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AGM

Cycling UK Lincolnshire AGM 2024

Date: Sunday 5th May 2024

Location: Jubilee Hall, High Street, Heighington, Lincoln LN4 1JS

Time: Hall opens 10.30 am with the meeting to start at 11.00 am. 

Free refreshments.

The official business of the AGM is to:  

Receive and, if approved, adopt the Annual Report and Statement of Accounts (Treasurer's Report);

Consider any notices of motion, which should have been submitted in writing to the secretary at least seven days before the meeting;

Elect officers and a committee.

All positions are open for election but in particular we are seeking a volunteer as Treasurer.  

See below for a 'job description'  but we will be happy to assist and mentor new volunteers.


​COMMITTE ELECTIONS

The following officers were elected as Committee Members for 2023-2024:

OBLIGATARY POSITIONS

1. CHAIR: Tim Newbery

2. SECRETARY: Andrew Townhill

3. TREASURER: Melanie Carroll

​OBLIGATORY ROLES

1. REGISTATION OFFICER: Andy Townhill

2. SAFEGUARDING OFFICER: Trevor Halstead and Daniel Nicholson

3. PROMOTIONS/PUBLICITY OFFICER: Tim Newbery

​OTHER ROLES

1. CAMPAIGNS OFFICER: Melanie Carroll

2. DIVERSITY AND INCLUSION CHAMPION: Tim Newbery

3. COVID-19 OFFICER: Tim Newbery

4. REPRESENTATIVES FROM THE FORMAL MEMBER GROUP'S 'GENERAL MEMBERSHIP' (maximum 2 positions):

Geoff Garner and Frances Kelly

​NON-COMMITTEE ROLES

1. PRESIDENT (Honorary): Trevor Halstead

2. AUDITOR (Honorary): Jim Brennan

 

CYCLING UK LINCOLNSHIRE COMMITTEE STRUCTURE

Cycling UK rules require us to have a minimum of three people on our committee. There are also three obligatory roles.

Additional roles can be added as we see fit.

​Cycling UK Lincolnshire's current committee structure is comprised of the positions below:

​​​Chair (obligatory position)

The duties of a Chair shall include the following: 
To preside at each meeting of the Committee and (if the Group Rules so provide) at the Annual General Meeting; 
To facilitate the efficient and correct conduct of the meetings as laid out in the  Policy Handbook for Cycling UK.

Chairs are responsible for ensuring compliance with Cycling UK’s legal obligations and organisational policies and this now includes ensuring the group or area are following Cycling UK's GDPR guidance and are compliant with the GDPR. 

 

Secretary (obligatory position)

The duties of a Secretary shall be to: 
To convene General Meetings in accordance with these regulations; 
To call a special meeting of the Group Committee upon receipt of a requisition signed by at least one third of its members; 
To prepare minutes of all Committee meetings 
To act as a point of contact between the Group and representatives of any Informal Member Groups connected to the main Group; 
To act as a point of contact for Cycling UK members on the Cycling UK website and in ‘Cycle’ magazine.

Secretaries handle local membership data and so must be particularly aware of GDPR regulations. 

 

​Treasurer (obligatory position)

It shall be the responsibility of the Treasurer to:  
To hold and account for the monies collected in the name of the Group; 
To prepare the Annual Statement of Accounts for audit and presentation to any Groups who have opted to share accounting procedures; 
To complete an annual Subscription Allocation Claim and submit it to the Finance Manager at Cycling UK National Office; 
To submit a claim for Special Allocation Funding if required by the Group. 
To hold and account for the monies collected in the name of the Group; prepare the Annual Statement of Accounts for audit and presentation to the Group. 

​There are also a number of obligatory roles:

Registration Officer (obligatory role)

The Registration Officer receives details of Cycling UK members who: 

Live within certain postcode areas selected by the Member Group; and 
Those full Cycling UK members who have chosen to be listed with that Group. 
The Registration Officer must adhere to the Cycling UK Data Protection Policy on handling and using Cycling UK membership information.  The information within the membership lists is to be used for the purpose of marketing Cycling UK events and related information only. A Registration Officer has enhanced responsibilities under the GDPR to manage data securely and safely. The Registration Officer is usually nominated to create and maintain the “Managing personal data” template.  

 

Safeguarding Officer (obligatory role)

The duties of the Safeguarding Officer are as follows: 
To be accessible to members to help them in addressing issues such as complaints against individuals; the protection of vulnerable adults and children; and issues of discrimination; 
To monitor compliance with policies related to this area, such as Cycling UK’s Protection of Children and Vulnerable Adults Policy and Cycling UK’s Young Person’s Participation Policy. Welfare Officers should familiarise themselves with Cycling UK’s Complaints, Disputes and Disciplinary Procedures in the event of any disputes; 
It is recommended that the Safeguarding Officer role is not fulfilled by the Secretary. 


Promotions/Publicity Officer (obligatory role)
The duties of the Promotions/Publicity Officer are as follows: 
To comply with the Objects of Cycling UK Groups, in as much as each Group must have the capacity to promote Cycling UK and the activities of the Member Group; 
To initiate promotional activities. These might include: press, publications, websites and attendance at local and national events.

​​​

ADDITIONAL ROLES:

Campaigns Officer (encompassing Cycle Advocacy Network and 'Space For Cycling')

Further information can be obtained  HERE and HERE

Diversity And Inclusion Champion

Further information can be obtained HERE

.

 

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