starting up

CHARITABLE LIMITED COMPANIES Starting Up This Information There are three you if you are starting a new Sheet will help voluntary organisation in the Sheffield area. It suggests some points to think about right at the start, and tells you how to find out more. Funding and managing What will it beOr in other words, what are you going to do, like? and how are you going to do it? Now you have money Setting up a new organisation can be enjoyable, and can give you a found several other interested people, you Even at this early stage, you may lot of satisfaction. It is a way to get more done about something that need to talk this over with them, and start to need some money to pay for is important to you, than you could by working on your own. clarify what you plan to do. meeting rooms, leaflets or posters, telephone and postage. If you energy, enthusiasm and hard work, and sometimes a good It takes cannot meet these costs deal of patience, At this stage you are learning to work together are to make a success of a new organisation. There as group. It may be setbacks. That is another yourselves, or through donations be problems,aand there is important to allow plenty of sure to time for with a group of like-minded people. You from other people who are reason for working closely discussion. Even in small groups, there will be different points and support each interested, you will need can work on problems together, and encourage of view. If you to find discuss these fully and openly, you may be able out about possible sources of other. to reach agreement, which is the best basis for funding. going ahead. The more you understand each other’s views, and respect them, the better First steps you Some funders offer ‘start-up’ best way to start will work together. a small number of people The is to bring together grants to help groups to get off the your interest and talk with them about what you could do. who share A good start is to discuss what the problem is ground. Contact the South Even if they do not all want to be involved long-term, they may be that you be Yorkshire Funding Advice willing to contribute ideas are trying to tackle. Do not stages. Bureau and experience in the early surprised if you see it in different ways – try to (SYFAB) for ideas about who might fund your group. (ContactHow can you find find out why this is.if Often it is already know them? details interested people, you don’t because you have differentasking school (and different gaps on the back page). Funders usually try the ‘grapevine’ – information teachers, community You could in your information). It may also be because require a group to open a workers, or anyone else who meets a lot of people in the community, bank you have different values. Such differences could account with at least two whether they know someone who might be interested. Or youof values cannot libraries, community perhaps or signatories. At this stage, it is also put up a notice, in post offices, be resolved easily (or centres, at all) but it is important to know that they are usual for someone in the group to worship, explaining what you want to do and asking places of take on the role of treasurer. VAS peoplethere. interested to contact you. can provide information, training Remember that other people will not bring the If you want and advice on managing money and to reach a wider audience, try writing to the local papers, same talents giving a contact address or phone the role of the treasurer. outlining what you propose andto the group as you do. They may be good at keeping charge. working together number, which they may print free ofthe groupVAS may be able to give happily, but publicity in our newsletter, Voluntary you useful contacts, as well asnot at planning and organising – or vice versa. They may have a lot of time to Aims and objectives Action News. offer, or very little. And they may join the 1 Aims and objectives Or in other words, what are you going to do, and how are you going to do it? Now you have found several other interested people, you need to talk this over with them, and start to clarify what you plan to do. At this stage you are learning to work together as a group. It is important to allow plenty of time for discussion. Even in small groups, there will be different points of view. If you discuss these fully and openly, you may be able to reach agreement, which is the best basis for going ahead. The more you understand each other’s views, and respect them, the better you will work together. A good start is to discuss what the problem is that you are trying to tackle. Do not be surprised if you see it in different ways – try to find out why this is. Often it is because you have different information (and different gaps in your information). It may also be because you have different values. Such differences of values cannot be resolved easily (or perhaps at all) but it is important to know that they are there. Remember that other people will not bring the same talents to the group as you do. They may be good at keeping the group working together happily, but not at planning and organising – or vice versa. They may have a lot of time to offer, or very little. And they may join the group for different reasons – to use their skills, or to meet other people, as well as to contribute to the group’s objectives. It is worth discussing these points with them, and trying to agree on ways that they can help which will suit them. Other organisations In Sheffield alone, there are thousands of voluntary and community groups. It is worth finding out about the other ones with similar interests to yours, and getting in touch with them. A network of contacts in similar organisations can be an invaluable source of advice and support, and can help you to see things in perspective when your own group faces difficulties. VAS can tell you about other organisations with similar interests to yours. You can also get information about other groups from the Sheffield Information Service (SIS) in the Central Library, or from your local library. The Help Yourself directory of voluntary and community organisations in Sheffield is available to buy from SIS, or find it on the internet: http://www.sheffieldhelpyourself.org.uk/ A first meeting It is usually a good idea to have an open meeting to launch the new organisation. Contact the local papers and radio stations, both for advance publicity and to be represented if they can. If you want the group to attract people from all sections of the community, invite representatives from different groups to contribute their ideas at the first meeting, rather 2 than waiting until the group has become established. As well as the people already involved, think about inviting: • anyone else you know who may be interested in helping • other organisations working in a similar field • organisations working with specific groups or communities • councillors and/or local authority staff. The meeting could be formal or informal. Either way, it is a chance to explain what you have in mind; to make, or strengthen, useful contacts, to seek publicity, to attract volunteers, and to find out how your proposals look to other interested people. It is worth keeping a note of the points that people make, even if you do not have formal minutes. Finding volunteers You may find enough volunteers through your own contacts. If not, you could contact Sheffield Volunteer Bureau at VAS, which helps groups to find volunteers and advises people who are looking for voluntary work. The Volunteer Bureau can also give you general good practice advice about working with volunteers. Making decisions How will your group make decisions about what it is going to do, and how it is going to do it? At one extreme, all the decisions could be effectively taken by one person; at the other, everything could be discussed until everyone is in agreement. Most groups come between these two extremes. They work out their objectives and methods of work through discussion and agreement, and also try to resolve any serious disagreements in this way. Whatever the formal rules, such disagreements should be worked through fully and openly if at all possible, rather than settled by one or two people imposing a decision. For day to day decisions, it is simpler if the group can agree on a quicker method such as majority vote, delegation to an elected committee, or delegation to elected or appointed officers. These methods are then written into the constitution; which is in effect the rules of the group. VAS has further Information Sheets on Constitutions and Management Committees. Making a plan Once your group is going, it is time to draw up a simple working plan. This will tell your members, supporters, and other interested people, what you are doing, why, and how you will go about it. You will need a plan if you apply for a grant. Your • • • plan should explain: What your group intends to do – Objectives How it intends to do it – Methods The resources it has available (eg. people’s time and support; any special skills; money; equipment; use of premises etc) 3 Any further resources it needs, and how it hopes to find them (eg. by finding volunteers or raising money) • How soon it hopes to do things – Timetable. • Drawing up a plan will help you to decide on priorities. For example, it might show that you have the resources to start one activity, but not another; or that you need more money before you can recruit more volunteers. The plan will also mean that you can measure your achievements because you will be able to compare it with what the organisation has actually done. Funding and Managing Money Even at this early stage, you may need some money to pay for meeting rooms, leaflets or posters, telephone and postage. If you cannot meet these costs yourselves, or through donations from other people who are interested, you will need to find out about possible sources of funding. Some funders offer ‘start-up’ grants to help groups to get off the ground. Contact the South Yorkshire Funding Advice Bureau (SYFAB) for ideas about who might fund your group. (Contact details on the back page). Funders usually require a group to open a bank account with at least two signatories. At this stage, it is also usual for someone in the group to take on the role of treasurer. VAS can provide information, training and advice on managing money and the role of the treasurer. An outside view You may find it helpful to involve one or two people from outside the organisation, to give encouragement and advice from a different point of view, put problems in perspective and offer a wider range of contacts. 4 Organisations that can advise and help Voluntary Action Sheffield: The Circle 33 Rockingham Lane Sheffield S1 4FW Tel: 0114 253 6600 Fax: 0114 253 6601 Voluntary Action Sheffield (VAS) provides a range of services to support voluntary organisations and community groups. Services include a regular newsletter, training, meeting rooms, publicity and display space, legal advice, Community Accountancy and Payroll Service, as well as information, support and advice on all aspects of setting up and running groups. Ring VAS to find out how we can help your group. South Yorkshire Funding Advice Bureau The Workstation, 15 Paternoster Row Sheffield S1 2BX Tel: 0114 276 5460 Information line Sheffield City Council Voluntary Sector Liaison Team Town Hall Sheffield S1 2HH Tel: 0114 273 4113 Email: vslt@sheffield.gov.uk Website: http://www.sheffield.gov.uk/your-city-council/neighbourhood-renewal-andpartnership/voluntary-sector-liaison-team You can get more information from: Starting a Community Group in Sheffield – a practical manual Published by Voluntary Action Sheffield and Offer in conjunction with the Neighbourhood Renewal Unit, accessible from: http://www.vas.org.uk/ 5 INFORMATION SHEETS available from VAS: Accessible Organisations Acquiring and Managing Premises Action Planning Business Planning Child and Vulnerable Adult Protection Closing Down Community Interest Companies Constitutions Contracts and Procurement Data Protection Disciplinary and Grievance Procedures Employing a Worker Handling Redundancies Health and Safety Incorporated Charities Insuring your Organisation Involving Volunteers Legal Structures Management Committees Monitoring and Evaluation Parents and Carers at Work Quality Assurance Starting Up Trading and Fundraising The Circle 33 Rockingham Lane Sheffield S1 4FW Tel: 0114 253 6600 Fax: 0114 253 6601 Email: info@vas.org.uk Website: www.vas.org.uk Registered charity no: 223007 Company limited by guarantee no: 215695 6