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Our Membership form can be downloaded as PDF file from HERE

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On April 6 2015 Bikefit Surrey became a membership based club. Full details are in our Constitution below. Please contact us for an application form and payment details.

BikeFit Surrey

Constitution

1. Name

BikeFit Surrey is a Club ("the club") within the ordinary legal definition, and will be affiliated to Cycling UK.

2. Aims and objectives

The aims and objectives of the club are to:
  • encourage participation in on and off-road cycling.
  • encourage returners to cycling by offering easy level cycle rides.
  • provide opportunities for members to take part in group led cycle rides.
  • have fun off-road mountain biking.
  • create an inclusive social atmosphere for all members.
  • provide opportunities to participate in social activities that will develop the social cohesion of the members.
  • provide all its services in a way that is fair to everyone.
  • promote adherence to the Countryside Code.

3. Membership

Membership is open to anyone who:

  • is aged over 18 years old; and
  • supports the aims of Bikefit Surrey and
  • children under 18 may join with a counter-signature of a parent or guardian.

Children under 16 must be accompanied on rides by an appropriate adult.

Membership will begin as soon on receipt and approval of the membership form by any officer of the club and first annual payment has been received.

Non-members may participate in two rides before being required to apply for membership.

There will be an annual membership fee which will be agreed at the Annual General Meeting (AGM) and will be payable by all members.

A list of all members will be kept by the membership secretary. Personal details may be accessed by officials of the Club but will not be passed on to any third party.

All members are deemed to accept and adhere to the terms of this constitution and codes of practice contained therein.

4. Membership fees

Membership fees will be set annually and agreed by the Officials & Committee and approved at the Annual General Meeting. Fees will be paid annually. All subscriptions shall become due on 6th April. Where subscriptions have not been paid by the 6th May, the membership shall be deemed to have lapsed, the individual shall no longer be a member of the Club, nor enjoy the privileges of membership.

Subscriptions of members joining the Club after 1st October will be half of the full year's fee.

5. Remuneration

This club is a non profit making organisation, all activities, official duties and committee membership are voluntary and unremunerated.

6. Officers of the Club

The officers of the club will be:

Chair/ Membership Secretary - Ivette Groombridge

Treasurers - Richard Jenkins

Events & Social secretaries - Melanie Buxton & Suzy Stevens

Management Committee Members- Nick Clark, Richard Jenkins, Lynne Mulholland, Ivor Lewis, Ivette Groombridge, Dave Robertson, Suzy Stevens, Melanie Buxton, Marion Woodville

Officers will be elected by a ballot ("the ballot") of the members at the AGM and serve for a period of 12 months. Nothing in this constitution prevents any person serving for a successive term subject to the ballot previously referred to.

Officers will be elected annually at the Annual General Meeting. All officers will retire each year but will be eligible for re-appointment.

The club will be managed through the Management Committee consisting of: Chair, Treasurers, Membership Secretary, Events Organiser and Management Committee members. Only these posts will have the right to vote at meetings of the Management Committee. The Management Committee meetings will be convened by the Chair of the club and held no less than twice per year. The quorum required for business to be agreed at Management Committee meetings will be three. The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club. The Management Committee will have powers to appoint subcommittees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business

7. Finance

All club monies will be banked in an account held in the name of the club. The Chair and Club Treasurers will be responsible for the finances of the club. The financial year of the club will end on: 5th April. A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

-Club Account

The Committee will nominate two of its officials to be signatories on the club account, known as the signatories. The signatories shall not be related or of the same residence. The Chair & Club Treasurers will be responsible for holding and maintaining documentation detailing the names, addresses and signatures of the signatories. Any cheques to be drawn against the account will require a minimum of two of these signatories. On-line banking transactions should, in the main, be carried out by the treasurer, however for convenience may be carried out by either of the two signatories. All transactions from the account must be notified to the club treasurer in writing/email within 48 hours of the transaction.

Any changes to the terms of the club account or its closure will require a vote by the officials of the committee

8. Annual General Meetings

Notice of Annual General Meetings (AGM) will be given by the Chair. Not less than 21 clear days notice to be given to all members. The AGM will receive a report from officers of the Management Committee and a statement of the accounts. Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM. Elections of officers are to take place at the AGM. All members have the right to vote at the AGM. The quorum for AGMs will be 6. The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

9. Discipline and Appeal

All complaints regarding the behaviour of members should be presented and submitted in writing to the Chair. The Management Committee will meet to hear complaints within 30 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing. There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 30 days of the Secretary receiving the appeal.

10. Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership. In the event of dissolution, any assets of the club that remain will become the property of the remaining members at the time of dissolution.

11. Amendments to the constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

12. Declaration

BIKEFIT SURREY hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.