Constitution

ELY CYCLING CAMPAIGN

CONSTITUTION

1. Name

The name of the Group shall be Ely Cycling Campaign (hereinafter referred to as the Group).

2. Objects

The objects of the Group shall be to improve conditions for cyclists and to encourage cycling for all purposes.

3. Area

The nominal area covered by the Group shall be Ely and surrounding villages. However the Group may undertake work outside this area at the discretion of the committee.

4. Membership

4.1 Individual membership shall be available to any person aged 16 or over upon payment of the appropriate fee. Individual members shall be entitled to all the benefits provided by the Group, and shall be entitled to vote and to stand for election to the Committee.

4.2 Junior individual membership shall be available to any person aged between 12 and 15 inclusive upon payment of the appropriate fee (if any). Junior individual members shall be entitled to all the benefits provided by the Group, but shall not be entitled to vote or to stand for election to the Committee.

4.3 Household membership shall be available to households containing individuals of any age, and shall include all members of the household who are not members in another category, provided that there are at least two such members of the household. All those included in the household membership shall be entitled to all the benefits provided by the Group (except that only one copy of any printed material will be provided), but only those aged 16 or over shall be entitled to vote and to stand for election to the Committee.

4.4 Affiliated membership shall be available to any body or institution which wishes to associate itself with the objects of the Group, upon payment of the appropriate fee and subject to approval by the Committee. Benefits to affiliated members will be as may from time to time be decided. Personal benefits and voting rights will not apply to affiliated members.

4.5 All memberships shall run from annual general meeting to annual general meeting. Members joining between annual general meetings will pay a reduced fee (if applicable) for the period to the following annual general meeting, at a rate to be determined by the annual general meeting.

4.6 Honorary membership may be bestowed by the Committee upon any individual who it is considered may be influential in furthering the aims of the Group. Honorary membership, which shall be renewable annually, shall entitle each such member to the same benefits of membership as affiliated membership. Personal benefits and voting rights will not apply to Honorary members.

4.7 No person shall concurrently be a member in more than one category.

4.8 Membership fees shall be decided by the annual general meeting.

4.9 The Committee shall have the right to refuse, suspend, or cancel any membership. The reason shall be given and there shall be a right of appeal to the following annual general meeting, provided appropriate notice is given.

5. Officers and Committee

5.1 The Honorary Officers of the Group shall be a Chair, a Secretary, and a Treasurer.

5.2 The Group shall be managed by a Committee, comprising the Officers, and such additional members (if any) as shall be determined from time to time. Should the Committee desire to change the number of additional members this shall be put to a poll of individual members, and household members entitled to vote, in accordance with the provisions of section 9 below, not less than six weeks before the next annual general meeting. If the change is approved by the poll it shall take effect from the next annual general meeting.

5.3 The Officers, and additional committee members (if any), shall be elected at the annual general meeting. Nominations shall be either in writing in advance and countersigned by the nominee to indicate his or her approval, or of a person present at the meeting. All positions shall run from the end of that meeting to the end of the annual general meeting following. The Committee shall have power to fill vacancies during the course of the year.

5.4 All members of the Committee may vote at meetings of the Committee. In the event of an equality of votes the Chair shall be entitled to make a second and casting vote. If the Chair declines to make such a second and casting vote, the motion shall be deemed not to have been passed.

5.5 Meetings of the Committee may take place in person or by electronic communication. No member of the Committee shall be unfairly disadvantaged by the means of communication chosen.

5.6 The quorum for a committee meeting shall be one half of the Committee members.

5.7 The Committee may invite such other persons to attend its meetings as is considered appropriate but such persons shall have no voting rights.

5.9 The Committee, or the annual general meeting, may appoint individual members of the Group, who are not members of the Committee, to carry out specific roles in furtherance of the aims of the Group. Such appointments shall be renewable annually by the annual general meeting. Where such an appointment is made by the Committee between annual general meetings the appointment shall run to the next annual general meeting, at which it may be renewed.

5.10 The Committee shall make arrangements for the keeping of minutes of all its meetings.

6. Finance

6.1 The financial year for the Group shall be 1 March to 28 February.

6.2 All funds collected by or raised in the name of the Group shall be accounted for as required by the Committee and banked and/or invested in the name of the Group.

6.3 Authority to operate bank and investment accounts shall be vested in three Committee members nominated by the Committee but the signature of any two of these persons shall be sufficient on cheques etc.

6.4 The right to appoint an Auditor shall rest with the annual general meeting. If so such appointment is made, or if the audit is unable to carried out by the appointed Auditor, the Committee shall have power to appoint an Auditor. The Auditor may not be a member of the current Committee nor have been a member of the Committee in the financial year to be audited.

6.5 For the purpose of the audit, the Auditor shall inspect the books of the Group and may seek any further information relating to them as he or she thinks necessary.

6.6 Upon dissolution of the Group, any funds remaining shall be donated to a national cycling campaign organisation. The choice of organisation shall rest with the Committee at the time of dissolution.

7. General meetings

7.1 An annual general meeting shall be held each year in September to receive the annual report and accounts, appoint an Auditor, elect Officers and Committee and to deal with any other competent business.

7.2 Resolutions to be moved at an annual general meeting shall reach the Secretary by 31 August preceding. Other matters may be discussed if time permits, but voting on those matters cannot be binding.

7.3 An extraordinary general meeting shall be held upon a decision of the Committee or by a request to the Secretary signed by at least five members of the Group (excluding junior individual members, household members aged under 16, affiliated, and honorary members). Any resolution to be moved shall accompany the request and no other resolutions shall be permitted at the meeting.

7.4 Members (other than affiliated and honorary members) shall be given at least 14 days notice in writing of general meetings and the resolutions to be moved thereat.

7.5 All members of the Group shall be entitled to attend general meetings upon production of proof of membership. Members aged under sixteen must be accompanied by a parent, carer, or other appropriate responsible adult when attending general meetings.

7.6 The quorum for a general meeting shall be ten members entitled to vote, or twenty-five percent of the membership entitled to vote, whichever is the lower.

7.7 The Chair of the Committee shall chair the meeting. If there is no Chair of the Committee, or if he or she is not present within fifteen minutes of the time appointed for the meeting, the members present and entitled to vote shall choose one of their number to chair the meeting.

7.8 Voting at general meetings shall be restricted to individual members and household members aged 16 or over. Every such member shall have one vote. In the event of an equality of votes the chair of the meeting shall be entitled to make a second and casting vote. If the chair of the meeting declines to make such a second and casting vote, the motion shall be deemed not to have been passed.

7.9 Ordinary resolutions approved by a majority of those present and voting at general meetings shall be binding except if they would result in the insolvency of the Group, except as provided for under section 9.2 below. Resolutions to alter the Constitution shall require a two-thirds majority of those present and voting.

7.10 Arrangements shall be made for the keeping of minutes of all general meetings.

8. Relationships with other organisations

The Group may, at the Committee’s discretion, affiliate to organisations whose primary aims include improving conditions for cyclists and encouraging cycling for all purposes. Such affiliations shall be reviewed annually by the Committee.

9. Poll of the membership

9.1 Any matter, including decisions of the Committee or general meetings, may be put to a poll of individual and household members aged 16 or over, by decision of the Committee or by a request to the Secretary signed by at least five individual or household members aged 16 or over.

9.2 Upon receipt of a valid request for a poll, any decision to which the request refers shall be suspended.

9.3 Polls shall be carried out by postal ballot. An electronic poll may also be provided as an option.

9.4 Two weeks following dispatch shall be allowed for replies to a poll.

9.5 The majority decision of such a poll shall be binding, except if this would result in the insolvency of the Group. Alterations to the Constitution shall require a two-thirds majority of those voting.

10. Alteration of the Constitution

The Constitution may be amended by a resolution at a general meeting or by a poll.

11. Other matters

11.1 Any matters not covered by the Constitution may be decided by the Committee.

11.2 In any case where communication is required by this Constitution to be in writing, writing shall include e-mail messages and similar means of electronic communication.

21/4/12


2 thoughts on “Constitution

  1. andy Post author

    I think that should read

    5.5 Committee meetings may take place in person or by electronic communication.

    I’ll update it

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