Affiliation Agreement /Fixtures Policy Update
At a recent meeting held in London it was proposed that Events should have 3 year Affiliation Agreements which in effect would be 3 year fixed contract. This is in place of the current One year Rolling Agreement. This was proposed on the grounds that it would be more attractive to events. It has since been argued that this would give the executive the ability to cancel or not renew contacts at will. The effect would be to create so many problems that the BEOA representatives felt it was not an acceptable proposal.
At a subsequent meeting the proposal was withdrawn. The Affiliation Agreement will largely be the same for 2011 with minor changes only and there will be a major update for 2012.
At a later meeting with MES, AS and PC went through the main points of the fixtures policy and had no problems with the majority of the proposals amending one or two minor points but made the point that the statements were so general that they could be steered whichever way one wanted.
At the same meeting, BE have said that they retain the right to insert into the calendar a “Feature Event”. It is not known under what circumstances this will take place and procedure to ensure events that are already in the calendar do not suffer as a result.
Concern was raised that, to many events that do not have problems and which are run by experienced organisers, BEOA is irrelevant. It is thought that the BEOA website should have a revamp with a view to make it more interactive for organisers.
The recent case where Adele was able to intervene on behalf of The Bovington event should be used as an example of how we are able to help every level of event whether large or small when they have a problem
Jo Carr agreed to see what could be done for the initial cost of £400-£500. The format of the site should allow a nominated user (a member of the committee) to be able to post items on the site.
BEOA Report Forms
Adele & Pete have produced a BEOA report form for organisers to be able to report on BE employees at their event. This has been shown to Mike E-S who had some reservations; in particular the reporting on Stewards who are not employees.
It was decided that we should proceed with the report form in an informal and internal way so that short comings of certain individuals could be identified and then raised with BE.
Radios at X-country Fences
There has been a recommendation from the Sports Committee that there should be a Radio at every X-country Fence. Although only a recommendation, Stewards are within their rights under the rules to pressurize organisers to carry out the recommendation. This can add considerable cost. John Colson agreed to investigate, based on 2010 data, what the extra cost might be.
BEOA AGM 28 th November
Because of the fact that there are elections to the Board this year, BE are insisting that the BE AGM will start at 11.00AM and will continue through with election results etc till after lunch. It was agree that we should have our AGM as follows:
0915 Coffee with something to eat
1000 Open Discussion perhaps with topics proposed
Volunteer Incentive Scheme
Jo has received no comments from her paper. It was agreed that she should send it to Renee so that it can link in with her ideas.
Nutwell Court was very short of helpers and Renee was asked to activate her helpers list. This she did with fantastic success. Points like this could be highlighted to organisers via the new website.
Support from ERA for Events
ERA has offered to give some financial support a few events in the year. The criteria for which events they will be is a yet not decided. However it will be based on quality and the fact that due to circumstances outside their control the event concerned are in need of support to survive. The support will either be the cash to build a fence or to sponsor a section.
Withdrawals / Entries / Refunds
This was discussed at length. It was agreed that the key issue with competitors was the refunding of entry fees when a withdrawal was replaced at an event. The whole argument as to whether a “Wait List “is run or not only confuses people and obscures the situation. What is required is transparency. It was agreed that the whole subject should be dealt with in a measured way with changes recommended for 2012. In the meantime a simple change to the following rules of 2011 will help to simplify the situation and increase transparency:
2.20 (ii)Line 3 to read Withdrawals by competitors who have been replaced will receive a full refund of the entry fee(plusVAT if applicable) subject to a £10 deduction..
Annex 3 Para 6 Line 5/6 delete from the Wait List
Pete Collins agreed to take these through the Sports Committee ASAP for inclusion for 2011