Elected members act as coordinators and representatives for the activities within the group. Their role will be to ask for support from members, create working groups of interested people to comment on work in progress.

Other than the Chair role there can only be one role per person.

• Membership Secretary
• Campaigns Leader
• Treasurer
• Publicity & Events Leader
• Chair (can also be one of the above)

The elected roles will also be responsible for setting and agreeing budgets and working with the membership to agree planned expenditure. These proposals will be discussed and agreed at Cycle Sheffield meetings.

Typical non elected roles/responsibilities could be (not limited to):

• Super Tram Liaison
• Sheffield Cycle Forum Liaison
• Stall Organiser
• National Bike Week Coordinator
• Membership Subscriptions
• Rail Liaison
• Magazine Editor
• Magazine Column Writers
• Bike Ride Leaders
• Documenting cycle routes
• Tuesday & Thursday Night Ride Leads
• Cycle Nation Liaison
• Web Content Editors
• Email Moderators
• Bike Shop Liaison

In addition to roles and elected members it is proposed that we have trustees to help safeguard Cycle Sheffield. Their role will is to be guardians for Cycle Sheffield, keep watch over activities and ensure that the organisation is meeting the needs of its members. There is no financial liability for the role and they have no obligation to carry out voluntary work. They are required to :

• be up to date with activities and campaigns,
• deal with disputes amongst elected members
• be present at AGM meetings.

Trustees are invited to the group following nomination at an AGM and are not elected.

Election of Roles

Individuals can ‘stand forward’ for election, or in the event there is no one to elect nominations will be made at the AGM. The election process will be a closed ballot.

The process is as follows:

• Every year each role is up for election
• Prior to the AGM the Chair will send an email requesting people to step forward for roles or to announce their standing down to prevent re-election. Individuals can put themselves forward for more than one role.
• At the AGM if there are no volunteers the meeting members will be asked to suggest nominees.
• Nominees have the opportunity to decline election in response
• When there are nominees for each role then meeting members are given pieces of paper and pens to prepare for voting.
• The roles are then voted in the following order:
  • Membership Secretary
  • Campaigns Leader
  • Treasurer
  • Publicity & Events Leader
  • Chair (can also be one of the above)
• For each role the election works sequentially, returned votes are collected in a hat and counted by the Chair.
• Once elected then the election moves on to the next role. If there are no people after the first/previous round/s nominees are then requested from meeting members and the election continues and until the closed ballot is completed.
• Non elected roles are filled on a voluntary basis.

Dispute Resolution Procedure

In the event that there is a dispute amongst members the dispute process should be followed:

• With immediate effect the members email will be moderated
• Any disputes or discussions must take place off list.
• If the members are moderators or web content editors they are to suspend activity and passwords until a resolution is confirmed
• The first attempt should be to ask the members to meet and address the matter. If necessary another member should be present to help.
• If this doesn’t resolve the matter, should the members concerned are non-elected members then elected members then review the situation and decide recommendations to address the matter.
• These recommendations are put to those at question. The members within the dispute are to then be asked to accept the outcome if they are not happy with it and no settlement can’t be reached, then that member should be suspended for a minimum period of 2 months (max. 12 months if no resolution is found).
• If the dispute involves an Elected member, then the matter should be referred to the Trustees.
• Trustees then consider the matter and make recommendations. Their word is final.

In addition to this the following applies:

• Elected members do not have the right to eject a member from the organisation without putting it to the AGM.
• In the event that there is a complaint about a member from an external organisation then this should also be referred to by elected members.

Meeting Minutes are available here.