Lyde Green NHW Committee Meeting 3rd October 2017

Chairperson

James Blackwood

Present

Zone 1 Coordinator

Vacant

-

Secretary

Amy Rogerson

Present

Zone 2 Coordinator

Simon Venables

Apologies

Treasurer

Adam Harrison (Interim)

Present

Zone 3 Coordinator

Adam Harrison

Apologies

Public Relations Officer

Adam Harrison

Present

Zone 4 Coordinator

Melanie Whittle

Apologies

Webmaster

Simon Britton

Present

Zone 5 Coordinator

Zoe Mulligan

Apologies

Web Support

Mark Humphrey

Apologies

Zone 6 Coordinator

Vacant

-

Newsletter Editor

Keri Beckingham

Apologies

Zone 7 Coordinator

Renee Blackwood

Apologies

Social Media Administrator

Vacant

-

Zone 8 Coordinator

Iain Parkes

Apologies

Event Coordinator

Cate Biggs

Apologies

Zone 9 Coordinator

Vacant

-

Residential Zone Officer

Zoe Mulligan

Apologies

Zone 10 Coordinator

Bryan Parsons

Apologies

Type

What

Date

Time

Place

Public

TBC – Meet your NHW

01/12/17

TBC

TBC

Committee

Committee Meeting

09/01/18

8:00pm

The Folly

Committee

Committee Meeting

10/04/18

8:00pm

The Folly

Committee

Committee Meeting

10/07/18

8:00pm

The Folly

Public

AGM

TBD – September 2018

TBC

TBC

Committee

Committee Meeting

09/10/18

8:00pm

The Folly

Item No

Agenda Item

ACTION

Item 1

Event in the Last Month

1) The first Lyde Green Neighbourhood Watch (LGNHW) Annual General Meeting (AGM) took place on 18 September 2017 at the Emerson's Green Village Hall

Minutes of the meeting (MoM) have been distributed to the committee and zone coordinators.

MoM have been added to the LGNHW website http://lydegreennhw.com/

Action: JB to post link to AGM minutes on LGNHW Facebook page

Action: JB to share the post on Lyde Green Local

James

James

Item 2

Recent Issues and Incidents In Lyde Green

1) A question regarding lack of streetlighting within community was raised by residents via the NHW Facebook page. The following response given:

Consortium and SSE are working to ensure lights are working. First port of call for residents with queries regarding streetlighting in their area should be their developer.

2) An incident of vandalism was shared on Facebook. A group of kids were seen to be vandalising a Yo Bike in the area. A reminder was given that such incidents should also be reported to the police through the appropriate channels. It is unknown whether this incident was reported.

Item 3

Objectives for the next year

The Committee discussed LGNHW objectives for the coming year:

1.     Place signs within Lyde Green. Target – get signs up by end of 2017.

See item 4 for more information

2.     Hold a community event to publicise NHW.

The committee discussed the possibility of holding community events in the summer and at Christmas. It was agreed that a 'Meet Your Watch' event could take place in December if an appropriate venue could be sourced for free. All residents of LG would be invited to meet the NHW, in particular, the RZCs

Action: JB to discuss the option of holding such event with the CB – Event Coordinator

3.     Spread the word of LGNHW. Communicate what the value of a NHW is Work with LGCA

Action: KB to write an article for the next issue of the Emerson's Green Voice outlining the role of the NHW and providing contact information for residents

Action: JB to add quote about benefit of the NHW for article for the Emerson's Green Voice.

Action: James to see if the LGNWH are able to have a notice board in the new community hall providing information about the NHW.

4.     Fundraise so that there is surplus of funds within the account. Target of £200.

The committee made a number of suggestions including a Christmas carol singers in the community, a pub quiz (which could be combined with the event in December) and the possibility of hosting 'pub nights' at the community centre.

Action: AR to look into licensing requirements for pub nights in public places

5.     Complete ‘admin’. Website / distribution lists / our watch registration / bank account/fill all roles within the NHW and ensure everyone understands responsibilities.

James

Keri

James

James

Amy

Item 4

Sign Placement

LGNHW have procured 80+ NHW signs to be placed on lamp posts throughout Lyde Green. The NHW aims to have all signs in place by the end of 2017

Current status: Lamppost locations have been mapped. Crosses mark posts on properties and dots are on private land. Await confirmation from council that the signs can be installed.

Action: CB to digitise mapping of posts with intent of informing council at next Lyde Green Partnerships meeting.

Action: CB to feedback further rules on where they can located.

Cate

Cate

Item 5

Residential Zone Coordinators

1) Introducing Zone Coordinators to their Zones

The committee discussed the introduction of Residential Zone Coordinators (RZC) to their respective zones.

It was agree that all RZCs would be subject to identity checks via the police. This would also apply to new members of the LGNHW committee.

Action: CB to advise who best to contact regarding identity checks

RZCs will each be given a script/leaflet that can be used to introduce themselves to the residents within their zones. These will need to be edited so that they are zone specific. They can be delivered to residents along with NHW leaflet and window sticker.

Action: AR to draft a 'script' for the RZC introduction leaflets

The committee agreed that RZC introductions could be posted on the LGNHW FB page

Action: KB to draft a number of interview questions to be completed by RZCs as a way of introducing residents to their coordinator and to RZCs in other parts of the development

2) Zone Databases

The Committee discussed the implications of each RZC holding a database of addresses for their respective zones. All information would be stored securely and would only be kept with permission of the resident. The group discussed a number of ways that this could be carried out and it was agreed that feedback from LG residents would be beneficial at this stage

Action: JB to write a post for the LGNHW Facebook page (and LG Local page?) requesting feedback from the community about the role of a local database of contact information in the event of an incident at their property while they are away from home.

Action: AH to clarify what the Data Protection Act requires in terms of holding personal information.

3) NHW signage

RZCs will be asked to contact any residents who may have a NHW sign placed near their property to gain acceptance/address any queries.

Action: ZM to coordinate this upon confirmation from CB that signs can be installed

Cate

Amy

Keri

James

Adam

Zoe

Item 6

Finance

The interim treasurer confirmed that no additional funds have been secured since the last meeting

Adam has been provided with information about setting up a bank account to hold LGNHW funds. The bank account will require dual signatures to safeguard transactions.

Action: AH to start the process of opening a bank account and to contact the LGNHW chair and secretary with instructions.

Adam

Item 7

Website

The committee discussed which management tools would be used to administer the NHW. The committee agreed to continue with the use of Trello as a behind the scenes tool and the LGNHW website.

Simon confirmed that differing admin rights for the website can be given to different committee members to allow sections of the website to be maintained by relevant committee members.

Action: SB to provide admin rights to the chair, secretary and treasurer in order to upload documents. Admin rights should also be provided to the Residential Zone Officer (ZM) and Web Support (MH)

The committee discussed sharing a newsletter with LG residents to be posted to the website twice a year

Action: KB to draft a newsletter template following research into other NHW scheme outputs.

All agreed that the 'Committee' tab on the website should stay in place. This can be removed in the future if necessary.

Simon

Keri

Item 8

AOB

Standardising communication with residents (emails/Facebook/other):

The committee acknowledged that not all residents will access FB and therefore it has been agreed that a monthly round-up of information shared on FB will be sent to all residents on the mailing list via email. The round-up will just contain a summary of information.

Action: SB to set up a point on the website to allow residents to sign up to the distribution list. Residents will be able to opt out of communications at any time.

Dates for next meetings: It was agreed that Committee meetings would be held quarterly on the second Tuesday of every month.

Simon

Next Meeting: 20:00 Tuesday 9^th January 2018 at The Folly

Committee members and Zone coordinators are invited to attend