Community Groups, Residents Associations and Friends of Groups

Setting up a community Group - what your group should aim to have in place

Residents interested in setting up a group should have an initial meeting of local people who are interested in forming the group. The purpose of this meeting is to make a plan that will maximise the attendance and to ensure that your community group or association is open to and representative of everyone living in the community or neighbourhood.

When you have set up your group and have enough members to help develop it further, you will need to arrange the first formal meeting. In this meeting you should consider:

Setting up a committee

The committee helps to run the group. There are certain roles, such as Chair, Secretary and Treasurer, that will need to be decided. It is the Chair who usually leads the group and acts as the public voice.

Agreeing a constitution

This sets out exactly how your group will be managed, your aims and objectives, and how meetings will be run. Your constitution should include:

• The name and purpose of the group
• Who the members of the group are and who can become a member
• Who makes the decisions –the committee or board members
• How the committee will work with processes for decision making/resolving disputes
• Any designated roles such as Chair, Treasurer & Secretary
• Who has responsibility for Health & Safety
• How money is to be managed
• What powers the group has – for example: to raise funds, to give out grants, to manage buildings, to employ staff and so on.

Setting up a bank account

Once your group is formally established, it should set up a bank account. This is so membership subscriptions (if applicable) and other funds raised can be managed properly. The account should be in the name of the group and will need at least two people (usually committee members) to act as signatories each time a transaction is made.

Agreeing the frequency of committee meetings

As a guide, it is recommended that a minimum of six meetings a year are held and that an agenda for the meeting and minutes of the meeting are recorded, shared and agreed.

Organising an Annual General Meeting

Groups should hold an Annual General Meeting (AGMs) each year. The first AGM will adopt the constitution and elect committee members. The following years' AGMs will usually re-elect committee members and present an annual report and accounts to group members

Committee Meetings

Once the committee is formed regular meetings should take place as agreed by the group. As good practice your group should: 

• Send an agenda to the group in good time, at least a week before the meeting generally.
• The Secretary or nominated person, should update correspondence and take minutes of each meeting and circulate to the group after the meeting and be publicly available.
• Minutes of the previous meeting should be proposed and seconded by committee members who were present.
• You should engage with your local community to update them on what is happening and canvas views and opinions on what is important to them.

Contact us

If you are looking to set up a local community group and would like further information or support please contact communitypartnerships@reigate-banstead.gov.uk