1. Club Name

We are the Sussex Nomads Cycling Club, a not-for-profit, recreational cycling organisation located in mid-Sussex.

2. What We are About

Our goals are simple: to help members improve their cycling skills and fitness, enjoy group rides, and promote cycling in our community, all the while making sure everyone feels welcome. We are committed to making our rides as safe as possible for all our members. We recognise and support our members’ different abilities and preferences ranging from purely social riding to taking part in competitions.

3. Membership

Anyone aged 18 or over who enjoys cycling is welcome to join. We ask that new members can ride at least 20 miles comfortably without stopping, and at least 40 miles without difficulty over the entire course of a club ride. Membership costs £20 per year (Jan–Dec), and, if not renewed by 1st February, membership lapses. New riders may try up to three club rides before deciding to join. Members are expected to become familiar with all our policies (found on the club website and in the welcome pack), follow our Code of Conduct and Ride Etiquette and uphold the club’s good name. Members must obtain their own third-party/public liability insurance prior to joining.

4. Fairness and Inclusion

We believe in fairness and equal access for all. We welcome everyone and expect all members to treat each other with respect. Discrimination or harassment is not tolerated and will be dealt with seriously through our disciplinary procedure.

5. Club Committee

The club is run by a committee of members elected at our Annual General Meeting (AGM). The minimum set of officer roles are Chairperson, Treasurer, and Secretary. The committee may create additional roles and may co-opt up to five members if needed. The committee meets at least three times a year and can fill vacancies as needed. At least three committee members must be present for a valid meeting and/or voting to have taken place. Only those officers who have been formally elected to the committee at the AGM have voting rights. Club officers will be shown on the club website and can be contacted via the club’s WhatsApp group.

6. Money Matters

The Treasurer manages club finances and presents the account status at the AGM. Our financial year is January–December. All funds are held in a bank account in the club’s name which requires multiple signatories to authorise payments.

7. Annual Meetings

We hold an AGM between 1st November and 31st December to review the accounts, elect officers, set fees, and consider changes to club policies and practices. Members should receive at least 14 days’ notice of the AGM’s date and its agenda. Extraordinary General Meetings (EGMs) may be called by 10% of members or by a majority of the committee. Only agenda items will be discussed, and all meetings will be minuted with copies made available to all members within 7 days.

7.1. Quorum Requirements

The quorum for a General Meeting (including the Annual General Meeting) is 20% of the voting membership.

7.2. Failure to Meet Quorum

If a quorum is not present within 30 minutes of the scheduled start time, the meeting will be adjourned and reconvened within 21 days at a time and place determined by the Committee.

7.3. Reconvened Meeting

At the reconvened meeting, the members present will constitute a quorum, regardless of their number, and may conduct the business of the meeting.

7.4. Notice of Adjourned Meeting

All members will be given at least 7 days’ notice of the reconvened meeting, including the date, time, location, and agenda.

8. Changing the Constitution

Changes to the constitution may only be made by a majority vote at an AGM or EGM.

9. Disciplinary Procedure

Complaints should be sent in writing to the Club Welfare Officer in the first instance or alternatively to either the Chair, Treasurer or Secretary, who will inform the complainant within 21 days of the subsequent action to resolve the complaint. All efforts will be made to settle complaints in a fair and confidential manner.

10. Closing the Club

The club may only be dissolved by a majority vote at an AGM or EGM. Any remaining assets after debts will be cleared and returned to the members.

11. Club Colours

Our standard club colours are gold, green and white. Changes in or variations of the standard design may be approved from time to time by the committee. It is recognised that there may be a mixture of designs on a club ride reflecting our diversity.

12. Affiliations

Affiliations with governing bodies will be maintained as recommended by the committee and agreed by a majority of the members at an AGM.

13. Declaration

This document is our official guide for how the club operates and what the obligations are of its members.

LAST UPDATED 6th November 2025