CCommunity Club Builder Sandy Sports example
Club governance papers and a shared digital administration system arranged for a constitution meeting.

Decide the constitution together.

Build a constitution that gives members, volunteers and AI-supported administration a strong foundation for joyful sport, community service and responsible abundance.

Back to governance
Meeting details Identity and aims Membership and voting Governance AI-native rules Adoption

Meeting details

This agenda records the choices needed to adapt the Point Lookout Fishing Club constitution, which already passed the Office of Fair Trading requirements. Keep its structure and established clauses, then replace the club-specific parts with the decisions made here.

Date

Time

Place or online link

Chair

Minute taker

Members present

Suggested answer is the recommended starting point for discussion.

Other options are genuine alternatives, not a requirement to debate every possibility.

Meeting decision stays blank until the members decide.

Identity and aims

Start with the good the club exists to create. Every later rule should help people turn these aims into action.

1 Club name

Suggested answer

Minjerribah Sandy Sports Club Inc.

Other options

  • Sandy Sports Club Inc.
  • North Stradbroke Island Sandy Sports Club Inc.
  • A broader name if the club will cover more than sand-based sport.

Meeting decision

2 Club objects

Suggested answer

  1. Grow inclusive, affordable sand sport, recreation, health and wellbeing activities.
  2. Create joyful opportunities for people of different ages, genders, backgrounds and abilities to participate, belong and thrive.
  3. Champion women, girls, young people and balanced community leadership in sport.
  4. Build volunteering, practical skills, friendships and pathways for members to turn good ideas into community action.
  5. Bring Traditional Owners, clubs, schools, community groups, businesses, Council and sporting organisations together through practical partnerships.
  6. Use digital tools and human-guided AI assistants to carry repetitive administration, strengthen shared knowledge and give volunteers more time for people and activities.
  7. Reinvest the association's energy, income and resources in its members, its activities and the wider community.

Other options

  • Keep the objects narrowly focused on sport and recreation.
  • Add screen culture, community events or local media as supporting activities.
  • Add environmental care, responsible tourism or wider island wellbeing as express objects.

Meeting decision and amendments

Membership and voting

Keep one ballot per eligible member while making the value and calculation of each ballot unambiguous.

3 Membership classes

Suggested answer

  • Adult Island Resident or Island Ratepayer Member, with voting rights.
  • Adult Non-Resident Member, with voting rights.
  • Junior Member, without voting rights until adulthood.
  • Social or Casual Member, without voting rights.
  • Life Member, awarded by members at a general meeting and retaining the voting status of their resident or non-resident class.

Other options

  • Founder-Lifetime memberships similar to the Point Lookout Fishing Club structure.
  • One adult membership class with no residency distinction.
  • Family, supporter, organisational or honorary classes with clearly limited rights.

Meeting decision

4 Voting power

Suggested answer

Each eligible member may cast one ballot. Island Resident and Island Ratepayer Members collectively hold 70% of the voting power. Non-Resident Members collectively hold 30%. Within each group, its voting power is divided equally among the valid ballots cast by that group on the question.

If votes are tied after weighting, the motion fails. The chairperson has no additional casting ballot.

Other options

  • Keep 70/30 weighting but divide power across all eligible members, including members who do not vote.
  • Use equal voting power for routine matters and 70/30 weighting only for major governance or constitutional decisions.
  • Use one member, one ballot and equal value for every question.
  • Allow a chairperson's casting ballot and state exactly how it is weighted.

Meeting decision and calculation method

5 Fees, admission and membership limits

Suggested answer

Membership numbers are unlimited unless safety or venue capacity requires a temporary intake limit. Members at a general meeting set fee categories. The committee sets payment dates, concessions and family discounts. Applications receive a fair committee decision and written notice.

Other options

  • Record fixed fees in the constitution.
  • Let the committee set all fees through a published annual schedule.
  • Cap particular membership classes.

Meeting decision

6 Suspension, termination and grievances

Suggested answer

Keep written notice, a fair opportunity to respond, reasons for the decision and a right of appeal. Include the current Queensland model-rule grievance and mediation process as the starting procedure for disputes under the rules.

Other options

  • Add an informal facilitated conversation before formal mediation.
  • Use an independent conduct panel for serious safety or member-protection matters.
  • Set a maximum suspension period and separate urgent temporary safety measures from final discipline.

Meeting decision

Committee and meetings

Share leadership, grow new leaders and make the club stronger than any one person.

7 Committee structure

Suggested answer

Elect a president or chair, deputy chair, secretary, treasurer and up to five ordinary committee members each year. Allocate participation, safety and wellbeing, events, partnerships and digital administration responsibilities after the election.

Every critical system must have a lead, a backup and committee-visible access.

Other options

  • Use co-chairs instead of a president and deputy.
  • Elect portfolio positions directly.
  • Set a smaller committee and appoint non-voting working groups.

Meeting decision

8 Committee eligibility and local leadership

Suggested answer

The secretary must meet Queensland's legal eligibility requirements and be an Island Resident. A majority of committee members must be Island Resident or Island Ratepayer Members. The club actively encourages women, young adults and people with different abilities and backgrounds into leadership.

Other options

  • Require only the chair and secretary to be Island Residents.
  • Use the legal minimum for residency without an extra island requirement.
  • Set leadership balance as policy rather than a binding constitutional rule.

Meeting decision

9 Meeting access, notice and proxies

Suggested answer

Allow in-person, hybrid and online participation where members can hear and take part as discussions happen. Give at least 14 days notice of general meetings. Do not use proxies because eligible members can participate remotely.

Other options

  • Permit written proxies using the model-rule form.
  • Permit absentee electronic ballots for stated resolutions.
  • Require physical attendance for specified major decisions.

Meeting decision

10 Conflicts, payments and major commitments

Suggested answer

Committee members declare personal, family, business, sponsor and property interests before discussion. The declaration and management action are recorded in the minutes. Reasonable payment for genuine work is allowed when properly approved and disclosed.

Financial commitments over $5,000 require approval by a three-quarter majority of weighted votes at a general meeting.

Other options

  • Use a different fixed threshold such as $2,000 or $10,000.
  • Set the threshold annually through a member-approved finance policy.
  • Require member approval for borrowing, leases or guarantees regardless of value.

Meeting decision

AI-native rules

Let AI carry repetitive administration so people can spend more time leading, creating, participating and caring for one another.

11 People lead and AI assists

Suggested answer

Members set the direction and remain responsible for the association. AI assistants can research, draft, organise, remember and coordinate work, while the person responsible for each activity reviews and completes official decisions, records, payments and lodgements.

Other options

  • Keep this principle in the constitution and place the detailed workflow in an AI use policy.
  • Use two-person review for significant financial, safety or membership decisions.
  • Keep discipline, child safety and payment authorisation entirely with people.

Meeting decision

12 AI service roles

Suggested answer

AI assistants may help prepare agendas, minutes, summaries, reminders, member communications, rosters, grants, event plans, safety prompts, policies, public information, knowledge archives and handover records.

Other options

  • Give different AI assistants clear service roles and named human leads.
  • Prefer local or association-controlled systems for sensitive information.
  • Begin with administration and expand as members gain skill and confidence.

Meeting decision

13 Privacy, records and member access

Suggested answer

Use AI systems that keep club information secure. Sensitive personal, health, child-safety, financial and complaint information stays under direct human care. Members always have a practical non-digital way to participate.

Keep official records exportable, backed up and accessible to at least two responsible people. A person checks and accepts AI-assisted drafts before they become official records.

Other options

  • Prohibit all sensitive information from third-party AI tools.
  • Let members choose whether AI assists with their personal enquiries or applications.
  • Set deletion and retention periods in a separate privacy policy.

Meeting decision

14 Learning, correction and the stop switch

Suggested answer

Tell members when AI materially assists an official decision or public document. Members can ask a person to review an AI-assisted outcome. Record useful lessons, correct errors openly and pause any system that is not serving the club well.

Other options

  • Publish an annual AI use and incident summary.
  • Bring major new automated systems to members for a shared decision.
  • Appoint a digital administration and information care officer.

Meeting decision

Money, records and winding up

Put the club's money, records and shared systems to work for its members and community purpose.

15 Banking and record custody

Suggested answer

Keep the association's funds in its own account. Committee expenditure must be approved or ratified and recorded. No single person has sole control of banking, passwords, member data, grants, equipment records or public accounts. At least two authorised people hold recoverable access.

Other options

  • Require two approvals for every electronic payment.
  • Use approval bands for routine, significant and major expenditure.
  • Require a monthly treasurer report and quarterly independent check.

Meeting decision

16 Financial year and surplus assets

Suggested answer

The financial year ends on 30 June. If the association winds up, surplus assets go to another not-for-profit entity with similar objects and rules preventing distribution to members. Members choose the recipient in accordance with the law.

Other options

  • Use a calendar-year financial year ending 31 December.
  • Name a preferred eligible recipient and provide a fallback selection process.
  • Add deductible gift recipient winding-up clauses if that endorsement will be sought.

Meeting decision

Adoption and next actions

Apply the meeting's decisions to the Point Lookout Fishing Club constitution template, circulate the completed draft to members and bring it back for adoption.

Resolution to prepare the draft

That the meeting authorises the constitution drafting group to prepare a complete draft by applying the decisions recorded in this agenda to the Point Lookout Fishing Club constitution template.

Moved

Seconded

Result

People and dates

Drafting lead

Template and meeting answers checked by

Draft circulated by

Adoption meeting

Queensland rules for associations Current regulation and model rules
PreviousGovernance NextAI admin
↑