Rules & Constitution
Constitution of Ballymena Road Club (established in 1954).
This constitution, as amended, was adopted by the Club's members at an Extraordinary Meeting
held on the 1st of February 2016. (SIGNED: Paul Murdoch - Chairperson; Lori Philips - Secretary)
1. NAMEThe Club shall be called Ballymena Road Club (hereinafter called "the Club").
2. ADMINISTRATION2.1 Subject to the matters set out below the Club and its property shall be administered and managed in accordance with this constitution by the members of the Management Committee constituted by Clause 7 of this constitution ("the Committee”).
2.2 The Club shall be affiliated to the Cycling Ulster (CU) and, through Cycling Ireland (CI), to the world body, the Union Cycliste Internationale (UCI).
3. OBJECTS3.1 The Club is established for the promotion of community participation in healthy recreation by the provision of facilities for a cycling club open to members of the general public in the Ballymena area and its environs (hereinafter called the "area of benefit”).
3.2 The object of the Club shall be to encourage and promote cycling in all its forms and to all ages and groups, both male and female. Competitive cycling shall be encouraged and promoted, both on the road and on the track and in roller competition. On road time trials, road races, hill climbs and team time trials, Northern Ireland and All Ireland record attempts, including tandem racing shall be encouraged.
3.3 On the track, sprinting, distance races, team pursuits and individual pursuits shall also be encouraged. Cycle tours shall also be promoted, with particular emphasis on the younger members.
In furtherance of the above aims but not further or otherwise the Club may:
a) establish, maintain and equip premises and facilities where people in the area of benefit can benefit from the objects of the Club;
b) participate in amateur cycling competitions in the local area;
c) provide or assist in providing seminars, lectures, discussions, exhibitions, outings and events;
d) recruit and train volunteers with relevant skills, for the furtherance of the above aims;
e) raise and accept money by way of grants, donations, bequests, legacies or other lawful method and give, donate or disburse grants and loans to such charitable organisations or projects as the committee may deem appropriate PROVIDED that the association shall not engage in any permanent trading;
f) purchase, take or lease or in exchange, hire or otherwise acquire any property and any rights and privileges necessary for the attainment of the said objects and construct, maintain and alter any buildings or edifices so necessary as aforesaid;
g) subject to such consents as may be required by law to sell, let mortgage, dispose or turn to account all or any of the property or assets of the Club which shall be deemed necessary for the furtherance of the Club;
h) to do all such other lawful things as are necessary for the attainment of the said objects.
5.1 People in the area of benefit without distinction of gender, age, nationality, religion, ethnic identity or political affiliation, shall be eligible to apply for membership of the Club.
5.2 The Committee shall make rules governing the conditions for and rights and privileges of members, may set subscription fees, and shall make regulations for the admission to and termination of membership PROVIDED THAT any member affected by a proposal to terminate her or his membership shall have the right to state a case against such proposal.
6.1 Annual Meeting
The Annual General Meeting shall be held at such place and time, some 14 days before the Annual general meeting of CI, as the Committee shall decide;
6.2 The business of the Annual Meeting shall be:
a) to receive and approve reports on the activities of the past year from members of the Committee;
b) to receive and approve the accounts of the Club;
c) to elect the Officers and Committee according to such nomination and voting procedure as the Club may from time to time decide;
d) to deal with resolutions and such other matters, notice of which shall have been given 14 days in advance of the AGM to the Secretary of the Club by the member proposing such resolutions or other matters.
6.3 Other Meetings of the Club shall be called General Meetings (or in the case of alteration of the constitution or dissolution of the Club Extraordinary General Meetings) and shall be called at not less than 14 days' notice to members.
6.4 Extraordinary General Meeting
The Committee shall have the power to call a General Extra-ordinary General Meeting, and shall be bound to do so within 21 days of receiving notice in writing signed by not less than 33% of the Club's members. The business to be transacted must appear on the agenda, and no other business shall be discussed.
7.1 Except as provided otherwise in this constitution, the Club shall be managed by a Committee, consisting of a President, Chairperson, Vice Chairperson, Secretary, Race Secretary, Touring Section Chairperson, Treasurer and Vice Treasurer.
7.2 The Committee so constituted shall have power to co-opt further members PROVIDED THAT the number of co-options shall not exceed one-third of the total membership of the Committee.
7.3 The Committee shall meet for the conduct of business, as they shall see fit, but in any event shall meet not less than 4 times a year.
The Committee may among other things:
8.1 make such regulations as they consider appropriate for the efficient conduct of the business of the Committee and the Club PROVIDED that such regulations shall not contradict anything contained in this constitution.
8.2 establish sub-committees, consisting of members of the Club or other persons, and shall determine their terms of reference, membership and duration. All such sub-committees shall make regular reports on their work to the Committee.
8.3 shall be empowered to act on matters concerning the conduct of club members – as set out in the Club Disciplinary Procedures...see current version of CI regulations. Appendix AG.1 and in the case of cycle races Chapter T6
8.4 reserves the right to refuse an application for membership.
8.5 ensure all policies operational are updated, maintained and adhered to at all times.
9.1 All income of the Club, wheresoever derived, shall be applied to the purposes of the Club as set out in Clause 3.1 above and to no other purpose PROVIDED THAT nothing herein contained shall prevent the payment of legitimate out-of-pocket expenses to members of the Club engaged upon the approved business of the Club.
9.2 The financial year of the Club shall run from 1October to 30 September.
9.3 The Committee shall open a bank account or accounts in the name of the Club and shall specify those members of the Committee (being not less than two members of the Committee) authorized to sign cheques on behalf of the Club.
9.4 The Committee shall authorize the keeping of proper books of account, and shall designate responsibility for the preparation of an annual Statement of Accounts for submission to an Annual General Meeting.
10.1 The Committee shall appoint not less than four and not more than seven Trustees and such appointment shall be ratified by the Annual General Meeting or by an Extraordinary General Meeting of the Club.
10.2 The Trustees shall hold office for life unless by not less than 28 days notice in writing they resign or unless they are removed from office by a resolution of the Club at the Annual General Meeting or at an Extraordinary General Meeting. In such event the Committee may appoint a successor whose appointment shall be ratified by an Annual General Meeting or by the Extraordinary General Meeting.
10.3 The Trustees shall have power to acquire, hold, mortgage, charge and dispose of, and shall have vested in themselves all real and personal property, lands, buildings, hereditament and premises purchased, taken, leased or otherwise acquired by or for the benefit of the Club in furtherance of its objects. The Trustees shall act at all times on the lawful instructions of the Committee.
10.4 The Club shall indemnify and save harmless a Trustee in respect of any loss or out-of-pocket expenses incurred by him/her in or about the execution of his/her Trust of Power.
Any alteration to this Constitution shall receive the assent of not less than two-thirds of the members of the Club present and voting at an Extraordinary General Meeting called at not less than 14 days' notice to members for that purpose.
12.1 If on the grounds of expense or otherwise the Committee shall decide upon the dissolution of the Club, a resolution to dissolve shall be considered by an Extraordinary General Meeting called at not less than 14 days' notice to members for that purpose.
12.2 The Club shall be dissolved only by a majority of two-thirds of members present and voting at such Meeting.
12.3 Following a decision to dissolve, the assets of the Club shall, following satisfaction of all debts and liabilities, be given or transferred to another Community Amateur Sports Club, or a registered Charity, or Cycling Ulster, or the British Cycling Federation, as determined by simple majority at such Meetings.
The Club shall indemnify and keep indemnified every officer, member, volunteer and employee of the Club from and against all claims, demands, actions and proceedings (and all costs and expenses in connection therewith or arising therefrom) made or brought against the Club in connection with its activities, the actions of its officers, members, volunteers or employees, or in connection with its property and equipment EXCEPT THAT this indemnity shall not extend to liabilities arising from willful and individual fraud, wrongdoing, or wrongful omission on the part of the member sought to be made liable. The Treasurer shall effect a policy of insurance in respect of this indemnity.
The Club shall yearly promote a series of Club Cycle races, approximately 25 in number, so as to promote competition among the Club”s members. The Club shall also promote annually open competitions and, if possible, at least one Northern Ireland Championship.
The rules of racing shall be those laid down by the CU and shall be strictly adhered to. In the event of any dispute arising as to the interpretation of the rules the dispute shall be referred to the CU for settlement.
The Club shall appoint a three-member appeals tribunal, the members of which shall be ex-racing cyclists.
Club fees, excluding the NICF contribution, shall be struck at the AGM. The total fee will be the former sum plus the contribution decided at the CU AGM. There shall be eight categories; senior racing, ladies, juniors, juveniles, club racing only, non-racing, non-cycling and associate members.
No club member shall be entitled to vote before reaching his/her eighteenth birthday. Associate members shall have no voting rights.
INLAND REVENUE WHICH ENABLES US TO OPERATE A GIFT AID DECLARATION ON TAX