• Chairman. Under the constitution Diana retires as BEOA chairman at the next AGM in November.The BE Board has requested that our representative should not change until 2009. The BEOA chairman does not necessarily have to be our representative on the board. With the Secretary in the chair three options were put to the meeting as follows:
• A new Chairman is elected from the new Committee and Diana continues to be our representative on the BE Board until 2009.
• Diana is re-elected as Chairman until the AGM
• A new Chairman is elected to start from the AGM
• A new chairman from outside the committee is identified who is suitable to the committee and to represent us on the BE Board.
• After discussion it was proposed that Diana should be re-elected until the AGM and a successor to be found to be co-opted. Proposed by Polly Lochore Seconded by Margaret Willetts – Passed
• Treasurer Arthur Stevens is willing to continue. Proposed by David Sayer Seconded by Adele Schardt. Passed
• Secretary John Colson is willing to continue

Diana welcomed the new members to the Committee Douglas Weymouth, Amy Dixon and in hers absence Susan Foster. There may be some misunderstanding as to whether Sue is in fact the organiser of Richmond. This will be investigated

• Item 1 The minutes of the committee meeting of 17 th September were taken as read.
• Item 2 Matters arising
  • There are no deputies to members of the BE Board. However people are invited to attend.
  • At the time of the last Cttee meeting abandonment fund and the retention of control of entry fees were viewed as being directly connected by the BE Board.
  • Abandonment Fund AF). At Jo Carr’s meeting it was the clear consensus that the abandonment fund should continue and not revert to insurance. It was the view of the committee that we should be resolute in its retention. It is the view that the fund is organisers’ money and not competitors’ money. It was agreed that we should set up stall as to where we stand. We should develop our own strategy for the AF so as to present it to the BE Board. If the AF ceases to exist the viability of events will be adversely affected. The AF has stood the test for 20 years. It is, to a great extent the bad management of the fund that has lead to its parlous state. This has been accelerated by appalling year in 2007.

  It was agreed that a document stating our case should be produced. David Sayer should have an input on the history as a starting point. DB agreed to action this.

  Item 3 BEOA Meetings and Reports.

  • The South East meeting was an excellent format. A Regional meeting tagged onto the BE Regional Meetings. Wales & Central are planning meetings along the same lines. Diana asked other regions should do the same. Chris Farr and Iain Graham are willing to attend. Jo’s meeting included a survey into costs that were produced anonymously. It was an extremely useful exercise.

  Item 4 Make up of the BEOA Committee

The present committee represents:-

• Rented Estate single event PN/Intro to Int - 7
• Own Ground 2 to 4 Events – 4
• 3 day event – 1

The committee does not include a 3 star event It was agreed that we should ask an organiser of one of the large events to come to a future meeting. It was decided to ask Mandy Hervieu the new Director of Blenheim to come to our next meeting. Discussion spread into the support of peripheral events (PE) and the need to think “outside the box” to give input into BE’s deliberations including the inclusion of Riding Club sections. The problem would seem to be Insurance. There is a need to define what a PE is. Those that are termed a PE should be allowed to run Riding Club sections. Committee members are asked to put forward ideas to forwarded to the BE board.

• Item 5 Insurance.
  • Third Party & Public Liability. It became clear that the main problem lies with limited companies running events having complete cover. The problem lies where a company, for example an Equestrian Centre runs an event as a part of business. Currently a form of words is required to be in place that details the relationship between the company and the organiser. It is thought that where a company is formed purely to run an event in order to limit liability there is not a problem. A detailed explanation is necessary once detailed clarification has been gained from the brokers. It should be noted that an accident book detailing even the most minor is essential.
  • Equipment. Insurance for all equipment hired by an event is available through Heath Lambert. Details are available in Appendix 2 to the Affiliation Agreement.
  • Recommendation. It is recommended that individual organisers consult with BE / Heath Lambert if they are in an doubt that they are fully covered.

Item 6 Sports Committee.

• Ground Preparation. BE have procured an extra Airovator and guidance on ground preparation is being produced.
• Withdrawals. Now we are an elected body it was agreed that the current paper on withdrawals should be sent to all Organisers for their approval.

After Note: Once this year’s calendar is under way organisers will be sent the BEOA paper on Withdrawals requesting their views. Arthur, Jo and Peter are asked to check that we have the correct version to be sent out.

• Entry Fees. We need to ensure that in future we have a greater say in the level on entry fees. This year organisers were rail-roaded and all our proposals were turned down. It was agreed that we should be proactive and gain the views of organisers in good time. It was agreed that Chris Gillespie should be invited to come to our June meeting when we have clear recommendations for entry fees for next year. Committee members agreed to consult with organisers in their areas who have run their 2008 events, for their comments on 2009 entry fees.

Item 7 Committee Meeting Venues & Dates.

• We can continue to use the present venue that costs us nothing. A donation of £50 donation to the HCR was agreed. It was proposed that some donation to travel expenses should be allowed. Cttee members should put in expense claims and reasonable requests will be met. Forward planning of meeting dates will help members to pre-book.

Dates

• 2 nd Apr BE Board
• 6 th May BEOA Cttee – Mandy Hervieu, Blenheim
• 20 th May Sports Cttee
• 24 th June BEOA Cttee - Chris Gillespie
• 9 th July BE Board
• 17 th July Sports Cttee
• 24 th Sep BE Board
• 2 nd Oct Sports Cttee

Item 8 AOB.

• Encourage owners to come to prize giving.
• BEOA has responded to the request by Wendy Suddes of Hunwick Horse Trials for help. This has been an example where the BEOA has been able to act as honest broker in support of an organiser. Help was also given at Hopetoun.
• We have had a communication from Denise Lincoln (Ch EHOA) to say that they are considering having an organisers page on their website and will post useful up to date information for owners - Good idea DB will contact DL
• Update of Organisers’ handbook will be issued on a CD Rom in July.
• Notice of PN Plus classes was not good.
• Scottish / Northern regional meeting date will be announced.

Next Meeting 6th May Hyde Park Barracks