MINUTES OF THE BEOA COMMITTEE MEETING
10th July 2018
London Canal Museum
|PRESENT||Livy Agnew, Simon Bates, Andrew Chadwick, Rachel Faulkner, Jan Cottam, David Sayer, Nell Stourton, Tina Ure|
|1. APOLOGIES||Josie Brettell, Karen Bartlett, Diana Brown, Pete Collins, Heidi Davies, Kim Knightly, Laura de Wesselow, Hannah Matthews, Sarah Taylor, Sharon Tovey, Jo Verey, Helen West, Lisa Hughes
Shelly Bacon – Nothing has been heard from Shelley. JC to contact her to see if she would like to continue with the committee
Livy Agnew was unanimously voted to remain on the committee
|2. MINUTES OF THE PREVIOUS MEETING||Approved|
|3. MATTERS ARISING||Health & Safety – A new attachment was sent out to Organisers with the BE Health & Safety information, which had been missed off the Organiser & Official’s memory stick.
Concern was expressed re the role of the H&S Gurus (Harry Verney & Ray Hipkin). Not all events have been inspected in 2018, as was originally anticipated. Who is taking on the role of support for Organisers?
AC will be seeing RH at Weston Park, so will try to glean some information from him
TU spoke of experiencing an unfortunate time when her event was inspected. No communication with assessor & no feedback.
JC’s original request to clarify the grey areas between H&S & Competition responsibilities was passed to Wendy. Debbie Pritchard to chase up on this matter.
JC to take these issues up with DP & at the Officials Wash Up
|4. CHAIRMAN’S REPORT||Blenheim Ground Care Day
A pleasing response and generally well received. Quite a lot on expensive machinery, so perhaps this was more for the larger events. The Q&A session in the afternoon was well received.
Tim Holderness-Roddam has the overall brief for BE equipment. He is keen to assist Organisers & asked for opinions on the BE machinery. It was felt being ‘fit for purpose’ was the main issue. A 10’ areovator was the most useful.
Blenheim Open Meeting
Conference Calls with Paul Hodgson & David Holmes
Professional & International Organiser Meetings
Entry Fee Formula
Bruno Brenninkmeijer reported at the Sport Committee an additional 9 events had passed over information re their event finances. This brought the total to 17
A further year’s information should be asked for to ensure accuracy, particularly in view of the difficult season experienced in 2018. JC to take this suggestion back to the Sport Committee
Committee Member Expenses
|6. Start Fees & Entry Fees
|SB’s paper on Entry Fees was discussed. The question was asked if Start Fees & Entry Fees should be counted together. This would show a falling behind in the rate of Entry Fee.
JC had received a similar comment from Douglas Weymouth.
SB suggested that a 3% rise should be adopted every year to avoid the time spent & discussion taken when negotiating increases in Entry Fees. JC would take this idea back to the Sport Committee
It was agreed that the maximum Start Fee should be indexed linked
|7. Strategic Fixtures Plan, Special Formats & Endorsed Events plus Special Measures||Fixtures
Mel Siggs has resigned. Her role has been taken on by David Holmes
The 2019 Calendar has been agreed. There will be no replacement or new events in 2019 unless there are very exceptional circumstances
Tender documents for International Events have been emailed to all Organisers who are invited to apply. The BEOA has been asked to nominate an Organiser to sit on the Fixtures Summit where tenders will be considered & venues chosen. The candidate must have a wide knowledge of eventing, both National & International.
There was concern that Peripheral events would benefit from a ‘champion’. It was agreed that Andrew Chadwick should take on this position. JC to ask if this would be possible. There would only be one vote for Organisers, even if there were two BEOA representatives
There is likely to be a tightening up of restrictions in the Affiliation Agreement concerning unaffiliated events. The 5 day restriction may be extended to 7 days. It was asked how an event had managed to run an unaffiliated competition the day before their BE event? JC to investigate
There is likely to be a 105 championship in 2020
Special Formats & Endorsed Events
Concern that there has to be 2 x poor evaluations prior to a consideration of Special Measures. This would result in possibly a 3 + year period of poor performance. A much quicker improvement was asked for.
It was felt that ‘fresh looks’ from officials could be valuable. This could be achieved by rotating officials every 5 events & then reverting to the normal team. Changes should be for both Officials but not at the same time. Alternatively, a visitation from an independent official working ‘on top’ of the normal officials, every 5 events, would be helpful.
Consider a Stipendiary Official.
For an event on Special Measures, a 3rd Official should be appointed with the relevant specialist knowledge in the flagged area of weakness. The question was asked who those with specialist knowledge are?
This is to be held on the 22nd October in Stoneleigh.
Despite trying to find answers, detailed reasons for calling the EGM, the result being sought & the method to achieve this result have not been possible to ascertain other than a lack of confidence in the CEO & Chair of Board.
JC to ask BE’s permission to listen into a ‘fact finding’ conference call & attend a similar meeting, both arranged by Paul Hodgson
A joint statement is to be published by EHOA, BEOA & ERA expressing a general discontent with the current state of affairs within BE. Individuals will be encouraged to act in whatever they feel fit.
It was agreed to share any information
|9. Sport Committee||Uniform Ballot Day
This has been decided to be Tuesday. Thank you to the Entries Secretary Group for their help with this
Stats for 2018
Changes to requirements for Horse & Human Ambulances
Show Jump Course Walks
On Event Stabling
FCFS & Waitlists
10. Working Groups
This project is making progress. A Working Group conference call is now over due & will be requested.
There is still some confusion amongst members about what is possible & why BDWP cannot be continued with.
Entries Secretary Group
Commercial & Marketing Group
The C&M Department are asking to change the names of classes to the appropriate heights – Novice would become BE 110 etc. This can only happen gradually as it would require a change to the dressage tests etc.
Disappointment was expressed that there was a lack of ‘noise’ made about the Gold medals at WEG plus a lack of activity on social media for Organisers, especially when BE were tagged into Facebook posts, Tweets etc. There is currently minimal retweeting or ‘likes’ etc
|11. Dates of Next Meetings||22nd October EGM Stoneleigh
4th November AGM Stoneleigh
20th November Edgecote Banbury
|12. AOB||Networking Day: JB, ST and SB are organising a day in the New Year at Somerford. They will be asking representatives from companies like Dodson & Horrell to tell us what they look for in a sponsorship package. Blue Chip was suggested as worth an approach.
It was hoped to get representatives from EHOA & ERA involved.
The inclusion of a session on the IT Project was not popular with the committee
Due to a lack of time, the following will be carried over to the next meeting
|9.||There will be a BEOA Open Meeting at Blenheim on Thursday 13th September 2018
20th November Edgecote Banbury