Why have a constitution?
A constitution sets out a group’s aims and establishes the rules that govern how it will be run and how its members will work together. Even for a small group this is important because:
- It provides a point of reference and helps resolve any areas of contention that might arise;
- It reassures any external bodies a group is associated with that it is properly run and its funds effectively managed;
- It shows that a group is democratic and accountable, with clear decision-making methods.
What goes in a constitution?
A group’s constitution can contain as many components as it feels necessary, but below are some of the more common ones.
Name
State the full and shortened versions of the group’s name.
Partnership Agreement Requirements
Status
State if the group is a Partner of Humanists UK.
Aims
State the group’s purpose and what it hopes to achieve. Avoid lists of specific activities but try to state the vision of the group. Keep to a broad definition of ideals, enabling the group to develop without needing to amend the constitution.
Membership
Describe the relationship between the group and its members and supporters. There are various models of membership, but quite a good one to use is where members of Humanists UK are considered group members and non-members considered group supporters. Group members have voting and election rights and group supporters do not. Anyone who is on the group’s mailing list, or signed up in some other way (such as through Facebook), is a supporter. Group income is raised through voluntary contributions at each event (£2, for example) and through ad-hoc fund-raising activities (such as quiz nights). This is an open and flexible model, and allows people to feel free to turn up without having to commit to paying a fee. It also provides groups with a regular income throughout the year.
Questions to think about:
- Who is eligible to join the group?
- Is there a distinction between members and supporters?
- What will the membership model be?
- What does being a member entitle someone to do?
- How, and under what terms, may the group refuse or remove membership?
Management
Describe how your group is to be managed and by whom.
Apart from the very smallest groups, most are run by an executive committee consisting of ‘honorary’ officers (so-called because they do not get paid for their roles). They often include the principal roles of President or Chair, Treasurer, and Secretary. See Committees and Officers for more information about committees, officers and roles.
The principal roles are usually elected directly from and by the group’s membership at its Annual General Meeting. The group might decide to co-opt other members in order to make use of specialist expertise or to relieve their work-load. It might also choose to nominate persons from external bodies (such as the local Humanist Students society).
Questions to think about:
- Who runs the group and how many should be involved?
- What powers and responsibilities should these persons have, and what should their roles be?
- How are these persons chosen and how are they replaced if they leave?
- How can these persons be removed and on what grounds?
- How often should these persons meet and how many have to be present to be in quorum?
General Meetings
Describe the procedures and rules pertaining to Annual and Exceptional General Meetings.
General meetings are open to all members and deal with the more formal and long-term business of the group. For example: the election of officers; the evaluation or review of the work and financial operations of the group; and the proposing and making of changes to the constitution.
There should be at least one general meeting per year (the Annual General Meeting or AGM). Should a group need to hold an unplanned meeting due to exceptional circumstances it can hold an Exceptional General Meeting (EGM).
Questions to think about:
- How frequently should the group hold general meetings?
- How much notice should be given to the group’s members of forthcoming general meetings?
- Who is eligible to vote and what are the voting procedures?
- How many members need to be present for the meeting to be in quorum?
- How and on what grounds may members call an exceptional general meeting?
Finance
Describe the procedures and regulations pertaining to your group’s finances and funding.
It is good practice for a group to keep a record of its income and expenditure, something that is usually the responsibility of the group’s treasurer.
Questions to think about:
- Will the group have a membership fee?
- How will the group raise funds (particularly relevant if there is no membership fee)?
- Who will be responsible for the group’s funds and where will they be kept?
External Relations
State the procedures and regulations pertaining to the group’s relations with external bodies.
Amendments
Describe how the procedures and regulations for amending the group’s constitution.
Questions to think about:
- Where and when should amendments be discussed and voted on?
- What kind of voting outcome is enough to amend the constitution? I.e.: a simple majority (over 50%) or a super majority (such as two-thirds or 75%) – the latter is recommended.