Guide to starting a small voluntary or community group

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If you are thinking about starting a new community group this guide will help you decide the best way to proceed

Before you start

Before you start you will need to think about what you want to do, why, how and who will benefit from your group.

You may need to do some basic research to find some evidence for the need for your group. Try to imagine yourself as someone new to the idea and think about what you would need to know to be convinced that it is a good idea.

Is anyone else doing it already?

If there is already an organisation in your area doing the same kind of work as you plan to do, you need to consider carefully whether there is really a need for the new group. You may not like the way that an existing organisation is providing their service, but setting up in direct competition is rarely successful. Consider talking to the existing organisation about your ideas. You may find that they have good reasons for working in the way they do or they may want to work with you to improve their service. Duplicating work will not help either group when it comes to getting support, funding or volunteers. There needs to be something new and unique about your organisation, or you are likely to find it difficult.

Could you work with other groups? If there is a group outside the geographical area you want to cover doing the same kind of work, perhaps you could work with them to set up and run your new group. If there are similar groups (with whom your work does not overlap too much) in the same geographical area, maybe you could share premises or meet to discuss work.

Getting Started

When you have established that there is a need for your group, start to get people involved who share your aspirations. A voluntary group cannot be a one-person show, however energetic or driven that person is. You can start a group with three people but having a few more helps.

You could hold a public meeting – this is a really good way of building a campaign or getting more people involved in your group. The Resource Centre has a good guide to holding your first public meeting.

Agree on your aims 

At your first meeting, you need to agree on your aims:

What do you want to do?

You will probably have a good idea of your overall aim in setting up the group, but it is important to really think this through. You need to be specific about what exactly the group will want to do, and what you plan to do to achieve this:

Will it offer a service to everyone, or a certain group of people, or will it be of benefit solely to its members?
What are the aims of the group?
How do you want to achieve them?

Where do you want to do it?

Voluntary organisations vary in size from a support group covering a local neighbourhood to major international charities like Oxfam. Deciding on the geographical area you want to cover will be a balance between identifying where the need is and what resources you have available to do the work. You may want to work on a large scale but only have the people and the money to cover your local area, in which case, start small and work up – do not overstretch yourselves.

Who will benefit from your group?

Will your services be open to everyone within the geographical area covered? Or will you provide a service for a particular group of people – those affected by a specific issue, for example? Defining your user group is an important part of planning your new organisation.

Don’t forget that you will almost certainly have limited resources. If the community has a special need or is particularly vulnerable, then you will need to take this into account in your service and funding plans.

You also need to spend some time identifying tasks, next steps and working out priorities. From this, you can share out the work, so no one becomes overloaded.

What will your group be called?

This is often one of the hardest bits to get right when setting up a new group. Good names are:

Available – some names are already registered. If you are considering registering as a charity, you cannot use a name that is the same or too similar to an existing charity (check the register of charities at http://www.charitycommission.gov.uk/)
Pronounceable – not too complicated.
Suitable – look for something appropriate.
Timeless – that won’t date easily.
Meaningful – to explain what you do or convey an image.

Adopting a governing document

Once you are clear about your aims, the next step is to put some structures in place to help with the smooth running of the group. However small and informal you want the group to be, it is worth having some rules (contained in your governing document) so everyone involved is clear about what the group can and cannot do, and how it will do it. If you are planning to apply for grants to help achieve your group’s aims, any grant-making body you apply to will want to see a copy of the governing document you use. Also, Banks will want to see a governing document.

For further information on writing a constitution, look at our Guide to writing Constitutions.

Getting a committee

Usually, an organisation has a group of people who will be responsible for the day-to-day running of the organisation. In your constitution, they may be called the Organising Committee, Management Committee, or Steering Group. Whatever they are called, they are the people (elected from within the membership of your group) who manage it.

The committee becomes official at the first meeting at which the constitution is adopted i.e. signed. The wider group present at that first meeting decides who will form the first committee. After that, the committee is elected by the membership at  Annual General Meetings.

For further information on committees, look at our Guide to Management Committees

Opening a Bank Account

A bank account in the name of your group is another requirement if you intend to apply for a grant to fnance the group’s activities.

For further information on Bank Accounts, read our Guide to Bank Accounts.

 

 

 

Writing a constitution for a small community group

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What is an Unincorporated Association?

An unincorporated association is one of the simplest types of voluntary group. It is made up of two or more people who come together to pursue a common, non-profit aim, such as running a community garden, organising local events, or supporting a group of people with shared interests or needs.

These groups are:

  • Not registered as companies or charities (though they may later become one)
  • Not legal entities in their own right (so can’t enter contracts themselves)
  • Run by members or a management committee
  • Often local, small, and informal — but still capable of doing great work!

While you don’t need to register with any central body, to function effectively — especially when applying for funding or managing money — you do need a written constitution.

If you would like to find out about other types of organisations that exist in the Voluntary, Community, and Social Enterprise Sector (VCSE) then read our short introduction to Legal Structures.

What is a Constitution?

A constitution is a written document that acts as the formal agreement between the members of your group about how it will be run. It is essentially a group’s internal rulebook — setting out:

  • The purpose of the group (why it exists)
  • How the group operates (its structure, membership, roles, meetings, and decisions)
  • Responsibilities of key individuals (e.g. the Chair, Treasurer, Secretary)
  • How the group handles money (financial rules and responsibilities)
  • How changes are made (amending the constitution or ending the group)

A constitution provides the foundation for good governance. It ensures everyone involved understands the group’s aims and how decisions are made. Some small groups choose not to have one.  However, whatever your size, they can bring benefits, as it:

  • Defines roles and responsibilities clearly
  • Demonstrates to external parties that you are being run properly and managing money well
  • Builds trust and consistency
  • Avoids misunderstandings or disputes
  • Is a requirement for Funders in terms of opening a Bank Account.

What Should a Small Group Constitution Include?

Here’s a simple structure your constitution should follow. You can adapt it to suit your group’s needs.

Name of the Group

Clearly state the full name of your group. It should be simple and clear, and it should reflect your group’s identity.

Aims and Objectives

Describe the group’s main purpose. What do you want to achieve? Keep this clear and focused.

Powers

List what the group is allowed to do to meet its aims — e.g. raise funds, hire staff, rent space.

Membership

Who can join? What are the rights and responsibilities of members? Can members be removed? Please note committee members are also members, so as soon as you form your committee you have a membership and then you can decide in your own time how you will expand that membership.

Management

Your group will need to set up a Management Committee to make decisions about the group. It is also necessary to have Annual General Meetings where the Management Committee is elected by the membership.

Small groups usually have, as a minimum, a Chair, Secretary and treasurer who each have specific roles and responsibilities.

Meetings and Decision-Making

You need to specify how often your Management Committee will meet each year. This will depend on the activities that you undertake, and how often decision will need to be made

You also need to say how many members of the Management Committee should be present (quorum) to enable decision to be made about the group.

You need to hold an Annual General Meeting every year. This is open to all members. Again you need to decide on your quorum i.e. how many members must be present for the AGM to go ahead.

If you want to have a meeting of all the members (General Meeting) outside of the AGM you need to say how you would make that happen e.g. all members will be given 14 days’ notice in writing,  and told the reason for the meeting. General meetings are usually called when the group want to make an alteration to the constitution or close the group down.

Finance

The constitution needs to lay down the basic procedures for handling accounts and state that funds will only be used for group. You will need to open a Bank Account in the name of the group. Funders will only give funds to Bank Accounts in the group’s name.

Dissolution

Dissolution simply means what will happen if your group closes down (dissolves). You need to say that any resources left when the group closes will be given to another community group, possibly with similar aims to yourselves. It is essential to Funders that you have this clause.

How to Write and Adopt Your Constitution

Here’s a simple step-by-step guide:

  • Draft the constitution using a template or by adapting this guide
  • Share the draft with group members and make any changes needed
  • Hold a meeting to formally approve and adopt it
  • Record the decision in your meeting minutes
  • Have it signed and dated by committee members
  • Keep a copy safe and share it when needed (e.g. with funders or banks)

Helpful Tips

  • Use plain, easy-to-understand language and avoid legal or overly formal wording
  • Be realistic about your group’s activities.
  • Keep it short and flexible
  • Involve your members in the process
  • Review it every couple of years
  • Sign and store a copy safely. Funders may want to see the original with the committee’s signatures on it

Further Information

Template Constitution – the Charity Commission produces a simple model constitution for a small charity, which is the term they use for Unincorporated Associations. Please note if your annual income is over £5,000, you need to register with the Charity Commission and use a more detailed Constitution. If you want to find out more about different structures, look at our guide to Legal Structures.

Example Constitution – a charity called the Resource Centre has a website just full of excellent resources for small Unincorporated Associations. It includes a sample of a constitution

Opening a Bank Account

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Most community groups need to have a bank account in the name of the group. It is important for keeping track of your group’s money and making sure it does not get mixed up with individuals’ money. You also need a bank account in order to apply for grants, and should have one if you are collecting donations or fees.

If your group cannot open a bank account for some reason, or you need a system to use while you wait for your account to be opened, you may want to consider using a fiscal hosting service like the one provided by The Social Change Nest CIC . The Social Change Nest acts like a bank and holds money on behalf of your group. It is designed specifically for community groups who do not have bank accounts, and you can use their online platform to manage your incoming and outgoing money. There is a set up cost of £42 and then a fee of 5% on incoming funds.

How to open an account

Opening a bank account for your community group can take several weeks, or even a few months. Be careful to fill the application form in thoroughly and send all the information that is requested. The bank may still write to ask for further details before opening the account. Before applying for an account, check that:

  • The account is specifically for community groups, or charities if your group is a charity. Banks usually refer to community groups as “Clubs and Societies”. Note that some banks only offer accounts to registered charities.
  • The account is not for businesses.
  • Banks usually charge more for business accounts. (Confusingly, community accounts are usually managed by the same team in the bank as business accounts and will be listed on bank websites under “Business” rather than “Personal”. So you will need to go to the Business section of the website, but choose a Community or Club and Society account.)

To open a Club and Society account you will be asked for proof that your group is a voluntary, non-profit-making organisation and not a private business. This is usually your governing document. In the case of a small community group (not registered with Charity Commission or Companies House) this is your Constitution.

Some banks may require other information about your group, such as the minutes of a meeting which records agreement about the specific choice of bank. Make sure you set your account up so that at least two people are required to sign each cheque, or approve withdrawals. If possible, it’s a good idea to have at least three people who are named as ‘signatories’ for the account, any two of whom can sign cheques.

The signatories should be people with good credit ratings (i.e. no ‘bad debts’) as the banks will run credit checks on all the signatories. The bank will ask for their personal details, including date of birth and home addresses for the past three years.

Unless they have an account with that bank already, the signatories will need to provide:

  • Proof of identity –g. driving licence, passport
  • Proof of address –g. utilities bill, benefit letter, tax demand

New applicants may also need to provide several months’ worth of personal bank statements, or other proof of their financial situation. Most banks now offer internet banking and the use of debit cards. These are very convenient but do not generally give the security of a cheque payment that requires two signatories. Some banks offer online dual authorisation for bank transfers.

Alternatively, your group could set up an internal system to ensure the account is checked on a regular basis and that all internet and card payments have to be approved by two people.

Further Information

This short guide is adapted from the information sheet Bank Accounts for Community Groups created by Brighton & Hove Social Welfare and Educational Trust Ltd. Licensed under the Creative Commons Attribution-ShareAlike 4.0 International License. Their Information Sheet is regularly updated with details of possible Banks that offer suitable account for community groups.

Guide to Management Committees

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What Is the Management Committee?
The management committee (sometimes called a ‘steering group’ or ‘executive committee’) is the leadership team elected or appointed to oversee the running of the organisation.
General Responsibilities of All Committee Members
All committee members have a shared duty to:
• Act in the best interests of the organisation and its members.
• Follow the constitution or rules of the association.
• Ensure the organisation’s activities are lawful and aligned with its stated aims.
• Handle finances responsibly and keep good records.
• Be transparent and accountable to members.
• Work collectively with respect and confidentiality.
• Avoid personal conflicts of interest.

Typical Roles on a Management Committee
Chairperson / Chair
Main role: Leads the committee and ensures smooth running of meetings and decision-making.
Responsibilities:
• Chairing meetings and setting the agenda (with the Secretary).
• Facilitating participation and fair discussion.
• Representing the organisation at events or in public.
• Supporting and guiding the rest of the committee.
Secretary
Main role: Keeps the organisation’s records and communications in order.
Responsibilities:
• Organising and recording meetings (minutes, agendas).
• Keeping membership lists up to date.
• Managing correspondence (emails, letters).
• Filing any reports required by funders or stakeholders.
Treasurer
Main Role: The Treasurer is responsible for managing the group’s finances. They must ensure that the organisation uses its funds responsibly and transparently, reporting clearly to the committee and funders.
Key Responsibilities:
• Maintain accurate financial records, including receipts and invoices.
• Prepare financial statements, reports, and annual accounts.
• Monitor the budget and provide updates at committee meetings.
• Manage the bank account and authorise payments appropriately.
• Ensure compliance with any funder reporting requirements.

Other Committee Roles (Optional)

Depending on the size and needs of the group, additional roles might include:
• Vice-Chair – supports and stands in for the Chair.
• Membership Officer – manages member engagement and recruitment.
• Fundraising Officer – leads on grant applications or income generation.
• Events Co-ordinator – plans and oversees events and activities.
• Safeguarding Lead – ensures policies are followed for children/vulnerable adults.
Legal and Governance Considerations

Even though unincorporated associations are not legal entities:
• Committee members may personally be liable for contracts or debts.
• It’s essential to keep good records and act responsibly.
• If the association registers as a charity, committee members become charity trustees and must follow Charity Commission rules.
Good Practice for Committees

Encourage diversity and inclusion in your leadership.
• Provide training and support for new committee members.

• Regularly review the constitution and update policies.
• Promote teamwork, accountability, and respect.
• Hold regular meetings and keep proper minutes.