The next Regional Member’s Meeting is to be held at the Council House, College Green, Bristol on 23rd March 2010. This event will examine the increasingly important role that visual communications plays in gathering information, responding to incidents and supporting the evidence process. It considers the growth of CCTV in urban areas; the increasing use of mobile CCTV to support incident management; the challenges of video transmission; aerial platforms and more. The day concludes with an overview of the national CCTV strategy and the importance of video evidence. It is hoped that members will be able to tour the Bristol City Council Emergency Control Centre, the management hub of the Bristol CCTV network and one of the finest examples of its kind in the UK.

The meeting will be held in the Council’s Conference Hall, which allows us to provide a table top exhibition of related commercial products and services.

We will hold a brief SW Regional AGM during the day.

To book please contact admin.manager@bapco.org.uk

NOTICE OF ANNUAL GENERAL MEETING

Notice is hereby given that the Seventeenth Annual General Meeting of BAPCO Ltd will be held at 1615 hours on Wednesday 21st April 2010 at the Business Design Centre, Islington, London.

Candidates and nominations for Elected Office (which must be formally proposed, seconded and agreed by the nominee) from the Active Membership classification should be submitted in writing to:

The Executive Director
BAPCO Ltd
P.O. Box 374
Lincoln
LN1 1FY

before 12 mid-night on 10th March 2010.

AGENDA

1. Minutes of the Sixteenth Annual General Meeting held on 22nd April 2009
2. Matters Arising
3. Report of the Executive Committee for year ending 31st December 2009
4. Financial Report for Fiscal Year 2009
5. Resolution to Amend Constitution and Bye-Laws
6. Nominations for Life Membership
7. Election of Officers for 2010/2011
(i) President Elect
(ii) Vice President
8. Business Plan for 2010
9. Budget for 2010
10. Annual Subscription rates for 2010/2011
11. Appointment of Solicitor
12. Appointment of Accountants
13. Any other Business applicable to an Annual General Meeting

Ray Trotter
Executive Director
1st January 2009

1. Attendance:
Gordon Ross, Kevin Robson, Ian Lund, Ian Thompson, Paul McAfee, Tracey Mott

2. Apologies:
Terry Johnson, Maggie Carter, Ian Maughan, Martin King, Malcolm Davies

3. Minutes of previous meeting:
Minutes of previous committee meeting were accepted by all as a true record.

4. Matters Arising:
There were no matters arising.

5. National Report:
No national report was available as the next meeting is to be held on 17th December 2009.
TM reported the feedback from the Roadshows was good although numbers were disappointing (around 150).

6. Emergency Planning College Course.
IL reported that the course in December has now been postponed until 10-12 February 2010. Rob McFarlane, Jeanette Innes and Ian Lund will be running the course this time. Those who had registered have now re-registered for the new date. The programme will be finalised early next week and the information will be distributed with these minutes. Course cost will be as before. Action : TM to advertise on website once information received from IL.
Help will be needed from the regional committee with the exercise (based around flooding) & breakout groups. This will be aimed at Operational Managers as an understanding what they are getting from their TSG. The course is also aimed at members of TSG but will not be too technical. –“ What it means to you as an operational commander” is what the course will be aimed at. It would help to get a TSG involved in the exercise (IL to look at this) Discount will be given to BAPCO members but just 10% the same as is given to Emergency Planning Association. BAPCO do however have the opportunity to hold an exhibition on the Thursday lunchtime although the EPC would like to hand pick the exhibitors. It was agreed that BAPCO would support this so long as they were all charged on rate as it may bring in some more members for the association. It was confirmed that on this occasion the course will not be open to Commercial Members as it is aimed at practitioners.

7. Regional Action Plan Update
TM reported that 5 replies to date have been received from the mailer sent last month. It was agreed that no further reminders would be sent until the skills set information was being collated as this could be done at the same time.
The plan will be updated and it was agreed that we run the EPC course as a local event for the region as we will be helping with the scenario and providing representatives on the day from the region.
Survey of members for skills to be added as a regional pilot (see notes under database proposal section).
A networking event was to be added and may be held in the 2nd quarter 2010. This would give members the opportunity to speak to each other but without a full programme of events – maybe just a keynote speaker. This would be held following the collating of members skills information.
An article from the chair to be produced for the website to stay on the plans.
Diary of events to be updated.
The communications Managers seminar to be re-held next year – the Executive committee are keen for this to happen again.
Welcome letter for members was agreed and TM to contact TJ for electronic signature.
It was suggested that BAPCO should be added to Facebook, Twitter and LinkedIn and KR will discuss these with the Executive Committee.

8. Database Proposal
A document was presented by IL to the committee and it was agreed that this could be a benefit to BAPCO and its members. The idea is that we collect a database of people’s skills and add it to our member’s record. Category and sub categories have yet to be decided upon. This would be piloted by the NE region (a member of the committee would visit new members as they join and existing members would be written to for the information where a visit was not possible) then taken into other regions in the coming year. It has been agreed that fields will be left for the new data to be stored.
Categories suggested during the meeting were:
Control room experience/expertise, call taking/handling, Incident support, Operational command and Gold and Silver level, Technical expertise – Airwave management and implementation, Project management, Telephony – Integration to ICS, requirements and specification also of these. Data – Gazetteer (knowledge/management), Business Continuity, PR. The Executive committee will be approached for input on the fields of expertise needed for the database. Note: Some of this info will have been taken by Hemming Group for the conference and TM to enquire if we are able to get this information from them.

8. AOB
KR gave an update on the 999 liaison committee and work to be undertaken to define the user requirements for future 999/112 services. He confirmed he has offered BAPCO’s services to undertake this work, which is expected to commence early in the New Year..

9. Next Regional Meeting Date:
TBC but will follow and Executive Meeting so a report can be given (TM to send Executive Committee meeting dates to GR).

Proposed Meeting Dates – Venues to be confirmed
Friday 26 March
Friday 6 August
Friday 29 October
Friday 14 January 2011

• Association Officers as President Elect and Vice President;
• Regional Committee Members;
• Committee Members for BAPCO 2010 Steering Committee;
• Marketing Advisory Committee.
• Members of Consultation Groups for European Research Projects

If you would like more informatiom about these and other opportunities then please contact Ray Trotter the Executive Director on 07767 342601 or send him an e-mail to: trotterr@bapco.org.uk

MINUTES FOR SW & SW REGIONAL COMMITTEE MEETING – 4th January 2010

Meeting held at :- The Bell House Hotel,
High Street, Sutton Benger, Chippenham, Wilts, SN15 4RH
01249 720 401 Time 1900hrs-2100hrs

1.0 Committee members present:
Initials Name Role
Chair
PP Peter Prater Chair
KP Keith Phillips Executive Member
RC Richard Claridge Service Rep

Apologies:
TM Tracey Mott BAPCO Admin Mgr
JS Jason Somerville Committee Member
GW Graham Weeks Commercial Member
PJ Phil Jefferson Commercial Member
ME Mark Every Communications Lead

2.0 Record of Minutes:
Minutes from 2nd November 2009 recorded as a true record.
3.0 Comments on outstanding Items
Update on Item 4 – Executive Committee. Concerning the Executive Rep’s reminder to BAPCO CEO re policy paper for the annual conference and clarification of the BAPCO Vice Presidency. KP continues to push for action on both these items but reported that at the most recent Executive Meeting (17 Dec 09) neither were discussed.

4.0 Highlights of Update from the National Executive Committee held 24 Sep 09
Both KP and PP attended the Executive Committee meeting on the 17th Dec 09. KP provided a report on the meeting.
• The Executive discussed and voted on items related to the handover of Executive Director responsibilities.
• BAPCO 2010 is coming together well.
• CAG had discussed the use of WEBINARS and intends to conduct a demonstration of this technology in order to gauge its potential for use by BAPCO
• Training & Accreditation: The Committee was updated on work related to an accreditation programme associated with call management and call handlers This work is being shared between BAPCO, NPIA, APCO and with NENA colleagues in the US.
• European Projects. BAPCO has two staff working on European Projects/Committees. Particularly:
o European Space Agency Project – A satellite based system to provide alerting to citizens before, during and after disasters.
o Securicom (funded by the EC) – to improve the response to crisis management operations during catastrophic natural and man made incidents.
o Chorist
o Nartus
o PSC-E Forum
o Project MESA (ETSI/TIA)
o BAPCO is also included in tenders for 5 new projects
o ACPO (IM) Group
• APCO Global Alliance
• APCO Canada
• KP reported that nominations for elected office and for the Region’s nomination for attendance at the Annual Conference in 2010 were not addressed at this most recent Executive Meeting. KP action to check with our nominee re his availability if his nomination is accepted by the Executive Committee. KP to report back to PP and discuss this further once he has discussed please.
5.0 Membership Report
• Total members today are 1,166 of which 281 members, 164 Commercial, 112 Active, Associate Members 2 and Life Members 3.
6.0 Service News
• Nothing particular was reported, largely due to the Christmas break being so recent. (ACTION. PP to press for active fire and police representation on the committee)
7.0 Event Planning
• MAR 2010. PP provided a report on the plans for the next event, the topic of which is Visual Communications. This is now scheduled for 23 March 2010. The venue is The Conference Room at Bristol City Council. The programme for the day is shaping up well with just one slot really to fill. There is a requirement for a mini-exhibition and PP will liaise with the BAPCO Admin Manager following his detailed recce of the venue, currently scheduled for 8th Jan 2010. PP to invite chiefs from A&S Constabulary, Avon Fire (KP to provide details) and Gt Western Ambulance (RC to provide details)
• JUL 2010. The committee decided that the July event will focus on Joint/Converging IT solutions – so topics such as ambulance regionalisation (RC to provide contact details), police ISIS, back office integration (PP to contact Northgate), Service oriented architecture, IT systems for the Joint Police and Fire Arson Teams (KP to provide contact details for WPS Ltd).
• Future Events. The following topics are left open for further discussion in relation to future events.
o Asset tracking and reporting – APLS, AVLS, ANPR, RFID, EADS/Thales trials, in-building
o Future mobile communications solutions – spectrum, ownership, portfolio, procurement and deployment scenarios, future use of voice and data, information provision, re-shaping command and control.
• The aim in each case is to generate outcomes from the event for publication in the Journal and on our web pages
8.0 Outbound Communications
• No report received as ME was not in attendance. The following actions remain outstanding from the Nov 09 meeting.
• ACTION. ME to pass a summary of his views/findings to the CEO for his attention.
• ACTION. ME to discuss typo and font amendments to the region’s page with the BAPCO Admin Manager.
9.0 AOB
None
10.0 Dates of next meetings
Below….

Date Time Location Event Remarks
23rd Mar 10 All day Bristol City Council offices Regional Members Meeting Visual Comms
29th Mar 10 1900hrs Bell House Hotel, Sutton Benger, SN15 4RH Regional Committee Meeting
20-22 Apr 10 All day BDC, Islington, London BAPCO 10
14th Jun 10 1900hrs Bell House Hotel, Sutton Benger, SN15 4RH Regional Committee Meeting
Jul 10 All day TBC Regional Members Meeting TBC
13th Sep 10 1900hrs Bell House Hotel, Sutton Benger, SN15 4RH Regional Committee Meeting

23rd Mar 10 All day Bristol City Council offices Regional Members Meeting
Visual Comms – Invitation to follow in mid to late Jan

29th Mar 10 1900hrs Bell House Hotel, Sutton Benger, SN15 4RH Regional Committee Meeting

20-22 Apr 10 All day BDC, Islington, London BAPCO 10

14th Jun 10 1900hrs Bell House Hotel, Sutton Benger, SN15 4RH Regional Committee Meeting

Jul 10 All day TBC Regional Members Meeting TBC

13th Sep 10 1900hrs Bell House Hotel, Sutton Benger, SN15 4RH Regional Committee Meeting

Minutes of BAPCO Scotland Committee Meeting

                        Gary Black (GB)

                        Bill Boland (WB)

 Meeting opened 10.30am

 1.      Opening Remarks

Colin Dalziel opened the meeting by welcoming all who had attended and gave a brief fire safety announcement.

 2.   Previous Minutes & any actions arising

The actions in the minutes from the last regional meeting held in Glasgow on 4^th September 2009 were discussed, updated and accepted as a true record. These can now be published on the website. 

 3.   Executive Committee Matters – report from September Planning meeting.

The objectives set following the Business Planning meeting were as follows:

Increase overall membership by 5%, To continue with European Projects and to ensure each region holds two members meetings each year.

 Training – NPIA are now accrediting this but there has been no progress with Fire or Ambulance.

BAPCO 2010 with have a military theme with ex-serviceman being invited as guest speaker.

Layout of BDC with change as two smaller rooms will be used for the conference instead of the main auditorium.  The dinner will be at The Brewery as before.

The APCO Global Alliance meeting is being held in Las Vegas.

 The next Executive Committee meeting will be held on in December at Yew Lodge.

 4.   Recruitment

Membership now stands at 59 in our region.

Future committee – Kenny Fraser (KF) has been approached and has agreed to join the committee concentrating on recruiting new members. A vote was taken and all were in favour of Kenny joining the committee.  Action : TM to let KF know costs for membership, table tops etc. and to check with Ray Trotter if guests can be invited FOC to the next regional event as a recruitment drive incentive.  TM to send mailshot letter to KF for comment before sending to target members CD would like to attract.

 5.    Planning for February 2010 Event

A flyer will be produced over the next couple of weeks and the programme finalised and advertised on the website and to members.

A list of planned speakers was handed to the committee and a programme was agreed subject to speaker availability.

Digital UK would also like a table top space and CD to speak with them about sponsorship.

TM to contact Oskan Edwardson re: Swine Flu presentation.

A title was decided upon as Mapping the Digital Future – Tools to help in a crisis.  The catering area needs to be with exhibitors this time.  Exhibitor notice will go to SC members first then will open to all CM members after a week or two.  10-12 agreed as max number of exhibitors.

TM to check venue is confirmed and paperwork completed.

  9.        Any Other Business

AB suggested that in spring next year we hold an evening event – tell people what BAPCO is all about – invite non members as a recruitment drive with a couple of BAPCO colleagues presenting (views from a current BAPCO member was suggested).

SD voiced his concern over companies cutting back on membership fees.

10.       Next Meeting

The date and time for the next committee meeting was set as 15^th Jan in Glasgow.

Minutes of BAPCO Scotland Committee Meeting

Meeting opened 10.30am

1. 1.      Opening Remarks

Colin Dalziel opened the meeting by welcoming all who had attended and gave a brief fire safety announcement.

2.   Previous Minutes & any actions arising

The actions in the minutes from the last regional meeting held in Glasgow on 1st May  2009 were discussed, updated and accepted as a true record and can now be put onto the website.

3.   Executive Committee Report

BC attended the last Executive Committee meeting on 29^th July and reported as follows:

The Annual Conference & Exhibition made a profit more or less the same as previous years.  The planning committee for 2010 have met and are looking into introducing an early bird booking discount.  The main auditorium will not be used but smaller rooms.  The call for papers is out and it is hoped that Boris Johnson will do the opening session.  The theme is to be ‘A New Dawn’ and a demonstration area is being considered for part of the exhibition floor – possibly a sponsored area.  The speaker for the dinner is hoped to be General Jackson or General Mike Dannatt.  The dinner will be on the first night as last year.

An in house study has been carried out on the feasibility of running the conference in house and the task group recommended that we start taking actions to do this so we are ready when the economic climate changes.

Membership report was 1290 with 20 new members coming from the recent Comms Managers Seminar.

European Projects are still active with 2 more in the pipeline.

The Communications Managers Seminar was attended by 50 people (20 new) and it was agreed that there was too much content in the day but most said they would like to attend further similar seminars.

Nomination for Vice President – This is Tony Morris – West Sussex County Council and has been agreed for the remainder of this year.

Spectrum for emergency services – The NPIA have reported that current spectrum may be  too expensive for emergency services to retain.

Roadshows – Venues are fixed and we are awaiting a programme of speakers so as this can be advertised.

The next Executive Committee meeting with be the planning meeting which takes place with Chairs & Secretaries on 23/24^th September 2009.

4.   Regional Action Plan

All the committee now have copies of this and it will be submitted to the Executive committee this week.  Action: CD to send to Ray Trotter for distribution. This document will be used as a checklist by the committee and further actions will be added to it as required.

Recruiting members was discussed and GB is attending an Airwave Multi User Group meeting in the next few weeks and will talk to people there about BAPCO.  A letter to recruit new members in Police, Fire and Local authorities was discussed – a who’s who directory may be needed for this. Action : TM to look if a template is available from previous mailings in other regions and send to CD.

5.    Regional Event Planning

The next event will take place at Hamilton Park Racecourse on Wednesday 24^th February 2010 and is now booked. A programme is coming together with 2 people confirmed.  Speakers being approached are as follows:

Page One Communications – They are launching a 2 way paging service with Northern Constabulary this is for the deaf and hard of hearing – they will provide a speaker which may be Clair Cawley and the presentation will be about mobile data and the benefits of paging technology.

Louise Fraser from Tayside Police responded to the questionnaire and said she would like to see presentations on Control Rooms and Champions – mistakes/lessons learnt. Email reporting – SMS.  Customer service training.  Thanks to Louise for her input.

The 2^nd possible speaker is from Scottish & Southern Energy about a case study on control rooms.

3^rd possibility is Digital UK as the switchover will take place in Scotland around that time.

Other suggestions were are follows:

Spacial data – GIS & mapping – how this all comes together would be on interest to everyone.  Action: BC to try and find out the contact for the national project team.

CCTV – Glasgow City Council have a new system running with Blackberrys – Action GB to enquire.

Lothian & Borders Police was suggested regarding the Control rooms – lessons learnt presentation.

Action: TM to find out who Pandemic Flu speaker will be at Roadshows as this could be used again.

Action : CD to update C list.

Action: TM to invite Commercial members to take up table tops for this event (max 12) plus try for a sponsor – this to be done around November time.

 9.        Any Other Business

None

10.       Next Meeting

The date and time for the next committee meeting was set as 12^th November in Edinburgh.