The name of the club shall be known as GALWAY BAY CYCLING CLUB hereafter known as the Club. The Club will adhere to the policies of Cycling Ireland. The club will abide by the Anti-Doping Policies of Cycling Ireland as laid down by the Irish Sports Council and the World Anti-Doping Association.

Events will be organised in keeping with the Technical Rules and Regulations of Cycling Ireland and any associated regulations such as Event safety. Members can download the relevant documentation on https://www.cyclingireland.ie/events/event-organisers/.

The club will abide by the Cycling Ireland Code Of Practice For Young and Vulnerable Cyclists. This is available to download at https://www.cyclingireland.ie/clubs/safeguarding/.

2. Objectives

The objectives of the club shall be:

• To organize and promote cycling orientated activities, without discrimination. It shall be club policy to offer opportunities to participate in cycling to all sections of the community. This is further supported through the club Equity Policy.

• To operate a Safeguarding Policy which conforms to the requirements of Cycling Ireland and other relevant agencies.

The Club understands it has a duty of care to safeguard all young people involved in the club from harm. All children have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be taken into account. The club will ensure the safety and protection of all children involved in the club through adherence to the Cycling Ireland Code Of Practice For Young and Vulnerable Cyclists guidelines adopted by the club. 

• To promote drugs free participation in cycling in accordance with the requirements of Cycling Ireland, the UCI and the World Anti Doping Agency.

The Club, in furthering its objective may

(i) Promote and hold, either alone or jointly with others, cycle races and events in accordance with the rules established by Cycling Ireland;
(ii) Offer, give or contribute towards prizes, medals, and awards for cycle races promoted and held by the Club;
(iii) Financially support riders competing on behalf of the club;
(iv) Apply for grants from appropriate entities for the development of the sport of cycling;
(v) Establish and promote, or assist any other association or entity having objectives similar to those of the Club;
(vi) Collect and disseminate information on all matters relating to the sport of cycling, and exchange such information with other bodies having similar objectives, whether in Ireland or internationally;
(vii) Buy, sell, and supply goods and services for the purposes of the Club;
(viii) Raise funds and invite and receive contributions from any person or persons whatsoever by way of subscriptions and otherwise PROVIDED THAT the Club shall not undertake permanent trading activities in raising funds for the said objectives;
(ix) Do all such other lawful things as are necessary for the attainment of the said objectives.

The Club is non-denominational and non-political.

3. Club Colours

The club colours shall be WHITE, BLUE and RED.

4. Affiliation

The Club shall be affiliated with Connacht Cycling, Cycling Ireland, and the Union Cycliste Internationale (UCI).

5. Membership

Membership of the Club shall be open to anyone interested in the sport of cycling 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.

The Club may levy a club membership fee on top of the Cycling Ireland Membership to raise funds for the club. The fee set will be agreed by the members on a non-discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating. There will be special rates for those under the age of 18.

Membership of the Club shall be open to all persons interested in the aims of the Club, and who agree to abide by this Constitution. Membership is renewed annually (through the Secretary) by becoming a member of Cycling Ireland. The members are aware that there are different classes of membership available from Cycling Ireland dependant on the interests of the members.

Members wishing to transfer to another club require the written approval of the Club Management Committee and the club Secretary must forward a letter of release to the Provincial Secretary. 

Honorary membership, for individuals who have made significant contributions to the Club or to the sport, may be conferred by two-thirds majority of those present at the Annual General Meeting.

The club has the right to refuse membership or decline renewals for any person who is deemed to be at odds with the club committee, the members and the aims of the club.

6. Club Year

The Club’s year shall be the calendar year: from January to December.

7. The Committee

The Committee will have due regard to the law on disability discrimination and child protection.

The Committee shall consist of at least six and not more than twelve members, including officers.

A Committee member ceases to be such if he or she ceases to be a member of the Club, 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 Club members, or is removed by club members at a general meeting. The Committee shall fairly decide time limits and formalities for these steps.

7.1: Powers of the Committee

The Committee

(i) Shall manage the business affairs of the Club;

(ii) Shall exercise all such functions as may be exercised by the Club other than those functions that are required by these rules to be exercised by the Club in a general meeting;

(iii) Has the power to perform all such acts and do all such things as appear to the Committee to be necessary or desirable for the proper management of the affairs of the Club

(iv) Shall have power to create and wind up sub-committees as required

(v) Shall have power to co-opt up to two further members to the Committee as required.

The Committee shall hold no less than five meetings per year.

7.2 Composition of the Committee

(a) The Committee shall comprise

(i) The Officers of the Club

(ii) At least four Elected Members of the Club (Chair, Secretary, Treasurer, Safeguarding Officer)

The Committee shall comply with the provisions of this Constitution, any ratified constitutional amendments, and rules ratified by the Members of the Club.

(b) The Club shall have the following Officers:

(i) Chairperson, who is the chief officer, responsible for the effective management of the Club; the Chairperson shall preside over Committee meetings and Club General Meetings; the Chairperson shall be one of the three signatories (any two to sign) on the Club’s bank account(s) unless agreed otherwise by the Committee. The Chairperson will normally not be a voting officer; however in the event of an equality of votes, the Chairperson shall cast the deciding vote.

(ii) Secretary, who is responsible for minute-taking at all meetings, and for ensuring that information about all matters affecting the Club is communicated to members efficiently and expeditiously. The Secretary shall be one of the three signatories (any two to sign) on the Club’s bank account(s).

(iii) Treasurer, who is responsible for chairing the finance committee and for overseeing the club finances; the Treasurer shall be one of the three signatories (any two to sign) on the Club’s bank account(s)

(iv) League Co-ordinator, who is responsible for chairing the league committee, and for all issues relating to club league events.

(v) Youth Officer, who is responsible for planning and supervising youth events and for promoting the safety of the all youth members while engaged in Club activities.

(vi) Safeguarding Officer who is responsible for the welfare of young members of the club (under18) and vulnerable adults. Such a person elected must have attended a safeguarding course.

(Vii) Membership Officer, who is responsible for the registration of club members and for ensuring an updated list of members is available to the club.

(viii) Ladies Officer, who is responsible for promoting, planning and organising activities for female members of the club. The Ladies Officer is also responsible for promoting the club for female cyclists.

(ix) Leisure Officer, who is responsible for the promoting, planning and organising leisure events for all members of the club.

(x) Public Relations Officer, who is responsible for communicating club events to the membership and for promoting the club to the general public. In cooperation with the Secretary, the PRO is responsible for communication between the club and the general public.

(Xi) Coaching Officer, who is responsible for planning, promoting and organising coaching activities for all grades of cyclists within the club.

7.3. Term of appointment

Each Officer of the Club shall hold office until the conclusion of the Annual General Meeting following the date of the said officer’s election, but is eligible for re-election.

Committee members can only hold the officer roles of Chair, Secretary and/or Treasurer for a maximum of five consecutive years at any one time. Members will be eligible for re-election to one of these roles after a break of at least one year.

7.4 Election of Committee Members

(a) Any Member may be nominated (or may nominate himself/herself, either in person or in writing) for election as an Officer or Elected Member.

(b) The ballot for the election of Officers and Elected Members shall be conducted at the Annual General Meeting in such manner as the Committee may direct

7.5 Vacancies

If a vacancy occurs in the membership of the Committee for any reason, the Committee members may appoint a member to fill the vacancy, and the member so appointed will hold office subject to the Rules. The person filling the vacancy shall retire at the next occurring Annual General Meeting

7.6 Removal of Committee Members

(a) In order to remove any Committee members from office, an Extraordinary General Meeting shall be called.

(b) A proposal to remove the Committee Member shall be put forward, in writing, by a member duly qualified to vote at that meeting.

(c) Notice shall be served on the said Committee member in writing, stating the date, time, and place of the Extraordinary General Meeting, the proposal and the grounds on which the proposal for removal is based, and informing the Committee Member that he/she may attend and speak at the Extraordinary General Meeting, and may also make written submission.

(d) Once due consideration of the matter has been given, the proposal for removal of the Committee member shall be put to a vote. A two-thirds majority of those present at the Extraordinary General Meeting is required to remove the Committee Member from office.

7.7 Committee meetings

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.

The Committee may decide its own way of operating. Unless it otherwise resolves the following rules apply:

a At least 50% of the elected committee members plus 1 shall be present for the meeting to be valid

b Committee meetings shall be held face to face;

c The Chair, or whoever else those present choose shall chair meetings;

d Decisions shall be by simple majority of those voting;

e A resolution in writing signed by at least 75% of Committee members shall be valid without a meeting. This includes electronic communication such as email, text or photos of the signed document.

7.8  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 Club; 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.

7.9 Disclosure

Annual club reports and statements of account must be made available for inspection by any member and all club records may be inspected by any Committee member.

8. Meetings and Quorum

A Committee meeting shall be quorate when at least 50% of the elected committee members plus 1 shall be present for the meeting . Where the committee consists of an odd number, a majority of the members must be present;  i.e. a committee with eleven members must have at least six present for the meeting to be valid. A committee with 10 members must also have six present for the meeting to be valid (half plus one).

A sub-committee meeting shall be quorate when at least three members of the sub-committee are present

A General meeting of the club shall be quorate when at least fifteen per cent of the membership is present.

An Annual General meeting of the club shall be quorate when at least fifteen per cent of the membership is present.

9. Disciplining members

All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the Club’s Safeguarding Policy and procedures. The club Safeguarding Officer is the lead contact for all members in the event of any child protection concerns.

(a) The Club may, by resolution, censure, suspend, or expel a member from the Club, if the member has 

(i) Persistently refused or neglected to comply with a provision of the Constitution; or 

(ii) Willfully acted in a manner detrimental to the interests of the Club.

(b) Where the Committee is of the opinion that a Member has acted in such as way so as to merit disciplinary action, the Committee must notify the member and convene a disciplinary hearing.

(c) Where the Committee passes a resolution convening a disciplinary hearing, the Committee must serve written notice on the member in question, stating the date, time, and place of the disciplinary hearing, setting out the resolution of the Committee and the grounds on which it is based, and informing the member that he/she may attend and speak at the disciplinary hearing, and may also make written submission.

(d) Once the disciplinary hearing has taken place, and due consideration of the matter has been given, the Committee shall propose what action (if any) is to be taken. The member in question shall be written to, communicating the Committee’s decision.

(e) The Committee shall then convene a General Meeting of the Club, at which a secret ballot shall be conducted on the question of whether the Committee’s decision on this matter should be confirmed or revoked.

10. Voting and Decisions

Issues arising at meetings of the Committee, sub-committees, or General Meetings of the Club, and which require a vote, shall be determined by a majority of the votes of the members present at the meeting and entitled to vote.

Each member present at a meeting of the Committee, sub-committees, or General Meetings of the Club (including the person presiding) shall be entitled to one vote. The Chairperson (who presides at meetings of the Committee and General Meetings of the Club) will normally not be a voting officer; however in the event of an equality of votes, the Chairperson shall cast the deciding vote at meetings of the Committee and General Meetings of the Club.

At a General Meeting of the Club a poll may be demanded by the person presiding, or by not less than ten people or five per cent of the membership (whichever is the lesser figure) in person and entitled to vote.

11. Sub-Committees

(a) Finance Committee

Membership of the Finance Committee shall be as follows:

Treasurer (chair of Finance Committee)

Chairperson

Secretary

Two other members

The Finance Committee’s remit shall be

(i) to manage the finances of the Club;

(ii) to propose an annual budget for Club activities;

(iii) to engage in fundraising activities that support the objects of the Club;

(iv) to report to the Committee and the Club membership on all aspects of Club finances.

The Treasurer will normally not be a voting officer on the Finance Committee; however in the event of an equality of votes, the Treasurer shall cast the deciding vote at meetings of the Finance Committee.

(b) League Coordinating Committee:

The League Coordinating Committee shall be composed of the League Coordinator (chair) and four members; its remit shall be

(i) to organise open and club races and other events

(ii) to adjudicate on the Club points system and results

(iii) to obtain the necessary permissions from the police and other bodies for holding races

(iv) to be responsible for marshalling and safety issues

(v) to select teams for major open races

The League Coordinator will normally not be a voting officer on the League Coordinating Committee; however in the event of an equality of votes, the League Coordinator shall cast the deciding vote at meetings of the League Coordinating Committee.

The League Coordinating Committee shall represent, where practicable, all members in the Club, including seniors, veterans, women, juniors, and youths.

11. Accounts and Banking

11.1 Accounts

The Treasurer shall maintain correct accounts and books showing the financial affairs of the Club, with full details of all receipts and expenditure connected with the activities of the Club. The Treasurer shall provide a written statement of accounts at the Annual General Meeting, and at Committee Meetings at the request of the Committee, but at no fewer than three Committee Meetings a year.

An audit may be carried out once every three years.

11.2 Banking

The Committee shall cause to be opened with such a bank as the Committee selects, a bank account or bank accounts in the name of the Club, into which all monies received shall be paid within ten working days receipt. All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by the Treasurer, the Chairperson, or the Secretary

(any two to sign).

11.3 Funds management

The funds of the Club, however derived, shall be applied towards the objects of the Club, under the direction of the Finance Committee, and (where appropriate) with the approval of the membership of the Club.

11.4 Financial Year

The financial year of the Club shall run from 1 November to 31 October each year.

12. Annual General Meeting of the Club

The Club will hold an AGM once in every calendar year and not more than 15 months after the last AGM.

The Annual General Meeting shall have the following duties:

1. 1. The Members will elect a Committee including a Chair, Treasurer and Secretary to serve until the next AGM;
   2. To elect the Officers of the Club, the ordinary Committee members, and the members of the sub- committees.
   3. The Treasurer will produce accounts of the Club for the latest financial year, audited as the Committee shall decide;
   4. The Committee will present a report on the Club’s activities since the previous AGM;
   5. The Members will appoint a suitable person to audit the accounts; and
   6. The Members 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.

Communication summoning the Annual General Meeting will be released so as to reach members at least twenty-one days before the meeting is due to take place.

Other General Meetings may be called at other times, with not less than fourteen days’ notice to all members, by the Executive Committee or by the Chairperson at the request of not less than twenty members.

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 20 members, signed by them. Such an EGM shall be held on not less than 14 or more than 21 days’ notice, from the date of the original request, at a place decided upon by the Committee or in default by the Chair.

13. Amendments to the Constitution

The General Meeting of the Club may amend the Constitution by a majority of two-thirds of the members present and voting, provided that a quorum of fifteen per cent of the membership be present, and that written notice of the amendment proposed has been given to all members not less than fourteen days before the General Meeting.

14. Dissolution

The Club may be dissolved by the agreement of not less than three-quarters (75%) of those members present at a General Meeting specially summoned for this purpose.

The Committee will then be responsible for the orderly winding up of the Club’s affairs.

After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

i. To another Club with similar sports purposes which is a charity and/or

ii. To the national governing body, Connacht Cycling or Cycling Ireland for use by them for work in relation to cycling.

Declaration    (Constitution adopted at a meeting held at: Nigel’s Cycles on Wednesday 20^th January 2016

With a commitment to helping safeguard younger riders’ well-being, the Club have devised a child protection policy. This is operated in the conjunction with the official Cycling Ireland safeguarding policy (https://www.cyclingireland.ie/clubs/safeguarding/)

As part of the club’s obligations under the Children’s First Act 2015, here is our Safeguarding Statement.

Our first priority is the welfare of the young riders and we are committed to providing an environment which allows them to perform to the best of their ability free from bullying and intimidation.

Junior riders are bound by the same rules and guidelines as senior riders, e.g., they must wear a helmet, obey the rules of the road, etc. Please see the other sections of this site for details.

If there any queries about this policy, or complaints regarding violations, GBCC Child Protection Officer (CPO) can be reached via the details on our Committee page.

The National CPO with Cycling Ireland is Donal Gillespie and is contactable at:  [email protected]

1.1 Youths/ Juniors are permitted to go with ability groups, with parental consent.

1.2 Youths/ Juniors must have a charged, working phone with credit (in protective waterproof plastic) when going on a spin.

1.3 Parents’ phone number(s) should be given to group leader.

1.4 Youths/ Juniors on a spin must be accompanied by at least one adult and one Junior, or two adults, at all times.

1.5 Youths/ Juniors are permitted to leave the spin to go home, with parental consent.

1.6 Youths/ Juniors must notify the group leader when leaving the spin and must send a text to the group leader when they have arrived home.

1.7 Youths will be accompanied until a parent arrives at the spin pick up point.

1.8 There will be a minimum ratio of two adults to eight youth riders at every spin.

On every spin, youths/juniors will be coached in developing good group skills and good cadence.

Note: Parent is taken to mean parent or legal guardian.

Please note that the policy may be updated as needed.

1. GBCC members are to treat each other in a respectful and courteous manner and in compliance with the principles of fairness, reasonableness, due process and natural justice.
   2.       Members are to participate in a sporting manner, not deliberately endanger fellow participants and refrain from any acts of violence, threats or insults.
   3.       Members are to be mindful of the welfare of others.
   4.       Discrimination is not to be tolerated.
   5.       Members are to present a positive view of cycling to the public at large.
   6.       Members must not engage in behaviour that amounts to, or could be construed as, abuse of any kind including sexual, physical and emotional abuse.
   7.       Disparaging or inflammatory remarks are not to be made on websites, social media outlets etc. under the control of Cycling Ireland or its constituent Provincial Executives, Commissions or Clubs nor is content that is hateful, threatening, pornographic or that contains nudity or gratuitous violence to be posted.
   8.       Abide by Cycling Ireland’s Anti-Doping policies and regulations at all times.
   9.       Those responsible for Youth should read and abide by ‘Cycling Ireland Code of Practice and Safeguarding Procedures for Young’ and Vulnerable Cyclists
   10.   Members must obey the rules of the road, ensure they are suitably and safely attired for sessions and insist on the use of safety helmets for all activities andhave a charged mobile phone.

https://www.cyclingireland.ie/downloads/cirideleader-guidetocyclingontheroad.pdf