Setting up a parks user group
Below you will find information and guidance to help you set up a parks user group in five steps. Please note that if you are setting up a user group, you will need to read and sign up to our User Group Protocol (PDF, 46KB).
Step one: Find interested individuals
This can sometimes seem like the most difficult and daunting stage to tackle, but don't panic! Most groups tend to advertise an informal gathering where interested people can get a feel for what the group aims to do. The main aim of this stage is to generate as much interest in your potential group as possible.
Speak to the Parks Development Team and the Hackney Parks Forum because they may have contacts in the community who would like to become involved with such a group. You will usually find that there are other people in the local community who have an opinion about their local park or open space.
Step two: Hold an Annual General Meeting (AGM)
Once you have found a number of interested individuals, you will need to get them together to meet as a formal group. This is known as the group's first 'AGM'. Speak to the Parks Development Team if you need help booking a room. At this meeting, you will need to write a constitution and elect a committee. See 3 and 4 below.
See our Holding an AGM document (PDF, 19KB) for more information.
Step three: Write a constitution
A constitution basically explains how your group will be managed, from the aims and objectives of the group through to how meetings are to be run. The constitution of your group does not have to be complicated but it should reflect how you wish your group to be managed.
Your group does not have to start from scratch when deciding on a constitution; parts of other groups' versions can be used. You may wish to read a sample constitution (Word, 46KB). When your group has a constitution they wish to adopt, they need to formally adopt it at the AGM, and the committee need to sign it.
Step four: Elect a committee
The group's committee helps with the day to day running of the group. The committee should consist of a chairperson, secretary and treasurer and can consist of other members too. The other members of the committee do not have to take up a specific role, however other groups have chosen to elect vice positions, such as vice chairperson, vice treasurer and vice secretary.
Anyone can elect another member to a position; however it must be decided by vote who takes a position. It is possible for individuals to act as chairperson and secretary whilst organising the first AGM, but they must give up their position when the committee are to be elected.
Chair
The chair should facilitate meetings and help keep the group focused.
Secretary
The role of the secretary is to take care of the group's correspondence, to create agendas for meetings, take minutes during meetings and to make sure that all members of the group are kept informed and involved.
Treasurer
The role of the treasurer is to keep up to date accounts of the group's financial affairs. This role involves opening the group's bank account, paying bills, keeping accurate books and managing petty cash.
You may wish to create other roles in the group, for example, publicity officer, fundraising officer.
Step five: Set up a bank account
You will need a bank account to manage any money that the group may generate through fundraising, and to pay for items such as stationery and room bookings. The account should be set up in the name of the group, with at least two signatories. The signatories must be members of the committee, usually the chairperson and the treasurer. Other groups have chosen to have three signatories on the account, allowing a member of the committee to sign if another is unavailable.
After these stages are complete you will be a fully a constituted group with a committee and a bank account, the next stage is to start working towards yours group's aims and objectives.
Although the formalities involved in setting up a friends group may seem excessive, they are important. If you wish to apply for funding for your park, awarding bodies will want to see evidence that your group is democratically elected, with a defined structure and constitution.
Useful contacts
If you would like help with any of the above, you can contact the Hackney Parks Forum or the Parks Development Team:
Hackney Parks Forum
Amy Erickson - hackneyparksforum@googlemail.com
Parks Development Team
Sam Parry - sam.parry@hackney.gov.uk or 020 8356 4899
Page updated: 25 Jan 2012
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