Sample Constitution

See also Developing a constitution

This example is for guidance only. Each group will decide and agree the items it wishes to include.

The name of The Group is __________________________________.
The address of The Group is ___________________________________________.

Mission Statement:
Insert.
Aims of (the name of your group).
Insert.

Objectives of (the name of your group).
This will describe how the aims of the organisation will be achieved.

Membership of the Group:
Membership of the Group is open to _____________________________________________.
(This for example could be residents of an area, young people etc. It will reflect the work of your group)

Membership Fee:
The annual membership fee will be € __________. (You may decide to have no membership fee)

Cessation of Membership:
You may wish to outline the circumstances under which a member ceases to be a member.

The Management Committee:
The Committee consists of elected Officers. Officers are elected from the general membership at the Annual General Meeting. Officers to be elected are:

- The Chairperson
- Vice Chairperson
- Secretary
- Assistant Secretary
- Joint Treasurers.
- PRO
(You might also consider electing representatives to your local Area Forum)

In the event that an officer of the Management Committee ceases to be a member or officer, he/she will be replaced by the assistant officer. The Management Committee shall co opt an assistant officer from the general membership.

The role and Responsibilities of the Officers:
The Management Committee is responsible for implementing the decisions of the Group in accordance with its aims and objectives and in accordance with the procedures and rules of the Group.

Meetings:
Meetings will be held (list here how frequently you will hold meetings. You may also wish to state how many must be in attendance for the meeting to proceed).
The general business of The Group will be conducted at these meetings.

Notification for Meetings
Members will receive advance notification of and an agenda for meetings.
Members will notify the Secretary if they cannot attend.

Procedures for Meetings:
Meetings will be conducted in accordance with the agenda for the meeting.

Putting Items on the Agenda:
Members may place items on the agenda by submitting them in advance of meetings to the Secretary.

Serious/Urgent Matters
In the Event of a serious matter arising, it may be deferred to the Management Committee or to AOB. In special cases members may decide to convene a special meeting. Such meetings will be in accordance with the procedures for general meetings.

Annual General Meetings
The Management Committee will hold an Annual General Meeting (AGM).

Financial Reporting and Financial Procedures:
Financial Records:
The financial records will be maintained in accordance with best practice and as described in ‘The Role of the Treasurer’. (Note: It is vital for groups to keep accurate records of funds either raised through fundraising, fees or grants. This can be a simple register of money received, money spent and the balance. It is equally important to keep invoices and/or receipts. It must also be spent on the purpose for which you raised it. For example, if you fundraise locally for the local youth club, the money must be spent in that way. With grants you must spend the funds according to the actions or items listed in your application).

Reporting to Members:
The Treasurer will provide members with an updated financial statement at meetings. A full financial report will be presented at the AGM.

Cheque Signatories:
This will be decided by the membership and will be recorded in the minutes. A good guideline is to nominate three people, any two of whom may sign. (Note: Cheques should only be issued following a decision of the group. Pre signed blank cheques are unacceptable).

Financial Procedures for Expenditure between Meetings: The Chairperson and treasurers will have power to spend up to a maximum of €100 for matters arising and where this expenditure does not incur ongoing or further expenditure

How to Change the Constitution:
As organisations grow and time passes, organisations may need to amend their
Constitution. Your group will describe the processes under which it may be changed. For
example, at the AGM.

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