MHP Constitution

Muswell Hill Peloton constitution

1          About this constitution

This constitution has been prepared to provide a formal basis for the running of Muswell Hill Peloton. It is based on a model constitution produced by British Cycling for use by local cycling clubs.

Muswell Hill Peloton will be run as an unincorporated association, bound together by common rules, as set out in this constitution.

2          Name of Club

The club will be called Muswell Hill Peloton (hereinafter referred to as The Club), and may also be known as MHP. The Club will be affiliated to the national governing body British Cycling.

3         Aims of the Club

The aims and objectives of the Club will be:

•       To offer cycling opportunities in north London

•       To promote the club within the local community

•       To seek to ensure a reasonable duty of care to all members of the club

•       To provide all its services in a way that is fair to everyone

 4          Membership  

a)    Membership of the club is open to anyone aged over 16 interested in cycling regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

b)    The membership shall consist of the following categories:

•           Full member (aged 16 and above)

•           Student member (students in full time education)

c)     All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and the Club’s ethos.

d)    Members in each category will pay membership fees, as determined at the Annual General Meeting.

e)    Individuals shall not be eligible to take part in the business of the Club, vote at general meetings or be eligible for selection of any Club events unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Club committee. Individuals wishing to join Club rides on a regular basis are strongly encouraged to join the Club.

5          Sports Equity  

a)    The Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

b)    The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.

c)     The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.

d)    All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

e)    The Club will deal with incidences of discriminatory behaviour seriously, according to club disciplinary procedures.

 6      Committee

 (a)   The affairs of the Club shall be conducted by a Committee which shall consist of the following roles:

• Chair 

• Treasurer

• Secretary

• Welfare officer

• Ride leaders x 4

• Social Secretary 

• Membership Secretary

(b)   The committee shall be elected at the Annual General Meeting.

(c)   All committee members must be members of the Club. An individual member may hold a maximum of two roles on the committee. An individual holding two roles would nonetheless have only one vote at committee meetings.

(d)   The term of office shall be for one year, and members shall be eligible for re-election.

(e)   If the post of any officer or ordinary committee member should fall vacant after such an election, the Committee shall have the power to fill the vacancy until the next Annual General Meeting.

(f)    The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.

(g)   The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.

(h)   The Committee will be responsible for disciplinary hearings of members who infringe the Club constitution or Club ethos. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

(i)    Committee meetings will be convened by the Secretary of the Club and be held no less than two times per year.

(j)    Only the posts listed above will have the right to vote at committee meetings. 

(k)   The quorum required for business to be agreed at Committee meetings will be five. 

7          Finances

 (a) The treasurer will be responsible for the finances of the club.

 (b) The financial year of the club will run from January to December.

 (c) All club monies will be banked in an account held in the name of the Club. 

 (d)  Annual accounts will be presented by the treasurer at the Annual General Meeting.

 (e) Any cheques drawn against club funds should hold the signatures of the treasurer plus one other officer.

 (f)   All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.

8          Annual General Meetings and Extraordinary General Meetings

 a)    Annual General Meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.

 b)    The Club shall hold the Annual General Meeting (AGM) between January and April each year to:

•           Approve the minutes of the previous year’s AGM. 

•           Receive reports from the Chairman and Secretary. 

•           Receive a report from the Treasurer and approve the Annual Accounts. 

•           Elect the officers on the Committee for the coming year. 

•           Agree the membership fees for the following year. 

•           Consider any proposed changes to the Constitution.

•           Deal with other relevant business.

 c)     Notice of the AGM will be given by the club secretary with at least 14 days’ notice to be given to all members.

 d)    Nominations for officers of the committee will be sent to the secretary prior to the AGM.

 e)    Proposed changes to the constitution shall be sent to the secretary prior to the AGM, who shall circulate them at least 7 days before an AGM.

 f)      All members have the right to vote at the AGM.

 g)    The quorum for AGMs will be 10% of the membership.

 h)    The Chairman of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.

 i)      An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club.  The committee shall also have the power to call an EGM by decision of a simple majority of the committee members.

 j)      All procedures shall follow those outlined above for AGMs.

 9          Amendments to the constitution

 The constitution will only be changed through agreement by majority vote at an AGM or EGM.

10        Discipline and appeals

 a)    All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary or Chair.

 b)    The Committee will seek to consider complaints within two weeks of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

 c)     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 a week of the hearing.

 d)    There will be the right of appeal to the Committee following disciplinary action being announced. The committee should consider the appeal within two weeks of the Secretary receiving the appeal.

11        Dissolution

 a)    A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

 b)    In the event of dissolution, all debts should be cleared with the Club’s funds.  Any assets of the club that remain following this will be divided between the membership, to the extent to which this is practicable.

Committee role descriptions

Chair 

Represent the club, convene and chair meetings of the committee, ensure good governance

Treasurer 

Manage the club’s finances, present accounts to the committee and the AGM

Secretary

Convene meetings of the committee, convene the annual general meeting, liaise with British Cycling, manage the club’s website

Welfare officer

Coordinate the handling of complaints

Ride leaders x 4

Lead our 4 regular rides (6.20 and 6.45 Saturday; 7.00 and 8.00 Sunday), confirm routes (for Sunday rides), promote MHP ethos and safe riding on club rides, welcome new members

Social Secretary 

Arrange several social events each year

Membership Secretary

Maintain a register of members