Constitution, Rules & Regs (2024)

Constitution, Rules & Regulations (2024)

The VTTA is governed by its Constitution, Rules and Regulations which may be amended by proposals to the Annual General Meeting.

The Constitution, Rules & Regulations as updated by the 2024 AGM is available as a pdf in the Documents section here

The Rules cover the management of the Association, the National Executive, the Financial Year, the Formation of Regional Groups, Subscriptions, Life Membership, and the National Annual General Meeting.

(As updated 3rd February 2024)

The VTTA is the National Authority promoting Time Trialling for cyclists who are 40 years of age and older.

All VTTA events are open to any cyclist of 40 years of age and older and shall be conducted in accordance with Cycling Time Trials (CTT) or the Scottish Cyclists’ Union (SC) Regulations.


2.1      The Association

2.1.1   The name of the Association shall be the VETERANS TIME TRIALS ASSOCIATION. Membership shall be open to all cyclists who are 40 years of age and older.

2.2      Management of the Association

2.2.1   The management of the Association shall be vested in an elected National Executive Committee (NEC) consisting of a President, Chairman, Treasurer and such other officials as are necessary to conduct the work of the Association. The NEC will be supported by a National Forum comprising a representative from each of the groups. The National Forum will be consulted on, and may advise on and assist with, significant changes to the Association.

2.2.2   A National Secretary may be appointed at the discretion of the NEC to manage the day-to-day business of the VTTA in accordance with the instructions of the NEC.

2.3      National Executive Committee Meetings

2.3.1   The NEC shall meet quarterly, or as required, to transact the affairs of the VTTA. Meetings may be held face-to-face or using electronic media (e.g. Zoom). Five members shall form a quorum. In the absence of the Chairman, an officer of the Committee shall be elected to take his/her place on the day. Any member of the Committee who is absent from three consecutive meetings without prior arrangement shall be deemed to have resigned from the committee who shall have the power to fill the vacancy.

2.3.2   Any VTTA member may attend and speak at NEC meetings, but may not vote. (The Chairman may decide that agenda items are not appropriate for open discussion and these items will be taken in private session with only NEC members in attendance.)

2.4      Powers of the National Executive Committee

2.4.1   The NEC shall have the power to appoint/dismiss a National Secretary and to determine the remuneration required. The National Secretary shall be co-opted as a member of the NEC and have full voting rights but need not be a member of the Association.

2.4.2   The NEC shall have the power to co-opt additional members in order to carry out tasks necessary for the smooth running of the Association. These members will have the same voting rights as other NEC members.

2.4.3   The NEC shall have the power to appoint sub-committees that shall prepare minutes of their proceedings. Minutes of NEC and sub-committee meetings will be copied to all NEC members.

2.4.4   The NEC shall have the power to take such steps as may be deemed necessary to carry out the programme of events for the current or following season.

2.5      NEC Expenses

2.5.1   NEC members may claim reasonable expenses (as agreed by the Committee) for attending meetings, for attending national championships as the NEC representative and for reimbursement of administrative expenses. Expenses claims must be approved by 3 members of the NEC.

2.6      Duties of National Officers

2.6.1   The National Secretary shall take, or cause to be taken, minutes of all National meetings. The National Secretary shall carry out the duties defined in the National Secretary Job Description. The contents of the National Secretary Job Description may be amended as necessary by the NEC.

2.6.2   The National Treasurer shall keep, or cause to be kept, proper Accounts of the monies of the VTTA. Such monies shall be kept in the name of the VTTA in a Joint Stock Bank. No monies shall be withdrawn except with the sanction of the NEC. All cheques must be signed by any two of the current officers as follows: the National Treasurer; the National Secretary; the Chairman; the Editor.  For online payments written authorisation must be provided to the National Treasurer by two of these other officers.

2.7      Financial Year

2.7.1   The VTTA’s financial year shall commence on 1st November and end on 31st October, after which date the National Treasurer shall prepare a Balance Sheet and Accounts for the year. An Auditor elected at the previous AGM will audit these. The Balance Sheet and Accounts shall be submitted to the NEC for approval and subsequent presentation to the AGM for ratification.

2.8      Formation of Regional Groups

2.8.1   The VTTA shall be divided into Groups as may be necessary.

2.8.2   The minimum number of members to form a Group shall be ten. The NEC shall have the authority to sanction the formation of a Group with fewer than ten members if they consider the circumstances are justified.

2.8.3   A member shall have the right to choose the Group to which he/she wishes to be attached. A member wishing to change from one Group to another may only do so between 1st December and 28th February. They should notify the National Membership Secretary (NMS) of their request prior to renewal.  Once the transfer is confirmed by the NMS with the relevant Group Secretaries, the NMS will advise the member that a membership invoice has been set up for their new group and they may now renew.

2.8.4   All Groups shall affiliate to their local District Council of CTT.

2.8.5   Each Group shall elect its own officials for the purpose of local administration and the observance of the National Rules and Regulations.

2.8.6   All Group officials shall act in accordance with the instructions of the NEC.

2.8.7   Where Groups are not self-supporting the NEC may, when it is deemed necessary, afford financial support.

2.8.8   Each Group shall be run as a club, hold an AGM and make such extra rules and arrangements for the running of the Group as may be considered necessary, provided they do not conflict with the National Rules and Regulations of the VTTA.

2.8.9   In the event of the dissolution of a Group, monies and assets held by that Group should be distributed to such cycling organisations or charities as the Group’s membership think fit.

2.8.10 Each Group Committee shall have the authority to suspend and/or expel a member for conduct considered detrimental to the VTTA. Such suspension/expulsion to be confirmed or reversed by a subsequent general meeting of the Group Membership.

2.8.11 Copies of the Minutes of all meetings (signed by the Group Chairman and Secretary) shall be available for submission to the NEC.

2.8.12 Each Group shall consider the Agenda of the National AGM, as issued by the National Secretary, in order to mandate its delegates on proposals on the Agenda.

2.9      Subscriptions

2.9.1   The annual subscription shall consist of two parts, payable together.

(a) A National subscription which shall include the cost of The Veteran and will be determined by the NEC and advised to Groups by 31st August for the coming year.  Subscriptions will be ratified at the National AGM.

(b) A Group subscription which will be advised to the NEC by Group Committees by 30th September for the coming year.

2.9.2   The combined subscription for any member is payable on application and on 1st January of each year thereafter.  New members applying after 30th September in any year will be entitled to membership until 31st December of the following year.  Similarly, members renewing after 30th September will be entitled to membership until 31st December of the following year.

2.9.3   An applicant for membership must complete the prescribed form and submit it with the appropriate subscription to the Secretary of his/her chosen Group or join using the VTTA website. If the applicant is declined, the subscription will be returned.

2.9.4   Where one member of a household is a member, a second member resident at the same address may join at a reduced rate to be determined annually at the National and Group AGMs as appropriate. The second member will have the same rights and privileges as the primary member but will not receive personal copies of VTTA publications. They will be referred to as ‘primary’ and ‘secondary’ members in a ‘joint membership’.

2.9.5   A member who has not paid his/her subscription by 28th February in any year shall forfeit all rights and privileges of membership.

2.9.6   At the end of each quarter the National Treasurer shall send to Group Treasurers a statement of all national subscriptions due from their group according to the National Online Membership System during the last quarter.  Group Treasurers should then make the required payment within four weeks of receiving the statements.  For the purposes of this rule, quarters shall consist of the three month periods ending 31st March, 30th June, 30th September and 31st December.

2.10    Categories of Life Membership
There are three types of Life membership: Life Membership; Honorary Life Membership; and Distinguished Life Membership.

2.10.1 Life Membership
Note - This category of membership is discontinued with effect from 27th January 2018.  Existing Life Members retain their benefits and must continue to pay for the Veteran at a rate to be determined by the NEC that reflects current production and postage costs.

2.10.2 Honorary Life Membership
Honorary Life membership will be granted to any member of 80 years of age (or over) who, in the opinion of their group committee, has made a significant contribution to the VTTA. HLM Membership will include receiving copies of The Veteran and the VTTA Handbook free of charge.

Where a joint member becomes an Honorary Life Member, Group committees will have the discretion to allow the other partner to remain a member in his/her own right without paying an annual individual subscription.  They will not receive an additional copy of The Veteran.  In the event of the death of the Honorary Life Member, Group committees will have the discretion to continue the partner's membership (if they so wish) and to send them VTTA publications as appropriate, with no subscription payable (in effect continuing the Honorary Life Membership).

2.10.3 Distinguished Life Membership
Distinguished Life Membership may be awarded to members who, in the opinion of the NEC, have rendered singular and meritorious services to the VTTA. Distinguished Life Members will receive copies of The Veteran and the VTTA handbook free of charge.

Where a joint member becomes a Distinguished Life Member, Group committees will have the discretion to allow the other partner to remain a member in his/her own right without paying an annual individual subscription.  They will not receive an additional copy of The Veteran.  In the event of the death of the Distinguished Life Member, Group committees will have the discretion to continue the partner's membership and to send them VTTA publications as appropriate, with no subscription payable (in effect continuing the Distinguished Membership).

2.11    National Annual General Meeting

2.11.1 All VTTA members are entitled to attend the National AGM where they may speak, but they are not entitled to vote unless they are delegates for their Groups.

2.11.2 Those entitled to vote at the National AGM shall be:

Two delegates representing each Group plus a further delegate for every 100, or part of 100, members in excess of 200; and two delegates representing the NEC.   Membership numbers will be taken as at the previous 30th September on the membership system.

2.11.3 Voting at an AGM shall be by a show of hands unless the meeting demands that a ballot is taken. The Chairman shall have only a casting vote.

2.11.4 When a Group is not represented, any proposal tabled by that Group on the Agenda can be taken up by any Group who would have supported the motion if they so wish.

2.11.5 The National AGM shall elect annually a President, who may hold office for not more than five years. Nominations for President must be submitted to the National Secretary not later than 21st November for inclusion in the Agenda and publication in The Veteran. The AGM shall also elect the NEC for the ensuing year.

2.11.6 Not less than 14 days’ notice of the AGM shall be given in The Veteran, on the website and sent to Group Secretaries who shall furnish the names of their delegates to the National Secretary as soon as they have been appointed. A copy of the agenda of the meeting shall be published in the current issue of The Veteran and also sent to Group Secretaries and delegates. Fifteen delegates and/or ex-officio members shall form a quorum.

2.11.7 Motions for the National Annual General Meeting can be submitted only by:

(a) the NEC

(b) Groups – providing the motion has been agreed by a majority at the Group AGM or if the Group AGM falls after 21st November by the Group Committee if they so agree.

(c) the National Forum

Such motions must reach the National Secretary not later than 21st November of the respective year.

2.11.8 Any matter not on the National AGM Agenda may be brought forward without notice provided that it does not involve the alteration of any rule or regulation and subject to the consent of two-thirds of those present and voting.

2.11.9 A special meeting may be called by the NEC or, alternatively, by the National Secretary on receiving a request signed by 25 members. All members entitled to attend shall receive 14 days’ notice of the special meeting with a copy of the agenda stating the special business to be transacted.

2.12    Alterations to Rules and Regulations

2.12.1 No alteration or addition to these Rules shall be made except with the consent of not less than two-thirds of the members present and voting at the AGM or at any special meeting for this purpose. Alterations or additions to Regulations at such meetings will be decided by a simple majority.


3.1      Time Trials Regulations

3.1.1   All VTTA time trials shall be run in accordance with the rules and regulations of CTT or SC. VTTA time trials will be Type A events: either ‘Open’, ‘Semi-open’ or ‘Association’, as defined in the CTT regulations.

3.1.2   Any member wishing to enter a time trial shall submit to the Event Secretary a standard CTT entry form, properly completed, or enter via the Cycling Time Trials Entry System. Any member wishing to enter a time trial held in Scotland shall enter via the Cycling Time Trials or Scottish Cycling entry system as appropriate.

3.1.3   In all VTTA events, only VTTA members will be eligible for any of the awards made on Age Adjustment (or on Standard).

3.1.4   Only first-claim members of a club are eligible for team awards in events promoted by the VTTA.

3.1.5   Overall prizes in all VTTA events shall be decided on the basis of the official VTTA Age Adjusted Tables (or Standard Tables). Other prizes may be awarded at the discretion of the organiser.

3.1.6   12 hours and 24 hours distances should be calculated in miles to two decimal places.

3.2      Regulations for Standard Awards

3.2.1   Standard Medals will be awarded for rides at 10, 15, 25, 30, 50 and 100 miles, 12 hours and 24 hours based on the VTTA Age Adjusted Tables. Riders’ improvements on the website will be shown on both age adjusted time (or distance) and also on plus (or minus) using the Standard Tables. Groups may allow standard medals to be engraved with actual times, age adjusted times, or plus.

3.2.2   Any VTTA member may attempt to gain VTTA standard medals in any Open, Semi-Open or Association event authorised by CTT or the SC. Events that are eligible for Standards shall also be eligible for Records, Best All Rounder Competition (BAR), Three Distance Competition, Short Distance Competition and Trophies.

           Scotland Group may allow its members to claim standard awards in Scottish Cycling club events and CTT ‘B’ type events. Such events must be run on type ‘A’ classified courses and with due timekeeping and recording requirements. Results from such events will not be recognised for VTTA Season Long Competitions or Records.

Note to above: Scotland members would need to submit a documented result to the Group Recorder, eg an image of club facebook/website page or an image/copy of the paper result. The Group Recorder would verify the result as adequately documented and manually upload claimed results onto the national website for the purpose of standards claims only.

3.2.3   Applications for standards may be made as follows:

Any number of attempts per season at all distances or times on one type of machine.

3.2.4   Members competing for Standards must have linked their CTT and VTTA  accounts, so their improvements can be notified on the website.  (Members without IT access may approach their Group Secretary or Recorder for assistance.)  The Standards automation system will show baselines and improvements for all members with linked accounts.

3.2.5   Members’ applications and payments for Standards must be made online or by post prior to any event for which they subsequently claim a standard.

3.2.6   Each Group shall be allowed to determine its own standard ride entry fees. Payment of one fee covers only one type of machine.

3.2.7   Only one award for a ride at each distance will be made during any one year, but there is no limit to the number of attempts that may be made.

3.2.8   Claims for Standards must be submitted via the website at the end of the racing season or not later than 31st October. (Members without IT access may approach their Group Secretary or Recorder for assistance to process their claim.)  Successful claims will be rewarded with medals or plaques as determined by each Group.

3.2.9   Each VTTA Group may elect to have either Standard or Actual times engraved on Standard Medals/Plaques.

3.2.10 Once a rider has won a Standard Award, the rider must improve on their previous best Age Adjustment (or Standard plus/minus) in order to obtain another award in a later age group. However, if a rider has not claimed in the three calendar years since their last award they may request their group recorder to change their baseline from their last award to their current Age Adjustment/ Standard.

3.3      Regulations for Age Records

3.3.1   Road record rides will be recognised only when achieved in events authorised by CTT or the SC, timed on watches complying with the requirements of those bodies and run in conformity with their regulations.

3.3.2   Record Certificates are awarded for rides at 10, 15, 25, 30, 50 and 100 miles, 12 hours and 24 hours to riders of solo bicycle, solo tricycle, tandem bicycle or tandem tricycle (Open, Women and Mixed) in any Open, Semi-Open or Association event authorised by CTT.

3.3.3   The VTTA also recognises Indoor and Outdoor Track records on solo bicycle and tandem bicycle at the following distances: 5, 10 and 25 miles; 1 hour; 5, 10, 20, 50 and 100 km. Records in the VTTA Handbook are as at 31st October of the previous year.  Indoor track records must be set on a track (fixed wheel) bike.  Outdoor track records may be set on a track (fixed wheel) bike or on a road/time trial bike.

3.3.4   A claimant for any records must be a paid-up member of the VTTA at the time of the ride.

3.3.5   No record will be considered if a better time or distance has already been achieved by a record holder of a greater age.

3.3.6   Provisional road time trial record claims from 2023 are automatically identified from CTT results once they have been loaded to the CTT website and transferred to the VTTA system. Provisional claims are notified to both the provisional record holder and to the relevant Group Recorder for a group age record and to the National Road Records Secretary for a national record. Once ratified by the Group and/or National Recorder, the holder is notified automatically and the record is marked as ratified.

Note on records claimed in Scottish Cycling events – a group or national record claimed in a Scottish Cycling event must continue to be submitted manually on a claim form to the Group Recorder and National Road Records Secretary if applicable.

3.3.7   Clai