Starting up a community group - getting people to work together page 8

SANDWELL COMMUNITY INFORMATION &
PARTICIPATION SERVICE

Starting Up A Community Group -
Getting People To Work Well Together

Page 8

Section 7:

Formalizing the group

In order to be able to be be really recognised in order to attract or be eligible for potential funding you will need to be able to demonstrate your group is both run democratically and is open to the whole community.

You will therefore have to formalize a committee to steer the group. Such a committee will need to have a minimum of 3 identified positions with recognised responsibilities. These are:

The Chair -	to run meetings and ensure the group is on course.

The Secretary -	to prepare minutes and agendas for meetings and be responsible for ensuring the membership and the wider world are informed of what the group is doing and planning.

The Treasurer -	takes responsibility for the groups finances and for maintaining the records of income and expenditure.

In order to be able to keep track of who is responsible for doing what and when the group should draw up a Constitution. This document at a minimum should outline:

How the group is organised.
Who is responsible for what.
How committee members are selected and made accountable.

The minimum information such a Constitution would therefore contain would be:

The name of the group
The aims of the group (effectively a Mission Statement)
Who is eligible to join the group
An Equal Opportunities statement
The General Rules the group has agreed to and the procedure required to alter or amend these rules and regulations
Details for an Annual General Meeting
An outline of financial recording and accountability
Quorum details - (details of the minimum number of people attending a group meeting for it to be considered 'legal' and binding on all members)
The procedure in place for shutting down and winding up the group and its activities (including how any group assets will be disposed of)

All of these points are very important - especially if you are going to be dealing with money - especially other peoples!

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