Club Constitution

Name:
Castleknock Cycling Club

Objectives:
The object of the Club shall be to promote, develop and foster cycling:

  1. Promote and hold, cycle races and events in accordance with the rules and guidelines established by Cycling Ireland;
  2. Assist any other association or entity having objectives similar to those of the Club;
  3. Collect and disseminate information on all matters which pertain to cycling
  4. Club shall not undertake permanent trading activities in raising funds and shall be a non-profit making association.
  5. The Club is non-denominational and non-political and welcomes members irrespective of ethnicity or gender.
  6. The Club adheres to Cycling Ireland Safeguarding Policies and Code of Ethics

Affiliation
The Club shall be affiliated to Cycling Ireland.

Membership

  1. Membership of the Club shall be open to all persons interested in the aims of the Club, who agree to abide by its Constitution and Rules.
  2. Membership is renewed annually through the Club Secretary on payment of the appropriate subscription.
  3. The Club’s membership year shall be the calendar year: from 1st January to 31st December.
  4. A new member joining the club after 30th September shall pay the current subscription to cover the remainder of that year and the whole of the following year up to 31st December
  5. Members who do not renew their membership by 31st January may be deemed to have resigned.
  6. Membership of the Club requires a Cycling Ireland Licence or equivalent organisation membership with appropriate insurance Club Gear

The Club shall have official Club apparel

  1. The colours of the club shall be Blue and Yellow
  2. The design of apparel shall be administered by the Club Gear Committee and its officers
  3. Club apparel shall be made available for purchase for all members

The Club Officers
The following club officers shall be elected at the AGM to serve for one year until the conclusion of the following AGM.

  1. Chairman – who is the chief executive officer, responsible for the effective management of the Club; the Chair shall preside over Committee meetings and Club General Meetings; the Chair shall be one of the three signatories (any two to sign) on the Clubs bank account(s). 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.
  2. Club Secretary – who is responsible for minute-taking at all meetings and for ensuring that information about all matters affecting the Club is communicated to members efficiently and expeditiously. The Secretary shall be one of the three signatories (any two to sign) on the Club s bank account(s). The Secretary is also responsible for collating all membership information and keeping records, collecting of subscriptions for renewals and new members and all issues relating to membership.
  3. Treasurer – who is responsible for overseeing the club finances; the Treasurer shall be one of the three signatories (any two to sign) on the Club s bank account(s).
  4. Public Relations Officer – who is responsible for publicity of the Club and provide media with news and information about the Club.

The Club Committee
Composition of the Committee

  1. The Committee shall be composed of the following Officers: Chairman, Club Secretary, Treasurer, Public Relations Officer, plus elected members.
  2. The Committee shall comply with the provisions of this Constitution and any constitutional amendments and rules ratified by the Members of the Club.

Powers of the Committee
The Committee:

  1. Shall manage the business affairs of the Club;
  2. Shall carry out all such functions as may be required by the Club other than those functions that are the responsibility of a general meeting;
  3. 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;
  4. Shall have power to create and wind up sub-committees as required;
  5. The Committee shall hold no less than three meetings per year but this can be varied as required by the committee.

Term of appointment

  1. Each committee member shall hold office until the conclusion of the Annual General Meeting following the date of the said officer’s election, but is eligible for re-election.

Election of Committee Members

  1. Any Member may be nominated (or may nominate themselves, either in person or in writing) for election as an Officer or Committee Member.
  2. The ballot for the election of Committee Members shall be conducted at the Annual General Meeting in such manner as the Committee may direct

Vacancies

  1. 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 occurring Annual General Meeting

Removal of Committee Members

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

Committee Meetings

  1. A Committee meeting shall be quorate when at least five members of the Committee are present.
  2. A sub-committee meeting shall be quorate when at least two members of the sub-committee are present
  3. A General meeting of the club shall be quorate when at least ten per cent of the membership is present.
  4. An Annual General meeting of the club shall be quorate when at least fifteen per cent of the membership is present.

Club Safety
The Safety of Club members shall only be upheld at all times by adhering to the following:

  1. Regulation cycling helmets must be worn for Club spins, training and racing by all members.
  2. Persons without a helmet will not be allowed to join any of these activities.
  3. Members must strictly adhere to the Rules & Regulations of the Road and best safety practices whilst using vehicular routes and public thoroughfares.
  4. Members must ensure that their cycles and any ancillary equipment are properly maintained, secure and fitted with the appropriate safety devices.
  5. In case of emergency or unforeseen difficulties appropriate contact telephone numbers must be available during all club training spins, competitions, outings, etc.
  6. Cyclists, who are not members of Castleknock Cycling Club, that wish to participate on a Castleknock Cycling Club training spin or event, must hold a either a current Cycling Ireland license or be a member of another cycling club who are suitably insured.
  7. The use of ‘Tri- bars’ are prohibited from use during group spins as per UCI Regulations.

Club Assets
The Club shall at the instruction of its Officers acquire assets for the exclusive usage of The Club.

  1. All assets purchased or acquired by The Club shall remain the property of The Club
  2. All domain names and social media accounts registered for the purpose of club promotion under the Castleknock Cycling Club name shall remain the sole property of the Club

Code of Conduct
It is an expectation of Castleknock Cycling Club that all those associated with the Club will act in a way which will promote, safeguard and protect the welfare of everyone, including children, young people, coaches, volunteers, parents, members, participants and guests.

  1. There is an expectation that all members will sign to say they agree to abide by the above Code of Conduct
  2. “Fair play is much more than playing within the rules. It incorporates the concepts of friendship, respect for others and always playing with the right spirit. Fair play is defined as a way of thinking, not just behaving. It incorporates issues concerned with the elimination of cheating, gamesmanship, doping, violence either verbal or physical, exploitation, unequal opportunities, excessive commercialism and corruption…..”

Disciplining Members
The Club may, by resolution, censure, suspend or expel a member from the Club:

  1. If the member has persistently refused or neglected to comply with a provision of the Constitution, or wilfully acted in a manner detrimental to the interests of the Club;
  2. Where the Committee is of the opinion that a Member has acted in such as way so as to merit disciplinary action, the Committee must notify the member and convene a disciplinary hearing.
  3. Where the Committee passes a resolution convening a disciplinary hearing, the Committee must serve written notice on the member in question, stating the date, time, and place of the disciplinary hearing, setting out the resolution of the Committee and the grounds on which it is based, and informing the member that he/she may attend and speak at the disciplinary hearing, and may also make written submission.
  4. 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.
  5. 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.

Voting and Decisions

  1. Issues arising at meetings of the Committee, sub-committees, or General Meetings of the Club, and which require a vote, shall be determined by a majority of the votes of the members present at the meeting and entitled to vote.
  2. Each member present at a meeting of the Committee, subcommittees, or General Meetings of the Club (including the person presiding) shall be entitled to one vote. The Chair (who presides at meetings of the Committee and General Meetings of the Club) will normally not be a voting officer; however in the event of an equality of votes, the Chair shall cast the deciding vote at meetings of the Committee and General Meetings of the Club.

Accounts and Banking
Accounts
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 Annual General Meeting, and at General Meetings at the request of the Committee. An audit may be carried out once every two years.

Banking
The Treasurer shall open an account in the name of the Club, into which all monies received shall be paid within ten working days of receipt. (ii) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by the Treasurer, the Chair or the Secretary (any two to sign).

Funds management

  1. The funds of the Club, however derived, shall be applied towards the objects of the Club, under the management of the Treasurer, and (where appropriate) with the approval of the membership of the Club.
  2. Expenditure in excess of €100 shall be subject to prior approval by the committee.
  3. Officers’ expenditure shall be paid to elected Officers if they are incurred on the Club’s official business.

Financial Year
The financial year of the Club shall run from 1st November to 31st October the following year.

Annual General Meeting of the Club
The Club shall hold an Annual General Meeting on a suitable date in October or November, to be decided by the committee.

The Annual General Meeting shall have the following duties:

  1. To receive a report on the work of the Club in the preceding year;
  2. To receive accounts for the preceding year;
  3. To elect the Officers of the Club;
  4. To consider any matter referred to them by the Committee;
  5. To consider any motion submitted by any member in writing to the Secretary before the meeting.

Any member may request the Club Secretary to call a General Meeting.

  1. Such a request must be supported in writing by two thirds of the members and must be received by the Club Secretary one month before the proposed date of the meeting and must give reasons for the request.
  2. All officials shall receive 14 days’ notice of the meeting and an agenda, which will be restricted to matters pertaining to the request.
  3. Communications summoning a General Meeting must be released so as to reach members at least 14 days before the meeting is due to take place.

Amendments to the Constitution
The General Meeting of the Club may amend the Constitution by a majority of two-thirds of the members present and voting, provided that a quorum of twenty per cent of the membership be present, and that written notice of the amendment proposed has been given to all members not less than one month before the General Meeting.

Dissolution
The Club may be dissolved by the agreement of not less than three quarters of those members present at a Special General Meeting summoned for this purpose. Any funds existing at the time of dissolution shall not become the property of any member or members but shall be donated to a nominated charity.