MINUTES OF THE BEOA COMMITTEE MEETING
WEDNESDAY 10TH JUNE 2020
ZOOM 1.30 P.M.
|Present||Jan Cottam – Chair Simon Bates, Andrew Chadwick, Pete Collins, Nicky Helyer, Jo Very, Jenny Meiklejohn, Nell Stourton, Rachel Cory, Rachel Faulkner, Laura de Wesselow, Diana Bown, Hannah Matthews, Heidi Davies, Josie Brettell, Sarah Taylor, Karen Bartlett, Charlie Sayer( representing David Sayer)|
|1. Apologies||Tina Ure|
|2. Previous Minutes||Minutes approved for 7th May 2020|
|3. Matters Arising||There were no matters arising|
|4. Chairman’s Report||Chair advised that some matters raised in the Chairman’s Report would arise later in the meeting
Four rider surveys came out in the same week. Tri- Star Eventing, ERA, British Eventing & Burgham,. It was asked if we would see the results from the BE survey JM – Tri star had over 900 replies with interesting responses
JC – advised that William Buck had asked if chairs of 3 stakeholders would send letter to Board – of no confidence in chair and asking for removal of chair- JC felt timing not right and we are representing all Organisers JC advised concerns still being voiced by Organisers.
JC – raised concerns about finances if funding withdrawn – this was highlighted by the news about Australian Eventing going into administration.
Brains of Eventing – it was asked when would we get an update – brief has been extended to look at current concerns.
|5. Treasurer’s Report||Accounts – KB advised there had been no change – Only cost £90 for Zoom meetings
Entry Fees for 2021 – Sport Committee meeting in approx. one month’s time will discuss entry fees. Organisers want to keep them the same –
Rule Book should also remain the same
|6. Resumption of Eventing
|There have been four surveys sent out to investigate appetite to compete. ERA – response good. BE – survey not as good with regard to the questions and their relevance. Overall response up to Novice level was good. JV asked if we could see the results from the BE survey.
It was felt there needs to be more communication from BE to members and organisers about Resumption of Sport.
Prize Money - Due to the increased costs which organisers will incur running under Covid – guidelines it has been suggested there is no prize money. To avoid unnecessary contact no prize giving – no rosettes and no prizes in kind. This would need to be explained to riders as a way of giving something back to Organisers due to the time and trouble they have undergone to run an event. PC commented if we were to do this we needed one strategy and LdeW proposed that competitors must have specific details.
JC asked the attendees when prize money, prizes in kind or rosettes are not awarded, do we keep to the original entry fee to be charged for the season. A poll was taken of those attending the meeting with 14 for and 1 abstainer.
It was agreed to put this out to all Organisers. There was no conclusive response, so JC will suggest to BE that Organisers must be allowed to make their own choice but must publicise this in their schedule.
Health & Safety JC – advised there was a meeting today so we have no update. Each organiser will need to get advice from their own H & S consultant re “Off Field of Play”. RF asked if BE would update their risk assessment regarding field of play.
Spectator Limit to Events- As owners are part of the Membership they are not considered as Spectators.
Dressage Tests- it has been proposed to make the tests shorter (Covid Tests) to speed up the through put – however unless running two show jumping arenas all this would do would be to cause a log jam at show jumping. There is still the query about writers. All Organisers canvassed. A large majority wanted to leave things as they are.
|7. EARS & Website||Schedules are set up and will need updating. Samantha Ruck (BE HQ) helped with updating schedules in the past – no longer in post. Schedules should not be left until last minute. Una at BE HQ has experience of schedules.|
|8. Insurance||The question was again raised – are we tied to current insurance policy until 2021 and it was confirmed by JC we are. Guy Prest (KBIS) has told the board meeting BE could get out of current insurance – RC questioned if there was a break clause?
Insurance for the future - An alternative refund policy should be found.
|9 Date of Next Meeting||Date of next meeting was proposed as 7th July 2020 and would more than likely be a further zoom meeting due to ongoing travel restrictions.|
|ST had received no reply or acknowledgement of her letter to BE concerning EARS and the problems which had arisen at her event and felt that at least some acknowledgement from BE should be made.|
|There being no further business the meeting closed at 4.50 p.m|