Governing Document / Constitution

Community groups need a governing document that outlines the group's rules, aims, obligations, and powers. It should be written clearly and simply to avoid misunderstandings. A constitution is one type of governing document. It's important because it:

Ensures the group operates responsibly and legally.

Makes the group accountable and decisions democratic.

Prevents any one person from having too much power.

Shows potential funders how the group operates and its goals.

Key elements of a standard constitution:

Name: Ensure it doesn't duplicate another organisation's name.

Aim: Clearly define the organisation's aim.

Objectives: Ensure objectives support the aim.

Powers: Include powers to:

Raise money
Appoint officers
Open a bank account
Perform necessary duties to achieve aims and objectives

Membership Requirements: Clearly state membership guidelines (who qualifies, what it may cost, how it could end).

Membership Responsibilities: Describe member responsibilities, this could also include a code of conduct or reference to one.

Officer Duties: List officer positions and basic job descriptions.

Elections/Voting: Describe how meetings are run.

Committees: Outline committee functions if applicable.

Amendments: Include a procedure for adding amendments.

Dissolution: Include a procedure for dissolving the organisation.

Concepts to consider:

Objects: What is your mission? Is it clear and relevant?

Liability: What is the board's liability? How is it being protected? Who is a 'connected person' (the people related or connected to the board that may create a conflict of interest if they do business with the group)?

Trustees/Members: How many? Terms of service? Elections/Resignations?

Income & Property: How is income managed? Property management?

Meetings: Minimum frequency? How are they called and recorded?

Decisions: How are decisions made and verified? Who makes them? Quorum rules?

Communications: How are meetings called? Define official communication. Is there a communication/social media strategy?