217th Meeting of Southern Metropolitan Zone Inc.
Thursday 24th March 2011
Dandenong Agriculture Building, Bennet Street, Dandenong
Meeting opened 8:10pm
1. Attendance – Present / Apologies
Officers and Officials: - Ron Wernke (President), Graeme Johnstone* (Vice President), Natalie Lees (Secretary), Allan Moore* (Treasurer), Sue Muirhead (Zone Representative) & Sue Korver (Zone Chief Instructor)
Zone Delegates: - Libby Aulich & Janine Slocombe (Balnarring), Lauren Dennis & Rhonda Holland (a) (Chelsea), Sarah Moody & Kelly Lloyd (Dandenong Ranges), Sally Thomas (a) (Dingley), Allan Moore* & Mandy Johnson (a) (Doongala), Nick Hassett (Hastings), Rowan Gallagher (Langwarrin), Andrea Davis (Macclesfield), Ian Arnold (Main Ridge), Peter Muirhead & Graeme Johnstone* (Mentone), Janine Naylor & Kelly Magilton (Merricks), Rhonda Abotomey & Melody Spargaro (Monash), Jenny Dexter (Monbulk), Peter Malkin & Suzanne Walles (Mornington Peninsula), Louise Hunter & Jenine Gorton (Southern Peninsula), Vicky Harper (Mountain District), Daphne Christopherson & John Barlee (a) (Tooradin)
Club Members: - Ann Greaves (Macclesfield), Merja Cluning (Mountain District), Roz & Jess McLean (Tooradin), Wendye Myers (DCI)
Apologies: - Sam Kruijer (Doongala), Irma Lamanna (Hastings) & Monica Cook (Monbulk)
2. Confirmation of Minutes – 216th Zone Meeting (27th January 2011)
Moved Peter Malkin (Mornington Peninsula)
That the 216th Zone Meeting minutes be approved
Seconded Lauren Dennis (Chelsea) Carried
3. Business arising from the Minutes – Sue Muirhead (zone representative) suggested that the amendments made to the event calendar policy could have been clarified within the minutes. Amendments as follows: - The word ‘activity’ is included into the policy. The word ‘activity’ relating to club activities is defined. The executive committee authorised to add/change club competitions or activity dates, submitted after the zone AGM, on the events calendar.
4. Correspondence In: See attached Correspondence Out: See attached
4a Business arising from correspondence
A letter from Doongala regarding the poor jumping surface at the State dressage and showjumping event was read and the committee agreed the letter should be forwarded onto PCAV. A cover letter is to be sent with the letter from Doongala.
A letter from Doongala regarding zone uniform was read and the matter referred to general business
Condolence card to be sent to Williamson family (send via Val Armstrong)
Reports
5. Treasurers Report – Allan Moore – As attached
Allan discussed profits and expenses. Dressage and showjumping event made a profit. SMZ horse trails made a profit. Course building clinic held on the 19th March went ahead.
Toilet hire cost at SMZ horse trails questioned. Toilets are not included in the Tooradin Estate ground fee it is a separate fee. First Aid questioned. Does the zone have first aid options due to GWS no longer being available to the zone? Event paramedics are too expensive for the smaller zone events. Zone will need to look to Red Cross, St John or other alternate first aid groups.
5.1 Asset registrar
Libby Aulich did a stock take in the SMZ shed at Tooradin Estate. Nearly completed. Correspondence received about games equipment. Equipment will be included on the registrar. Allan will put together the registrar and send to all clubs. Back numbers to be included in registrar.
5.2 CI reimbursement
Executive committee reviewed the claim. Supporting documentation included. Amount exceeded $1000.00 but request was for $1000.00
Moved Ron Werke (President)
That Wendye Myers be reimbursed $1000.00 for the role as Zone Chief Instructor during 2009/10
Seconded Andrea Davis (Macclesfield) Carried
5.3 Financial situation
Discussed in Treasurers report
6. Zone Representative Report – Sue Muirhead – see attached
7. Zone Chief Instructor Report – Sue Korver – see attached
Moved Sue Korver (ZCI)
That a laptop to the value of $1000 be purchased for the ZCI
Seconded John Barlee (Tooradin) Carried
Moved Sue Korver (ZCI)
That the panel secretary receive a password to access the SMZ website to keep the DCI/ZA page up to date
Seconded Peter Muirhead (Mentone) Carried
8. Zone Examining Secretary Report – Sonia Murphy – see attached
Examination numbers at Chelsea reported incorrectly. Numbers were 24 candidates attended and 20 attained their certificate.
9a. Showjumping and Dressage Report – Natalie Lees – Chairperson – see attached
Monbulk advised that the 30min time frame between dressage tests was not maintained in grade 3 (time was less). More steward assistance (and judge assistance) is needed to ensure that if this method is used that the 30 min time frame between tests is maintained. There are pros and cons to having 30min between tests but the general consensus was that the riders preferred this time frame between tests.
9b. Tooradin Horse Trials Report – Ron Wernke – Chairperson
Thank you to the club captains Dingley, Doongala, Hastings, Langwarrin, Main Ridge and Macclesfield for their hard work. Thank you to John Barlee for his time and effort preparing the XC course. Thank you to Ellen Wernke for undertaking the role as Event Secretary. Thank you to Nicole Wernke and Natalie Lees for behind the scenes work. Rugs were included in the prizes this year and the riders really enjoyed receiving them. A new idea was to have the grade 4 riders start the dressage phase at 10.30am. This reduced the numbers presenting to gear check first thing in the morning and it also meant that only six dressage arenas needed to be erected (grade 4 followed on from grade 3). The ‘new’ caravan ensured that the scorers could have some peace and quiet whilst undertaking the tasks of scoring.
Dingley - Some riders were not aware of the need to wear back numbers for the dressage phase. This was a small communication error. Grade 3 and 4 competitors not aware of starting box procedures. A brief discussion had. It was noted by the ZCI that competitions are not the place to learn starting rules.
John Barlee - Unauthorised assistance was occurring in XC. Horse traffic only signs need to be placed on some of the XC tracks. Suggested that a condition of entry be that competitors must walk XC course by 10.30am on competition morning. Grade 4 & 3 courses need to be tidied up prior to Mini Tooradin event. Work on these courses has not been undertaken since 2002. Floats blocked access to one of the paddocks. Competitors were walking XC course prior to it being officially open on the Saturday. Competitors can only approach course accreditor with questions after the course has been officially opened.
Balnarring – Many clubs have people that own businesses that zone could use the services of. Can a list be created of such businesses for clubs and zone to use?
9c. Games Flat and Musical Report – Natalie Lees – Chairperson – see attached
Moved Natalie Lees (Secretary)
That a letter is sent to PCAV suggesting the rules be reviewed and a rulebook be created for this event
Seconded Nick Hassett (Hastings) Carried
9d. State Horse Trails Report – Ron Wernke
XC course on track. Archery field to be used for dressage phase. A subcommittee needs to be formed. Job description needs to be created for the tasks at hand. Sub committee interest – Suzanne Walles, Peter Malkin, Phil Holland, Peter Muirhead, Ron Wernke & Ellen Wernke.
Moved Rowan Gallagher (Langwarrin)
That all reports be received
Seconded Janine Slocombe (Balnarring) Carried
10.1 Insurance
Graeme Johnstone rang AON re insurance and Day Attendance. The new Day Attendance form on the PCAV website is incorrect. Open riders for all riding categories are covered for public liability but not personal accident. The original forms had the correct wording. PCAV making the required changes to forms. If members want 24 hours / 7 day a week personal accident cover they should look into EA membership.
10.2 Interzone challenge
An SMZ selection criteria needs to be established for the Inter Zone Team Challenge event held annually at Werribee Park Equestrian Centre. This event is a State event, which means that riders selected from SMZ are representing SMZ at this event.
Moved Janine Slocombe (Balnarring)
That the Team selection method be: - Rank riders and place into teams based on their ranking (results taken from Horse Trial events named on the expression of interest form will produce rider rankings). The top four ranked riders are placed in the first team, the following top four ranked riders are placed into the second team and so forth.
Seconded Graeme Johnstone (Mentone) Carried
10.3 Club committee forms
Clubs do not need to send in club committee forms. All they need to do is
1) Advise the zone secretary when Myclub has been updated. Simply send an email stating that ”Myclub” has been updated. Club committee records are required to be kept on file by the zone secretary (SMZ constitution rule)
2) Advise the zone representative (Sue Muirhead) of the DC appointment. Send contact name and number to zone representative for approval (this is a PCAV bylaw).
3) Send zone secretary the zone delegate appointment form.
More information about the above matters will be sent to each club secretary.
10.4 Canteen Mini Tooradin
Pearcedale to run canteen
10.5 SMZ uniform
Motion Natalie Lees (Secretary)
That zone acquire a uniform
Seconded Jenny Dexter (Monbulk) Carried
Jeff Hedger advised zone secretary that he would like to put a uniform proposal together (showing design, material, costs etc). Jeff unable to attend meeting and Natalie advised committee that he would be the best person to discuss uniform proposal. Andrea Davis to speak to Jeff Hedger re uniform discussion had at meeting.
Other Business
1) Course accreditation fee to be sent to Sally Francis for SMZ horse trials
2) Jess McLean spoke about the poor take off and landing surface of practice jump XC. Better positioning of practice fences required
3) Letters to Ron Wernke in reply of letter sent to zone delegates was appreciated. Ron will try and implement suggestions made
Meeting closed 10.40pm Next Zone Meeting 2nd June 2011
Correspondence In - January 2011 to March 2011
14th Jan / PCAV / Email / Refunds of club annual subs are at the discretion of each club
15th Jan / Tooradin / Email / Withdraw canteen acceptance for SMZ Horse Trials
19th Jan / Monbulk / Email / SJ judges used at their competitions
21st Jan / Monash / Email / SJ judges used at their competitions
23rd Jan / Allan Moore / Email / Budget SMZ NCAS Workshop
24th Jan / Pearcedale / Email / Accept canteen duty at SMZ Horse Trials at Tooradin Estate
27th Jan / Wendye Myers / Email / ZCI report
27th Jan / Sonia Murphy / Email / ZES report
30th Jan / Rowan Gallagher / Email / SMZ Horse Trials allocation of duties
30th Jan / Balnarring / Email / SMZ Horse Trials allocation of duties query
31st Jan / Merricks / Email / Leave of absence query (riding member)
31st Jan / Sue Korver / Email / NMZ Games Clinic
31st Jan / Rowan Gallagher / Email / SMZ Horse Trials allocation of duties - Updated
1st Feb / Computer Sashes / Email / Received order for rosettes (equal placing SJ & DR event)
1st Feb / Ron Wernke / Email / Executive minutes approved
3rd Feb / Sally Mizzi / Email / Will pass SMZ clinic flyer onto SJ committee - HRCAV
9th Feb / Sam Kruijer / Email / Sundance Arenas (have not delivered & cannot be contacted)
10th Feb / Lynne Ferris / Email / Dandenong Agi Society meeting
11th Feb / Balnarring / Email / “Make up” rallies - query (wet weather in Jan and Feb)
14th Feb / MDHPC / Email / Club event cancelled
14th Feb / Fston Council / Email / Aerial map Baxter Park
14th Feb / Fston Council / Email / Event application form (State HTs 2012)
14th Feb / Fston Council / Email / Notes from meeting held at MPPC
16th Feb /
Nick Hassett
/ Email / Club discussion re zone dressage arenas / questioned levy18th Feb / Tooradin Sports / Letter / $100 sponsorship cheque SMZ horse trails
21st Feb / Ellen Wernke / Email / SMZ Horse Trials minutes
22nd Feb / Monbulk / Email / Zone event dates 2012 query – Are they available?
26th Feb / Sue Korver / Email / NCAS Workshop NMZ
28th Feb / Merricks / Email / Gear Check at PC rally query
28th Feb / Sue Muirhead / Email / No Day Attendance Forms to be used for Eventing activities
28th Feb / Sue Muirhead / Email / Flood Grants available
28th Feb / Doongala / Letter / State Dressage and Showjumping event surface
28th Feb / Doongala / Letter / State Dressage and Showjumping event – zone uniform
1st Mar / Doongala / Email / Sam Kruijer will be absent - March zone meeting
2nd Mar / Wendye Myers / Email / NMZ XC clinic
2nd Mar / Sue Muirhead / Email / Day Attendance Forms for Eventing activities - reinstated
3rd Mar / Robyn Coutts / Email / State entry fee for Games Flat Musical event - response
4th Mar / Issie Hill / Email / NEZ expo flyer
4th Mar / RACV / Email / Sponsorship application received
5th Mar / Wendye Myers / Email / Setting up reimbursement for ZCI to align with other positions
9th Mar / Computer Sashes / Email / Order received (one rosette – Sj & Dr event)
12th Mar / Dandenong R / Email / Rally date change May & June
12th Mar / Sue Muirhead / Email / Jack Williamson EGZ passed away
14th Mar / SPPC / Email / Day Attendance query for forthcoming horse show
Correspondence Out - January 2011 to March 2011