Club Rules

DULWICH PARAGON CYCLING CLUB

CLUB RULES – GENERAL RULES AND STANDING ORDERS

 

  1. TITLE

The name of the ‘Club’ shall be DULWICH PARAGON CYCLING CLUB whose colours shall be mainly light blue, dark blue, black and gold, and registered with recognised national and regional cycling bodies.

 

  1. NATURE OF THE ASSOCIATION

The Club will be an Unincorporated Association of its members for the purposes of the Object. The Club Rules will set out the agreed rules for management and operation of the Club.

 

  1. OBJECT

To promote and facilitate access to cycling as a sport. To achieve this aim the Club will affiliate to the organisations set out in section 25.

 

  1. CONSTITUTION

The Club will be constituted by its members.

The Club rules will govern who is a member at any given time.

Membership is open to any person by application to the Membership Secretary or General Secretary.

Acceptance of the application is subject to successful completion of advertised pre-requisites and agreeing to abide by the Club’s rules. Pre-requisites may include taking part in a Club introductory ride, having an active British Cycling membership with DPCC nominated as one of the individuals’ Clubs and selecting two of the Clubs’ available volunteering options.

The Club shall have the following membership categories:

  1. Ordinary, and Youth and Young Adult (21 and under), which shall be first-claim memberships that last for a maximum period of twelve months.
  1. Second-Claim (see section 14 below) members who represent another club or team at race events, which shall last for a maximum period of twelve months.
  1. Committee Membership (see sections 6 and 7 below).
  1. The Committee may elect existing members to the positions of President and Vice-President(s) for a three-year term.
  1. Honorary Membership may be conferred at the discretion of any two of the Chairman, General Secretary and Membership Secretary at a lesser fee or for free, and with fewer or no pre-requisites.
  1. Life Membership may be conferred at the discretion of the Committee for a non-refundable fee and will be equivalent to a period of 50 years.

 

  1. MANAGEMENT

The General Committee (“the Committee”) will have responsibility for the management, and related decisions, of the Club in accordance with these rules. This includes the management of Club activities, events and finances, and all matters relating to the operation or business of the Club.

All decisions relating to the management of the Club will require a simple majority of votes by the General Committee.

The Committee may also exercise management powers where appropriate in respect of any relevant matter, including those not obviously set out in these rules.

The Committee will take necessary steps to take account of the views of the wider membership using appropriate means (e.g. meetings, public or private notices, ballots, surveys etc…).

 

  1. THE CORE COMMITTEE AND GENERAL COMMITTEE

The Core Committee shall consist of the following: Chairman; Treasurer; General Secretary (“The Secretary”); Youth Secretary; Membership Secretary; Women’s Secretary and Race Secretary.

Other secretarial and official positions (such as for track, volunteering, social, time trials, rides, cyclo-cross, kit, brand and design, South East Road Race League, Surrey League, League of Veteran Racing Cyclists etc…) will be created as required and will become a member of the General Committee (“the Committee”), in addition to Core Committee members.

Three members of the Core Committee and sixty percent of the General Committee shall constitute a quorum when making decisions and in voting.

All decisions relating to the management of the Club will require a simple majority of votes by the General Committee.

 

  1. ELECTION OF CORE COMMITTEE AND GENERAL COMMITTEE MEMBERS

The General Committee (core and general positions) shall be elected annually at a general meeting. The retiring members of the Committee shall be eligible for re-election. All positions are honorary only.

A Club President shall be elected by the Committee for a three-year term.

Nominations of candidates for election to the Committee must be made by a current First-Claim club member to the General Secretary prior to the Annual General Meeting and must be seconded by another First-Claim club member.

If a Committee position becomes vacant then the Committee may approve the appointment of an individual up to the date of the next AGM to enable the effective management and administration of the club.

The Committee shall have the power to appoint sub-committees and necessary positions to meet on its behalf in respect of special matters.

 

  1. MEETINGS OF THE COMMITTEE

The Committee shall meet when notified by the General Secretary or at the request of two members of the Committee.

 

  1. ABSENCE FROM COMMITTEE

Any member of the Committee who is absent from three consecutive Committee meetings without good reason, or having previously notified the Secretary, will be understood to have resigned his or her position.

 

  1. DUTIES OF SECRETARY

The Secretary (General Secretary) will attend the meetings of the Committee and take notes or arrange for notes to be taken of the proceedings. The notes will be posted on the Club website and may be printed in newsletters.

 

  1. FINANCE

All monies received on behalf of the Club shall go into a Club funds bank account and no separate funds shall be created. The accounting of all monies and the keeping of proper accounts shall be the responsibility of the Treasurer. The management and decisions on use of funds shall be the responsibility of the Committee.

 

  1. ELECTION OF MEMBERS

Applications for membership or requests to join the Club can be made at any time by submission to the Membership Secretary.

Once accepted membership shall be effective from the date of acceptance or payment of any required membership fees. The Committee may agree to waive the membership fee for an individual applicant or prospective group of applicants.

Applications for membership shall be made using the appropriate and published form (e.g. paper, electronic etc…) to the membership secretary.

The membership secretary shall publish a membership list identifying all existing members. All personal information will be treated as confidential and shall not be used for any inappropriate purpose.

Existing members may lodge an objection to any new membership within six months of the new member joining the Club. This must be considered by the Committee within one month and either accepted or rejected. If accepted then the person’s membership will be cancelled and the member notified accordingly.

The Committee has the right to issue warnings or to end the membership of individuals who behave in a way that is inconsistent with the rules or values of the Club; including those published for individual Club activities through appropriate means (e.g. website, forum, email etc…).

 

  1. DISCIPLINARY ACTIONS AND COMPLAINTS

Members are expected to act in the best interests of the Club, by observing the law and being courteous to other road users and participants of events.

Members are expected to follow any guidelines or rules that are either published or advertised by organisers of rides, activities or events. This includes those organised by fellow club members and non-club members, and organisations to which the club is affiliated.

Any complaints about a club member should be sent to the General Secretary and Membership Secretary, including those by fellow members.

If a complaint is received about a member they will be asked to provide an explanation or to respond to the complaint.

The Committee may issue a warning, temporarily suspend or permanently exclude a member who is considered guilty of conduct detrimental to the Club or who has breached the club rules. The Committee decision will be governed by the severity of the breach and the number of breaches.

  

  1. SECOND CLAIM MEMBERS

Second claim members must be first claim members of another British Cycling affiliated club. They shall be subject to all the privileges and rules of first claim membership and will be required to pay the full membership fee; however they will:

  1. Not hold any official position within the Club.
  2. Not vote at any Club meetings.
  3. Not take an award in a Club event.

Persons resigning first claim membership of the Club may apply for second claim membership.

 

  1. SUBSCRIPTION

Subscription fees and conditions for the categories of membership will be reviewed annually by the Committee. They will not include the fee for individual licences or affiliations, which are to be met by each member.

The Club will employ a clear and published structure for membership fees. This may include an annual membership fee and an administration fee for new members; or similar charges as approved by the Committee.

It is a pre-condition of membership that each member must also be a member of British Cycling.

Members will be alerted by email at the end of each period of membership and reminded to renew; they will then have 28 days in which to do so.  If they do not renew they will then receive one further and final reminder. If after a further 14 days they still have not renewed they will receive a warning by email from the relevant Club secretary that they are no longer a member of Dulwich Paragon Cycling Club. In which case, they may not: represent the Club in any form; participate in any competition promoted by the Club or governed by the rules of a cycling body requiring Club membership; participate in any organised club rides (such as the Saturday ride); or, purchase Club kit or benefit from any commercial member benefits (such as discount schemes with local traders).

Any past member who renews their membership after four months of their previous membership expiring may be asked to rejoin the Club, as if they were a new member. They may be required to complete any necessary pre-requisites (see section 4 above) and may be required to pay an administration fee in addition to an annual membership fee.

The age limits and definitions of juvenile or junior members shall be the same as those used by British Cycling. Youth and Young Adult membership may be granted to any applicant who is 21 years of age or less.

  

  1. ANNUAL GENERAL MEETING

An Annual General Meeting of the Club shall be held once each year not more than 12 months after the previous AGM. A minimum of ten days’ notice of this meeting shall be given to all members.

Items for discussion at the meeting and nominations for positions must be submitted to the General Secretary at least seven days before the date of the meeting by a Club member.

The Annual General Meeting shall:

  1. Receive reports from all current or outgoing Club officials on the Club’s performance and activity in their areas of responsibility over the last 12 months.
  2. Elect the Committee for the next 12 months.
  3. Decide upon any resolution which has been submitted to the General Secretary by any member at least 7 days prior to the date of the meeting.
  4. Discuss any other business raised by Committee members.

 

  1. SPECIAL GENERAL MEETING

On receiving a request from twenty members, at least one of whom must be a current member of the Core Committee, the General Secretary shall call a Special General Meeting, giving at least seven days’ notice to Club members.

 

  1. VOTING AT ANNUAL OR SPECIAL GENERAL MEETINGS

All first claim members, including all members of the Committee, shall have one vote. In the event of equality of votes then motions shall be deemed lost. Single issue votes may be carried out without a meeting and can be decided by any appropriate means (e.g. post, electronic ballot etc…).

 

  1. CHANGES TO THE CLUB RULES

The Committee shall be empowered to make, alter or amend the Club Rules provided that:

  1. The rules are approved by three members of the Core Committee and a simple majority of the General Committee, and
  2. Club members are notified of changes and no more than 10% of Club members object by notification to the General Secretary within 14 days of notice being given.

  

  1. OBSERVANCE AND INTERPRETATION OF RULES

Every member binds him or herself to abide by the rules of the Club, and to accept as final the decision of the Committee as to the interpretation thereof in any dispute, and may otherwise have their membership terminated.

 

  1. TROPHIES AND AWARDS

Trophies and awards shall be awarded irrespective of membership status at the time of the presentation. However, if the qualifying recipient has since left the Club, or moved away, the trophy will remain in the possession of the Club and a commemorative plaque or medal may be issued instead.

 

  1. EXPENDITURE

Any financial commitment or payment using Club finances by a Club member must be approved by the Club Treasurer and either the Club Chairman or General Secretary. They will be restricted in amount to available and unallocated funds that the Club has within its possession (i.e. within the Club bank account).

No Club member can commit the Club to any contract or expense, or have the respective necessary capacity to act, without the consent of the Treasurer and either the Chairman or General Secretary. Any member that acts without the necessary capacity to act or the above consent may be personally liable for any financial commitments or debts.

The funds for any proposed Club expenditure will be allocated and set aside in advance of any financial commitments being made.

The Club may meet the reasonable expenses of those members involved in the Club’s business (e.g. travel to official meetings, postage and publicity for events) subject to the approval of any two of the General Secretary, Chairman and Treasurer.

The Club may meet the reasonable costs of any member that takes part in any national level cycle race on application, and following approval from the Treasurer, and either the General Secretary or Chairman.

 

  1. CLUB ASSETS AND PROPERTY

Club finances may be used to purchase property or assets for the purpose of the clubs object.

Any Club assets or property held by a club member will be held on trust for the benefit of all club members. They will be held by individuals on behalf of the Club.

The Committee will be responsible for any management decisions relating to the acquisition, disposal or management of the asset.

Assets or property should always be in the possession and control of a current club member and, where possible, a member of the Committee or an appropriate delegate as approved by the Committee.

In the event that the Club is dissolved then any necessary decisions about the management of club assets and property owned at that time will be made by the Committee. Any proceeds from the sale of any Club assets or property would firstly be used to pay for any existing Club debts and any remainder would be divided equally amongst Club members at the time of the Club being dissolved.

 

  1. SPONSORSHIP

The Club is not sponsored and does not endorse or support any company or product other than receiving and acknowledging prize money and donations. Any applications to sponsor the Club in the future will be decided by the Committee.

 

  1. AFFILIATIONS

The Club will affiliate to organisations as required to meet its object (above). This may include the following:

  • British Cycling (BC)
  • Cycling Time Trials (CTT)
  • South East Road Race League (SERRL)
  • Southern Counties Cycling Union (SCCU)
  • Womens Cycle Racing Association (WCRA)
  • London Cyclo Cross League (LCCL)
  • League of Veteran Racing Cyclists (LVRC)

 

  1. COMMUNICATIONS

General communications, announcements and messages to Club members will use means that are regularly used by members to communicate with each other, such as the club forum and direct emails to members; unless special arrangements (e.g. braille, audio recording etc…) are required. If special arrangements are required then the Club General Secretary should be notified by the respective individual member or a representative acting on their behalf.