1. finance
2. personal finance
3. insurance

HOW TO AFFILIATE WITH CYCLING VICTORIA
This guide will help you through the process of affiliation
with Cycling Victoria and show you some of the ropes of how
to run a club.
About Us
Cycling Victoria (‘CV’) is the peak governing body for cycling in Victoria, Australia and is a
member of Cycling Australia (‘CA’). CV is responsible for facilitating the introduction to
organized cycling, developing a strong competitive cycling program, protecting and
advocating the rights of cyclists, and, acting as the organizing body which promotes all
aspects of cycling in Victoria. Our members include competitive road, track, and cyclo-cross
cyclists, recreational and transportation cyclists, educators, coaches, officials, administrators,
fans, volunteers, and advocates of the sport.
It’s an exciting time for cycling in Victoria.
With increasing international success and growing participation and membership numbers
across all disciplines of cycling, we are now ready lead cycling in Victoria to the next level of
success, and the strategic plan will guide this journey.
OUR VISION
Our vision is to be the best cycling organisation in Australia.
OUR MISSION
Our mission is “To provide the best quality cycling opportunities by facilitating introduction
to organized cycling, strengthening our programs and representing the rights of cyclists.”
By fulfilling our mission we will keep cycling strong and healthy at all levels, on and off the
bike, and be a leader in the sport. We want to grow interest, performance and participation
each year to be world leaders in cycling.
SERVICES AND BENEFITS PROVIDED BY CV
CV is committed to delivering a quality service to all affiliated clubs and associations. The
service provided by CV aims to provide the best possible cycling experiences and
opportunities to all stakeholders.
The services and resources provided by CV include:
Events
The administration of state based racing competitions.
Insurance:
Insurance coverage for all participants including players, coaches, match officials and
volunteers for the calendar year 1 January to 31 December. This includes:
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•
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Public Liability Insurance of $20 Million
Directors & Officers Insurance
Personal Accident Insurance for players, match officials and non playing officials
including coaches, managers and volunteers. Personal Accident Insurance includes o
Loss of Income % Non Medicare Medial Expenses
Club Support
 The delivery of Club Accreditation Program

Training and Resources for club development.

Dispute Resolution assistance.

Assistance in applying for grants including the provision of support letters.

Training and resources for the promotion of events
Coaching and Development
The delivery of nationally accredited education programs and resources for coaches, match
officials and club volunteers. These include:
Commissaire Education
• Level 1 & 2 Training and Assessment
• Commissaire Mentoring
• Commissaire Workshops
Coach Education
• Level 1 & 2 Courses and Assessment
• State Teams
• Austcycle Teaching Accreditation
• Coaching Workshops
• Coach Mentoring
• Women’s Coach Development
Club Education
• Club Everyone Wins Program
• Volunteer Information Session
• Templates
Access to CA and CV Talent Development Pathway Programs for players, coaches and
match officials. These include State Talent Identification Championships, Development
Squads, State Teams and Institutes of Sport.
Access to the Coaching and Development Department to assist with the conducting of
promotional programs with schools, clubs and associations and the provision of resources
designed to attract participants to football.
GET AFFILIATED!
Here is a step-by-step guide in getting your club affliated.
STEP 1
LET THE U KNOW YOU INTEND TO AFFILIATE;
Let CV know that you intend to affiliate by contacting us and we will send you the required
forms on the proposed date of your planned IGM/AGM.
STEP 2
GATHER A MINIMUM OF 10 LIKE-MINDED INDIVIDUALS; READ THROUGH
THIS HOW TO AFFILIATE WITH CV GUIDE;
Find people who are just as passionate about creating a club as you are and are intending to
become individual CV members. Read this guide and organise a proposed constitution based
on the template provided on our website.
STEP 3 SUBMITT APPLICATION;
All application must be made in writing to the General Manager and include:
 Member Club Application Form
 Copy of Constitution and/or Rules of Club (or proposed constitution
and/or rules if not yet incorporated)
 Include a letter indicating the aims and purpose of the club or body
 If the application is for a Member Club, include the names of all members
 who will be part of the club also noting members who are part of current
clubs.
 The Cycling Victoria Board reserves the right to request a presentation by, or meeting
with the executive of, the applicant.
Timeline
 Applications must be received by the first Wednesday of the month to be
considered for the Board Meeting within that month.
 If received after this date the application will be held over until the next
available board meeting.
Board Adoption
The Board must determine whether to approve, approve the application subject to
conditions or requirements or reject the application.
The following items will be reviewed by the board when making a decision:
 Geographical location (avoiding conflict with current clubs in the area)
 Strategic alignment with the aims, goals and objectives of Cycling Victoria
 Number of potential new members
 Constituency of the Club’s constitution and/or rules, with the Rules.
STEP 4 WAIT FOR THE OUTCOME;
If the Board approves an application for membership, the General Manager will, as
soon as practical:
 notify the applicant in writing of the approval for membership and of any
conditions or requirements to which it is subject; and
 request payment within 28 days after receipt of the notification of the
membership fee.
STEP 5 COMPLETE AFFILIATIONS
After an affiliation is deemed successful the club will be required to take the following steps:
 Incorporate with Consumer Affairs Victoria
 Pay annual affiliation fee
 Provide club membership fees to CV
A-Z OF HOW TO RUN YOUR CLUB
AGM (IGM)
In order to get your Club or Society started you will have to plan your first Annual General
Meeting. At the first AGM, also known as Inaugural General Meeting, the Executives, aims
and objectives, name of the Club and the Constitution have to be elected by
a majority vote of all present members. It is a legal requirement for Clubs to hold an AGM
each year!
ANNUAL STATEMENT
The Treasurer has to keep financial records so that an Annual Financial Statement can be
submitted to the membership and Consumer Affairs.
AUDIT
The Treasurers of all Clubs have to correctly record incoming and outgoing expenditure in a
yearly journal that can be requested for an audit by an independent auditor prior to the AGM
each year.
COMMITTEE
The committee (or Board) of the Club is made up of individuals in line with the constitution.
During the AGM the Executive Committee is elected. Clubs can decide to appoint more
office bearers for the Executive Committee in order to meet the Club/Society needs, for
example a Public Officer, Events Officer depending on their constitution.
CONSTITUTION
All Clubs or Societies that are affiliated with CV must have a Constitution. The Constitution
are the rules of the association or club. All members have to be aware of the ins
and outs of the Constitution and make sure that they understand it and commit to it. A
template Constitution can be found and downloaded from the CV website.
FINANCE
Clubs and Societies that are affiliated with CV must have a bank account. You can choose to
open a bank account with any financial institution..
GST
All affiliated Clubs must can apply for an ABN that can be used for tax purposes.
INSURANCE
The CV provides affiliated Clubs insurance coverage for all on-campus activity. Clubs should
be aware that property owned by a club (e.g bikes) must be insured separately.
MEMBERSHIP
Membership to any Club is open to anyone. All members must also be members of CV and
CA. This provides the assurance that the club has adequate insurance on all individuals. A
club must have 10 members to be considered affiliated to CV.
MINUTES
At every meeting minutes must be taken. To keep a good overview you should keep a record
specifically used for minutes of the meetings for that year. Minutes are kept
because they are an instant track record of all motions that have been put forward by
members and the Committee and gives an accessible insight to the running of the club.
MEMBERSHIP FEE
A membership fee for members is compulsory and is set annually in addition to the CA and
CV fees.
CONTACT US
Cycling Victoria
office: 281 Darebin Road Thornbury, VIC
e: [email protected]
p: (03) 8480 3000
w: www.vic.cycling.org.au
facebook.com/cyclingvictoria
twitter.com/cyclingvictoria