Top Ten Tips for Reviewing Your Constitution Pt.1
Patrick Davies • April 8, 2024
Hey Kiwi Non-Profit superheroes! Ready to give your constitution a makeover that even the Black Ferns would envy?
This is a short series in the Network News that will look at what you need to keep in mind when updating your Constitution/Rules. It’s the perfect time to spruce up your organisations guiding document.
Later we’ll look more closely at what changes you need to be aware of and do, but for now here are ten top tips to keep in mind as you start to navigate the process:
- Know the Law:
First things first, familiarise yourself with the latest updates to the Incorporated Societies Act 2022. Understanding the legal requirements will ensure your constitution is compliant and up to date.
You can download a one-page ‘This Is What You Need’ from our website.
- Do What Your Rules Tell You To Do: Your current constitution will tell you how to change it. When do you need to send out the information to your members? What is the information you need to include? Start with a date for the SGM/AGM and work backwards. How do you write the remits?
- Take Your Time:
Once CNA started the process, it took us just over a year to do. This is because our Executive Committee are busy people and working through the constitution needs focus and discussion to ensure it is ‘fit for purpose’.
- Simplify, Simplify, Simplify: Streamline your constitution by removing any outdated or redundant clauses. Keep it clear, concise, and easy to understand for everyone involved. It’s a great opportunity to make sure it’s in plain English. We used the opportunity to correct spelling, grammar, and formatting.
- Let the Legislation Do the Walking:
Several times in our constitutional changes CNA referred to the legislation. When we added our ‘Conflict of Interest’ clause we let the law do the talking for us – e.g., “9. (b) Officers of CNA must disclose, as per Section 63 of the Incorporated Societies 2022 Act, the details of…” Why do more work than you need and it also means that you can leave the definitions to the legal beagles.
- Clarify Governance Structures:
Clearly define the roles and responsibilities of your board members, officers, and committees. How does your board/committee vote? Who can vote? What about proxy votes?
- Update Financial Procedures: Review and update your financial policies and procedures to ensure transparency, accountability, and compliance with the latest regulations.
- Future-Proof Your Constitution: Anticipate future changes and challenges by building flexibility into your constitution. Include provisions for amendments and review processes to adapt to evolving needs. We added a glossary to define terms as well as adding that ‘written notices’ (i.e., motions, remits, etc.) may be in written or electronic form – to cover the changes in technology.
- Seek Legal Advice: If you are unsure about aspects of the law we have some wonderful
resources on our website, from Parry Field Lawyers. You can also check to see if your local Community Law Centre can check your changes out at one of their free law clinics.
- Celebrate Your Success: Once your updated constitution is in place, celebrate your hard work and achievements as a team. Promote yourself on your social media and in your own newsletters – you’ve strengthened your organisation so why not bask in the glory!
So there you have it, ten top tips towards updating your constitution and keeping your non-profit shipshape. With a little teamwork and a lot of passion, you'll be ready to tackle any challenge that comes your way!
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From trust, respect, and strong communication through to financial transparency and shared values, in my view these are the essentials that make collaboration or partnership truly effective.
Introducing Neighbourly Natters—short, informal virtual catch-ups designed to help Members meet each other, share what they’re working on, and start conversations that could lead to collaboration.
Kia ora koutou, One of the greatest strengths of our sector is our willingness to come together, share knowledge, and lift each other up. Here at good ol’ CNA, we know from experience that strong relationships with our members help us grow and strengthen our own work. And we see our members doing the same with the networks and communities they support. We’re a network that builds capacity by engaging deeply with you—our members. Whether through our 50th Anniversary Hui, regular updates, or one-on-one kōrero, your insights help shape our direction, inform our advocacy, and refine the resources we provide. It’s through this two-way relationship that we grow stronger as an organisation—and the same holds true for you and your own networks. It’s why we bring everyone together every two years—to connect face to face, share lessons, and learn from one another. When you hear how another group has tackled leadership development or improved their financial systems, you gain ideas and inspiration to take home. And when you share your own success, you spark growth in others. From supporting better governance through our Tick for Governance Course (over 900 satisfied customers!) and strategic planning, to helping organisations improve fundraising, engaging with Banks, Select Committees, and collaboration—we all grow by reaching out and working together. CNA does this with our members, and our members do it with theirs. The ripple effect is powerful. Your network is so much more than an email list—it’s a community of experience, support, and strength. Let’s keep learning, building, and growing together. Here are 4 action points for to better engage with their members: Yell it to the Rooftops: Through newsletters and social media make sure to highlight member successes, share relevant news, and provide opportunities for feedback. Add this positivity to inspire others Throw a Party: Even if it’s a cuppa and a bikkie, these allow members to keep relationships, share knowledge, and collaborate in real-time in an easy atmosphere – we don’t’ have to be on the treadmill all the time. We are allowed to enjoy ourselves. Pick up the phone: Sometimes it’s great to get a call that’s not about an issue. Just to say ‘hello’, ‘I’m thinking of you’, ‘what’s on your mind?’. These strengthen our relationships and keep us in mind of each other, which may mean reminding each other of what we can support each other in. Share the aroha: Create spaces (online or in-person) where members can exchange ideas and experiences. When someone learns a new strategy or approach, share it widely to inspire innovation and growth across your network. Why reinvent the wheel? Take that idea and adapt it to your own organisation. These are just a few ways to increase your capacity, to deepen relationships, and to help each other upwards. Forward, Stronger! Patrick Davies Membership Engagement Officer
