Prior to recruiting members, it is necessary for your group to be clear about its aims and objectives. Every group should have a Committee Members’ Handbook containing the following:

1. The organisation

• history
• mission statement
• aims
• services provided
• activities
• annual report
• promotional leaflets
• long-term business plan

2. Regulatory documents

Depending on your group's set-up, it may need to consider some of the following:

• Constitution
• Memorandum and Articles of Association
• Trust Deed
• Regulations
• Standing Orders
• Rules

3. Management Committee

• profile of current members
• addresses and telephone numbers
• Honorary Officers – job descriptions
• responsibilities of Management Committee members

4. Sub-committees and working groups

• terms of reference of sub-committees and working groups
• current membership

5. Policy and Procedures

• membership services and promotion
• equal opportunities, health and safety and other policy statements
• Volunteers Policy Statement

6. Financial controls

• latest financial reports
• current accounts/budgets

7. Employment practice

• recruitment procedures/contracts
• disciplinary and grievance procedures
• guidance on participation in Management Committee meetings

8. Legal responsibilities

• leases
• insurance
• health and safety policies
• contracts and agreements – funders/local authorities

In order to ensure that there is a fair balance between the expectations of your organisation and the rights of the member, every group should have a Volunteering Policy Statement. This policy should be individual to each organisation. For further guidance on how to produce one of these, refer to the ‘Useful websites’ section.