Constitution

CONSTITUTION OF THE SHOALHAVEN BICYCLE USER GROUP INCORPORATED

(Affiliated with Bicycle NSW)

Name

The name of the group is the Shoalhaven Bicycle User Group incorporated referred to in this document as “the BUG”.

Aims and Objectives

The aims and objectives of the BUG are to:

  1. Promote cycling as a legitimate form of recreation and transport.
  2. Advocate on behalf of cyclists for the improvement of cycling facilities and infrastructure at a local level.
  3. Promotion, advocacy, and education of cyclists and other road user in the rights and obligations of cyclists.

The aims and objectives of the BUG are achieved by:

  1. Conducting organised regular bike rides under the auspices and rules of Bicycle NSW.
  2. Lobbying and working with local authorities to achieve the aims and objectives of the BUG.
  3. Encouraging cyclists to become members of Bicycle NSW.

Membership

Persons seeking BUG membership or an annual renewal of membership must use the official BUG application form which is available from the Shoalhaven BUG website or from the Membership Secretary, and pay an annual subscription of $20.

Membership renewals and subscription fees are due on the first of July each year. If renewals and subscription fees are not received by this date, membership will cease and the member will be removed from the membership roll.

A master membership roll of Full and Associate Members is to be maintained and updated by the BUG Membership Secretary. All ride sheets are to be passed to the Membership Secretary as soon as practicable after a ride, or at the latest by the next monthly meeting, to assist in the accurate maintenance of the membership roll.

There are three levels of membership:

Full Member

Full Membership is open to any Bicycle NSW member residing permanently in the Shoalhaven. Full membership entitles the member to voting rights at monthly and Annual General Meetings and the right to stand for the executive if nominated. If a full member ceases to be a member of Bicycle NSW or moves out of the Shoalhaven their membership will automatically revert to Associate Member.

Associate Member

Associate Membership is open to anyone whose aims and objectives are the same as the BUG but do not meet the Full Membership criteria. Associate Members can participate in all BUG activities, including attending, speaking, and voting at all meetings, but cannot hold executive positions. If an associate member subsequently joins Bicycle NSW and he or she lives in the Shoalhaven, membership will be upgraded to Full membership when the Membership Secretary is informed of the Bicycle NSW membership number and expiry date.

Provisional Member

Provisional members are persons who are not Full or Associate BUG members but sign the ride registration sheet and participate in a BUG organised ride. Provisional membership only lasts for the duration of the ride.

Office Bearers

As a minimum the following Office Bearers are to be elected at each AGM:

President – Responsible for representing the BUG and chairing meetings.

Secretary – Responsible for minute taking and keeping all records excluding financial records, membership records, ride registration sheets, and ride incident sheets.

Treasurer – Responsible for the management and accountability of all financial records and transactions.

Publicity Officer – Responsible for publicity in the media and elsewhere.

Ride Co ordinator – Responsible for the rides calendar and ensuring it is included in Push On.

Membership Secretary – Responsible for the upkeep of the membership records and retention of ride registration sheets and ride incident forms.

Other Office bearers may be elected as assistants (eg Vice President, Assistant Secretary) or to carry out other duties if agreed to by the members in attendance at the AGM.

Fund Raising

Funds for the BUG are raised by an annual membership subscription of $20 and by any other means as decided by the membership. Subscriptions are to be reviewed annually at the AGM.

Members’ Meetings

A members’ meeting is to be held at least monthly on or as near as practicable to the first Wednesday of every month.

There is no restriction on who can attend and speak at a members’ meeting, however if a vote is called for only Full and Associate Members may vote.

Notice of the member’s meetings are to be given in the minutes of the previous meeting.

The quorum for a members meeting is seven members, with at least three committee members present.

Members meetings are to be chaired by the President or in his or her absence the President’s delegate.

As a minimum the agenda of the members meeting is to include:

  1. Meeting opening
  2. Apologies
  3. Acceptance of previous minutes
  4. Business arising from the previous minutes
  5. Secretary Report
  6. Treasurer Report
  7. Ride Leader Report
  8. Publicity Officer Report
  9. Membership Secretary Report
  10. General Business
  11. Close

If the President determines that a vote is required to resolve an issue, the vote is to be by show of hands and the numbers for and against recorded in the minutes. The Chairman will only vote to break a tied vote.

Annual General Meeting

An Annual General Meeting (AGM) is to be held on or as near as practicable to the first Wednesday of every September. The primary purpose of the AGM is to allow the outgoing committee to report to the members, review annual subscriptions, and elect a new committee.

The AGM is to be held on the same date and prior to the September monthly members’ meeting.

The AGM agenda is to include:

  1. Meeting opening
  2. Apologies
  3. Acceptance of previous minutes
  4. Business arising from the previous minutes
  5. Review of annual subscriptions
  6. Secretary Report
  7. Treasurer Report
  8. Membership Secretary Report
  9. Election of Office Bearers
  10. Close

There is no restriction on who can attend and speak at an AGM, however if a vote is called for only members may vote, and only Full members may stand for the committee.

Notice of the time and venue of the AGM is to be given in the minutes of the previous AGM, and be widely publicised in the month leading up to the AGM.

The quorum for the AGM is seven members, with at least three committee members present.

The AGM is to be chaired by the outgoing President, or in his or her absence the President’s delegate, until the election of the new committee is to take place. At this point the outgoing President is to nominate a non committee member to take over the Chair and oversee the election of office bearers.

Election of Office Bearers

Only Full members may be nominated for Office Bearers.

The Chair is to declare all positions open and ask for nominations and seconders for each position.

A Full Member must be nominated and seconded to be eligible to stand for a position.

If there is only one Full Member nominated and seconded for a position, and the nominee accepts the nomination, the Chair will declare the position filled.

If there is more than one Full member nominated and seconded, and more than one accepts the nomination, a vote will be taken by show of hands. If no one nominee has an absolute majority, the nominee with the least votes will stand down and another vote taken until one nominee has an absolute majority.

Patron

The incumbent Patron at the time of the addition of these rules to the constitution shall remain as Patron, and not have to undergo the nomination and selection process described below.

It is not mandatory for the BUG to have a Patron.

There can only be one Patron.

Patron is an honorary title given to a Member who has given long and meritorious service to the BUG above and beyond normal expectations, and who has made an outstanding contribution to the aims and objectives of the BUG.

The role of the Patron is to be a unifying figurehead, leader, mentor, and source of historical knowledge for the BUG, to give advice to the committee and membership, and may be asked on special occasions to present awards, represent the BUG, and perform other formalities.

The honorary title of Patron entitles the recipient to automatic Life Membership. The Patron may attend and speak at any BUG meeting but cannot vote or stand for office.

There is no obligation for the Patron to pay the annual subscription.

The position of Patron is permanent and will only become vacant if the incumbent dies, relinquishes the title in writing to the Secretary, or is removed by the membership at a Special General Meeting.

Nominations for Patron are to be given to the Secretary in writing at least six weeks prior to the AGM, with a nominator and a seconder giving full justification for the nomination and why the nominee deserves the honour.

Nominations for Patron are to be considered at a special meeting of the Executive prior to the AGM and require the endorsement of at least 75% of the committee.

Details of a successful nomination are to be kept confidential until the award is made.

Details of an unsuccessful nomination are to be kept confidential and only the nominator and seconder are to be informed.

Patrons are to be listed on the BUG website Patrons listing.

Life Membership

Life Membership is an honorary award given to a person who has given long and meritorious service to the BUG above and beyond normal expectations, and /or has made an outstanding contribution to the aims and objectives of the BUG.

The title of Life Member is a life time honour that remains extant if the Life Member becomes non financial, but the Life Member cannot vote or stand for office unless they are financial members.

Nominations for Life Membership are to be given to the Secretary in writing at least six weeks prior to the AGM, with a nominator and a seconder giving full justification for the nomination and why the nominee deserves the honour.

Nominations for Life Membership are to be considered at a special meeting of the Executive prior to the AGM and require the endorsement of at least 75% of the committee.

Details of a successful nomination are to be kept confidential until the award is made.

Details of an unsuccessful nomination are to be kept confidential and only the nominator and seconder are to be informed.

Life Memberships are awarded by the Patron, or outgoing President if the Patron is not available, at the AGM, but may be awarded at other BUG functions as determined by the membership.

Life Members are to be listed on the BUG website Life Members listing.

Changing the Constitution

The Constitution of the Shoalhaven Bicycle User Group Incorporated (The Constitution) is available to members from the website or from the BUG Secretary.

The Constitution can be amended at the Annual General Meeting or a Special Members Meeting. Proposed amendments must be presented to members one month before they are considered for approval. The proposed changes to the constitution must be included in the Special Members meeting agenda and be widely publicised during the month leading up to the Special Members or Annual General meeting.

Only Full members may present proposed amendments to The Constitution, by way of a Notice of Motion. The Notice of Motion must be seconded by a Full member.

Amendments to The Constitution can only occur if they are accepted by a meeting quorum and with at least three quarters of the members present accepting the proposed amendment(s).

The Constitution must be updated within seven days of the Annual General Meeting or the Special General Meeting


Last Updated  3rd December 2014. The signed master hard copy is held by the Secretary, Shoalhaven BUG

 

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