Ep 20 Changing the Rules

Show Notes Changing a Constitution is not as difficult as it feels. The process has specific requirements — notice, approval threshold, registration — but none of them are insurmountable. What's more useful than knowing how to change the Constitution is knowing what should be in it in the first place, and what belongs somewhere else entirely. This episode covers both: the amendment process in plain English, and the four types of companion documents that carry the detail the Constitution doesn't need to hold. In This Episode The difference between what the Act requires and what your organisation can choose — and why knowing this changes everything How to work out what you actually want to change: the dot point method that does most of the heavy lifting Divorcing your Constitution: there's a process, and it's much smoother when everyone understands what's happening and why The amendment process — notice period, approval threshold, and what needs to be registered after the vote Why 75% is the default but not the only option — and why your Constitution might already say something different How to make sure members arrive at the meeting informed rather than confused and sceptical The four companion documents: Committee Charter, Code of Conduct, By-laws and Policies — what each one does and what it carries Document architecture: why these documents don't compete with the Constitution, they sit alongside it Future-proofing: how one sentence about what 'present at a meeting' means can cover video calls, phone-ins and whatever technology comes next Five husbands and what they have to do with change management — unlike husbands, constitutions can be improved without dividing up the furniture Free Download A companion documents overview from the Committee Companion is in the show notes — a practical guide to what goes where across your governance framework. Download HERE. For further reading on companion documents, Kate M's Just a Tick has more — find it at liquoriceallsorts.com.au. Constitution Composer If your Constitution needs more than a DIY patch — a structured process that gets it right — the Constitution Composer from Fresh Allsorts is a fixed-price, five-step approach to building a tailor-made Constitution and governance framework for your organisation. Details at freshallsorts.com.au. This Week's Challenge Look at your Constitution and identify three things that create friction — things you regularly have to work around, things that don't reflect how you actually operate, or things that are harder to change than they should be. Write them down in plain dot points. That list is the beginning of your constitutional review. Then ask: do you have companion documents? A committee charter, a code of conduct, by-laws, policies? If not, start with whichever one would make the biggest difference right now. Your committee can adopt a charter by resolution — no general meeting required to get started. Got a Question for the Kates? As this episode demonstrates, the Kates do read every question — and apparently answer them whether they planned to or not. Use the contact form at thecommitteeroom.com.au. About Your Hosts Kate Hartwig has spent forty years working in and around not-for-profit and membership organisations — as a CEO, director, and independent consultant. Her Committee Companion is a head start on good governance with checklists, frameworks and exemplars for committee members. katehartwig.com.au Kate McPhee has three decades of hands-on experience helping small clubs and associations get more done with less stress. She is the author of Just a Tick, a plain-English governance guide for committees and boards. liquoriceallsorts.com.au Together they offer governance health checks, the Constitution Composer, and other practical support through Fresh Allsorts. This podcast provides general information on best practice governance for small to medium not-for-profit associations. It is not legal advice or marriage guidance. Timestamps 00:05 — When your Constitution doesn't fit 01:12 — Introducing the Kates and this episode on changing your Constitution 02:49 — What you need and what you choose 04:26 — What do you want to change? 06:09 — Dot points — your best drafting friend! 06:58 — Divorcing your Constitution — easier than you think 07:23 — The change process 07:43 — What's the approval threshold? 08:30 — Make sure your members are informed 09:07 — What comes after the special resolution? 10:09 — Check your local requirements! 10:47 — Companion documents — your Constitution's best friends 12:10 — Committee Charter 12:28 — Code of Conduct 12:47 — By-laws 13:02 — Policies 13:56 — Your document architecture 14:37 — Future-proofing 17:05 — Recap 19:02 — This week's challenge and next week's episode on compliance Next Episode Compliance basics — what you have to do, to whom, and by when. The things that keep your organisation on the right side of the law without making compliance your full-time job. Episode 21 - and apparently the podcast - is all grown up. Resources & Links 🎙️ The Committee Room thecommitteeroom.com.au — episode archive, show notes, downloads and contact form 🍬 Fresh Allsorts freshallsorts.com.au — Governance Health Checks, the Constitution Composer and practical support from both Kates Kate Hartwig Consulting katehartwig.com.au — including the Committee Companion, a head start on good governance with checklists, frameworks and exemplars Liquorice Allsorts Consulting liquoriceallsorts.com.au — including Just a Tick, Kate McPhee's plain-English governance guide Facebook: The Committee Room LinkedIn: The Committee Room You don't need good luck if you've got good governance. The Committee Room | thecommitteeroom.com.au