Report of:
Neighborhood Manager
To :
Little Hulton and Walkden Community Committee
Date:
25th September 2006
Title:
Feedback from communications questionnaire and next steps
Recommendations:
Members of the Community Committee are recommended to
(i)
(ii)
note the contents of this report
note that a budget has been allocated through the devolved budget to progress
communications issues in 2006/7
(iii)
support the Neighbourhood Manager and Communications Group in progressing an
action plan to improve communication with groups and residents in Little Hulton and
Walkden
____________________________________________________________________________
1.0
Background
1.1
Members will recall that at the last two community committees, the issue of how we
communicate with residents across Little Hulton and Walkden as a community committee
was discussed.
1.2
Nominees attended a communications group on 26th July where details were discussed on
current methods and focus of communication and how these could be improved. It was
agreed at this meeting that a supporting budget was required and that an action plan be
developed to move issues forward. In addition, the group stated that were keen to act as an
‘editorial group’ for the community committee newsletter and to help steer future
communication activity.
1.3
An important element of developing the action plan was to assess views on the current
methods of communication used and seek ideas from others. Members will recall, that the
questionnaire was distributed via e mail and the existing mailing list to residents and
officers in the Walkden and Little Hulton Community Committee area.
The aim of the questionnaire was to find out
i)
ii)
iii)
iv)
v)
1.4
how attendance figures at the committee meetings might be improved.
what type of information should the Community Committee promote.
How the format of meetings might be improved, and how improving publicity might
be achieved.
how in general the content and format of the newsletter could be improved.
and how its circulation could be developed.
A total of 23 questionnaires were returned which is relatively good in terms of similar
exercises undertaken in the past. The information returned provided helpful information.
1
2.0
Summary of findings of the Community Committee and Newsletter survey
Attendance at Community Committee meetings.
2.1
Of the 23 respondents, 7 people had never attended a meeting and 7 had attended more
than 4 times in the past 12 months. Again, the majority of these people were either
attending in the capacity of representing a group, or were councillors or officers. Only 2
stated that they were residents (unattached to a group).
2.2
By far the most common way of finding out about the meetings was by word of mouth (9)
and 8 people stated that through being on the mailing list. The networks that currently exist
for notification of meetings for existing members/ groups seem adequate. However, the
findings revealed that publicity and other work was needed to encourage more residents
and groups to get involved. As part of this process, it will be important to set out clearly the
benefits to local people of being active in the community committee.
Information at meetings
2.3
Regarding what written information people would like to see at meetings, 8 people stated
that they felt it useful to have information concentrating on local issues, and youth and
other activities. Interestingly, it was stated by 5 respondents that they felt it would be useful
to have information on arrival, giving more details of the actual items on the agenda that
night.
2.4
In terms of presentations at meetings, it was stated that they would like to see information
on positive projects and achievements, followed by policing and housing issues and any
new initiatives in the area that might be of interest.
2.5
When asked about how the format of the meetings could be improved, most people did not
express a strong opinion. Among suggestions for improving the format were the use of less
jargon ,more user friendly seating and minutes, shorter presentations, separate question
times, and questions submitted in writing, separate surgeries for local issues before and
after meetings, and the installation of a loop system.
Venues
2.6
There was a low response for this part of the questionnaire, where 15 stated they did not
have an opinion. Two of the current venues used were mentioned, but not Worsley College
Campus. A range of other options, including primary schools and the new Children’s Centre
were mentioned and the full list is in Appendix 1.
Improving publicity for meetings
2.7
The most popular methods that respondents preferred where the use of posters and the
use of the existing Community Newsletter. Other methods raised were to put letters
through schools to target parents, and to include posters in the mailing list for people to put
up in their own areas. The use of a banner was another popular choice for respondents.
Improving the Newsletter
2
2.8
Of the 18 who said they had seen the Newsletter, 12 thought it was excellent or good. Only
6 thought it was average or fair, with none stating they though it was poor. This could
indicate that the Newsletter’s basic format is working well, but there a need for
improvement in format and distribution.
2.9
In terms of what type of features people would like to see in the Newsletter, these included
information on issues relevant to the local area, youth matters, crime prevention, health,
local contacts, and the work of the Community Committee. Some suggestions for improving
the format included more photos and colour, the inclusion of a letters page and possible
competitions.
2.10
Suggestions for improving the newsletter’s distribution included leaving them in libraries
and other public buildings. Other suggestions with cost implications included having them
delivered by volunteers, and inserting them into the local newspaper.
3.0
The next stages
3.1
The findings from the questionnaire will be reviewed in more detail by the Communications
Group when it meets on 28th September and this will help develop an action plan to
address improvements in how the community committee communicates with residents and
groups. It is proposed that this action plan be submitted to the Community Committee
meeting on 27th November 2006.
3.2
Members will be interested to know that several of the issues raised by the questionnaire
are already being addressed. These include –
 Improved publicity outside and inside venues, including a banner
 Letters via schools to be sent and a poster being designed for future use
 A small communications allocation has been agreed by the Budget group to
support improvement of newsletters and other marketing materials in 2006/7
 The newsletter is to be printed externally from Spring 2007
 A condition on all Community Committee grants is that organisations must say on
all publicity that their project has been supported by the Community Committee
 Work is underway to encourage more groups to participate in meetings,
especially churches, schools and those who have received grants
3.3
Further details of actions arising will be included in the report and action plan in November
2006.
3
APPENDIX 1 – DETAILS OF QUESTIONNAIRE FINDINGS
Community Committee meetings
How many times in the last 12 months have you attended a community committee meeting for
Walkden and Little Hulton?
Never
7
Once
4
Twice
1
Three times
4
Four or more
7
In what capacity did you attend?
Representing
Group
7
a Officer
4
Councillor
Resident
3
2
If you have attended, how did you find out about it? (multi choice responses)
Word
Mouth
9
of On
List
8
Mailing Did Not Say
7
E.Mail
Letter
2
2
What do you think would encourage more people to attend and become involved in the community
Committee? (multi choice responses)
Did not More
Say/Not
Publicity
Sure
explaining
benefits of
being
involved
Need to Consider
be more daytime
public
mtgs.
friendly
Circulate
notices
earlier
Pay
travel
exp.
Must
have
disabled
access
Encourage
More young
people
9
3
2
1
1
1
8
3
When you arrive at meetings, what would you like to see leaflets and written material on?
Community
issues.
Youth/other
activities
8
Not
sure/did
not say
8
Details
explaining
items
on
the agenda
5
Contact
Policing/Housing Anything
info/access issues
new
to services
4
1
1
How can we improve publicity for meetings? (multi choice responses)
Posters
16
Use
Word of Letters
existing
mouth
thro
newsletters
schools
to
parents
16
12
12
Posters
through
mailing
list
E Mail
Banners Advert
Outside in local
venue
paper
11
10
9
4
2
Do you have any ideas for suitable venues?
- Local primary schools
-St Edmunds
-Top Club
-Guild Hall Community Centre
-Sure Start Childrens Centre
-St Pauls Walkden
-St Paul Peel
-Emlyn Hall
- One Stop Shop
-Walkden Congregational
-British Legion
Views on the newsletter
Have you ever seen a copy of the community newsletter?
Yes
18
No
2
Unsure
3
If you did, overall how useful did you find it?
Excellent
Good
Average
Fair
Poor
3
9
6
1
0
Never
seen it
4
What type of features would you like to see in the newsletter?
(Multi choice responses)
Local
Services
Crime
Youth
Local
prevention programmes events
Health
issues
Local
contacts
20
19
16
16
17
17
Work
of
the
Community
Committee
13
Other:
-Citizen of the month/year
2
-Groups who attend the Community Committee 2
-Good news stories
-“Star” young person
-More for disabled people
How do feel we could improve its content? (Multi choice responses)
Not sure/did not say
Improve design
Colour/more pictures
5
15
2
Other: (one each)
-Do not just put good news stories in
-Letters page
-Competitions
-OK as it is
3
How do you think we can improve the distribution of the newsletter? (Multi choice responses)
Not sure/did not Libraries
say
13
4
Through schools
2
Insert into local
newspaper
2
Other: (one each)
-Housing offices
-Civic Centre reception
-More advertising
-Churches
-Leave on buses
-Cafes/restaurants
-E mail groups
-Have them delivered by volunteers
Other comments  Features relevant to local groups and people in the Newsletter
 Citizen of the month/year feature in Newsletter
 Improve design and include more colour and photographs
 Use current distribution system, but improve by options such as; inserting in local paper,
leaving on buses, and having volunteers delivering them
6