Eleanor Finch
Setting up a constituted community group involves several steps. Firstly, identify the interest and demand for your group within your community by conducting a survey. Then, form a steering group to lead the process and consult with the local community to determine their needs and interests. Once you have a clear vision, research similar groups to learn from their successes and failures, and define your group's aims and objectives using the SMART methodology. Consider whether you need a constitution, which provides legal status and is necessary if you intend to hold a bank account and receive funding. The constitution, or governing document, outlines your group's purpose, code of conduct, and legal responsibilities. Hold a public meeting to inform residents and elect officers such as a chairperson, secretary, and treasurer. Finally, consider funding options and insurance to cover your group's activities and protect your members.
| Characteristics | Values |
|---|---|
| Number of people required to set up the initial group | 3-4 |
| Purpose of the group | Filling a lack in the community, e.g. lack of youth services, need for a playpark, issues with roads, etc. |
| Interest in the group | Conduct a community survey to identify interest and demand for the group |
| Steering group | Consult the local community to determine the need and interest to set up the group |
| Constitution | A formal legal status that outlines the group's purpose, powers, and code of conduct; necessary for holding a bank account and receiving funding/donations |
| Public meeting | Hold a public meeting in a neutral, convenient, and accessible venue to inform the community about the group and provide an opportunity for involvement |
| Committee members | Chairperson, Secretary, Treasurer, and potentially a Vice Chair |
| Funding | Funding trusts, grants, or donations from businesses and organizations |
| Meeting venue | Village halls, community centers, or homes of group members |
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What You'll Learn
Identify interest and need in the community
To identify the interest and need in the community, you must first identify the issues that need to be addressed in your area. This could be a lack of youth services, the need for a playground, or issues with housing, roads, or green spaces. Once you have identified the issues, you can assess whether there are enough people in your community who are concerned about these issues and want to come together to bring about change.
If there seems to be enough interest, the next step is to form a steering group to lead the process. This group will consult with the local community to determine if there is a genuine need and interest in establishing a formal community group. They can do this by developing and distributing a community survey to gather insights on local issues and needs, and to identify residents who want to get involved. The findings of the survey can then guide the group's activities once it is established.
If there is insufficient interest, you can still take steps to address the issues by contacting your local Community Development Officer about becoming a Community Voice. It is also important to research any similar groups that existed in the past to understand why they may have failed to gain traction, and to learn from their mistakes.
At this stage, it is also crucial to consider the formal structure of your group, particularly if you plan to raise funds or enter into legal agreements. Adopting a constitution provides a formal legal status to your group and is necessary if you intend to hold a bank account and receive funding or donations. A constitution is a set of rules that outlines your group's intentions, operations, and powers. It serves as a governing document that can help resolve disputes and facilitate new member participation.
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Form a steering group
A steering group is necessary to lead the process of setting up a community group. The steering group will consult with the local community to determine if there is a need and interest in setting up a community group. It is important to identify if there are enough people concerned about local issues who want to come together to bring about change in the area.
The first step in forming a steering group is to identify interest and demand for a community group within your community. This can be done by sending out a survey to gauge interest and find individuals who may be willing to help set up the group. The survey should aim to learn more about local issues and needs.
Once you have identified interest and demand, you can begin to form your steering group. The steering group should consist of individuals who are passionate about the community and have a variety of skills to contribute. Look for individuals with leadership, organisational, and financial management skills, as these will be important for the successful formation and operation of the community group.
The steering group should be involved in all aspects of setting up the community group, including defining the group's aims and objectives, researching similar groups, and planning the structure and operations of the group. They should also be involved in creating a constitution or governing document, which will provide formal legal status to the group and outline its purpose, rules, and code of conduct.
The steering group will play a crucial role in consulting with the community and ensuring their needs and interests are represented in the formation of the community group. They will also be responsible for spreading awareness about the group and encouraging residents to get involved.
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Research similar groups
Researching similar groups is an important step in setting up a constituted community group. This can help you understand if there is demand for your group and if there are any potential partners you could work with.
Firstly, you should find out if there are any similar groups that existed in the past. If so, you should research why they are no longer running. Did they fail due to a lack of interest, or was there another reason? Understanding the challenges they faced can help you avoid making similar mistakes.
You should also consider if there are any existing groups that align with your goals. If so, you may be able to partner with them instead of creating a new group. Additionally, researching existing groups can give you insight into the potential challenges and pitfalls they have faced, and how your group can overcome these.
When researching similar groups, you can also learn about the different organisational structures they have adopted. For example, you may discover that some groups are unincorporated, while others are incorporated as companies limited by guarantee with charitable status. Understanding the advantages and disadvantages of each structure can help you choose the most suitable one for your group.
Finally, by examining the constitutions and governing documents of similar groups, you can gain insight into the rules, codes of conduct, and powers that your group may want to establish. This can help you create a well-organised constitution that outlines your group's aims, operations, and responsibilities.
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Define aims and objectives
A community group is an organised collective of people with shared interests or goals. Before starting one, it's important to define its aims and objectives. This involves clarifying what the group wants to achieve and how it plans to do so. Here are some steps to help you define the aims and objectives of your community group:
Firstly, conduct research to understand if there is a demand for your group within the community. Send out surveys, consult with residents, and determine if there are already similar groups in existence. Learn from the successes and failures of previous groups to inform your planning.
Once you have a clear vision, define your group's specific goals using the SMART methodology. SMART goals are specific, measurable, achievable, relevant, and time-bound. For example, instead of saying, "I want to set up a support group for the elderly," a SMART goal would be, "I want to provide tea, coffee, cake, and conversation to at least three elderly community members once a week by the end of the summer."
Consider the scope and impact of your group's activities. Will it focus on social, economic, environmental, or spiritual issues? Define the group's purpose and the changes it aims to bring about. This will help you attract members who share the same interests and passions.
Next, outline the steps you'll take to achieve your goals. Will you hold regular meetings, organise events, or implement specific projects? Think about the resources you'll need, such as funding, volunteers, equipment, and partnerships with other organisations. Identify the key roles within your group, such as a chairperson, secretary, and treasurer, and assign responsibilities accordingly.
Finally, consider whether you need a formal constitution or governing document. A constitution provides legal status to your group and is necessary if you plan to hold a bank account or receive funding, or apply for charitable status. It outlines the group's rules, powers, and code of conduct, providing clarity to members and the public.
Remember, defining clear aims and objectives is essential to providing direction and focus for your community group. It will help you attract the right members, secure resources, and make a meaningful impact in your community.
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Elect officers and committee members
Once you have decided that there is enough interest in your community group idea, it's time to start planning. A community group usually starts with three to four people who form the management committee and constitute the core of the group.
The first committee meeting should focus on electing officers, i.e. the Chairperson, Secretary, and Treasurer. The Chairperson's role is to oversee the group's direction and act as its leader. The Secretary ensures the smooth running of the group and may be responsible for arranging insurance, marketing, and events. The Treasurer is responsible for the group's financial operations. Depending on the size and impact of your community group, you may also need a vice-chair.
If you have constituted your group, you will need to register with the Charity Commission for Northern Ireland. At this stage, you only need to complete an expression of intent.
Your constitution, or governing document, should set out how your group is run and can help resolve disputes and enable new members to participate. It should also include legal information and outline the responsibilities of the committee and individual members.
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Frequently asked questions
A community group is an organised collective of people with similar interests or aims who work for the benefit of the public.
First, you need to identify if there is enough interest in the community for your group. You can do this by sending out a survey. If there is enough interest, form a steering group to lead the process and consult the local community.
Once you know there is interest, you should start planning. Research any similar groups from the past and learn from their mistakes. Define your group's aims and objectives and use the SMART methodology for goal-setting.
A constitution provides formal legal status to your group and is necessary if your group intends to hold a bank account and receive funding and/or donations. A constitution is a simple set of rules that clarify your group's intentions and operations. Once written and agreed upon, it becomes the 'governing document' of your group.
