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Tweet Monday 2nd September 2019

Club and Member's Forum 2019

Notice of Meeting

The Board have decided to widen the attendance of this year’s Club & Association Conference to enable wider participation and consultation. The Club and Member’s Forum will be held on Saturday, 16th November 2019 at The Studio, Riverside West, Whitehall Road, Leeds, LS1 4AW,  a short walk from Leeds rail station.

Invitations to attend:

  •  Association Representatives
  •  Club Representatives
  •  Members of the British Orienteering Board and Committees
  •  Individual Members

The venue has a limited capacity of 80 and spaces will be allocated on a first-come, first-served basis.
To register your place at the Forum, please complete and return the registration form to info@britishorienteering.org.uk. 

Agenda

The Board would like to place the following items on the Agenda:

  •  A Refresh of the Strategic Plan.
    Phase one of the strategy development will happen at the British Orienteering Board meeting on Saturday, 12th October - following this meeting the key outcomes will be circulated to members.
  • The characteristics of a club.

Associations and Clubs are also asked to raise any additional strategic items or issues that you would like to be added to the agenda. Any such requests should be sent for consideration to Peter Hart, Chief Executive (peter.hart@britishorienteering.org.uk) by the 15th September 2019.

Whilst it may not be feasible to add all such items to the agenda, those items that are of strategic importance and are common to several requests will be added. Further details and papers for the Conference will be circulated as soon as they are drafted. The above provides an outline notice of the Club and Members Forum. Further details including the agenda and structure of the day will follow.

Venue

The venue is a short walk (700m, 8 minutes) from Leeds rail station. More information on the location and travel details can be found here.

Expenses

For registered delegates, the costs of the conference including refreshments and a light buffet lunch will be paid for by British Orienteering.

All members are invited to attend, and we would encourage as many as possible to come along and have your say!

As in previous years, we also encourage clubs and associations to nominate two chosen representatives to represent their views. Clubs and Association chairs or secretaries must confirm the names of the two delegates attending on behalf of their club or association by Friday, 1st November. This will register their attendance and these club and association delegates will be eligible to have a contribution to their expenses paid by British Orienteering (contributions will be as per below criterion).

All other members are very much encouraged to attend; however, any expenses will need to be covered by the individual, club or association depending on individual arrangements.

Car
Where the total round trip to and from the conference venue exceeds 150 miles, British Orienteering will meet the costs of half of the mileage that exceeds 150 miles (at British Orienteering’s standard rates). Here are examples:

  •  A delegate travelling a round-trip total of 310 miles could claim 25p (standard mileage rate) x 160 miles (excess over 150 miles) x 0.5 i.e. £20 from British Orienteering, and the rest must be met by the delegate or the delegate’s club or association.
  •  A delegate travelling a round-trip total of 200 miles with another delegate as a passenger could claim 27p (standard mileage rate with a passenger) x 50 miles (excess over 150 miles) x 0.5 i.e. £6.75 from British Orienteering, with the rest to be met by the delegate or the delegate’s club or association.
  • For a delegate travelling a round-trip total of 120 miles, the costs to be met in full by the delegate or the delegate’s club or association.

British Orienteering Expenses Claim Form

Train / Plane
British Orienteering will meet half of the cost of the cheapest standard class return plane/train ticket, including parking after deducting £30. As an example, a delegate whose rail ticket costs £30 and £20 parking could claim 0.5 x £20 (£50-£30) i.e. £10 from British Orienteering, with the rest to be met by the delegate or the delegate’s club or association. Other conditions;

  • A maximum of two claims per club or association will be accepted. These claims must only be from the club or association delegates who had their attendance registered with the National Office prior to the conference (or from any substitutes sent in the place of the registered delegate).
  • Any claims must be made on the claim form available at the conference and be received by British Orienteering by Friday, 6th December 2019 and only in exceptional circumstances with claims after this date be accepted for payment.
  • Plane, Train and parking ticket claims must be supported by a ticket receipt or used tickets.
  • Other expenses will only be payable if agreed in advance in writing by British Orienteering.
  • Please arrange to share cars wherever possible to minimise costs.

British Orienteering Expenses Claim Form

For anyone requiring more information please contact the admin team at;

British Orienteering National Office, Scholes Mill, Old Coach Road, Tansley, Matlock, DE4 5FY. Telephone Number: 01629 583037, Email: info@britishorienteering.org.uk.

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