Developing a constitution

See also Sample Constitution

What is a constitution?
A constitution is a document that sets out the vision, aims and objectives of an organisation. It describes how the members and officers will conduct the business of the organisation.

The constitution, once adopted, becomes binding for all members therefore it is important to ensure that members play a full role in developing all elements within the constitution. A copy should be easily available to all existing and future members of the organisation.

The following are the essential details to include in a constitution:

• Name of the Organisation
• Base and Location for the Work of the Organisation
• Mission Statement:
  This will describe the core values that underpin the work of the organisation. For
  example, the Mission Statement of Offaly Community Forum is:
  “To encourage, support and promote the inclusive participation of the Community and
  Voluntary sector in the development of Offaly”.
• Aims of the Organisation: The members will identify the key aims of what they hope to achieve
• Objectives of the Organisation: This will describe how the aims of the organisation will be achieved
• Membership: This will describe who be entitled to be a member, their role and voting rights and the terms of membership. It will describe what happens in the event that members cease
  to attend meetings and/or to be involved in the work of the group
• Management Structures: This will describe how the day-to-day business of the organisation is undertaken. It will describe the decision making structures, how and by whom decisions are made
• Officers to be elected and roles: What officers will be elected and what their role(s) and powers are within the organisation
• Management of finances: How the funds of the organisation are to be managed, how spending decisions are to be made and accountability
• Meetings: This section will describe:
  - The number of meetings to be held;
  - Notification of meetings;
  - Procedures to be followed at meetings:
  - The quorum;
  - The procedures for the Annual General Meeting
  
• How to change the constitution; As organisations grow and time passes, organisations may need to amend their constitution. This section will describe the processes under which it may be changed.

Useful documentation to support your constitution:

• Sample Agenda for meetings
• Sample Agenda for the Annual General Meeting
• Description of the Roles of Officers

Further Information and Support:
Contact your local Area Forum for advice, training and support.