Review or update your co-operative’s governing document

Your governing document is the crux of your co‑operative or community business. It’s the foundational, legally‑binding rulebook, defining its purpose, structure and operating procedures. 

So ensuring that it remains robust and up‑to‑date plays a critical role in your success. As experts in co‑operative and community business governance, our Governing Document Review is designed to help you stay compliant, efficient and fully aligned with strategic goals.

Whether you need a light-touch review, want to amend specific rules or are considering adopting newer Co-operatives UK model rules, our expert team can guide you through the process.

We recommend reviewing your governing document every three years to make sure it remains compliant, up to date and aligned with how your co-operative operates.

Who is this for?

This service is useful if your co-operative:

• Has not reviewed its governing document for several years
• Has grown, changed structure or changed how members participate
• Is using older model rules
• Wants to amend its rules or adopt newer model rules
• Is preparing for a governance review, merger, major project or new phase of growth
• Is unsure whether its governing document reflects current law and best practice

Why regular reviews matter

• Legal compliance: Laws and regulations that affect co‑operatives and community businesses are constantly evolving. Regularly reviewing your governing document ensures compliance and avoids potential legal issues.
• Reflecting current practices and supporting growth: Over time, the way your co-operative operates may change. Regular reviews help ensure your governing document accurately reflects current practices and procedures – as well as strategic goals and long‑term vision – making it a living document that grows with your organisation.
• Enhanced governance and accountability: A well‑maintained governing document promotes good governance by clearly defining roles, responsibilities, and processes. This enhances accountability and helps maintain trust of members and stakeholders.
• Clarity of purpose: Outdated or unclear provisions can lead to confusion and conflict. Regular updates help in streamlining operations and ensuring everyone is on the same page.
• Increased member engagement and Inclusivity: Reviewing your governing document provides an opportunity to engage members in governance. This process can increase member involvement and ensure the document meets their needs and expectations.

What we review

We can review whether your governing document clearly covers areas such as:

• Membership rights and responsibilities
• Board roles, powers and decision-making
• Member meetings and voting
• Director appointments, retirement and removal
• Use of profits and member benefit
• Conflicts of interest
• Accountability, transparency and reporting
• Alignment with co-operative values and principles

How our Governing Document Review works

• We conduct a thorough review of your governing document, identifying areas that need updates or improvements to ensure compliance with the latest legal standards and best practices.
• Tailored solutions: We provide customised recommendations that reflect the specific needs and goals of your organisation, from small amendments through to starting afresh with the adoption of new model rules.
• Smooth implementation: We assist with the amendment process, including drafting new provisions, facilitating approval from members, liaising with the registrar and filing all necessary documentation.
• Ongoing support: We offer ongoing support and advice to help you implement and maintain good governance practices.

Fees 

Our fees, for members, start from £520 plus VAT (non-members from £650 plus VAT). Contact our expert advisers today to learn more about our governing document review/amendment service and how we can help your business thrive.

FAQs: Reviewing or amending co-op rules

How do I amend my co-operative’s rules?
Complete our rules review or amendment form. We’ll ask for basic details, proposed changes and whether you want to adopt Co-operatives UK model rules.

How often should a co-operative review its governing document?
We recommend reviewing your governing document every three years to ensure it remains compliant, up to date and aligned with how your co-op operates.

Can we adopt newer Co-operatives UK model rules?
Yes. If applicable, the form will ask which Co-operatives UK model rules you wish to adopt and any proposed changes you want to make.

What if we want to amend our current rules without adopting newer model rules?
Complete the form and we’ll contact you after receiving your initial application.

What is a governing document?
It is the document that sets out how your co-operative is owned, controlled and run. Depending on your legal form, it may be called rules, a constitution or articles.

I have some more questions. How can I get in touch?
Drop us a line at [email protected] and we'll answer any further queries.