THE HAMILTON CYCLING CLUB – Constitution & Rules
Revised December 2017
1. Name
The name of the club shall be The Hamilton Cycling Club.
2. Objectives
The objectives of the club shall be to foster, encourage and promote racing, touring and mountain cycling and shall affiliate with the national and provincial bodies with similar aims.
3. Membership
Membership shall be open to any applicant with the exception of those who are suspended or out of standing by or with a provincial, national or international athletic organization, or another cycling club, or who flagrantly breaches the constitution and rules of the club, may be suspended or denied membership in the Hamilton Cycling Club at the discretion of the executive.
4. Executive Officers
4.1 The executive officers of the club, who shall be elected each year for the term of one year at the Annual General Meeting, will be as follows:
President
Who shall direct the activities of the club and act as the chair at all meetings of the club including the executive meetings
Vice President
Who shall assist the president and assume the president’s duties in the president’s absence.
Secretary
Who shall record the minutes of all club meetings and ensure its entry into the club newsletter as well as attend to the correspondence of the club.
Racing Secretary
Who shall organize and action any duties or requirements pertaining to all racing within the club.
Touring Secretary
Who shall organize and action any duties or requirements pertaining to all touring within the club.
Recreation Director
Who shall organize recreational and entertainment events for the membership.
Youth Director
Will promote and direct the club youth program
Director at Large
Who shall be part of the executive with an open position. Who will organize and action any duties as they arise.
Newsletter Editor
Who shall publish and distribute periodic newsletters to all members in so far as is possible or otherwise directed by the executive committee.
Treasurer
Who shall record all financial transactions of the club and be the custodian of the club bank account
Membership Secretary
Who shall encourage membership, maintain membership records and issue membership cards as required. Who shall complete all OCA documents pertaining to membership.
Publicity Officer
Who shall issue directives to the web site, issue press releases as directed by the Executive and generally promote the club.
Web Masters
Person or persons who maintain the club website.
5. Management
5.1 The management of the club affairs shall be governed by the executive committee, which shall consist of the officers of the club. Club affairs are defined as the normal business of running the club within concepts laid out in the constitution, rules and records. It shall not include purchase of real property, borrowing of money or anything contrary to the objectives of the club.
5.2 The executive committee shall endeavor to meet monthly in order to conduct club affairs. A quorum of two thirds of the elected officers is necessary. All decisions shall be based on a majority vote.
5.3 A summary of the minutes of executive committee meetings can be made available to the membership.
- Officers of the committee shall account to the committee for their actions and activities in the period since the preceding meeting.
The treasurer shall open and operate a bank (or similar financial institution) account in the name of the club. Signing authorities shall be in compliance with the articles of incorporation but in any event cheques or withdrawals of funds shall require the signatures of not less than two elected officers so designated, one of whom shall be the treasurer.
No liability shall be incurred by any officer of the club nor shall those with signing authority have authority to pay any bill, which exceeds $500 that has not been authorized by the executive committee as to the purpose and amount.
The executive is empowered to fill vacancies in the committee caused by the resignation or other loss of one of its member or by the failure of the AGM to elect same.
The executive shall set fees for membership in the club and for club events. The executive is empowered to make members of the club honorary members.
6. Constitutional Changes
6.1 The club constitution and rules may only be amended by two thirds of the club members present at the Annual General Meeting or at an extraordinary meeting voting in favour of such a motion.
6.2 Any proposed changes or additions to the club constitution and rules must be published and distributed to the club members fourteen (14) days preceding the Annual General Meeting or the proposed extraordinary meeting. Such publication shall be either by written or electronic communication to the members.
7. Annual General & Extraordinary Meeting(s)
7.1 The Annual General Meeting of the club shall be held in November or December of each year for the purpose of electing club officers, amending the club constitution and attending to the general business of the club.
7.2 An Extraordinary Meeting shall be held either…
a) at the behest of the executive committee or
b) at the written request (submitted to the executive) of 10% or more of the membership in good standing.
7.3 Meetings shall be conducted in compliance with the constitution and rules of the club and Rules of Order – the former taking precedence over the latter.
8. General Rules
The membership year will run from April 1 of the current year to March 31 of the following year.
8.1 Any member from the previous year shall cease to be a member if they have not paid their membership fee by April 1 and shall not receive further correspondence from the club. New members joining after August 1 of the current year will have their membership extended to March 31 St of the following year. The membership fee of new members after August 1 may be reduced at the discretion of the executive.
8.2 All members shall take it upon themselves to actively promote the club in all aspects and shall endeavor to recruit new members.
8.3 Family memberships shall be available to all members, with the fees set by the executive committee each year. All members of the family will be allowed full voting and membership privileges.
8.4 An honorary member is an individual who has proven himself worthy of a lifetime membership with full voting and membership rights. All present or past club members who have won first place in a Canadian Cycling Championship shall be an honorary member. Other outstanding candidates can be nominated by club members and decisions will be made by the executive.
8.5 Club members shall obey all rules of the road as laid out under the Highway Traffic Act and for the purposes of racing and touring as laid out by the Ontario Cycling Association. Club members will also respect the guidelines laid out in the Club’s Risk Management Policy
8.6 The official club jersey will be red with white and blue and display Hamilton Cycling Club on the front and back.
8.7 Membership/Racing categories for Men and Women shall be:
Squirt
9-10 years of age as of December 31 of the current year
Peewee
11-12 years of age as of December 31 of the current year.
Minime
13-14 years of age as of December 31 of the current year.
Cadets
15-16 years of age as of December 31 of the current year.
Juniors
17-18 years of age as of December 31 of the current year.
Seniors
Over 18 years of age and under 40 years of age as of December 31 of the current year.
Masters
40 years of age and over as at December 31 of current year.
8.8 Other Membership groupings
Family
A grouping membership for fee purposes – over and above the individual member’s age and gender category.
Honourary
A status bestowed on a member over and above their age and gender category.
Membership fees for all categories shall be set each year by the executive committee after the Annual General Meeting in November and before December 31 of the same year.
9. Racing Rules
9.1 Participation in club championship road and track events will be open to full and associate members of the Hamilton Cycling Club only Awards for all such events will be restricted to full members in good standing.
9.2 Results for awards will only be recognized from the date of joining in any given year.
9.3 All club members must wear an ANSI, Snell or CSA approved bicycle helmet while participating in official club cycling activities.
9.4 Club racing awards and awards for merit will respect the traditions of the club and may be modified from time to time by the Executive to reflect changes in popularity of such events. As at end of 2017 these include
Jamie Kerr Overall BAR
Category BAR
Category Time Trial Champion
Fastest Combined 15km TT Champion
Fastest 15km Overall Mens’ TT Champion
Fastest 15km Overall Womens’ TT Champion
Fastest 20km Overall Mens’ TT Champion
Fastest 20km Overall Womens’ TT Champion
Fastest 40km Overall Men’s TT Champion (Hogben)
Fastest 40km Overall Women’s TT Champion (Nella)
Speedweek Champion (Men)
Speedweek Champion (Women)
Fastest Combined Merckx Mens’ TT Champion
Fastest Combined Merckx Womens’ TT Champion
Andy Keyes 100km RR Cahmpion
40km RR Champion
Fastest Combined Binbrook Aero and Merckx 20km and 40km TT Champions by category
Fastest Combined Falkland Aero and Merckx 20km and 40km TT Champions by category
Fastest Indian Trail 14.5km Aero and Merckx TT Champions by category
Fastest Safari Rd 15.5km Aero and Merckx TT Champions by category
Sydenham Hill Climb by Category
Snake Hill Climb by Category
Most Improved Rider Award
Vince Hennessy Memorial Award for Volunteer of Year
Jennine Atanas Memorial for Demonstration of Dedication, Perseverance & Good Sportsmanship
All such events will award trophies where extant or medals for first place where there is no trophy and medals for 2nd and 3rd place.
9.5 The qualifications for all events then in force will be posted on the club website.
9.6 Handicaps will be used for time trial awards for the Master 2 category commencing in 2018. The handicap will be 0.6seconds for each kilometer of the event multiplied by each year the participant is over 40.
9.7 The club will recognize records for the following distances
15km Time Trial
20km Time Trial
40km Time Trial
80km Time Trial
9.9 The following regulations will apply for the recognition of all time trial club records.
Times obtained in club events will be recognized provided that an accurate timing device (such as a stopwatch) and a standardized system of measurement have been used. All official times obtained in open events will be recognized provided that these are in accordance with the club rules.
A turn marshal must be present (if applicable) for a time trial record to be recognized.