If your constitution looks like it was written on a typewriter, it may be time for an update. We’re waiting for the day an organisation brings in their constitution chiselled in stone - it wouldn’t be a complete surprise. However, it’s not only the constitutions written before the invention of the computer that would benefit from a review. We recommend organisations revisit their constitution every five years. There are three main reasons why it’s important to review your constitution regularly.
Legislation
After 13 years without change, Queensland's Associations Incorporation Act 1981 has undergone a comprehensive review. The Associations Incorporation and Other Legislation Amendment Act 2020 was passed by Queensland Parliament on 16 June 2020 and introduced changes to several areas covered by clauses in your constitution.
Some changes have already taken effect, with others becoming legal requirements between now and June 2023. A review would determine if your organisation’s constitution has been updated for these changes, or if it no longer complies with the Act.
When we update a constitution we always ensure it incorporates all of the scheduled changes including those still to come into force.
See an overview of the changes here.
Modernisation
Times have changed. We now have these wizbang devices called computers and the ability to talk face-to-face over the internet. An organisation’s processes should be updated to take advantage of the convenience of technology. For example, you can now have members attend a general meeting using technology, such as video conferencing, which can make a big difference if you’re trying to reach a quorum. As per the Act amendments, you can do this even if your constitution doesn’t provide for it, however having it specified in your constitution can make it clearer for your committee and members.
Additionally, certain terms in your constitution may need modernisation. Does your constitution still refer to ‘Chairman’ instead of ‘Chairperson’? Having inclusive terms within your constitution can have a beneficial effect on the culture of your organisation - ensuring everyone feels welcome.
We still see many constitutions that stipulate that all financial payments must be paid by cheque. As we know, nearly all club payments are made by EFT today so let's make sure that your constitution is modernised to reflect this, and other, advances.
Revision
Every club and association is different and therefore each constitution should reflect the individuality and points of difference of each organisation. Clubs and associations change over time. Updating your constitution is an ideal opportunity to ensure that the document reflects your current operations. For instance, your constitution may include archaic objects or classes of membership which are no longer required or which do not adequately provide for your members.
When updating a constitution, it’s a great opportunity to take a deep dive into how your club runs and how the constitution should support your hard-working volunteers. By focusing on the people who will use the document, the process of the review itself will often identify opportunities to improve your organisation’s structure, governance, member protection or operational practices.
Bringing constitutions into the modern age is a really rewarding part of our role at CPR Group. If you’d like us to assess if yours needs a refresh, get in touch - no typewriters allowed!
