Meeting One and Meeting Two: Combined Summary
Introduction and Webinar Purpose: The webinar, hosted by the staff and board, marked the beginning of a series aimed at reviewing the organisation's constitution. The necessity of renewing the constitution in light of recent legislative changes was highlighted, stressing the importance of member feedback to shape the process effectively.
Constitution Review and Legislative Impact: Changes in the Incorporated Societies Act necessitate updates to the constitution to maintain compliance and offer an opportunity to enhance governance structures. The webinar provided an overview of the constitution's crucial role in governing the organisation and its impact on future operations.
Membership and Organisational Structure Changes: Discussions included reducing organisational layers and simplifying the membership structure to focus more on grassroots activities. Proposed changes include modifying national officer roles and transitioning branches to clubs, with the introduction of an intermediate cluster layer to streamline administration and support local activities.
Volunteer and Support Challenges: A video presentation underscored the challenges faced by volunteers, emphasising the need for a sustainable support model. The intermediate layer's role in managing assets, coordinating activities, and providing best practices to alleviate the administrative burden on volunteers was discussed.
Governance and Document Hierarchy: The hierarchy of governing documents and the constitution's role as a critical framework were examined. This includes updating all related documents to ensure consistency across the organisation.
Disputes Process: A new disputes process compliant with the Incorporated Societies Act was outlined, focusing on natural justice and equitable treatment. This new process aims for a clear and fair resolution of disputes, with the board playing a significant role in appointing qualified individuals for dispute resolution.
Timeline, Milestones, and Next Steps: Key milestones for the constitutional update include consultation phases, the drafting of updated templates, and final adoption scheduled for April 2026. The timeline extends from initial webinars through to the AGM in August, where the new constitution will be voted upon.
Consultation and Member Engagement: The importance of consultation and capturing member feedback throughout the review process was emphasised, with plans for area-specific webinars and a final board meeting outlined. Feedback collection, conducting focused webinars, and preparing for the AGM are critical follow-up tasks.
Funding, Resources, and Support: Concerns regarding the impact of structural changes on funding and grants were addressed, alongside discussions on providing clear guidelines and support during the transition. A framework for asset management during these structural changes is also being developed.
AGM and Conferences: Details about the upcoming AGM and conference were shared, highlighting the importance of robust member participation. The event aims to include practical sessions, keynote speakers, and interactive workshops to foster engagement and discussion.
Q&A and Closing Remarks: The webinar concluded with a Q&A session, where the importance of ongoing member engagement and feedback was reiterated to ensure that the constitutional updates reflect the needs and expectations of the community.
These summaries encapsulate the critical discussions and planned steps as the organisation navigates through significant constitutional changes in response to legislative updates and member needs.
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