How to Set Up a Community Group
There are many reasons to set up a community group. These might include a lack of youth services in the area, a need for a playpark, and issues with houses, roads, green areas, etc. We recommend that anyone planning to set up a group work with a support organisation such as Supporting Communities.
Steps to Setting up a Group:
1. Identify Interest
Are there enough people concerned about local issues to come together to try and bring about change in the area?
2. Form a steering group
If there is enough interest, form a steering group to lead the process. They will consult with the local community to determine if there is a need and interest to set up a community group. If there is not enough interest, contact your local Community Development Officer about becoming a Community Voice.
3. Consult the community
Develop and distribute a community survey to learn more about local issues and needs. This will identify any residents who want to get involved, and the findings can be used to direct the group’s activities after it has been set up.
See How to Guide: Conduct a Community Survey.
4. Decide if your group should be constituted
A constitution provides formal legal status to your group and is an essential prerequisite to applying for registration as a charity in Northern Ireland. Consider the purpose of your group and whether this is required. If your group intends to hold a bank account and receive funding and/or donations, a constitution is necessary.
See How to Understand Your Constitution.
5. Hold a public meeting
You must hold a public meeting to let everybody know what you are planning and to provide residents with an opportunity to get involved. If you plan to constitute your group, you do so at a public meeting.
What to include on the agenda:
Welcome & Introductions
Why the meeting was called
Findings from the Community Needs Survey/Local Issues
Proposal for a Community Group to be formed
Adoption of the Constitution (if required)
Nomination/election of committee
Date & venue of first committee meeting
Good Practice Advice:
Pick a venue which is neutral, convenient and accessible.
Be sure to advertise the meeting a couple of weeks in advance, i.e. through door-to-door leaflets, posters in local shops, etc.
Choose an independent chair from outside the area/group to chair the meeting.
When electing your committee members be sure to follow what it says in your constitution.
Committee members should share their contact details with each other.
Consider whether a hybrid meeting (with the option to join online or face-to-face) would be useful.
Refer to the DIY Committee Guide for useful information on getting started with a new group.
6. Hold your first committee meeting
At this meeting, your main business should be to elect your officers, i.e. your Chairperson, Secretary and Treasurer. You should also consider your next steps as a group.
If you have constituted, you should also be aware of the requirement to register with the Charity Commission for NI. At this stage, you only have to complete an expression of intent. Please see the Charity Commission website for further information: www.charitycommissionni.org.uk.
