. 9. Duties of Treasurer. a) The Treasurer shall keep all financial records of the club and present audited accounts to the AGM. b) Auditing of the accounts shall be performed by a person who is not a member of the Club. 10. Annual General Meetings. a) The committee shall call an AGM each year giving members at least 28 days’ notice. b) Constitutional amendments to be put to the AGM must be proposed and seconded and sent to the Secretary to arrive at least 21 prior to the AGM. c) The secretary will circulate any motions that are amendments to the constitution to members 7 days before the AGM. d) A constitutional amendment must be passed by a two thirds majority of the members present at the AGM. e) All other matters shall be settled by a simple majority, the Chair having the casting vote if required. f) The AGM shall set the subscription for the following year. 11. Extra­ordinary General Meetings. a) An EGM may be called by the committee or by written request signed by 10% of the membership. b) The secretary shall give members 14 days’ notice of the meeting and an agenda. c) There cannot be any other business at an EGM. 12. Honorary Membership. An AGM may appoint Honorary Members to recognise service to the club at the recommendation of the committee. 13. Ordinary Members. Any member of the Club may offer suggestions to the committee and attend a committee meeting but not be allowed to vote at a committee meeting. 14. Assets of the Club. a) At no time, including at the dissolution of the club can the assets of the club be given to any member. b) At dissolution all assets shall be donated to cycling organisations.