AGM 2006

Minutes of the Inaugural Annual General meeting held on Wednesday, 31st March, 2006, at the Corn Exchange, Devizes.

1. Introduction.

The meeting was opened at 7.00pm by Digby Barker, Interim Chair of the W&S NHW Association. He welcomed everyone to the Association’s inaugural AGM.  He introduced his fellow members of the interim Committee, explaining that the word ‘interim’ was to remind everyone that they were not an elected Committee: they were simply volunteers who, through various routes, had found themselves in a position to help with the development of the Association. He explained that fewer people were present than expected: some 130 had said they would be there out of the 800-plus association members invited. In line with the interim Constitution adopted by the Committee, invitations had been sent to Area Coordinators registered with the association and registered Scheme Coordinators where there was no registered Area Coordinator. ( Secretary’s Note: the details regarding invitations were as follows:

371 by email	65  replies	42 attended	23 apologies
448 by post	20  replies	11 attended	9 apologies
819 contacts	85 replied	53 attended	32 apologies
Plus 12 Ex-officio and others inc. sponsors.

Apologies for Absence - Full details of the 32 Apologies received recorded on register of attendance, held separately.

2.  A review of the Association’s background and progress.

The Chairman gave a comprehensive review of the background to the Association and events / issues leading up to the AGM.  This included the groundwork done by the Development Group prior to its transformation into the Association in July 2005 with a Constitution based on a National Neighbourhood Watch Association model.  He outlined the objectives for 2006 that the Executive Committee were working towards.  These are:
i). Improve communications between the Police and Neighbourhood Watch (NHW) co-ordinators
ii). Recruit co-ordinators to fill the gaps at all levels in the NHW organisation
iii). Maintain sufficient funding
iv). Carry out NHW co-ordinator training

Although Communication was paramount, availability of funding had been a major constraint until Soft Options and ADT came forward as sponsors for which support the Association is most grateful.  The main source of contact details on Association members is the Wiltshire Police NHW Database (known as ‘CMS’) where some 30% are on e-mail but some 40% of its contents required updating as information was more than 2 years old.  This is a major task for the Association working in conjunction with the Police.

3.  Neighbourhood Watch: a Police perspective
Inspector Nick Bancroft, HQ Community Safety Inspector, provided a comprehensive account how the Police dealt with the valuable links to the Association, including the real benefits to a safer society for the area’s residents.
Communication was the most important and demanding issue with some 4500 schemes to liaise with across the County. A previous Voice messaging system had proved unpopular and not easily managed. There were a number of complicated issues to deal with and it was decided as not being practicable and had therefore been stopped.

The future lay in:

1. Neighbourhood Policing Teams (NPTs)
2. Populating the NHWA structure
3. VCR (Voice Connect Relay) a new, more flexible messaging system

NPTs were to be discussed by Insp. Lange; the structure of the NHWA was vital to effective linkage with the Force; and VCR was currently ‘on hold’ as the cost (some £30,000) could not be justified while impending mergers of Police Forces could result in such expenditure being unnecessary. However with a combination of these factors he was confident that significant improvements would be possible.

4.  Neighbourhood Policing Teams:  effects on NHW and the Community
Inspector C. Lange NPT Project Co-ordinator, gave an illustrated outline of the current situation and future plans for Neighbourhood Policing Teams (NPTs) in Wiltshire and how they are expected to be rolled out over the next few years. He stressed that:

• it is vital that the Community’s priorities were met. 
• Communities will have great influence over future work. 
• while crime is going down the fear of crime is going up.
• NPT principles are:

1. Access - by knowing the local Police Beat Manager and how to make contact with the Team
2. Influence – by communities regarding local priorities
3. Joined-up action – with civil partners in the local community

In order to get safer neighbourhoods and to have PCSO’s in place by Spring 2008 deadline, there have been several pilot areas and are to be several development areas in the county.  The areas covered were Salisbury, Swindon, Trowbridge, Devizes, Tidworth, Chippenham, Broadgreen Ashton Keynes, Minety.

These had been chosen carefully to demonstrate where the weaknesses are.  He concluded by stressing that people must feel they have a part to play in the process, so that the right joint action is undertaken to achieve further crime (and fear of crime) reduction.

5.  NHW Insurance, Communications Sub-Group and National Updates
David Grimsdale spoke in detail about the Sub-Group’s work.  The main message was that while there has been much progress in working with the Police force across Wiltshire many more NHWA volunteers are wanted. He reiterated a number of points made earlier in the meeting by previous speakers, demonstrating the good co-operation between NHWA and the Police.

There was a text messaging pilot scheme being set up in the Marlborough area.  The Association’s web pages (hosted by the Police NHW website) were a priority for development.  More newsletters to disseminate information were planned now that funding was available.  Discussions were underway with Section Inspectors to improve communications.  NHW Volunteers were needed in Police Stations in order to help maintain NHW records and to relay information thus freeing-up Police resources for the work that only they can undertake.

Reference was made to the difficulties the National NHWA was experiencing with its future yet to be resolved, however the Public Liability insurance was still applicable as this came from the Home office to the County Association (but individuals must be active NHWA members to benefit): discounts in House Insurance premiums was also a potential benefit for Association members.

6.  Treasurer’s Report 2005/2007 and Presentation of Accounts 2005/2007
The Treasurer, David College presented the accounts as shown at Annex A to these minutes.
 These were accepted and approved unanimously.
He concluded by suggesting that the potential for future sponsorship could include a range of businesses with direct and indirect connections to the consequences and prevention of crime e.g.

• Solicitors
• Estate agents
• Double glazing firms
• Insurance brokers and companies

A vote of thanks was given to the Treasurer for his work.

7.  Election of Executive Officers and announcement of Committee Members

The following Association Officers had been proposed on the form included in the AGM calling notice:

Chair	Digby Barker	Proposed	D. Grimsdale	2nd	B. Jenkins
V/Chair	Davis Grimsdale	Proposed	D. Colledge	2nd	D. Barker
Treasurer	David Colledge	Proposed	D. Barker	2nd	D. Simmonds
Secretary	Peter Richardson	Proposed	C. Humphries	2nd	G. Hillier

That these should be elected ‘en-block’ was proposed at the meeting by Gorden Swanson and seconded by Robin Steel. This was carried unanimously.

Volunteer Executive Committee members as put to the meeting on the order paper sent out were:

• David Simmonds: District Co-ordinator, Salisbury City - Salisbury Section.
• Pete Owen: Section Co-ordinator, West Wilts - Trowbridge Section
• Sally Woolacott: Scheme Co-ordinator, North Wilts - Chippenham Area
• Barry Jenkins: District Co-ordinator, Swindon
• Rodney Hulverson: Section Co-ordinator, Tidworth Community Area

All the above were accepted en-block with none voting against and no abstentions.
The Chairman noted that other volunteers could be co-opted as necessary and that anyone interested should get in touch. He also pointed out that there were several representatives from Wiltshire Constabulary who were Ex-officio Association Executive Committee members and others who attended meetings as required.

Auditor:  Robin Steel    offered his services and was proposed by Ann Coles and seconded by Kate Goodenough. This was carried unanimously.

8. “Post-it Note” opportunity.

Everyone was given the opportunity to contribute to ask questions of the Association including, during the break in proceedings, by way of Topic sheets for ‘post-it’ note queries.  The answers would be posted on the Association website: a copy of this material is reproduced at Annex B to these minutes.

9. Closing remarks

A vote of thanks for the organisers of the AGM was proposed by Gorden Swanson which met with the unanimous approval of the meeting.
The Chair thanked everyone for attending and on behalf of the Association thanked the Police and the Sponsors for their considerable support.
The meeting closed at 8.59pm.

Signed as an approved record

STATEMENT OF ACCOUNTS 2005/2006

For the Year Ending 31st January 2006 (1st Year)

Income:
31st Jan 05 - Open account: £50.00
4th Jan 06 - Wilts. Constabulary: £800.00
1st Nov-31st Jan - A/C Interest: £0.38
Total: £850.38

Expenditure:
1st Nov 05-31st Jan 06 - Tax: £0.07
Total: £0.07

Net Income: £850.31

Bank Reconciliation

Balance per bank statements 31st January 2006                        £          £
Abbey National Business Account                                       850.31
                                                                                                       850.31
No un-presented cheques at 31st January 2006
No un-banked cash at 31st January 2006
Net Balance as at 31st January 2006                                   850.31
Cash Book
Opening Balance 1st February 2005                                    50.00
Add: Receipts in the year                                                               800.38
Less: Payments in the year                                                (0.07)

Closing balance per cash book as at 31st January 2006    850.31

Prepared by: D.J.Colledge, Treasurer  2nd February 2006.

Responses to issues raised:

The Police and NHW - what are your expectations?

Q. Police Community Support Officers (PCSOs) used to have a high-profile presence.  They are still very helpful and doing a great job but why do they now drive through my area in a car?
A. PCSOs are tasked in response to information the police collect about the incidence of Crime & Disorder. To be most efficient the PCSOs therefore need to get to their ‘beats’ as soon as possible: travel by car obviously maximises the time they can spend as a high-profile presence in the priority areas. When you see them driving through your area they are not patrolling it by car: they are on their way to or from their current ‘beat’.

Q. There is little feedback from police in response to information provided (and also follow up after crimes with progress on investigations)
A. Feedback is one of the main issues, which the Association is discussing with the police in an attempt to improve this problem.  We are also discussing such issues with the Divisional Inspectors.

Q. We need to work together to improve communications between Police and members of the public (TWO WAY).
A. The Association has realised this is a major problem which we are discussing with the police.  Regrettably much of the onus is on the police to change of which we have little control

Q. Will the staff for Neighbourhood Policing Teams (NPTs) be long serving?
A. The Team managers are unlikely to be moved nor receive promotion, which is why they will be paid more than their counterparts

The Association - how can we make it a success?

Q.  We need to be telling the public what the Association is doing – this may encourage greater support. Could we generate more NHW awareness and interest using local radio and Parish and Community Magazines?
A.  The Committee has set itself the objectives of issuing a Press Release following the AGM and to produce Press Releases following each Committee meeting. As a first step, given that out policy is to ensure close co-ordination with the Police on such maters, the Police Press Office has been invited to attend Association Committee meetings. However, for a comprehensive communication policy involving the press, local radio and community publications to be feasible we really need a volunteer to become Association Press Officer. Anyone interested? On a related matter, we are aware that press reports can lead to increased fear of crime due to exaggeration if they are not put into context. On the other hand there is the ‘zero tolerance’ argument that if minor problems are not dealt with in an area things can become worse because the perpetrators get to feel they can get away with anything. It is difficult consistently to strike the right balance.

Q.  Is any publicity planned to advertise the vacant Scheme /Area/Section/District Coordinator positions?
A.  Yes – we have already advertised the District and Section vacancies in our newsletter and this will go on the web as well. Unfortunately we do not have an up-to-date record of all the Area and Scheme Coordinators, but are taking steps to address this problem. When the Association can see all the data it is our intention to advertise all the vacancies

The Association - what do you want it to do for you?

Q.  Emailing is very efficient but its disadvantage is that I never meet anyone from the force.
A.  The Association has passed on similar comments about lack of contact by the Police from may NHW volunteers and the Police themselves recognise this is an issue. They believe that the advent of Neighbourhood Policing Teams should bring a greater frequency and regularity of verbal, if not face-to-face, communication with local NHW representatives. Apart from this, Section Coordinators can usually arrange, say, quarterly meetings for Area Coordinators and those Scheme Coordinators without Area Coordinators at which the local Police will be represented. Let your Section Coordinator know you are interested in these.

Q.  When Scheme Coordinators move no one takes over and the scheme folds.  We need to get replacements.
A.  NHW is a voluntary organisation so it’s up to people to come forward. The problem might be helped by existing Scheme Coordinators trying to get others to become their Deputies. In this way the job would not seem so daunting to these deputies when the Coordinator leaves or stands down and they will perhaps be more likely to take over. Also, to the extent that the work is shared Coordinators might feel able to continue for longer. Another aspect of the problem is that sometimes Coordinators do not inform the Police NHW Liaison Officer (or the Association) that they are planning to leave or step down. The more notice received the less likely there is to be a gap.

Q.  Not all have computers but most have mobile phones.  Can we communicate by text?
A.  It is hoped to trial this idea shortly in conjunction with a Security company that has agreed to demonstrate its system to us and the Police.  If it is successful then it may be provided on a wider basis but at a cost to coordinators  We therefore remain hopeful that a messaging system will be introduced whereby the police pass urgent information to scheme coordinators by email, phone or text.

Q.  90% of residents in my scheme are pensioners & do not use text messages. A text messaging system will do nothing for them.
A.  The text messaging is only a possibility and was a thought by the Association to be a stop-gap till VCRelay or a similar messaging system was introduced. This would be much more flexible as it could send out messages by phone, FAX, email or text.

Q.  How will young people be involved in actively participating in the new NPT's?
A.  The PCSOs have to date been very successful in relating to young people and as they will be in the NP Team we are hopeful that this role will continue

Q.  Can the Association develop a slick and user-friendly starter pack for new schemes and also new area coordinators?
A.  The Association has already developed a starter pack for new Scheme coordinators We are looking at how we can find more funds to distribute this to existing Scheme Coordinators We should be able to produce a ‘add-in’ for Area coordinators

What is the main problem with NHW?

Q.  Local residents’ apathy and difficulty in obtaining help from other scheme members perhaps because of low crime/anti-social behaviour rates.   
A.  Apathy can have many causes not all of which can be overcome by anything Coordinators can reasonably do. However, where it has been caused by disillusion with NHW - lack of contact with/feedback from the Police is a frequently cited reason - we are hopeful that the emergence of the Association, providing an additional channel of communication with the Police and linking previously compartmentalised NHW groups as it does, will gradually make a difference.  One approach is to make sure that the tasks you ask others to help with - especially for the first time - are so constructed and described as to seem easy to do (they are therefore are less likely to be declined); to produce an obvious benefit to the community or are otherwise satisfying to them (so people are motivated to undertake them). If you can offer tasks simultaneously to a number of people ‘peer pressure’ can also help to ensure that everyone contributes. In short, breakdown the work to be done in a way that reflects your knowledge of the people you want to work with you. Where people seem to feel that there is little to be concerned about consider making the NHW group more of a focus for social activities so that contacts are maintained that can be readily called into play if a NHW problem does emerge in the future.

Q.  What should I be doing as a NHW coordinator?
A.  The coordinator roles are published on this web site.  Should you need further details don’t hesitate to contact us

Q.  How do I get more volunteers?
A.  As NHW develops in Wiltshire we hope that the communication problem will be resolved, which in turn will lead to more active NHW Schemes to which people will feel more encouraged to join.

What are your expectations of National Neighbourhood Watch Association (NNWA)

Q.  NNWA should represent all the County Associations, and be a unified and strong voice of NHW at national level with the Home Office).
A.  We need to ensure that what ever rises from the ashes of NNWA is fully supported by all the associations across the country so that it can present a unified voice when speaking to government. We also need to ensure the new body listens to its members, distributes good practice and possible provides us with funds.