(Amended Oct 2011)
Comeragh Cycling Club – herein referred to as “CCC” or “the Club” or abbreviated to “Comeragh CC”
The object of the Club shall be to promote, develop and encourage competition and leisure cycling in, but not limited to, the Waterford area by, including but not limited to, the following means:
(1) Promoting, holding and arranging, training/coaching sessions, cycle races and leisure events in accordance with the rules and guidelines established by Cycling Ireland and the UCI.
(2) Promoting Club at events such as races, sportives, triathlons, ironman’s etc.
(3) Assisting physically or financially any other association or entity having objectives similar to those of the Club.
(4) Collecting and distributing information on all matters which pertain to cycling to the local and national media including other groups involved in sport and the promotion of healthy activities.
The Club is non-denominational and non-political and welcomes members irrespective of ethnicity or gender.
The Club adheres to Cycling Ireland Safeguarding Policies and Code of Ethics.
The Club is a recognised club with Cycling Ireland and is mindful of the need to carry out our functions in a manner which promotes equality of opportunity between: –
• Persons of different religious belief, political opinion, racial group, age, marital status or sexual orientation
• Between men and women generally
• Between persons with a disability and persons without
• Between persons with dependents and persons without
3. Comeragh Cycling Club Affiliation
The Club shall be affiliated to Cycling Ireland, or any other UCI affiliated body should the majority of registered club members decide otherwise.
(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, Rules and Code of Conduct.
(2) Membership is renewed annually through the Club Secretary on payment of the appropriate subscription, which is set annually at the AGM and must be paid on completion of an official application form.
(3) Persons wishing to become members of the Club must complete an official application form with original signature.
(4) Under Federation rules, all members must hold a relevant licence for their chosen aspect of cycling ie. Leisure, Racing, Club Racing etc.
(5) All official members of Comeraghcc are obliged to wear the club jersey while representing the club and must be neatly attired at all times
(6) Honorary membership, for individuals who have made significant contributions to the Club/Cycling, may be conferred by majority of those present at a General Meeting.
(7) The Club’s membership year shall be the calendar year: from 1st January to 31st December. Membership may lapse no more than 28 days from the beginning of January.
(8) Members who do not renew their membership by 31st January may be deemed to have resigned.
(9) Members who volunteer to work with children or vulnerable adults will be subject to a Garda vetting process which provides criminal history information about anyone seeking paid or unpaid work in certain defined areas, such as working with children or vulnerable adults.
5. The Club Officers and Sub-Committees
The following club officers and member/s of the committee shall be elected at the AGM to serve for two years or unless stipulated differently, until the conclusion of the following AGM. Assistants and sub-committee members can be co-opted if required during the year in office.
(a) Chairperson -(post is for a minimum of 24 months) who is the chief executive officer with overall responsible for the effective management of the Club. The Chairperson shall preside over Committee Meetings and Club General Meetings. The Chairperson shall be one of the three signatories(any two to sign) on the Clubs bank account(s). The Chairperson will normally not be a voting officer; however in the event of an equality of votes, the Chairperson shall cast the deciding vote.
(b) Club Secretary -(post is for a minimum of 24 months) 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.
(c) Treasurer -(post is for a minimum of 24 months) 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).
An Assistant Treasurer can be co-opted by the Treasurer if required, sharing the responsibilities of the Treasurer.
(d) Woman/Leisure/MTB (Maximum of 2). The officer(s) will work in the promotion, encouraging and assisting of promoting the objectives of the Club for women, leisure and mountain bike(“mtb”) cyclists. The officer(s) will organize and facilitate all abilities, ensuring the correct information and guidance is given. The officer(s) will liaise regularly with each group members, not only with Club members but with other clubs in an ongoing quest to get the best for all participants. A report will be submitted to the Club Committee at each General Meeting, notifying the Club of progress, plans and upcoming events.
The Woman/Leisure/MTB Officer(s) may appoint a sub-committee with a maximum of four members if deemed necessary.
(e) Youth Development Officers(Maximum of 2) who will work in the promotion, encouraging and assisting of young cyclists. They will organize and facilitate all abilities, ensuring the correct information and guidance is given. Both officers will liaise regularly with youth members, not only with Club members but with other clubs and schools in an ongoing quest to get the best for all participants. The officer(s) may hold another position within the Club. A report will be submitted to the Club Committee at each General Meeting, notifying the Club of progress, plans and upcoming events.
The Youth Development Officer(s) may appoint a sub-committee with a maximum of four members if deemed necessary.
(f) Safeguarding/Children Officers(2 of) – who are responsible for ensuring that the Club is compliant and up to date with all legislation and regulations relating to the Protection of Children and Vulnerable Adults within the Club in accordance with Cycling Ireland & UCI guidelines.
6 The Club Committee
6.1 Composition of the Committee
The Club Committee shall be composed of the following Officers: Chairperson, Club Secretary, Treasurer, plus six members to represent the club at committee.
The Committee shall at all times comply with the provisions of this Constitution and any constitutional amendments and rules ratified by the Members of the Club.
6.2 Powers of the Committee
The Committee: –
(a) 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.
(b) Shall manage the business affairs of the Club.
(c) 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.
(d) Shall have power to create and wind up sub-committees as required.
(e) Shall meet monthly, unless otherwise decided by the Committee, with a minimum of six meetings per calendar year.
(f) A majority of the Committee can, when it feels necessary, refer Club matters arising, for discussion in a Club General Meeting.
(g) Reserves the right to refuse membership and renewal of membership to a member or proposing member. The person or person refused may submit their application to the governing body, i.e. Cycling Ireland, for an indepentant recommendation of their case. This must be done within 7 days of notification of their refusal.
(g) Has the power to suspend or terminate the membership of any Club member they consider is acting in a manner outside the best interests of the club.
(h) Shall set rates for annual subs which will need to be agreed upon at the AGM.
(i) Has authority to make decisions on club funds & where it is spent eg. Entry fees, accommodation for 3 day events, volunteer expenses, petrol expenses, charity etc.
(j) All decisions must be approved/agreed by the majority of committee members e.g. 5 v 4
6.3 Term of appointment
Each committee member, with the exception of those appointed for 24 months, 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.
6.4 Election of Committee Members
(1) Any member of the may be nominated(or may nominate themselves, either in person or in writing) for election to any impending position on the Club Committee.
(2) If the situation arises where there is more than one nomination for a position on the committee, a ballot for the election of that Committee Member shall be conducted in secret at the Annual General Meeting.
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
6.6 Removal of Committee Members(In agreed or in extreme circumstances)
(1) In order to remove any Committee members from office, an Extraordinary General Meeting can be called by two or more members of the club and attended by registered club members only.
(2) A proposal to remove the Committee Member shall be put forward in writing to the Club Secretary by a member duly qualified to vote at that meeting.
(3) Notice shall be served on the said Committee member in writing by the Club Secretary, stating the date, time and place of the Extraordinary 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 Extraordinary General Meeting, and may also make written submission.
(4) The proposal to remove the Committee Member must be subject to a secret ballot of all voting members present, the decision being made on a simple majority.
6.7 Committee Meetings / Club General Meetings
(1) A Committee meeting shall be quorate when at least five members of the Committee are present, including Chairperson or Secretary. In the absence of both the Chairperson, the role of Chairperson will be undertaken by one of the other signing authorities(Club Secretary or Treasurer).
(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 twenty per cent of the voting membership is present.
(4) An Annual General meeting of the club shall be quorate when at least 33 per cent of the voting membership is present.
7. Disciplining Members
The Committee may by resolution, reprimand, suspend or expel a member from the Club: –
(1) If the member has persistently or willfully refused or neglected to comply with a provision of the Constitution or Cub code of conduct, or willfully 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 pass a resolution convening a disciplinary hearing and serve written notice by recorded mail on the member in question. This must state the date, time, and place of the disciplinary hearing, set out the resolution of the Committee and the grounds on which it is based, and inform the member that he/she may attend and speak at the disciplinary hearing, and may also make written submission and be accompanied by a supporter. In the case of a minor they must be accompanied by a parent, guardian or other appropriate adult.
(3) Fair procedures shall be applied by the Committee in hearing and determining the disciplinary action.
(4) Once the disciplinary hearing has taken place, and after due consideration of the matter, the Committee shall propose what action(if any) is to be taken. The member in question shall receive the Committee’s decision in writing by recorded mail.
(5) The Committee shall notify the club members at the next General Meeting of their decisions.
8. Voting and Decisions
(1) Only full Club members who are 15 years old or more shall be entitled to vote in respect of club matters.(Associate members and those under 15 years of age will not be entitled to vote)
(2) Issues arising at meetings of the Committee, sub-committees, or General Meetings of the Club which require a vote, shall be determined by a majority of the votes of the members present at the meeting and entitled to vote.
(3) Each entitled member present at a meeting of the Committee, sub-committees, or General Meetings of the Club(including the person presiding) shall be entitled to one vote. The Chairperson 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. The Secretary in the absence of the chairperson and in agreement with the Chairperson, holds the casting vote on these occasions.
9. 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 Annual General Meeting, and at General Meetings at the request of the Committee. The Committee may carry out an audit at its discretion, and if considered appropriate enlist independent financial advice.
(The Treasurer shall open and / or maintain such Bank account(s) in the name of the Club, as may be required subject to Committee approval and 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 Chairperson or the Secretary(any two of three to sign).
9.3 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 £50 shall be subject to prior approval by the Committee. No member of the Club, except a committee member, may commit the Club to any payment or expenditure.
(3) Officer’s reasonable expenditure shall be paid to elected Officers if they are incurred on the Club s official business.
(4) The Payee on a cheque cannot be a joint signatory, and the other two signatories must sign on this occasion.
(5) As per powers of the Committee, no member of the Committee is entitled to take out a loan/ overdraft facility on behalf of the Club.
9.4 Financial Year
The financial year of the Club shall run from 1st October to 30th September each year.
10. Annual General Meeting of the Club
10.1 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 and approve or reject 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.
10.2 Any member may request the Club Secretary to call a General Meeting. 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.
All officials shall receive 14 days notice of the meeting and an agenda, which will be restricted to matters pertaining to the request.
10.3 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.
11. Amendments to the Constitution
Amendments to the Constitution of the Club can be made at the Annual General Meeting or at a General Meeting of the Club called for that purpose, by a majority of eligible voting members present, provided that a quorum of fifty per cent of the voting membership is present. Notification of proposed amendments will be given by email, club website or the members’ message board prior to the Annual General Meeting or General Meeting of the Club called for that purpose.
12. Dissolution of the Club
The Club may only be dissolved by the agreement of not less than seventy five percent of those eligible voting members present at an Extraordinary General Meeting called for this purpose. Any funds existing at the time of dissolution shall not become the property of any member or members but shall be used to pay any outstanding liabilities of the club. Any residual surplus funds shall be donated to a charity nominated at the Extraordinary General Meeting to dissolve the Club.
Original CCC constitution agreed October 2011, subsequently amended and approved at Club General Meeting held on 14th October 2011 and signed by the Chairperson, Secretary and Treasurer.