The Challenge of Forming New Groups during a Pandemic

It has been a tough year for many. Still, we have taken comfort in witnessing so many civic-minded people coming together to help their communities get through the hard times. One of our Community Development Officers, Gillian Forrest, has had several new groups approach her recently to establish new groups due to the Covid-19 crisis.

“Whenever potential new groups come to us, we initially assess if the area needs a new group or if they could join up with an established organisation already working there. For some I’ve worked with, this was the case, and willing volunteers did join with existing groups, however for others, because of their unique circumstances, we have helped them to move forward to form their own new community group”, explained Gillian.  

Gillian and the other CDOs at Supporting Communities keep up to date with the Charity Commission NI’s guidance, particularly in terms of good governance, and support new groups to constitute themselves in line with current best practice recommendations.  

“The Charity Commission has developed a new model constitution which is available on their website,” said Gillian. “I used this resource to provide new groups with a template to get them started, tailoring it to their specific purposes. The Charity Commission’s staff have been really helpful in answering all my questions. They flagged up the possibility of adding a ‘virtual clause’ to new and existing constitutions to allow groups to meet and make decisions online. Something we have all had to learn how to do this year!” 

Gillian went on to say, “I’m grateful to be working from home, but it can be difficult. I am so used to being out and about providing advice and support in person.” 

Luckily, Gillian has formed excellent relationships with the community groups in her areas. Despite not being able to drop by for a face-to-face meeting as she would like to do, she says she is getting things done online and by phone just fine! 

“This has been an extremely difficult time for everyone, particularly for group members who have had to shield during Covid. But on the other hand, I am seeing more people engaging in community life in response to the crisis. They are forming new groups to help even though we now have to think differently about core essentials like AGMs and public meetings.” 

One new group that Gillian supported to form is the Ballykeel 2 District and Community Association in Ballymena. They decided to go ahead with a socially distanced public meeting to establish their new community group.  

“In order to support them, I completed the preparatory work required in partnership with the residents, such as developing a membership registration form, preparing the new constitution, meeting agenda, etc. Although I could not physically attend, an area officer in the MEA Council agreed to attend and chair the meeting on my behalf, and the group was successfully formed!” 

Rab Picken from Ballykeel 2 District and Community Association told us, “Gillian has been very helpful and supportive to us in starting our new group. She provided us with all the documents and guidance we needed, helped us with our first set of minutes, and continues to help us focus on the needs of our community now in and in the longer term.” 

In Dungiven, a Men’s Shed group has been working on getting up and running. The Covid lockdown and subsequent restrictions have slowed their progress but convinced them that there is more need than ever for their new group. Gillian has been working with them throughout and is delighted to report that a Zoom public meeting is going ahead soon with help from the Causeway Coast and Glens Council. 

Raymond Brady, one of the founders of the Dungiven Men’s Shed group, wrote to say, “The advice and preparatory work carried out by Gillian has been absolutely vital in getting our group up and running. She has professional knowledge of all aspects of governance and the requirements of the Charity Commission. She gave us advice in a wonderful friendly manner, and we consider Gillian as one of the family.” 

Catherine Farrimond, Community Development Officer with Causeway Coast & Glens Borough Council, has been working with Gillian to support Raymon’s group. She said, “Over the last few months, Gillian and I have been working with two brilliant men in Dungiven to set up a Men’s Shed. Gillian is outstanding in her knowledge of governance and constitutions, ensuring that the new group has the correct governing document and that it fulfils the Charity Commission’s requirements. She has a lovely way with groups and is so encouraging and supportive. She is an absolute pleasure, and I love working with her!” 

Our CDO’s engage with groups right across Northern Ireland to support them in continuing their work under these challenging circumstances and maintaining good governance of their organisations. We are all finding new ways to get things done, and the Charity Commission has said they will be flexible. They have issued guidance about what to do in various circumstances relating to Covid-19, which will help many groups.