Taunton Bike Club Constitution

25 Jul 2016

Date - Jan 2012

1 - Name
The club shall be called Taunton Bike Club.

2 – Purposes of the club

  • To provide experience of a broad range of amateur cycling activities for young people who reside in or are visiting Somerset.                                                                                                                  
  • To provide on- and off-road training using Bikeability ,Go Ride and Go Race projects
  • To provide experience of mountain biking, road cycling, BMX, cyclocross and velodrome cycling
  • To advise on and encourage all aspects of cycling
  • To promote safe cycling
  • To encourage families of members to join in cycle activities
  • To train members and volunteers in leadership.
  • To participate in activities run by local cycle organisations
  • To teach cycle maintenance and first aid.
  • To encourage awards including Youth Achievement and Duke of Edinburgh

3. Permittted means of advancing the purposes

The committee has the power to:

a. Acquire and provide grounds, coaching, training facilities, transport, medical and related activities
b. Provide coaching, training, medical treatment and related social facilities. 
c. Take out insurance for club, employees, contractors, cyclists, guests and third parties. 
d. Raise funds by appeals and subscriptions.
e. Open bank accounts. 
f. Set aside or apply for grants for special purposes or as reserves. 
g. Deposit or invest funds in UK bank accounts. 
h. Employ and engage staff and others and provide services. 
i. Co-operate with organisations which regulate cycling, sports clubs, and government and related agencies.
j. Do all other things reasonably necessary to advance the purposes of the club. 
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.
4. Membership
Membership is open to all young people interested in cycling regardless of sex, ethnicity, nationality, orientation, disability, religion or other beliefs.

Members will be any such persons who have paid the current membership fee for the year. The club will have adult volunteers and named professional trainers.
5. Club fees
The annual membership fee will be reviewed at least 1x/year. The subscription will be at a level which will not pose a significant obstacle to people participating. At the start of Taunton Bike club the membership fee will be £5 p.a.

6. Committee

  • The Committee shall be responsible for the management of the Club, its funds properties and affairs.
  • The Committee will have due regard for the law on disability and discrimination
  • The committee shall have at least 3 and not more than 9 members
  • The committee may co-opt members up to the next AGM

Each AGM shall elect the following Office-bearers from members, volunteers or trainers




Membership Secretary

Safeguarding Officer(s)

Young Persons Representative

and such other Office-bearers as it considers necessary.
A Committee Member ceases to be such if he or she ceases to be a member/ volunteer 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 club members, or is removed by club members at a general meeting. The committee shall fairly decide time limits and formalities for these steps.
If a committee member has a personal interest in a matter being discussed he/she  must declare it, withdraw from 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.
At least 3 committee members shall be present for the meeting to be valid.

  • Meetings shall be held face to face.
  • Decisions shall be by a simple majority of those voting.
  • The chair does not have a casting vote.

The committee may delegate any of their functions to sub-committees but must specify the scope of its activities and powers: the extent 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 change its mandate and operating terms.

7. 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

An audit should be carried out once a year.

The financial year of the Club shall run from 1 January  to 31 December each year.
Annual Club reports and statements must be made available for inspection by any member and all club records may be inspected by any Committee member.
8. Banking
The Committee shall operate a bank account or bank accounts [initially in  the name of the Bike Somerset (reg charity 1056483, company number 3216533)], into which all monies received shall be paid within 1 month of receipt.
All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by at least 2 officers.

9. Annual General Meetings

The Club shall hold an Annual General Meeting within 60 days of 1st of January.  
Notice of the Annual General Meeting (AGM) will be given by the Club Secretary.  Not less than 21 clear days' notice is to be given to all members.
The Annual General Meeting shall have the following duties:
(i) to receive a report on the work of the Club in the preceding year.
(ii) to receive accounts for the preceding year.
(iii) to elect the Officers of the Club and, if desired, committee members.
(iv) to consider any matter referred to them by the Committee.
(v) to consider any motion submitted by any member in writing to the Secretary
before the meeting.
The General Meeting has the power to remove any Office-bearer by a simple majority.

All members have the right to vote at the AGM.

The quorum for AGMs will be 6 members or 25% of the membership, whichever shall be least.

An Extraordinary General Meeting (EGM) outside the AGM may be called.

Procedures for EGMs will be the same as for the AGM.

Decisions taken at open monthly meetings shall not over-rule those taken at AGMs or EGMs.

Amendments to the Constitution may be made at any General Meeting by a 2/3rds majority of those present, provided that notice of the proposed amendment is made in writing to the Club Secretary.  Proposed amendments should be circulated at least 7 days prior to the General Meeting.

10.Discipline and appeals
All complaints regarding the behaviour of members should be submitted in writing to the Secretary. Grounds for complaint include gross misconduct and bringing cycling or the name of  Bike Club into disrepute.

21 days notice of a disciplinary hearing will be given.  The meeting will have 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 7 days of the hearing.

There will be the right of appeal to the open monthly meeting following disciplinary action being announced. The appellant must notify the secretary of their wish to appeal, in writing and within 21 days of the outcome of the disciplinary hearing.

11. Safeguarding

Staff shall include all Trainers, Volunteers and Trustees.

Taunton Bike Club’s safeguarding policies will comply with the latest CTC (Bike Club) and British Cycling (Go Ride) policies on Child Protection.

Photographing of events shall comply with Bike Club and Go Ride protocols.

Bike Club shall maintain an up-to-date summary of the above safeguarding policies.
12.Avoidance of discrimination
Taunton Bike Club is committed to ensuring that its trainers, volunteers, members and competitors are able to conduct their activities in an environment that is free from harassment or intimidation or bullying

Direct Discrimination:  one person is treated less favourably than another in the similar circumstances.

Indirect Discrimination:  occurs when a provision, criterion or practice is applied equally to all, but which has a disproportionate and detrimental effect on a particular section of the population, because fewer members of that section can comply with the provision, criterion or practice, and the provision, criterion or practice cannot be objectively justified.

Harassment:  actions, behaviour, comments or physical contact that are unwelcome, inappropriate, unreciprocated and objectionable or causes offence to the recipient. It may be related to age, gender, racial group, disability, religion or belief, social status, sexuality or some other personal characteristic

Bullying:  is the misuse of power or position to persistently criticise or to humiliate and undermine an individual’s confidence.

13 Recording and Reporting of incidents

Report the following incidents immediately to another colleague, make a written note of the event and inform parents:-

  • If you accidentally hurt a cyclist.
  • If a child seems distressed in any manner.
  • If a child appears to be sexually aroused by your actions.
  • If a child misunderstands or misinterprets something you have done.


A resolution to wind up the club can only be passed at a properly convened General Meeting if not less than three quarters of those present and voting support the proposal.

In the event of dissolution, any monies of the club that remain after settling all liabilities will be given to the charitable trust of the Cyclists Touring Club.


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