These standing orders form part of the Constitution of Angus Cycling Club.
Annual and extraordinary general meetings
At general meetings of the Club, to be conducted in accordance with the constitution, the quorum shall be one fifth of the paid-up membership (including any life members). Decision-making at an AGM or EGM will be by means of member voting, normally by a simple show of hands but, if required, by a written secret ballot. Unless required otherwise by the constitution, a simple majority will determine the outcome of voting. In the event of a tied vote, the President (or other person properly delegated to carry out the function of Chair of the meeting) may use a single casting vote. Proxy votes by members unable to attend may count, if they are in writing and sent in advance to the Secretary. All members are free to express their views openly, although the Chair has responsibility for the fair and effective conduct of meetings.
The purpose of committee meetings is to ensure that Club affairs are conducted in an efficient manner throughout the year and in accordance with the main policies set by members at the AGM. The committee (comprising office bearers plus any elected or co-opted members) is responsible for doing this efficiently and effectively and remains accountable to the club membership at the AGM.
The quorum for committee meetings shall be four committee members of which at least three must be office bearers. Wherever possible, committee decisions will be arrived at by discussion and general consensus but, if required, an agreed voting procedure may be employed in which the Chair will have a single casting vote in the event of a tied vote. No proxy voting procedure is permitted. Committee members will take collective responsibility for implementing decisions properly taken by the committee so that Club members maintain respect for the decision-making process. Ordinary Club members may participate in committee meetings if so invited, but may not take part in formal decision-making.
Office bearers, elected in accordance with the constitution, will remain in office until the following AGM unless they resign in writing or are removed from office following the unanimous vote of the other office bearers on the grounds either: of failing to carry out their duties; or behaving in a manner likely to damage the reputation of the Club.
All offices are voluntary and unpaid, although office bearers may be paid expenses legitimately incurred in the course of carrying out their duties.
In addition to their shared responsibilities for the day-to-day conduct of the Club’s affairs and activities, office bearers have the following specific duties and responsibilities:
1 Acting as Chair of all general meetings, committee meetings and other formal meetings of the Club
2 Ensuring that Club activities are conducted in accordance with the constitution
3 Representing the Club at external meetings and promoting membership
4 Seeking to maintain the Club’s reputation and standing
In certain circumstances, these responsibilities may be delegated.
Vice President (if elected)
1 To deputise for and support the President in carrying out his/her role
1 Maintaining records of membership
2 Recording minutes of all formal meetings of the Club
3 Conducting correspondence in the Club’s name
4 Overseeing Club publicity
1 Carrying out book-keeping and financial management of behalf of the Club, in accordance with accepted financial practice
2 Presenting consolidated annual accounts and financial summaries to members at the AGM, after these have been scrutinised by an external examiner
3 Paying against invoices legitimately incurred by the Club and reimbursing members for expenses incurred on authorised Club business
4 Conducting the official banking business of the Club (on the signatures of at least two of the authorised Club signatories), maintaining an appropriate balance between invested and disposable resources.
1 Presenting a calendar of Club events to the Committee for approval
2 Overseeing the conduct of official Club runs and other activities in accordance with current Club rules
3 Maintaining records of participation and performance required to award Club awards and prizes
4 In collaboration with the Secretary, issuing press notices and other forms of publicity on behalf of the Club.