You would usually need a constitution to open a bank account and most funders also demand one. We recommend that groups have one so that the organisation's aims are clear and that it is easy to identify who can join, vote and be on the management committee. Accountability is clear and issues regarding responsibility and liability are addressed. A constitution does not have to be a long-winded jargon filled document, think of it as a set of rules for the organisation.

I have downloaded a constitution from the web and made a few changes, will that do?

A constitution is a living document relevant to your organisation. You need to understand what every section means and why it is there. It could be in place for a long time so it is much better to get it right from the beginning.

I need some funding very quickly, what do I do?

A properly run group will have a planned funding strategy in place. Many funders do try to have a fast turn around but some panels may only meet once or twice a year. You would need to ring your chosen funders and ask them for their timescales. Good luck!

I have been asked to join a management committee, is it true I could lose my house if things go wrong?

It is most unlikely in a well-run group who have the correct insurance; a sound financial set up and have looked at their potential risks. Check that the group has the correct policies and procedures in place. Be careful when signing any long-term agreement such as a photocopier lease, without checking that the money is there to pay for it. If in any doubt take advice. Becoming a Company Limited by Guarantee reduces liability but does not eliminate it.

Do I need to have a Child Protection Policy?

If the group includes children in its activities then the group must have a policy in place. Funders will usually ask to see a copy of the policy.
We suggest you have two documents: a policy statement and a code of practice and procedures. We have a template that you can use and we are happy to help you to tailor it to your groups needs.

Does our group need to register for VAT?

If yours is a small group then probably not. The threshold in 2002 was a turnover of £55,000 but this figure excludes grants, donations or investments. You can register if your turnover is less, if you think it may be beneficial, but VAT is a complex issue to do your research. For up to date information and the current threshold level ring Customs and Excise on 0845 010 9000 or wwwhmce.gov.uk

Confidentiality is an issue for our group. How do we go about making sure we keep details confidential?

Many groups have a confidentiality policy, which they find useful as it gives guidance on issues such as dealing with the press. It is particularly relevant where employed staff may have access to private information. We can give advice on confidentiality and provide a template policy for a group's use.

Do we have to have an AGM?

As is the case with many organisational issues the answer lies in the group's constitution. The simple answer is most likely yes. AGMs do not have to be long, boring meetings. Use it as a time to celebrate the group's achievements. Make it a fun social occasion!

Health and Safety issues really worry me, where can I get help?

This is an area, which has seen a lot of change in the last few years, perhaps fuelled by the number of people now suing following accidents.
CVS can help groups look at health and safety issues and write their own policy relevant to them. Most health and safety matters are a matter of common sense. The Health and Safety Commission on 020 7717 6000 have a range of leaflets which can also be seen at www.hse.gov.uk

I have been asked to do a mass mail out to companies asking for funding. Is this the best way to get money?

Some people think that this is how it is done but we disagree. A large proportion of letters sent out in this way will just go straight to the bin! Most companies are unlikely to part with cash anyway, offering goods or vouchers instead.
Funding is a vital part of a group's strategy and needs to be done in an organised way. By targeting your efforts on funders who give to projects like yours and actually have the money to give you are saving yourself time, effort and from becoming disheartened by rejection. Look at the funding section on this website and boost your chances of success!

I have received a letter saying our group needs to register under the data protection act and we must pay £135 or we will be fined or put in prison. What do we do?

There has been a lot in the press about this recently. First of all check that you need to register at all. The correct address for enquiries is Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. The correct fee is £35, no VAT is payable.
So if you get a letter from any other address or quoting any other amount or saying VAT is due, particularly if it threatens legal action, check it carefully, it is probably a scam. The extra amount is a fee for them to register for you so it isn't outside the law, but you can easily do it yourself, if you have to register (which you probably don't!). The Data Protection website has an interesting page at www.dpr.gov.uk/donotbemisled which gives more information.