British Parachute Association Wharf Way, Glen Parva, Leicester LE2 9TF Tel: 0116 278 5271, Fax: 0116 247 7662, e-mail: skydive@bpa.org.uk bpa.org.uk Communications Committee Minutes of the meeting held on Tuesday 6 October 2015 at 12:30 at the BPA Office, 5 Wharf Way, Glen Parva, Leicester LE2 9TF Present (quorum is 2): Adrian Bond - Chair Paul Applegate Gordon Blamire Jack Bradford (from item 56.3) Yassi Molazadeh Craig Poxon (from item 55.4) In attendance: Tony Butler - Chief Operating Officer Martin Shuttleworth - Secretary-General (Secretary) Mel Wilcockson - Account Director, Archant Dialogue Apologies for absence: Liz Ashley - Editor, BPA Skydive the Mag Jeff Montgomery - Safety & Technical Officer (STO) Item Minute 52/15 Composition The Chair noted that Brian Cumming had resigned from Council on 5 September. 53/15 Minutes The Committee noted that the minutes (circulated) of the meeting held on Tuesday 11 August 2015 had already been approved electronically by the Committee, ratified by the Council and published on the BPA website at bpa.org.uk/member/agendas-and-minutes/ 54/15 Declarations of interest Any declarations of interest would be noted at the item at which they arose. 55/15 Matters arising 55.1 BPA strapline (minute 42.1) The meeting noted that it was difficult to get a strapline that would be appropriate in all contexts. The Committee therefore decided not to pursue this, at least for the time being. No further action 55.2 From the Chair column in the Mag (minute 42.2) Paul Applegate, Riggers Chair, had kindly provided a From the Chair of Riggers article. It could not be run in the October Mag because the space was needed for news about the planned BPA premises refurbishment. The Secretary said the space in December may be needed for an update on the governance changes being recommended by Council as a special resolution to the AGM on Saturday 30 January 2016. Future prospective contributors to the From the column included the Editor, the Secretary-General, and a second contribution from the Chair, who had written the first article in the series. Action: Editor 55.3 PR for major UK skydiving events (minute 42.5) The Secretary confirmed that the annual calendars of domestic and international skydiving competitions at which we had a GBR delegation were shown on the appropriate pages in the competitions section of the BPA website, and in the calendar of events. 55.4 BPA calendar (minute 42.8) The Editor was understood to be progressing Paul Applegate s suggestion that bank holidays should be shown on the BPA calendar, as this would be helpful to members. Action: Editor British Parachute Association Ltd. A company limited by guarantee. Registered in London no 875429. Registered office: 5 Wharf Way, Glen Parva, Leicester LE2 9TF. VAT registration number 239 4696 20
55.5 Commercial advertisement on the BPA website (minute 45) Mel Wilcockson (Dialogue) reported that the advertiser was not willing to remove the references to Spain and the USA, and had therefore decided to discontinue the advertisement. 55.6 Budget for BPA Skydive the Expo 2016 (minute 47) Council had approved the budget at its meeting on Tuesday 11 August (Council minute 62.1.6 refers). 55.7 Reserve web domain registrations (minute 49) This was awaiting release of control of the reserve domains from a company called Sports Booker, at which Craig Poxon had a contact. Action: Craig Poxon 55.8 BPA Facebook page header image (minute 50) Craig Poxon had now updated this, and the new image had been well received. The photographer had initially not been credited, but this had now been done. The plan was to change the image occasionally. 56/15 Report from Archant Dialogue including Editor s Report The Report had been circulated in advance. The Committee congratulated the Editor on her fifth anniversary in post Mel Wilcockson (Dialogue) highlighted key points including the following. 56.1 BPA Skydive the Mag app The report noted that Mag App had been purchased, at a unit cost of about 3.50, by an estimated 1,000 non-bpa members. The Committee presumed they would be likely to be based mainly overseas. This was a higher than the number of non-members who had ever subscribed to the printed Mag. The Chair asked Mel Wilcockson whether any details of the countries of purchase might be available. The Chair noted that BPA would need to invoice Dialogue for the amount due to BPA on these sales. 56.2 BPA Skydive the Mag YouTube Channel Mel Wilcockson also highlighted the growing popularity of the BPA Skydive the Mag YouTube Channel, where views had increased from 19K to 24K. This did not presently generate an income stream. The Chair asked Dialogue to look into the possibility of it generating an income through advertising sales. 56.3 Mag survey Mel Wilcockson (Dialogue) reported that the Mag survey period had now come to an end, and a winner of the Headcam prize had been declared, which had happened to be on the winner s birthday according to the message she posted on Facebook. The response to the survey was currently being analysed by Dialogue for presentation to the Committee at its next meeting in December. Mel Wilcockson said that the results included helpful information about other sports popular amongst BPA members, such as cycling, which may help to open doors to advertising by other sports, etc. Members continued to be positive about the Mag. The Chair asked that the raw data from the survey, which he understood to be available as a pdf, should be circulated for information to the Committee. 56.4 Starter Mag Mel Wilcockson (Dialogue) reported that, following concern from an advertiser, the wording in the media pack had been updated to list those Drop Zones that gave it out, with a note that this may be subject to change. Dialogue would monitor which DZs took the Starter Mag from the call-off of stock. The Committee noted that the call-off profile, which varied significantly according to the season, together with a certain stock level, should trigger a revision/reprint. The Secretary said he understood that stocks had only run out this time because of the distribution issue raised by an advertiser. 2
It appeared that, over time, DZs requesting P6 student membership numbers from the BPA Office may have tended to opt-in to receiving copies of the Starter Mag, rather than opt-out for DZs that did not wish to take the Starter Mag (such as Hinton, Dunkeswell and Strathallan). If the system could revert to an opt-out, this might provide a better basis for distribution. Action: BPA membership services Mel Wilcockson reported that the updated Starter Mag was due to go to print on 23 October. The Committee agreed that a supply of Starter mag app cards should be sent to UK wind tunnels. There followed discussion about promotion of the Starter Mag with a possible new poster with a QR code, or a wind flag with a QR code. However, it was noted that WiFi/internet access at DZs was not always good, and the Starter Mag App card may be best for this reason. The Committee would monitor any feedback. 57/15 BPA e-newsletter The Committee was pleased to hear that the opening rate of the September BPA e-newsletter had been 47%, 4.6% down on the time before (July), but, according to Dialogue, still way above the publishing industry standard. The Chair would put out a call for items for the next BPA e-newsletter, to be issued in November. Dialogue had recirculated in advance their proposal from last year for a new format of the content in the BPA e-newsletter. The format they recommended was to put links in the newsletter to news items on the BPA website. The Editor and the Secretary had both made the same point about this relying on putting in place appropriate arrangements for content generation, and for the new website on which to display such content. Presently, news stories from the Mag were only available online in digital versions of published Mags, and the Mag website did not carry stand-alone items of skydiving news. After discussion, the Chair said he would liaise with the Editor about possible future arrangements to support her in content generation. This might also tie in with the provision of support to the Chair and Vice Chair of Council, should they find this of assistance, in their administration of BPA social media. It might also help with Communications Action Plan Target 3, to explore extension of BPA social media presence to platforms such as Instagram and Linkedin (minute 59.3). In the meantime, the BPA e-newsletter would continue in its present format. 58/15 Safeguarding BPA intellectual property The Chair reported that the process of registering Skydive the Mag as a trademark belonging to the BPA, and for use only in relation to the sport of skydiving, continued to be in progress through our legal advisers on intellectual property. 59/15 Communications Action Plan : 1 July 2015 to 30 June 2016 59.1 Develop a new BPA portal for its family of websites including a new BPA and Mag website At the last meeting, the Committee had selected a developer of the new BPA website/web portal (minute 39). The developer had agreed to our request to work with a subcontractor whom we believed had complementary skills, and they were engaged in discussion with Dialogue and Graham Spicer (Chair, BPA IT Strategy Group - ITSG) about the interface between the new website and the online services of the BPA membership database, for which Graham Spicer was drafting a technical specification for a significant upgrade. The Development Committee was planning to put this out to tender, and the web development contractor may wish to bid. The Chair said it was important for ITSG to co-ordinate BPA IT activities and ensure that they were strategically aligned. Together, the web and database development projects would be a 3
significant, but necessary, spend for BPA, and it was essential that the commissioning followed due process. The Chair thanked Dialogue for their quote, at his request, to build the new website. He confirmed that Dialogue s role would be to remain as hosts. Gordon Blamire asked about the database specification document. The Secretary said this was due for presentation to the Development Committee, and he would enquire of Graham Spicer whether it might be available for consideration at the December meeting of that Committee. 59.2 Formulate a written BPA communications policy including a social media policy The current policy had been evolved by the Chair and Vice Chair of Council who were the principal administrators of BPA s Facebook page. Policy in place 59.3 Explore extension of BPA social media presence to platforms such as Instagram and Linkedin The Chair had previously invited Dialogue to draw up a plan for this (minute 34.3). See also minute 57. 59.4 Offer members an e-mail alert service when BPA minutes are published Such functionality would be dependent on the new website (target 1 above) and database (Development Committee). 59.5 Design a new virtual visual to promote the many branches of the sport, probably in the form of a tree of opportunity As both Brian Cumming of this Committee and Alex Crawley of Dialogue had stood down, it was decided to discontinue with this specific target, and incorporate it in the wider development of the BPA website (Target 1, minute 59.1). Incorporate into target 1 above 59.6 Develop a Google calendar for BPA events and meetings Jack Bradford had developed this and it was currently being tested and trialled. He would provide a system for authorised users to update it. The Chair suggested that it might be launched with the new website (minute 59.1). Action: Jack Bradford 60/15 BPA Skydive the Expo 2016, Saturday 30 January 2016 at EMCC Nottingham Jack Bradford declared an interest as an exhibitor at the Expo. The Chair said he saw no conflict. The Chair reported that all the space in the initial plan of the exhibition for BPA Skydive the Expo 2016 had been sold, although a few payments had yet to be received, and that there was now the not unwelcome task of seeking to arrange additional space. New exhibitors and speakers were being sought from other sports in which, from the BPA Skydive the Mag reader survey, BPA members participated. The event was being promoted through a number of channels including BPA social media and through its own website skydivetheexpo.co.uk A 90-second promotional video would be available soon. Space was being reserved for key sponsors, which Dialogue were continuing to work on securing. Yassi Molazadeh had kindly offered to assist in securing speakers for the afternoon seminar programme. The Communications Chair was arranging the evening entertainment programme, and tickets for the BPA Annual Gala Dinner would go on sale in November. The Chair, who with the Vice Chair administered the BPA Facebook page and BPA Twitter account, asked that the De Vere Orchard Hotel, Nottingham, should provide us with regular updates of bedroom availability so we could keep members up-to-date through BPA social media. The Secretary would enquire of Romero Sports & Leisure about their item for the goody bag. He would also ask the BPA storekeeper kindly to check of the number of Expo-branded carrier bags in stock. The Chair said believed 700 would be required this time. 4
The dinner ticket design was being finalised. Dialogue would print the tickets which would be sold, as usual, by the BPA Office. The Chair was planning the evening s entertainment which would comprise a comedian, a band and a DJ. 61/15 Policy on use of the BPA logo The Secretary had drafted an update to BPA Form 263, Policy on use of the BPA logo, which he had circulated with the agenda. The Committee were content to approve this as the updated policy. The paper had also considered BPA branding, particularly of BPA competitions, and the Committee endorsed the content and asked for it to be passed to the Competitions Committee with a view to inclusion of a branding specification in domestic competitions bid forms. 62/15 BPA media contract The Chair reported that BPA s successful media partner contract with Archant Dialogue was due to expire in October 2016 and he indicated to Dialogue, who supported the decision, that the Committee would now, after a renewal without re-tender three years ago, be putting out the contract to tender as a benchmark in accordance with normal commercial business practice. /Secretary 63/15 Date of next meeting Tuesday 1 December 2015 at 13:00 at the BPA Office, 5 Wharf Way, Glen Parva, Leicester LE2 9TF The meeting closed at 14:00 (duration: 1h 30m). Approved by the Committee, ratified by Council and published on 23 October 2015 5