Central Zone Secretary’s Message
August 2005
Central Zone Executive 2005
The following were duly elected at Central Zone AGM 30th August 2005
President: Jenny Walker Vice Presidents : Janice Ray, Deidre Krausgrill
Secretary: Barbara Richards Treasurer: Peter Rodaughan
Zone Rep: Norm Glenn , ZCI: Wendy Abey , ZES: Karen Butler were pre appointed and remain the same.
Games/Flat/Musical Ride
Thank You to Gisborne Pony Club for hosting this Event . Congratulations to the Teams who participated , on what turned out to be a very pleasant day.
FLAT TEAMS Riddells Creek 1st Gisborne 2nd Sunbury 3rd team to State
MUSICAL Bullengarook 1st Riddells Creek 2nd Gisborne 3rd Kilmore 4th
GAMES Macedon A 1st Macedon B 2nd Oaklands A 3rd Riddells Creek A 4th Kilmore A 5th Macedon C 6th
Good Luck to all Teams competing at State Level and wishing you an enjoyable experience.
Programme Inclusions
Clubs are advised to use the Programme Inclusions from the web site . Any programmes received by Zone Rep without these, will be sent back without any advice. Also programs WILL only be assessed if sent by email.
PLEASE READ ZONE REP REPORT THOROUGHLY
Document Downloading
Web Site Documents on the PCAV and Central Zone site are updated regularly. If downloading check back to ensure your copy is current.
Uniforms
Please read attached information from PCAV re Adult maroon, brown and tan colours
Award of Merit
Congratulations to Recipients : Andrew Rodaughan & Clare Wheatley -Kilmore
Samantha Gierveld -Broadford, Amber Amezdroz - Riddells Creek , Tracey Spilsbury – Kyneton and Erin Lewis Woodend
Zone Secretary 36 Tern Ct Melton 3337
Barbara Richards 03 9747 0054
Fax 03 9747 3074
email:
** Please Note ** change to format of minutes.
Now adopting the Formal Agenda Zone Committee Meetings format
CENTRAL ZONE OF PONY CLUBS INC.
Reg No: A0026915H
Central Zone meeting held on Tuesday 30th August 2005
at Ross Watts Children’s Hall Station St New Gisborne
Meeting opened at 9.02 p.m. by Jenny Walker Zone President
Executive Present:
Zone Rep: Norm GlennZone President : Jenny Walker Zone Vice President: Janice Ray Secretary: Barbara Richards
Zone Vice President: Deidre KrausgrillZone Treasurer: Peter Rodaughan
ZCI: Wendy Abey ZES:
Clubs Represented: as per AGM
Clubs Not Represented: as per AGM
Apologies: as per AGM
Prior to the meeting continuing there was a request to have placed on the Agenda for the October meeting – in response to the Treasurer’s report in AGM re losses on some zone events .
Zone currently pays for the Entries to State Dressage/Show Jumping & Games/Flat/Musical entries whereas Horse Trials competitors pay their own entry fee.
Agenda Item:
“ State Entrants to pay part of their fee to compete at this level”
Moved: Carlene Klas Glenlyon
Seconded : Larry Prowse Macedon accepted carried
Jenny Walker Zone President introduced herself and gave an overview into the commitment to zone clubs , and the uncertainties that face the incoming committees.
Discussed the problems of taking on a voluntary position - sometimes open you up to abuse and misunderstandings. A request was made that all problems be addressed in a caring and civilised manner . Try to deal with these in house without the need for humiliation . Travelling expenses were also noted as detraction from taking on voluntary roles. The meeting then continued.
New Delegates: Sharon White - Broadford Lucinda Marciniak & Cam Ford - Kyneton
Minutes of previous meeting accepted as distributed.
moved: Sharyn Green Sunbury
seconded: Cory Turp Sunbury accepted carried
Business Arising From Previous Minutes:
8.9 Insurance PCAV will release a more in depth document shortly that should answer all underlying queries. Clubs requested to wait until this is released on the web page , peruse and then
raise any issues they have.
8.7 Riders are to be 8 years old to compete at Horse trials as per current syllabus
8.2 Reply from James at PCAV re this is attached
1 Inward Correspondence
1.1 PCAV – Entry forms State Games/Flat/Musical Ride
1.2 Liam Hartz – appreciation of sponsorship
1.3 PCAV Instructors subsidy 2003-2005 $1400.00 to Treasurer
1.4VCPA – photocopy account June minutes $79.90 to Treasurer
1.5PCAV re password
1.6Findon PC re Rally Days 1st Sunday month & Training Days 3rd Sunday month
1.7Kimberley Pearce – appreciation of sponsorship
1.8St John Ambulance – confirmation re Games/Flat/Musical
1.9Kingston PC – ODE now a CTD
1.10Whittlesea PC re Insurance Issues – to Zone Rep
1.11Andrew Rodaughan – appreciation of sponsorship
1.12Midland Zone minutes
1.13Christine Flenns ‘C’ Certificates @ Macedon $57.30 to Treasurer
1.14Northern Zone minutes
1.15Tullamarine PC re Show queries to Zone Rep
1.16Jenny Walker copy of questionnaire
1.17St John Ambulance confirmation re Dressage & SJ @Glenlyon and
Fimister @ Bullengarook
1.18Riddells Creek re State Musical Ride draw to Zone Rep – Zone Secretary to write letter to State Games Committee and forward copy of request
1.19Barwon Zone minutes
1.20Kilmore PC – nomination Zone Treasurer
1.21Glenlyon re Dressage and SJ @ Williamstown to Zone Rep – This will be followed up by Norm and a reply will be forthcoming to Glenlyon Pony Club
1.22Lilydale District horse & Pony Club Horse Trials 30th October ph 9739 0224 Karen
1.23St John Ambulance invoice for StateGames/Flat/Musical Ride Qualifying Championships 2005 @ Gisborne $231.00 to Treasurer
1.24PCAV re uniforms see business arising from previous minutes
1.25Kilmore PC re Games Day – deficiencies on the day to Zone Rep – This will be followed up by Norm and a reply will be forthcoming to Kilmore Pony Club
1a Outward Correspondence
1a.1Minutes as per mailout
1a.2Ross Watts Children’s Hall – fee for hall hire $20.00 .
1a.3St John Ambulance re Games/Flat/Musical
1a.4Andrew Rodaughan cheque for National
1a.5Liam Hartz cheque for National
1a.6Kimberley Pearce cheque for National
1a.7 Ross Watts Chidren’s hall - fee
1a.8 PCAV – Annual fees and request for minutes for V-Pres
1a.9 St John Ambulance $198.00 for Lowden
1a.10Christine Flenns reimbursement for C Certificates
1a.11PCAV – ZCI appointment
1a.12CORE payment for Lowden ribbons
1a.13Certificate of Participation to Warrandyte competitor
1a.14St John Abulance re Dressage & SJ @ Glenlyon
1a.15St John Abulance re Fimister @ Bullengarook
1a.16Sue Hollins re Duties for Fimister
1a.17Truganina Braybrook fee for hosting Lowden
1a.18Delegates – AGM notification
Inward Correspondence to be received and Outward Correspondence to be
approved as tabled:
moved: Pam Kalms Findon
seconded : Joyce Williams Kingston accepted carried
2 Treasurers= Report:as attached
Accounts for Ratification :as attached
Treasurer=s Report to be accepted as presented by Treasurer
Accounts for Ratification to be approved for payment
moved: Peter Rodaughan Treas/Kilmore
seconded: Sue French Riddells Creekaccepted carried
3 Zone Reps Report: as attached
4 ZCI Reportas per AGM
5. ZES Report No Report
6 Presidents ReportNo Report
7 Jnr Committee Reportin recess
8 General Businesswith Notice
Nil
9 General Business Without Notice
9.1Query as to a Pony Club rider with only 1 rally on a mount being able to compete in a competitive Navigational Ride as not a graded event.
Response -as there are no specific rules Norm will follow this up with PCAV and contact club
9.2 Query as to Open Riders required to pay the $5.00 fee if they have EFA or HRCAV membership.
Response- the requirement is a directive from the Insurers of PCAV to protect the host club and PCAV from any liability.
There is a specific form on the web page for this and clubs are to continue with this form until the updated version is available in approximately 2 weeks.
It is ABSOLUTELY ESSENTIAL that this completed form and the $5.00 fee is forwarded to PCAV to ensure the coverage has been lodged with Insurer
Gymkhanas and shows are to have these forms completed if holding open events. Clubs to consider a pre entry for these events also to cut down the workload on day due to form completion requirements.
9.3 Lack of attendance at Show Jumping event is further hindered by these being run on 1st Sunday of the month as majority of clubs have this as their rally day. In particular it is a problem for qualification for Presidents Cup.
Response - this year the Glenlyon event will not be a qualifier for the President’s Cup and the Presidents Cup is to be re evaluated.
9.4 Police Checks. Query of possibility to have a list from central Zone as to the Instructors who have passed a Police Check
Response – No - Central Zone does not and will not be issued with this information and zone will not know who has been disallowed.
All volunteers that are working with children will eventually be required to hold a Green Card as per the Parliament Act. Once these have been made available clubs can then request to see them.
The slip of paper issued at present is ONLY issued to those volunteers who have organized and paid for their own Police Check.
In the meantime if clubs have any queries re Instructor status they are to contact James at PCAV.
9.5 Judges List. Currently Zone only have an in house listfor Dressage Judges and have no authority from those names on list to be released. There is no specific list for Show Jumping or Games. There is no specific Instructor List
Response – Wendy and Barbara will work on formulating a new list.
Barbara to formulate a Form to be sent to all on the current list with requests for
release of their info to other sources, what levels they are able to cover and contact details.
This form will also be available to be forwarded to all Instructors . Clubs are requested to forward their clubs Instructors mailing address to Barbara to ensure they receive the form.
If an Instructor does not want to work at other clubs they are able to express this.
Motion : Zone to Adopt 3 processes
1.Current list to be formalized
2.Create a Pro Forma to send to those on list
3.Clubs to forward names of Judges/Instructors to Zone Secretary
Moved. Janice Ray Melton
Seconded Alison Van Weenen Lancefieldaccepted carried9.6 Pennants – Clubs have not received pennants for Games/Flat/Musical.
Response. Apology made to clubs concerned. There has been a problem with the supplier and these should have been available by now. Peter to follow up immediately.
These will be forwarded to clubs as soon as available.
9.7 Speed to Safety. Query at to whether there are riders attending from Central Zone.
Response – Central Zone have 3 riders attending.
9.8 Award of Merits- re presentation. Zone Rep is unavailable to present these at clubs until November. Therefore another Zone Executive personnel will be organised to ensure these are done in a timely fashion at Recipients own club.
9.9 Course Building Horse Trials at Werribee. Zone has only been informed there is a Course Building workshop , at Werribee this coming weekend. Sat 12.45 – 4 p.m. inside, there will be theory , on preparation.
Sunday the practical side will be covered. Contact Norm for times on Sunday.
Delegates were requested to inform EFA or Norm Glenn immediately .
It is being run by Friends of Werribee. There is NO COST .
Norm will email all Zone Course Accreditors to inform them of this
Meeting Closed at 10.30 pm
Minutes Confirmed:Next Meeting
...... ….DateTuesday 4th October 2005
……………………….Secretary at Ross Watts Children’s Hall
……………………….PresidentStation St New Gisborne
Melway Reference pg 197 G2
Central Zone Representative’s Report - 30th August 2005
Also incorporating State Conference discussions.
Zone Flat, Music and Games Championships – Thank you to Gisborne Pony Club for hosting the day. Your efforts were very much appreciated.
The day was disappointing from an attendance perspective but nonetheless exciting for those who qualified through to the State Championships. I wish all clubs well at the State competition.
As so often happens, the day included a few controversial aspects –
- Many lane stewards were not all familiar with the rules despite personal phone calls to team managers requesting that they ensure their stewards knew the rules. This resulted in lengthy briefing sessions and some judging errors. As a result of this years lane steward problems, one of two options will be proposed and introduced for next year –
- A steward’s accreditation system with a pre-event briefing; elimination for any team not having stewards pre-accredited and for not using accredited stewards on the day.
- Continue briefing on the day of the event but commence briefing ninety minutes before the event commences.
A form for consideration will be sent with the minutes.
- There was difficulty in obtaining an experienced games judge and whilst the judge was diligent in preparing for the event, there were some interpretations that created some confusion. I do not blame the Judge for these occurrences as not only were he dealing with many inexperienced lane stewards but also, a set of rules that are deficient in their descriptions. One such rule says that change-overs must be in front of the 5m line. However, our Games Judge questioned a member of the State Games Committee after the event and received a reply saying ”the rules for this has always been that the changeover can take part outside the back of the box as this is of no advantage to any team. This rule will stay the same at this years state games”. What is interesting is that there is and has never been any written rule to say this. It is just an interpretation and we wonder why judges can’t get it right. Vague rules will be taken up with the State Games Committee.
- Arm Chairs – riders were requested to dismount when not racing or about to enter the arena. This met with some ‘snarl’s’ from not only riders but one team manager. The team manager asserted that I was picking on his team. Forgive me for not remembering which book but one of our Pony Club books advises that riders should not use their horses as an arm-chair. This is not just related to games but any event. I would ask all clubs to teach their riders some thought for the horse and be willing to accept the request to dismount when asked. Better still, do it without being asked!
Equitana – An unmounted rally accreditation is available for riders attending the event. However, please note that this is subject to the following conditions – it can only be for the Sunday and providing it is also the same day as your club rally.
Event Programmes – many clubs have already got into the swing of utilising the Programme Inclusions document that is on the web site. For those who haven’t I suggest that you get into the swing. Due to the large amount of time required by myself to check programmes, I advise that from now on, any programmes that are submitted without these inclusions will be sent back for resubmission without any advice. Also, programmes will only be assessed if sent by email. Please remember that no event may be promoted until approval has been obtained from me as Zone Rep. These requirements will save both you and I a lot of time.
Web Site Documents Updates – there are many documents on the PCAV and Central Zone web sites and it is important to understand that these documents are updated periodically. If you download a document, please check back to make sure that the document is still current before relying on the information.
Horse Trials Rules – As discussed before, ‘riding on’ after elimination is not an option. Please teach your riders. We had a rider at Findon clock up 14 refusals. When asked what the rules were, she had no idea.
After talking to this rider, I was inspired to talk to a group of riders standing by the water hazard observing their team mates. I quizzed them about their knowledge of refusals at the water; they had only a vague idea. I asked them if they had ever read their copy of the rules, none had ever received let alone read a copy. At the risk of sounding like a broken record, I ask all clubs to ensure that all riders who are competing have a copy of the rules and receive adequate event training. As some clubs have already experienced, when I encounter such incidents, I will write to the club DC. I try not to make these letters gruff and rough but I have to confess, my frustration does sometimes get in the way of a warm fuzzy letter. So, please understand that it is each clubs’ responsibility to take the matter seriously and ensure that riders understand and abide by the rules. For anyone not convinced that ‘riding on once eliminated is unacceptable, please read Horse Trials rule C.12.23. Also, I have added to the zone web site a briefing which explains why the rule exists.
Day Attendance – all open riders must sign a Day Attendance form and pay at least $5.00. The forms must be forwarded to the PCAV after the event and currently, the club retains the $5. However, in the near future, the $5 will also have to be forwarded with the forms. Currently, the Day Attendance needs to be completed by all riders who are not PCAV Members irrespective of their affiliation with another equestrian organisation such as E.F.A., H.R.C.A.V. etc. This form and fee is not optional, it is mandatory.
Injury/Incident Reports at Events – all clubs need to complete injury/incident reports not only at rallies but also at events. Whilst medical services such as St. Johns will fill out reports, they are for their own internal purposes and do not meet the requirements of our insurer. Please ensure that injury/incident reports are filled out at rallies and competitions. Remember that they are incident reports, not just injury or major trauma reports. i.e. fill them out for minor incidents too.