YHAgroup.org.uk

Hostelling and Local Groups are an integral part of YHA. As such they receive a variety of services from the Association and are entitled to representation at the Hostelling and Local Groups Conference. In return Groups have certain obligations, the principal being the acceptance of certain constitutional requirements. In the case of newly established Local Groups the Model Constitution must be adopted when the Group is formally set up.

In addition each Group may have its own Standing Orders which govern the day-to-day working of the Group and which regulate such matters as committee composition, frequency of meetings and dates of Annual General Meetings. However, these should be kept to an absolute minimum to avoid tying one’s own hands.

Hostelling and Local Groups, just like hostels, come in all shapes and sizes. But they have one thing in common, an intention to serve the YHA members in their area by providing a hostelling and a social programme. To operate effectively the Group must have a degree of organisation and the provision of this is the responsibility of the committee.

As with any organisation, there are three essential officers - Chairman, Secretary and Treasurer - all but the smallest Groups will have perhaps a Publicity Officer, an Outdoor Organiser and an Indoor or Social Secretary. Publicity should be the responsibility of every member - not just of the committee, while everyone can contribute to the social programme. The Outdoor Organiser may deal with bookings and also with a programme of walks, etc. The committee should work together, should keep the Group informed of its activities and should make sure individual tasks are carried out.

The Chairman is spokesman for the Group, chairs committee and general meetings and co-ordinates the Group’s activities generally.

The Secretary carries out the usual duties of listing members, keeping in contact with them, notifying them of AGMs, dealing with correspondence and keeping minutes. It is essential that the Secretary shall be prompt and precise. The Secretary is usually the Group contact. The Group contact needs to be one who has a pleasant telephone manner and be willing to act as the first point of contact for all telephone calls from YHA members and others seeking information about your Group. Whilst this position may not have the responsibilities of the Publicity Officer it is never the less an important one in that it helps to maintain the groups membership levels. The Group contact is also the person to whom hostelling and Local Group Committee members telephone for information. An assistant secretary could be responsible for the activities of the Group contact.

The Treasurer maintains accounts, collects subscriptions and handles the Group’s Bank account, providing statements as required, and presents the accounts at the AGM.

The Publicity Officer’s function may appear to be fairly obvious - elsewhere we include a section on publicity for Groups - but since the Object of YHA is “to help all………” then publicity is vital to get people into YHA through joining the Group and becoming YHA members.

The Outdoor Organiser arranges the Group’s weekend and longer events. He/she may deal with bookings, and may also arrange events such as theatre visits, day and evening walks and cycle runs.

The Social Organiser arranges the Group’s regular indoor social programme using the talents of the Group and seeking out visiting speakers, etc.

Two group members should be selected as Delegates to attend the NHLGC Annual Conference. Ideally these delegates should be the Chairman and the Secretary who could speak and vote on behalf of the group. Should these persons decline this invitation then two others should be chosen from group members to attend conference in their place. The need not be committee members.

Additional committee jobs, depending on the size of the Group, may be Newsletter Editor, Membership Secretary (dealing with enquiries and membership records) and Bookings/Transport Secretary. The Group should also appoint an Auditor (who is not a Committee member). The Committee may also have members ‘without portfolio’ but should not become the entire Group under another name.