Extraordinary Meeting - 1st October 2026
Motions to be voted on
Members may vote on these motions either at the Extraordinary General Meeting (held online, immediately before the regular Committee meeting) or in advance via the web form at newburyvelo.cc/egm.
Both motions are amendments to the Club Constitution. Under the Constitution, changes to the rules require the consent of two-thirds of the members present or voting. Please treat each motion as needing a two-thirds majority to pass.
The Current Constitution can be found here:
About these changes
At the EGM in October, members are being asked to vote on two changes to the Club Constitution. Motion 1 moves the Club Year from the current 1 November–31 October cycle to the calendar year (1 January–31 December), to make budgeting and financial planning simpler; a one-off extended Club Year (1 November 2025–31 December 2026) bridges the changeover, and the AGM moves from December to January from 2027 onwards. Motion 2 allows the Committee to put a limited, proportionate amount of Club funds, drawn only from event surplus, never from membership subscriptions, and capped at £3,500 in any Club Year without a further membership vote — towards charitable giving, such as helping cover transport costs for Berkshire Vision to attend our tandem sessions. This puts on a proper constitutional footing the kind of charitable support (for example, from Club Triathlon events) that has happened informally in the past.
Alongside these two motions, a small number of other clauses that simply reference the old financial year will update automatically if Motion 1 passes, without needing a separate vote: Clause 5(b)(iii) and Clause 7(g) both restate the financial year-end date, which will change from 31 October to 31 December; and Clause 7(b), which sets the AGM's month, will change from December to January accordingly. These are consequential wording updates, not new decisions being put to members.
Motion 1: Change of Club Year to the Calendar Year
Background
Clause 6 of the Constitution currently sets the Club's financial year as running from 1 November to 31 October. The Committee proposes moving to a calendar-year cycle (1 January to 31 December) to make budgeting, financial planning and reporting more straightforward.
To move from the current cycle to the new one without a gap, the financial year that began on 1 November 2025 would be extended by two months, running as a one-off transitional year from 1 November 2025 to 31 December 2026. From 2027 onwards, each Club Year would then run 1 January to 31 December. The AGM, currently held in December (Clause 7(b)), would move to January each year, shortly after the new year-end.
Motion
That Clause 6 of the Constitution be amended so that the Club Year runs from 1 January to 31 December, with a one-off transitional Club Year running from 1 November 2025 to 31 December 2026 to complete the changeover; and that, as a consequence, the Annual General Meeting move from December to January each year, beginning January 2027.
Clause 6(b) - The Club Year
Current Wording
The financial year of the club will run from 1st November and end on 31st October.
Proposed Wording
The Club Year will run from 1st January and end on 31st December, with a one-off transitional Club Year running from 1 November 2025 to 31 December 2026 to complete the changeover.
Clause 7(b) - when the AGM is held
Current Wording
The Club shall hold the Annual General Meeting (AGM) in the month of December...
Proposed Wording
The Club shall hold the Annual General Meeting (AGM) in the month of January..." (from January 2027)
Other updates that follow automatically as a result of this change (no vote needed)
Clause 5(b)(iii) - part of the Treasurer's duties
Current Wording
...The financial year of the Club shall end on 31st October...
Proposed Wording
...The financial year of the Club shall end on 31st December...
Clause 7(g) - the accounts pack sent before the AGM
Current Wording
A copy of the accounts for the year ended 31 October together with the agenda for the AGM shall be sent to each member not less than 14 days before the date of the meeting.
Proposed Wording
A copy of the accounts for the year ended 31 December together with the agenda for the AGM shall be sent to each member not less than 14 days before the date of the meeting.
Motion 2: Committee Authority for Charitable Giving
Background
Clause 6 of the Constitution currently states that all surplus profits or income must be re-invested in the Club, and that no surpluses or assets may be distributed to members or third parties. In practice, the Club's Triathlon has for many years donated part of its surplus to charity; this amendment is needed to put that established practice on a proper constitutional footing so it can continue, and more broadly to allow the Committee to support causes that engage with the Club, for example, contributing towards Bikeability cycle training delivered via West Berkshire Council, or transport costs for Berkshire Vision to attend the Club's tandem sessions. Not every recipient the Committee may wish to support is a registered charity (West Berkshire Council is a local authority, not a charity), so the wording below is deliberately broader than "charity."
Motion
That Clause 6 of the Constitution be amended to permit the Committee, at its discretion, to apply an amount of Club funds to charitable or community giving — including to registered charities, local authorities, or other organisations that are not themselves charities — where doing so supports a charitable purpose or engages with the Club, for example contributing towards Bikeability cycle training delivered via West Berkshire Council, or transport costs for Berkshire Vision to attend the Club's tandem sessions, provided that the amount is proportionate, reasonable, and does not undermine the activities of the Club. Any such donation must be drawn solely from the surplus proceeds of Club events; money raised through membership subscriptions must not be used for, or form part of, such a donation. Donations shall not exceed £3,500 in any Club Year without wider consultation with, and a vote of approval by, the membership. Any expenditure under this provision shall be reported to members at the following AGM.
Clause 6(g) Use of Club Surplus
Current Wording
All surplus profits or income are to be re-invested in the club. No surpluses or assets will be distributed to members or 3rd parties.
Proposed Wording
All surplus profits or income are to be re-invested in the club. No surpluses or assets will be distributed to members or 3rd parties, save that the Committee may, at its discretion, apply an amount of Club funds to charitable or community giving, including to registered charities, local authorities, or other organisations that are not themselves charities, where doing so supports a charitable purpose or engages with the Club, for example contributing towards Bikeability cycle training delivered via West Berkshire Council, or transport costs for Berkshire Vision to attend the Club's tandem sessions, provided that the amount is proportionate, reasonable, and does not undermine the activities of the Club. Any such donation must be drawn solely from the surplus proceeds of Club events; money raised through membership subscriptions must not be used for, or form part of, such a donation. Donations shall not exceed £3,500 in any Club Year without wider consultation with, and a vote of approval by, the membership. Any expenditure under this provision shall be reported to members at the following AGM.