PORTSMOUTH NORTH END CYCLING CLUB

CONSTITUTION

1. Name of the Club

The Club shall be called ‘Portsmouth North End Cycling Club’ (hereinafter referred to as ‘the Club’) and shall be affiliated to British Cycling, Cycling Time Trials, Cycling UK and other bodies as shall be from time to time determined.  The Club racing colours shall display the original club badge.^[1]

2. The purpose of the Club is

• To actively promote and represent the sport and pastime of Cycling in the local community.
• To continuously enable and encourage inclusive participation throughout our activities, group riding, competition, coaching.
• To conduct all matters in a way that is inclusive, fair, transparent and in the best interests of the membership and local community.
• To ensure due diligence and a duty of care to all members and to all non-Club members who participate in Club activities.

3. Membership

1. Membership of the club shall be open to anyone interested in promoting, coaching, volunteering or participating in the pastime or sport of cycling, regardless of gender, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.  However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
2. The membership shall consist of the following categories:

• Full member, also known as a ‘First Claim’ member.
• Associate member, also known as a ‘Second Claim’ member.
• Friend of PNECC ( social events, no riding)
• Student Membership, under 23 years in Full-time Education.^[2]
• Under 18 years old Membership, also known as Junior or Youth member.^[3]
• Event ONLY Member (specific event).^[4]
• Life member.

3. All members will be subject to the regulations of the Constitution and by joining the Club will be deemed to accept these regulations, the Club Rules and other recognised codes of practice that the Club has adopted.^[5]
4. All of the above members, except Associate Members, Friends of PNECC Members and Event Members, shall be eligible to participate in the sport of cycling in the name of the club. Associate members are eligible to participate in non-competitive group cycling. Associate members and Friends of PNECC Members are eligible to participate in supportive roles, the pastime of cycling and social activities..
5. Members in each category will pay membership fees as mandated at the Annual General Meeting. Full, Associate & Friend fees for new members joining in a year shall be reduced at the end of March, June, and September.

4. Standards, Conduct and Equity

1. The Club is committed to the highest standards of conduct and transparency, and effective checks and balances, which are reviewed and updated regularly.
2. The Club shall exercise a duty of care to all participants involved in Club activities.
3. The Club representatives, Committee members, role holders, members and those associated with the Club on its behalf, shall act in the best interests of the Club and fellow members, ethically, fairly and with full transparency.
4. Conflicts of interest shall be declared and registered to ensure decisions are presented in full and made in the best interest of the Club and not to the benefit of an individual or any external organisation.
5. The Club is committed to ensuring that equity is incorporated across all of its activities. In doing so it acknowledges and adopts Sport England’s definition of sports equity.
6. The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of cycling, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
7. The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
8. All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
9. The Club will deal with any discriminatory, ethical or conflict of interest behaviour seriously and in accordance with the Club’s disciplinary procedures.
10. The Club shall deal with Conduct or behaviour likely to bring the Club or sport into disrepute seriously and in accordance with the Club’s disciplinary procedures.

5. President and Committee

1. The Club will be led by an elected President and, optionally, an elected Vice President.
2. The affairs of the Club shall be conducted by an elected Committee which shall consist of a Chair, Vice Chair, Secretary, Treasurer, Road Secretary, Time Trial Secretary, CX & Track Secretary, Club Captain, Social Secretary, Kit Provider, Coaching Coordinator, Media & Public Relations Officer and Ordinary Members’ Representatives for both genders.^[6] [7] 
3. The President and the officials of the Committee are to be ‘Full’ members and shall be elected by a ballot of the membership at the AGM or other meeting held for that purpose.  The term of office shall be one year and all members, except ‘Associate’ members, shall be eligible for election.
4. If any post should fall vacant after such an election the Committee reserves the right to fill the vacancy from the ordinary membership until the next AGM.^[8]
5. The Committee will be responsible for adopting new policies and publishing codes of practice which enable the safe and equitable operation of the Club and will have the power to appoint non-voting advisers to the Committee as necessary to fulfil its business.
6. The Committee, or a delegation formed for that purpose, is responsible for disciplinary hearings of members who infringe the Club’s Rules, Constitution or published codes of practice. The Committee will be responsible for taking any necessary action following such hearings.
7. Guidance contained within the Club website shall, by default, be endorsed by the Committee and shall be considered to be a reflection of the Committee’s collective position on relevant matters when viewed by both Club members and non-Club members.
8. Committee meetings shall be convened by the Secretary and held approximately eight times per annum.  The Secretary shall keep a record of Committee Meetings, Annual and Extraordinary General Meetings and other meetings or proceedings as directed by the Chair. The format of Committee meetings shall be face to face round table in person or, by exception, Committee members may request to join by video or phone call. Regular participation of Committee members is essential to fulfil the expectations of the position; namely, active engagement, support, listening and cooperation between role holders.
9. The quorum required for a Committee meeting to be able to conduct the affairs of the Club is a simple majority of the above elected officials.  No such meeting is valid unless all officials have been notified 15 days in advance.
10. Committee meetings are open and any paid-up Club member may attend. Only elected officials may vote on matters at these meetings.  Such officials shall be confirmed by the Chair of the meeting. Any member occupying more than one role may only have one vote.
11. Whenever a Committee member has a personal interest in a matter to be discussed, he/she must declare it and withdraw from that part of the meeting, unless asked to stay; his/her presence is not to be counted in the quorum for that agenda item and should withdraw from any vote on the matter concerned.
12. The Chair of the meeting shall not vote for any motion unless there is a 50/50 split between all other voting members; only then will the Chair have the casting vote.
13. The Chair shall ensure Committee Meeting Minutes are distributed to members no more than 7 days after closure of a meeting by the Secretary or, in their absence or non-availability, another member chosen at the meeting.

6. Property, Physical Assets and Finances

1. All Club property is the responsibility of the Trustees, these being the Chair, Secretary and Treasurer during their terms of office.
2. The Treasurer will be responsible for the finances of the Club.
3. All Persons receiving money on behalf of the Club shall do so with the prior agreement and approval of the Treasurer.
4. All Club monies will be banked in an account held in the name of ‘Portsmouth North End Cycling Club’.  The three Trustees are the signatories for the account.
5. Any payment made from the bank account, or cheques drawn against the club bank account shall have digital approval or signature of two out of three trustees..
6. The financial year of the Club shall be from 1 October to 30 September.
7. An examined statement of annual accounts will be presented by the Treasurer at the AGM.
8. All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.
9. The property, registered name Portsmouth North End Cycling Club and funds of the Club shall be used for the benefit of members and not direct or indirect private benefit. Any permitted exceptions shall be published in full to members; conflicts of interest shall be stated and safeguards shall be applied.
10. The Club’s Asset Register shall be maintained and readily available for the convenience of all members, with the express objective to maximise use and benefit of assets for all members.
11. The Asset Register and Asset valuation shall be provided by the Secretary to the Treasurer as part of the Club annual accounts.

7. Social Media and Digital Assets

1. The Media & Public Relations Officer will be responsible for the Social Media & Digital Accounts of the Club, and delegation of use.
2. The Social Media and Digital Assets registered, operated or created in the name Portsmouth North End Cycling Club shall be used for purposes of the Club.
3. All Social Media and Digital Assets created for the purposes of the Club are property of the Club.  
4. All Persons creating or administering Social Media and Digital Assets on behalf of the Club shall do so with the prior agreement and approval of the Media & Public Relations Officer.

8. Annual and Extraordinary General Meetings

1. General Meetings are the means by which the members of the Club exercise their democratic rights in conducting the Club’s affairs.
2. The Club shall hold the AGM at the end of November to

• Approve the Minutes of the previous year’s AGM.
• Receive reports from the Chair and Secretary.^[9]
• Receive a report from the Treasurer and approve the annual accounts.
• Receive a report from the person nominated to examine the accounts.
• Elect the President and Vice President as required.
• Elect the officers of the Committee.
• Vote on any proposed changes to the Rules, including approval of membership fees.
• Consider any proposed changes to the Constitution.
• Deal with other relevant business at the discretion of the Chair.

3. Notice of the AGM will be posted on the Club forum and website 21 days beforehand.  additionally, via members’ forums or social media. Reports and proposed changes to the Constitution or Rules shall be sent to the Secretary (or other nominated member assigned by the committee) no less than 14 days beforehand, after which time the Reports will be promulgated, accompanied by an Agenda.
4. An Extraordinary General Meeting (EGM) shall be called by the Secretary (or other nominated member assigned by the Committee) in response to an application in writing supported by at least 10% of the membership, excluding ‘Associate’ members.  The Secretary (or other nominated member assigned by the Committee) shall also call an EGM by decision of a simple majority vote by all Committee members or in response to a deferment by the presiding officer at an AGM.  The format shall be as for an AGM, tailored to suit the matter in hand.
5. Members, except Associate and Friends of PNECC, shall be eligible to vote at AGMs/EGMs. Associate members only may be able to attend but not vote.
6. A resolution, approved in writing by every Committee member, shall be valid without the requirement for a meeting.
7. The Chair of the meeting shall not vote, unless, for any motion, there is a 50 / 50 split between all other voting members, only then will the Chair have the casting vote.
8. The Chair shall ensure AGM/ EGM Meeting Minutes are distributed to members no more than 7 days after closure of a meeting, or by the Secretary or (in their absence or non-availability) another member chosen at the meeting.
9. Whenever a member has a personal interest in an AGM matter to be discussed, he/she must declare it, withdraw from that part of the meeting (unless asked to stay); his/her presence is not to be counted in the quorum for that agenda item and should withdraw from any vote on the matter.

9. Amendments to the Constitution

1. The Constitution can only be changed through agreement by majority vote at an AGM or EGM.
2. The presiding officer of an AGM (usually the Chair) has the power to defer a proposed Constitutional amendment to an EGM to allow sufficient time for consideration.

10. Discipline and Appeals

1. 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 contact for all members in the event of any child protection concerns.
2. All complaints regarding behaviour of members should be submitted in writing to the Secretary.  If submitted by email, the first line of the complaint should begin with the words “In accordance with the Constitution of the PNECC….”  This is to ensure that the email is given priority.
3. The Committee, or a delegation formed for that purpose, will meet to hear complaints within 21 days of a complaint being submitted. The Committee will be responsible for taking any necessary action following such hearings.
4. The outcome of a disciplinary hearing should be notified in writing to the complainant and the member against whom the complaint was made within 7 days of the hearing.
5. There will be a right of appeal to the Committee following disciplinary action being announced.  The Committee, or a delegation formed for that purpose, should consider the appeal within 7 days of the Secretary receiving the appeal.

11. Dissolution

1. A resolution to dissolve the Club can only be passed at an AGM or EGM if not less than 75% of those present and voting support that proposal.  The Committee will then be responsible for the orderly winding up of the Club’s affairs.
2. In the event of dissolution, all debts should be cleared, firstly, from existing Club funds and, secondly, by monies raised by the sale of tangible assets.  Any remaining assets will be disposed of by the Trustees thus:

• To another local British Cycling registered club with similar aims and not for profit status and/or
• To another local cycling organisation with charitable or not for profit status and/or
• To another local community sports organisation with charitable or not for profit status and/or
• To another local publicly-funded organisation of charitable status.

12. Declaration

Portsmouth North End Cycling Club hereby adopts and accepts this Constitution as a current operating guide regulating the actions of its members.

Updated to V7.0, AGM, 25th November 2023