Starting Up
CHARITABLE
LIMITED
COMPANIES
Sheet will help
This Information There are three you if you are starting a new
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?
money and how are you going to do it? Now you have
Setting up a new organisation can be enjoyable, and can give you a
Even at this early stage, you may found several other interested people, you
lot of satisfaction. It is a way to get more done about something that
need some money to pay for need to talk this over with them, and start to
is important to you, than you could by working on your own.
meeting rooms, leaflets or posters, clarify what you plan to do.
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
from other people who are time for with a group of like-minded people. You
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
out about possible sources of
other. discuss these fully and openly, you may be able
funding. to reach agreement, which is the best basis for
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
ground. Contact the South A good start is to discuss what the problem is
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
(SYFAB) for ideas about who might surprised if you see it in different ways – try to
interested people, you don’t because you
fund your group. (ContactHow can you find find out why this is.if Often it is already know them?
details
have differentasking school (and different gaps
on the back page). Funders usually try the ‘grapevine’ – information teachers, community
You could
bank 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,
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
put up a notice, in post offices, be resolved easily (or centres, at
signatories. At this stage, it is also
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
If you want Remember that other people will not bring the
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-and-
partnership/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