- Administration
Subject to the matters set out below, Cycleways and its property shall be administered and managed in accordance with this constitution by the Members of the Committee.
- Objectives
To promote cycling for the public benefit within the Warwick District and the surrounding area, as a means of furthering the following charitable purposes:
- The promotion of public health
- The promotion of healthy recreation, in the interests of social welfare.
- The promotion of public safety, particularly on the highways.
- The promotion of the conservation and protection of the environment.
- The advancement of education by whatever means the Board think fit, including the provision of cycling facilities, services, training, educational activities, and lobbying and campaigning in matters relating to cycling and other forms of transport.
- Geographical area
Cycleways will pursue its objectives in the local government district of Warwick, Leamington Spa, Whitnash, and Kenilworth. Where appropriate and agreed by the Committee. Cycleways will also work in neighbouring districts to pursue its objectives, and pursue its interest in national matters that affect its geographical area.
- Membership
Any person who supports the group’s objectives may apply for membership, and become a member of Cycleways on payment of the membership fee.
Membership runs for twelve months.
Members will receive regular Newsletters throughout the year
A full list of members shall be kept up to date by the Membership Secretary
- Management
The management of Cycleways shall be conducted by a Committee elected at the Annual General Meeting, which will report to the members through Newsletter, email, social media, and general meetings.
Committee discussions and decisions will be agreed at Cycleways Committee Meetings.
A Committee shall be elected at the Annual General Meetings to carry out the business of Cycleways
Any new member of the Committee must be proposed and seconded by members of Cycleways.
Day to day decision making of the Committee can be undertaken by the Committee.
The Committee shall have between 5 and 14 members, who must all be members of Cycleways with voting rights.
The Officers of the Committee will consist of: Chair, Vice-Chair, Secretary, Treasurer, and Membership Secretary. Additional Committee roles can be given to other Members as the Committee may decide.
The Committee can fill vacancies on the Committee arising during the year by co-opting Members.
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.
The Committee shall meet at least 4 times a year.
Quorum- no Committee meeting or Committee decision can take place or be ratified by no less than 4 present Committee Members.
All Committee Meetings and decisions shall be permanently minuted, such Minutes being available to the Members.
If a Committee Member is absent from 2 consecutive Committee Meetings or 2 months whichever is the longer period without apology it may be determined that they have resigned.
The Committee can terminate the Membership by a vote of simple majority of any members (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 Committee Meeting of Cycleways, whose decision shall be final.
- Powers of the Committee
The Committee has the powers to raise funds and to invite and receive contributions.
The Committee has the power to buy, take on a lease or in exchange any property necessary for the achievement of the objects of Cycleways, and to maintain and equip it for use.
The Committee has the power, subject to any consent by law, to sell, lease or dispose of all or any part of the property of the Cycleways.
The Committee has the power to co-operate with other voluntary bodies, charities and statutory authorities operating in the furtherance of the objects or of similar objectives to Cycleways, and to exchange information and advice with them. Organisations which support Cycleways objectives may become affiliated to Cycleways on payment of an annual affiliation fee.
The Committee has the power to do all such other lawful things as are necessary for the achievement of the aims and objectives.
- Sub-Committees
The Committee may appoint sub-Committees to carry out activities of a specific nature
Such sub-Committees will be directly accountable to the Committee.
The Committee will agree in advance the Terms of Reference (including budget) for any sub-Committee.
All sub-Committees shall report to the full Committee and may be dissolved at the discretion of the full Committee.
- Notice of Meetings and Motions
General meetings are held every other month, alternating with Cycleways Committee meetings. All meetings will be publicised in the Newsletter, on the web-site, and on social media platforms with at least one month’s notice. This includes General meetings, AGMs, EGMs, and any motion to dissolve Cycleways. 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.
- Annual General Meeting (AGM)
The AGM shall take place no less than 11 months, and not more than 15 months from the date of the previous AGM or inaugural meeting.
The Secretary will notify all Members of the date of the meeting and the business to be transacted, via the normal channels, Newsletter, web site and social media platforms, not less than one month before the AGM.
The business of the AGM will include:
- Report of the Committee’s work over the last year
- Report on any sub-Committees
- Present a reviewed statement of accounts
- Elect a new Committee on an individual basis
- Amend the Constitution, if necessary, subject to Members being advised of the proposed changes within the agreed timescale.
- The appointment of an independent Examiner for the accounts.
A quorum shall be a minimum of 10 members
10. Extraordinary General Meeting.
An Extraordinary General Meeting (EGM) may be convened when deemed desirable and also on the written request of the Secretary of 5 members of at least 6 months standing.
The Secretary will give 1 month’s notice via the normal channels to all Members of such a meeting and the business to be transacted.
At an EGM, the Constitution may be changed, Membership amended and Policy changed.
The quorum shall be a minimum of 10.
Otherwise the rules of the EGM shall be the same as the AGM.
11. Voting at Committee Meetings
A motion proposed and seconded at a Committee Meeting is put to the vote by a show of hands of Committee Members.
A Committee Member can request a secret ballot providing this agreed by a majority of Members present.
A simple majority of votes shall carry a decision.
12. Finance
The Treasurer shall maintain a bank account in the name of Cycleways
All payments and instructions to Cycleways bankers shall require 2 of the agreed signatories.
The Committee must approve the spending on any item of over £50 in advance, from general funds (excluding grants).
Regular financial reports of all of Cycleways accounts will be made available to the Committee on a quarterly basis, and independently examined each year.
The accounts will also be received at the AGM and be made available to all Members
13. Winding up (Dissolution Clause)
Cycleways 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 to this proposal.
At the EGM called for that purpose, any assets remaining will be transferred to an organisation with similar aims and objectives within the areas of interest or an appropriate charity to be agreed upon by the Committee.
The up dated Constitution with amendments, approved by the members at the Extraordinary General Meeting held in Warwick 20the March 2024
Rodney King
Secretary to Cycleways