| Position | Incumbant | Club Email Address |
|---|---|---|
| President | Hugh Harrison | |
| Chairperson | Vacant | |
| Vice Chairperson | Vacant | |
| Secretary | Kevin Wharton | tynevags.secretary@gmail.com |
| Treasurer | Kellie-Jo Huntley | |
| Membership Secretary | Terry Whatson | tynevags.membership@gmail.com |
| Time Trial Secretary | Nick Wild | |
| Mountain Time Trial Secretary | David Davison | |
| Clothing Secretary | Gary Burnie | tynevags.clubkit@gmail.com |
| Social Secretary | Caroline Reynolds | |
| Club Captain | Adrian Snell | |
| Youth Cycling Contact | Mark Starford | tynevags.goride@gmail.com |
| Welfare Officer | Kellie-Jo Huntley |
To contact the club, please use one of the email addresses above, or the form on the Contact page.
Club Constitution
Version 2.9 – 19 November 2021
1 TITLE
1.1 The Club shall be called Tyneside Vagabonds Cycling Club, hereafter to be referred to as “the
Club”.
2 OBJECTS
2.1 To encourage, promote and support all forms of cycling events and activities.
2.2 To donate funds to local charities from club activities.
2.3 To promote and support social events for club members.
3 MEMBERSHIP
3.1 Membership of the Club shall be open to any person completing a Club membership application
form and paying the relevant subscription fee as determined by the Annual General Meeting of the
Club Members. Applicants under 18 years of age on the date of application shall not be admitted to
club membership and shall not be permitted to take part in club activities until the Membership
Secretary has received confirmation that a Parental Consent Form has been completed in respect of
the applicant.
3.2 There shall be 6 classes of membership available. These are:
3.2.1 Adult Membership – individuals aged 18 or over at 1st January
3.2.2 Family Membership – the spouse or partner of an Adult Member (who shall themselves be
termed Adult Member) and any children or grandchildren under 18; no subscription payable in
addition to that of the first Adult Member;
3.2.3 Junior Membership (individuals aged 16 or 17 years of age on 1st January), subscription to be
50% of Full Membership fee;
3.2.4 Youth Membership (individuals aged under 16 years of age on 1st January), subscription to be
25% of Full Membership fee;
3.2.5 Honorary Membership;
3.2.6 Honorary Life Membership for those members of the club who reach the age of 80
3.3 All subscriptions are payable on joining and subsequently on 1st January in advance for that year.
3.4 Members joining after the 1st day of September in any year shall have full privileges of
membership for the succeeding year for one year’s subscription.
3.5 Any member not paying their subscription within two months after 1st January in each year shall
be deemed to have resigned.
3.6 Members cycling are strongly advised to have sufficient individual insurance cover through a
recognised cycling organisation or other insurance provider to cover their activities.
4 OFFICERS
4.1 The Officers of the Club shall be as follows:
President
Chairperson
Vice Chairperson
Secretary
Treasurer
5 ELECTION OF OFFICERS
5.1 All Officers shall be elected at the Annual General Meeting of the Club, from, and by, the Adult
Members of the Club.
5.2 All Officers are elected for a period of one year, but may be re-elected to the same office or
another office the following year.
5.3 In the event of any Officer position becoming vacant during any year, the vacancy shall be
advertised to the Members within seven days with a request for nominations to fill the vacant
position to be received within a further seven days. In the event of more than one nomination, the
election of a replacement officer or other committee member, from, and by the adult members of
the club shall be completed within a further 14 days. In the event of there being a single nominee,
the Committee may appoint the member to the vacant position until the next General Meeting.
6 COMMITTEE
6.1 The affairs of the Club shall be controlled by a Committee comprising of the Officers of the Club
and 8 other Members (Social Secretary, Captain, Club Welfare Officer, Club Time Trial Secretary,
Mountain Time Trial Secretary, Clothing Secretary, Membership Secretary, Go Ride Contact) elected
from, and by, the Adult Members of the Club. The Committee shall meet at agreed intervals. The
committee meetings are open to all members. A quorum of 6 Committee members is required to
make decisions, two of those to be Officers.
6.2 The duties of the Committee shall be:
6.2.1 To control the affairs of the Club on behalf of the Members.
6.2.2 To manage the club’s finances in accordance with the club’s accounting and control
procedures (per attached schedule, as agreed by the Committee 5 October 2021) working with the
Treasurer. Latest accounts should be available for reasonable inspection by Members and should be
audited prior to presentation at each AGM. The club shall maintain a bank current account, with the
Treasurer and any other Officer necessary as signatories.
6.2.3 To co-opt additional members of the Committee as the Committee feels this is necessary.
6.2.4 To make decisions on the basis of a simple majority vote of those Committee Members present
(including any co-opted members). In the case of equal votes, the Chairperson shall be entitled to an
additional casting vote.
6.2.5 Committee members may take urgent action between Committee meetings if a majority of
Committee members are in agreement. Where the action involves financial matters, the Treasurer
must be in agreement with the action proposed.
6.2.6 Each committee member is expected to attend a minimum of three committee and / or
general meetings in each year.
7 GENERAL MEETINGS
7.1 The Annual General Meeting of the Club shall be held not later than the end of November each
year. 21 clear days written notice shall be given to all members of the Club by circulating a copy of
the notice to every Adult Member by email. Members must advise the Secretary by email of any
business to be moved, proposed and seconded, at the Annual General Meeting at least 14 days
before a meeting. Only items notified in this way may be voted on at the Annual General Meeting.
The Secretary shall give notice of the agenda to the Members not less than 7 days before the
meeting.
7.2 The business of the Annual General Meeting shall be to:
7.2.1 Confirm the minutes of the previous Annual General Meeting and any General Meetings held
since the last Annual General Meeting.
7.2.2 Receive the audited accounts for the year from the Treasurer and to appoint the auditor for
the coming year.
7.2.3 Receive the annual report of the Committee from the Secretary.
7.2.5 Elect the Officers of the Club (i.e. President; Chairperson; Vice Chairperson, Secretary;
Treasurer) and the other Committee Members.
7.2.6 Elect Vice-Presidents, Honorary Members, and Honorary Life Members of the Club – to be
proposed by Club committee.
7.2.7 Review Club subscription rates and agree them for the forthcoming year.
7.2.8 Transact such other business received in writing by the Secretary from members 14 days prior
to the meeting and included on the agenda.
7.2.9 Any Other Business will be for discussion only – not to be voted on.
7.3 Extraordinary General Meetings may be convened by the Committee or on receipt by the
Secretary of a request in writing from not less than 10 Adult Members of the Club. At least 21 days
notice of the meeting shall be given. Only such business notified in the request to be discussed at
the meeting.
7.4 Nomination of candidates for election of Officers and other Committee Members shall be made
in writing to the Secretary at least 14 days in advance of the Annual General Meeting date.
Nominations can only be made by Adult Members and must be seconded by another Adult Member.
7.5 At all General Meetings, the chair will be taken by the Chairperson or, in their absence, by a
deputy appointed by Adult Members attending the meeting.
7.6 Decisions made at a General Meeting shall be by a simple majority of votes from those Adult
Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an
additional casting vote.
7.7 A quorum for a General Meeting shall be 10 Adult Members, comprising 5 Committee Members,
two of those to be Officers.
7.8 Each Adult Member of the Club shall be entitled to one vote at General Meetings.
8 GENERAL
8.1 The Committee shall have the power to expel or otherwise deal with any member whose
conduct is injurious to the character and interests of the Club.
8.2 Members of the Club writing to the press must not use the Club’s name unless authorized to do
so by the Committee.
8.3 Rules and Regulations for Club and Open events promoted by the Club will be strictly enforced.
8.4 Any member who has competed for any other club during a calendar year shall not be eligible
for Club Championships or Records in the same calendar year.
8.5 Any matter not provided for in these rules shall be dealt with by the Committee, whose decision
shall be binding on all parties.
8.6 It would be appreciated if Members help at all club events.
9 ALTERATIONS TO THE CONSTITUTION
9.1 Any proposed alterations to the Club Constitution may only be considered at an Annual or
Extraordinary General Meeting, convened with the required written notice of the proposal. Any
alteration or amendment must be proposed by an Adult Member of the Club and seconded by
another Adult Member. Such alterations shall be passed if supported by not less than two-thirds of
those Adult Members present at the meeting, assuming that a quorum has been achieved.
10 DISSOLUTION
10.1 If at any General Meeting of the Club, a resolution be passed calling for the dissolution of the
Club, the Secretary shall immediately convene an Extraordinary General Meeting of the Club to be
held not less than one month thereafter to discuss and vote on the resolution.
10.2 If at that Extraordinary General Meeting, the resolution is carried by at least two-thirds of the
Adult Members present at the meeting, the Committee shall thereupon, or at such date as shall have
been specified in the resolution, proceed to realize the assets of the Club and discharge all debts and
liabilities of the Club.
10.3 After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or
distributed amongst the Members of the Club, but shall be given or transferred to some other
voluntary organization having objects similar to those of the Club.
Tyneside Vagabonds Accounting, Control and Budget Principles (as approved by Committee 5
October 2021-this does not form part of the Constitution)
Changes to accounting methodology recommended: Restate to create a Balance Sheet
1) Recognize Club kit stock value on the balance sheet.
a. Club kit has minimum order quantities of 10 so we end up with stock.
b. Stock has value, but also represents potential risk of obsolescence holding on the
balance sheet should aid transparency.
2) Recognize Lawnmover, and any item/group of like items of equipment worth over £500 on
the balance sheet and depreciate over the 5 years (or useful life if shorter)
a. Large purchases typically have lasting benefit, so better matches cost and benefit.
b. Significant equipment may need to be replaced later, transparency helps planning.
3) Recognize Cash holdings outside of the bank account.
a. Practically the Youth section& TTsection work on a cash basis, so needed for
completeness (Youth section float was excluded from prior year accounts)
Changes to Control & Budgeting Principles: Formalize simple best practice
1) Prepare an Annual Financial Year Plan starting 21/22 with activity lead support prior to AGM
a. Enables committee/membership input and thinking ahead
b. Supports longer term planning for any significant changes/equipment replacement
c. Enables committee approval of expenditures in advance and any limits needed.
2) Club activities to target to be sustainable, i.e. produce a small surplus where possible, with
any plans aligned to the club plan for the year.
a. Recognizes the reality that funds are not unlimited and need for financial security.
b. While may not always be possible, enables us to challenge ourselves to drive
increased participation in activities, and be careful with cost.
3) Quarterly Budget updates from activity leads, with Treasurer internal audit.
a. Ensures transparency to committee.
b. Protects activity leads reputation and club financial security.
4) Activity leads only to make new financial commitments >£100, with prior consent of the
Treasurer.
a. Ensures linkage back to budget plan approved by the committee.
b. Protects activity leads reputation and club financial security.
5) Activity leads to minimize cash handling (target max £250 cash in any activity), and alert
Treasurer of cash/electronic movements at the end of each month.
a. Limits cash holding risk (actual and reputational)
b. Assists the treasurer reconcile income and match to expenditure.
6) Any Raising of funds for charity, or donations from Club funds to be pre- approved by the
committee
a. Protects club and section leader reputation and aligns to club annual plan.