Byfleet, West Byfleet and Pyrford Residents’ Association
July 2018
Aims and Objectives
To maintain and enhance the character and well-being of the three villages as per item 2 of the Constitution:
The objects of the Association shall be to promote, uphold and protect the interests of residents in all matters affecting or likely to affect Byfleet, West Byfleet and Pyrford and its’ environs; to bring to the notice of relevant authorities or bodies matters which affect the interests of the residents and where applicable keep the membership informed; to support and promote social and benevolent activities for the general benefit of Byfleet, West Byfleet and Pyrford residents, and to fund raise in support of these activities when required.
Responsibilities of Postholders
Chairman
- To lead the Association to deliver its aims and objectives
- To chair the AGM, EGM if necessary, and regular Committee meetings
- To act as the official spokesperson for the Association
Vice Chairman
- To support the Chairman as requested
Village Representative – (VR)
- To monitor/raise issues and speak for the village
- To recruit, support and monitor the street representatives re. magazine deliveries, subs and local issues
- To be responsible for the quality of data held within the database for their district, (the secretary is deemed to be VR for advertisers, business members, friends and members outside of the three villages)
- To liaise with the Membership Secretary re. recruitment
- To keep in contact with local Councillors
- To track changes in local shops and businesses
- VRs may appoint an Assistant VR/Assistant Membership Officer for their village (see below)
Treasurer
- To safeguard the assets of the Association
- To keep the books up to date and prepare annual accounts for examination
- To conduct all business with banks, change signatories etc.
- To be responsible for the integrity of the subscriptions collection process and the related banking arrangements including reconciling paid in subscriptions with paying in records and database updating
- To raise invoices and ensure collections made for any advertising or similar services based on instruction from advertising manager (see below)
- To manage risk policy and ensure Committee reviews risk register at least once per year, include managing insurance
- To deal with the Tax Authorities where appropriate
- To present a report at each Committee meeting of financial matters and related risks and opportunities
Planning Officer
- To monitor all planning applications and advise how these should be dealt with, including appeals
- To advise residents of the need to monitor developments re. compliance of plans and conditions, 106 agreements etc.
- To have an ongoing dialogue with WBC and SCC officers re. planning policy
- To liaise with the three Neighbourhood Forums to ensure appropriate coverage of issues and commonality of policy
Secretary
- To take minutes at meetings, prepare and circulate minutes to Committee members
- To write formal letters including invitations as required
- To prepare papers for Annual General Meetings and take minutes
- To prepare a précis of Committee meetings for website and The Resident editorial team
- To receive correspondence from members and others and report these to the Committee
- To ensure that the Committee acts within the published Constitution and Rules
- To act as VR for advertisers, business members, friends, and members outside of the three villages
Membership Secretary
- Responsible for the membership database, its integrity and its policies and processes, the Membership Secretary is the designated information officer. The membership secretary will be the main contact with IT support on matters related to the membership database
- To ensure an updated list of the Members’ names and address details is maintained through the assistant membership officers
- To ensure an updated list of Street Reps names and address details linked to their members is maintained through the assistant membership officers
- To provide printed distribution sheets for each street rep showing their members and whether annual subscriptions are still due
- To provide summary and individual members’ information on the membership when required
- To help and encourage Committee members in their efforts to recruit members
- To assist the Treasurer by providing any required information on owing and paid subscriptions
- To help with the distribution of information to members using email or postal address details
- To perform the normal duties of a Committee Member
Events Organiser
- To raise the profile and effectiveness of the Residents Association in the three villages via events and promotional activities
- To organise the arrangements for the Residents Association’s attendance at the villages’ fetes and any other events
- To organise arrangements for the drop-in sessions to coincide with publication of The Resident
- To organise catering/hospitality for the Annual General meeting
Magazine Editor
- To provide and publish an informative and entertaining publication
- To provide a balanced and reasoned report of local issues
- To report on the activities and initiatives of the Residents’ Association
- To advertise and report on events in the three villages
- To bring to the attention of residents topics of concern affecting the three villages
- To provide thought-provoking and possibly contentious articles where appropriate
- To invite a response from residents on local issues and concerns
- To maintain the costs within the agreed budget per issue and present these at Committee meetings
Assistant Membership Officers
- Fulfil delegated membership secretary role for district and follow policy established by Membership Secretary
- To work with Village Representative in maintaining and ensuring the integrity of the membership database for their village
- To follow the policy and processes laid down by the Membership Secretary
- To received returned street representative’s forms and cash received (contributions)
- To record new members and update current members and street representatives change of detail on database
- To record contributions on a .csv file to agreed format and submit to Treasurer for a bulk upload
- To pay in contributions to Association bank account ensuring total paying in tallies with recorded contributions on bulk upload .csv file
- To maintain database information with regard to that district’s street representatives
- To periodically scan districts element of database to ensure consistency and validity of data
- To fully comply with the privacy policies and ethics of the Association
Neighbourhood Forum Representative
The Neighbourhood Forum Representative is an ex officio member of the Committee and is the Chairperson of each of the Byfleet, West Byfleet and Pyrford Neighbourhood Forums or their delegated alternative for any one meeting. Their responsibilities are:
- To fulfil the same duties as all other Committee members as trustees of the Residents’ Association
- To act in the best interests of the Association as with other trustees
- To have particular responsibility for ensuring effective liaison and commonality of purpose between the Association and the Neighbourhood Forums
- To provide regular updates to the Residents’ Association Committee on Neighbourhood Forum activities and similarly to update their own committees on Residents’ Association activities
The Association and Neighbourhood Forums are committed to working in harmony, to seek common aims and to avoid duplication of effort.
Street Representatives
The street representative role is key to the Association. Whilst not onerous, it is so important to have a local representative for each road. The primary tasks are:
- To deliver The Resident 3 times a year to members on their list
- To receive subs once a year and to return subscriptions and up-dated membership lists to the VR
- To be a conduit between members and the VR/Committee for raising members’ concern about the area
- To contact new residents and make them aware of the Association
- To endeavour to recruit new members within your area
Area Representatives
- To support the Street Representatives in their area
- To help recruit new street representatives
- To support and promote Association activities – in particular the “drop-in” sessions
- To provide feedback to the VR from Street Representatives and their members
Community Representatives
- To compile a list of non-profit and non-political groups or organisations in the three villages and promote the Association with these groups
- To determine if the Association can assist these groups with resources (e.g. funds)
- To establish what resources the Association has available and help the Committee decide how to allocate these resources
- To act as a link between the Association and Woking Borough Council and Surrey County Council
Rights of Way Officer
- To inspect local Rights of Way annually, to check accessibility, condition of stiles and waymark signs
- To report deficiencies to Surrey County Council and follow to completion of remedial work
Website Manager/Webmaster
- RA point of contact for loading all information onto the RA website – news items, information, photographs, archive documents such as the Constitution and Information Policy. As such the role is critical to maintaining a current and up to date website for reference by residents in the three villages
- The role is not intended as a design service but as the way to load finished articles. Articles will be received by email and marked WEBSITE in the email title line
- The position is an ex-committee service to the RA and there is no obligation to attend committee meetings or prepare regular reports on website activity
Advertising Manager
- To work with the Magazine Editor and Website Manager to agree level and positioning of advertising
- To seek out advertisers, preferably but not exclusively from local businesses, and manage their advertisements with the editors including ensuring advertisers have sight of the relevant magazine
- To agree levels of charges according to the Advertising Policy with the advertisers and ensure the Treasurer raises invoices accordingly
- To assist Treasurer in collection of overdue advertising debts
- To revise advertising policies and gain approval thereto from Committee as and when necessary
Corporate Membership
The Residents’ Association has a commitment to encourage and support businesses and shops in the area. These enhance life in the three villages.
It is proposed to invite any organisation (without voting rights) or individual working in the villages to become members of the Residents’ Association and receive a copy of The Resident magazine. Such members will pay the normal subscription. Advertisers in the district will automatically become honorary members (without voting rights) and advertisers outside the district similarly become Friends.
Friends
A category of membership exists for non-residents of the district who have the benefits of membership but in a non-voting capacity. The subscription rate is the same as for membership but the Committee can award “honorary” Friend status to notable ex-residents and others (e.g. Local MPs) without a subscription.