June 6th 2008

The New Draft Fixtures Protocol for Comment

Please contact your committee member if you have comments to make on these amendments.

June 6th

Dear All,

Could we ask that any member who goes for and receives any insurance clarification from Terry Bailey or James Denley of Heath Lambert that they firstly get it in writing and secondly that they copy it to P.Collins email oxenleaze@westwilts.com  we can then ensure we keep a file on these clarifications which can be used for the benefit and peace of mind of other members.
Pete Collins

June 6th Sports Committee Minutes

Dear All,

The following is a copy of relevant information from the most recent sports committee meeting.

sports committee meeting 20^th May 08

SJ Collecting Ring

Nick Gauntlett  said that the SJ collecting ring is once again causing a lot of problems, as suggested before it would greatly help if events provided a blackboard, it was agreed that although this would not necessarily solve the problems it may help to alleviate the situation. A note will be added to the next Organiser & Officials mailing.

Entry Forms

PC  asked if it would be possible to amend the entry forms for 2009 to include an additional box where the competitor can provide their sort code and account number.  Therefore in the unfortunate circumstances that an event cancels the organisers refund the competitor via bank transfer which would make the whole process quicker for cheque refunds.  Debbie Marfell to find out if refunds have to be legally carried out in the same manner as which they were received by the organiser.

Iain Graham asked that the BEOA should advise their members to think carefully when providing an abandonment telephone number in their schedule and to ensure that the relevant number is manned when appropriate, carries the correct event status message and if it is a mobile number, has reception at the event site. ACTION PC/DB

PC requested a simple laid down procedure for the use and distribution of abandonment information, currently members are unsure where to ring to get last minute information, the site number or the hotline.

Withdrawals & Refunds

MES reminded the BEOA that if they wish to submit a proposal for inclusion in the 2009 rule book it must be submitted at the next meeting. ACTION PC/DB (If any organisers have any ideas for rule changes could they please contact their area representative).

Rider Volunteers

It was agreed that riders should be encouraged to volunteer by the introduction of some form of reward system however it was agreed that it would be very difficult to enforce a mandatory rider volunteer system.  However it was agreed that perhaps rider education may make riders aware of how much effort and preparation it takes to put on an event and that offering assistance at events may assist their chances of getting an entry at an event.

Chris Shaw said that this will be looked at later in the year as part of a larger volunteer strategy meeting which will also look at how other sports attract and maintain their volunteers and how BE can reward those that do give up a great deal of voluntary unpaid time to put something back into the sport. CJS to report back on the outcome of this meeting.

BEF – Facilities, welfare, child protection & participation

Child Protection

IG said that there is no requirement for Organisers to ensure that their volunteers have undergone child protection training as they will never be in a one to one situation with a competitor.

ATVS

IG said that following the Safety meeting he is introducing a clarification document in conjunction with Harry Verney and notification will be issued to Organisers ASAP.  This will include a template document that organisers will be able to issue to anyone who is likely to be using vehicles on the event site.

Hat Tagging

It was agreed that a reminder should be included in the next Organisers & Officials Newsletter stating that all hats must be tagged for SJ & XC.

Fixtures Protocal

A few amendments have been made to the protocol for 2009. The BEOA website will have a copy of the document, please take a look and contact your committee member if you have comments to make on these amendments.

Insurances.

Terry Bailey confirmed that the revised summary which was still being drawn up was WIP but would be available by the end of the month, he also confirmed that there was no excess applicable to claims by events, on the all risks cover to the £25,000 PA cover that was being incorporated(the excess being generously covered by BE).

BE front page on Web event calendar

TB   confirmed it was WIP to incorporate the ballot date and opening date on the front page and would be one as soon as possible, other things had been priority and had taken its original slot.

Frangible pins.

Any requirement for additional pins and sleeves should currently be submitted to your TA or if unavailable your RD.

Regards

Pete Collins

Organisers representative on the sports committee

May 9th 2008
Letter from Diana Bowen

BRITISH EVENTING ORGANISERS ASSOCIATION

 

May 2008

Dear Organiser

I thought it would be useful to bring you up to date. Chris Gillespie warned BE members at last year’s AGM that there would be changes to the Abandonment Fund for 2009. As we all know, the start of the 2008 season has seen the loss of numerous days of competition ; BE has already received claims of around £150K from cancelled events from a fund already exhausted in 2007.

The BE Board and Sports Director have been advised that changes in regulations may impact on the present structure and as a result they are reviewing our present arrangements for the provision of compensation to members and organisers in the event of cancellation.

We are all aware of the need to have a policy in place and for members to be reassured. The BEOA will work closely with the Sports Committee to ensure there is an acceptable policy for 2009. Several suggestions and ideas have already been made, I am sure we have not heard them all, if you have any please let us have them

Let us hope that the weather will be kind for the rest of the season and we have lots of wonderful events and happy competitors.

Kind regards

Diana

Diana Bown, Chairman BEOA

February 26th 2008

Minutes from the 12th February 2008 Meeting

BEOA Committee Election Results
9th January 2008

Scotland & Northern Region

Polly Lochore
Susan Foster
Douglas Weymouth

Wales & Central North Region

Margaret Willett
Diana Bown
Amy Dixon

Central North Region

Peter Lamont
Tina Ure
David Sayer

Southern Region

Arthur Stevens
Jo Carr
Adele Schardt

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August 17th 2007
Memo from MES on the role of Regional Directors

27th April 2007
Notes from the Sport Committee Meeting

4th February 2007
Minutes of the AGM
2006 Accounts