TREC GB Board. Minutes

Transcription

1 TREC GB Board Meeting 8-12 th January 2015, 8p.m., by Conference Call Minutes 1. Present:- Mary Weston (MLW) England, Central & SG Geoff Bligh Wales, South Julia McHugh England, North West Karen Waite (KW) Scotland Cath Cromarty North Wales Lois Eyre - Wessex Jen Sheen (Minutes) Vanessa Warren England, South West Chris Paine Wales, South deputy Amanda Marfleet (AM) England, South East Jenny Snowdon England, East Anglia & SG Helen Martin (HLM) England, Central deputy &SG Sarah Leggat England, South East 2. Apologies:- Lorraine Owen SG, Ailsa Gibson England, North West deputy, Wendy Taylor Scotland, Eifion Roberts North Wales, Paula Bean England North East. Dave Rogerson England, North East, Donna Skinsley Wessex, Polly Lloyd Owen. 3. Minutes of Meeting: th December Approved - Jen to put on the web. 4. Finance Working Group for ratification: - a) Upgrade of blue to red memberships at the cost of 2.50 per month. Agreed. b) Part year membership red or blue: application up to the end of March 2015 is to be paid at the full rate ( 52 & 26 respectively) Details of actual costs will be known by March so this is to be discussed at the March FWG meeting. This will only be available for this year, however it was discussed that this could possibly be available to first time members in the future. Further discussion to take place. c) Day Membership fees- Non members not covered by our insurance. See details below in 5. d) Booking fees for competitions hoping to be qualifiers in To be discussed when we have more of an idea of how the summer competitions run and if the qualifying criteria changes. Vanessa to clubs who book dates for 2016 informing them that their dates are to be held but the criteria may change. 5. Insurance:-Several Issues a) Originally it was thought that any competitor was insured for Public Liability. Affiliated club members and red members are insured. But blue members who are not a member of an affiliated TREC club and non members are not covered. Clubs can offer competitors day membership to their club or a competitor must have proof of their own public liability insurance. There is no stipulation on the amount to charge for this facility. It is very important that it is made clear that people are joining the club for the day and this should be on the schedule / entry form. As far as the insurance company is concerned it does not recognise blue membership. For

2 those TRECGB members that have nominated a club, 10 is passed on to that club TOWARDS their membership fees for that club. Depending on the membership fee of that particular club they may or may not have to pay an additional fee to become a full member of that club. It is the TRECGB member's responsibility to ensure that they have paid sufficient fees to gain membership of that club and therefore, if only a Blue member can attend club Trec competitions/training without having to become a day member of that club or having to provide details of their own insurance. There have been 6 people who have not ticked a nominated club on the membership forms. Jenny Snowdon is to contact them. a) Public Liability. The level of cover for PL for across the board is 5million. SEIB consider it adequate. The main point is that there is nothing we can do to change this policy midterm. We can look into changing the amount of cover at renewal. The process of insurance started last March and at the time TREC GB did not have any money in the bank and had no idea of how many members we would get. SEIB were approached and asked for a policy with cover equivalent to the BHS. VW has a review with SEIB in Feb, and will report back to the board next month. KW we can start getting prices for what we would like insurance wise but there is likely to be an increase in cost and this will have to be passed on to Clubs and membership. A letter needs to go out to clubs and Red members making them aware of the cover. If a red member is unhappy with this matter they can be offered a down grade to Blue membership, and if it comes to it a full refund.mw proposed. VW seconded b) Key Facts of Red membership cover has now been sent to every member and can now go on the Website. c) Instructors cover is now in place and those who want it should contact Vanessa in the first instance. 6. Membership update:- Today s figures show 97 Red paid up members plus waiting fees for 3 more and 187 Blue members plus waiting fees for 6 more and 53 supporter members. Last month ( 90 red members and 176 blue members)no outstanding issues regarding payments. There was no response for the Christmas gift voucher. However it was thought the Christmas draw was successful and a few members joined as part of that promotion. Admin Getting the How to book a summer competitions process in place is a priority. Not sure how to book maps. Do we need Anquet? If what Mason maps says happens does happen then we don t. Trial is to take place with Julie Brands first POR event of the season. Jen Sheen to Julie and make arrangements. What do clubs get for being a TREC GB member club? Helen and Amanda to write up benefits of TREC GB membership between them for Jen to use. Website Meet a Treccie has gone down well. Still a bit dull, requests for photos have gone out but must have authority to use on web by the photographer. Jen & Julia to do some more training with Steve on loading Photo s. 7. Constitution:- from the Charities Commission regarding registration has been received today and sent to all board members They confirm they are happy to register TREC GB however there are a few amendments a.the Objects revised wording suggested by the Charities Commission. The promotion, as the governing body of the sport of British TREC, of community participation in healthy recreation in horse riding.trec is a

3 sport intended to test the skills of a horse and rider in planning and executing a long distance ride in unfamiliar country Accept the change of wording as recommended by the Charities Commission agreed. VW proposed and KW seconded. Helen will amend, sign and return to the Charities Commission. Deputies- Do we want all deputies listed? It was decided that although it will make a large document that deputies should be listed in order to be able to stand in and deputise when needed. Helen to all deputies and ask them to follow the link to download and sign the form required to update the application. b. Committee structure Geoff Bligh: - Geoff has produced a discussion document. HLM would like to propose that more people than suggested (4) should be on each committee with a Board member being head of each committee and the others on the committee may be non Board members. MW Suggested that anyone could be on more the one committee but ideally no one should Chair more than one committee. The vision is to send out to all members with details of all the committees and asking which ones they would like to be involved in. Have to be careful of the numbers as it could be too many. MW- Moving to having the structure in place midsummer when we will be asking for nominations for the Board. The way forward is for everyone to send their idea s to Geoff via the Board area and to discuss again. 8. Winter Series: - All ok, but it has been asked about a tie situation. In this case results will revert to 5 th or 6 th competition. For next meeting Jen to provide how many events have taken place. VW has had 47 booking fees. 9. Organisers Group: - Paper from Mary and Lorraine, still being worked on. It was suggested that a sample of unmanned tickets should be on display in the map room. Any thoughts or idea s to be put on the board area on the website for discussion. Booking fees for non qualifiers was discussed it had been agreed previously that non qualifiers should not have to pay a booking fee, this was upheld. 10. Rules: - Paper from Cath Cromarty. The board went through paper and voted on amended versions o f the rules. See below Helens amended version. 11. Training of TDs and Judges: - Karen Waite. TREC GB does not yet have a training syllabus. WHTG are running a training day. KW to Paula just to explain that any training run will not be recognised as official training. 12. Qualifier Assessments: - No information available as Dave not present. 13. International Working Group:- Lorraine has not got any further, however Meeting was brought to an end as running late. All Agenda items not yet discussed are to be put to the top of the agenda for the next meeting. 14. Dates of next meeting:- FWG Tues 3 rd Feb Board Mon 9 th February Meeting closed at 22.21p.m

4 Proposed Rulebook amendments 1 st edition of the TREC GB Rulebook is proposed to be amended, with the new version [ Revised 1 st edition ] coming into force on 1 st February The following rules are proposed as being amended as follows: Rule number Current wording Proposed wording Decision from Board meeting 12 Jan Requesting, receiving or providing external assistance in finding the POR route or communication of the route to other competitors. However verbal communication between competitors in the same level of competition about the route on the POR course is permitted. Any suggestions for a better form of words would be gratefully received. Other riders do not count as external people. Jill Perry s wording Receiving or providing external assistance, verbally or by gadgets, to help with the POR route. Verbal discussion between competitors is permitted, particularly when someone is in desperate need. Underline may in rule preamble Technical queries If the matter concerns scores/scoring the query must be raised For the POR phase in writing at a time specified by the organiser/td (often by 10a.m. the following morning) For the MA and PTV phases within half an hour of the scores being released 4.7 Record cards No consequence is given in the Rulebook for losing a Record Card The points may have to be worked out from information given. If the matter concerns scores/scoring the query must be raised For the POR phase in writing at a time specified by the organiser/td (often by 10a.m. the following morning) For the MA and PTV phases by the time specified by the organiser/td. Options: - Elimination from the POR phase - All good tickets are marked as missed and all bad tickets marked as found [FITE rule is elimination.] Tickets carried Delete this line (ie all grid references are to be quoted as numbers). Wording accepted as proposed Tickets carried. [Option for penalty to be all tickets lost or 150 penalties, whichever is greater, to be carried forward to next amendment round.] Agreed

5 Rule number Insert a line allowing higher maximum jump heights for L4 riders at Championships. [If approved would need to define if this only applied to the GB Champs or the national championships as well.] Current wording Proposed wording Decision from Board meeting 12 Jan Insert an explanation of associated difficulties: An associated difficulty is an unflagged obstacle which affects the line taken to approach or get away from a judged obstacle. An alternative route must be provided to avoid the associated difficulty whilst allowing the judged obstacle to be completed, though this may be more time consuming Related obstacles are obstacles aligned in a straight line or in a curve. An obstacle is related to another obstacle when the distance between them is no greater than 18m A rider not wanting to attempt an obstacle must: Stop (cease forward motion, including circling) & PTV S-4 Mount from block Penalties for rider falls are incurred as follows: - 65 penalties for the first fall. - Elimination from the phase for a second fall. A horse fall will lead to elimination from the PTV phase. - The rider can enter the area mounted or led. Delete this definition. Delete including circling FITE do not penalise for rider falls (when riding or leading) or horse falls beyond giving 0 for the obstacle. Options for rider falls: - Stay with current rule - 0 for obstacle for first fall but keep elimination for second fall - Eliminate for the first fall Options for horse falls: - Keep the current rule - 0 for the obstacle for horse fall. - The rider must enter the area leading. Maximum jump heights may be 10cm higher for all levels at the GB Championships only carried Wording carried Rider falls: 0 for obstacle for 1 st fall, elimination for 2 nd fall carried Horse falls: Keep the current rule carried

6 Rule number PTV S-5 Mount from ground PTV S-14 Neck rein PTV T-1R Ridden immobility PTV T-1L Immobility (Led) Current wording Proposed wording Decision from Board meeting 12 Jan 2015 The obstacle consists of a circle 2.5m in diameter. Currently listed as a Style Obstacle but it has the new FITE dimensions which have been designed to enable it to be a Gait obstacle. The timer starts when the rider releases the reins in the circle. The reins must be left free on the neck and the lead line attached. In order to allow room for a block to be used instead of mounting from the ground, it is proposed to change the marked area to the same dimensions as the mount from block obstacle (at least 2.5m long and 2m wide). Options: - Keep obstacle as it is. - Change to a Gait obstacle. - Keep obstacle as it is AND create a one-handed figure of eight Gait obstacle [different name required to avoid confusion]. Discussion has been had among the Rules WG re definition of releasing the reins and whether holding the buckle or securing the reins in order to prevent them falling down if the horse puts its head down should be permitted. Options: - Stay with current rule (no contact allowed with reins at all) - Allow reins to be secured by clip or strap, as long as there is no contact with the bit. - Allow the rider to hold the reins, as long as there is no contact with the bit. - Allow reins to be held or secured, as long as there is no contact with the bit. - Different rules for different levels The reins may be secured so that they cannot fall down but there must be no contact with the bit. Data sheet to state that marked area for mount from ground is unchanged and that a Mount from Block area with block should be available next to it. Keep Neck Rein obstacle (barrels at least 2m apart) as Style obstacle and create obstacle called Figure of Eight (barrels at least 15m apart) as Gait obstacle Allow the rider to hold the reins, as long as there is no contact with the bit carried

7 Scoring programme updates/amendments: The Roast scoring programme is being significantly upgraded and brought into line with the TREC GB Rulebook. It is being renamed TREC_SCORE and will be supported for the foreseeable future. The following list details improvements that have been suggested or offered and are being presented for Board approval: 1. The option of a rider being NP (Not Placed) as distinct from E (Eliminated). a. Elimination would result from any of the situations listed in rule b. A rider or pair not being placed would result from retirement or withdrawal of an individual or one or both members of a pair from one or more phases (except the withdrawal of a pair rider before the start of the first phase, as their pair can transfer to competing as an individual). 2. A rider missing an obstacle or the start or finish flags on the PTV can have E shown in the PTV Total column instead of a Rider(s) can be eliminated from the competition and/or a phase (button on the Control screen similar to the Tack/Vets penalties input). 4. Riders can be penalised for going through a CP not on their POR route. 5. Riders can be eliminated from the PTV for missing a compulsory gate. 6. All proposals/ suggestions carried unanimously