RPRA - Meeting Guidance @ 15/09/20

Homer's Odyssey - News From Around Ireland by Willie Reynolds BHW & RP Scribe and PO for NIPA, INFC and RPRA (Irish Region).

RPRA - Meeting Guidance @ 15/09/20

Postby willie reynolds » Fri Sep 18, 2020 10:50 am

ROYAL PIGEON RACING ASSOCIATION
COVID-19
MEETING GUIDANCE FOR
AFFILIATED ORGANISATIONS
Version 1 – 15th September c2020

Introduction
Now that the racing season is coming to an end attention is being turned to meetings.
This document will consider the respective Governments’ rules and regulations along with RPRA and
domestic rules.
The following is an outline of the position of the UK and devolved Governments as at 15th September
2020. However, please make yourself aware of any further restrictions relating to local ‘lockdowns’
UK Government
From Monday 14 September, when meeting friends and family you do not live with (or have formed
a support bubble with) you must not meet in a group of more than 6, indoors or outdoors. This is
against the law1
and the police will have the powers to enforce these legal limits, including to issue
fines (fixed penalty notices) of £100, doubling for further breaches up to a maximum of £3,200.
Welsh Government
Since 22 August 2020, you have been allowed to form an exclusive extended household2
with up to
3 other households, including the ability to stay in those other households overnight.
The general rule is that you cannot meet socially with people who aren't in your extended
household indoors. In addition, as of 14 September, meetings or gatherings indoors even within
your extended household must be limited to 6 people (not including any children aged under 11).
This applies in places like pubs and restaurants as well as in people's homes.
Scottish Government
You can meet socially, indoors or outdoors, in groups of up to 6 from no more than 2 households at
a time.
Northern Ireland Assembly
Since 24 August, up to six people from two households can meet indoors in private homes. The
previous restriction of 10 people from four households no longer applies.
Based on the above information it would be possible for clubs of 6 or less individuals to hold
meetings while adhering to social distancing and other requirements. Gatherings in excess of six
people are illegal.
The restrictions in place in Wales, Scotland and NI do not facilitate meeting of more than 2
households and therefore cub/organisation meetings should take place.
Prepared by RPRA v1 18.09.20


Possible Alternatives
Wherever possible organisations are encouraged to organise meeting online, utilising tools such as
Zoom. However, this may not be possible for all clubs or all individuals within organisations and
therefore other solutions are explored below.
1. Clubs may wish to suspend/delay meetings to a time where restrictions allow for larger
gatherings. However, there is no guarantee as to when this situation will arise.
2. Clubs may wish to distribute information via email/post and gather votes via email/letter.
This would be particularly helpful to avoid unnecessary delay to membership applications.
3. Organisations (ENGLAND ONLY) may wish to appoint a committee of 6 or less to deal with
the day to day running of the organisation, until restrictions are relaxed. This may be useful
to deal with urgent matters such as appeals and/or disciplinary matters. For example RPRA
rules 168 and 169.

RPRA/Domestic Rules
Domestic rules may require organisations to hold an AGM by a specific date. Given the current
restrictions these rules should be relaxed/suspended.
RPRA Rules
153(b) – organisations should produce a Statement of Accounts/Balance sheet even if these
accounts are not initially audited and that the current officials (if they are willing) MAY carry on in
their positions until such time as the Covid 19 restrictions have been resolved and an AGM can be
safely held.
154 – Voting by Proxy will be allowed
169 & 170 - The requirement to hold a meeting within 28 days of the dispute arising is relaxed.
173 - The requirement to hold a meeting within 21 days is relaxed.

References
1 https://www.legislation.gov.uk/uksi/2020/684
2 https://gov.wales/guidance-extended-hou ... oronavirus
willie reynolds
 
Posts: 5743
Joined: Sun Nov 09, 2008 4:44 pm

Re: RPRA - Meeting Guidance @ 15/09/20

Postby willie reynolds » Tue Sep 22, 2020 12:38 pm

Please note that the updated version of the guidance states that in Wales, Scotland and Northern Ireland people from more than two households are prohibited from meeting and therefore club/organisation meetings should NOT be held. Ian Evans CEO. Tuesday 22/09/20.
willie reynolds
 
Posts: 5743
Joined: Sun Nov 09, 2008 4:44 pm

Re: RPRA - Meeting Guidance Updated 29/09/20

Postby willie reynolds » Tue Sep 29, 2020 3:33 pm

ROYAL PIGEON RACING ASSOCIATION
COVID-19
MEETING GUIDANCE FOR
AFFILIATED ORGANISATIONS
Version 2 – 29th September 2020
Introduction
Now that the racing season is coming to an end attention is being turned to meetings.
This document will consider the respective Governments rules and regulations along with RPRA and
domestic rules.
The following is an outline of the position of the UK and devolved Governments as at 15th September
2020. However, please make yourself aware of any further restrictions relating to local ‘lockdowns’
UK Government
From Monday 14 September, when meeting friends and family you do not live with (or have formed
a support bubble with) you must not meet in a group of more than 6, indoors or outdoors. This is
against the law1
and the police will have the powers to enforce these legal limits, including to issue
fines (fixed penalty notices) of £100, doubling for further breaches up to a maximum of £3,200.
Welsh Government
Since 22 August 2020, you have been allowed to form an exclusive extended household2 with up to
3 other households, including the ability to stay in those other households overnight.
The general rule is that you cannot meet socially with people who aren't in your extended
household indoors. In addition, as of 14 September, meetings or gatherings indoors even within
your extended household must be limited to 6 people (not including any children aged under 11).
This applies in places like pubs and restaurants as well as in people's homes.
Scottish Government
You can meet socially, indoors or outdoors, in groups of up to 6 from no more than 2 households at
a time
Northern Ireland Assembly
Since 24 August, up to six people from two households can meet indoors in private homes. The
previous restriction of 10 people from four households no longer applies.
Based on the above information it would be possible for clubs of 6 or less individuals to hold
meetings while adhering to social distancing and other requirements. Gatherings in excess of six
people are illegal.
The restrictions in place in Wales, Scotland and NI do not facilitate meeting of more than 2
households and therefore club/organisation meetings should not take place.
Meeting in Person
If after exploring all other alternatives, a meeting in person and in groups of more than 6 is
considered necessary (as an emergency) you should to discuss the possibility of holding such a
meeting with the local Environmental Health Officer (EHO). Such a meeting should not go ahead
unless the EHO has been consulted beforehand.
Prepared by RPRA v2 29.09.20
The following list of requirements will help clubs to facilitate such a meeting
• The Club is a COVID-19 secure venue and has completed risk assessments.
• The room for the Meeting / AGM can accommodate up to a maximum of 30 people with social
distancing of 2m or (1m with the attendees wearing face coverings at all time). Ideally a fresh air
flow is provided via open windows / doors.
• Up to 6 people on any table.
• Avoid sharing pens, documents and other objects
• There is no social activity, only the business of the meeting, between the attendees.
• All contact details of the attendees are recorded and held securely for 21 days so available to the
Test and Trace programme
• The current officers / staff are included in the maximum numbers and are not extra.
• The meeting will be legal if the stated quorum is achieved by those in actual attendance and, if
permitted by the controlling document, written proxies for Members that cannot attend.
Possible Alternatives
Wherever possible organisations are encouraged to organise meeting online, utilising tools such as
Zoom. However, this may not be possible for all clubs or all individuals within organisations and
therefore other solutions are explored below.
1. Clubs may wish to suspend/delay meetings to a time where restrictions allow for larger
gatherings. However, there is no guarantee as to when this situation will arise.
2. Clubs may wish to distribute information via email/post and gather votes via email/letter.
This would be particularly helpful to avoid unnecessary delay to membership applications
3. Organisations (ENGLAND ONLY) may wish to appoint a committee of 6 or less to deal with
the day to day running of the organisation, until restrictions are relaxed. This may be useful
to deal with urgent matters such as appeals and/or disciplinary matters. For example RPRA
rules 168 and 169
RPRA/Domestic Rules
Domestic rules may require organisations to hold an AGM by a specific date. Given the current
restrictions these rules should be relaxed/suspended.
RPRA Rules
153(b) – organisations should produce a Statement of Accounts/Balance sheet even if these
accounts are not initially audited and that the current officials (if they are willing) MAY carry on in
their positions until such time as the Covid 19 restrictions have been resolved and an AGM can be
safely held.
154 – Voting by Proxy will be allowed
169 & 170 - The requirement to hold a meeting within 28 days of the dispute arising is relaxed.
173 - The requirement to hold a meeting within 21 days is relaxed.
References
1 https://www.legislation.gov.uk/uksi/2020/684
2 https://gov.wales/guidance-extended-hou ... oronavirus
willie reynolds
 
Posts: 5743
Joined: Sun Nov 09, 2008 4:44 pm

Re: RPRA - Meeting Guidance @ 15/09/20

Postby willie reynolds » Wed Sep 30, 2020 1:58 pm

From: donotreply@rpra.org <donotreply@rpra.org>
Sent: 29 September 2020 16:04
Subject: RPRA Guidance for meetings - updated

Please see attached document and be advised that the following text has been added If after exploring all other alternatives, a meeting in person and in groups of more than 6 is considered necessary (as an emergency) you should to discuss the possibility of holding such a meeting with the local Environmental Health Officer (EHO). Such a meeting should not go ahead unless the EHO has been consulted beforehand. The following list of requirements will help clubs to facilitate such a meeting • The Club is a COVID-19 secure venue and has completed risk assessments. • The room for the Meeting / AGM can accommodate up to a maximum of 30 people with social distancing of 2m or (1m with the attendees wearing face coverings at all time). Ideally a fresh air flow is provided via open windows / doors. • Up to 6 people on any table. • Avoid sharing pens, documents and other objects • There is no social activity, only the business of the meeting, between the attendees. • All contact details of the attendees are recorded and held securely for 21 days so available to the Test and Trace programme • The current officers / staff are included in the maximum numbers and are not extra. • The meeting will be legal if the stated quorum is achieved by those in actual attendance and, if permitted by the controlling document, written proxies for Members that cannot attend. Ian Evans CEO
willie reynolds
 
Posts: 5743
Joined: Sun Nov 09, 2008 4:44 pm


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