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How to Set up a Voluntary Organisation

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WHY SET UP A VOLUNTARY ORGANISATION?

A Voluntary Organisation can make a big difference to the way you and your neighbours and community live.
 
For instance you can:
  • Have a say on the services provided in your area
  • Work in partnership with agencies to ensure a joint approach
  • Develop the community spirit in the area, by tackling local issues such as safe play areas for children or better parking facilities etc
  • Provide services to fill in gaps.

WHAT DO VOLUNTARY ORGANISATIONS DO?

  • They get people together to work towards a common goal. This could mean providing better facilities in their area.
  • They have regular meetings to discuss matters of importance to the community, and to decide what to do.
  • They have regular talks with local councillors and agencies to make them aware of what people want.
  • They offer help, advice and support to those who need it, especially those who sometimes find it difficult to get their voices heard.
  • They are prepared to work towards a better deal for everyone.
  • Provisions of lunch clubs, out of school care clubs, supporting groups provide facilities such as sports clubs etc.

HOW CAN YOU BECOME A SUCCESSFUL VOLUNTARY ORGANISATION

  • Don’t expect to achieve everything at once.
  • It may be worthwhile taking a few months to set things up and to decide what your aims are going to be and any training you may need.
  • Set yourselves dates to work towards for election of office bearers and adopt a constitution. (See our booklet on Constitutions)
  • Have people act as secretary and chairperson until elections are held, as it is important that meetings are well managed and recorded. (See section six of this booklet)
  • Avoid duplication.

WHO CAN SET UP A VOLUNTARY ORGANISATION

Any group of interested people can set up a voluntary organisation, and groups come in many shapes and sizes.

AREA

Ensure that you clearly define which geographical area your organisation is going to work within, this will alleviate problems later on.

AIMS & OBJECTIVES

Make sure that you are clear on the aims & objectives of the organisation, and write them down in your constitution. This will help the group later on if you lose the direction in which the group should be going.
 
A voluntary organisation can be any body of individuals who have something in common. Starting a voluntary organisation is not nearly as difficult as it sounds and should be fun!

A FEW BASIC TIPS

Talk to people from the community. They may have the same concerns as you and want to get things done.
 
Get together with a few interested people to discuss the issues. The first meeting could be in someone’s house over a cup of tea or in your local pub, or maybe you could find a room in a local community centre or school to meet.
 
You might be able to get advice from any of the following:
 
  • Similar organisations in different areas
  • Scottish Council for Voluntary Service (SCVO)
  • East Dunbartonshire CVS
  • The local library
  • A community centre
  • East Dunbartonshire Citizens Advice Bureau
  • Local authorities
 
Perhaps you could contact another similar organisation and ask for their help. Most voluntary organisations are only too willing to help others get off the ground.
 
Voluntary organisations usually start with just a handful of people. You don’t need a lot of people to get started, but you will need to encourage more people to get involved if you’re to be able to represent the whole community. You can find out what other people think by putting up notices in libraries, local shops and community centres asking people to get in touch. 

QUESTIONS TO ASK

  • What are the issues?
  • Who do they affect, and how?
  • How do we get involved?
  • Where’s the money coming from?
  • Where and when can we meet?
  • How do we get the information we need?

HAVE YOU GOT WHAT IT TAKES?

Yes. Everyone has something to offer. 
There is no one blueprint for success.
 
Voluntary organisations that respond to the needs of local people are most likely to be successful.

GETTING PEOPLE INVOLVED

Voluntary Organisations often start because a small number of people are prepared to do something. It is important that once your Organisation is formed all of the work is not left to a small number of people. You want everyone to feel that they are a part of the Organisation and to be involved in some way.
 
People are the most important resource that your group has – here are some ways of getting them involved:
 
  • Be clear about what the aims of the Organisation are – you will already have decided what it is you hope to achieve in your constitution. Think about ways of working towards these aims and what you need to do to achieve them.
  • People have different skills. Someone might be happy to knock on doors and encourage people to join in, while others might be prepared to put leaflets through doors or arrange social events; whatever someone is prepared to do, however small, encourage them. If you leave most of the jobs to a small group of people they may get fed up and others may feel excluded.
  • Let everyone know what you are doing and what you have achieved. Put up posters or send out a newsletter. Make sure that everyone hears when something good happens!
  • Enjoy it! Make sure that meetings are enjoyable. Refreshments and a comfortable location help. Running social events also helps people to get to know each other – and can raise funds for the Organisation at the same time!

ROLES AND RESPONSIBILITIES OF OFFICE BEARERS AND COMMITTEE MEMBERS

Although all members of your Organisation should be encouraged to become involved in its work, it is important that you elect individuals to carry out certain specific roles.
 
These are the roles of Chairperson, Secretary and Treasurer and possibly Vice-Chairperson. This section gives a guide to the roles of these “Officers”.

THE CHAIRPERSON

There are two basic jobs that the Chairperson should do:
  • Guide the association to achieve its aims
  • Chair the meetings of the association
 
The Chairperson is the person who makes sure things get done – not the person who does everything.

THE VICE-CHAIRPERSON

The Vice-Chairperson’s job is to take the chair at meetings in the absence of the Chairperson.

THE SECRETARY

The Secretary’s main duties include:
  • Taking minutes of meetings
  • Letting people know when and where the next meeting is and what it is about
  • Helping to prepare agendas for meetings, writing and receiving letters on behalf of the association
  • Keeping a record of membership
 
The Secretary’s job is to keep people informed – so they feel involved and are able to join in what the group does.

THE TREASURER

The Treasurer is the person with overall responsibility for the Association’s finances. The amount of work involved will vary according to the size of the organisation and the amount of money you receive and spend – but the principles and duties are the same.
 
The Treasurer should:
  • Open a bank account – in the association’s name
  • Pay money received into the bank
  • Keep a record of money received and issue receipts
  • Pay bills and keep a record of money spent, keep an account and petty cash book
  • Prepare statements to the committee and for the AGM

THE COMMITTEE

If you decide that you want to elect a committee, you will need to decide how many people it is reasonable for it to be made up of. The work of the committee should be spread evenly wherever possible – try to avoid a small number of people taking on all of the work. Although it is inevitable that some people will be more willing to contribute than others will, try to encourage everyone.

OTHER JOBS

Depending on what the aims you have for your Organisation, you may wish to appoint other officers for the committee, e.g:
  • Social Secretary – responsible for organising social activities
  • Fundraiser           - responsible for raising money
  • Press Officer       - responsible for approaching the press, radio, TV, etc.

AGENDAS AND MINUTES

PREPARING THE AGENDA

The preparation of the agenda is the responsibility of the Secretary and the Chairperson who should liase before the meeting to consider:
 
  • What are the issues of the meeting?
  • What are the most important items – put the most urgent items at the beginning of the agenda
  • Look at the last minutes and identify which items will need to be discussed under the heading “matters arising”
  • What time limits should be set on each item and the whole meeting?
 
Once the priority sequence of the items has been agreed, you will need to prepare the agenda.
 
There is a standard layout for agendas of normal business meetings and an example is shown below:

Meeting of the Area Tenants Association

To be held at
63 The Area on Thursday 30th March 2000 at 7.00pm
 
AGENDA
 
 
1.      Present & Apologies
2.      Minutes of the last meeting for approval
3.      Matters arising from the minutes
4.      Item
5.      Other Item
6.      Another Item
7.      Any other Business
8.      Date & Time of next meeting

 

 

 
 
 
 
 
 
 


                                      .                                                                                                                                                                5
 
 
 
 
 
Wherever possible circulate the agenda and the minutes of the previous meeting in advance. This allows everyone the opportunity to think about what is to be discussed.
 

WHY TAKE MINUTES OF MEETINGS?

The Secretary is responsible for keeping a record of what is discussed at the meeting.
 
However informal you keep your meetings, it is important that you always keep a record of what is discussed.
 
This will ensure that items are always followed up and that nothing is forgotten, it also ensures that discussions have been accurately interpreted and clearly understood by all.
 

MINUTING MEETINGS

 There are a few simple rules to follow when taking notes at a meeting:
 
  • Do not try to write down everything that is said
  • Always record decisions
  • Avoid going into too much detail
  • Do not be afraid to ask for something to be repeated or clarified.

MAKE SURE YOU MOVE ON!

There is nothing more frustrating than finding yourselves discussing the same issue at meeting after meeting. Make sure that issues raised are noted in the minutes and followed up. Decide at the meeting who will take what action and ask them to report back to the future meeting under ‘matters arising”.
 

HOLDING THE A.G.M

 
You will want to get as many people to come along to the Annual General Meeting as you can. It may not be enough just to send people a notice or put up a poster. Often the personal approach works best and knocking on doors to encourage people to come along or send in a nomination is more likely to get the results you want.
 
Agendas should either be sent to each member or made available at the meeting.
An example agenda is shown below:

Annual General Meeting of the Area Tenants Association

To be held at
63 The area on Tuesday 30th March 2000 at 7.00pm.
 
AGENDA
 
1.        Apologies for absence
2.        Minutes of the AGM held on 2 February 1999for approval
3.        Matters arising from the minutes
4.        Committee/Chairperson’s Report
5.        Treasurers report
6.        Election of Officers
·               Chairperson
·               Vice-Chairperson
·               Secretary
·               Treasurer
7.        Election of other Committee Members
8.        Any other business (of which due notice has been received) e.g. Proposed changes to the Constitution

                         

 

 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

RUNNING THE MEETING

 
  • It is usual for the retiring Chairperson to chair the meeting and welcome everyone. Minutes of the last AGM should then be approved.
  • Any matters arising from the minutes will probably already have been dealt with.#The Chairperson may wish to give a quick report of these.
  • Any outstanding items can be discussed.
  • The Committee Report or Chairperson’s Report (if you have no committee) gives you the opportunity to let everyone know what the association has achieved throughout the last year.
  • The Treasurer reports on money raised and spent throughout the year.
  • The accounts should be formally accepted by the AGM.
  • At the AGM, some or all of the Committee members should stand down (depending on what you have agreed in your Constitution) and new members be elected. If anyone has given notice of any resolutions, for example a change to the Constitution, voting for this should now take place.

CAMPAIGNING

WHAT IS IT?

Campaigning is about getting a group of people together to raise the profile of specific issues and bring them to the attention of the services/agencies that can facilitate change. Perhaps your estate is suffering from vandalism, parking problems or poor lighting. What do you do? You could start a campaign!

GETTING STARTED

You need to get support and help from other people and also find out just how big the problem is.

GETTING SUPPORT

Everyone who might be affected by the problem needs to know what you are doing and why. They should feel confident about offering their support and being able to help.
Remember – there may be people who would like to help but don’t tell you. You should always try to cater for those who may find it hard to get to meetings, they may be deaf/blind/disabled or English may not be their first language. They have the right to be heard and represented too!

HOW BIG IS THE PROBLEM?

 
You need to find out how big the problem is, what the causes are and what needs to be done. If the problem is car parking, you need to find out who is parking where, what nuisance they are causing and why, and who can provide a solution.

HOW TO GET THE INFORMATION AND SUPPORT

 
To be successful you will need evidence to support your argument. You can gain this by:
  • Calling a public meeting
  • Knocking on people’s door and asking their opinion
  • Print a leaflet outlining the facts and distribute it
  • Collect names on a petition
  • Do a survey
  • Call in assistance from people with expert knowledge of the problems and use local resources i.e. libraries, advice centres, to gather more evidence.
 
Public Meetings – Good for getting an idea on how much support you can expect, how big the problem might be and who else will help.
 
Door Knocking – Good for getting to know people, learning about their problems and getting offers of help, not all people like to speak out in public. This allows such individuals their chance to express their views. Always make sure you identify yourself or wear a badge and where possible, always go in pairs.
 
Leaflets – Good for telling people what you are doing. To get any sort of response you should make sure that the leaflet is attractive and use pictures and keep it short and simple. However always bear in mind that this type of exercise is going to cost the Association money for printing etc.
 
Petitions – Good for publicising the campaign and talking to people. There are various ways of collecting signatures. A petition has good publicity value and you could get local radio and newspaper coverage when you hand it in to the appropriate authority.
 
Surveys – Good for publicising a campaign, getting lots of detailed information and getting people to talk. You should remember that surveys tend to be very hard work, expensive and time consuming.

THERE ARE FIVE IMPORTANT WAYS OF GETTING YOUR POINT ACROSS.

 
1.      If it is a written report – make sure it is logical, clear, sets out evidence, suggests specific recommendations and is sent to everyone whom you think can help with your problem, or support your cause.
2.      If you are handing in a petition or having a demonstration – make sure you have good support, check that someone will accept your petition on arrival, invite the press, tell the police if you are expecting large crowds.
3.      Once you have made your case – keep up the pressure; if someone says they will do something ask whom, what and when. Work out a timetable to make sure you keep chasing for the information and that everyone is aware of what is happening.
4.      If someone said they would do something about the problem, don’t let them forget. Send letters, telephone, or visit. Make an appointment if you can but do not be afraid to insist to see somebody if you feel they are avoiding you.
5.      As a last resort if you still are not happy with the results you have achieved or you feel you have not been treated fairly, try some higher authority – your local councillor, M.P or Ombudsman.

 

Remember – getting things changed or making a difference takes time because of the paperwork, the bureaucracy and the talking that needs to be done. If you have a clear, well thought out campaign, you will have every chance of success.