How to Write a Club Charter

Co-authored by Pete Canalichio

Last Updated: June 16, 2022 Approved

A Charter "creates" and is the "founding document" for any organization, much like the Constitution is for the United States of America. Your charter defines what your organization IS and what it can DO.

Writing the Charter for a newly-formed club may be easier than you ever thought. There are some essentials which must be included. Some mistakes to avoid.

Steps

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It should have at least the following components:
Define, as clearly and succinctly as possible, the purpose of the organization in an opening paragraph. Call it "Preamble For The Charter of ( organization name )", or "Mission Statement of ( organization name )", or something similar which clearly identifies your organization's reason for existing.

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This is the official name of your organization, by which it will be known legally and in any legal documents you may generate in the future.^{[1]
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Define the organization's structure, spelling out the principal functions, responsibilities, and term of office for each officer.^{[2]
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Here, list only the permanent committees required to run the organization, i.e. "Membership Committee". Spell out their roles succinctly. If a committee is temporary for a specific timely function, leave it out, and make a reference similar to: "The President may, from time to time as deemed necessary, appoint temporary committees to carry out the purposes of this organization. They shall serve only for the purpose or time appointed."
Spell out term lengths for officers, qualifications, how chosen (i.e., by Nominating Committee, or popular vote). Be sure to list their responsibilities.
Spell out your meeting schedule. I.E., 1st and 3rd Tuesdays of each month; or weekly on Tuesdays, or whatever your plans are.^{[3]
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Describe the purpose (and sometimes the order) of meeting.^{[4]
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Describe what constitutes a quorum for voting on actions and issues coming before the group. (FYI: A "quorum" is the minimum number of members required to be present to constitute an "official meeting" of members).^{[5]
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Rules of Order: Either attach a copy of Operating Rules that you write for this specific organization, or state that "All meetings will operate under Robert's Rules of Order (as amended)". Then make sure that your organization has a copy at all meetings for reference.
Describe how and why your Charter may be amended and what percentage of a vote it will require to amend. Typically, this would be by 2/3rds or 3/4ths of a quorum.
Remember to include rules for Amending this charter. Things change.

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Question

To be considered a charter member, must a person be present at the first meeting?

Community Answer

No, but it would be better if that person were present at the first meeting.

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What is meant by legal documents when writing a club charter? Do I need legal documents if having a club for fun?

Community Answer

No, you probably don't. But do bear in mind that if you are getting involved in financial operations such as fundraising, it is always beneficial to have legal documents available.

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Tips

Work on the precise language later.

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Don't be concerned at first about your precise language. Create a "rough draft" just to get all your requirements and ideas on paper.

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Be willing to compromise on specific language. You will have differing ideas. That's NOT a weakness. It's a strength! (That's why we organize in the first place, isn't it?)

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Warnings

Do not be "afraid" to Amend the Charter, but do so only for matters of principle. This document should be as simple as possible. Don't clutter it up with so much detail that it becomes unworkable.

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After the Charter is drafted and before voting on it, it is wise to think through as many potential situations as possible and see how your proposed charter might work in the real world.

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An example of Amending might be to change the length of a term of office, or to add or delete an officer.

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Keep the wording of your Charter as clear and succinct as possible. Be BRIEF! Being too wordy can make it unclear for future members to interpret.

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