If your group is likely to be about for some time then you should write down your aims and procedures in a constitution. A constitution is basically a written framework outlining the aims of your organisation, how it will operate and how decisions are made. Because the constitution lays everything out in black and white it helps resolve internal disputes, provides a formal means of getting your organisation recognised by law and answers questions that funders, or indeed anyone else, has about your group.

If your organisation is a relatively simple affair (ie an unincorporated association) you can write the constitution yourself.

It should include:

• The Title - organisation name
• The Objects – the aims of the organisation
• The Powers – how you will achieve your aims
• The Members – who can join your organisation, how they can join, how they can ejected etc.
• The Committee – How the organised. This should details on:
  • The make up of the committee (eg number of members, frequency of meetings, what constitutes a quorum)
  • Committee Functions
  • Office bearers – (Chair, Treasurer etc)
  • Meetings
  • Annual General Meetings
• Accounts
• Audits
• Amendments to the constitution (how can you alter your constitution in light of changing circumstances)
• Dissolution – What happens if you decide to dissolve your organisation

Creating a good constitution can be something of a balancing act. On the one hand you want your constitution to provide enough guidance that it prevents any confusion or dispute over aims and procedures. However, be careful that you are not restricting your organisation with a constitutional straitjacket.

You can get more useful information via: www.diycommitteeguide.org/index.cfm/section/article/page/UndstndGovDoc

You can obtain sample constitutions from a number of sources including CAF’s virtual library: www.caf.ie/virtual_library.asp