Plymouth Cycling Campaign Constitution

PLYMOUTH CYCLING CAMPAIGN CONSTITUTION 

  1. Name 

This is the constitution and rules of procedure of the society named: “Plymouth Cycling Campaign” (PCyC) (“the Campaign”). 

  1. Administration 

Subject to the matters set out below the Campaign and its property shall be administered and managed in accordance with this constitution by the Members of the Committee. 

  1. Vision and aims

Vision – to make Plymouth a cycle friendly city and get more people cycling

Aims –

  • promote cycling as an efficient and enjoyable mode of transport for everyday travel and leisure
  • campaign and lobby for improved cycling infrastructure and facilities and safety for cyclists
  • represent the views and aspirations of cyclists
  • work with other organisations that share our vision 
  1. Geographical area 

The Campaign will pursue its vision, aims and objectives in Plymouth and the surrounding area inclusive of any commute to work routes.  The Campaign will pursue its interest in national matters that affect its geographical area. 

  1. Other Groups 

In furtherance of its objectives, PCyC may co-operate with and/or become affiliated to other groups. PCyC shall not be affiliated to any political party. 

  1. Membership
  1. a)     Any person who supports the Campaign’s aims and objectives may apply for Membership and become a Member of PCyC by payment of annual subscription.
  1. b)    A full list of Members shall be kept up to date by the Membership Secretary
  1. c)    Members will have voting rights. 
  1. Management
  1. a)    The management of PCyC shall be conducted by a Committee of Officers elected at the Annual General Meeting, which will report to the Members through the campaign website, email-bulletins and General Meetings.
  1. b)    Committee discussions will be facilitated by Meetings and by an email forum
  1. c)     A Committee shall be elected at the Annual General Meeting to carry out the business of the society.
  1. d)     The Committee shall have between 2 to 5 Members, who must all be members of the Campaign with voting rights.
  1. e)    The Committee will be made up of a Chair, Secretary, Membership Secretary and Treasurer. Officer roles can be given to other Members as the Committee may decide.
  1. f)     The Committee can fill vacancies on the Committee arising during the year by co-opting Members. These will be subject to ratification by members at the next open meeting.
  1. g)    Additional co-opted Members may be appointed who in the opinion of the Committee have special skills or knowledge to contribute to the Campaign.
  1. h)    Any Officer or Committee Member must declare any relevant personal interest. The Committee shall have the right to determine whether that Member shall withdraw, or be allowed to speak or post replies but not vote, or be allowed to speak or post replies and vote.
  1. i)     Quorum. No Committee decision can take place or be ratified if less than 2 officers are in agreement.
  1. j)    All open members meetings and decisions, including email forum decisions, shall be permanently minuted. Minutes will be made available to Members.
  1. k)    If a Committee Member is absent from 2 consecutive open members Meetings or 4 months whichever is the longer period without apology it shall be deemed that they have resigned.
  1. l)    On a temporary basis Officers of the Committee may undertake two Officer Roles provided this is agreed by the Committee.
  1. m)    The Committee may also use its discretion to co-opt other persons who support the aims and objectives of the Society. This co-option should be ratified at an open members Meeting and such co-opted Membership will lapse at the next AGM. Co-opted Members will not have voting rights.
  1. n)    The Committee can terminate the Membership by a vote of simple majority of any Member (s) with reason. Such Member (s) shall have the right to be heard by the Committee before any decision is taken and shall have the right of appeal to the next open members Meeting of the society, whose decision shall be final. 
  1. Powers of the Committee of Officers
  1. a)    The Committee has the power to raise funds and to invite and receive contributions provided that in raising funds the Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.
  1. b)     The Committee has the power to buy, take on lease or in exchange any property necessary for the achievement of the objects and to maintain and equip it for use.
  1. c)     The Committee has the power subject to any consent required by law to sell, lease or dispose of all or any part of the property of the society.
  1. d)     The Committee has the power to co-operate with other voluntary bodies, charities and statutory authorities operating in furtherance of the objects or of similar objectives and to exchange information and advice with them.Organisations, which support PCyC’s objectives, may become affiliated to PCyC.
  1. g)     The Committee has the power to do all such other lawful things as are necessary for the achievement of the aims and objectives. 
  1. Sub-Committees 
  1. a)     The open members meeting may appoint sub-Committees to carry out activities of a specific nature.
  1. b)     Such sub-Committees will be directly accountable to the Committee.
  1. c)     The Committee will agree in advance the Terms of Reference (including budget) for any sub-Committee.
  1. d)     All sub-Committees shall report to the full open members meeting and may be dissolved at the discretion of the open members meeting. 
  1. Notice of Meetings and Motions

General Meetings are bi-monthly. All meetings will be publicised in the normal way on the website with at least one month’s notice. This includes General Meetings, AGMs, EGMs, and any motion to dissolve PCyC. If there is a motion calling for the resignation of a Committee Member or the expulsion of a Member, the individual concerned must personally be given one month’s notice in writing. 

  1. Voting at Open Members Meetings 

A motion may be proposed and seconded at an Open Members Meeting. 

  1. Annual General Meeting
  1. a)     The Annual General Meeting (AGM) shall take place no less than 12 months, and not more than 15 months from the date of the previous AGM or inaugural meeting
  1. b)     The Secretary will notify all Members of the date of the meeting, via the normal channels (e-mail, and/or website, and/or email forum), not less than one month before the Annual General Meeting
  1. c)    The business of the AGM will include:

– Report on the Committee’s work over the last year

– Report on any Sub-Committees

– Present a reviewed statement of accounts

– Elect a new Committee

– Amend the Constitution if necessary, subject to Members being advised of the proposed changes within the agreed timescale

– Set affiliation/membership fees (if applicable and appropriate)

– Appointment of an examiner of accounts

  1. d) The quorum shall be 4 
  1. Extraordinary General Meeting
  1. a)     An Extraordinary General Meeting (EGM) may be convened when deemed desirable and also upon the written request to the Secretary of 5 Members of at least 6 months standing.
  1. b)     The Secretary will give 1 month’s notice via the normal channels (newsletter, and/or website, and/or email forum) to all Members of such a meeting.
  1. c)     At an EGM, the Constitution may be changed, Membership amended and Policy changed.
  1. d) The quorum shall be 4 
  1. Voting at Open Members Meetings 
  1. a)     A motion proposed and seconded at an Open Members Meeting is put to the vote by a show of hands of Members entitled to vote.
  1. b)     A Member can request a secret ballot providing this is agreed by a majority of Members present.
  1. c)     A simple majority of votes shall carry a decision. 
  1. Finance 
  1. a)     All money received by or on behalf of the society is to be used to further the aims and objectives of the society to be agreed by the Membership.
  1. b)     The Treasurer/Co-Chairmen (as appropriate) shall maintain a bank account in the name of the society.
  1. c)    There will be a maximum of three signatories to the bank account who will be nominated by the Committee, one of which will be the Treasurer (if appointed). These should not be from the same household.
  1. d)     All cheques and instructions to the society’s Bankers shall require 2 of the agreed signatories.
  1. e)     The committee may approve spending up to £100 but spending above £100 must be approved by members in advance at an open meeting.
  1. f)     Regular financial reports of all the society’s accounts will be made available to the Committee on a quarterly basis, if necessary, and independently examined each year by an elected Member or auditor, if necessary.
  1. g)     The accounts will also be received at the AGM and be made available to all Members. 
  1. Equal Opportunities
  1. a)     The society recognises that certain groups and individuals are discriminated against in society. The Committee shall be opposed to such discrimination and committed to equality of opportunity in its business, in its relations with its Members and others and in its composition of Committees.
  1. b)     The society will ensure that in all its dealings no one shall be disadvantaged because of their sex, marital status, sexual orientation, domestic responsibilities, age, religion, ethnic origin, race, colour, illness or disability. 
  1. Amendments to the Constitution
  1. a)     The constitution will be reviewed annually and any amendment to this Constitution shall be made at an EGM or AGM.
  1. b)     All proposed alterations shall be given to the Committee in writing not less than one month before the EGM or AGM. These proposals should be outlined on notices advertising the Meeting at least one month prior to the EGM or AGM.
  1. c)     Any amendment shall require the approval of a two thirds majority of Members present and voting at the Meeting.
  1. Winding Up   (Dissolution Clause)
  1. a)    PCyC can be wound up if this is proposed at an Extraordinary General Meeting (EGM) for this purpose called by a Committee Member, and 2/3 of the Members present at the Meeting agree with the proposal.
  1. b)    At the EGM called for that purpose any assets remaining will be transferred to a society with similar aims and objectives within the areas of interest or an appropriate charity to be agreed upon by the Committee. 

Date adopted 

            16 July 2013 

Signatures 

            Stuart Mee

Mike Kelly 

Amended 9 September 2014

Amended 15 September 2015

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