Extraordinary General Meeting (EGM)

Date: 24th November 2025

Time: 19:00

Venue: WWYSA Clubhouse

Why We Need an EGM

WWYSA is about to be gifted the land and lake, which is an exciting opportunity and a major step forward for the Association. However, owning land also creates new responsibilities and risks that we must handle carefully.

At present, as a Registered Charity, WWYSA cannot hold property in its own name. Instead, the land would legally have to be held by individual trustees. This would place a heavy burden on them, making them personally liable for any issues or claims relating to the property.

Our normal AGM must be held before year-end, but the detailed legal and governance changes required to deal with this will not be ready in time. By holding this EGM, members can:

• Agree the direction we take as an organisation.
• Give the trustees and management team authority to begin the work on a new structure.
• Ensure there is time to consult members fully before the AGM in January 2026, where final decisions will be taken.

Purpose of the Meeting

The purpose of this meeting is to decide whether WWYSA should begin the process of transitioning from a Registered Charity to a Charitable Incorporated Organisation (CIO).

A CIO is a special legal structure designed for charities. It keeps all the benefits of charity status (such as Gift Aid, tax relief, and credibility with funders) but also provides:

• Legal personality – the CIO itself can own land and sign contracts.
• Limited liability – trustees are not personally liable for the Association’s assets or debts (except in cases of fraud or negligence).
• Simpler regulation – unlike a charitable company, a CIO only reports to the Charity Commission.

Proposed Resolution

That the members of West Wilts Youth Sailing Association approve in principle the transition of the Association from an unincorporated charity into a Charitable Incorporated Organisation (CIO), and authorise the trustees/management committee to:

1. Draft a new CIO Constitution for circulation and member review.
2. Submit an application to the Charity Commission for registration of WWYSA as a CIO.
3. Bring the final draft CIO Constitution back to the membership for adoption at the Annual General Meeting in January 2026, at which point members will also be invited to apply for and elect to serve as trustees of the CIO, including its officer roles (Chair, Treasurer, Secretary, etc.).
4. Continue to operate under the existing trustee/management structure until the CIO is formally adopted.

Voting

• Only current paid-up members are entitled to vote.
• The resolution requires a two-thirds majority of those present and voting.
• Members unable to attend may appoint a proxy.
• Members must sign in as registration of attendance

Note to Members

This EGM is about setting the direction of travel. The full details — including the new constitution and structure — will be prepared and circulated during 2025 for consultation and then formally adopted at the AGM in January 2026.