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Club Charter Category - Club Charter

1.Organisational Structure and Decision Making

Name: Tunstall and Rendlesham Off-Road Group

Acronym: TROG

The organisation is composed of a chairman, secretary, treasurer and members.   Additional positions may be created as needed, and members are appointed to positions through a vote taken collectively in open forum at regular club meetings.

Organisational decisions can be made collectively in open meetings, without an appointed committee. Decisions will be voted on by members in attendance at regular meetings or via online TROG website forum vote, without formal notice given of voting dates with voting open with timescales appropriate to the topic.

An annual general meeting will be held, at which organisational structure and decision-making policies will be considered and amended, if agreed by the membership.

Regular meetings will be held on a date announced on the TROG website at a venue to be determined informally by members.

2.Purpose

The object of TROG is to provide facilities for and promote participation of the whole community in the sport of mountain biking in Suffolk.   TROG members and volunteers build and maintain trails with the cooperation and support of landowners and managers.

Membership should be good value, fun, stress free and rewarding to all members that participate. Members should respect each others views at all times.

TROG is registered with HMRC as a Community Amateur Sports Club (CASC 05251).

3.Goals

TROG's organisational goals include the following:
  • Repair existing trails that have been damaged and eroded by over-riding.
  • Expand and waymark the network of trails and cycling routes in Tunstall.
  • Maintain and improving the quality of trails.
  • Develop trails and waymark routes for riders of all levels, including experts, intermediates, beginners and families.
  • Improve mountain biking in the Suffolk area with due care to the environment.
  • Promote mountain biking opportunities that are environmentally sustainable and socially responsible.
  • Build a solid membership base for adults and juniors.
  • Build and maintain a positive and cooperative relationship with landowners and managers.

4.Membership and Benefits

Membership is open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs; or of age, sex or disability except as a necessary consequence of the requirements of mountain biking as a particular sport.

Members pay an annual membership fee per person of £10.00 (To be reviewed at the AGM), which is due upon membership and is then paid annually.

Member's benefits include participation in a range of organisational activities, including but not limited to volunteer events, group rides and socials.   Members also have access to discounts on products and services provided by sponsors and affiliates.

The Club may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the Club or sport into disrepute.   Appeal against such a decision may be made to the Club's members and decided by a majority vote.

5.Participation Requirements

To be eligible for sponsor and affiliate discounts members must be paid in good standing and have attended at least one volunteer event, (e.g. trail building session, event support) in the previous quarter (3 months).

6.Communications

Formal organisational communications will be conducted at regular club meetings.   Meetings dates and venues, as well as volunteer events and social activities, will be posted on the TROG website.   Members may also be notified informally by email of meetings and events, but members are individually responsible for checking the website.

Informal communications may also be conducted using the TROG website forum and/or social media such as facebook or twitter, as a means of contact and correspondence between TROG members, Forestry representatives, sponsors, affiliates and other organisations.

7.Finance and Sponsorship

A bank account will be maintained in the name of TROG.   All membership dues, sponsor contributions, grants and other organisational funds are deposited in this account.   Two signatories are required for any withdrawal.

The organisation's Treasurer will keep details of all income and expenditures.   Statements and accounts will be open for inspection at any time (within reason) by members.

Any surplus income or profits are to be reinvested in the Club.   No surpluses or assets will be distributed to members or third parties.

In the event of dissolution of the Club, any remaining assets shall be given or transferred to another registered CASC, registered charity or the sport's governing body for use by those in related community sports.

8.Insurance

In the event of injuries or property damage incurred during volunteer events, TROG will utilise the insurance provided by its selected insurer.   Only insured and certified members aged 18 and over will be allowed to use power strimmers and other tools subject to health and safety considerations, as determined by the rules and the insurance policy

9.Affiliations

TROG is affiliated as an organisation with CyclingUK (number 90141602).

TROG is also to consult with the landowners and managers and TROG members abide by the managerial decisions of those people where their organisational activities are concerned.

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