1.The name of this body, hereinafter known as the club, is Brereton Wheelers Cycling Club.
The club will exist in perpetuity or until such times that ALL Honorary and First Claim members agree to its disbandment at an Extraordinary General Meeting called for the specific purpose by the Chair person. Any member unable to attend such a meeting can vote by Proxy submitted to the Chair person in advance of the meeting.
2. The purpose of the club is to encourage the participation of the public in the sport and pastime of cycling, in all its forms.
3. Any member of the general public is eligible to become a member of the club unless an objection to membership is raised by an existing member. If an objection is raised the objection must be submitted in writing to the next committee meeting for discussion where the committee will ultimately decide on whether or not to accept an application for membership. Additionally existing members may have their membership renewal rejected on the grounds of conduct. The Secretary will then inform the applicant and the objector of the result. Reasons for rejecting or accepting an application shall not be given.
If a prospective member has just left another club, a ‘Letter of Release’ will be required from that club.
4. There are three categories of membership: a] First Claim, b] Second Claim and c] Honorary. Categories a] and b] are defined according to British Cycling requirements but may be adjusted to meet the needs of the club, subject to the agreement of the majority of the committee at a quorate meeting, and are subdivided by age for the purposes of racing and membership fees.
Membership fees are reviewed annually by the committee and for existing members become due on the 1st of January each year.
The Junior membership fee shall be applied to those who are full-time students, with support of current Student Union/Guild card. This rate also applies to unemployed persons, supported by evidence of circumstances, and agreed by the majority of the committee at a quorate meeting.
If the subscription of an existing member is not paid before the end of February all benefits of club membership shall cease forthwith Should a new member join after the end of September the membership fee will also cover the following year’s membership fee.
Honorary membership is reserved for persons occupying the offices of President and Vice-President, and such other persons as the club thinks fit. Honorary Life Membership is the highest award the club can offer and exempts the holders from paying a membership fee.
Members should familiarise themselves with the rules of any race that they intend to take part in. Rules can be sourced from the web site of the appropriate governing body whose rules the event is being run under.
5. The club colours are a combination of blues (light and dark), yellow and white in an agreed screen print design. This design may not be changed within five years of its acceptance. [28/1/87]
The current design was adopted in January 2022.
6. The club Annual General Meeting (AGM) is held during January. [02.11.98] Notification of the date of the AGM is sent to all members not later than ten days before the date of the meeting.
7. Proposals for changes to the Club Constitution and Rules must be received by the Secretary not later than fourteen days before the AGM (17/11/95). They will then be circulated to all members using the most appropriate media, at least but no later than seven days before the AGM.
8. The meeting shall not be convened until there are sufficient members present to satisfy the Chair person’s decision to continue.
9. The Club Constitution and Rules can only be changed at the AGM. Changes or amendments to this Constitution require the consent of a majority of those members, eligible to vote, attending the AGM. Members eligible to vote must be Honorary or First Claim members on the day of the meeting.
Any agreed changes to this Constitution and Rules will be noted by the Secretary after the meeting, with the date of agreement.
10. The Minutes of the meeting are recorded by the Secretary or Minutes Secretary as agreed between the two officers on the occasion of the AGM.
11. Club officials are elected annually at the AGM with the exception of the President who once elected will remain in office for life (02.11.98).
The Principal Officers are:-
President
Vice President[s]
Chair person
Vice Chair person
Secretary
Treasurer
Minute Secretary
Welfare Officer
A Committee of six members, which shall include a Junior member wherever possible. [18.1.95]
All Principal Officers and Committee members will be eligible to vote at Committee meetings.
The club will appoint at least one Club Welfare Officer on an annual basis who must be qualified or obtain qualification according to the requirements of national cycling authorities.
The Club may appoint a coach, who is qualified under a nationally recognised scheme. The coach is available to advise on all matters concerning racing and training.
In addition, other such officials as the club thinks fit may be elected at the AGM.
All members elected to represent the club for any sporting bodies the club affiliates to, will endeavour to attend any meetings that the bodies may call. Notification should be made to the Secretary and/or Committee of any such meetings. A substitute may be nominated in the case of difficulty in attending. [18.1.95]
If an elected Committee member resigns his/her position within the first nine months of office then he/she shall be replaced by the club member who polled the next highest number of votes at the previous AGM elections, subject to their willingness to stand. If no one other than the elected members had sought election at the previous AGM then a special meeting shall be convened within three weeks to elect a new Committee member(s). If, however, more than one member resigns after this nine month period, then replacements for all resigned persons shall be found as outlined above.
If an acting official of the club ie Chair person, Treasurer or Secretary shall resign during his/her term of office, then an Extraordinary General Meeting of all members shall be called specifically for the purpose of electing a new official.
12. The club committee will meet at least eight times a year at the behest of the Chair person.
The minutes of all committee meetings will be recorded by either the Minutes Secretary, Secretary, another nominated official or committee member subject to attendance of the meeting. A committee meeting can proceed so long as at least three Principal Officers and three committee members are in attendance.
Club members may attend designated committee meetings as guests to observe proceedings or to speak at the prior invitation of the committee, but are not permitted to take part in votes.
13. The club endeavours to organise weekly club runs to places of interest.
14. The club organises a suitable programme of time trials during the racing season. Fees are payable by club members for entry into club events, dictated by the level of levy set by governing body Cycling Time Trials, as agreed by the Committee.
Riders who are not members of a Cycling Time Trials affiliated club may race in a club event on one occasion. They will be encouraged to join an affiliated club. For insurance purposes, their full name and address will be taken. [18.1.95]
15. The club will operate policies and codes of conduct in order to safeguard members’ well being, safety and enjoyment of both their club membership and cycling at large.
Responsibility for the operation of the policies, codes of conduct and the Constitution and Rules will sit with the Principal Officers.
Any member is free to raise an issue of concern by contacting one of the Principal Officers in writing (this includes by electronic media). All issues of concern should be supported by written evidence (this includes electronic media) of the issue; this may include third party testimony.
The club undertakes, through nominated Principal Officials to investigate all issues impartially, exercising the necessary discretion and confidentiality to protect members’ interests. As an independently trained official, the Club Welfare Officer, will chair any investigations undertaken. Where any clarification is required on any issues raised the Welfare Officer will liaise with the appropriate governing body. Any decisions taken resulting in action, or otherwise, will be open to appeal by members subject only to the supply of further written (this includes electronic media) evidence of the issue under investigation.
Action(s) taken may include a period of suspension from official club activities and in extreme cases expulsion from the club. The decision of the nominated Principal Officials is final and no reason shall be given by way of explanation for any actions taken.
16. In the event of the club being disbanded all its trophies will be gathered together with a decision being taken for their destination being taken at the Extraordinary General Meeting called for the purpose of disbandment.
Any residual equipment eg watches, signs etc… will be donated to local sports clubs as agreed at the final Extraordinary General Meeting called for the purpose of disbandment.
Similarly, all monies shall be distributed to charities and cycling organisations as agreed at he Extraordinary General Meeting called for the purpose of disbandment.
MARSHALLING
For each race a member of the committee will be nominated to oversee the running of the event to control signing on, distribution of numbers, collect entry fees and make any necessary decisions regarding the event in hand. Entries may be pre-booked by electronic means subject to the data being available to the event official(s).
Cut off time for signing on for events will be ten minutes before the first rider is due to start – this will be enforced by the duty Committee member whose decision is final.
Members may be called upon to assist with marshalling duties by the duty Committee member whose decision is final. When such a case arises the member will receive an average of the league table points awarded for that event.
Every effort will be made to give juniors and schoolboys/girls an early start.
CLUB AWARDS
A range of awards will be made to club members at the club’s annual awards function.
Upon a member leaving the club whilst in possession of a club trophy then they must surrender that trophy to a club official immediately. (11.01.2000)
OPEN EVENTS
Club Open Event organisers shall attend the Committee meetings before and after the date of their events. A financial account should be submitted to the club Treasurer and Committee when all monies are collected. [18.1.95]
Organisers should be fully aware of and able to carry out the necessary rules and recommendations of the racing body concerned. [18.1.95]
A meeting may be called where necessary to enlist help from members. Explanation will be given of the duties required at the event. [18.1.95]
If an organiser is unavoidably unable to perform their duties, the Committee will make every attempt to find a substitute or will ensure that the event is properly cancelled.
CLUB RECORDS
All record claims are to be submitted in writing to the Secretary before December 31st each year to enable revised record sheets to be completed. (17/11/95)
When there is no record holder for any particular category, a standard shall be determined by the Committee of a nominee thereof and this standard must be beaten in order to establish a record. A rider may only set records for the category of which he is a member on the day[s] of the event.
The records fall into three categories:-
- Time Trial Record – These may be set in open, semi-open, club events or private trials provided they are on a certified course, times by an approved watch and this is substantiated in writing.
2. Road Records [including hill climbs] – Road records are place to place time trial records. Records for new courses can be established provided the course is approved by the Committee at least six weeks prior to the proposed record attempt.
For road records, the time shall be kept using two officially certified watches, by a timekeeper approved by the Committee.
Where two or more riders are making the same record attempt on the same day, the starting interval between riders must be at least 30 minutes.
Notification of road record attempts should be submitted in writing to both the Secretary and the record holder [if any] at least two weeks prior to the event.
Present Records:
Rugeley – Ashbourne and back
Hill Climbs: Marchington, Wandon, Stile Cop.
3. Track Records (17/11/95) – These may be established in open, semi-open or league events or by private trial. Records may be established for open and indoor tracks (17/11/95):-
Unpaced Standing Start 1t 200m, 500, 2km, 5km, 10km,20km, 1 hour, 100km.
Unpaced Flying Start 200m, 500, 1km.
Times shall be to the nearest 0.1 seconds and distances to the nearest metre.
Private trials should be timed by a timekeeper approved by the Committee.