West Byfleet Business Association
Minutes of the Meeting held at West Byfleet Social Club on Thursday November 6th 2013 at 7.30am
Present: to be confirmed.
1. Welcome and apologies
Catherine welcomed everyone. Apologies had been received from several members.
2. Minutes of Meeting October 2013 approved, no amendments.
3. Matters Arising
Pauline has obtained a trading licence for the Rotary Club to collect on behalf of Eikon.
4. WBBA Constitution
This has been done, but not yet circulated. The final constitution will be emailed prior to the AGM on 11th November, 6 pm at the West Byfleet Social Club in the ‘back room’. Formal voting in respect of appointing positions will take place at this meeting. The accounts will be discussed. It should not take more than an hour. Non-members will be invited to join on the night.
NR asked whether there should be a probationary period for those taking on the roles as they will obviously be held accountable for their duties. CR explained that an AGM was required within four months at the end of the accounting year. Therefore, naturally there is a period whereby individuals taking on the roles and the association will be able to assess the suitability of those in the WBBA roles. Ongoing the positions will be occupied for a year. Re-election will take place annually. Some of the roles have already got potential volunteers, but they will need to be voted in. It was suggested that without job descriptions it is difficult for people to volunteer when they don’t know what is involved. Job descriptions have not been drawn up, but these will be ever evolving anyway.
Mark reported that the site receives about 300 visitors every month. When googling ‘West Byfleet Business’ it is placed at the top. There is Ad space available. Mark apologised for not putting the minutes up due to overload of work, but this will be addressed. CR asked if notices regarding the meetings could be uploaded. Information regarding the Christmas Shopping event will be uploaded. MP said that those involved with the Independent Retailer Trade Forum will potentially also be doing a website. There will be moves with this forum to introduce discount card and the Rat & Parrot, currently an eyesore in Woking to be regenerated. There will be a need for links between the two entities. Those interested need to look at www.councilwokingworks.co.uk it is a business portal site.
Christmas Tree: in Waitrose the one of the green token collection boxes is dedicated to this particular cause.
There has been a debate on the location of the tree which has resulted in it being placed in the area that is cordoned off in front of Apples and Pears and beside Sheer House Bourne Valley have been contacted and 30 day duration lights will be put on the tree.
There are now window posters for the West Byfleet Shopping Night on the 5th December these have been created by Mark Fuller and Ian from Surrounds. There will also be 5,000 flyers for distribution. Collections during this period will be donated to Eikon. The Rotary Club Sleigh will be sited outside Waterfalls Estate Agents. There will be stalls and a raffle for Eikon. Tickets will be sold by the independents. The Website will hold more information. Reference was made to the Cobham website which is impressive and it is felt that this should be mirrored by WBBA. If anyone wishes to donate towards the Christmas Event, or donate to the charity it will be welcomed. The ladies from Blush and the WBBA will be meeting next week in this respect. Ultimately it is a case of ‘suck it and see’. CO requested that if the posters were being placed on the Community Notice Boards secure tacks and laminated posters were necessary to promote longevity. Eikon posters were supplied for further advertising. West Byfleet Golf Club are also involved with the advertising. Terms and conditions of the raffle were required. NR & CM are co-ordinating this aspect of the evening.
Christmas Tree display has been positive. £65.00 for new partakers, £38.00 for regulars. Charity Shops have a reduction which is sponsored through the fees. Suggested date for installation – 1st December or thereabouts. Some have requested battery lights, but need to be informed the tree will be easier to be taken!
Reported the Costa Coffee head office may donate monies towards Christmas lighting in the village. £500 has been received by Woking County Council. The actual cost of the Christmas tree will be around £100.00. Agreed that a Christmas Lighting Fund should be put into place for future years. Installation of such lights was discussed, mooted that perhaps AE Dean approached to install lights, but agreed the connection to electrics will have to be done by agreed supplier through council.
7. Planning Issues
Roland updated the group on the 33 Station Approach situation. This had been refused due to the environmental issues. The area has been confirmed that it is likely that planning permission granted for residential. Roland has submitted objections in respect of the need for there to be a continued shop frontage and a trading unit. There needs to be dialogue with the policy makers and there needs to be drawn up a vision for the future. Currently there is an erosion of business presence. It is felt there is a need for a business base as this will support the local businesses than the residential element. There is support from councillors for a vision of West Byfleet which needs to be nutured. There needs to be a discussion with this group – Roland? There is due to be a ‘walk around’ the village to assess the vision for the future. It was confirmed again that once Woking development has been completed that West Byfleet was next for regeneration.
CR reminded everyone that the West Byfleet Neighbourhood forum was due to meet and this included businesses and their employees to contribute toward the future of the village. They are meeting on the 18th November at 7pm at St Johns Church, West Byfleet. This body, WBBA, also need to be involved. MF intends to be there post an Eikon meeting. RP said that indeed the WBBA need to be involved, but also need to maintain it’s identity as we have a different viewpoint and we need to be voiced.
PH acknowledged the change of use of 19 Station Approach and re-iterated that there is a registered conservation order on the block which means that the appearance can not be change.
This will be deferred after the AGM. Agreed that the fees need to be reviewed.
9. Woking Chamber
Nothing to report except that the Executive Committee continues to offer their help in any way and Pauline will continues to offered o circulate the weekly member’s offers to all paid up WBBA members.
It is noted that West Byfleet School is wishing to expand and there is a Public meeting taking palce at the school on 11th November regarding this. There is an need for increase in size for both infant and junior schools: 180 – 270 Infant | 240 – 360 Junior. There is a consultation taking place : firstname.lastname@example.org needs to be notified in respect of objections or otherwise.
An empty unit near the Cycle shop will be occupied by yet another eaterie – Kebab Shop.
It was reported that the Wine Rack was opening on the day the meeting was taking place.
John Ashworth reported that Woking Means Business will be involved in a new venture with a larger company next Spring and coverage of GfK and potentially other businesses will be publicised.
Pauline has been approached by a member to access the email address list for marketing purposes. It was felt that this could only be feasible if the members agreed through the agreed process. Ultimately all agreed that this should be discussed in detail after the AGM.
11. Date of Next Meeting
Thursday, 5th December West Byfleet Social Club.
The meeting closed at 8.32 am with thanks to West Byfleet Social Club for refreshments and hosting it.