This document is designed to lay down how you will meet, make decisions and the actions allowed by the committee/board in the running of the organisation.

Below are the basics of what is likely to be needed for most groups and should guide any future leaders or support existing ones in sticking to a consistent system. 

Don't confuse this with a code of conduct and expectations of behaviour, that is for a separate document.

  The sections in [BOLD] are yours to edit to tailor the organisation’s details. [INSERT .............. ] parts are for you to enter details that you deem appropriate.

  These sections are guidance and things to think about. Areas in which a decision will need to be made on the best way of doing it for your organisation and all those involved.

  The rest in plain type are usually not for editing.  Only edit these if it contradicts an existing system or policy that you already have.  Think clearly before you edit those areas.

Constitution of: [INSERT ORGANISATION]
 

OBJECT

Describe the objective of your group

This is not what you on a daily basis, but what the difference is that your group makes.

POWERS 

These are examples, consider what you need to do and the wide scope of things that you will need to deal with.

In order to achieve its aim the Group may:

• Have categories of membership for participants
• Charge a subscription fee for participation to maintain the sustainability of the service
• Raise money through fundraising and applying for relevant grants
• Open and maintain bank accounts in the group’s name
• Partnership with similar groups / organisations and exchange information, advice, resources and expertise with them
• Form sub-groups of interest and advancement of specific elements of [INSERT SERVICE OR CAUSE HERE]
• Do anything which is lawful which will help to fulfil the group’s main object.

MANAGEMENT COMMITTEE

  It is recommended that you have an odd number of members, in the event of a split, the chair makes the final decision etc. Consider how many posts you need an consider what you need in terms of numbers, not everyone who delivers or runs something needs to be on the committee. The committee in this case are liable for everything the organisation does and need to know that. Also consider how many people may be too many when it comes to discussing issues or reaching a consensus (probably no more than 7).

• The *INSERT ORGANISATION* shall be administered by a voluntary Committee of not less than [INSERT NUMBER] and not more than [INSERT NUMBER] individuals elected at the meeting designated the Annual General Meeting (AGM).  If a vacancy arises, the Committee may appoint a suitable and willing member of the group to the Committee provided that the maximum prescribed is not exceeded.
• Traditional officers for the Committee are Chair, Secretary and Treasurer.  These positions may be fluid depending on volunteer availability/skillset.  Other officer positions can be created as the Committee sees fit.
• All Committee members are responsible for the overseeing of the group’s activities and ensuring that it continues to meet its aim.  This includes representing the group, keeping accurate records of the groups decisions and activities, the safety of everyone involved and proper accounts that show all monies received and paid out.
• To be quorate, at least [INSERT NUMBER] Committee members must be present for a just meeting to take place.
• The Committee shall vote on all matters.  Votes may be accepted from Committee members by the agreed electronic means.  In the event of a tied vote, then the Chair of the meeting shall have the final decision.
• The Committee may call on individuals or representatives from other organisation on an advisory capacity to inform a decision or for the development of the group as required.
• It is part of the Committee’s responsibility to self-govern and as a whole have the power to remove any member of the Committee for good and proper reason.  Committee members have the right to be heard by the other Committee members accompanied by a representative before a final termination decision is made.

MEETINGS

• The Committee shall meet in person at least four times a year.  The Committee also has the power to meet make decisions by any electronic means the Committee deems suitable as long as these decisions are documented.
• Any Committee member can call a meeting out with the meeting schedule, but must give adequate reason and notice of [INSERT PERIOD] before the proposed time.
• All meetings must have a chair and minute taker/recorder, these do not have to be the office holder or Chair or Secretary. These roles can be fluid or rotating between the members.

MEMBERSHIP

[INSERT ORGANISATION] acknowledge the 9 protected characteristics of the Equalities Act 2010 and does not aim to knowingly discriminate any member due to their perceived difference.  The Committee can create other categories of membership as it sees appropriate. 

All committee members are considered members and may be the only members with a vote on strategic and legal matters.

  You can create categories of membership or if there is just one category you will need to think of a few things

Who qualifies to be a member? The group will be open to anyone who is suffering/ has suffered with grief, with more sub groups tailored to more specific needs as and when they are required

How do they apply? Potential attendees will apply via a membership form to guarantee we can be in touch as well as notify them of group meeting times, both a physical as well as an online membership form will be available.

What do they get as a member (vote at AGM etc)? An introduction pack, including a journal, relevant materials related to grief /coping mechanisms.
Members will also be added to a mailing list to notify them of any events/talks/activities that the group will be participating in.

What happens when things go wrong or a member has to be removed? 

FINANCE

All financial arrangements will be reviewed annually.

• The bank accounts shall be in the name of [INSERT ORGANISATION]
• The names of the signatories will always be updated with the bank account
• All monies received by or on behalf of the [INSERT ORGANISATION] shall further the object and for no other purpose
• Any transactions on the account must be authorised by designated Committee members and these designated members will be reciewed annually.
• The [INSERT ORGANISATION] shall consider good practise and may have the accounts externally verified annually.
• When available the group will aim to pay reasonable out of pocket expenses and will refer to good practise and the Expenses Policy as guidance

ANNUAL GENERAL MEETING

  The AGM is an opportunity to review what you are doing, if all the board are content with and performing their roles and reflect on the year past and look to the one ahead.

The Group shall designate one of their committee meetings as an Annual General Meeting (AGM)/yearly review meeting.

All relevant attendees/members shall be given a 14-day notice period of the AGM.

The business of the AGM shall include:

• apologies and a record of attendance
• receiving a report on the [INSERT ORGANISATION] activities over the year
• receiving a review of the [INSERT ORGANISATION] finances
• electing/updating Committee members (if required)
• considering any other business as required

At least [INSERT NUMBER] of the membership or [INSERT NUMBER] of members (whichever is greater) must be present for the AGM to take place.

ALTERATIONS TO THE CONSTITUTION

This Constitution is a fluid document and must adapt to suit the needs of the organisation, culture and as a reaction to any incidents or changes. The process for alterations:

• the changes are identified and recorded and the urgency of the change is identified - if the change is urgent a Committee member may call a specific meeting to make the change otherwise the change will be discussed at meeting designated as the AGM
• the changes are compiled into a proposal which is sent to those with a legitimate interest/vote (see members section) with a timeframe or consideration.
• at the meeting, the changes are discussed and a conclusion is reached - a timescale for when the changes come into place.
• the old version is archived, the document is updated complete with revision number and date and communicated with all relevant parties.

DISSOLUTION

  Dissolution doesn't always mean closing forever, it can mean evolving into something else, changing hands or reacting to local need by going in another direction. However it changes or closes, it is good practice to end the existing concern and create a new one as changes may require new rules or approaches.

[INSERT ORGANISATION] may be closed at any time once all options avenues have been explored. The process for dissolution:

• the reason for dissolution stated and recorded
• solutions or other options are discussed
• a motion is put to the relevant members/those with legitimate interest and a decision made (see Members section)
• a dissolution statement is drafted with the number of those agreed and where any assets belonging to the group will be donated to
• final closure arrangements are performed:
  • bank accounts closed
  • social media accounts terminated
  • funders/commissioners are informed
  • users informed
  • venues/suppliers informed
  • assets disseminated

ADOPTION OF THE CONSTITUTION

This constitution was adopted (by signing and dating below) by those individuals acting as the Committee on behalf of the [INSERT ORGANISATION]