Central Zone of Pony Clubs Inc. Reg.No A0026915H

5 April, 2011 Zone Minutes

Central Zone of Pony Clubs Inc.

General Meeting of Central Zone on Tuesday 5th April, 2011

At Ross Watts Children’s Hall, Station Street, New Gisborne

Meeting Opened at 8.20 pm by Liz Turner,-Central Zone President

Zone Meetings for 2011
Tuesday 1 February, 2011
Tuesday 5th April, 2011 / AGM & Zone Meeting: 4th October, 2011
tuesday 7th June, 2011 / Tuesday 6th December, 2011
Tuesday 2nd August, 2011
Central Zone Executive Present:
Zone President: Liz Turner
Zone Vice President: Sue Hollins
Zone Secretary: Lucinda Marciniak
Zone Treasurer: Jenni Waldhauser
Zone Representative: Leonie Lang
Zone Exam Secretary: Jenny Graham
Zone Chief Instructor: Apology
Minute Taker: Leanne Ryan Denotes Action Items.
Zone Delegates Present:

Member Club

/ Represented by: /

Member Club

/ Represented by
Beveridge / Melton
Broadford / Liz Turner / Oaklands / Leanne Ryan
Bullengarook / Bronwyn Will / Riddells Creek / Lucinda Marciniak
Jenni Waldhauser
Sue French
Findon / Pam Kalms
Peter Smith / Sunbury / Nick Ednie
Lynden Stannard
Gisborne / Jenny Graham
Sandra Rowley
Leonie Lang
Sue Hollins / Trentham / Jacqueline Tisdale
Glenlyon / Truganina-Braybrook / Creina O’Grady
Lola Forsythe
Kilmore / Judy Peake / Tullamarine / Colin Bourke
Kingston / Joyce Williams
Daryl Williams / Werribee / Aimee Cuthbert
Wayne Cuthbert
Kyneton / Lisa Kennedy / Whittlesea
Lancefield / Mark Morgan / Williamstown / Robyn Fynmore
Laurimar / Karen Barton / Woodend / Ronnie Graham
Macedon
Apologies: Ruth Feltoe, Niree Weybury (Oaklands), Russell Manton (Woodend)
New Delegates: Sandra Rowley (Gisborne)
CONFIRMATION OF PREVIOUS MINUTES
Minutes of 1 February, 2011 confirmed as a true and accurate record.
Lola Forsythe and Creina O’Grady (Truganina/Braybrook) were welcomed to the meeting.
Moved: / Seconded:
Lisa Kennedy (Kyneton) / Sue Hollins (Gisborne)
BUSINESS ARISING FROM PREVIOUS MINUTES
·  Diggers Rest Festival request for involvement for Pony Club did not eventuate as horses were disallowed on the grounds.
·  Newsletter Editors have been noted by Lu Marciniak and will be included for PC notifications.
·  Break away cups have been purchased for the CZ.
·  Keilor East funds have been approved by PCAV to transfer to CZ – bank details and transfer will be finalized shortly.
ITEM 1 / CORRESPONDENCE – 2 February, 2011 to 4 April, 2011
As tabled. See Appendix 1.
·  Any riders requiring Polo Tops need to be notified to Lu Marciniak immediately.
MOTION: / MOVED: / sECONDED:
Correspondence be noted and accepted. / Lu Marciniak / Karen Barton (Laurimar)
ITEM 1A / BUSINESS ARISING FROM CORRESPONDENCE
·  Nil
ITEM 2 / TREASURER’S REPORT – Presented by Jenni Waldhauser
·  Report As Tabled. See Appendix 2 for Profit and Loss Statement, Balance Sheet and Expenses
Summary.
MOTION: / MOVED: / sECONDED:
Expenses as tabled passed for payment. / Jenni Waldhauser / Lu Marciniak
Carried
ITEM 3 / ZONE REPRESENTATIVE’S REPORT – Leonie Lang
Report As Tabled. See Appendix 3
Leonie highlighted the issues of :
·  New Club officials need to be notified to both CZ and PCAV on CZ Forms available on the Website. Information Night for new officials will be held on Tuesday 10 May, 2011 at 8.00 am.
·  It was noted that DC’s must have Working with Children Certificate irrespective of whether they are a parent of the Club.
·  Strength Returns to be submitted by 15th May, 2011 – please complete details on the Website. Update ‘My Club’ e-mail addresses – it was noted that these may be out of date and should be up-dated prior to due date demands for the Strength Returns.
·  New Website Managers may be invited to a specific Information Night at a School Computer Laboratory so they can have hands on experience with computers to familiarize themselves with the Website. Lu Marciniak will send out an invitation to All Clubs to garner interest prior to progressing with planning.
·  New Insurance Rules - Day Attendance at Clubs for one day. See PCAV State Council meeting Summary Report of 15 February, 2011 for details.
·  Thanks to Oaklands PC for CZ Games, Musical & Flat Teams event – noted thanks also to Sue Hollins, Lisa Kennedy, Jenni Waldhauser and Liz Turner.
·  Grade 1 & 2 State Champs – entries will be on line and it should be noted that Central Zone Representative still has to authorize the entry form. Competitors can still qualify after entries close if they compete in qualifying events. If successful qualification is achieved then the entry will be accepted. If fail to qualify at this late event and entry form has been submitted no refund will be allowed.
CZ Horse Trials
·  It is anticipated that this event will be conducted similar to Lowden via point scores – Equestrian Club Supplies will sponsor and provide a trophy. Event Secretary will be utilised for the entries.
·  Interzones Teams Horse Trials 23 – 24 July, 2011 at Werribee. Nick Ednie will be co-ordinating this event for CZ again this year. The entry form will be approved next Tuesday at PCAV Council and Lu Marciniak will send out advice to all Clubs. Please see Zone Rep Report for qualifying details.
This is a State Event and riders over 14 years of age will require a C Certificate.
ITEM 4 / ZONE CHIEF INSTRUCTOR REPORT – Ruth Feltoe Mobile: 0419 285 560
No report tabled.
MOTION: / MOVED: / sECONDED:
item 5 / ZONE EXAMINING SECRETARY – Jenny Graham
As tabled. See Appendix 4.
Next scheduled testing period is 17 & 18 September, 2011. Jenny emphasised that entry deadline of 1 July, 2011 will be strictly adhered to enable more efficient administration of the certificate testing.
C* and K Certificate is being encouraged for riders – Information Evening will be forthcoming – (expected in
June, 2011 – to be confirmed). Current C Certificate holders will be invited to participate in C* and will be
directly contacted by the ZES.
ITEM 6 / PRESIDENT’S REPORT
·  Congratulations to riders at the Games, Flat & Musical – thanks to Oaklands PC for hosting the event.
ITEM 7 / JUNIOR COMMITTEE
·  In recess.
ITEM 8 / GENERAL BUSINESS WITH NOTICE
·  Bullengarook PC – request for change of Tie for uniform requirements. A query raised regarding the PCAV rules. This rule will be clarified with Clare Lewin and Club advised.
·  Volunteer Co-ordinators required for CZ Horse Trials 29 May, 2011:
o  Wendy Abey will be approached for Showjumping Co-ordinator.
o  Lynden Stannard (Sunbury) volunteered to be Cross country Coordinator, assisted by Nick Ednie. Wayne Cuthbert will be course accreditor and will assist where possible.
o  Dressage Co-ordinator for set up of arenas – Lisa Kennedy.
o  Gisborne PC to provide Cross Country Folders and prepare for the event
o  Werribee PC will provide Back Numbers.
o  Showjumping – Breakaway Cups for Showjumping – Oaklands have them at present and need to arrange to have them available for the event.
o  Sue Hollins to check regarding status for Outside Zone Entries for the CZ Horse Trials.
·  Liz Turner reported on Gear Checking concern that has been raised in terms of time of actual Gear Check as some riders may be riding tests and then gear checking following the phase. Various reasons were noted viz; rider’s time management, disruption to warm up routine, confusion with EA gear checking requirements.
o  Clubs are requested to advise riders that this occurrence has been noted and will be more closely scrutinized and therefore be responsible for knowing PC Rules at events or risk elimination if caught not observing the PC Rules.
·  Showjumping Equitation will be phased into President’s Cup as a result of concern regarding showjumping skill level at the lower grades. It is anticipated that Showjumping Judges will be requested to select this rider like a “best on field” and points will be allocated and recorded in 2012 President’s Cup. To phase the Showjumping Equitation in to this year an Event Showjumping Equitation Award will be presented as awarded by the Showjumping Judge. Clubs need to note that a Rosette will be awarded for this and CZ will provide the Rosette and Equitation Scoresheet prior to the event.
o  Noted that an Equitation Manual is available on the Equestrian Australia Website and also a round scoresheet was printed in the MAD Magazine.
o  Combined Training Days may consider adding a specific Equitation Round for their event. It was noted that specific Judges with ability to score Equitation would be required.
o  Bullengarook PC is the next event for President’s Cup and inaugural Equitation judging – August, 2011.
·  Gisborne PC put forward a motion for consideration regarding the Presidents Cup –
MOTION: / MOVED: / sECONDED:
If a combination has won a President’s Cup in a particular Grade this combination will not be eligible to win the President’s Club in this same Grade in following years. / Sandra Rowley
(Gisborne) / Jenny Graham
(Gisborne)
This motion will be e-mailed by Lu Marciniak to Clubs for information and to discuss with their members and bring back to the next CZ meeting. / Carried.
item 11 / GENERAL BUSINESS WITHOUT NOTICE
·  Woodend PC raised a query regarding a rider who is visiting another Club who signs the PCAV Card. It was confirmed it is the responsibility of the “Home” DC to sign the attendance card for this rider.
·  Woodend PC raised a query regarding participation at the Lowden Shield – it was confirmed that only one combination is allowed to compete at this event. For Club Gymkhanas multiple entries are possible if the Event Committee allow this.
·  It was noted that the Interzone HT event – over 14 year olds need to be qualified C Certificate.
·  DCI Panel meeting discussed a motion to put forward for PCAV MAD Magazine
MOTION / Moved / Seconded
That CZ pays the subscription fee for the MAD Magazine for the DCI and ZA Panel members who would not otherwise receive it. / Daryl Williams
(Kingston) / Sue Hollins
Carried.

Please ensure to advise Club Officials of the Information Night – New and Continuing Club Presidents, Treasurers, DCs, Secretaries and Card Secretaries to attend– 15 May, 2011 at 8.00 am at Ross Watt Hall.

Meeting closed at 9.45pm

Page | 10

Central Zone of Pony Clubs Inc. Reg.No A0026915H

5 April, 2011 Zone Minutes

Appendix 1

Correspondence 1st February, 2011 to 4th April, 2011

Incoming

By post

From PCAV – PCAV State Games, Flat Teams and Musical Ride Championships Booklet.

By E-mail

13/12/10 – From Leonie Lang – Query from member regarding placing at CZ Dress & S/J Champs – (Fwd to CZ Exec for discussion)

4/2/11 – From Niree, D.C. Oaklands - Request received to be sponsors of CZ “F” Grade Shield for Presidents Cup. (Not passed - Discussed at CZ Exec committee)

9/2/11 – Safety cups ordered and 20 key hole tracks (and received)

11/2/11 – From Russell Manton Woodend P/C – Cancellation of Show date in Sept, 2011. (Removed from Calendar)

16/2/11- From Leonie Lang – Information regarding membership fees, pro-rata fees and “Come and try Pony Club fee and day attendance form (fwd to all clubs)

16/2/11 – From Leonie Lang – Information regarding funding for sporting clubs regarding flood relief. (Fwd to all clubs)

17/2/11 – Request from Norm Glenn requesting that as Central Zone now promote commercial enterprises on its web site he would like his business included. Responded to by Leonie Lang. (Enquires made revealed this link was put on website by previous Web administer and has now been removed)

17/2/11 – C*/B/K weekend Camp in West Gippsland Zone. (Fwd to all clubs)

18/2/11 – Request from Diana Earp, Whittlesea for a list of dressage judges (Reply sent informing ways to locate judges)

23/2/11 – Request from Uniform co-ordinator, Aimee Cuthbert, Werribee P/C for forwarding of information regarding polo tops orders for State dressage and showjumping champs and State Horse Trials. (Fwd to all clubs and reminder sent 2/4/11 regarding orders for state horse trials)

28/2/11 – From PCAV – Advising day attendances do not cover riders for “EVENTING” according to insurance policy. (fwd to all clubs)

3/3/11 – Above mentioned insurance is now clarified and riders are covered under day attendances for eventing (fwd to all clubs)

8/3/11 – From Leonie Lang – Riders for State HT Champs may be eligible to ride after entries close. zone rep must be notified. (fwd to all clubs)

9/3/11 – From Leonie Lang - Flyer and Entry forms for the first event of the Prince Philip Games Challenge (fwd to all clubs)

24/3/11 – Further information regarding single entries for Prince Philip received. (fwd to all clubs)

25/3/11 – From Mary Denton Broadford P/C – Request information regarding c* cert. (fwd to Jenny Graham for response who responded on 26/3/11)

27/3/11 – From Leonie Lang - CZ HT working bee on 1/4/11 at Tullamarine P/c grounds (fwd to all clubs)

28/3/11 – from J. Gorman - who has a previous connection with Macedon P.C. – Request regarding Prince Phillips Games History. (To CZ exec for comment)

4/4/11 – From Margaret Wade, Treasurer Bullengarook P/C – Request for additional uniform item. (Red Tie) (To General Business for discussion at April Zone Meeting)

Outgoing

By E-mail

2/2/11 – To all clubs requesting co-ordinator for a display to be held at Diggers rest Festival. Request made verbally to Sue Hollins by organizers of event. Co-ordinator required. (No longer required – Organisers are no longer happy to have horses at event)

2/2/11 – To all clubs – notification of allowing composite games, flat and musical teams to compete at CZ event.

2/2/11 – To all clubs – Request for cz pony club committees to discuss allowing their Newsletter editors to be included in mail out list by cz secretary to help reduce lost information.

2/2/11 – Email attachment letter forwarded to PCAV requesting permission to apply for unclaimed money in relation to Keilor Pony Club funds as that club no longer exists. (passed by PCAV re email 7/3/11). – Treasurer to follow up transfer of funds)