action - with communities in Cumbria

A voluntary or community group is an organisation which offers a degree of structure to the management of a range of community projects and activities. The characteristics of such a group are:-

That it is run on a not for profit basis

That its work has a social or environmental benefit

There is more than one person involved in running the group

When a community group is formed it has to have some direction and be managed by someone.  This is usually a group of people who meet on a regular basis and consider such issues as:

How the group is to be organised

How the group can achieve what it has set out to do

Fundraising

Problem solving

Whether to recruit staff and /or volunteers

Action planning

This group of people is usually called a steering group or a management committee. This lead group decides the organisation’s policies and values, oversees its general administration and is responsible for looking after any financial issues and delivery on any action plan.

It is important to ensure that you choose an appropriate structure for your group. Whether you choose a formal or informal structure, the group must be run in the best way to achieve its aims.

When you have chosen which structure is most appropriate for you, there may be a need to write out a set of rules which enable the organisation to function well. This governing document has a different name depending on the type of organisation you have chosen to set up, for example:

Memorandum of Understanding

Constitution

Trust Deed

Memorandum and Articles

Whatever the nature of the document, it is important that it has enough information in it to enable the organisation to run smoothly.

In order to draft any governance document the following should be considered:

What is the purpose of the organisation

Who will run it

Powers and responsibilities

Where will you be based

Will the organisation have members

Members rights

Election a committee

How often will the group meet and organisation of meetings

Management of any accounts

How can the organisation be dissolved

Sometimes called Parish Plans, Community Plans or Community Action Plans, Community Led Planning is a process which a community goes through together. Ideally as many local people as possible participate in the process and have a chance to voice their views about their community; the good bits and the bad bits. The information collected is then written up and an action plan produced aiming to bring about the changes that people want to see and safeguard the things that people care about. 

It’s important that this process is led by the community and they’re often initiated by parish councils and usually cover the same geographic area as parish councils. The process and production of the plan is usually overseen by a group of volunteers which ideally includes two or three parish councillors as well as other members of the community. In some cases a group of parishes choose to work together which we call a “cluster” plan. In this case neighbouring parishes are sometimes approached to see if they would like to join the process.

Yes, see “How do we start?” Cumbria has a number of parishes working together in “clusters”. There are different approaches to cluster plans and we can advise you on how to go about this and support you through the process.
Producing a plan as part of a cluster is a slower, more complicated process as it involves coordinating the work of a number of different parishes. The largest one to date in Cumbria has been the Upper Eden Community Plan which brought together seventeen parishes!  The advantages of working with other parishes is that smaller parishes who may not have completed a plan on their own can have a louder voice if they are part of a plan for the whole area. Often neighbouring parishes share concerns about the same issues and they can pool their resources and expertise in tackling them.

They foster community activity.  Getting together to talk about your community and take part in consultation events often builds community spirit and people find things start to get done.  For some groups, the challenge is finishing the Plan before they get too involved with new projects!
They can bring funding into your community.  Most grant applications require ‘evidence of local need’ and a Community Plan is one of the best ways of proving this.  A Community Plan can also help you persuade authorities to priorities the actions coming out of the plan, and make resources available this way, too.
They affect policy.  Increasingly, local councils and partnerships are looking to find good quality information about what issues matter to communities most.  A coherent, well put-together Plan, which takes account of other documents, can influence how new policies are made, and change existing ones.

ACT have up-to-date information about the funding available for community plans in Cumbria.  Contact your local development officer directly for further information. The cost for producing a plan for a single parish need not be high as most of the work is done by volunteers. “Cluster” plans can be more expensive as they sometimes employ coordinators but we can advise you on possible sources of funding.

Depending on the type of project, it’s worth considering different ways of financing it:

Trading i.e. charging for a service or product

Financial Loans

Applying to Funding bodies/organisations

Parish and Town Councils can increase their precept (the part of the council tax that your Parish / Town Council keeps) to support community activities such as Village Halls etc.

There are a number of questions to ask yourself before starting to think about financing your project. Getting this right at the start can make things a lot easier in the future:
- If you’re setting up a new group what type of group do you want to be? This will vary depending on what projects you want to do now and in the future.
- Do you have a constitution or set of rules for your group?
- Do you have a committee?
- Are you a registered charity?
By asking these questions you’re already starting to build up information for a Project Plan.

For further information about setting up groups, visit the Community Groups section of the FAQ page.

Having a clear Project Plan will help you to manage your project effectively including accessing the right funding. This should include:
- What you’re doing, including a project schedule and budget
- Why you’re doing it, showing evidence of the need for your project (e.g. it may be an action from your Community Led Plan)
- How your project will meet this need
You may also want to include a funding strategy, as part of your project plan, which can help you to be better prepared for the longer term financing of your project.

Much time can be wasted on applying to inappropriate funding bodies so it’s a good idea to do your research. Cumbria CVS offers a range of funding advice and information including a monthly publication called ‘Your Funding News’ with details of new and updated funding programmes. This can be accessed via the Third Sector Cumbria website or you can contact to be added to the mailing list.

Contact your ACT Development Officer for help and advice with your community project, from setting up a new group, writing a project plan, applying for funding and managing your project.

As well as being a building where community activities happen, a Village Hall is a charitable trust and quite often a registered charity too.

In short, the charity which established the village Hall.  The charity will exist for the benefit of a given village or parish, but the Village Hall is not owned by every resident.

A Village Hall is run by the managing trustees of the charity that owns the Hall.

Other than the name, nothing.  Village Halls, Memorial Halls and Community Halls are all established under the same principles and process of operating as a charitable organisation.

Through hiring out the Hall to users and through fundraising events.  There is no statutory requirement for them to be funded by local authorities, and grant giving trusts rarely if at all fund running costs.

You’re here!  Through the RCAN Village Halls Advice network, ACT provides a one stop shop of advice and support on all Village Hall issues, from governance to project support around refurbishments. Contact us for further information.

There is no statutory definition however, Social enterprises are businesses set up to tackle a social and/or environmental need.

BERR definition: A business with primarily social objectives whose surpluses are principally reinvested in the business or in the community, rather than being driven by the need to maximise profits for shareholders and owners.

Key elements:
- Business/trading
- Social objectives
- Reinvestment of profits in business or in community

Social Enterprise Coalition definition: Businesses that trade in the market with a social purpose.

Key elements:
- Enterprise orientation
- Social aims
- Social ownership

However, social enterprises can be charities or other organisations that trade (charge for goods and services) and do not think of themselves as business.

It could be charitable or non-charitable, incorporated or un-incorporated. As the choice of legal structure is of great importance, it is essential that the promoters should take advice at an early stage as to the appropriate structure.

Under English law, charitable status is determined by an organisation’s purposes rather than its constitutional form.  A number of different legal structures are acceptable provided that all the basic conditions for charitable status are met.
The appropriate legal structure for an individual charity will depend very much on its actual and proposed activities and operations. Factors to be taken into consideration are:
- Number of staff to be employed
- Whether property is to be held
- Number and size of contracts to be taken on
- Whether the participation of a membership is desired
- Who is to exercise ultimate control

Contact Business Link North West on 0845 0066 888 and/or visit their website www.businesslink.gov.uk/northwest and go to their “Starting up” section where there is information about setting up a social enterprise.

Staff at ACT will also be happy to discuss your plans and point you in the right direction for help and advice.

Difficult to say, as this can depend on the number of people involved and the type of enterprise being set up.

Yes, but you will need to have Employers Liability Insurance in place and employment contracts drawn up too. For help contact an Insurance Broker for your insurance requirements and your local Job Centre or Acas, for up to date information/legislation regarding recruitment. HMCR website would also be a good place to visit for employment information.

Yes, but your legal structure and governing documents will determine the distribution of those profits. Therefore careful consideration must be given to selecting the right legal structure at the outset.

Tax relief

Rate relief

Tax-effective giving

Some VAT advantages (but also some disadvantages)

Credibility

Can be easier to raise funds

Restrictions on payments to trustees and connected persons unless allowed by governing document, charity law or Charity Commission

Restrictions on provision of benefits to trustees and connected persons

Restrictions on political activities

Restrictions on trading activities

Contact Business Link North West for current funding information:
Tel: 0845 0066 888
www.businesslink.gov.uk/northwest

Cumbria Council for Voluntary Service can also provide funding advice and information and they run Funding Fairs around the county on a quarterly basis. Visit their website www.thirdsectorcumbria.org.uk/ for more information.

It depends on the legal structure that you choose. See question “Which legal structures are applicable?”

Business Link is a great place to start. You can gain access to various types of information and templates, directly via their website. They can help you find approved suppliers for the support that you require. Contact Business Link North West Tel: 0845 0066 888 and/or via for current information.

Your local council and/or Enterprise Agency should also have knowledge of what is around both now and potentially in the future.

Cumbria Rural Enterprise Agency provides a range of services including incubator support, training and meeting facilities for growing businesses. Offices based in both Penrith and Kendal.

Cumbria Chamber of Commerce & Industry - the independent voice of Cumbrian business. 

Furness Enterprises

West Cumbria Development Agency

Local Council links:

Eden District Council


Cumbria County Council


Allerdale Borough Council

Carlisle City Council

Copeland Borough Council

South Lakeland District Council

Barrow Borough Council

Business Link North West will be able to tell you what is currently available. Your local council and/or Enterprise Agency should also have knowledge of what is around both now and potentially in the future. Contact Business Link North West Tel: 0845 0066 888 and/or via www.businesslink.gov.uk/northwest for current funding information.

See also “Where do I go to get help in setting up a business?”

You are legally required to have Employers Liability if you are to employ people and motor insurance if you drive a vehicle. Most other types of insurance are recommended for example, public and products liability, Professional indemnity, building insurance etc. 

• Rural Women’s Network (www.ruralwomen.org.uk)
• Chamber of Commerce (www.cumbriachamber.co.uk/ )
• Federation of Small Business ( www.fsb.org.uk )
• West Cumbria Business Cluster (www.westcumbriacluster.org.uk)
• Professional body networks (ie: Chartered Institute of Marketing)