Constitution for Kirklees Cycling Campaign
The name of the group shall be “Kirklees Cycling Campaign”
The aims of the group will be to promote cycling of all kinds in Kirklees
Membership is open to anyone who supports the aims of the group.
Membership will begin as soon as the person has requested it and – if applicable – the annual payment has been received.
Membership will be free for the first year after the inaugural meeting. After the first year there will be an annual membership fee, the amount of which will be agreed at the Annual General Meeting (AGM) and will be payable by all members.
A list of all members will be kept by the membership secretary. In the absence of a membership secretary the list will be kept by the Secretary of the Association.
Ceasing to be a member
Members may resign at any time by writing to the secretary.
Any member who has not paid their membership fee for one year after membership payment has started will be contacted by the committee, who will then decide whether that member is deemed to have resigned.
Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted.
Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings, or to resign from the group if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the committee, accompanied by a friend, before a final decision is made.
4. Equal Opportunities
The group will not discriminate on the grounds of gender, race, colour, ethnic or naational origin, sexuality, disability, maritial status or age.
5. Officers and Committee
The business of the group will be carried out by a committeee elected initially at the inaugural meeting and subsequently at the Annual General Meeting. The committee will meet as necessary and not less than four times a year.
The committee will be composed of at least 3 officers. Up to 6 additional members may be co-opted onto the committee at the discretion of the committee.
The officers’ roles are as follows:
• Chair, who shall chair both general and committee meetings
• Secretary, who shall be responsible for taking of minutes and the distribution of all papers. In the absence of a membership secretary they are responsible for keeping records of members.
• Treasurer, who shall be responsible for maintaining accounts.
• Membership Secretary, who – if appointed – shall be necessary for keeping records of members.
In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.
The committee meetings will be open to any member wishing to attend, who may speak but may not vote
6:1. Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.
All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time.
Nominations for the committee may be made to the secretary before the meeting, or at the meeting.
The quorum for the AGM will be 10% of the membership or 10 members, whichever is the greater number.
At the the AGM:-
• The Committee will present a report of the work of the group over the year.
• The Committee wil present the accounts of the group for the previous year.
• The officers and Committee for the next year will be elected.
• Any proposals given to the Secretary at least 7 days in advanced will be discussed.
6:2 Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the committee OR at least five other members giving a written request to the Chair or Secretary stating the reason for their request.
The meeting will take place within 1 calender month of the request.
All members will be given two weeks notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post.
The quorum for the Special General Meeting will be 10% of the membership or 10 members, whichever is the greater number.
6:3 General Meetings
General Meetings are open to all members and will be held at least once every three months or more often if necessary.
All members will be given two weeks notice of such a meeting, giving the venue, date, time and agenda, and notice may be made by telephone, email or post.
The quorum for a General Meeting shall be 10% of the membership or 5 members, whichever is the greater number.
7. Rules of Procedure for Meetings
Members who wish to raise items for discussion at General Meetings should notify the Secretary three weeks before the date of the meeting.
In the absence of the Chair a temporary Chair will be elected from the floor by those present.
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.
If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side are equal, the chair of the meeting shall have an additional casting vote.
In the event of Kirklees Cycling Campaign being in possession of finance:
An account will be opened and maintained on behalf of the Association at a bank agreed by the committee.
Three cheque signatories will be nominated by the committee (one to be the Treasurer). Any two of these must sign every cheque. The signatories must not be related nor members of the same household.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given to each meeting.
All money raised by or on behalf of Kirklees Cycling Campaign is only to be used to further the aims of the group as specified in item 2 of this constitution.
9. Amendments to the Constitution
Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of the meeting.
Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.
If a meeting, by simple majority, decides that it is necessary to close down the group, it may call a special General Meeting to do so. The sole business of this meeting will be to dissolve the group.
If it is agreed to dissolve the group all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation to be agreed at the meeting which agrees the dissolution.
This constitution was agreed at the General Meeting of the group on:-
Signed J D Lewis (N.B. The Secretary holds the original with the signature)
Name and position in group…John D Lewis – Chair………………………….