MINUTES OF THE BEOA AGM
3rd May 2018
Savills Marquee Badminton Horse Trials
|PRESENT||Livy Agnew, Shelly Bacon, Karen Bartlett, Simon Bates, Diana Brown, Josie Brettell, Andrew Chadwick, Rachael Faulkner, Heidi Davies, Lisa Hughes, Kim Knightly, Hannah Matthews, Nell Stourton, Sarah Taylor, Sharon Norrish, Tina Ure, Helen West, Anne James, Suzanne Sharp, Sareah Weatherlake, Kirsty Fopntain-Henley, Hayley Newman, Danny Anholt, Nicky Townshend, Phil Norrish, Polly Lochore, Patricia Biden, Jenny Roland, Bridget, Jenny Meiklejohn, Lloyd Hunt, Joanne Verney, Ann Davidson, Rebecca Harvie, Tessa Mackenzie-Green & Bridget, Mike Yarrow, Rachael Faulkner, Lucy Cuncliffe|
|1. APOLOGIES||Douglas and Lucinda Weymouth, John Coupland, Karen Bartlett, Jan Cottam|
|2. MINUTES OF THE PREVIOUS MEETING||BE80(T) – Training aspect now sponsored by Virbac and championships by Airowear for 2018Card Payments: Discussed many events not able to use because of wi-fi issues only one card machine can be used per account.
Programmes: Most events have adopted their own policy. BE require essential information such as H&S, maps etc to be displayed at Secretary’s tent.
Entry Qualifications: Not a significant issue for Entry Secretaries.
|3. MATTERS ARISING||There were no matters arisingMinutes of 2017 AGM were proposed by DB and seconded by NM
|4. CHAIRMAN’S REPORT||NS read out JC’s Chairman’s Report :
o Paul Harris BDWP is to retire at end of 2019 season. It is therefore imperative new BE system is fully functioning and ready for 2020
o Current timelines suggest website will go live in August with testing resuming on EARS in September
||KB not present. Details for accounts year ending 31st December: Income from BE Subscriptions was £2,200. Costs included £1,622 for committee room hire etc and £2,400 spent on Social Media Course for Organisers leaving balance of £2,826 on 010/01/2018.
Actions: JC to sign and approve
Proposed by NM, seconded by AC
|8. AOB||Poll for Organisers Action Days: Everyone encouraged to vote for their choice, General Viability, Sponsorship, Marketing EtcFacebook Page: Everyone encouraged to join
GPDR: All organisers to take note of Wendy McGowans help list before GDPR comes into force 25th May 2019
ITTP: BEOA group disappointed with lack of information coming forward from BE and very concerned about EARS being side lined
BE Event Payment 2019: Committee have requested a rise in payments by 2.5% along with the widening of the Start Fee Bands to enable events to set sensible levels. NM asked organisers for evidence of cost rises
H&S Stewards: Chris Farr had sent an outline job description. AC will re-write and circulate
|9. General Discussion||TR talked about disruption caused when BDWP amended their website for GDPR and it upset the BE system. This happened the day before one of her events and was compounded by no-one being available to sort the situation out within the BE office.
There was general agreement about the fragmented support from BE.
HW pointed out that BE had not followed the Fixtures Policy with regard to a new fixture very close to Bicton. Also new International classes at Alnwick Forge were not put out to tender