Community led GBI toolkit
Planning and Governance
Key Considerations
There are some key elements which must be considered when looking to deliver community-led GBI. Per Step 2, it is vital that a Core Group is established to support the implementation of the project, this working group will need to agree upon the following at an early stage:
- Accessible method of communication. This could include emails, WhatsApp, face to face meetings, or a
combination of a number of methods. - What the overarching aims of the group and subsequent space will be?
- The beneficiaries of the site, how they will be engaged and how the space will be promoted?
- How any personal information will be managed and safely stored?
- How will the project be funded. How much is needed?
- How the site will be managed and maintained in the future. Ask yourselves, will it require ongoing funding? Will volunteers be needed? How will any repairs or equipment replacements be funded?
- How will you ensure equity? For example, if there is communal growing, how will produce be distributed
equally? How will you minimise produce waste sustainably? Can surplus produce be donated to a local charity? Are there opportunities to facilitate cooking classes or share information?
Once you have set up your Core Group and agreed on the above considerations, you will need to decide upon the legal structure of the group.
The Resource Centre has information on legal structures.
Social Enterprise
A social enterprise is a term used for groups that have a business model with a specific focus on maximising social and environmental benefit. There are several structures of social enterprise including Community Interest Companies (CIC), BCorps, and Community Benefit Societies. For more information, visit Social Enterprise or Cwmpas.
Unincorporated Association
An unincorporated association is a group of people who have come together for a particular purpose, who are not seeking to make a profit and do not want to follow a formal structure.
Charity
A charity is a not-for-profit organisation with objectives that focus on public benefit or the benefit of a specific group.
It is important to think about the health and safety requirements of the site that you are legally responsible for. The types of responsibilities depend on the activities being undertaken. For example, construction is covered by the Construction Design and Management Regulations.
Please visit the Health and Safety Executive for information which can help you manage the health and safety of visitors to your site.
After the site has been secured, you are legally responsible for the safety of those visiting the site. To protect yourself from any incidents, it is advised that you take out an appropriate level of public liability insurance. This will cover you against any injuries that may occur. Further information can be found at the Resource Centre.
You may not need a bank account to begin with, but if you are considering funding, it may be beneficial to set up a dedicated bank account. This will be useful to ensure all funding is secured in once place and transactions can easily be recorded. Many banks offer specific bank accounts for not-for-profits and other types of community groups.
The type of funding you may be looking for will depend on the structure and type of project you are undertaking. Some funding options may be available if you decide to become a social enterprise, whereas others may be available for charities or community groups.
Initial funding could be sourced through crowd funding or private donations. You may also be eligible to apply for grant funding such as the National Lottery Community or Heritage Fund. It is worth noting that grant funding can often be a competitive and complex process, especially for larger grants. If possible, it would be helpful to gain the support of organisations or individuals who have experience of grant applications.
Funding Wales and Carmarthenshire County Council advertises a number of funding opportunities. Local Places for Nature also receive funding to enhance and create greenspaces on publicly owned land. Please contact the project officer to discuss any available opportunities.
You can also contact the Community Bureau who may be able to advise you on appropriate funding opportunities: Their email address is: communitybureau@carmarthenshire.gov.uk
Alternative funding guidance can also be found at:
- Carmarthenshire County Council - Community Funding
- Resource Centre
- Social Farms & Gardens
- National Allotment Society
Please note that grant funding often requires reporting and monitoring with specific outputs. It is important to ensure you read and prepare for such commitments early in the delivery period. This may include qualitative and quantitative data such as the number of people visiting the site; surveys from attendees focused on a specific output such as wellbeing; or more complex data such as environmental improvement. You will need to be mindful of your commitments and record the relevant information throughout the process.
Regardless of the type of funding you decide to obtain, it is vital to think about budgeting and long-term financial requirements of the project from the start. This will help to identify and factor in the immediate and ongoing costs.
Once you have begun developing the space, you may consider arranging volunteering opportunities to either help set up or maintain the space. Working with volunteers is a great way for communities to get involved and feel connected to the space, but you must carefully consider how you will manage and support volunteers during their time with you. You can advertise such opportunities through Carmarthenshire Association of Voluntary Services.
Further guidance can be found on the Resource Centre website.
There may be alternative opportunities if the Core Group does not envision undertaking the long-term management of the site. In this instance, contact third sector organisations, charities, or the local Town or Community Council who may be willing to discuss adopting or assisting in the future maintenance and/or management of the site.