Your organisation: objectives, people and buildings

Topics in this section will help you start up a community archive and decide what it is you wish to do.  Topics covered also include the best means of managing and running the group,  recruiting and managing volunteers, and managing buildings and finance.

Formation and creation of aims
Governance, management and forward planning
Resources: managing finance
Resources: managing buildings and storage
Resources: People recruiting, managing and training volunteers
Sustainability
Charitable status


Formation and creation of aims

Constitutions (link to external website)

Some ideas on how to structure a constitution (website link)
Source: From Hampshire Archives, not dated


Governance, management and forward planning

Working out your governance structure (link to external website)

Simple tips on governance structures, part of pages on setting up a charity but applicable to smaller voluntary groups (website link)
Source: Knowhownonprofit website, National Council of Voluntary Organisations. not dated

Planning for the future of your organisation (PDF)

Explains the difference between strategic and business planning and why organisations need overall goals and business plans for more operational matters (website link)
Source: Manchester Community Central, not dated


Resources: managing finance

How to write a financial procedure (link to external website)

Getting started on thinking about internal procedures on finance
Source: National Council of Voluntary Organisations, not dated

The law around fundraising and income (link to external website)

An outline summary with useful links to regulatory and advisory bodies
Source: National Council of Voluntary Organisations, not dated

Charity money, tax and accounts (link to external website)

Summary webpage with relevant headings. While this applies to registered charities, non-registered organisations with charitable objectives may find these pages useful
Source: HMRC, not dated


Resources: managing buildings and storage ( location of suitable ones and managing premises)

Building Assets (link to external website)

Covers taking on premises, managing and improving buildings and seeking professional advice
Source: Developed for Voluntary Action Islington


Resources: People recruiting, managing and training volunteers

Community group recruitment (link to external website)

Reaching out to schools, colleges, use family and other group links and through advertising and local publicity
Source: Hampshire Archives, not dated

Volunteering. Good-practice guidance (link to external website)

Useful when thinking about bringing in new people to your group, through activities or project work and in managing and rewarding volunteers
Source: Heritage Lottery Fund, 2016

Training. Good-practice guidance (link to external website)

Useful for group members, new volunteers and people you work with through projects
Source: Heritage Lottery Fund, 2013

Investing in Volunteers (IiV) (link to external website)

Website for the UK standard for good practice in volunteer management with tools to assess the quality of what organisations and groups do. Each home country (England, Scotland, Wales, Northern Ireland and Republic of Ireland, have their own lead volunteer management body and you will need to register with the relevant one first to use the Standard.

How to thank volunteers (link to external website)

Things to consider, where and how to say it and giving gifts
Source: National Council of Voluntary Organisations, not dated

How to recruit volunteers (link to external website)

Four steps: thinking about what sort of volunteers you need, marketing to recruit, selection and getting volunteers ready
Source: National Council of Voluntary Organisations, not dated

Training bank (link to external website)

Although aimed at volunteers in museums there are materials of wider application, notably on training volunteers managing others, customer care, disability awareness and working with children
Source: Museum of London, 2016


Sustainability

Creating partnerships: a study from Fleet and Crookham (link to external website)

Working with a local library
Source: Hampshire Archives, not dated


Charitable status

What is charitable status? (link to external website)

Advice to help you decide whether to register for charitable status and what options are available to you. With a useful link to legal forms for organisations that don’t meet the legal requirements for registration
Source: National Council of Voluntary Organisations, not dated

This page was last updated on 4 July 2018.

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