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Constitution
of the BMX East Region
Regulations:
1
The Committee will be
called: BMX East Region Race Committee
2
The Purposes of the BMX
East Region Race Committee
A. The purposes
of the Committee are to promote the sport of BMX Racing within its
boundaries, boundaries may change based on the number of clubs operating or
in conjunction with the governing body (British Cycling)
B.
To promote good practice using guidelines adopted by the Governing body
C.
To service the requirements where possible of all clubs within the region
D.
To provide a series of races following Governing body regulations
E. To promote
and assist the creation and development of new and existing clubs within
the region
F.
To meet as often as necessary and at least four times per year
G.
To appoint a race team to manage each race within the series of races
H. Updates to this
Constitution must be based on committee decisions and documented in the
constitution as per regulation 9
3
Permitted Means of
Advancing the Purposes
The Committee has
the power to:
A. Provide coaching,
training, medical treatment and related social and
other facilities
B.
Raise funds by appeals,
subscriptions, entry fees, loans and charges
C.
Set aside or apply funds for special purposes or as reserves
D.
Deposit or invest funds in any lawful manner
E.
Employ
and engage staff and others and provide services
F.
Affiliation
-
i.
Co-operate with or affiliate to firstly any bodies regulating or organising
the Sport
ii.
Secondly any club or body involved with it
iii.
Thirdly with government and related
agencies
G. and any other
reasonable purposes as the committee documents (must be documented in
constitution as per regulation 9)
NONE of the above powers may be used other
than to advance the purposes consistently with the rules below and the
general law.
4
Membership
A. The BMX East
Region Race Committee shall be open to any correctly registered club
interested in the sport on application regardless of sex, age, disability,
ethnicity, nationality, sexual orientation, religion or other beliefs.
However, limitation of membership according to available facilities is
allowable on a non-discriminatory basis
B. The Committee may
implement different classes of race fee on a nondiscriminatory
and fair basis. The Committee will keep race fees at levels that will not
pose a significant obstacle to people participating
C. The Committee may
refuse membership, or remove it, only for good cause such as conduct or
character likely to bring the Committee or sport into disrepute. Appeal
against refusal or removal may be made under the relevant British Cycling procedure
5
All General Meetings
A.
All members (see
section 4) may attend all general meetings of the Committee.
B.
Such meetings need
21 clear days’ written notice to members
C. The quorum for all
general meetings is 3 members present or 30% of the total
membership, whichever is greater
D. Except as otherwise
provided in these rules, every resolution shall be decided by a simple
majority of the votes cast on a show of hands based on one vote per member
club.
E. The Chair or in his or her absence
the Vice Chair shall preside
F. Formalities in
connection with General Meetings (such as how to put down resolutions)
shall be decided by the Committee and sent to Club Secretaries
6
Annual General Meetings
(AGM)
The Region will hold
an AGM once in every calendar year and not more than 15 months after the
last AGM. At every AGM
A. The members or
members and club representatives will elect a Committee including a Chair,
Treasurer and Secretary and other positions to serve until the next AGM
B. Election is by
nomination in advance. For roles without nominees, these can be
filled at the AGM. Each attending club holds one vote.
C. The Treasurer will
produce accounts of the Region for the latest financial year audited as the
Committee shall decide
D. The Chair will
present a report on the Region's activities since the previous AGM
E. The Committee will
appoint a suitable person to audit the accounts if requested by the
members.
F. The Committee will
discuss and vote on any resolution (whether about policy or to change the
Rules) and deal with any other business put to the meeting
7
Extraordinary General Meetings (EGM)
An EGM shall be
called by the Secretary within 14 days of a request to that effect from the
Committee or on the written request of not less than 3 members
signed by them. Such an EGM shall be held on not less than 14 or more than
21 days’ notice at a place decided upon by the Committee or in default by
the Chair. An EGM shall be run in accordance with British Cycling guidance.
8
The Committee - Roles
Subject to these
rules the Committee shall have responsibility for the management of the Region,
its funds, property and affairs.
A
Secretary
i. The regional secretary
shall within 14 days after any BMX East Region meeting, send a written
report to all attendees and clubs with the region and British Cycling.
ii. Inform club secretaries of
race dates and subsequent race date changes.
iii. Document the
series regulations and publish
iv. Provide an
administration service for riders registering for the British Championships
v. Set a
date for British Championships dispensation requests
B
Treasurer
i. The Treasurer will
produce accounts of the Region for the latest financial year audited as
the Committee shall decide;
ii. Set budget and
document the distribution of funds process
iii. Purchase
administration equipment as deemed necessary
iv. Operate the banking
procedure for race fee income.
v. Ensure all cheque
payments are countersigned
C
Chair
i.
The chair shall decide on every point of order
ii.
In the cases of equality of votes, shall have a second or casting vote
iii.
The Chair will present a report on the Region's activities since the
previous AGM;
D
Committee
i.
Set
dates, venues, facility and event criteria for a
regional race series in accordance with British Cycling regulations.
ii. Publicise and
promote the regional race series
iii. Ensure event and
club information is available via a website
iv. Set race fees and
registration process for regional series races
v. Decide how
accounts should be audited
vi. Decide on national
event support as required
vii. Set a policy for the
Regional Championships
viii. Set a policy for
British Championships support (to include such items as deemed necessary
for the event)
ix. Appoint a race team,
chief referee and administration service for events
xi.
Set details for a regional
series awards presentation
E
Regional Coaching Coordinator
i.
To
oversee the provision of regular structured coaching of riders at all
levels, at each club within the region.
ii.
To
identify and assist in the mentoring of a BMX specific coach for each club
in the region.
iii.
To
motivate and empower the club coaches to develop and deliver a high
standard of regular coaching.
iv.
To
provide quarterly regional coaching sessions (Regional Schools of Racing)
to a selected group of the most talented riders in the region.
v.
To
communicate monthly to the national BMX coaches at BC
F
Property, etc
i.
The property and
funds of the Region cannot be used for the direct or indirect private
benefit of members other than as reasonably allowed by the rules.
ii. The Region may
provide sporting and related social facilities, sporting equipment,
coaching, courses, insurance cover, medical treatment, event expenses, post
event refreshments and other ordinary benefits.
iii. The Region may also
in connection with the sports purposes of the Committee:
a) Sell and supply
food, drink and related sports clothing and equipment;
b) Employ members
(though not for riding) and remunerate them for providing goods and
services, on fair terms set by the Committee without the person concerned
being present;
c) Pay for reasonable
hospitality for visiting teams and guests;
d) Indemnify the
Committee and members acting properly in the course of the running of the
Region against any liability incurred in the proper running of the Region
(but only to the extent of its assets).
iv. The Committee will have due regard to legislation on disability
discrimination, child protection and vulnerable adults.
G
Committee Composition
i.
The Committee shall
consist of at least 3 and not more than 15 members (including
Officers).
ii. The Committee
members may co-opt club representatives (up to the maximum permitted
number) to serve or represent their clubs until the end of the next AGM.
iii. Any Committee member
may be re-elected or re-co-opted without limit.
iv. A Committee member
ceases to be such if he or she ceases to be a member of the Region, resigns
by written notice, or is removed by the Committee for good cause after the
member concerned has been given the chance of putting his/her case to the
Committee with an appeal to the relevant British Cycling Board members, or
is removed by Committee members at a general meeting. The Committee shall
fairly decide time limits and formalities for these steps.
H
Committee Meetings
i.
Whenever a Committee
member has a personal interest in a matter to be discussed, he/she must
declare it, withdraw from that part of the meeting (unless asked to stay),
not be counted in the quorum for that agenda item and withdraw during the
vote and have no vote on the matter concerned.
ii. The Committee may decide
its own way of operating. Unless it otherwise resolves the following rules
apply:
iii. At least 3 members
must be present for the meeting to be valid
iv. Committee meetings
shall be held face to face
v. The Chair, or
whoever else those present choose shall chair meetings
vi. Decisions shall be
by simple majority of those voting unless the voting involves clubs within
the region, and then one vote per club shall apply
vii. A resolution in
writing signed by every Committee member shall be valid without a meeting
viii. The chair of the
meeting shall have a casting vote if a majority decision is not reached
I
Delegation etc
The Committee may
delegate any of their functions to sub-committees but must specify the
scope of its activity and powers; the extent to which it can commit the
funds of the Region; its membership; its duty to report back to the
Committee. The Committee may wind up any sub-committee at any time or to
change its mandate and operating terms.
J
Disclosure
Annual Region
reports and statements of account must be made available for inspection by
any member and all Region records may be inspected by any Committee member.
9
Amendments
A. Amending Rules
These Rules may be
amended at a general meeting by two-thirds of the votes cast but not (if
relevant) to alter its purposes (unless the procedure set out in 9 (b) has
been followed) or winding up provisions.
B. Amending the
Purpose
The Region Purposes
may be changed to include another eligible sport if the Committee
unanimously agrees and the Clubs also agreed the change by a 75% majority
of votes cast.
10
Winding up the Region
A. Voting
The Committee may
vote to wind up the Region if not less than three quarters of those present
and voting support that proposal at a properly convened general meeting.
B. Responsibility
The Region Committee
will then be responsible for the orderly winding up of the Region’s
affairs.
C. Disposal of
Assets
After settling all
liabilities of the Region, the Committee shall dispose of the net assets
remaining to one or more of the following:
i.
To be split between all
active clubs with the Region.
ii. To the Region’s
national governing body to be held for development purposes within BMX, and
within the same region
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