How to Write a Club Charter
Since establishments like clubs involve more than one member, a need for charter specifying all membership and governance is greater than it is for running any other organisation. It is sort of a commitment or a contractual binding to which all members are attached, and required to adhere to the rules described in it.
Generally a club charter will include responsibilities of all members in the governance of the club, their individual and collective roles, rules to accept and deny membership and amendment to the charter document. It will be required to be prepared, written and agreed by all members before formal announcement about formation of the club.
All members are required to sign the charter, discuss the ideas and all issues in future as described in the charter, reject or approve a matter by voting in favour or against it. The document will normally include how can a change to the operational structure, membership scope or any other matter be introduced, discussed and approved by all members.
Instructions
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1
Name of Club
Generally a charter document starts with mentioning name of the club in clause or article I. It is important that all members agree to the title of the club, which could be in line with its objectives. For example, if it is a local film producers club, the name generally reflects on the nature of the business. -
2
Objectives of Club
Article or Clause II of the charter will determine focus or objectives of the club. For example, in case of local film producers club, objectives can be promotion of locally produced films at national level, and so on so forth. A charter document will set all objectives in clear terms, and will require all members to work within these objectives. -
3
Operational Procedures
Article III can specify an outline of operational principles all members are required to follow. All members will be required to focus the ultimate aims of their work and in case of film producers club that will be to promote locally produced films at national level. This may also recommend penalties or cancellation of membership of a member who is found in violation of any of these rules or principles. -
4
Organisational Structure
The charter will have properly defined organisational structure of the club. For example, election of president, secretaries and treasurers etc. There can be one core governing body and one general body, elected through elections or direct nomination with a majority of votes. It might be that after nomination that the members need a vote of confidence or approval from all members. -
5
Meetings and Agendas
The charter document should explain the number of meetings that will regularly be convened to discuss certain agendas, to be decided and notified to all members beforehand. The charter document must also carry details about emergency situations. -
6
Amendment to Charter
Since charter document is a legal and contractual agreement among all members, any change required to be introduced to any of the clauses in it will require a proper and systematic approach and approval of all members. This should be clearly explained in the charter document. Also, a clause may explain about extension of the club to take in more members after a certain period of time.
