NWN Policies

Neighbourhood Watch Network (NWN)

Public Liability Insurance Information

The Public Liability Insurance has been provided for all recognised schemes and their members. The current policy period is from 1 April 2018 to 31 March 2019.

Please Note: The policy is extended to include Personal Accident Insurance cover for NHW Coordinators only who over the age of 15 years but under the age of 80 years whilst engaged in NHW activities.

Link to Ourwatch Website for PLI information and Help & Enquiries

Link to the Insurance Certificate

Link to Letter of Confirmation

Link to the Insurance Frequently Asked Questions Document

Link to GDPR  


Polegate Neighbourhood Watch Association Constitution 2018

  1. Definitions

The name of the organisation shall be Polegate Neighbourhood Watch Association, hereinafter called “the Association”. The Association shall be a not for profit organisation, non-party in politics, non-sectarian in religion and operate an equal opportunities and non-discriminatory policy and embrace diversity.

Executive Officers shall mean such Neighbourhood Watch members resident in or near Polegate as are duly elected at an Annual General Meeting to the following Association positions:

  1. Chair
  2. Deputy Chair (if needed)
  3. Treasurer
  4. Secretary

All nominees for the role of any Executive Officer shall undergo a satisfactory Police records check before being allowed to take up their post and shall from time to time undergo such reasonable additional satisfactory checks as may be required by the Police. Any person who is considered by the Charity Commission to be ineligible to hold a position as a trustee shall be barred from all Executive Officer roles.

  1. Aims and Objectives

To promote good citizenship and greater public awareness through Neighbourhood Watch groups, increase public participation in the prevention and detection of crime, reduce the fear of crime, improve police/community liaison and increase public/community safety, primarily in the Polegate area, in partnership with recognised Authorities and other relevant organisations.

  1. Membership

All households that have registered their membership of a local Neighbourhood Watch group in the Polegate area shall be members of this Association.

  1. Organisation

Co‑ordinators, Deputies and members will be responsible for conducting themselves in accordance with the current Role documents prescribed by the Executive Committee.

The Executive Officers shall have the right to decline, discipline, suspend or terminate the membership of any Association member, including a member of any Committee or sub-Committee, who displays unacceptable behaviour or performance standards, commits any illegal act, or conducts themselves in a manner which threatens or may threaten to bring into disrepute the good name or reputation of Neighbourhood Watch or its members, or causes or may cause Neighbourhood Watch Co-ordinators or Deputies or members to resign. Such a member shall be afforded the opportunity of being heard by the Executive Officers before a final decision is made.

The agreement by a simple majority of the Executive Officers shall be necessary to decline, discipline, suspend or terminate any membership.

All new Co‑ordinators and Deputies shall undergo a satisfactory Police records check before being allowed to take up their post. All Area Co-ordinators and their Deputies shall undergo such reasonable additional satisfactory checks as may be required by the Police.

  1. Executive Committee

The general control and management of the Association shall be the responsibility of the Executive Committee, which shall have the power to co-opt any other person on to that Committee. The Executive Officers may appoint such special or standing Committees as may be deemed necessary, or delegate specified tasks as and when necessary, and shall determine their terms of reference, powers, duration and composition whilst retaining responsibility for all such matters. All acts and proceedings of such special or standing Committees or delegated persons shall be reported back to the Executive Officers fully and promptly.

The Executive Committee shall consist of the Executive Officers plus a maximum of ten (10) elected or co-opted members, plus, ex officio member with voting rights:

A representative of Sussex Neighbourhood Watch Federation,

plus, ex officio members with no voting rights:

Representatives of Sussex Police.

Ex officio members shall be entitled to attend and speak at meetings of Executive Officers and other Association meetings.

Reasonable notice in advance must be sent to all Co-ordinators and ex officio members of the intention to convene a meeting. A minimum of five (5) elected members shall form a quorum of any meeting of the Executive Committee.

Any elected member or ex officio member may arrange for a deputy to attend any meeting on their behalf in the event of their absence, at the discretion of the Chair. Such a deputy will not be deemed to be an Executive Officer.

The Chair of any Association meeting, when entitled to a vote, shall in the event of a tie also have a second or casting vote at that meeting.

  1. Annual General Meeting

The Secretary shall with the agreement of the Executive Committee convene each year an Annual General Meeting, normally to be held in September or October unless there are substantial reasons to vary this. Co-ordinators and their Deputies shall be sent at least 14 days notice of any such Meeting, and they are expected to communicate such information to their members. Failure to receive such notice will not invalidate the proceedings. Notice given electronically shall be deemed to be adequate notice. All matters brought before such a Meeting will be decided by a simple majority of members present and voting at that Meeting.

A minimum of seven (7) members shall form a quorum for an Annual General Meeting.

At the Annual General Meeting the business to be discussed shall include:

  1. Minutes of the previous Annual General Meeting
  2. Chair’s Report
  3. Treasurer’s Report including presentation of the Audited Accounts
  4. Election of the Executive Officers
  5. Appointment of Auditor or Independent Examiner to review the Accounts
  6. Any other business.

Whenever necessary, consideration of and voting on proposals to alter this Constitution shall be in accordance with Clause 10 hereof.

  1. Election of Area Co-ordinators and other appointments

All Executive Officers, Committee members and co-opted members, Auditor, Independent Examiner or Certifying Officer shall retire at each Annual General Meeting, but shall be eligible for re-election and will be presumed to be standing for re-election unless they indicate to the contrary. Elections will be held at each Annual General Meeting.

Nominations for the Executive Committee, including self nominations, giving a brief history, expertise and capabilities or attributes, are welcome from household members who can contribute towards the Aims and Objectives of the Association. Nominees must give their consent to stand for election. Nominations are to be delivered to the Secretary or other nominated Officer at least 21 days prior to the Annual General Meeting. Retiring Executive Officers standing for re-election shall not be required to deliver such notice. In the event that there are more vacancies than nominations then at the Chair’s discretion additional nominations may be taken from the floor.

The Committee shall have the power to co-opt other members to such Committee in the event of resignations, retirements or other circumstances in order that the Aims and Objectives of the Association are achieved.

The election of an Auditor, Independent Examiner or Certifying Officer together with approval of any required fees will also be made at the Annual General Meeting by a simple majority of members present and voting at that Meeting. Nominations for the role of Auditor and/or Independent Examiner shall exclude Executive Officers, and bar the elected Auditor or Independent Examiner from serving as an Executive Officer for a period of 12 (twelve) months after the end of their term of office as Auditor or Independent Examiner.

Whenever necessary an Extraordinary General Meeting may be convened at the discretion of the Executive Officers, or by a written request made to the Secretary by at least 10 (ten) co-ordinators or deputy co-ordinators stating the specific reasons. The Secretary shall within a reasonable time convene a meeting subject to 21 (twenty-one) clear days notice given to each Executive Officer and Executive Committee member. Every such person shall be entitled to attend and vote at the Extraordinary General Meeting.

  1. Committee Meetings

Meetings of the Executive Committee shall be held at regular intervals and Committee members are expected to attend. Similarly Committee members are required to attend Annual General Meetings, unless in either case unavailable through illness or for other substantial reasons. Apologies are to be submitted prior to the commencement of any such meeting.

Executive Officers shall have the power to make decisions between meetings and to report these at the next Committee meeting.

  1. Finance

The Financial Year shall end on 30th September.

All monies raised by or on behalf of the Association shall be applied to further the purposes of the Association and not otherwise. Nothing herein contained shall prevent the reimbursement in good faith of reasonable out-of-pocket expenses necessarily and properly incurred in furtherance of the Aims and Objectives.

The Treasurer shall administer bank or building society accounts for all monies raised, these monies to be used solely for carrying out the Aims and Objectives of the Association. The Chair or Deputy Chair must give consent in advance for all payments. The signature of two out of three authorised Executive Officers shall be needed to make any payments from the accounts. Any petty cash payments must be substantiated and a signature obtained. All single payments over £50 are to be reported to and sanctioned by the Executive Committee.

The Treasurer will report to each meeting of the Executive Committee, at each Annual General Meeting and whenever requested by the Chair or Deputy Chair, a true and fair view of the financial situation of the Association. The Accounts of the Association will be audited, certified or examined annually, and such Accounts presented at the Annual General Meeting. The Treasurer will produce for inspection at any reasonable time the bank books, cash books and other financial documentation and information concerning the Association.

The Association may raise funds, invite and receive donations from any persons or bodies by way of subscription or otherwise, accept gifts and borrow or raise money in such a prudent, reasonable and legal manner as the Executive Officers shall think fit. The raising of funds may include the wholesale and retail of Neighbourhood Watch street signs and other small items relevant to Neighbourhood Watch.

The Association may invest the monies of the Association not immediately required for its purposes in such prudent, reasonable and legal investments as may be deemed fit.

Executive Committee members shall be entitled to an indemnity out of the assets of the Association for all reasonable expenses and other liabilities properly and necessarily incurred by them in the management of the affairs of the Association, but this indemnity shall not extend to liabilities arising from any illegal act, wrongdoing or wrongful omission on the part of the member sought to be made liable.

Suitable Public and Products Liability insurance cover shall be arranged to protect the interests of the Association and its members in respect of the Association’s activities and members when acting on behalf of the Association.

  1. Constitution

Copies of the Constitution shall be made available to all members of the Association at their request through their Co‑ordinator or Deputy, and shall be published on the Association’s website. Any proposed alterations are to be submitted in writing to the Secretary at least 28 days prior to an Annual General Meeting. Co-ordinators and their Deputies shall be sent at least 14 days notice of any such proposed changes, and they are expected to communicate such information to their members. Failure to communicate as described shall not invalidate any changes approved at the Meeting. Acceptance of any alterations to the Constitution may only be made at by a simple majority of members present and voting at that Annual General meeting.

In circumstances where minor changes to the Constitution are deemed necessary, such changes may be made following a simple majority vote of approval by the Executive Officers. These changes, including such items as change of name, change of Committee numbers and/or responsibilities, frequency of meetings, etc, that are considered necessary by circumstances prevailing at the time, may be made provided that such changes in no way alter the Aims and Objectives of the Association.

  1. Dissolution

Should Polegate Neighbourhood Watch Association cease to exist, all remaining funds and assets shall be disposed of according to the decision of the closing Special General Meeting after all liabilities have been discharged.


NWN DATA PROTECTION GUIDANCE – MAY 2018 – click here to download