‘How To’ Series
Our ‘How To’ series of information sheets (previously called Fact Sheets) will help community groups and others with many of the common tasks and issues involved in community development work.
Have a look through the topics available below. You can download them here or get them from your Community Development Officer. Many of our our training courses also go into these topics in greater detail.
How to Hold an Annual General Meeting
Why does a group have an AGM? What is the significance of such a meeting?
The AGM is the key to the Community Association year - it is an opportunity to inform the community of the work that a group has been involved in while encouraging more support and drawing in new committee members with fresh ideas. This ‘how to’ sheet will take you through the steps necessary to properly prepare a group for an AGM, highlighting the importance of the constitution and providing an example of a typical agenda for the meeting.
How to Set Up a Community Group
There are many reasons why a community group may be set up. This might include a lack of youth services in the area, a need for a play park, issues with things like houses, roads, green areas etc. People who are concerned about such local issues, may come together as a group to try and bring about change in their local area.
It is recommended that anyone wanting to set up a group, work with a support organisation such as Supporting Communities.
How to Run Effective Committee Meetings
You should hold regular committee meetings as per your constitution. This information sheet will cover the day-to-day running of your community group. Plan ahead and know your committee roles.
Code of Conduct for Committee Meetings
To help ensure your meetings run smoothly, it is helpful to put in place a code of conduct to be adopted by committee members. It will set out guidelines for meetings.
How to Conduct a Survey
It is important to recognise that residents are the real experts about where they live and know best what is required. Seek out their views to help plan your actions.
Conducting a survey may seem like a major task, but it will give your group a clearer picture of the problems in the area and plenty of information when approaching statutory bodies and other outside agencies for help.
This information sheet provides your group a step-by-step guide to help make the process of conducting surveys easier.
How to Apply for Funding
This ‘How to’ gives you useful pointers in completing a funding application as well as some guidance as to how approach various funders, including local Councils, statutory sources and grant-making trusts.
How to Produce a Community News Sheet
As a group representing the people in your area, it is vital that the wider community is informed about what you are doing.
A news sheet is a tried and test means of communication and a good way to encourage participation. Here you will find useful guidelines on how to produce an interesting community orientated news sheet, ideas on who could contribute information, the type of material required, and so on.
How to Produce a Strategic Plan
Find out why strategic and development planning is important to any organisation, not just as a means of guiding its activities, but also as a means of targeting resources and measuring the effectiveness and impact of its work. Learn what a Strategic or a Development Plan is and get some guidelines for developing one for your group and the key elements that it should contain.
We also offer a suggested structure and format for a community group development plan with some key tips to guide you through the process.
How to Make a Succession Plan
A member suddenly leaving or retiring can have significant effects on a group or organisation if they do not have someone that can fulfil the gap left.
Encouraging new members to be involved, especially younger people, is critical to the sustainability of the organisation. Have a plan in place to make this process easier for your group
How to Report on your Charity Finances
Your group must ensure both regular and annual reporting of your charity finances. This is necessary to effectively manage finances, for transparency and governance purposes. Although the Treasurer’s role is to maintain and report on your group’s finances, the committee as a whole is responsible for the financial management of the group.
How to Set Up and Manage a Bank Account
When a new community group is being set-up, one of the key decisions to be made is whether the group intends to apply for funding and/or receive donations. If this is the case, the group must set-up and hold a bank account to manage its finances. The group should take steps to constitute and follow Charity Commission NI’s guidance regarding charity registration.
Day to Day Financial Management
How your group manages its finances day-to-day will depend on a range of factors – the size of your group, what funding you bring in, how you make payments etc. Although the Treasurer’s role is to maintain and report on your group’s finances, the committee is responsible, and every member has a part to play.
How to Secure Support from Local Businesses
Have you thought about the funding opportunities right on your doorstep? Local businesses could provide that valuable piece of equipment, prizes for raffles, free advice, sponsorship, and a host of other things - often without a lengthy form filling exercise! Businesses that operate locally support groups by providing things like gifts in kind, small cash donations, and a number of services either free or at a reduced rate. Learn about the various ways the business community may be prepared to help.
How to Get Started on Social Media
Social media changes so fast, it can be hard to keep up with – or know where to start! Small charities and voluntary groups can still make very effective use of social media channels to help further their goals, the trick is to not get overwhelmed or try to do too much too fast.
This guide will help you think through the steps needed to form a basic social media strategy that will work for your group.
How to Understand Your Constitution
When a group of people or a community take the decision to form a community or residents association, a constitution, incorporating the aims, objectives and normal rules of the association is agreed/adopted. The adoption of a constitution confers legal status on the association and identifies the beneficiaries of the association’s activities and to whom the association is responsible and accountable. It is worth noting that a constitution is an essential pre-requisite for applying for funding.
See below for a sample Draft Constitution and Deed of Trust.
Sample Constitution
Use this sample constitution template in conjunction with the factsheet above on Understanding Your Constitution to write your own.
Sample Deed of Trust
A Deed of Trust is a legally-binding document that records the financial arrangements between joint owners of a property, and/or anyone else who a financial interest in the property. You make this agreement at the time of buying the property.
This is some sample text illustrating how a Deed of Trust is set up.
