Project Brief: Cedwyn Estate membership pilot
The Project Office › Phase 2: Cedwyn Estate › Membership pilot
- Project Membership pilot
- Stage S1 set-up next
A free, voluntary membership for residents and businesses of Llandough, Leckwith and Michaelston-le-Pit, run by published rules that members can read and vote on. Sits under Phase 2. Version 1.0, 21 October 2026.
Project definition
Background, objectives, scope, constraints, tolerances, users, interfaces
Background
Asked for by the Executive on 21 October 2026: the Cedwyn Estate as a rules-based (algocratic) membership that residents and businesses can join.
Project objectives
Give the estate a working community layer now: one place to find every local business and organisation, and a way for people to take part in how it is run.
Desired outcomes
Local businesses found more easily; members see and shape the rules.
Project scope and exclusions
In: the directory, the join form, membership tiers, published rules and voting. Out: any statutory function, any land or title question, any paid product.
Constraints and assumptions
- Published rules. Every rule that ranks, shows or hides a profile, or counts a vote, is published in plain English and as the code that runs it.
- Members can see and vote. One member, one vote. Any member can propose a rule change; proposals are open for 14 days; a change passes with a simple majority of votes cast and a quorum of 10% of members.
- Open log. Every rule change, approval and removal is written to a public change log (no personal data).
- People over rules. Any member can ask for a human review of an automatic decision about them.
- Consent first. Residents appear only by their own choice; anyone can edit or delete their profile at any time.
- No statutory power. The pilot is a voluntary membership scheme. It does not replace or speak for any council.
Project tolerances
Not yet agreed by the Project Board.
Users and other interested parties
| Tier | Who | What members get | Price |
|---|---|---|---|
| Resident | People who live in the area | An optional profile (only what they choose to share), one vote on published rules, notice of proposals | Free |
| Business | Businesses and organisations trading or based in the area | Control of their directory profile, one vote per business, member-to-member enquiries | Free |
Coins: if used at all, coins are closed-loop store credit, redeemable only with participating members. They have no cash value and cannot be bought for money, sold, transferred outside the scheme or exchanged.
Interfaces
directory.bucklerfamily.estate (directory, join form, privacy notice).
Outline business case
Why, and the option chosen
- Reason: give the estate a working community layer now: one place to find every local business and organisation, and a way for people to take part in how it is run.
- Benefits: local businesses are found more easily; members see and shape the rules; the estate learns what people need. Measured by members joined, profiles updated by their owners, votes cast and enquiries passed between members.
- Costs: hosting within existing accounts (directory site and join form); agent time; no spending without the owner's approval.
- Options considered: do nothing; a static list; the directory plus membership pilot (chosen: lowest cost, reversible, opt-in).
- Not part of this project: any statutory function, any land or title question, any paid product.
Project product description
What the project delivers
Products by stage:
| Stage | Products | Status |
|---|---|---|
| S0 Initiation | Directory of businesses and organisations from public sources; join / update / remove form; privacy notice | Done 21 Oct 2026 |
| S1 Set-up | Rules v0.1 published; member register and consent records; Cymraeg version; business introduction emails reviewed by the owner | Next |
| S2 Pilot | First 25 members; first proposal and vote; member-to-member enquiries | Planned |
| S3 Review | End-stage report: benefits measured, lessons, go / adjust / stop | Planned |
Acceptance
Not yet set; measured at S3 review (members joined, profiles updated by owners, votes cast, enquiries passed).
Project approach
How
Opt-in, reversible, lowest cost. Key risks and responses:
| Risk | Response |
|---|---|
| UK GDPR: listing people without a lawful basis | Businesses from public registers (legitimate interests, with a balancing note); no private individuals unless they join; company officers not copied; home registered offices shown as area only. |
| PECR: unsolicited email | One introduction email per business, to its published business address only, with an opt-out line; no marketing email to private individuals without consent; all emails are drafts until the owner reviews them. |
| Consent records | Each join request stores the consent tick and time; unapproved requests are deleted after 90 days. |
| Wrong or stale information | Every profile shows its sources and the date last checked; a daily refresh; owners can correct their own profile. |
| Coins treated as money | Closed-loop store credit only, no cash value, no purchase, no exchange. |
| Impersonation of a business or resident | Changes are confirmed by email to the person or the business's published address before anything is shown. |
Project management team structure
Who
Executive (approves emails and spending); Project Manager (AI agent).
Role descriptions
Roles
Not yet set.
References
Related products
Next steps (from the source page)
- Owner reviews the business introduction email drafts and sends the ones he approves.
- Publish rules v0.1 (ranking, approval, voting) on the directory.
- Approve the first member requests from the join form.
- Add a Cymraeg version of the directory and the form.
- First progress line in the next highlight report.
PRINCE2 7 outlines: sources · product set · archive