Updating your P&C constitution can feel daunting, but it doesn’t have to be. Constitutions are meant to evolve as your association, school community and governance needs change. 

This guide walks you through the process step by step, so you can make changes confidently and correctly. 

Before you start 

Before beginning the formal process, take time to: 

• locate the current version of your constitution 
• be clear about what is not working and why 
• limit proposed changes to what is genuinely needed 

Trying to fix everything at once often makes the process harder than it needs to be. 

Step 1: Locate your current constitution 

You’ll need the version of the constitution your P&C is currently operating under. 

If you can’t find it: 

• check your records and handover documents 
• ask past office bearers 
• request a copy from Access Canberra (fees may apply) 

You must work from the current, registered version. 

Step 2: Identify what needs to change 

Common reasons P&Cs update their constitution include: 

• meeting or voting rules that no longer work in practice 
• unclear roles or responsibilities 
• changes to how the P&C operates or fundraises 
• repeated disputes or confusion 

Identify changes. Keep a record of why changes are needed, so you can explain them to members later.  

Using the ACT Parents template constitution gives you confidence that your rules are current, compliant and fit for purpose. 

Step 3: Draft the proposed amendments 

Prepare: 

1. A list of proposed amendments, clearly showing: 

• the clause number 
• the current wording 
• the proposed new wording 

       2. A clean, updated version of the constitution, showing how it will read if changes are approved. 

Use plain language and consistent terms. If you define something once, use the same wording throughout. 

Step 4: Discuss the changes at a meeting 

Before going to members, the P&C should: 

• review the draft changes together 
• test them against real situations 
• consider whether any unintended consequences might arise 

Ask practical questions like: 

• Will this make meetings easier or harder to run? 
• Does this reduce or increase barriers to participation? 
• Does it clearly align with our purpose? 

Refining the draft here helps avoid surprises later. 

Step 5: Give notice of the special resolution 

Changes to a constitution must be approved by a special resolution at a general meeting. 

This means you must: 

• give at least 21 days’ notice of the meeting (you must abide by the notice period in your constitution) 
• clearly state that a special resolution will be proposed 
• include the exact wording of the proposed resolution 
• make the proposed amendments available to members 

The meeting can be an AGM, a special general meeting or a special resolution at a general meeting. 

Step 6: Hold the meeting and vote 

At the meeting: 

• explain the purpose of the changes 
• allow time for questions and discussion 
• ensure voting follows the rules in your constitution 

In the ACT, a special resolution generally requires: 

• a three-quarters majority of votes cast by eligible voters present at the meeting 

Make sure the minutes clearly record: 

• that the resolution was proposed as a special resolution 
• the outcome of the vote 

Step 7: Submit the Constitution 

After the special resolution passes: 

For all P&Cs - lodge the changes with Access Canberra. Changes do not take effect until they are properly lodged and accepted. 

For P&Cs registered with the ACNC - upload the updated constitution through the Charity Portal. Failing to notify the ACNC can affect your charity status. 

Step 8: Share and use the updated constitution 

A constitution only works if people know what it says and use it. 

• share the updated constitution with members 
• store it somewhere accessible 
• ensure office bearers understand the changes 

Common tips for a smoother process 

• Don’t rush members. Share drafts early where possible. 
• Keep changes focused and explain the “why”. 
• Document everything clearly. 
• Ask for help early if you’re unsure. 

How ACT Parents can help 

ACT Parents can: 

• help you think through whether changes are needed 
• sense-check proposed amendments 
• support you to plan the process and communicate with members 

We can’t provide legal advice, but we can help you navigate the process with confidence. 

Related resources 

• Understanding your P&C constitution 
• Meeting procedures 
• Voting and decision-making 
• AGM and annual obligations 

Need a hand? We’re here to help.