Area Management

This Area Management page describes the overall organisation of the BB&O area.

It includes the following general information:

 

The Area Management page is part of the  Admin section of this website which contains a range of NAFAS and BB&O Guidelines, Policies and Processes and Forms to help club and area administrators in their respective roles.

  • Forms has a full list of forms which should be completed to ensure effective organisation  of the area and its clubs.  It does not include booking forms for specific events.
  • Guidelines, Policies and Processes included a full list of area and NAFAS guidelines, policies and processes
  • Area Standards and Logos defines standards for the BB&O area, and the NAFAS logo.
  • Area Staging and Trophies contains details of all area equipment for staging shows and festivals, and a list of trophies and their whereabouts.  Area staging may be borrowed by clubs.
  • Glossary of Terms and Acronyms defines some of the terms used on this website and elsewhere

Area Constitution and Personnel 

As defined in the BBandO Constitution Nov 2021 the area is managed by Area Officers who constitute the Finance and General Purposes (F&GP) Committee.   The F&GP  committee meets at least quarterly and reports back to member clubs at Area Council Meetings.  Since 2022 some of these meetings are held via Zoom and others in Benson Parish Hall, Sunnyside, Benson, OX10 6LZ.  See Area Council Meetings below.  NOTE: The current constitution states affiliation fees are due annually on 31st March.  This should now read 30th June.

We also have a Flower Arranger Representative who coordinates club orders for The Flower Arranger magazine.

Our JDSE team coordinates all activities relating to NAFAS accredited judges, demonstrators, speakers and teachers within our area.  The team nominates representatives for each of these disciplines on the equivalent national standing committee, and the national Junior Liaison committee.  The JDSE team also organises area workshops, and aspects of any area event which relate to JDSE responsibilities.

Our Media team coordinates all activities relating to publicity and communication, including a nominated representative on the national photography committee.

Our Area Chairman acts as our representative on the NAFAS National Advisory Council.

Responsibilities and activities taken on by members of F&GP are:

Our Area President acts as a figurehead for the organisation, chairing the AGM and advising officers as required.  The Area Vice-President acts as her deputy.

Several Area Officers have been in position for longer than their normal term of office so nominations  are urgently required to fill the following positions.  If you know of anyone suitable please phone or click on Area Chairman to email your suggestion. Individuals could shadow existing officers.

  • Area Vice-Chairman
  • Area Treasurer
  • Area Media Officer

National Associate of Honour is an honorary position which is a recognition of the significant contribution that people have made to NAFAS in their lives.  Within our area we are pleased to have one of our past presidents, Elizabeth Gidman as National Associates of Honour.  Irene Manson, who has contributed so much to BB&O and NAFAS was awarded National Associate of Honour status at the 2021 NAFAS AGM.

Area Council Meetings

At Area Council Meetings our Area Officers and Representatives report on news, finances, events and issues.  All members of the area are welcome to attend, but only one representative from each club is entitled to vote.  Council reports are emailed to clubs, area officers, area representatives and past presidents approximately 2 weeks before a council meeting so they can be shared with club officers, management teams and club members in advance.  Verbal updates are given at the council meetings and questions may be raised by attendees.

Starting spring 2023 the venue and timing of Area Council Meetings will change with some via Zoom and some at Benson.

Dates for the 2024 Council Meetings:

  • Monday 5th February:: 10.30-12.00 – ZOOM 
  • Monday 3rd June: 10.30-12.00 – Benson Parish Hall, Sunnyside, Benson, OX10 6LZ 
  • Monday 2nd Sep: 10.30-12.00 – ZOOM
  • AGM – Friday 25th October  10.30-12.00 – Benson Parish Hall, Sunnyside, Benson, OX10 6LZ

Dates for the 2025 Council Meetings:

  • Monday 3rd February:: 10.30-12.00 – ZOOM 
  • Monday 2nd June: 10.30-12.00 – Benson Parish Hall, Sunnyside, Benson, OX10 6LZ 
  • Monday 8th Sep: 10.30-12.00 – ZOOM
  • AGM – Friday 24th October  10.30-12.00 – Benson Parish Hall, Sunnyside, Benson, OX10 6LZ

Most correspondence with clubs is now via email, but if there is any printed material it can be collected at Council Meetings in June and October.  Club Chairmen or management teams should display all information on their club noticeboard or pass to the relevant person as appropriate.

Council agendas and reports are emailed to each club and all area officers/representatives approximately 2 weeks in advance of the meeting.  Minutes are emailed after the meetings. Individuals may request personal copies of council agendas, reports and minutes by emailing Area Secretary.

Data Protection

BBandO Data Protection and Privacy Policy – 2021-03-05  describes how the Area complies with the Data Protection Act 2018 (recently known as GDPR).  This is reviewed annually by the F&GP committee.

A Data Protection Agreement Form should be completed by all relevant individuals.  That page defines who is relevant.

‘Run a Successful Club’ workshops 2021-2

A Club Officers Day used to be held every 3 years.  As an alternative in 2021/2022, the Area Officers organised a series of Zoom workshops, with the aim of assisting Club Officers and Club Management Teams, and to provide a forum for learning, discussion and sharing of information.  Each workshop was themed on a particular aspect of managing a club.  See the full set of presentations on Club Management  

Club Officers Day 2017  

A Club Officers Day (COD) was previously been held every three years to assist Club Officers, and to provide a forum for learning and discussion.  The 2017 COD, entitled ‘Let’s Communicate’ was held on Thursday 16th March 2017.  To see the full Powerpoint presentation from that day go to Club Officers Day 2017

Area Skills Register

When planning events we often wish we knew of skills and assets that area members my have, but do not think to mention.  Thus we are trying to create a register (which will only be held by the area secretary) that we could refer to from time to time.  Please see Skills Register Request for examples and email relevant information to  Area Secretary