Hire of the Thrift Shop is £105 per week (or part thereof). For more information please contact Elizabeth Kirk at CVS Fife on 01592 567001 or visit the Thrift Shop web page.

CVS Fife is the Fife-wide Council for Voluntary Service, which exists to support and strengthen the role of the voluntary sector and, in doing so, to promote and support social justice in Fife.

We provide a range of services to voluntary organisations, community groups and charities in Fife including training, ICT & HR advice, organisational development (e.g. fundraising advice, policy development, business planning and committee development), guidance on financial management and guidance on legal structures.

CVS Fife also supports the voluntary sector to network, so it can engage with the Community Planning agenda and help to influence the design and delivery of services within our communities.

Our Information Service issues regular newsletters and bulletins to update organisations on our current activities and all of the services mentioned above. To join our mailing list, contact the Buckhaven office by telephone or email.

Yes, the Development staff work on an outreach basis and will try whenever possible to meet with you at a time and place convenient to you and the members of your organisation.

CVS Fife provides a range of support services to voluntary, charitable and community organisations. We offer an advisory and support service covering a range of topics including:

• Governance Issues (including management)
• ICT
• Funding Opportunities and Developing an Application
• Constitution Development
• Achieving Charitable Status

These are just a selection of the topics which CVS staff members can provide support on. We also run a Training Project which offers tailor-made as well as off-the-shelf courses for staff and volunteers of voluntary organisations. In addition to one-to-one support for organisations, CVS Fife also facilitates a number of voluntary sector networks which allows voluntary organisations to come together to tackle issues of common concern and get involved in the service planning processes in Fife.

There are several standard items you should include in the agenda of your AGM, although the specific terms of your organisation's constitution should be your main guide for what needs to be covered in the meeting.

• Apologies
• Minutes of last AGM
• Chair’s Report
• Manager’s Report (if you employ staff)
• Approval of Accounts
• Nomination of Independent Examiner (Auditor) for next year
• Nomination and Election of Management Committee (depending on Constitution)

More information is available in our Annual General Meetings - A Guide section.

Check your Constitution, but you will probably find that it states that an AGM has to be held once a year with no more than 15 months between each one. See our AGM Guide for more information.

OSCR is the Office of the Scottish Charity Regulator, which has the role of regulating and monitoring Scottish charities. From Spring of 2005, all charities, regardless of size or income, are being asked by OSCR to complete an Annual Return. Charities with an income of over £25,000 will also be asked to complete a more detailed Monitoring Return.

From April 2006, all charities will be ask to send OSCR accounts with the Annual Return and Monitoring Return. CVS Fife has staff members who can help organisations meet OSCR's monitoring requirements. Please contact us if you would like further assistance.

For further details on the role of OSCR, see the website: www.oscr.org.uk

A DRAFT copy of your organisation's Constitution should be sent to the Office of the Scottish Charity Regulator (OSCR) for comment on the content. OSCR can award the organisation with charitable status if it is satisfied that your organisation will pass the Charity Test. For more information, see OSCR's website: www.oscr.org.uk

There are two specific parts to the Community Planning process. The first part involves the community planning partners in an area (in Fife the partners are NHS Fife, Fife Council, Fife Constabulary, Fife’s Higher and Further Learning sector, CVS Fife on behalf of the voluntary sector, Communities Scotland and Scottish Enterprise Fife) working together to deliver joined up services that meet the needs of the community. The second part of the process involves members of the community working together at ground level to influence the community planning process, making sure that service delivery does take into account the needs of communities.

See our section on Community Planning and the Voluntary Sector for more information.

No, the plan was developed between the 7 community planning partners: Fife Council, NHS Fife, Fife Constabulary, CVS Fife, Scottish Enterprise Fife, Communities Scotland and Fife’s Higher and Further Learning sector.

Most voluntary organisations become involved through various forums that are established in Fife and reflect the services that they provide. If you would like to find out more about Community Planning in Fife, please visit our Development / Capacity Building Officer, on the number above or email lyndsay.macadam@cvsfife.org.

The advantages vary from organisation to organisation, but generally they can include:

• Improved knowledge of funding avenues
• More influence over service delivery and design
• A more united and therefore stronger voluntary sector
• Having your voice heard

The Local Government in Scotland Act 2003 placed a legal obligation on local authorities to facilitate the community planning process as well as a duty to participate on all public and statutory bodies.

You may have a virus or possibly your computer has been targetted by spyware. We have a page of information about viruses and spyware, with advice on how to remove them and how to keep your computer safe.

Unlike photographs and clipart, video and audio files are not embedded into the presentation - Powerpoint loads the files when the slide is displayed.

You need to copy the video / audio files into the same folder that your presentation is stored on the laptop.

A wide range of software products from Microsoft, Macromedia, Symantec etc. is availlable at greatly reduced prices for charities from www.pugh.co.uk

You can have a basic and free website through the Digital Fife Project. It uses an online system that lets you create your site without having to learn the skills normally needed to build websites.

If you need a larger website, CVS Fife can provide help and advice on buying domain names, web hosting and web design. Please contact Ron Smith our ICT Adviser - email: ron.smith@cvsfife.org.

Our ICT Adviser can come out to your office and advise you on the equipment required to help you get the most out of ICT.

All voluntary and community organisations working with children must now comply with the requirements of the Protection of Children (Scotland) Act 2003. The Act states that all NEW members of staff and volunteers working in a childcare position must go through an Enhanced Disclosure check. Organisations working with vulnerable adults may also be required to carry out Disclosure Checks on staff and volunteers.

Disclosure checks for the voluntary sector in Scotland are dealt with by the Central Registered Body in Scotland, based in Stirling. Once a voluntary organisation registers with CRBS, it can access free Disclosure checks on volunteers. However, organisations need to take certain steps before they can register with CRBS, and CVS Fife can provide guidance on those. Please contact us if you would like one of our staff members to visit your organisation and discuss your Disclosure requirements.

To find out more about CRBS, see the website: www.crbs.org.uk

Organisations working directly with children (defined as any young person under the age of eighteen) and vulnerable adults need to carry out Disclosure Checks on staff and volunteers. CRBS, the Central Registered Body for Scotland, will carry out free Disclosure Checks on volunteers for registered voluntary organisations. See the website for further details: www.crbs.org.uk

The dissolution clause in your organisation's Constitution should set out the steps you need to take. It will normally outline the notice that needs to be given of a special meeting and also what happens to the assets of the organisation when it has been dissolved. See our Writing Your Constitution Guide for more information.

We do not hold a complete list of venues within Fife but can give general information on venues we are aware of. Please contact us for details.

There are a number of issues to consider in terms of organising a gala day, and it is a good idea to start planning as early as possible. There are key people your organisation should talk to, such as local people, the police, first aid providers, the local authority, other local organisations and businesses and suppliers.

In terms of funding for your event, Fife Council's Community Awards scheme has a specific programme for Community Events, and you may be able to cover part of your costs by applying to this funding stream. Again the key factor in organising a successful event is to plan well in advance, and work out all of the costs that have to be covered and how they will be met.

Community Services within Fife Council have produced a useful guide entitled "The Events Toolkit" which can help you plan your community event. Contact Community Services on 01592 412342 for a copy.

Yes, there is a form on our News and Events page that will allow you to send us the details. This is a free service - please read the disclaimer/instructions on the form page.

If your organisation's income is more than £100,000 you will need to have audited accounts, and if you are a Company Limited by Guarantee you will need audited accounts. Otherwise, you can have your accounts Independently Examined by someone who is independent from the organisation.

Yes, it is good practice to keep the Management Committee up-to-date with the financial position of the organisation.

CVS Fife has a number of staff members who can give guidance on completing funding application forms. We can also look over draft forms and give feedback. It is always a good idea to have someone from outwith your organisation or group to have a look at your form before you send it off, as it is very easy to miss a small detail which can make your whole application invalid. The Big Lottery Fund estimates that over 60% of unsuccessful applications it receives do not make it through because the form has not been completed correctly.

CVS Fife holds a range of information on funding opportunities. Our website holds a database of funders as well as a funding news page. At our main office we also have the latest edition of Funderfinder software which you can access on a pre-booked session with a member of staff. If you have queries regarding specific funders, please contact our Information Service.

Please see our Green Office pages for a sample policy which can be adapted for use within your own organisation.

Yes – there is a list of useful websites on the Green Office section of our website, with information on recycling computers and other electrical equipment.

There is an MS Excel spreadsheet that you can download from the Green Office section of our website.

• Asda Stores, Kirkcaldy
• Shell Cleaner Gas, Cowdenbeath
• Bridgend Garage, Freuchie
• Clathchard 4x4 Garage, Newburgh
• Randolph Gas Supplies, Kirkcaldy
• BP Kingdom Services, Halbeath, Dunfermline

CVS Fife no longer has an HR Advisor but we can provide some advice on best practice in Recruitment and Selection.

We have details on many Fife organisations - listed by town, category and by name.

Browse the Directory of Organisations for details.

You can also download a form to register your organisation in our database and benefit from CVS Fife mailings and promote your organisation on our website.

We have an extensive database of voluntary and community organisations in Fife available on our website. Browse the Directory of Organisations for details. We would encourage organisations doing similar things to network with one another.

Under the Data Protection Act 1998, a data subject (anyone who can be identified by personal information you hold on them) has the right to see most of the data you hold on them. There are some exceptions, for example you do not have to give access to any confidential reference you have sent, and if any of the material identifies another individual, this may not have to be passed on.

A request by a data subject to see the information held on that person must be made in writing. Many organisations have developed a "Subject Access Request Form" to make sure that a standard procedure is followed every time. Once a request has been made, it must be processed within 40 days. It is possible to charge a fee for dealing with a subject access request, up to £10 per request.

It is wise to develop a Data Protection policy within your organisation which gives a framework for dealing with issues such as these. Contact CVS Fife for further asistance.

A Constitution is a written document relating to community groups, voluntary organisations and charities which sets out:

• What the group is planning to do (Aims and Objectives)
• What powers the group will have in working towards its aims
• Who can join the group and how they join
• How the group will be run (the Committee)
• Procedures for selecting the committee and for running meetings
• How the group will manage its money (Finances)

Our Writing Your Constitution page provides further information. CVS Fife staff members can provide one-to-one support to groups interested in developing a constitution - contact us for more details.

When an organisation employs staff, and/or has premises, or has large amounts of money, becoming a Company Limited by Guarantee limits the liability of the Management Committee members (who become the Directors) usually to a nominal sum of £1.00. However, Company Limited by Guarantee status will not protect Directors if they have not been properly managing the organisation's affairs.

CVS Fife's Development / Capacity Building Officer can provide further guidance on this topic, please contact us for more details.

The organisation's Constitution will become the Memorandum and Articles of Association of the organisation. As this is a legal document it is advisable that the process is done through a solicitor.

The Solicitor’s fee will vary but an estimated cost would be around £1,000. It also costs £20 to register with Companies House. The cost for lodging the Annual Return is £30.

Yes, we can work with organisations to develop their own policies tailored to their specific needs. We have experience of working with organisations to enable them to develop policies on topics such as:

• Equal Opportunities
• Lone Working
• Data Protection
• Green Office

Please contact us to discuss your specific policy needs.

Yes, but we would recommend that organisations work with us to develop their own required policies which fit the nature of their operation.

CVS Fife has development staff who can support your organisation to develop a Business Plan using your ideas and aspirations. The approach may vary from one organisation to another. Please contact us for further information.

Volunteer Centre Fife deals with the recruitment and placement of volunteers in Fife. There are offices in East, West and Central Fife.

Volunteer Centre Fife telephone numbers are:

• Cupar - 01334 412998
• Dunfermline - 01383 312015
• Kirkcaldy - 01592 412369

A PDF version of the form is available to download from the Directory Home Page.

The recruitment of volunteers in Fife is dealt with Volunteer Centre Fife, which runs a matching service for those interested in volunteering and organisations looking for volunteers. Please see Volunteer Centre Fife’s website for further details: http://www.volunteeringfife.org