Associations can be rewarding, impactful, and beneficial, and range from cultural, charitable, professional, sporting, and social groups–but there are several factors to consider, such as governance and association voting rules.
Working out how to start a community association begins with comparing the varied structures you might adopt, but an association is a great way to formalize your activities and purpose without necessarily needing to register as a not-for-profit group or charitable enterprise where these trading formats may not be relevant.
Most associations have a management committee or board, often filled by volunteers who are responsible for running the association on behalf of its members and according to the guiding principles and objectives set out in the governance documents.
Having a board means the members can choose who represents their interests, vote for re-elections or committee members, or put themselves forward for new board positions. Committees manage day-to-day admin and decision-making within their remit, which is more practical and efficient than asking every member to participate in votes around each minor decision.
To ensure the board functions correctly and transparently, you will need to have association rules set out in writing and available to all members. New members commit to adhering to the regulations and can refer back to them to clear up discrepancies.
This established way of working means members retain authority and the right to vote in board elections while the committee volunteers to manage specific responsibilities.
Within your governing documents, you can introduce member eligibility criteria, depending on the purpose of your association and whether it is open to anybody who wishes to join. Many associations want to welcome as many members as possible, bringing together people with shared interests and passions. Still, if there are restrictions, such as inviting members within one zip code, this should be included in the membership rules.
Other associations charge a membership fee, contributing to the costs of running the group and carrying out its activities. In this case, your rules should stipulate when and how members pay, how the association votes on changes to membership subs, and the steps taken when a member fails to pay but has yet to express a wish to end their membership.
Clarifying areas such as your code of conduct is also important because this avoids ambiguity about potential conflicts and ensures every member is held to the same standards or must comply with certain expectations when acting in a capacity representing the association, such as hosting an event.
Another area to consider is how you will manage changes to your association, which could relate to scenarios such as:
Creating a defined voting procedure, and detailing when full-member votes are required, ensures members know when, how, and why they may be called upon to participate in elections. Transparency is key to trust and engagement, so your governing documents should also specify what type of voting system you will use–such as a unanimous vote, majority vote, or another process.
Finally, your policies should indicate where and how often your association convenes. Annual General Meetings (AGMs) are the norm, but you might also decide to host a monthly, quarterly, or bi-annual meeting or give a set amount of notice when you wish to call members together. As with every aspect of running an association, your meetings should be inclusive and accessible, so you can consider using online sessions alongside in-person gatherings to ensure everybody can attend, particularly if they have limited mobility or live further afield.
These rules, policies, and systems are set out in your governing documents. They create a consistent, fair, and established way of working where members have confidence they understand how the association operates and where and when they can participate.
Once your governing documents are ready, you can vote on their accuracy and completeness with other founding members or decide to elect a new board and conduct any further revisions according to the voting processes you have agreed upon.
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