SLEAFORD WHEELERS CYCLING CLUB Constitution, Rules, Regulations and Code of Conduct 2024
The club shall be known as Sleaford Wheelers Cycling Club
The purposes of the Club are to promote cycling and community participation in the sport in and around Sleaford and the surrounding area
The Club colours shall be in a design approved by the Committee and members shall (where practicable) wear Club colours at all times and particularly when representing the Club in an event
Membership and Subscriptions
4.1 Membership shall be open to anyone interested in the sport regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs
4.2 Limitation of membership according to available facilities is allowable on a non-discriminatory basis
4.3 The Club may have different classes of membership and subscription on a non-discriminatory and fair basis, and shall keep subscriptions at levels which will not pose a significant obstacle to members in so far as this is possible
4.4 Club membership shall be from 1st February to 31st January in the following year; any person joining on or after 1st October shall not be required to re-subscribe for the following year. Any person failing to renew their membership by the end of February shall cease to be a member of the Club from that date
4.5 Club subscriptions for the forthcoming year shall be decided at the AGM or by the Committee
4.6 The President and Vice President(s) together with those members over the age of 80 years shall be Honorary Members and no payment shall be required
4.7 Family membership shall be open to a maximum of two adults and all children under 18 years of age (or in full time education) living together as a household; the family may join either as first claim or second claim but all members within the household must have the same level of membership
4.8 The Committee may refuse membership, or remove it, only for good cause and in the event that the conduct of any member is considered detrimental to the interests of the Club, the Committee may make such decision(s) as considered necessary; appeal against refusal for membership or removal of any member may be made to an appointed panel consisting of Club members
Annual General Meeting (AGM)
5.1 The Club shall hold an AGM once in every calendar year (to take place no more than 15 months following the previous general meeting)
5.2 Notice of the AGM shall be delivered to all members at least 14 days before the meeting; all fully paid up first claim members shall be eligible to vote and stand for election as Officers of the Club; second claim members may not vote but may serve on the Committee in other capacities
5.3 Members wishing to put forward motions to the AGM shall give notice in writing to the Secretary at least 7 days before the AGM
5.4 A Committee consisting of a Chair, Treasurer and Secretary shall be elected at the AGM all of whom shall serve until the next AGM; additional Committee members may be elected at the AGM or co-opted by the Committee
5.5 At the AGM the Treasurer shall produce accounts of the Club for the latest financial year audited as the Committee shall decide; the Secretary (together with other persons as agreed by the Committee) shall present a report on the Club’s activities since the last AGM; such accounts and reports shall be made available for inspection by any member of the Club
5.6 The members will appoint a suitable person to audit the accounts
5.7 The members present shall discuss and vote on any resolution and deal with any other business put to the meeting
An Extraordinary General Meeting (EGM) shall be called by the Secretary within 14 days of a request to that effect from the Committee or on the request in writing signed by not less than 12 members; the Secretary shall give written notice to all members that the EGM shall be held (at a place decided upon by the Committee or in default by the Chair) on a date not less than 14 nor more than 21 days from the date of issue of that notice
Committee
7.1 The Club shall be administered by a Committee as set out in clause 5.4 above and shall consist of a minimum of three and a maximum of 12 persons (including elected Officers)
7.2 Any Committee members may be re-elected or re co-opted without limit
7.3 The Committee shall have responsibility for the management of the Club, its funds, property and affairs and shall have due regard for the law on disability discrimination and child protection
7.4 The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by these Rules
7.5 The Committee shall have the authority to settle any matter not provided for in the Rules or Regulations and to introduce such new Rules and Regulations as they may think necessary, and all members shall abide by those decisions in events (or on Club runs) organised by the Club
Sub-Committee
8.1 The Committee may delegate any of their functions to one or more sub-committees and shall specify the scope of its activities and powers, the extent to which it may commit funds of the Club, its membership and its duty to report back to the Committee
8.2 The Committee may wind up a sub-committee at any time or change its mandate or operating terms
Committee Meetings - The Committee may decide its own way of operating and in default the following rules shall apply:
9.1 At least three Committee members must be present for the meeting to be valid
9.2 All meetings may be held face to face or by online video conferencing
9.3 A resolution in writing signed by (or otherwise agreed by) every Committee member shall be valid without a meeting
9.4 Meetings shall be presided over by the Chair or such other person as shall be agreed by the Committee
9.5 Decisions shall be by simple majority and all Committee members shall have one vote except the Chair, who may only have a casting vote on a tied decision
9.6 The Club’s President, Vice President, BC and CTT representatives all be entitled to attend and vote at committee meetings; all other members may attend such meetings but may not vote
9.7 A Committee member having a personal interest in a matter to be discussed at a meeting shall declare that interest and withdraw from that part of the meeting (unless asked to stay) and may not be counted in the quorum for that agenda item; the member shall withdraw during any vote and may not vote on that matter
9.8 Records of club meetings shall be made available for inspection by any Club member
Powers of the Committee - The Committee shall have the power (strictly to advance the purpose of the Club consistently with these Rules and the general law) to:
10.1 Acquire and provide grounds, equipment, coaching, training and playing facilities, club house, transport, medical and related facilities
10.2 Provide coaching, training, medical treatment and related social and other facilities
10.3 Employ and engage other persons to provide services
10.4 Take out insurance for the Club, contractors, guests and other third parties
10.5 Raise funds by appeals and subscriptions
10.6 Buy, lease or license property and sell, let or otherwise dispose of the same
10.7 Make grants and loans and provide other benefits
10.8 Set aside or apply funds for special purposes or as a reserve
10.9 Deposit or invest funds in any lawful manner
10.10 Co-operate with or affiliate to any bodies regulating or organising the sport of cycling (or any club or body involved with it) and Government and related agencies
10.11 Do all other things reasonably necessary to advance the purposes of the Club including the promotion of such racing and social events as shall be decided at the AGM or by the Committee
Prize Presentation
The Club shall hold a prize presentation event each year. Members shall keep any trophies belonging to the Club in a clean condition and shall return these to the designated official on request; an individual ceasing to be a member of the Club shall be entitled to attend the annual prize presentation and receive any trophy due to him/her, the trophy being returned to the Club at or before the conclusion of the prize presentation
Safety
12.1
Members participate in all club events, whether on or off the public highway, entirely at their own risk
12.2 Members are advised to take out 3rd party insurance offered through Cycling UK or British Cycling or other similar organisation
12.3 Members should not wear earphones, or similar when riding
Club Activities Members must obey the law in all club events (including club runs) and when racing obey the rules of the relevant organising body
Club Rides
14.1 The Club shall organise a variety of club rides depending upon the Club's membership but members should recognise it is impracticable to cater for every individual need
14.2 Club rides shall be under the supervision of the club captain or (in his/her absence) by a designated ride leader and shall be in accordance with such rules or regulations approved by the Committee
14.3 Non-members may participate in up to two club rides as invited guests, after which they would be required to join the club
14.4 All riders under 18 years of age must provide a signed parental consent form before taking part in a club ride
14.5 The minimum age for unaccompanied children on a club ride is 13 years
14.6 Children under 13 years may only participate in a club ride if accompanied by a parent or a responsible adult acting in loco parentis. A signed parental consent form is still required
14.7 Before participating in a club ride for the first time, all under 18s (or parent of) must contact the club secretary so that they can be allocated to the most appropriate group
14.8 Under 18s may only ride in a group at the ride leader’s discretion.
14.9 Under 18s may only move to a more challenging group if the ride leader/ leaders agree that they are ready
14.10 Instructions from the Club Captain and/or designated ride leaders shall be obeyed by all participants
14.11 All riders must wear a cycling helmet that meets European safety/manufacturing standard CE EN1078 (or such other safety standard which supersedes that Standard) on all official club runs
14.12 Riders shall use mudguards during winter months and in particular during the period October-February
Club Racing
15.1 All competitive events shall be run in accordance with the rules and regulations of the appropriate governing body
15.2 The Club promotes time trials under Cycling Time Trial regulations, a copy of which can be found at www.cyclingtimetrials.org.uk
15.3 Entry fees to weekly time trials will be reviewed and implemented annually by the committee
15.4 All racing fees for club events shall be paid before the competitor is allowed to start
15.5 Second claim members are welcome to participate in club time trial league events but will not be eligible for club league points, club championship placings or other club prizes.
15.6 Where entry to a club evening event is over-subscribed the Race Secretary may select competitors based on the following categories (in order of precedence):
1. First claim members having pre-paid entry fees
2. Other first claim members
3. Second claim members
4. Other riders wishing to ride a private trial
15.7 The criteria/rules for awards and competitions shall be determined by the committee and published on the club website at the start of each year (February)
15.8 The committee may also approve additional awards during the season as appropriate
15.9 All awards will be presented at the annual Club Dinner (unless circumstances prevent it)
These Rules may be amended at a general meeting of the Club by two-thirds of the votes cast but not to alter its purposes unless the procedure set out in Clause 17 below has been followed
The Club’s Purposes in Clause 2 above may be changed to include another eligible sport if supported by the unanimous agreement of the Committee and 75% of votes cast by members
Winding Up of the Club
18.1 Members may vote to wind up the Club if not less than 75% of those present and voting support that proposal at a properly convened general meeting
18.2 In the event of such a decision the Committee shall be responsible for the orderly winding up of the Club’s affairs and disposal of assets
18.3 After settling all liabilities of the Club the net assets shall be disposed of to such other club, charity or organisation having similar sports purposes as the Committee shall in its reasonable decision think fit
SWCC Code of Conduct for Members
As a friendly and welcoming club, SWCC aims to provide a safe, fun and enjoyable cycling experience for all members and guests. With this in mind we ask all members of SWCC to agree to follow the SWCC Group Riding Guidance and to abide by the club’s Code of Conduct:
As a member of the club, you are representing SWCC and we ask that you:
Follow the highway code at all times respecting the rules of the road, riding with courtesy, maintaining safe riding habits and respecting all other road users.
Treat each other with respect and not bring yourself, the club or the sport of cycling into disrepute.
The conduct of all members must be such that they do not cause upset or foster a negative environment for other members. Any form of bullying, abuse, discrimination, or harassment is unacceptable.
If you have any concerns about the treatment or behaviour of club members, or any feedback which might not represent the club in a positive light then please contact a member of the Club Committee directly and not through social media channels. All complaints and feedback will be taken seriously and reviewed by the committee.
