Didcot Phoenix Cycling Club Constitution

1 Name of Club

The club will be called Didcot Phoenix Cycling Club (hereinafter will be referred to as the Club), and may also be known as DPCC. The Club will be affiliated to British Cycling, Cycling Time Trials and Cycling UK.

2 Aims and Objectives

The aims and objectives of the Club will be:

  • To offer coaching and opportunities to participate and compete in the sport of cycling
  • To promote the club, and the sport of cycling, within the local community and in general 
  • To ensure a duty of care to all the Club’s members
  • To pursue the above aims and objectives in a fair and reasonable manner

3 Membership

(a) Membership of the club is open to anyone interested in promoting, coaching, volunteering or participating in cycling, regardless of their gender, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

(b) Every individual seeking membership shall complete an online application form and submit it together with the applicable annual membership fee, to the Committee for consideration via the British Cycling website.

(c) Membership shall be for a period of one calendar year and shall consist of the following categories:

  • Senior member, for persons aged 18 years old or over as at the 1st of January of the year of membership
  • Junior member, for persons aged less than 18 years old as at the 1st of January of the year of membership
  • Family member, for 2 or more Senior/Junior members living at the same address
  • Honorary membership which the Committee may from time to time, and its discretion, may bestow on any member who, in the reasonable opinion of the Committee, has made an exceptional contribution to the Club. 

(d) All members will be subject to the terms of this constitution and, by joining the Club, will be deemed to accept these terms and any additional Codes of Practice the Club may adopt.

(e) Members in each category will pay membership fees, as determined at the Annual General Meeting. Annual membership fees must be paid within 30 days of becoming a member and, if they are not, then that member will be deemed to have left the Club 

(f) All members are eligible for Club Trophies, Championships and Records provided that they are registered with DPCC as the prime club with the relevant governing body at the time (e.g. CTT or BC), provided that they comply with the terms of this Constitution, including 3(g) below.

(g) Members recognize and acknowledge that, in joining the Club, they are expected to assist and support the Club in pursuing its above-noted Aims and Objectives during each year of their membership. By way of example, such and assistance and support could include: assisting in the organizing or marshalling of events promoted by the Club, assisting in arranging Club social events, awards evenings and any other activity promoted by the Club. Club members may also volunteer their skills to assist in the running, management or development of the club at the direction of the committee 

(h) Members recognize and acknowledge that they should not ride in any club events (i.e. Sunday club runs, training rides, time trials, races, sportives or audaxes) unless that have purchased at least third-party liability insurance.

(i) Members joining the Club on or after 1 October shall be entitled to full rights and benefits of membership until the end of the following calendar year. i.e. if a member joins on 1 October 2019 then they shall remain a member until 31 December 2020.

(j) 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 team unless the applicable membership fee has been paid by the due date and/or membership has been agreed by the Club committee.

(k) No person under twelve years of age will be permitted to participate in any ride organised/arranged by the Club unless accompanied by a parent or other responsible adult.Sports Equity

4 Sports Equity

(a) This 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 any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

(f). To the extent not covered by 4(a) to 4(e) above, the Club endorses and ascribes to British Cycling’s policies and procedures for the Protection of Children and Vulnerable Adults, Equality and Diversity. 

5      Committee

(a) The affairs of the Club shall be conducted by a Committee which shall consist of the President, Secretary, Treasurer, Membership Secretary, Welfare Officer, Performance Director, Participation Director and Promotion Director, all of whom shall be elected at the Annual General Meeting.

(b) All committee members must be members of the Club. 

(c) If required, the Committee shall elect a Vice President from among its members. 

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

(e) If the post of any Committee member should fall vacant after such an election, the Committee shall have the power to fill the vacancy until the following 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 rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

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

(j) Only the individuals fulfilling the roles listed in 5(a) above will have the right to vote at Committee meetings.

(k) The quorum required for business to be agreed at Committee meetings will be a minimum of three of the Committee Members listed in 5(a) above.

6 Finances

(a) The Club’s treasurer will be responsible for the finances of the Club. 

(b) The financial year of the club will run from 1st November to 31 October. 

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

(d) An audited statement of annual accounts will be presented by the Treasurer at the Annual General meeting. 

(e) Expenditure of club funds should be approved by the Treasurer and one of the President or Secretary

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

7 Annual General Meetings and Extraordinary General Meetings 

(a) 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) in the fourth quarter of each calendar year in order to:

  • Approve the minutes of the previous year’s AGM. 
  • Receive reports from the President and Secretary. 
  • Receive a report from the Treasurer and approve the Club’s Annual Accounts. 
  • Receive a report from those responsible for certifying the Club’s accounts. 
  • Elect the members to the Committee. 
  • 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 to the members by the Committee at least 28 days in advance of the AGM.

(d) Members should then submit all their proposed agenda items to the Committee at least 14 days in advance of the AGM. By way of example, such agenda items could include: nominations for Committee members or proposed changes to the Constitution. 

(e) A confirmed Agenda for the AGM will then be circulated to all members at least seven days in advance of the AGM.

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

(g) The quorum for AGMs will be determined at the reasonable discretion of the Committee. 

(h) The President 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 the Committee, or by the Secretary upon receipt of an application supported and signed by at least one third of the Club’s members. In either case, the Committee will circulate the agenda for such EGM to all members at least seven days in advance of the EGM. The quorum for any such EGM shall be determined at the reasonable discretion of the Committee.

8 Club Colours

The Club’s kit design and colours shall be notified to British Cycling. Any changes to the Club’s kit design and colours must be agreed at an Annual General Meeting.

9 Expense Policy

Any member who considers it appropriate to incur expenses in assisting the Club to pursue its aims and objectives as stated in clause 2 above shall, before incurring any such expenses, submit them to the Committee for approval.

10 Amendments to the constitution

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

11 Discipline and appeals

(a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.

(b) All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.

(c) A panel of at least three Committee members will meet to hear any such complaints within seven days of a complaint being lodged. Such panel has the power to take appropriate disciplinary action, including the termination of membership.

(d) The outcome of a disciplinary hearing undertaken pursuant to 9(c) above should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within seven days of the hearing.

(e). There will be the right of appeal following disciplinary action being announced per clause 9(d) above. Any such appeals will be considered either by a further panel of at least three Committee members who did not hear the initial complaint (per 9(c) above) or by the whole Committee. In any event, all such appeals will be heard within seven days of the Secretary receiving the appeal and the outcome of such appeal should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within seven days of the hearing. 

12 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 any clubs funds.  Any assets of the club that remain following this will be distributed amongst registered club members 

13 Declaration

Didcot Phoenix Cycling Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.