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How to set up Friends of Parks Groups

On this page you can find information on how to set up a Friend in Parks Group.

What is a friends group?

It is a group of interested local people who come together with the aim for improving the appearance, facilities, conservation value and safety of their local park.

The group can be involved in:

• Fundraising for improvements and events in parks
• Ensuring the community's voice is heard with regard to the management of the park.
• Practical tasks like litter picking and tree planting.
• Park patrols
• Contributing to the management of the park
• Leading walks, talks and events.

This group needs to be a dedicated group of people who are able to carry out the work required to realise the goals, aims and objectives of the membership.

Developing the group

If a Friends Group is seen as the way forward then there is a need to create a constitution.

Framework 

• The framework for this will be as follows:
• Give the group a name
• Identify the physical boundary of the greens pace concerned
• Identify the aims, objectives and methods for achieving those aims
• Powers 
  • Setting up a bank account.
  • Regular meetings and communicating the progress of the meetings,
  • Carrying out general service improvements and practical tasks
  • Fundraising for projects
  • Holding events in the park
• Membership – identify the dynamic for the group and identify if there will be different classifications of membership ie subscriptions, joining fees etc.
• Management Committee – definition of committee structure, member roles. Election and resignation processes.  Terms of office for the various posts.

Arrangements for meetings
Location and frequency.  Remember there will be committee meetings, general meetings and annual general meetings.  There will need to be clear identification of the decision making process at the meetings. Ensure there is a written agenda to keep people to the point.  Make sure notes are taken of the meeting with action points and a distribution list for copies to be sent to relevant people.

Finances
With regard to the bank account there will need to be 2 unrelated members to be signatories for the group. It is usual for one of these to be the group's treasurer.

Dissolution of the group
There needs to be a procedure for dissolving the group including informing the charities commission (if applicable), the managing authority and closure of accounts.

Identify the committee
To be elected by the wider membership (usually around 20 members).

Four core committee members are:

• The Chairperson - This member acts as the leader of the group.  This person is often the main interface between the Local Authority and the group.  They also ensure the smooth running of the committee with regard to the wider membership and other interested parties.
• Vice - Chairperson - Acts to support the Chairperson's role
• Secretary - This member ensure all group members are kept informed of progress and future initiatives of the group.  They also write agendas for meeting and take minutes.
• Treasurer - This member takes care of the financial affairs of the group.

Insurance
If your group intends to carry out practical tasks then you will need insurance – public liability insurance (to cover accidents to the public onsite) – personal accident insurance (to cover volunteers working on site).

Find out more details by visiting the British Trust for Conservation Volunteers at: www.btcv.org (external)

Charitable Trust Status
If you wish to raise money then you may wish to apply for charitable trust status.  This will enable the group to access a far greater range of funding sources.  To gain access to said funds the group will need to publish annual accounts and reports to support any application.

Find out more by visiting the Charity Commission at: www.charity-commission.gov.uk (external)

Working in partnership with the land manager
The majority of open green space in Coventry falls under the management of Coventry City Council.  It is important that the ideas and goals of the Friends Group work in partnership with the existing Park Strategy or Park Management Plan.  This will ensure that the group's objectives are achievable and do not conflict with the aims of the Local Authority thus ensuring a strong partnership approach to managing the park and safeguarding the long term effectiveness of the Friends Group

For further information on Friends of Groups visit: www.Green-Space.org.uk (external)

Contact details