Bees United comms plan

[rebus]

http://www.beesunited.org.uk/content/view/274/

I would like views from all supporters, not just BU members. You can use this thread to put your views across. Some valid points have been made on here previously and I would like supporters to add to this.

 

[Luton Bee]

What about members / Bees fans without web access?

Maybe this is not directly related to comms but there is still no statement of current activity, aims, progress, milestones etc. Those may become clear through the meeting minutes but where is the grand plan?

 

[Jimbo]

complete clarity of voting records of individual members

 

[IsleofWight_Bee]

Agree with Luton on this. News about whats going on would be a bonus too...even if we cannot be told all of the facts!!

Has BB got all 52 cards in his pocket?

 

[rebus]

What about members / Bees fans without web access?

This was brought up by a BU board member and an area on which we need to improve.

Please come forward with your suggestions please. At present we have a paper newsletter which is distributed to all members on a quarterly basis.

 

[rebus]

complete clarity of voting records of individual members

Can you expand on this given that some votes are taken in private. Thank you.

 

[Luton Bee]

Please come forward with your suggestions please.

I don't think paper newsletters sent via snailmail are the answer (as well as being expensive). Could tha matchday programme be used? Maybe either as a regular column, or maybe an insert. How about a BU forum before after a game? Is the information point still being manned?

 

[Jimbo]

Can you expand on this given that some votes are taken in private. Thank you.

Following the business with the ER vote and the supposed claims of people being "hoodwinked", I think it would be good if the voting processes and results were presented more clearly.

I appreciate that certain issues are "sensitive" , however perhaps a revision of what remains "private" may encourage more fans to believe that "private" means something different to "hidden". You're welcome.

 

[rebus]

I don't think paper newsletters sent via snailmail are the answer (as well as being expensive). Could tha matchday programme be used? Maybe either as a regular column, or maybe an insert. How about a BU forum before after a game? Is the information point still being manned?

There is a regular column in the programme already. We have begun talks on the restoration of the info point but in the past it has been poorly used.

 

[rebus]

I think it would be good if the voting processes and results were presented more clearly.

Can you expand on this. Cheers.

 

[Kautsky]

What about members / Bees fans without web access?

Could those without web-access be "twinned" with someone who does - maybe someone they know or who lives nearby?

The person with web-access would undertake to keep the "non-web" person informed.

This might facilitate general community relations as well - especially as i suspect those without web-access would likely be older people. All part of BU's remit i would think...

 

[Jimbo]

Can you expand on this. Cheers.

Well it seems to be that the most obvious place for these to be published (and the place where I have noticed their absence) is in the meeting summaries.

 

[Simon C]

We have begun talks on the restoration of the info point but in the past it has been poorly used.

For those who want to know everything the internet is the only way. For major events or pieces of info you want to get out to the masses then the info point and flyers would be an idea.

 

[rebus]

Well it seems to be that the most obvious place for these to be published (and the place where I have noticed their absence) is in the meeting summaries.

Okay, so what you would like to see is "who voted for what" if a decision took place in the public section of the meeting.

 

[cpbee2]

we get 3 of everything sent to our address from BU - is it possible to send just one to save on postage unless we need one each of whatever it is you are sending?

 

[rebus]

we get 3 of everything sent to our address from BU - is it possible to send just one to save on postage unless we need one each of whatever it is you are sending?

Do you have three BU memberships at that address? If so, that is why. Can you email [email protected] and Bruce will make some adjustments.

 

[IsleofWight_Bee]

Can you email [email protected] and Bruce will make some adjustments.

and give him your e-mail addresses too...should save on stamps
We've been here before on this one...it doesn't take much to do a sort on the database oh and yeah I did offer before but what the hell!!!

 

[rebus]

and give him your e-mail addresses too...should save on stamps
We've been here before on this one...it doesn't take much to do a sort on the database oh and yeah I did offer before but what the hell!!!

We don't have an opt-out on postal communication but this can be put forward.

I will add that most pople moan about wrongly addressed communication but never contact the Trust to get it rectified. If you have any addresses etc that are wrong, please email [email protected].

 

[IsleofWight_Bee]

Mark I wasn't moaning just stating fact. I had discussions on this with a certain BU leader (before BB) when discussing combining all BFC related databases - to cut admin costs as well as pull together a definitive Brentford fan base. I'd have done the work for free too.

Lots of reasons were put forward for not doing it e.g. data protection but these obstacles can always be overcome with the right attitude and the appropriate changes to marketing communications (and a few system changes too).

The only real obstacle should have been RN....hopefully a distant nightmare now!!!!

 

[rebus]

Mark I wasn't moaning just stating fact. I had discussions on this with a certain BU leader (before BB) when discussing combining all BFC related databases - to cut admin costs as well as pull together a definitive Brentford fan base. I'd have done the work for free too.

Lots of reasons were put forward for not doing it e.g. data protection but these obstacles can always be overcome with the right attitude and the appropriate changes to marketing communications (and a few system changes too).

The only real obstacle should have been RN!!!!

Can you contact Trevor about this. He is tasked with getting a web-based CRM for the trust so that the day-to-day admin is much easier.

 

[jlove]

For those who want to know everything the internet is the only way. For major events or pieces of info you want to get out to the masses then the info point and flyers would be an idea.

A *.pdf can also be put on the BU site, so that those poor unfortunates can ask an on-line friend to print it for them for distribution.

 

[rebus]

A *.pdf can also be put on the BU site, so that those poor unfortunates can ask an on-line friend to print it for them for distribution.

What would the pdf contain? There are 100s of pdfs on the BU website at present.

 

[jlove]

What would the pdf contain? There are 100s of pdfs on the BU website at present.

I mean the regular communications, like those reproduced in the programme, and any items that could be considered a 'newsletter'. Just having a "print for a friend" option that either linked to a pdf or to a 'printer-friendly' version.

Just a mechanism to encourage wider circulation.

 

[rebus]

I mean the regular communications, like those reproduced in the programme, and any items that could be considered a 'newsletter'. Just having a "print for a friend" option that either linked to a pdf or to a 'printer-friendly' version.

Just a mechanism to encourage wider circulation.

Good idea, I'll add this to the list.

 

[JBN]

Meeting summaries could be a tad more informative. At the moment they are complete and utter rubbish and tell us nothing.

I would like to see more information. If it runs to two pages of A4 is that big a deal?

I would also like to see an attendance record for each meeting. We vote reps onto the board and don't know who turns up and how often.

Like Jimbo, I would like to see some sort of voting record. For and against or whatever way you wish to put it. If key votes are taken that go agaist the wishes of the fans, then the fans need to know who voted what way so that next time around they can vote someone on who WILL stand for the wishes of the fans.

Getting the meeting summaries on the web site sooner would be advantage.

If you don't want to do Blogs, say so, if you want to continue, then can they be up quickly? I appreciate that it is your time, but you started the Blogs

 

[Luke Kirton]

I agree with JBN and Jimbo on the need for the meeting notes to record who has voted for what or if a consensus is reached.

To expand further I think the Board should go througha process to decide if a recorded vote is nesecerary. for instance, one board member sticks his hand up at the end of the discussion and asks for the vote to be recorded. If this is called for then the names of each member should be recorded along with their vote (for ,against abstain) If none of the members ask for a recorded vote then the numbers should still be recorded (ie 2 for, 3 against 4 abstenstions). If a consensus has been reached then that should be recorded.

BU (if it hasn't already) should have a clear published confidetiality policy. This should state (amongst other things) why and what agenda items fall under confidential. This should be stated on the agenda (ie agenda item 10 confidential. This item is confidential because it falls under part one of our confidentiality policy not to discuss commercial decisions of possible contracts over £2000)

This should allow each Board member a chance to challenge the decision to make an item confidential and not just leave it to individuals to decide because they don't feel comfortable talking about it in public.

The emphasis of any such policy should always be that all agenda items will be in the public section first! Then only if it meets strict guidlines will it be confidential.

I believe that a match presence is important. I disagree with you that it was not well used in the past. When it was put on regularly it became the centre of match operations for all fans volunteering to help shake buckets etc. Many people just turned up for a 'how is it going chat' and the fact fans could just walk past it and see BU and Club directors around the table helped with the image that they are just one of us (which you all are). It could also help with Princess Royal takings. It could also be used to sell BU merchandise to help with fundraising.

Just some intial thoughts

 

[Luke Kirton]

There should not be a need for members to give 24 hours notice to attend a BU Board meeting. If meetings get too big for a venue arrange for a bigger one next time!

I also agree that attendance and apologies should be made public. Apologies should only be accepted for valid reasons. If you miss three meetings in a row you should run the risk of being chucked of the board

 

[rebus]

If you miss three meetings in a row you should run the risk of being chucked of the board

You can be under BU rules.

 

[JTofBFC]

Bees United doesn't need a "Comms policy" what it needs is to communicate properly. Why does "policy " have to surround everything.

Here's a few examples of what was in the last meeting notes:

"Trevor Inns presented the latest trust financial information"

"Natasha Judge updated the Board on the status of current schemes such as "buy a brick............"

"Trevor Inns circulated a precis of the deputy chair role"

This is all sh*te.

I don't want to know that Trevor stood up, I want to know what he said. I don't want to know that Natasha updated you on the buy a brick scheme, I want to hear the update. What was the latest financial information.

This aint rocket science. its common sense and should be plain courtesy to the members.

If you need to have a "comms policy" to give you the power to tell the members what the **** is going on we might as well all give up now.

As far as the current meeting notes go, quite frankly you might just as well say. "April 29th. 6 of us turned up, we chatted for 3 hours and then went home". It would be just as much use as what we get now.

I despair.

 

[Luke Kirton]

You can be under BU rules.

Good stuff. Now all we need to do is record attendance.

Without accountability and real transparency you do not have a democracy.

 

[rebus]

Who mentioned "policy". I am canvassing ideas so that a plan with targets is approved and then carried out as the previous one from November to March has expired.

Your comments on the meeting summaries have been noted.

 

[Luke Kirton]

Bees United doesn't need a "Comms policy" what it needs is to communicate properly. Why does "policy " have to surround everything.

Here's a few examples of what was in the last meeting notes:

"Trevor Inns presented the latest trust financial information"

"Natasha Judge updated the Board on the status of current schemes such as "buy a brick............"

"Trevor Inns circulated a precis of the deputy chair role"

This is all sh*te.

I don't want to know that Trevor stood up, I want to know what he said. I don't want to know that Natasha updated you on the buy a brick scheme, I want to hear the update. What was the latest financial information.

This aint rocket science. its common sense and should be plain courtesy to the members.

If you need to have a "comms policy" to give you the power to tell the members what the **** is going on we might as well all give up now.

As far as the current meeting notes go, quite frankly you might just as well say. "April 29th. 6 of us turned up, we chatted for 3 hours and then went home". It would be just as much use as what we get now.

I despair.

I agree. There should be full minutes of the meeting and a better summary (for the lazy or uninterested). I understand that you cant publish full minutes until they are agreed at the following meeting. However draft minutes can be made public as soon as.

 

[JTofBFC]

Your comments on the meeting summaries have been noted.

Good.

Perhaps then as a start we can have a proper summary of meeting No 75 which took place 2 weeks ago with a bit more detail than who stood up.

For starters some information about the rights issue that Brian Burgess referred to at the fans forum but which most of us know sod all about wouldn't go amiss.

 

[GlasgowBee]

I realise that people are giving there own time to BU but the administration really is poor at present.

The summaries are farcical and contain no substance.

As noted above there should be a full record of attendance and events.

Why dont the full minutes ever appear? (sans secret squirrels of course)

Please record the votes even during the "closed session", names dont have to be recorded but a break down of the vote split would be good, and would help....if you want to ask what would it help...it would help us members decide if there is any dissent in the ranks and that freewill is exercised when it comes to voting...none of this well I'll just go with the flow cos my vote doesnt count and we dont want to show a director that there is someone who doesnt agree with them...

The communication plan is evident...do what you are doing now right first...you will never get a plan if you cant deliver the simple stuff well

I work in the NHS and believe me we could teach you a thing or two about administration and efficiency at the moment...feel ashamed by that comment.

 

[GlasgowBee]

I agree with JBN and Jimbo on the need for the meeting notes to record who has voted for what or if a consensus is reached.

To expand further I think the Board should go througha process to decide if a recorded vote is nesecerary. for instance, one board member sticks his hand up at the end of the discussion and asks for the vote to be recorded. If this is called for then the names of each member should be recorded along with their vote (for ,against abstain) If none of the members ask for a recorded vote then the numbers should still be recorded (ie 2 for, 3 against 4 abstenstions). If a consensus has been reached then that should be recorded.

BU (if it hasn't already) should have a clear published confidetiality policy. This should state (amongst other things) why and what agenda items fall under confidential. This should be stated on the agenda (ie agenda item 10 confidential. This item is confidential because it falls under part one of our confidentiality policy not to discuss commercial decisions of possible contracts over £2000)

This should allow each Board member a chance to challenge the decision to make an item confidential and not just leave it to individuals to decide because they don't feel comfortable talking about it in public.

The emphasis of any such policy should always be that all agenda items will be in the public section first! Then only if it meets strict guidlines will it be confidential.

I believe that a match presence is important. I disagree with you that it was not well used in the past. When it was put on regularly it became the centre of match operations for all fans volunteering to help shake buckets etc. Many people just turned up for a 'how is it going chat' and the fact fans could just walk past it and see BU and Club directors around the table helped with the image that they are just one of us (which you all are). It could also help with Princess Royal takings. It could also be used to sell BU merchandise to help with fundraising.

Just some intial thoughts

you learnt a thing or two in the council didnt you...

 

[GlasgowBee]

we are in the curious situation of running the club which is a private business model but wanting it to be answerable to the fan base which is public sector working model...which will make for a very intersting communication plan

 

[Banana]

I interrupt this thread to prevent Glasgow Bee claiming the GPG record for the highest number of consecutive posts on one thread

feel ashamed by that comment

 

[GlasgowBee]

I interrupt this thread to prevent Glasgow Bee claiming the GPG record for the highest number of consecutive posts on one thread

feel ashamed by that comment

spoil sport...

 

[JTofBFC]

we are in the curious situation of running the club which is a private business model but wanting it to be answerable to the fan base which is public sector working model...which will make for a very intersting communication plan

Nail on head.

However what BU (with the co-operation of the BFC Board) should be doing is trying to ensure that as much as possible of what goes on can be circulated to the members. At the moment, it seems as though it is the exact opposite and they do their damndest to make sure that as little as possible gets to us. The confidential part of the meeting should be kept as short as possible. At the moment there seem to be half a dozen agenda items that always appear within the confidential part.

But it was ever thus with BU and despite promises made about improving communications the mantra "the more things change the more they stay the same" applies as much as ever.

To be perfectly honest, I'm getting pretty hacked off with being treated like a mushroom by BU and if things dont change very soon, I can think of far better things I can do with £10 a month than chuck it at an organisation that can't even tell me why it needs it or what it wants to do with it. (other than saving up to pay some millionaires back in 2009).

 

[WisBee]

...................perhaps the Agenda of BU meetings should be published at least 48 hours in advance of the meeting date, rather than produced almost at the last minute, with the seeming intent of denying 'ordinary' members the opportunity of attending......this would give a greater opportunity to 'ordinary' members to give notice of wishing to attend the BU meeting should they so wish......



.....(and with reference to posts 3, 6, 8 and 10 in this thread, if I may ask a question of markbfc)......just what part of 'complete clarity' do you not understand?

 

[Jimbo]

BU (if it hasn't already) should have a clear published confidetiality policy. This should state (amongst other things) why and what agenda items fall under confidential. This should be stated on the agenda (ie agenda item 10 confidential. This item is confidential because it falls under part one of our confidentiality policy not to discuss commercial decisions of possible contracts over £2000)

This should allow each Board member a chance to challenge the decision to make an item confidential and not just leave it to individuals to decide because they don't feel comfortable talking about it in public.

The emphasis of any such policy should always be that all agenda items will be in the public section first! Then only if it meets strict guidlines will it be confidential.

I think this is vital and would be shocked if something similar wasnt already in place.

 

[Jimbo]

...................perhaps the Agenda of BU meetings should be published at least 48 hours in advance of the meeting date, rather than produced almost at the last minute, with the seeming intent of denying 'ordinary' members the opportunity of attending......this would give a greater opportunity to 'ordinary' members to give notice of wishing to attend the BU meeting should they so wish......



.....(and with reference to posts 3, 6, 8 and 10 in this thread, if I may ask a question of markbfc)......just what part of 'complete clarity' do you not understand?

Thanks Wisbee, .I thought it was just me!

 

[WisBee]

Thanks Wisbee, .I thought it was just me!

.........................could be a good few days before there's a response, so don't hold your breath..............

 

[GlasgowBee]

...................perhaps the Agenda of BU meetings should be published at least 48 hours in advance of the meeting date, rather than produced almost at the last minute, with the seeming intent of denying 'ordinary' members the opportunity of attending......this would give a greater opportunity to 'ordinary' members to give notice of wishing to attend the BU meeting should they so wish......

I would add the full minute of the last meeting to the agenda too, obviously for ratification as the first item on the agenda in the open section of the meeting, any changes being noted in the new minute...open, clear, inclusive

 

[Jimbo]

I think a presence on match day must be a priority and also, if its not done already, some record made of how many people make enquiries at such events and what they enquire about.

By monitoring opinion BU could then get a greater feel for what fans on the ground (rather than cyberspace) are thinking and consider addressing these.

 

[Jimbo]

We have begun talks on the restoration of the info point but in the past it has been poorly used.

Perhaps then it is necessary to consider some ideas about how this could become a more useful communication exchange in the future?

Perhaps changing the name of it as "Information Point" sounds a bit vague and touristy. How about "BU Stall" or "Meet your BU Reps". I am sure someone could come up with something better but I hope my point is made.

Also if few people make use of this resource perhaps changing its position may be an option? Better signposting in the ground maybe? Better advertising of it during PG's pre match and half time stints on the mic?

Sometimes it can help when you approach people rather than some bloke sat behind a desk waiting for people to come up and ask. It may also appear like a closed shop if there are groups of mates hanging about as well.

Taking a more active approach by making people aware of who you are and maybe engaging people in conversation can actually make people feel you are interested in talking to them. Having free stuff to hand out etc (particularly to kids) always always works....bowl of sweets and a cheeky grin doesnt always have to be utilised for evil purposes in my experience.

This is stuff based on personal experiences of promoting HE/FE events in the South East of England. Sorry in advance if all of this is already done etc.

Also, not sure if this is already done but I have found it useful/helpful to have text alerts sent to my phone. There is a comedy club that sends me regular updates and I find this convenient and have also decided to attend based on receiving the information about who is going to be "on" a few days in advance.

 

[Luton Bee]

Perhaps changing the name of it as "Information Point" sounds a bit vague and touristy. How about "BU Stall" or "Meet your BU Reps". I am sure someone could come up with something better but I hope my point is made.

Surgery or maybe even a Q and A event perhaps?

Also if few people make use of this resource perhaps changing its position may be an option? Better signposting in the ground maybe? Better advertising of it during PG's pre match and half time stints on the mic?

Perhaps it should be a mobile event moving from pub to pub or side or different areas of the ground?

There is a comedy club that sends me regular updates and I find this convenient and have also decided to attend based on receiving the information about who is going to be "on" a few days in advance.

I shall refrain from passing comment on the comparison of BU to a comedy club

 

[rebus]

Please keep your comments coming. Closing date for submission is the 28th of May.

 

[JBN]

Any plans to get the summary for meeting 75 up before meeting 76 takes place?

On a more serious note, will summaries be available within seven days of the meetings place, if not can they be made available inside a set/agreed timescale?

 

[WisBee]

.........................could be a good few days before there's a response, so don't hold your breath..............

...........but even I didn't think it would be almost a week, and counting.......