MINUTES – Lyde Green Neighbourhood Watch
Folly Pub, Lyde Green, 1st June 2017 @ 7PM
Present:
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Cate Biggs |
Mark Humphrey - Interim Web Support |
James Blackwood - Zone 7 Coordinator & Interim Chair |
Robin Iles - Zone 4 Coordinator & Interim Public Relations |
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Adam Harrison - Zone 3 Coordinator & Interim Social Media |
Chris Laban - Zone 8 Coordinator & Interim Treasurer |
Zoe Mulligan - Zone 5 Coordinator & Interim Secretary |
Simon Britton - Zone 10 Coordinator & Interim Webmaster |
Upcoming dates:
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Type |
What |
Date |
Time |
Place |
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Pre-Event |
Pre-Meet for those volunteering at Summer Sizzler |
Thursday 22nd June 2017 |
7:30pm |
The Folly Pub, Westerleigh Road |
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Event |
Summer Sizzler - Volunteers Needed for 1 hour slots |
Saturday 8th July 2017 |
12-4pm (set up at 10am) |
Blackwell Common (by Science Park & NCC) |
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Committee |
Committee Meeting |
Thursday 10th August 2017 |
7:30pm |
The Folly Pub, Westerleigh Road |
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Public |
Annual General Meeting |
Monday 18th September 2017 |
8:00pm |
Cullimore Room, Emersons Green Village Hall |
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General
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ACTION |
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Item 1 |
Previous Actions - Update
Leafleting & Door-knocking Agreed to carry out leafleting prior to AGM at end of August (and to use this as an opportunity to publicise the AGM) Door-knocking to be carried out after the AGM from October alongside Zone Coordinators and PCSOs
Advertising NHW Info/Leaflets to be included in Developers New Home Welcome Packs. Bellway and Barratts have agreed so far. Robin has agreed to put together a NHW info sheet for homes to include: ● Facebook Page details ● How to Get Involved ● Email Address ● Website ● Generic Advice and How to Report Issues Deadline for completion by end June ahead of Summer Sizzler for use at event.
We intend to look into whether we can be included in the Standbrook Guide and the Voice.
Email Domains Simon to look into email domains - @lydegreennhw.com. By end of June ahead of Summer Sizzler so this can be included in any public promotion.
Voice We were in the Voice again. They have issued an apology about last month’s mistakes and have included an update as requested. If we’d like any updates to be included in future editions, they must be emailed to This email address is being protected from spambots. You need JavaScript enabled to view it. by the 3rd Tuesday of the month.
Money & Sponsorship All funds and transactions, as well as any startup costs, need to be recorded so we can keep track of it. Chris to put together a spreadsheet to record this. Chris also to look into community group bank accounts. Deadline - committee meeting on 10th August ahead of AGM.
For our big sponsor (the Insurance Helpline who donated £500 for signage), we’ll offer advertising space for leaflets at our stand at the Summer Sizzler and will invite them to speak for a couple of minutes about their company at the AGM. Deadline 10th August
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Robin
Simon B
N/A
Chris
Cate/Ursula |
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Item 2 |
Constitution & AGM This has now been put together - Thank you James (and Adam)!
We need to have an Annual General Meeting (AGM) to formally elect the Lyde Green Neighbourhood Watch Residential Committee. All residents in Lyde Green are welcome to attend this public meeting.
There are 10 Roles up for election: ● Chair ● Secretary ● Treasurer ● Social Media ● Web Master ● Web/Technical Support ● Newsletter Editor ● Events Coordinator ● Public Relations ● Zone Coordinator Manager
➔ One Zone Coordinator will also be formally elected per Zone, and all non-elected Coordinators will be “Zone Contacts”.
Some volunteers have agreed to take up these roles in the interim (see above) but all nominations for these roles must be received by 12pm on 1st September.
Constitution will be updated and published once finalised. We’ll also publicise the roles and role descriptions once finalised with a link to further info about what Coordinators and Contacts are and their requirements.
Our first AGM will be held on Monday 18th September 2017. We have provisionally booked it into the Cullimore Room at Emersons Green Village Hall from 8-10pm. Costs are £15.60 per hour plus any refreshment costs - Cate to ask Knightstone if they’d be willing to fund this. Alternatively we’ll look to fundraise at the Summer Sizzler to cover costs.
We will invite our Signage sponsor (The Insurance Helpline) to talk for a couple of minutes about what they do as a thank you for such a large donation.
We’ll advertise the AGM at the Summer Sizzler, on Facebook and in the EG Voice.
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All
James
Cate
Cate/Ursula
Robin/Adam |
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Item 3 |
Lyde Green Summer Sizzler - Saturday 8th July 2017, 12-4pm We have a stand booked at the Lyde Green Community Association’s Summer Event on Saturday 8th July from 12-4pm. Cate has spoken with Trevor Wilmott (NHW Administrator for A&S Police) about the Police Beat Teams having a stand next to us to answer any policing queries.
Equipment: Gazebo/Tent - Phil James Tables/Chairs - Adam Harrison A NHW board, Flyers/Leaflets, NHW Window Stickers and more (Collect from Trevor from EG Office) Map of Zones (Cate to ask Marie to print a new one) Sign Up Sheet - mailing list & volunteers Leaflets from Insurance Helpline (Sign Sponsor) Some sort of pull e.g. sweets or a police car
Volunteers Please let us know if you are able to cover any time slots for our stand. We need at least 2 volunteers to cover the stand at all times - we will be having a pre-event meeting on at 7:30pm on Thursday 22nd June at The Folly to brief all volunteers of their tasks. It would be great if you could let us know if you’re available and willing to do any extra slots too, just in case someone pulls out last minute or there’s a problem.
Please add the times you are available to help via the following link by 21st June: https://doodle.com/poll/utk6hsvbtug2izeb
The times are: ● From 10am (Setting up the stand) ● 12pm - 1pm ● 1pm - 2pm ● 2pm - 3pm ● 3pm - 4pm ● From 4pm (Taking the stand down)
What volunteers will need to do (there will be a briefing meeting beforehand): ● Talk to residents ● Explain to residents what the NHW is ● Promote the upcoming AGM (18th September) ● Hand out safety leaflets/info ● Sign residents up to an optional mailing list ● Signpost to Facebook page/groups ● Re-direct to Police Stand where required (hopefully will be next to us!) ● Help set up/take down the stand (10am/4pm slots only)
NB: We need to get some pictures of our stand for future use.
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Cate
Phil Adam Cate
Cate Cate Ursula ?
All
All
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Item 4 |
Signage We have had a £500 donation for NHW signage from the Insurance Helpline and have sent off order form and cheque to A&S Police. The £500 donation will buy 80 signs which should cover most of Lyde Green as stands in June 2017 ahead of further development.
Placement of Signs 1. Request permission from South Gloucestershire Council to put up NHW signs on lampposts/road signs 2. Send blanket email to Consortium and all LG Developers telling them where and when we will be putting up the NHW signage with a deadline for objections. 3. Put up NHW Signs and create map to show where our signs have been placed (asset registry)
Future Plans: To get larger, specially made NHW signs for entrances to Lyde Green (by Science Park & Sainsbury’s roundabout). These cost approximately £25-40 per unit.
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AOB |
Some Coordinators are unsure of tasks: - Explained that this info has gone out on a few occasions. We are working on clarifying their role as part of the Roles document. In the meantime, please await further instructions.
Will speak with Bromley Heath Neighbourhood Watch to find out how their system of Coordinators and Contacts works for them.
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Cate |
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Next Meeting: 7:30pm Thursday 10th August 2017 at The Folly Pub Zone coordinators and those who would like to be part of |
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