Setting up a community group can be rewarding but requires effort and time, often done voluntarily. This guide is for those starting a community group, providing a planning template and additional resources.

Why set up a community group?

• To address shared concerns or needs in the community.
• You want to take on an asset e.g., a community building
• You will need funding to deliver your community objectives
• You need to take on volunteers and possibly staff in the future
• You want to provide support in regards to health and wellbeing
• You want to protect the people involved in your activities 

Planning considerations:

• Define your goals and objectives.
• Assess your commitment and the need for your activities.
• Research existing similar groups to avoid duplication.

Group structure:

Unincorporated Organisations: A collection of individuals working together.

Incorporated Organisations: A separate legal entity from its members.

Unincorporated vs. Incorporated

Unincorporated:

Liability: Unlimited personal liability (joint & several).
Property: Owned by individuals.
Law: No governing law (unless a charity).
Accountability: On those running, mainly the Chair.
Costs: No automatic setup/running costs.

Incorporated:

Liability: Limited personal liability (usually £1).
Property: Owned by the organisation.
Law: Clear statutory framework (with penalties for non-compliance).
Accountability: Clear accountability to members/shareholders and a regulatory body.
Costs: Setup and ongoing costs (e.g., filing fees).

Constitution: see our example wording

Community groups need a governing document that outlines the group's rules, aims, obligations, and powers. It should be written clearly and simply to avoid misunderstandings. A constitution is one type of governing document. It's important because it:

• Ensures the group operates responsibly and legally.
• Makes the group accountable and decisions democratic.
• Prevents any one person from having too much power.
• Shows potential funders how the group operates and its goals

Key elements of a standard constitution

• Name: Ensure it doesn't duplicate another organisation's name.
• Aim: Clearly define the organisation's aim.
• Objectives: Ensure objectives support the aim.
• Powers: Include powers to:
  • Raise money
  • Appoint officers
  • Open a bank account
  • Perform necessary duties to achieve aims and objectives
• Membership Requirements: Clearly state membership guidelines (who qualifies, what it may cost, how it could end).
• Membership Responsibilities: Describe member responsibilities, this could also include a code of conduct or reference to one.
• Officer Duties: List officer positions and basic job descriptions.
• Elections/Voting: Describe how meetings are run.
• Committees: Outline committee functions if applicable.
• Amendments: Include a procedure for adding amendments.
• Dissolution: Include a procedure for dissolving the organisation.

Concepts to consider:

• Objects: What is your mission? Is it clear and relevant?
• Liability:
  • What is the board's liability?
  • How is it being protected?
  • Who is a 'connected person' (the people related or connected to the board that may create a conflict of interest if they do business with the group)?
• Trustees/Members: How many? Terms of service? Elections/Resignations?
• Income & Property: How is income managed? Property management?
• Meetings: Minimum frequency? How are they called and recorded?
• Decisions: How are decisions made and verified? Who makes them? Quorum rules?
• Communications: How are meetings called? Define official communication. Is there a communication/social media strategy?

Mission statement:

• Describes the group's purpose and guides activities and decisions.

Committee:

Responsibilities: 

Ensure smooth daily operations, provide meeting places, support attendees, and secure necessary resources. 

Ensure safety and high service standards.

Meeting Frequency: Committees can meet as often as needed. Service-delivering committees often meet monthly; others may meet quarterly.

Being on a Committee

Responsibilities: Committees must be honest and understand each other's limits. Roles can be shared.

Public Interest: Act with the best intentions for everyone. Follow ethical practices to avoid problems and ensure liability and insurance coverage.

Transparency: Be open with members and donors. Avoid secretive decisions to prevent personal liability.

Time Commitment: Understand the time needed for tasks like writing minutes, updating accounts, and organizing events. Support group activities and big events.

Capacity: Ensure members have the skills or willingness to learn. Support each other and create a culture where asking for help is encouraged.

Self-Governance: Hold each other accountable. Ensure members fulfill their roles and act ethically. Challenge those who don't attend meetings or follow through on actions. Support each other and work as a team.

Removing Members: You can remove members before the AGM if needed but fill their position with someone new or existing members.

Resignations: Encourage members to stay until the next AGM and handover to their successor if possible.

What Makes a Good Committee Member?

Choosing the right committee is crucial for an organisation's success. A good committee can lead to success, while an ineffective one can cause problems.

Key Qualities for Committee Members:

• Understand the group and its activities.
• Desire to grow the group's services and activities.
• Willing to take on a committee role.
• Attending and participating in meetings.
• Put the group's interests first.
• Be part of the committee's self-governance.
• Support members and be a point of contact.

Share these qualities with members and those interested in joining the committee. Encourage candidates to meet these criteria. If forming a new committee, consider these qualities when choosing members.

Traditional Committee Roles

There are traditional roles within committees.  Depending on the skillset that your committee members have, you might be able to fill these roles as they are prescribed.  Ultimately, as long as the tasks are being covered you can mix it up across the whole committee.

The main three roles you need are:

Chair – the person that promotes the smooth running of the group

• Chairing meetings, making sure all the business is covered and everyone has a voice
• Helping the committee to work together as a team.
• Having an overview of the work of the group.
• Being the main contact person for the group.
• The chair also takes full responsibility for the actions of the group, especially if it’s a constituted / unregistered group.
• Ensures smooth running of the group.

Secretary – the person that deals with recording the work and the communications of the group

• Taking minutes in meetings.
• Keeping files of past minutes and reports.
• Preparing and sharing agendas
• Group correspondence
• Keeping records

Treasurer – the person that deals with the financial affairs of the group

• Keep a written record of the money going in and out of the group funds.
• Check and keep bank statements.
• Keep receipts for all items bought.
• Keep the paperwork for all grants and money received.
• Have a system for dealing with expenses and petty cash.

In addition to this either as part of the existing roles or a whole new role, you will need someone who has the responsibility for safeguarding and protecting everyone involved in the organisation.

Make sure that someone on your committee has a responsibility for safeguarding and all committee members have an awareness of safeguarding.

You might also want to add some additional roles depending on what you do and who you have.

Estates Co-ordinator – the person that makes sure there is a space to deliver the services (booking rooms and working with the venue) and that the right equipment is provided and in good condition.

Member liaison – the person that is the link between the members / users and the committee and is their voice on the committee

Communications – the person that delivers the social media accounts and works with local press and other agencies

Fundraising – the person that creates fundraising events and opportunities and is responsible for making money for the group

Volunteer Co-ordinator – the person that is responsible for the recruitment, screening, management and support of any volunteers that help out with the group.

You can have whatever roles you see fit and that relate to the work that you do.

You may also want to have a couple of people on your committee with no fixed roles that can either assist an existing postholder or be there to take on short term tasks as they arise (like events or parties).  They are also useful as they can have a broader overview of the service because their attention isn’t placed on one thing.

Meetings:

Role of the Chair

• Ensure all business is discussed.
• Make sure everyone’s views are heard.
• Confirm clear decisions are reached.
• Start and finish the meeting on time.
• Balance hearing everyone’s views with getting through the agenda.
• Avoid dominating the meeting with personal views.

Role of the Minute Taker

• Take accurate rough notes of decisions and discussions.
• Write up notes clearly and indicate actions.
• Distribute and file the minutes appropriately.

Meeting Agenda

• Create the agenda 7-10 days in advance.
• Include timings, date, location, attendees, and objectives.
• List topics for discussion.
• Provide any necessary information for preparation.

Meeting Hints and Tips

• Start with a strong welcome and thank everyone for coming.
• Present a summary of the agenda.
• Remind everyone of the ground rules.
• Encourage brevity and offer alternatives for heavy discussions.
• Reiterate the mission/purpose of the meeting.
• Set the tone and manage emotions and etiquette.

Ground Rules

• Speak through the chair and wait for your turn.
• Don’t interrupt others.
• Stick to the agenda.
• Respect other people’s views.
• Keep contributions short and to the point.
• Start and finish on time.

Summarising

• Summarise key points of discussions for clarity.
• Paraphrase and summarise within 30 seconds to 2 minutes.

Additional Considerations

• Know your options if conversations break down.
• Consider motivations and biases.
• Remind people of the bigger picture and responsibilities.
• Ensure everyone performs their tasks and participates.

Bank account:

• Essential for managing the group's finances.
• Consider bank charges and requirements for opening an account.

Financing activities:

• Cover overheads like room hire and equipment.
• Fundraising may be needed for additional activities or projects.