MEMBERS HANDBOOK
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MEMBERS HANDBOOK September 2021 PAGE 1
2 OCTOBER 2020
Welcome Inside this handbook Welcome to London Dynamo, a British Cycling affiliated cycling club, and thanks 1 Who we are for joining. 2 What we do 2 How we communicate Please take time to read this membership guide which provides new and 3 Code of Conduct established members with information, guidance and rules that will help you get the most from your membership. 6 Our rides 8 Disciplines We hope you will have many amazing rides and races with us. The continuing 9 Rewards enjoyment and success of our club relies on members riding safely and sensibly, 10 Helping out programme so please pay particular attention to the appropriate guidelines. Also, please feedback to the committee with any suggestions for improvement. 11 Helping out programme FAQs
12 Welfare 12 Keep in touch 13 Welfare fund Who we are 15 Privacy Policy
23 Constitution London Dynamo’s roots stretch back to the early 1990s when friends Phil Cavell 29 British Cycling Policies & and Julian Wall, then of Bikepark and now of Cyclefit, gathered various Procedures acquaintances together to create an informal club centred on bike racing. The name London Dynamo was settled on, redolent of the tough, gritty road riders of Eastern Europe and teams such as Moscow Dynamo and Dynamo Kiev. Time Out was the club’s first jersey sponsor.
In 2003 members Paul Callinan, Russell Short and Guy Andrews introduced the clubs iconic black, blue and orange kit and set about turning it into one of the largest and most successful clubs in the country.
The club has been built on the foundation of its membership, and we have been able to support more young riders, stage better events, support local leagues, form better relationships with local communities and enjoy a fantastic and supportive network of like-minded folk.
Cycle sport and friendliness remain firmly at the centre of the club’s identity. The club’s original Saturday Park Ride and Sunday Surrey Hills run continue to this day. Building on what we learn, giving of our time or expertise and simply enjoying what we do, this is London Dynamo.
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What we do
Open to anyone with a passion for cycle sport, the club encourages its members to improve or excel, whether they are young riders just starting out in our Youth and Juniors initiative, competitive riders with years of experience, or anything in between.
Our core discipline is road racing, be that on closed circuits or open road courses. We have a select squad which competes in National B events and our wider membership races at every level, from fourth category to elite.
We also participate in time trials, track, cyclo-cross, mountain bike events and sportives. And we have a thriving social scene with club socials throughout the year, popular talks on skills and training, an annual awards night and, of course, those all-important cafe stops. So there is plenty of opportunity to get to know your fellow Dynamos.
How we communicate
It may seem large, but this guide forms just a small part of the information relating to the club’s activities. A newsletter is emailed out once a month, and day-to-day communication takes place on our members-only forum, where you can find out about forthcoming rides, events, races, sportives and more. Or you can just use it as a source of handy tips and advice - sometimes on topics that may have never occurred to you.
We also post regular social media updates. Look up the club on Facebook, Twitter (@LondonDynamo) and Instagram (LondonDynamo).
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Code of Conduct
London Dynamo’s Code of Conduct is designed to create a culture of good practice and good conduct when riding.
Key Principles of the Code
As a member of London Dynamo, you represent London Dynamo.
London Dynamo expects its members to behave in a way that demonstrates respect for other members and other road users.
The Code is not an exhaustive list of do’s and don’ts but summarises the core principles that members should adopt. The Code is designed to ensure the safety and well-being of all Club members and to both protect and enhance the reputation of the Club in the wider community.
Group Riding Etiquette & Safety
London Dynamo provides a varied programme of rides of varying pace. Distances, speeds and destinations of rides are generally shared on the club forum and are displayed on the club website.
For the safety and benefit of the club and its members, riders must adhere to the Highway Code and act in a respectful manner to fellow club members and all other cyclists and road users at all times.
Club rides are not races and members are expected to treat them appropriately. When riding as a club we must:
• Always, ride safely, considerately and courteously (even when provoked by other people’s rude or dangerous behaviour); • Wear club kit on club rides and when representing the club at races and sportives; • Always ride a well-maintained bike and wear a helmet; • Unless racing, always carry a spare inner tube, tyre levers, and a pump or gas; • Learn and use all common hand signals and use verbal warnings when riding on the road or racing; • Respect the ride leader’s instructions; • Ride no more than two abreast unless overtaking. On busy or narrow roads consider riding single file if appropriate and safe to do so; • Anticipate traffic and allow enough time for the entire group to negotiate obstacles; • Should the group be split, riders should slow down or find a safe place to stop and reform before proceeding; • The group should stop and assist any of its riders suffering from mechanical or physical problems; • Wait for the last rider, unless the rider has requested to be left, or an agreement made with everyone’s consent, that the group will not wait for dropped riders; and • No rider should leave the group without first notifying other riders, preferably the ride leader.
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Behaviour of Club Members
London Dynamo expects its members to behave in a way that demonstrates respect for other members and the general public. It also wishes to operate in an environment that is free from harassment or discrimination. To this end, and as we are a club affiliated to British Cycling, London Dynamo members must read and comply with the British Cycling Equality, Diversity and Safeguarding policies (see appendices at the end of this document).
In addition, the club will not tolerate: • Damage to or theft of any person’s property; • The use or encouragement of the use of banned substances (as outlined in the UCI anti-doping policy); • Any act of abuse, violence, intimidation, bullying or harassment against another club member, another rider or member of the public, including those in breach of the BC Equality and Diversity Policies; • Any act that is deemed to be illegal whilst participating in a club organised activity; • Riding in or to/from a club activity whilst under the influence of drugs or alcohol and not being in proper control of the bike; and • Ignoring the requests or instructions from officials such as the police.
Digital Messaging Apps and the Forum
Your fellow members are a friendly and helpful group of people. Please remember, though, that people of all ages and backgrounds use our forum and digital messaging apps, so stick to common sense conventions with regards to language.
• Opinions can be expressed in diverse ways but please do not make personal attacks or engage in flame wars (long, abusive exchanges) as it inhibits debate and creates bad feeling. If in doubt, ask yourself: would I be comfortable saying this to their face? If the answer is no, do not hit the “post” button; • Avoid swearing; • Offensive posts will be immediately removed. For the avoidance of doubt; this includes any post that discriminates on the basis of race, gender, religion or disability; and • A request for a post to be removed or edited simply because you disagree with what a member has said or the way it has been expressed is likely to be ignored. Dislike and offence are different. If in doubt, ask yourself if the basis for your complaint falls into any of the above categories.
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Grievance and Disciplinary Process
The Committee shall be responsible for disciplinary hearings of members who infringe the Club’s constitution / code of conduct and for disciplining members following such hearings.
As to disciplinary hearings:
• All complaints regarding the behaviour of members should be notified to the Secretary in writing as soon as reasonably practicable. The member or members involved would normally be asked to explain what had happened to an investigation team, comprised of members of the Committee, to investigate what happened and make recommendations;
• The Committee will consider any complaints at the next committee meeting due to be held after notification of the complaint;
• The club occasionally receives feedback on its website, via social media or directly to Committee members about the conduct of its members on club rides. Most of these are of a minor nature and do not require in depth investigation. If some action is required, it will probably be to ask the member(s) involved to address the issue and if appropriate take action to stop the incident happening again;
• For more serious issues, especially involving safety and/or abuse violence, intimidation, bullying, harassment, or discrimination of any kind, the member or members involved would normally be asked to explain what had happened to an investigation team, appointed by the Committee, to investigate what happened and make recommendations. These would be discussed between the Committee members, if necessary, at a specially convened Committee meeting. Any proposed actions would have to be approved by the Committee. Any Club member who was involved in this disciplinary process would have the right to bring as much evidence to the investigation team, (including witnesses) as they felt necessary to support their position in the case of a dispute. The investigation team would also be able to consult widely and gather as much evidence as is necessary to understand and resolve the issue. The Committee’s decision as to disposal of the complaint shall be notified in writing to the person who made the complaint and the person complained about within 7 days of such decision being taken;
• Appeal against the decision of the Committee may be made to a panel consisting of three club members appointed by the Club Welfare Officer. Normally if the breach was the first of its kind and of a relatively minor nature, the individuals concerned would be requested to take the appropriate remedial action and would suffer no further consequences. A repeat of the breach, or a more serious incident might trigger the issuing of a written warning to those who were deemed to be responsible for the breach. Very serious offences can result in suspension, expulsion from the Club and, if necessary, involvement of the Police; and
• The Club Welfare Officer shall be responsible for ensuring the fair conduct of disciplinary hearings and shall not have a vote.
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Our Rides
All our rides are for adult club members only. To understand how to become a member of London Dynamo select Join from the menu. To understand how, as a junior member you might attend a club ride email [email protected] To understand how you might become a guest rider scroll to the bottom of this section.
SATURDAY PARK RIDE Our most popular ride, held in Richmond Park in one form or another for more than 20 years. Groups ride four anticlockwise laps of the park’s road circuit (approximately 26 miles in total) in through-and-off formation. It’s a great way to learn or hone your group riding skills.
All you need is a well-maintained road bike (no mountain bikes, folding bikes or TT bikes please). Newcomers’ rides, which are three laps (approximately 20 miles), take place throughout the year and are by invitation only.
Because of the Covid-19 regulations members must currently pre-book places in their groups on a Google Sheet via the club Forum.
Park Rides start 5 minutes apart from 7:30am onwards. Meet at Pen Ponds Car Park just before your time slot.
SUNDAY RIDES Cyclists need a regular long endurance ride to improve fitness. This is ours. Once you are comfortable with the Saturday Park Ride (see above), choose a hilly ride to Surrey or a flatter trip to Windsor, starting from Hampton Court Station. Distance is usually 50 to 60 miles.
We run 2 types of Sunday rides, with groups of no more than 6 riders… • Group Rides for members which average 17mph or higher and may not stop for dropped riders. • Steady Rides for newer members and riders who want to join a ‘non-drop‘ group.
Because of the Covid-19 regulations members must pre-book places in their groups via the club forum.
WNR - WEDNESDAY NIGHT RIDE – 7.15PM (Richmond Park laps or Chertsey loop, depending on time of year) A midweek hard workout for experienced riders. More than one group if numbers allow. Approximately 28 miles. Bring lights.
Because of the Covid-19 regulations members must pre-book places in their groups via the club forum.
When daylight permits: Meet at Roehampton Gate Cafe in Richmond Park for park laps. During darker months: Meet at the Richmond Gate entrance to Richmond Park for Chertsey loop.
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Our Rides (continued)
DRILLS AND COACHING Because of the Covid-19 regulations members must pre-book places in their groups via the club Forum. Tuesdays and Thursdays, 7pm, May to September. Meeting point always in or around Richmond Park, but exact location varies weekly. A professional coach holds targeted training sessions in Richmond Park for racers and non-racers, fast or steady riders alike. An excellent way to reap big fitness gains – and the sessions are totally free to our members.
MID-WEEK RIDES For those lucky few who don’t need to be at work... or prefer not to. The destination can vary but is usually Surrey Hills on a Tuesday and Windsor on a Thursday. Pace is steady, though faster riders can be accommodated in split groups, and the rides include a cake stop. Distances are approximately 50 miles.
Tuesdays and Thursdays, 9:30am. Meet at Dish Cafe opposite Hampton Court Station.
YOUTH AND JUNIOR RIDING London Dynamo Youth & Juniors is the club’s initiative for riders (ages 8-18) to help young riders develop their fitness, skills and performance in all cycling discipline. We offer an exciting programme for Youth & Junior club members from closed circuit training to junior club rides (aged 12+) in Richmond Park on Saturday mornings to indoor training to competitive racing. For further details about joining the Youth & Juniors section, please contact us at [email protected]
WOMEN’S RIDES With the aim of becoming better riders, our female members usually ride alongside men on the rides listed above. We do, however, occasionally organise women-only groups which are announced on our website and via social media.
E-RIDES The Club’s presence on Zwift is increasing and currently we have a regular E-Park Ride organised:
Saturdays 8:30am - Virtual Park Ride
Details are all on the club forum and there’s a Zwift Start Up guide. Either search for ‘The LD guide to Zwift ‘ or select the link below (you will need to be logged in): https://forum.londondynamo.co.uk/t/the-ld-guide-to-zwift/3668
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Disciplines
ROAD RACING London and the South East of England arguably boasts the best and most varied road racing scene in the country.
The Surrey League and the South East Road Racing League over in Kent organise races on open road circuits throughout the season, which runs from February until late October. Most of these races take place at weekends.
On weekday evenings, there are weekly races at closed circuits in Hillingdon (west London), Crystal Palace (south east London), Redbridge Cycling Centre (known as Hog Hill in Ilford, north east London), Velopark in Stratford and the Cyclopark in Gravesend, Kent.
We are also affiliated to the London Women’s Cycle Racing League and many of our over- forties race in the League of Veteran Racing Cyclists (LVRC).
TIME TRIAL Time trial distances are anything from 10 to 100 miles. Unlike bunch racing, you race individually against the clock.
We have plenty of good courses on our doorstep, guaranteeing you a ride every week from March until October.
London Dynamo is a member of the London West region of Cycling Time Trials (CTT). See cyclingtimetrials.org.uk for details of events and entry forms. Enquire via [email protected] for more details of our time trialling activities. Our forum also has a wealth of advice.
SPORTIVE Our members take part in many of the vast number of overseas and domestic sportives. There are events to suit everyone, from the Prudential RideLondon and the Dragon Ride in South Wales to famous foreign events such as the Nove Colli, the Marmotte and the Etape du Tour.
Every year the club selects an overseas sportive to challenge members. Recent events include the Granfondo Stelvio, Beaumes de Venise, Challenge Vercors, La Morzine Haut- Chablais and L’Ardechoise.
Our Sportive Secretary and members regularly share information on events and training on the club’s forum.
Contact our sportive secretary via [email protected] for more details.
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Disciplines (continued)
TRACK Racing with only one gear and no brakes improves bike handling and race craft enormously as well as enhancing endurance and sprint performance. We are lucky to have two excellent velodromes within easy reach.
Herne Hill in south east London is a 450m outdoor track with floodlights and an all-weather surface. Adult induction and race training are on Saturday and Monday evenings. Juniors train on Friday, women on Sunday and Derny sessions are on Thursdays. Track league with three adult divisions is every Wednesday night, April to September - but check hernehillvelodrome.com before turning up.
Lee Valley Velopark, part of the Queen Elizabeth Olympic Park in Stratford, east London, is a world-class 250m velodrome. The club has in the past held regular sessions where members can earn accreditation and participate in structured training sessions as well as racing.
Enquire via via [email protected] for more details of our track activities.
CYCLO-CROSS In the off-season, some members switch to cyclo-cross. They compete in the London Cyclo- Cross League, Gorrick XC races and the British National Points Series XC.
Rewards for high performing members
The club rewards high-performing riders by paying their race fees and, in certain situations, providing complimentary kit and additional expenses. Those who qualify are: • National Race Team (NRT) members. The Squad has an agreed annual budget signed off by the committee and provides discretionary expenses to its racing members and managers. • Second category racers, either holding a second cat licence in January or when promoted during the season. They will receive one jersey and one pair of shorts or equivalent. • Elite or first category racers, either holding such a licence in January or when promoted during the season. They will receive two jerseys and two shorts or equivalent. • Free kit allowance can also be claimed for TT and track riders who will need to present justification for consideration and authorisation by the main committee. • Replacement for crash damaged kit at the discretion of the committee. The committee need to be informed of deserving cases. • Committee members – one jersey and one pair of shorts or equivalent.
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Helping Out Programme
The Helping Out Programme (HOP) is how we ensure that all members contribute more-or-less equally to the fulfilling of the club’s obligations arising from its affiliation to British Cycling, the Surrey League, Cycling Time Trials, et cetera, as well the organising of our own rides and events. Without club-level support, these organisations and grass-roots cycle-sport would not exist and before we formalised the process, the burden fell on a few committed members.
Early each year we work out what events and rotas we have to support for the following 12 months and then ask members to commit to helping at them. It is not arduous but does require a few hours of your time plus your commitment to attend the event(s) / rota turn(s) that you select.
Most members see HOP in a positive light and enjoy doing their bit and meeting / spending time with other members. If you are worried that you are missing out on ride-time, consider riding out to marshal one of our road races in Surrey.
What do I have to do? The options vary year to year, but typically include:
• Surrey League Road Races- marshalling, catering, signing on or driving. • London Dynamo Road Race, our Time Trials, our Hill Climb and our Club Championships – similar duties to the above. • Herne Hill Open Day- London Dynamo hosts Herne Hill Velodrome’s May open meeting. • Race Team Assistant ‘Directeur Sportif’ - assist our Race Team manager to support our racers at ‘National B’ races. • Club Ride Rotas - Park Rides / Newcomers’ Rides, Sunday Rides and Youth & Juniors Park Rides – turns at marshalling and/or riding during a 12 month period. • Youth & Juniors Programme – in addition to the dedicated Park Rides, a number of races, coaching days and events require marshalling and support. • Crystal Palace Criteriums– marshalling on Tuesday summer nights. • Club management – as a Committee member, manager of an event / rota or other designated role.
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Helping Out Programme FAQs
What if I am Under 18; Under 23 and in full time education outside London; a Distant Member If you have registered with us as being within one of these categories, you are not required to help out. If you are unsure whether you are so registered, please email: [email protected]
Can I pay more and not have to help out? Although we’d rather you got involved with club events, we understand that not everyone’s lifestyle enables them to. We have, therefore, a limited number of No Helping Out dispensations available on a first come, first served basis (£100 for 2020). By opting for this, you contribute to the club’s events in an important way.
Named Member of our National Race Team We are proud of our club’s racers. Our top-flight have to train especially hard to get a place in our squad. And often travel out of region to represent us in National B competition. We gladly spare them additional time to formally help out.
What if I joined the club part of the way through the year? Do not worry if you joined the club part of the way through the year; we will be in touch with you to ask you to sign up and explain the process.
What if I sign up for an event but then find that I cannot attend? We understand that plans change but if this happens to you, please let your event manager know as soon as possible and look into finding a replacement. Non-attendance puts events at risk of cancellation to the great disappointment / inconvenience of 100+ people and is very bad for the club’s reputation.
What if I do not help out over the course of the year? If you do not help out, you may be sanctioned, and find that your membership renewal application for the following year is refused. This is at the committee’s discretion. It is very possible you will not be reminded to Help Out, nor warned if you have overlooked or failed to show at your nominated event / rota. So do be vigilant.
What if I have a question that is not dealt with above? If you have any further questions, please do not hesitate to contact Paul Harknett ([email protected]).
Lastly, if you have any suggestions as to how we can improve the HOP, please let us know.
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Welfare
The club has a welfare officer on the committee. If you have any issues or concerns for your own or other members’ well-being, then please email our welfare officer Richard Carrington ([email protected]) who will treat all conversations in a confidential manner.
The welfare fund
This initiative was inspired by tragic deaths of Andrew Bonham and Akis Kollaros plus the very serious injuries that some other members have suffered.
The details are set out on page 12, but, in short, it’s about providing modest assistance to (a) members seriously injured in cycling-related incidents, and (b) promising but impecunious juniors.
Keep in touch
We hope this guide has provided answers and guidance to any aspect of the club that may have occurred to you. If you have any concerns or questions, or ideas for improving this guide, please email: [email protected].
Goodbye for now and enjoy your riding.
Your London Dynamo Committee
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LONDON DYNAMO WELFARE FUND
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London Dynamo Welfare Fund
What
A welfare fund (the Fund) contributed to by the club and members and administered by trustee members (the Trustees) that aims to provide (admittedly modest) financial support to two categories of member:
(a) Those seriously injured in cycling-related incidents (b) Promising under 18s needing financial support to pursue road racing ambitions.
It is envisaged that financial support for (a) will most likely be measured in thousands of pounds whilst for (b) it will usually be measured in hundreds of pounds. It is also envisaged that the club’s Youth & Juniors Manager will usually be best placed to advise the Trustees on applications under (b) and that such applications will usually be in respect of equipment, clothing and race entries.
The Fund is established to commemorate those members who have died (such as Andrew Bonham and Akis Kollaros) or been seriously injured in cycling-related incidents.
How
Funding will be via (a) an initial lump sum contribution to be asked for and voted on at the club’s AGM in 2020, (b) an annual contribution by the club (at approximately 10% of membership income), (c) individual donations (including bequests and a voluntary supplement on membership renewal), and (d) money raised at club events.
The Trustees will look to open a specific bank account and maintain a fund-raising page on an appropriate charitable donations website such as JustGiving or Virgin Money Giving and exploit the club’s CASC status.
The aim will eventually be to keep a float of about £10,000 and if the Fund grows beyond this to, say, £15,000, the Trustees have discretion to donate the excess to an appropriate charity.
How to apply
Although any payment out of the Fund must be for the purposes outlined above (subject to the Trustees’ general discretion), anyone (whether a member or not) can apply. Applications should be made to the Club Welfare Officer and will be treated in confidence.
All payments are at the Trustees’ absolute discretion and are subject to whatever means testing the Trustees consider appropriate for any particular application.
Trustees
The trustees shall determine their own procedure, meet when they consider necessary, ensure that their number never falls below five and report to the Committee annually prior to the AGM and whenever making a payment out of the Fund. The Trustees must be members of the club and at least one trustee must be a member of London Dynamo’s committee.
These guiding principles are deliberately informal so as give the Trustees a wide discretion as to how the Fund is administered.
11 June 2019
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LONDON DYNAMO PRIVACY POLICY
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Our Privacy Policy
As you may know, the law relating to data protection was superseded in May 2018 by a new regulation, the General Data Protection Regulation (GDPR). This is a short summary of that regulation as it applies to London Dynamo.
The new regulation means you can access any personal data an organisation holds on you. You also have the right to additional information including: the right to know what your data is being used for; to whom it has been or will be disclosed; and the period for which it will be stored.
London Dynamo needs some basic information about you in order to carry out your club’s activities and administration. Mainly this is your name, address and other contact details so that we can keep you informed of the club’s activities. We believe this is what the legislation refers to as a “legitimate interest” and is essential in order for us to carry on the work we do to enable your club to function. We do not share your information with anyone outside the club and we also ensure the security of the data we hold.
We also believe that our communications with you such as the regular newsletter are what you would reasonably expect to receive when you become a member and also fall within the definition of “legitimate interest”. As such we do not need to obtain a specific “opt-in” from all our members to receiving such communications from us. You will still be able to “opt out” from some or all of our communications.
If you would like to know more, you may like to look at our full data protection policy on the website, link here.
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LONDON DYNAMO CONSTITUTION A COMMUNITY AMATEUR SPORTS CLUB
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Constitution• of London Dynamo
A Name and affiliation of the club
1. The club is called London Dynamo (‘the Club’) and will be affiliated to British Cycling.
B The purpose of the Club (‘the Purpose’)
2. The Purpose of the Club is to promote the amateur sport of road race cycling (‘the Sport’) in Central and South West London, Surrey and Berkshire.
C Permitted means of advancing the Purpose
3. The Committee has the power to:
3.1 Acquire and provide cycling-related equipment, coaching, training, transport, medical treatment and other facilities.
3.2 Take out any insurance for club, employees, contractors, participants, guests and third parties.
3.3 Raise funds by appeals and subscriptions.
3.4 Open bank accounts.
3.5 Set aside or apply funds for special purposes or as reserves.
3.6 Employ and engage staff and others and provide services.
3.7 Co-operate with or affiliate to (1) any bodies regulating or organising the Sport, (2) any club or body involved with it, and (3) with government and related agencies.
3.8 Do all other things reasonably necessary to advance the Purpose.
4. None of the above powers may be used other than to advance the Purpose consistently with what is set out below and the general law.
D Membership
5. Membership of the Club shall be open to anyone interested in the Sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is permissible on a non-discriminatory basis.
6. 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.
7. The membership shall consist of the following categories of membership:
7.1 Full member.
7.2 Youth and Junior members (ages 6 to 17 inclusive).
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7.3 Student member (in full-time education).
7.4 Life member (in the gift of the Club’s committee (‘the Committee’)).
7.5 Overseas or country member (former members who have moved away).
7.6 Second Claim (in the discretion of the Committee).
7. Members in each category of membership shall pay such membership fees as are determined by the Committee from time to time. Any member failing to pay their annual subscription by the deadline set by the Committee will automatically cease to be a member upon expiry of their membership term and must re-join as if a new applicant for membership.
9. The Committee may refuse or remove membership only for good cause such as conduct or character likely to bring the Club or the Sport into disrepute. Appeal against refusal or removal may be made to a panel consisting of three club members appointed by the Club Welfare Officer (see paragraph 23 below).
10. All members shall comply with and be subject to this constitution and the Club’s code of conduct (annexed hereto) and, by joining the club or renewing their membership, shall be deemed to accept the constitution and the code of conduct and any other codes of practice that the Club has adopted.
11. All members shall be eligible to take part in the Club’s business, vote at general meetings and be eligible for selection for any team established by the Club unless the applicable membership fee has not been paid by the due date or membership has been agreed by the Committee.
E All general meetings
12. All members may attend all the Club’s general meetings in person.
13. Such meetings need 21 clear days’ written notice to members by email (to the email address provided upon joining or renewing membership) and / or via the Club’s on-line forum (the choice of means of communication being at the Committee’s discretion).
14. The quorum for all general meetings is 20 members present or 5% of the total membership present whichever is greater.
15. The Chair or (in his or her absence) another member chosen at the meeting shall preside and have a casting vote.
16. Except as otherwise provided herein, every resolution proposed to a general meeting shall be decided by a simple majority of the votes cast on a show of hands.
17. Formalities in connection with general meetings (such as how to put down resolutions) shall be decided by the Committee and publicised to the Club’s members.
F Annual general meetings (‘AGM’)
18. The Club will hold an AGM once in every calendar year and not more than 15 months after the last AGM. At every AGM:
18.1 The members will elect the Committee including a Chair, Vice-chair, Treasurer and Membership Secretary to serve until the next AGM.
18.2 The Treasurer will produce a statement of account for the latest financial year audited by such suitable person as the Committee shall decide.
18.3 The Committee will present a report on the Club's activities since the previous AGM.
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18.4 The members will discuss and vote on any resolution (whether about policy or to changes to this constitution) and deal with any other business put to the meeting.
18.5 The members shall approve the minutes of the previous AGM.
19. Nominations for committee posts must be sent to the Membership Secretary no less than 7 days before an AGM. Nominations must be proposed and seconded by current members.
G Extraordinary general meetings (‘EGM’)
20. An EGM shall be called by the Membership Secretary within 14 days of a request to that effect from the Committee or on the written request of not less than 5% of the members signed by them. Such an EGM shall be held on not less than 14 nor more than 28 days’ notice at a place decided upon by the Committee or in default by the Chair.
H The Committee 21. Subject to this constitution and the rules set out herein, the Committee shall have responsibility for the management of the Club, its funds, property and affairs. All members of the Committee must be members of the Club.
22. 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 Committee.
23. The Committee shall be responsible for disciplinary hearings of members who infringe the Club’s constitution / code of conduct and for suspending or disciplining members following such hearings. As to disciplinary hearings:
23.1 All complaints regarding the behaviour of members should be notified to the Secretary in writing as soon as reasonably practicable.
23.2 The Committee will consider any complaints at the next committee meeting due to be held after notification of the complaint unless the Chair and the Secretary agree that an alternative date is required.
23.3 The Committee’s decision as to disposal of the complaint shall be notified in writing to the person who made the complaint and the person complained about within 7 days of such decision being taken.
23.4 Appeal against the decision of the Committee may be made to a panel consisting of three club members appointed by the Club Welfare Officer.
23.5 The Club Welfare Officer shall be responsible for ensuring the fair conduct of disciplinary hearings and shall not have a vote.
24. 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.
25. The Club may also in connection with the Purpose of the Club:
25.1 Sell and supply food, drink and related sports clothing and equipment.
25.2 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 participating.
25.3 Pay for reasonable hospitality for visiting teams and guests.
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25.4 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).
25.5 Have due regard to the law on equality and child protection.
26. Composition of the Committee:
26.1 The Committee shall consist of at least three and not more than 15 members (including Chair, Vice-chair, Treasurer, Membership Secretary, Women’s Secretary, Race Secretary, IT Manager) elected at the AGM.
26.2 The Committee members may co-opt club members (up to the maximum permitted number) to serve until the next AGM.
26.3 The term of office is one year and any member of the Committee may be re-elected or re-co-opted for no more than four years in the same role.
26.4 A member of the Committee ceases to be such if he or she:
26.4.1 Ceases to be a member of the Club.
26.4.2 Resigns by six weeks’ written notice to the Chair (or in the case of the Chair, to the Vice-Chair).
26.4.3 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 a panel consisting of three club members appointed by the Club Welfare Officer.
26.4.4 Is removed by club members at a general meeting. The Committee may require any resigning member of the Committee to stand down forthwith.
26.5 If any committee post becomes vacant, the Committee shall have the power to fill the vacancy until the succeeding AGM.
27. Committee meetings:
27.1 Whenever a member of the Committee 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.
27.2 The Committee may decide its own way of operating. Unless it otherwise resolves the following rules apply:
27.2.1 At least four members of the Committee must be present for any meeting to be valid.
27.2.2 Committee meetings shall be held face to face.
27.2.3 The Chair, Vice-Chair or whoever else those present choose, shall chair meetings.
27.2.4 Decisions shall be by simple majority of those voting.
27.2.5 A written resolution either (a) signed, or (b) evidenced by email, by no less than two-thirds of the Committee shall be valid without a meeting.
27.2.6 The chair of the meeting shall have a casting vote.
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27.3 Any matter not provided for in this Constitution will be in the discretion of the Committee whose decision will be final.
28. The Committee may delegate any of their functions to sub-committees but must specify (a) the scope of its activity and power, (b) the extent to which it can commit the funds of the Club, (c) its membership, and (d) its duty to report back to the Committee. The Committee may wind up any sub-committee or change its mandate and operating terms at any time.
29. The Club’s annual reports (if any) and statements of account must be made available for inspection by any member and all club records may be inspected by any member of the Committee.
30. Amendments
30.1 This constitution may be amended at a general meeting by two-thirds of the votes cast but not (if relevant) so as to jeopardise the Club’s status as a Community Amateur Sports Club as first provided for by the Finance Act 2002 and not in any event to alter its Purpose (unless the procedure set out in 9(b) has been followed) or winding up provisions.
30.2 The Club’s Purpose may be changed to include another eligible sport if the Committee unanimously agree and the members agree the change by two thirds of the votes cast.
I Finances
31. The Club’s Treasurer will be responsible for the Club’s finances.
32. The Club’s financial year shall run from the 1st January to the 31st December.
33. All of the Club’s monies shall be banked in an account held in the name of the Club.
34. The Treasurer will present an audited statement of account at each AGM.
35. Any cheques drawn against the Club’s account should bear the signature of the Treasurer and a member of the Committee approved by the Committee. Any electronic payments should be authorised by the Treasurer and any other member of the Committee nominated / registered with the Club’s bank.
36. All members of the Club shall be jointly and severally liable for the Club’s financial liabilities.
J Winding up the Club
37. The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.
38. The Committee will then be responsible for the orderly winding up of the Club’s affairs.
39. After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:
39.1 To another club with similar sports purpose which is a charity; and / or
39.2 To another club with similar sports purpose which is a registered CASC; and / or
39.3 To the Club’s national governing body for use by them for related community sports.
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BRITISH CYCLING POLICIES
EQUALITY, DIVERSITY & SAFEGUARDING
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Equality Policy
London Dynamo is dedicated to encouraging a supportive and inclusive culture amongst all members. As a club affiliated to British Cycling, we follow the British Cycling Equality Policy (see page 31 of this document) and we commit to providing the opportunity for everyone who wants to ride their bike and be involved in the sport to be able to do so in a safe, accessible and supportive environment.
Diversity Policy
Membership of the London Dynamo shall be open to anyone interested in the Sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs and we follow British Cycling’s Diversity Policy and their commitment to a Diversity Action Plan.
Safeguarding Policy
We follow British Cycling Safeguarding Policies and Procedures when working with U18 riders and adults at risk. We are committed to the welfare and safety of our riders, and have a dedicated welfare officer to ensure these guidelines are applied and our members have a safe and positive London Dynamo experience.