Ballymoney Cycling Club Constitution  

1. Name  

Ballymoney Cycling Club - herein referred to as “BCC” or “the Club” or abbreviated to “Ballymoney CC” 

2. Objectives 

The object of the Club shall be to promote, develop and encourage cycling: 

(i) Promote and hold, cycle races and leisure events in accordance with the rules and guidelines established by Cycling Ireland and the UCI. 

(ii) Assist any other association or entity having objectives similar to those of the Club. 

(iii) Collect and distribute information on all matters which pertain to cycling to the local and national media including other groups involved in sport and the promotion of healthy activities. 

(iv) The Club shall not undertake permanent trading activities in raising funds and shall be a non profit making association. 

(v) The Club is non-denominational and non-political and welcomes members irrespective of ethnicity or gender. 

(vi) The Club adheres to Cycling Ireland and Cycling Ulster's Safeguarding Policies and Code of Ethics. 

(vii) Ballymoney Cycling Club aim to promote the sport of cycling in, but not limited to, the  Ballymoney area covered by Cycling Ulster and will be mindful of the need to carry out our functions in a manner which promotes equality of opportunity between: -  

·            Persons of different religious belief, political opinion, racial group, age, marital status or sexual orientation 

·            Between men and women generally 

·            Between persons with a disability and persons without 

·            Between persons with dependents and persons without 

3. Ballymoney Cycling Club Affiliation 

The Club shall be affiliated to Cycling Ireland, or any other UCI affiliated body should the majority of registered club members decide otherwise. 

4. Membership 

(i) Membership of the Club shall be open to all persons interested in the aims of the Club, who agree to abide by its Constitution, Rules and Code of Contact. 

(i) Membership is renewed annually through the Club Secretary on payment of the appropriate subscription. 

(iii) Honorary membership, for individuals who have made significant contributions to the Club/Cycling, may be conferred by majority of those present at a General Meeting. 

(iv) The Club’s membership year shall be the calendar year: from 1st January to 31st December. Membership may lapse no more than 28 days from the beginning of January. 

(v) A new member joining the club after 1^st of September shall pay pro rata the current subscription (i.e. for the months September, October, November and December) to cover the remainder of that year and the whole of the following year up to 31st December 

(vi) Members who do not renew their membership by 31st January may be deemed to have resigned. 

(vii) Members who volunteer to work with children or vulnerable adults will be subject to an AccessNI check. AccessNI enables organisations in Northern Ireland to make more informed recruitment decisions by providing criminal history information about anyone seeking paid or unpaid work in certain defined areas, such as working with children or vulnerable adults. 

(vii) Ballymoney Cycling Club welcomes “Associate” members. The Associate member has a restricted membership, yet allows them to win Inter Club Trophies. The Associate member does not have voting rights and their membership fee is 50% of a “Full” membership fee. An Associate membership is valid for 12 months and on completion can be converted to a “Full BCC Membership.” The BCC committee reserves the right to extend “Associate” memberships should the requirement arise. 

5. The Club Officers and Sub-Committees 

The following club officers and member/s of the committee shall be elected at the AGM to serve for one year or unless stipulated differently, until the conclusion of the following AGM. Assistants and sub-committee members can be co-opted if required during the year in office. 

(a) Chairperson - (post is for a minimum of 24 months) who is the chief executive officer, responsible for the effective management of the Club. The Chairperson shall preside over Committee Meetings and Club General Meetings. The Chairperson shall be one of the three signatories (any two to sign) on the Clubs bank account(s). The Chairperson will normally not be a voting officer; however in the event of an equality of votes, the Chairperson shall cast the deciding vote. 

(b) Vice Chairperson - to act in the absence of the Chairperson, with the same responsibilities, but will not   be required as one of three signatories on the club’s bank accounts. 

(c) Club Secretary - (post is for a minimum of 24 months) who is responsible for minute-taking at all meetings and for ensuring that information about all matters affecting the Club is communicated to members efficiently and expeditiously. The Secretary shall be one of the three signatories (any two to sign) on the Club s bank account(s). The Secretary is also responsible for collating all membership information and keeping records, collecting of subscriptions for renewals and new members and all issues relating to membership. 

An Assistant Secretary can be co-opted by the Secretary if required, sharing responsibilities as of the Secretary.  
 

(d) Treasurer - (post is for a minimum of 24 months) who is responsible for overseeing the club finances; the Treasurer shall be one of the three signatories (any two to sign) on the Club s bank account(s). 

An Assistant Treasurer can be co-opted by the Treasurer if required, sharing responsibilities as of the Treasurer. 

(e) Race Secretary - who is responsible for all issues relating to Open and Club races and working to ensure the safety of the all members while engaged in Club races. Unless decided otherwise by the committee, the Race Secretary will be responsible for ordering, sale of, and maintaining the stock of Club kit, and liaising with the treasurer in all of these matters. 

Race Sub-Committee - a maximum of four sub-committee members may be co-opted by the Race Secretary to accompany him/her to liaise and help the Race Secretary co ordinate and plan events and make representation to the club at designated club meetings throughout the year. This sub-committee will instruct the Chairperson/Committee/PRO of their proposals for each calendar year and report at every designated monthly meeting of their progress. The sub-committee will take care of marshalling at club races/events, organize races and competitive events in the yearly race calendar. 

(f) Woman and Youth Development Officers (Maximum of 2). The officer(s) will work in the promotion, encouraging and assisting of woman and young cyclists. They will organize and facilitate all abilities, ensuring the correct information and guidance is given. Both officers will liaise regularly with youth and woman members, not only with BCC members but with other clubs and schools in an ongoing quest to get the best for all athletes. A WYDO may hold another position within the club. A report will be submitted to the BCC Committee at each General Meeting, notifying the club of progress, plans and upcoming events.  

The Woman and Youth Development Officers may appoint a sub-committee with a maximum of four members if deemed necessary.  

(g) Safeguarding Officers (2 of) - who are responsible for ensuring that the Club is compliant and up to date with all legislation and regulations relating to the Protection of Children and Vulnerable Adults within the club in accordance with Cycling Ireland and Cycling Ulster guidelines. 

(h) Leisure Secretary – The Leisure secretary is responsible for the collection and distribution of matters relating to “Leisure” events and the notification of all members about upcoming events. The Leisure secretary or appointed Leisure Subcommittee member will report at each club meeting the progress of the leisure groups and any proposed events that the secretary and the subcommittee have planned/are planning.  

Leisure Sub-committee – a maximum of four sub-committee members may be co-opted by the Leisure Secretary to assist him/her with planning and any fundraising that the Leisure group might need. 

(i) Public Relations Officer - is responsible for the publicity of the Club and provides the media with news and information about the Club and the sport of cycling. The PRO will work in conjunction with the BCC Committee as appropriate when promoting the club and its image to the public. 

6 The Club Committee 

6.1 Composition of the Committee 

(a) The Committee shall be composed of the following Officers: Chairperson, Vice Chairperson, Club Secretary, Treasurer, Race Secretary, Leisure Secretary, Public Relations Officer, Safeguarding Officers, plus a maximum of two elected general members to represent the club at committee. 

(b) The Managing Committee shall comprise of the Chairperson, Vice Chairperson, Treasurer, Club Secretary, Race Secretary, Leisure Secretary, PRO, 2 x Safeguarding Officers and a nominated general Committee member. Nine voting members with the Chairperson (or Vice Chairperson if presiding) holding one casting vote in the event of equality in voting.  

(c) The Committee shall at all times comply with the provisions of this Constitution and any constitutional amendments and rules ratified by the Members of the Club. 

6.2 Powers of the Committee 

The Committee: -  

(a) Shall manage the business affairs of the Club. 

(b) Shall carry out all such functions as may be required by the Club other than those functions that are the responsibility of a general meeting. 

(c) Has the power to perform all such acts and do all such things as appear to the Committee to be necessary or desirable for the proper management of the affairs of the Club. 

(d) Shall have power to create and wind up sub-committees as required. 

(e) The Committee shall meet monthly, unless otherwise decided by the Committee, with a minimum of six meetings per calendar year. 

(f) A majority of the committee can, when it feels necessary, refer Club matters arising, for discussion in a Club General Meeting. 

(g) The Committee reserves the right to refuse membership and renewal of membership to a member or proposing member. The person or person refused may submit their application to the governing body, i.e. Cycling Ulster/Cycling Ireland for an arbitrary recommendation of their case. This must be done within 7 days of notification of their refusal. 

(g) The committee has the power to suspend or terminate the membership of any Club member they consider is acting in a manner outside the best interests of the club.   

6.3 Term of appointment 

Each committee member, with the exception of those appointed for 24 months, shall hold office until the conclusion of the Annual General Meeting following the date of the said officers’ election, but is eligible for re-election. 

6.4 Election of Committee Members 

(i) Any full member of the Club may be nominated (or may nominate themselves, either in person or in writing) for election to any impending position on the Club Committee. 

 (ii) If the situation arises where there is more than one nomination for a position on the committee, a ballot for the election of that Committee Member shall be conducted in secret at the Annual General Meeting. 

6.5 Vacancies 

(i) If a vacancy occurs in the membership of the Committee for any reason, the Committee members may appoint a member to fill the vacancy, and the member so appointed will hold office subject to the Rules. The person filling the vacancy shall retire at the next occurring Annual General Meeting 

6.6 Removal of Committee Members (In agreed or in extreme circumstances) 

(i) In order to remove any Committee members from office, an Extraordinary General Meeting shall be called by the Club Secretary and attended by registered club members only. 

(ii) A proposal to remove the Committee Member shall be put forward in writing to the Club Secretary by a member duly qualified to vote at that meeting. 

(iii) Notice shall be served on the said Committee member in writing by the Club Secretary, stating the date, time and place of the Extraordinary General Meeting, the proposal and the grounds on which the proposal for removal is based, and informing the Committee Member that he/she may attend and speak at the Extraordinary General Meeting, and may also make written submission. 

(iv) The proposal to remove the Committee Member must be subject to a secret ballot of all voting members present, the decision being made on a simple majority. 

6.7 Committee Meetings / Club General Meetings 

(i) A Committee meeting shall be quorate when at least five members of the Committee are present, including Chairperson or Vice Chairperson. In the absence of both the Chairperson and Vice Chairperson the role of Chairperson will be undertaken by one of the other signing authorities (Club Secretary or Treasurer). 

(ii) A sub-committee meeting shall be quorate when at least two members of the sub-committee are present. 

 (iii) A General Meeting of the club shall be quorate when at least twenty per cent of the voting membership is present. 

(iv) An Annual General meeting of the club shall be quorate when at least 50 per cent of the voting membership is present. 

7. Disciplining Members. 

The Committee may by resolution, reprimand, suspend or expel a member from the Club: -  

(i) If the member has persistently or willfully refused or neglected to comply with a provision of the Constitution, or willfully acted in a manner detrimental to the interests of the Club. 

(ii) Where the Committee is of the opinion that a Member has acted in such as way so as to merit disciplinary action, the Committee must pass a resolution convening a disciplinary hearing and serve written notice by recorded mail on the member in question. This must state the date, time, and place of the disciplinary hearing, set out the resolution of the Committee and the grounds on which it is based, and inform the member that he/she may attend and speak at the disciplinary hearing, and may also make written submission and be accompanied by a supporter. In the case of a minor they must be accompanied by a parent, guardian or other appropriate adult. 

(iv) Once the disciplinary hearing has taken place, and after due consideration of the matter, the Committee shall propose what action (if any) is to be taken. The member in question shall receive the Committee’s decision in writing by recorded mail. 

 (v) The Committee shall notify the club members at the next General Meeting of their decisions.  

8. Voting and Decisions 

(i) Only full Club members who are 15 years old or more shall be entitled to vote in respect of club matters. (Associate members and those under 15 years of age will not be entitled to vote) 

(ii) Issues arising at meetings of the Committee, sub-committees, or General Meetings of the Club which require a vote, shall be determined by a majority of the votes of the members present at the meeting and entitled to vote.  

(iii) Each entitled member present at a meeting of the Committee, sub-committees, or General Meetings of the Club (including the person presiding) shall be entitled to one vote. The Chairperson will normally not be a voting officer; however in the event of an equality of votes, the Chair shall cast the deciding vote at meetings of the Committee and General Meetings of the Club. The Vice Chairperson in the absence of the chairperson and in agreement with the Chairperson, holds the casting vote on these occasions. 

9. Accounts and Banking 

9.1 Accounts 

(i) The Treasurer shall maintain correct accounts and books showing the financial affairs of the Club, with full details of all receipts and expenditure connected with the activities of the Club. The Treasurer shall provide a written statement of accounts at the Annual General Meeting, and at General Meetings at the request of the Committee. The Committee may carry out an audit at its discretion, and if considered appropriate enlist independent financial advice. 

9.2 Banking 

(i) The Treasurer shall open and / or maintain such Bank account(s) in the name of the Club, as may be required subject to Committee approval and into which all monies received shall be paid within ten working days of receipt. (ii) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by the Treasurer, the Chairperson or the Secretary (any two of three to sign). 

9.3 Funds Management 

(i) The funds of the Club, however derived, shall be applied towards the objects of the Club, under the management of the Treasurer, and (where appropriate) with the approval of the membership of the Club. 

(ii) Expenditure in excess of £50 shall be subject to prior approval by the committee. No member of the Club, except a committee member, may commit the Club to any payment or expenditure.  

(iii) Officers expenditure shall be paid to elected Officers if they are incurred on the Club s official business. 

(vi) The Payee on a cheque cannot be a joint signatory, and must let the other two signatories sign on this occasion.   

9.4 Financial Year 

(i) The financial year of the Club shall run from 1^st  October to 30^th September each year. 

10. Annual General Meeting of the Club 

10.1 The Club shall hold an Annual General Meeting on a suitable date in October or November, to be decided by the committee. 

The Annual General Meeting shall have the following duties: - 

(i) To receive a report on the work of the Club in the preceding year. 

(ii) To receive and approve or reject accounts for the preceding year. 

(iii) To elect the Officers of the Club. 

(iv) To consider any matter referred to them by the Committee. 

(v) To consider any motion submitted by any member in writing to the Secretary before the meeting. 

10.2 Any member may request the Club Secretary to call a General Meeting. Such a request must be supported in writing by two thirds of the members and must be received by the Club Secretary one month before the proposed date of the meeting and must give reasons for the request. 

All officials shall receive 14 days notice of the meeting and an agenda, which will be restricted to matters pertaining to the request. 

10.3 Communications summoning a General Meeting must be released so as to reach members at least 14 days before the meeting is due to take place. 

11. Amendments to the Constitution 

Amendments to the Constitution of the Club can be made at the Annual General Meeting or at a General Meeting of the Club called for that purpose, by a majority of eligible voting members present, provided that a quorum of fifty per cent of the voting membership is present.  Notification of proposed amendments will be given by email, club website or the members’ message board prior to the Annual General Meeting or General Meeting of the Club called for the that purpose. 

12. Dissolution of the Club 

The Club may only be dissolved by the agreement of not less than seventy five percent of those eligible voting members present at an Extraordinary General Meeting called for this purpose. Any funds existing at the time of dissolution shall not become the property of any member or members but shall be used to pay any outstanding liabilities of the club. Any residual surplus funds shall be donated to a charity nominated at the Extraordinary General Meeting to dissolve the Club. 

13. Signatories 

Original BCC constitution agreed December 2009, subsequently amended and approved at Club General Meeting held on 01^st March 2011 and signed by the Chairperson, Secretary and Treasurer. 

Chairperson _____________________   Date ________ 

Secretary     _____________________    Date ________ 

Treasurer    _____________________    Date ________ 

Code of Conduct 

It is an expectation of Ballymoney Cycling Club that all those associated with the Club will act in a way which will promote, safeguard and protect the welfare of everyone, including children, young people, coaches, volunteers, parents, members, participants and guests. 

“…. Fair play is much more than playing within the rules. It incorporates the concepts of friendship, respect for others and always playing with the right spirit. Fair play is defined as a way of thinking, not just behaving. It incorporates issues concerned with the elimination of cheating, gamesmanship, doping, violence either verbal or physical, exploitation, unequal opportunities, excessive commercialism and corruption” 

Coaches, Volunteers, Members, Participants and Guests 

• Be aware of bullying as an issue 
• Treat everyone with respect 
• Provide an example you wish others to follow 
• Ensure that parents are always kept informed of what is  going on in the Club 
• Ensure that relationships formed are appropriate and that the conduct of any member, adult or child, do not give rise to adverse speculation and comment 
• Any physical touch should be in response to a child or young person’s needs, be appropriate to the particular circumstances, and appropriate to the age and development of the child or young person 
• Understand and follow all relevant policies and procedures 
• Understand the concept of, and maintain appropriate confidentiality 
• Be aware of the guidelines on the use of e-mail, mobile phone and text messaging with young people 

Never 

• Treat any allegation or disclosure lightly 
• Promise to keep a secret 
• Engage in sexually provocative or rough physical games, including horseplay 
• Use, or allow children or young people to use inappropriate language without challenging them 
• Engage in any behaviour or banter which causes the child or young person to be concerned of feel uncomfortable 
• Allow themselves to be drawn into inappropriate attention seeking behaviour 
• Take or use photographs or video images without proper approval 
• Use any form of corporal punishment or physical force against a child or young person 

Avoid 

• Spending excessive amounts of time alone with a child or young person, away from easy view of other adults 
• Take a child or young person alone on a car journey, however short, except in a an emergency situation, such as seeking urgent medical attention for the child 

Following any incident where a Club member feels his or her  actions have been or may be misconstrued, they should write a detailed report and pass this to one of the Club’s Child Protection and Vulnerable Adults officers. 

Parents 

• Show an active interest in the activities and programmes offered. 
• Encourage enjoyment and participation for their child or young person. 
• Behave responsibly on the sideline/during events/ training 
• Get to know and respect coaches and volunteers and their roles with the youth section of the club. 
• Liaise with club officials regarding times, venues and medical conditions in respect of your child or young person. 
• Arrive on time for the beginning and end of events, coaching sessions, or other training. 
• Focus on the effort of your child or young person rather than their performance. 
• Encourage your child or young person to abide by the rules and participate fairly. 

Do Not  

• Ignore or dismiss complaints expressed by a child or young person. 
• Ridicule or yell at a child or young person for making a mistake or losing. 
• Put undue pressure on a child or young person to perform well. 
• Treat the club as a minding service. 
• Allow children or young people to break rules-especially safety rules. 

Children and Young People 

Children and young people participating in any activity organised by the Club are expected to treat others with fairness and respect. 

• Play fairly at all times 
• Have fun 
• Always shake hands with other competitors before and after events 
• Show respect for officials or coaches from any Club 
• Show respect for fellow Club members 
• Show respect for opponents or other competitors 
• Always offer to help team mates or opponents who are hurt 
• Accept graciously apologies offered by others 
• Be modest in victory and gracious in defeat 
• Talk to the identified Club member or other person you trust if you have any concerns about yourself or others 

Never 

• Bully or use violence or violent or abusive language 
• Shout or argue with officials, coaches, or other participants 
• Take any banned or dangerous substances 
• Tell lies or spread rumours about any other people you come into contact with through the Club 
• Keep any secrets about anyone who may have caused you or any other child or young person harm, or made you feel uncomfortable or embarrassed 

There is an expectation that all members will sign to say they agree to abide by the above Code of Conduct. 

Children and those with learning disabilities should have this Code of Conduct explained to them in age appropriate language either by a parent or other appropriate Club member.