The second part to setting up a stammer support group.

Adapted from the British Heart foundation guide to setting a self-help group 

What sort of group should it be?
There are different ways to run and lead a stammer support group. The members will need to decide on the leadership style and be clear about what form the group should take. This will depend on what best suits the group’s circumstances. Some groups choose to be very informal or unstructured while others prefer to run the group very formally with designated people taking on particular roles.

Informal group
In an informal group, all members tend to make decisions together, rather than relying on a committee. There is usually no-one in the roles of Chair, Secretary and Treasurer. It is important that the tasks are shared around the group, and that no-one gets stuck with all the responsibility. Pooling resources and working together will make your group stronger. It may be a good idea to appoint a different person as the leader for each session, or to have joint leaders in order to run through your planned discussions.

Formal group
Some groups may choose to become more formal as they grow and develop. Here are some things to consider if your group decides to have a formal structure.

Electing a committee
The committee will lead the group and should be representative of its members. The committee will make important decisions about the group’s activities and should report these back to the rest of the group.

Members will bring professional as well as personal attributes to the group. It is worth finding out what these qualities are and what members are prepared to contribute. For example, some may have computer skills or administrative experience, or may have been involved in previous committee work. Make sure that the workload is shared. No-one should feel over-burdened, and it is important that the group should not struggle if one person moves on.

Writing a constitution
If you decide to have a formal group, it is worth considering writing a constitution. You don’t have to have a constitution but many groups decide that it is a good idea.

A constitution is a short statement summarising the aims of your group and the way you are going to operate. You can show it to people outside the group to let them know what you are all about.

Two advantages of having a constitution are that it gives your group a sense of professionalism, and allows the group to apply for funding.

A constitution is a format for operating and managing the group, and it usually includes:

1. what the group hopes to achieve, and
2. how you will do all these things.

Group members should agree on the format and content of the constitution.

The role of the Chair, Secretary and Treasurer
The main officer roles are Chair, Secretary and Treasurer. These people undertake leadership responsibilities to make sure that the aims of the group are met.

Below are role descriptions for these jobs. These are just sample role descriptions.You can use these as a basis to produce your own role descriptions if you want to.

The role of the Chair
The aim of the Chair is to act as an elected leader, spokesperson and figurehead for the group.
Below are some examples of tasks connected to this role.

1. Ensure that the committee is achieving what it set out to do in its constitution.
2. Attend and maintain order at meetings.
3. Ensure that all agenda items are presented in an orderly manner at committee meetings and present minutes from the previous meeting.
4. Control the voting at committee meetings when decisions need to be taken.
5. Ensure that all members are treated with respect and have equal opportunity to express their viewpoints and ideas.
6. Ensure that where necessary a vote of thanks is performed.

The role of the Secretary
The main aim of the Secretary is to be responsible for organising meetings, papers and correspondence for the group.
Below are some examples of tasks connected to this role.

1. Organise committee meetings with the Chair.
2. Prepare and circulate the agenda,minutes and papers as appropriate.
3. Book the venue for meetings.
4. Deal with correspondence and where appropriate present these at committee meetings or public meetings.
5. Organise speakers and compile a speaker register.
6. Keep a membership register.
7. Keep attendance records.
8. Arrange outings or trips.
9. Be the named contact and correspondent for enquiries about the group.

The role of the Treasurer
The main aim of the Treasurer is to maintain control of the group’s money and to keep financial records.
Below are some examples of tasks connected to this role.

1. Keep a written record of the income and expenditure of the group.
2. Open an account in the name of the group.
3. Arrange payments by cheque with signatures as required by the constitution.
4. Make withdrawals and payments on behalf of the group.
5. Provide receipts and payments.
6. Keep a petty cash book and float to record the small financial transactions that are not paid by cheque.
7. Produce a balance sheet and a Treasurer’s report each year, showing the financial position of the group.
8. Arrange for the books to be verified by an external auditor.
9. Contribute to the planning of any fundraising activities on behalf of the group’s development.
10. Ensure that the group has sufficient funds to carry on its activities, and plan the running costs.

Sources of information