Running Your Organisation

Before proceeding it is suggested you reference the NCVO Charity Governance Code.

1.3 – Governance (Management Committee / Trustees)

Form the committee ensuring core roles are filled and ensure trustees are aware of their responsibilities.

1.4 – Governing Documents including Constitution

Be clear on what should be contained within governing documents and what type of association or trust etc your group should be. Note that governing documents should be reviewed at least every five years and meetings should have minutes taken.

1.5 – Insurance for Organisations

Does your organisation have Public Liability Insurance, require Employers Liability Insurance or need Professional or Charity Trustee Indemnity Insurance etc.

1.6 – Business Planning

Have your organisation produced a business plan to clarify your organisations future plans, financial requirements and ensure you are run efficiently to longer term objectives and deliverables.

Ensuring that groups are fully aware of the various financial requirements greatly increases the potential for being successful when applying for available grants.

Additional Advice and Guidance is available via VolResource which aims to make it easy to find useful information on anything to do with running a voluntary organisation whether community group, Charity or other non-profit body.

Be Clear On What You Want Funding For..

What difference will your project make?
Whether you are applying for a small grant to fund a one off group activity, or planning to set up a project to provide facilities for, or deliver services to, the community, you will need to be clear about what the ‘outcome’ or ‘benefit’ is of what you are doing.

Funders often refer to ‘benefits’ or ‘outcomes’ to describe the positive results of projects that they would consider providing a grant for. Here are a few examples to help you decide what the ‘benefits’ or ‘outcomes’ are of your project. And how you are going to achieve this.

• INPUTS – Are activities you undertake to deliver the services your project will provide.
• OUTPUTS – Are the services your project will provide
• OUTCOMES – Are the direct difference those services will make to the people or organisations your project will benefit.
• LONG TERM CHANGE – is the longer term difference to peoples lives that the project will contribute to.

Additional Advice and Guidance is available via VolResource which aims to make it easy to find useful information on anything to do with running a voluntary organisation whether community group, Charity or other non-profit body.

Considerations before establishing a new group – How do you know there is a need and is there another group offering a similar service in the area and have you considered joining an existing group rather than starting a new one ?

1.7 – Different types of Voluntary or Charitable organisations

Consider why your group has been formed and if profit making or not, decide on your legal structure and if you plan to register as a charity or not ?

1.8 – Charitable Status

Be clear on what charitable status actually means, understand the advantages and disadvantages plus any obligations.

1.9 – To incorporate or not to incorporate

Advantages and disadvantages of Incorporation or Company Limited by Guarantee.

1.9.1 – Unincorporated Association

Details regarding an association plus advantages and disadvantages.

1.9.2 – Unincorporated Charitable Trust

1.9.3 – Company Limited by Guarantee

1.10 – Mergers and restructures

Reasons for potentially merging or restructuring.

1.11 – Closing a Group

Contact us or ring us on 01256 423816 for further help

It is a requirement of all organisations to ensure that relevant Policies and Procedures are created and implemented where applicable. Organisations supporting vulnerable groups and/or individuals must have relevant safeguarding policies and systems plus show a good understanding of service delivery and legislative requirements.

Policies and Procedures are of course relevant to the different types of groups and role being undertaken. Different levels of policy can in fact be required depending on the growth of the organisation and if staff are employed or volunteers.

Policies and procedures set out how a charity should be run and are one of the most important ways that a board can oversee the delegation of its work. The BVA Group Development Team can assist with advice and guidance and have a selection of template documents which can be amended to suit Charity or Voluntary Organisations requirements.

Organisations should ensure they have key mandatory policies in place endorsed by trustees/committee and reviewed annually. These are often a legal requirements and required by funders – Health & Safety, First Aid & Fire Procedures, Risk Assessments, Insurance, Confidentiality & Safeguarding. Also, documentation confirming policies have been read, understood and agreed plus DBS completed where applicable. Additional policies and procedures are required if employing staff.

BVA have compiled various Policies and Procedures templates for our members to use.

Please contact BVA or give us a call on 01256 423816 for more information.

Basingstoke Voluntary Action have developed a series of guides to help organisations in their day to day work :

4.1 – Admin and Management

4.2 – Activities and Services

4.3 – Improve Your Marketing and Communications

4.4 – Running Successful Fundraising Events

4.5 – How to Write a Charity Marketing Strategy

4.6 – Eight Marketing Essentials for your Charity

For a good overview of ‘Organising a voluntary event‘ see the ‘Can do’ guide available from the Cabinet Office.

Contact the Group Development team via 01256 423816 for additional information and assistance or use our contact us page.

Ensuring your Organisation is Successful

Success is not straightforward. You have a vision but turning the vision into reality can be more challenging than you realise. There are however a number of building blocks that, if in place, should make the journey easier :

• Ensure confidentiality and comply with data protection legislation requirements by having appropriate Administration procedures in place. Make sure they are managed correctly and there is confidentiality and support within the organisation.
• Make sure that all legal requirements for the use of premises (owned or rented) are in place and adhered to. Organisations need to have a clear understanding of their responsibilities, how they fulfil them and ensure that everyone (clients, users, staff and volunteers) is aware of them.
• Involve all your stakeholders (Clients, users, volunteers and committee members) in reviewing your services and developing activities.
• Get actively involved within your community and have a clear operating guide for members plus a planned schedule of events and activities.
• Make sure that publicity and promotional material for the organisation and fundraising events is co-ordinated.
• If Advice, Information and Guidance is provided then make sure that knowledge is maintained and demonstrated, and networking with other relevant organisations is established and maintained.
• Regularly undertake monitoring and evaluation by preparing reports and providing information for improving services.

Staff and volunteers are an organisations most valuable asset.

Both should be provided with clear induction information and a training programme plus volunteering policy and awareness of other related policies.

Clients and users are also involved in the management and running of the organisation and they should be fully supported with process, procedures, training and recognition where applicable.

If Advice, Information and Guidance is provided then knowledge must be maintained and demonstrated. Networking with other relevant organisations must be established and maintained. It is also important that the knowledge is captured and shared across the organisation.

5.0 – Staff and Volunteers

5.1 – Writing Volunteer Role Descriptions

5.2 – Thanking your Volunteers

Contact BVA or give us a call on 01256 423816 for additional information and assistance.