Club Constitution (Updated AGM 02-12-25)

Club Constitution (Updated AGM 02-12-25)

  1. Name

The club shall be called the Witham Wheelers Cycling Club, referred to hereinafter as the “Club”

  1. The purposes of the club

The purposes of the Club are to promote the amateur sport of Cycling in Grantham (and the surrounding area) and community participation in the same.

  1.  Membership
  2. a) Membership of the club shall be open to anyone interested in 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.

It is expected that all members will adhere to the attached Code of Conduct (Addenda 1)

Amended 02-12-25

  1. b) The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
  2. c) The club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members. The attached Disciplinary Procedure will apply (Addenda 2)

Amended 02-12-25

  1. d) A member shall cease to be a member if he shall resign, in writing to the committee, or if the Committee passes a resolution removing them from membership, in such a case the Committee not being obliged to give any reason for such a resolution.
  2. e) Second Claim members can attend any general meetings and speak on any subject, but shall have no voting rights. Second claim members shall be ineligible for prizes (amended AGM December 2014). Second claim riders shall only be allowed to take part in events when time and space permit. Second Claim members are not entitled to any available clothing subsidy.
  3. Property and Funds
  4. a) The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the rules.
  5. b) The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, event expenses, post event refreshments, and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
  6. c) The Club may also in connection with the sports purposes of the Club:
  7. i) Sell and supply food, drink and related sports clothing and equipment:
  8. ii) Employ members (though not for riding) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present;

iii) Pay for reasonable hospitality for visiting teams and guests.

  1. iv) Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets)
  2. Winding up the club
  3. a) The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at as properly convened general meeting.
  4. b) The Committee will then be responsible for the orderly winding up of the Club’s affairs.
  5. c) After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:
  6. i) To another Club with similar sports purposes which is a charity and/or
  7. ii) To another club with similar sports purposes which is a registered CASC and/or

iii) To the Club’s national governing body for use by them for related community sports.

  1.  Priority

Where there is any conflict between any of the above Rules (“Key Rules”) and any other rules, the key Rule(s) will take priority. Interpretation of all the rules must be consistent with the statutory requirements for CASCs (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002)

  1. Officers

The management of the club shall be in the hands of the committee comprised of.

  • President
  • Vice President (non executive) (amended AGM December 2014)
  • Chairperson
  • Vice Chairperson
  • General/Membership Secretary (amended AGM December 2014)
  • Treasurer
  • Accountant (amended AGM December 2014)
  • Public Relations/Communications Officer
  • Road Racing Secretary (amended AGM December 2014)
  • Time Trial Secretary (amended AGM December 2014)
  • Lead Coach
  • Welfare Officer
  • Go-Ride Co-Ordinator (amended AGM December 2014)
  • Property Officer
  1. Subscriptions

The annual subscriptions are due at the AGM and should be paid by 31st December and shall be reviewed and implemented annually by the committee. ‘The club preference is for membership fees to be collected through the British Cycling club membership system. For those paying through this system there will be a £1 reduction in their membership charge to offset the administration cost. (amended AGM December 2014)

  1. Finance

The financial year ends 31st October and the Annual General Meeting (AGM) shall be in November/December.

The annual accounts will be presented at the AGM by the Treasurer (amended AGM December 2014)

  1. Proceedings of the Committee
  • In the event of any dispute, a meeting may be called by an official or by 4 members
  • No private trials shall be allowed in any event, except by invitation of the committee.
  • Any matters arising not covered by these rules shall be dealt with by the committee, whose decision shall be binding on all sides.
  • Proposed changes to club rules, to be submitted to the club secretary at least 28 days before the AGM.
  • Accepted changes to the club rules to be dated on inclusion.
  1. Racing Rules

All members to abide by the club racing rules

  1. CTT regulations shall apply to all club time trial events.
  2. See list of club competitions for award criteria.
  3. League 10 handicaps to be taken from 20 minutes.
  4. One rider, one prize per event.
  5. League 10 Handicaps based on times achieved on club designated course only. (amended AGM December 2014)
  6. Entry fees shall be reviewed and implemented annually by the committee.
  7. Any new member, under the age of 16, with no previous racing experience may only compete at the discretion of the racing secretary.
  8. No private trials shall be allowed in any event, except at the initiation of the committee.
  9. Riders under 12 years of age can only compete in events that are held on closed roads or off the public highway.

The above constitution was updated and agreed at the AGM 2nd December 2025.

 

Club President                        Tony Mendham                   Club Chairman            Simon Cocker

 

Witham Wheelers Cycling Club – Addenda 1 – Code of Conduct

Witham Wheelers Cycling Club supports a culture that is welcoming to all members and supporters, reduces the risks for members when on the road and is conducive to good relations between cyclists and other road users.

 

Members should acknowledge that people take up cycling for many different reasons, and that everyone can make a valuable contribution to the Club.

 

Breaches of this Code of Conduct may be considered as misconduct and result in disciplinary action in accordance with our Disciplinary Regulations.

 

As a minimum, it is expected that members of Witham Wheelers Cycling Club

  • Take pride in ourselves in regard to inclusivity and diversity.
  • Recognise that everyone should be treated with respect and that everyone has an equal right to participate in the sport.
  • Build relationships within the sport that are open, honest and built on mutual trust and respect.
  • Ensure everyone participating does so without fear or harassment.
  • Accepts responsibility for our actions and acts with transparency and honesty.
  • Does not discriminate against others.
  • Recognises and understands how to report safeguarding concerns.
  • Acts within the Technical Regulations and the spirit of cycling at all times and comply with UK Anti-Doping rules.
  • Strives to be a positive role model for others in the sport.

 

In addition to the minimum standards, the following roles carry additional levels of expectation.

 

Riders, spectators and parents/carers

 

  • Know and adhere to the regulations and guidance issued by British Cycling.
  • Recognise and respect the contribution of other riders, coaches, officials, ride leaders and volunteers.
  • Comply with the Highway Code and public rights of way, respecting other members of the public including by not littering and maintaining proper personal behaviour.
  • Recognise that the sport can provide many benefits to those involved and is not just about winning or losing.
  • Provide encouragement to others, recognizing that we all make mistakes.

 

Coaches, team managers, welfare officers, leaders, tutors and volunteers

 

  • Provide a positive experience which is age and developmentally appropriate, whilst respecting the rider’s long-term welfare and best interests.
  • Promote a balanced lifestyle both in and out of the sport.
  • Educate the riders appropriately.
  • Maintain up to date knowledge and practice.
  • Promote good practice in others and challenge poor practice from others, reporting any concerns to British cycling.
  • Respect their own position of trust and maintain appropriate boundaries and relationships.

 

 

 

 

 

 

Event officials

 

  • Agree, understand, comply with and keep up to date with the rules, regulations, policies, codes and practices of British Cycling.
  • Act as an ambassador for the sport and British Cycling, showing respect to all, the event and the associated organisations.
  • Act in an unbiased, impartial, consistent and objective manner.
  • Ensure that clothing, equipment and behaviour is always seen as independent and neutral. Where uniform is provided, always and only wear it for events that they are appointed for.
  • Follow the instructions and uphold the decisions of commissaires.
  • Do not get involved in discussions regarding events, riders or officials, during or after events, or on social media.

 

 

Witham Wheelers Cycling Club – Addenda 1 – Disciplinary Procedure

 

Witham Wheelers has clear standards of conduct, listed within our code of conduct document which is applicable to all of its members and all members are expected to follow.

 

Members should follow the grievance procedure should they wish to raise a complaint.

 

For the purposes of this document, the member who has raised the grievance will be referred to as the complainant and the subject(s) of the complaint simply as the member.

 

Upon receipt of a grievance or complaint and any related evidence, the committee will meet (face to face or virtually) to review. The committee will decide if the offence falls within its scope and if it does, it will categorise the offence during this meeting into one of three categories:

 

  • Misconduct is an offence of a minor nature and examples of such may be:
    • Discourteous, crude or offensive behaviour
    • Conduct of an unsafe nature
    • Refusal to carry out reasonable instructions by event organisers or officials

 

 

  • Serious Misconduct is the carrying out of an offence by a Club member of such gravity that in the opinion of the Committee it warrants a disciplinary hearing. Examples of offences, which may be considered as serious misconduct include:

 

  • Misconduct offences above if especially grave or repeated.
  • Deliberate or persistent breaches of Club rules.
  • Any attempt to achieve gains or advantage over others by unfair or unscrupulous means.
  • Theft or misappropriation.
  • Use of threatening or abusive behaviour, unless it is dealt with by the relevant policy applicable to an individual sport.
  • Malicious interference with equipment or property.
  • Disregard for one’s own or other people’s safety.
  • Any other action, which in the opinion of the Committee may bring Witham Wheelers into disrepute, or which left unpunished, may result in the detriment of Witham Wheelers or its members.

 

  • Gross Misconduct is action by a club member of such seriousness that the Committee will require the immediate expulsion of the member. The Committee may expel said member without invoking a disciplinary hearing. Examples are:
    • Physical violence or assault towards other persons at a Club event or related activity, including serious threatening, intimidating or forceful behaviour.
    • Bullying and intimidation of members
    • Other acts that are considered to be of an extremely serious nature

The expelled member will have the right to a disciplinary hearing as soon as this can be arranged but will remain expelled until and unless such a hearing overturns the decision.

 

Process

 

The committee will meet either virtually or in person to discuss and consider evidence. This meeting will have one of 4 outcomes and this the next steps will be determined based upon that

 

  • No Complaint – If the committee deem there to be no tangible complaint or something which falls outside the scope of the club, the committee will write to the member and complainant informing them as such and the case will be closed

 

  • Misconduct – If the committee deems there to be a case of misconduct then
    • The secretary will write to the member with the information regarding the case, within 7 days of the committee meeting and the member will be asked to submit evidence in relation to this, to the committee, within 7 days. The member may also receive a written warning with regards to their conduct or an appropriate sanction determined by the committee.

 

  • Serious Misconduct – If the committee deems there to be a case of serious misconduct then:
    • The secretary will write to the member with the information regarding the case, within 7 days of the committee meeting and the member will be asked to submit any response within 7 days in writing to the committee and within 14 days will then meet with the committee to discuss the complaint and their response
    • At the meeting with the member the evidence and allegations will be discussed
      • The committee and the member will review evidence at this meeting only, and not agree upon an outcome.
    • The committee to discuss without the member present based upon discussions and evidence and agree upon one or more sanctions which could include:
      • Written warning with an apology to the complainant
  1. Temporary suspension of membership for a period not more than 3 months
  • Within 7 days the secretary will write to the member informing them of the output from 3(c) above.

 

  • Gross Misconduct – If the committee deems there to be a case of Gross Misconduct then:
    • The secretary will write to the member within 3 days to inform them of membership suspension during investigations and inviting them to submit a response within 7 days in writing to the committee. Within 14 days the member will then meet with the committee to discuss the complaint and their response
    • At the meeting with the member the evidence and allegations will be discussed
      • The committee and the member will review evidence at this meeting only, and not agree upon an outcome
    • The committee to discuss without the member present based upon discussions and evidence and agree upon one or more sanctions which could include:
      • Temporary suspension of membership for a period not more than 3 months
  1. Removal from the club
  • Within 7 days the secretary will write to the member informing them of the output from 4(c) above.

 Sanctions

The Club will always seek to resolve disciplinary matters as constructively as possible applying the lowest possible sanction required to achieve the outcome that upholds the Club’s values and Code of Conduct.

Following the conclusion of the relevant process outlined above, the Committee will determine its response and may apply a sanction (subject to the right of appeal below) deemed to be proportionate and appropriate.

Appropriate sanctions may include a verbal warning, a first written warning, a final written warning, temporary suspension and, in extreme cases, dismissal.

Appeals

If an appeal against the decision or penalty is to be made then written notice of appeal must be given by the member, within 7 days of being notified of the decision. No appeal will be valid or considered after that period has elapsed.

The member must give full written grounds for the appeal, stating exactly what is being appealed against and the reasons for this. An appeal together with full and recorded argument may be considered relative to:

  • The Clubs’ Procedure had not been followed correctly
  • The resulting disciplinary action was inappropriate.
  • The need for disciplinary action was not warranted.
  • New information regarding disciplinary action has arisen

Where the appeal directly relates to new information regarding the initial disciplinary action the committee will review its decision in light of the new information. If the committee still upholds its original decision then the process below will continue.

Witham Wheelers will convene an appeals panel with 5 members from our membership, none of the appeals panel will be current committee members. The committee has a target of 10 days to convene members for an appeals panel once the written appeal has been received.

The appeals panel will then be presented with written evidence from both the committee and the member. The appeals panel will individually review the evidence and have 7 days to provide their findings to the committee, either agreeing or disagreeing with the decision made by the committee.

The Appeal Committee shall have power to amend or revoke any decision made at the previous disciplinary hearing. The decision of the Appeal Committee is final and binding on the parties.

Proudly sponsored by Pedal Pushers

© Witham Wheelers. All rights reserved.