Constitution Revision Board

Is it time for a CHANGE – or two ?

Do you want to update/change your Constitution now?  Have circumstances altered due to an increase or decrease in membership at your club or District?  Are some members losing interest in the running of your club/District  ? OR perhaps newer members have shown an interest in making changes that potentially could benefit everyone?  Are there too many (or not enough) members on a particular committee ?   Do you wish to change your club colours  ? So many questions - and it is likely that you can think of several more.  Don’t wait – do it now !

Why not encourage your members, in a positive way, to contribute constructive and possibly valuable ideas to help your club and its members ?  How – perhaps once a month after lunch or during a quarterly meeting, promote, welcome and support open discussion on any topics relating to your club/District.   Provide a “Suggestion Box” for those not willing to offer ideas in person, or who wish to remain anonymous.   REMEMBER  ALL clubs need the willing support and cooperation from ALL members to survive.   ALLOW your members to participate!

So..., you’ve had open, democratic and positive discussions with members and as a result have decided to put forward a couple of changes beneficial to everyone. 

Ensure that the changes you have in mind relate to your Constitution or are By-Laws.  Check the following definitions

 for Constitution, By-Laws, Domestic Rules and Policy.  Keep in mind that Domestic Rules are not part of your Constitution, however a majority vote by members is required to approve a new rule and the proposed rule must not compromise your Constitution.

A Constitution:            The system of fundamental principles according to which a nation, state or body (e.g. NSWWBA Inc.) is governed, a document or statute outlining the basic laws or principles by which a country or organization is governed

By-Law:    A standing rule, as of a company or organisation (e.g. District and/or Clubs) not in its constitution, a law or regulation that governs the internal affairs of a company or other organization

Domestic Rule:  Belonging to the home (club)

A Policy:  program of actions adopted by a person, group, or government, or the set of principles on which they are based e.g. Member Protection Policy, Privacy Policy, Discrimination Policy, Disciplinary Policy etc.

Changes to your Constitution, By-Laws or Domestic Rules should be voted on by all members and can only be activated by a majority vote.  Your Constitution will state what the majority vote is, i.e. “...must be passed by a two-thirds majority...”  Phone or email Deb or Robyn if you have any doubts or wish to discuss the changes prior to sending them to us.

The next few steps will help you to successfully make a CHANGE or two:

1.             Prepare a Notice of Motion signed and dated by two members of the club. (See example (a) below)

2.             Ensure that each member receives a Notice of Meeting with date and time (See example (b) below) to discuss and vote on the Notice of Motion; attach a copy of the Notice of Motion.  In accordance with your club Constitution, make sure the correct notice (could be 14 days) has been given to call the meeting.

3.             Minutes of the meeting (See example (c) below) must be taken, noting a majority vote.  Don’t forget to have a secret vote.   If more than one alteration has been listed, then the Minutes must show “majority vote” where appropriate and “did not succeed” for issues where the change did not receive a majority vote.  The Minutes are signed by the President and Secretary; each should put the date below their signatures.  (See example (c) below).

4.             Send two (2) copies of all three (3) documents to your District Secretary who will forward to the Constitution Revision Board for approval.

If all is in order, changes should be approved within two to three weeks.  If there are any problems, one of us will either phone, email or write to discuss.

We’re looking forward

to hearing from you!