What should a constitution have

The following outline is meant to guide you in creating or updating your constitution and by-laws, by informing you about the topics that need to be addressed as well as providing recommended topics that will help you successfully operate your group.

Each topic required or otherwise contains example language from the sample constitution above. You must state that your group will operate as if it were a nonprofit organization. This does not mean that your group cannot conduct activities that bring in revenue that exceed your expenses.

It does mean that no individuals will profit as a result of any revenue the group generates. However, this does not restrict the payment of wages, salaries or incentives by the group for services rendered.

Registered Student Organizations are not automatically recognized by the State of Minnesota as Nonprofit entities. For information on obtaining this status, see the Tax Information section. Student groups must comply with all University policies and procedures, as well as local, state, and federal laws and regulations.

Voting membership is defined as [definition of voting membership in the group]. Your constitution must define to whom your membership is open. This includes, but is not limited to, the Board of Regents Policy on Diversity, Equal Opportunity and Affirmative Action as it relates to group membership and access to programs.

Your constitution should also define the qualifications and categories of membership in your group. Specifically, it will need to state who the voting membership is open to in your group. The voting membership can be open to anyone, including; students, staff, faculty, or non-students.

Officers must also be in good standing with the University and free of any sanctions defined by the Board of Regents Policy - Student Conduct Code, administered by the Office for Community Standards. There are three parts to the officer requirement. Your constitution needs to state that all officers must be. Your constitution must state any procedures to be followed if the group is to be dissolved.

At a minimum, you must state which organization s will receive residual assets in the event of dissolution. An individual or for-profit organization cannot be the recipient of any remaining funds. Because Campus Life Programs are part of the University, CLP group constitutions must state that any funds remaining at the time of dissolution shall be returned to the University department that sponsored the group. The constitution must include the date it was ratified or amended, and the printed names and signatures of at least five officers.

Some committees rotate the work between them. Other committees have specific officers who take specific roles. These are usually:. For more information on these roles, see our page on Roles of officers. Decide whether your officers will be appointed by the full membership at the Annual General Meeting or by the committee at its first meeting. The committee may also invite other people to serve on the committee known as co-opting. They may be members of the group but can come from outside, and are generally co-opted because they have particular skills or knowledge such as fundraising or accountancy.

Many small groups run very successfully without an elected committee. You will still need to have members that take responsibility for long term tasks such as managing the money. It is useful to decide in advance of each meeting who will be the Chair or Facilitator and who will take minutes. When you make decisions such as running a press campaign or organising a fundraising event you will also need to decide who will be responsible for carrying them out.

Many groups use this as an opportunity to involve their members in a celebration of their achievements. There are some items it is standard to include on the agenda for your AGM. These are meetings that all members can attend and take full part in. You need to decide whether you will have them, how often, who can call them, and what the quorum will be.

A Special General Meeting is used to discuss important matters that need to be put before the whole membership, such as an amendment to the constitution. They can usually be called by the committee or requested by members. Your constitution should state:. Consensus decision making means that you will discuss an idea and try to find a solution that is satisfactory to everybody present by working it through together.

If you want to make decisions by voting, it is common to state in the constitution that a simple majority is required, and that if there are an equal number of votes on each side, the chair will have an additional casting vote.

You could choose to have a combination of both, where you aim to make decisions by consensus but can have a vote if consensus cannot be reached. At some stage you may decide you want to close the group down, and you need to have an agreed procedure by which this can happen. You need to decide who is entitled to make this decision, how much notice is needed, and what would happen to any money and assets still held by the group. Agree one or two people who will draft your constitution based on your discussion.

Have a look at our sample constitution to get some idea of how these are usually written. Take the constitution to a meeting for formal acceptance by the group. At least two members should sign and date it to confirm it has been agreed.

This is useful if the status of the constitution is called into doubt at a future date. Make copies of the constitution available to all members, including new members. For example, when the time comes to hold your next AGM, check your constitution so that you know what procedures your group has agreed to follow. If, in future, you find your group wants to work in a way that is different to your constitution, you will need to make a change to the constitution.

There will be an annual membership fee which will be agreed at the Annual General Meeting AGM and will be payable by all members. Any member who has not paid their membership fee for one year will be contacted by the committee, who will then decide whether that member is deemed to have resigned.

Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings or to resign from the group if an apology is not given or the behaviour is repeated.

The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision is made.

Wild about Brighton Youth Group will not discriminate on the grounds of sex, race including colour, ethnic or national origin , sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status or age. The business of the group will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary and not less than four times a year.

The Committee will consist of 8 members, and be composed of 4 officers and 4 committee members. Up to 2 additional members may be co-opted onto the committee at the discretion of the committee. In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.

Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign. The Committee meetings will be open to any member of Wild about Brighton Youth Group wishing to attend, who may speak but not vote. All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time.

Nominations for the committee may be made to the Secretary before the meeting, or at the meeting. The Secretary will call a Special General Meeting at the request of the majority of the committee or at least eight other members giving a written request to the Chair or Secretary stating the reason for their request.

All members will be given two weeks notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post. General Meetings are open to all members and will be held at least once every 3 months or more often if necessary. Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting.

All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote. An account will be maintained on behalf of the Association at a bank agreed by the committee.

Three cheque signatories will be nominated by the Committee one to be the Treasurer. The signatories must not be related nor members of the same household. Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.

All money raised by or on behalf of Wild about Brighton Youth Group is only to be used to further the aims of the group, as specified in item 2 of this constitution. Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting. Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote. If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so.

The sole business of this meeting will be to dissolve the group. If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation.

The organisation will be agreed at the meeting which agrees the dissolution. Name and position in group …………………………………………. Signed …………………………………………. All Resource Centre information is available for free because we know small community groups have small budgets. Special meetings may be called by any combination of three of the officers. Notice of special meetings must be communicated to all members at least 72 hours in advance of the meeting.

Section C. To conduct business at any meeting, one half of the entire voting membership must be present to form quorum. Student Organizations. Back to Top Sample Constitution Please note that this is a sample constitution to illustrate constitutional format.

This organization will use the name or its acronym, XXXX , in all publicity materials and correspondence. All activities of this organization must be directed toward this purpose. All members who are not currently enrolled UCI students or UCI staff, faculty, alumni, and alumnae are eligible to be non-voting members.

All members are required to demonstrate support for the purpose of this organization. Membership decisions will not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy, disability, age, medical condition cancer-related , ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam-era veteran or special disabled veteran.

If a fee is charged to attend a particular event, the membership will establish a fee scale for voting members, non-voting members, and others as appropriate. Remember to include the date your document is adopted or revised. Article II State the purpose and aims of the group. State any present or intended relation the organization may have to any other local, state, or national organization. Article III State the requirements and eligibility of membership.

Include the selection, rights and responsibilities, resignation, and expulsion procedures of members. Article IV Include list of officers, terms of office, description or responsibilities. Include provisions for vacancies of offices, methods of election of officers, election procedures, time of election. Article V State regular meeting time and describe provisions for calling special meetings.

If there is no regular meeting time, describe provisions for calling special meetings. State what constitutes a quorum at any meeting.