MINUTES OF THE COUNCIL MEETING
OF THE PONY CLUB ASSOCIATION OF NEW SOUTH WALES INCORPORATED
DATE: TUESDAY 28 MARCH 2017
VENUE: THE CATHOLIC CLUB, (PHILIP ROOM) CAMPBELTOWN
Mrs D Cullen thanked everyone for attending the final Council meeting for the year.
1. PRESENT:
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Chairman Mrs D Cullen OAM (Zone 4)
Zone 2 Mrs M Pestell OAM
Zone 3 Mr A Riphagen, Mr G Hamer
Zone 4 Mrs F Pennell
Zone 5 Mrs J Alston *
Zone 6 Not available
Zone 7 Mr P Logue
Zone 8 Mrs J Morgan
Zone 9 Mrs K Wood
Zone 10 Mrs K Eyding, Mrs J Frankum
Zone 11 Mrs A Davis, Mrs T Foster
Zone 12 Mrs E Bent
Zone 13 Mr G Croft, Ms B Williamson
Zone 14 Mrs S Feeney, Mrs K Taylor
Zone 15 Mr P Painter OAM
Zone 16 Mrs N Smith, Ms S Gibson
Zone 17 Apology
Zone 18 Mrs S Woodhouse
Zone 19 Dr F Kelleher, Ms E Buckingham
Zone 20 Ms N Carlson, Ms M Hodges
Zone 21 Mrs G Habermann
Zone 22 Mrs M Marsh
Zone 23 Mr G Temm, Mr G Hankins
Zone 24 Mr P Petherbridge
Zone 25 Mrs S Adams
Zone 26 Mr W Pernice, Mr B Gribbin
Zone 27 Mrs L McRae, Mrs J Van Den Boggart
Zone 28 Mrs P Durant, Mrs E Caswell
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Visitors: Mrs J Waugh, Mr K Felton, Mrs K Britton (Executive Officer) *indicates members present holding proxy forms.
Mrs D Cullen welcomed everyone attending especially the new Councillors and opened the meeting at 9.05am.
APOLOGIES: Mr C Dolin (Zone 5), Ms J Gorman (Zone 7), Mr A Morrall (Zone 17), Ms H Frolic (Zone 18), Mr A Newham (Zone 19), Mr S McIntyre (Zone 24), Mr G Adams (Zone 25).
C1/17 That the apologies be accepted.
Moved: Mr P Petherbridge Seconded: Ms F Pennell (carried)
It was announced that there were 39 registered voters, including proxies and excluding latecomers or visitors.
2. MINUTES of Council Meeting held Tuesday 29 November 2016.
3. CONFIRMATION of the above Minutes.
C2/17 That the Minutes of the previous Meeting dated 29 November 2016 be adopted as true and accurate.
Moved: Mrs E Caswell Seconded: Dr F Kelleher (carried)
4. BUSINESS ARISING out of the above Minutes.
Nil
5. REPORTS
i) Presidents Report- Mrs D Cullen – as per the Annual Report
C3/17 That the Presidents Report be accepted.
Moved: Mrs D Cullen Seconded: Ms F Pennell (carried)
Mrs D Cullen wanted to thank all past and present executive members, the staff in the office, state delegates and all of the volunteers at club and zone level for their support and help during her term as State President.
Executive Recommendations
C4/17 That in 2018 we continue with the 2017 format with State hosting the event.
That Zones submit nominations for suitable venues for the following championships:
April – Sporting, Campdraft, Team Penning
July - Showriding, Showjumping, Dressage, Jumping Equitation
Sept/Oct – Mounted Games, Team Sporting
Oct – One Day Event, Combined Training
Moved: Mrs J Alston Seconded: Mr G Hamer (carried)
Action: information provided to Marketing Coordinator and Zones
C5/17 That dates for 2018 be as follows:
State Camp 7-12 January 2018
State Meetings Executive, ZCI, AGM & Council 25, 26 & 27 March 2018
Combined April – Sporting, Campdraft and Team Penning 14-29 April 2018
Executive Meeting 20 May 2018
Combined July – Showriding, Showjumping, Dressage & Jumping Equitation – 7-13 July 2018
State Meetings Executive, ZCI & Council 29, 30 & 31 July 2018
Executive Meeting 16 September 2018
Combined September/October – MG & Team Sporting 29 September – 1 October 2018
Combined October – One Day Event & Combined Training 5-7 October 2018
State Meetings Executive, ZCI & Council 25, 26 & 27 November 2018
Moved: Mr P Petherbridge Seconded: Mrs S Adams (carried)
Action: information updated on website.
Mr G Hamer asked if it was possible to look at rescheduling the State Showriding Championship, Mrs D Cullen said that this had been discussed by the Executive and at this stage without any specific venues the Executive recommended to keep it in July with the other championships.
Ratification of the following:
Notifications in regard to July Championships
Technical Delegate Safety Officer Scorer
Showriding Julie Morgan Wayne Pernice Carol Hodges
Showjumping Jenny Frankum Wayne Pernice Carol Hodges
Dressage Kris Wood Wayne Pernice Carol Hodges
Jumping Equitation Elaine Caswell Wayne Pernice Carol Hodges
Mounted Games Anthony Newham Zone 16 Carol Hodges
Team Sporting Philip Logue Zone 16 Carol Hodges
One Day Event Neil Kennedy TBC Carol Hodges
Combined Training Elaine Caswell TBC Carol Hodges
Action: information provided to Marketing Coordinator.
C6/17 That for 2018 we increase the number of Horsemanship riders from 10-15 members (dependant on the quality of applications)
Moved: Mrs E Caswell Seconded: Ms M Hodges (carried)
Mrs D Cullen noted that the increase for the number of riders has been achieved by the volunteers either bringing their own accommodation or doubling up.
Action: 2018 forms and website updated
C7/17 That the note on page 3 of the Campdraft rules be amended so that it reads
NOTE — At State Campdrafting Championships riders who do not obtain an outside score in the first round shall not be placed ahead of those who do. This note does not apply to a two-round competition.
Moved: Mr P Petherbridge Seconded: Ms F Pennell (carried)
Action: Handbook updated 29/3/17
Motions to Pony Club Australia
C8/17 That the terms for the National Coaching Committee Charter not be retrospectively implemented.
Moved: Mr G Hamer Seconded: Mrs K Wood (carried)
Mrs D Cullen noted that a letter would be included with this motion outlining the rationale and PCA NSW disapproval of implementing this type of procedure without consultation.
Action: letter sent to NCC 10/4/17
C9/17 That any future increase to Pony Club Australia Capitation fee not exceed the CPI without prior approval of the member states and territories.
Moved: Mr P Petherbridge Seconded: Ms F Pennell (carried)
C10/17 Delete 13.3.1.2 of the Pony Club Australia Constitution which reads:
Elected Board members may not hold a position as an office position with a member’s state - and renumber the constitution accordingly.
Moved: Mr P Petherbridge Seconded: Mrs E Caswell (carried)
Action: letter sent to PCA 26/4/17 along with NSW delegate information
Horse Welfare
C11/17 It is recommended that horses not be loaded (with rider and tack) by more than 20% of the horses weight, at all levels.
Moved: Mrs K Taylor Seconded: Mrs K Eyding (carried)
Action: Added to Section 3 of handbook
C12/17 That horses entered in jumping events in NSW must be at least four (4) years of age as at 1 August each year.
Moved: Mrs J Alston Seconded: Mr G Hamer (carried)
Action: Added to Section 9 of handbook
iii) Treasurers Report – as per the Annual Report
C13/17 That the Treasurers Report be accepted.
Moved: Mr P Petherbridge Seconded: Mr P Logue (carried)
iv) Chairman of Chief Instructors Committee – Mrs J Frankum
Mrs J Frankum said that she did not have a specific report for this meeting and referred to her report to the Zone Chief Instructors Committee. Mrs J Frankum thanked everyone for their well wishes during her illness.
C14/17 That the Chairman of Chief Instructors Report be accepted.
Moved: Mr P Petherbridge Seconded: Dr F Kelleher (carried)
Recommendations from the Zone Chief Instructors Committee meeting for consideration by Council.
C15/17 That all club captains hold as a minimum a Pony Club NSW Gear Check Certificate. This must be implemented by the 20 November 2017.
Moved: Mrs J Frankum Seconded: Mr P Logue (carried)
Action: added to Section 3 of handbook
Team Penning
C16/17 Team Penning that two (2) live runs be held (not 2 rounds) with equal scores being decided on times.
Moved: Mr P Petherbridge Seconded: Dr F Kelleher (carried)
Action: added to Section 11 of handbook
Safety Issue
C17/17 That at the State Campdraft Championships the Zone Manager, or one other person as nominated by the Zone Team Manager, be allowed to assist the rider with the selection of his or her beast (nominated persons must be advised at the Team Manager’s meeting).
Moved: Mrs J Frankum Seconded: Mr P Logue (carried)
Action: Added to Section 11 of handbook
Mrs J Frankum thanked Mrs D Cullen for her work and support during her term as State President.
v) 2017 State Camp Reports – Mrs D Cullen – as per the Annual Report
C18/17 That the State Camp report be accepted.
Moved: Mrs J Alston Seconded: Dr F Kelleher (carried)
Mrs D Cullen noted that once again State Camp was a success with riders reporting that they had a great time despite the heat. Mrs D Cullen said that it had been great that Mrs J Frankum was well enough to attend and help out as usual. Mrs D Cullen asked that all present let their riders know that camp applications would be open shortly and nominations would close on the 1st November and to remind accepted riders that they needed to ensure that their horses were in sound condition for camp including that they are properly shod or trimmed.
6. RATIFICATION
By Council of appointments of the following to the State Executive Committee:
· Chairman of Chief Instructors – Mrs Jenny Frankum
· Zone Chief Instructors Representative to the Executive – Mrs Elaine Caswell.
C19/17 That the Council ratify the appointment of Mrs J Frankum and Mrs E Caswell to the State Executive Committee.
Moved: Mrs J Alston Seconded: Dr F Kelleher (carried)
7. ELECTION OF OFFICERS
Mrs D Cullen thanked all outgoing Executive members for their hard work over the past year. Mrs D Cullen noted that written nominations were required and all unopposed written nominations would be accepted, except in the case that there were no written nominations, then nominations may be made from the floor. Mrs D Cullen said that she was not standing for President this year and remained in the chair.
a) President
C20/17 That the nomination from Mr Wayne Pernice for President be accepted un-apposed.
Moved: Mrs E Caswell Seconded: Mrs J Alston (carried)
b) Vice President x 2 Positions
Two nominations received for the position of Vice President, being from Mr S McIntyre, and Ms J Morgan. Mrs D Cullen said that Mr S McIntyre has since formally withdrawn his nomination and therefore we would need to take nominations from the floor for the second position.
C21/17 That the nomination from Ms Julie Morgan for Vice President be accepted un-apposed.
Moved: Mr P Petherbridge Seconded: Mrs K Wood (carried)
Mrs D Cullen thanked Mr S McIntyre for his contribution to the State Executive during his tenancy and called for nominations for the vacant position.
Nominations from the floor
Ms J Morgan moved, seconded Mrs J Alston, nomination for Ms Fiona Pennell who had supplied a late written nomination –accepted the nomination for Vice President. There were no other nominations for Vice President therefore Ms F Pennell was elected.
C22/17 That the nomination from Ms Fiona Pennell for Vice President be accepted.
Moved: Ms J Morgan Seconded: Mrs J Alston (carried)
c) Treasurer
One written nomination received from Mr P Petherbridge for the position of Treasurer. Therefore Mr P Petherbridge is elected unopposed.
C23/17 That the nomination from Mr P Petherbridge for Treasurer be accepted un-apposed.
Moved: Mr P Logue Seconded: Mrs K Wood (carried)
d) Council Representative x 2 Positions
Three written nominations for the position received from Ms Fiona Pennell, Mrs Kris Wood and Mr Gary Hamer for the position of Council Representative, as Ms F Pennell has been elected as Vice President her Council Representative nomination is withdrawn and Mrs K Wood and Mr G Hamer are elected un-opposed.
C24/17 That the nomination from Mrs K Wood and Mr G Hamer for Council Representative be accepted un-opposed.
Moved: Mrs E Caswell Seconded: Mrs J Alston (carried)
Mrs D Cullen welcomed the new Executive and once again thanked the outgoing Executive for their work in the past year and confirmed the new Executive Committee as:
President Mr Wayne Pernice
Vice President Ms F Pennell
Mrs J Morgan
Treasurer Mr P Petherbridge
Chairman of Chief Instructors Mrs J Frankum
Representative from ZCI Committee Mrs E Caswell
Council Representative Mrs K Wood
Mr G Hamer
Action: information circulated in April mail out
C25/17 That the signatories on the accounts be the President – Wayne Pernice, Treasurer – Peter Petherbridge and Executive Officer – Kerren Britton.
Moved: Mrs E Caswell Seconded: Ms F Pennell (carried)
C26/17 That Mrs Dianne Cullen be removed from the signatories and credit card.
Moved: Mrs E Caswell Seconded: Mrs J Alston (carried)
Action: new forms submitted to Westpac
8. FIXATION OF HONORARIUMS FOR 2017
C27/17 That the fixation of Honorariums for 2017 be as follows:
2017
President $7,500
Chairman of Chief Instructors $7,500
Treasurer $6,500
Moved: Mr P Petherbridge Seconded: Mr G Temm (carried)
Action: honorariums paid 2/5/17
10. APPLICATIONS for venues for 2018 State Championship – to date no applications have been received for venues for 2018 State Championships Mrs D Cullen requested that all nominations be submitted for ratification at the July 2017 meetings and noted that if no applications for venues are received the State Executive will allocate as they see fit.
11. NOTICES OF MOTION
Zone 16
C28/17 That an amendment be made to C33/15 – C35/15, and include jumping equation to the list of previously approved amendments.
To assist zone events remain viable and meet the needs of riders, it is recommend the below approved amendments be further amended to include zone events, and that jumping equitation be considered as a suitable discipline to allow a second horse.
Amendment to read (see bold and underline for amendments)
- That at Zone/Club Level Showjumping competitions, riders (graded C or above) may be permitted to participate on two horses. (One horse competitively, the other non-competitively). The 2nd horse can be either lower, higher or the same grade. If the second non-competitive horse was in the same grade then the second non-competitive horse would be ridden last.
The decision to allow 2 entries per rider will be at the discretion of the host zone/ club.
- That at Zone/Club Level Dressage competitions, riders (graded C or above) may be permitted to participate on two horses. (One horse competitively, the other non-competitively). The 2nd horse can be either lower, higher or the same grade. If the second non-competitive horse was in the same grade then the second non-competitive horse would be ridden last.
The decision to allow 2 entries per rider will be at the discretion of the host zone/club.
- That at Zone/ Club Level One Day Eventing competitions, riders (graded C or above) may be permitted to participate on two horses. (One horse competitively, the other non-competitively). The 2nd horse can be either lower, higher or the same grade. If the second non-competitive horse was in the same grade then the second non-competitive horse would be ridden last.