EAST GIPPSLAND ZONE OF PONY CLUBS INC. 12839A

QUARTERLY GENERAL MEETING HELD ON 21st August 2013 at the Bairnsdale Pony Club room after the AGM

Attendance - B. Milner, S. Perkins , V. Armstrong, P. Favaloro, J. Bromwich , J. Elliott, S. Evans, T. Gardner, B. McMahon, R. Neille, Nicky Hair, B. Weir, J. Carstairs, ,G. Carrolan, M. Churchman, K. Wade, V Monardo, Sasha Sztynda, Sylvia Sztynda, K. Russell, A. Fraser, K. Fraser, T. Ryan, K. Einseidel, B. Nunn, C. Mowbray, A. Leighton, K. Hickey, L. Taylor, V. Dixon, S. Ingram, D. Woerz. 14 clubs represented.

APOLOGIES - K Backman, T. Stewart, Longford PC.

MINUTES - MovedJ. Elliott, seconded L. Taylor that the minutes of the May meeting be accepted. CARRIED

business arising from Previous Minutes - none

CORRESPONDENCE

Inwards

Department of Justice – Incorporation forms

Nomination Forms – Jan Bromwich (President), Kerry Russell & Vicki Dixon (Vice Presidents), Peter Favaloro (Treasurer), Bev Weir (Examining Secretary) Minute Secretary -Vicki Dixon.

PCAV – Insurance Compliance Form

PCAV – Annual Conference & Meeting Notice

Platinum Equine – Invoice for Dressage arenas

Boolarra Pony Club - no purchase of dressage arena

Morwell Pony Club – mailing list deletions

Entries for Interzone Horse Trials & other Interzone HT queries

Department of Justice – Working with Children form – Bev Milner

Lakes Entrance PC – New DC.

Officbearer forms – Mirboo North, Moe, Sale, Trafalgar, Yinnar South,

Gear Checkers- Stratford

EGZ Squad – list of participants in courses

Squad – expressions of Interest – Rosedale & Stratford

Cobbler's Creek PC – additional uniform items- a long sleeved polo shir & a soft shell vest in Cobblers Creek colours (navy with gold /red trim )

Moved K. Hickey, seconded L. Taylor that these uniform items be accepted. CARRIED.

Yinnar South PC - lack of helpers.

Moved G. Carrolan, seconded N. Hair that a letter be sent to Yinnar South explaining that each club is asked to help, even if only one person is available, and small clubs will not be expected to do much. CARRIED

Correspondence Outwards

Minutes, Agenda to all clubs.

Letter of support for Rosedale Pony Club re grant for grounds.

Moved G. Carrolan seconded B. Weir that the correspondence be accepted. CARRIED.

TREASURER’S REPORT FOR GENERAL MEETING 21/8/13

1.General Account

Balance Forward 1/5/13 / 7076.60
RECEIPTS
Event Receipts- / 1767.30
Exam fees / 358.00
Equipment Hire / 112.50
Interest / 0.14
Dressage Arenas / 2200.00
4434.94
PAYMENTS
Event expenditure / 2390.00
Interzone Teams HT entry / 3843.00
Dale Williamson / 44.00
Platinum Equine (Dressage Arenas) / 3267.00
Bank Fees / 5.00
9549.00
Balance 31st July 2013 / $1,962.54

2 . Investment Account

Balance forward 1st May 2013 / $4,021.52

Final Report on Games Day held 28th April 2013

2013 / 2012
RECEIPTS
Entries / 1040.00 / 1250.00
Catering (Moe PC)) / 517.30 / 1003.30
1557.30 / 2253.30
PAYMENTS
Materials / 307.00 / 205.25
Sashes / Donated Horseland / 346.71
Medallions / 222.00 / 254.02
Entries to State / 1640.00 / 1435.00
Judges / 100.00
2269.00 / 2240.98
Profit (Loss) for day / -711.70 / 12.32

Peter reported on our Investment Account with GSI. At this stage there is no indication on what is to happen to GSI, or to our investment. Funds are frozen.

The Secretary mentioned the entry fees for Musical Ride Teams are cheaper per rider than for the other events.

Moved J. Carstairs, seconded G. Carrolan that entry fees for the Games, Flat & Musical Teams Day be $10 per rider per event. CARRIED

Moved P. Favaloro, seconded M. Churchman that the Treasurer’s Report be accepted .CARRIED .

Zone Chief Instructors Report – May 2013.

See AGM report . Gabe mentioned a letter from P. Favaloro about the grading concerns at the Stratford Horse Trials – particularly young pony clubbers riding open Grade 5. Moved G. Carrolan, seconded N. Hair that the age for Open Grade 5 be 16 years and over, and Pony Club Grade 5 be 15 years and under. CARRIED.

There was discussion on grading when Open events are held. Pony Club members must keep to their grading.

EXAMINING SECRETARY’S REPORT 21/8/13

Over the June Queen's Birthday weekend Val Armstrong and I examined 15 riders for their C Certificate, a busy time for riders, parents and examiners! All candidates were successful, which was very pleasing for all concerned. They included one Toongabbie member, six Briagalong members, one Nowa Nowa member , four Orbost members and three members from Swifts Creek.

I've had enquiries regarding K certificate for the next intake which will be in November. Hopefully there will be up to 6 candidates. Please be aware that the 40 km ride is no longer compulsory, but may be included as an optional subject in section A – Any other approved activity.

Val, Sonya and I attended a workshop at Whittlesea PC Grounds on August 10th which focused on Efficiency Certificate competency standards required for C, C*, B and A, The workshop, designed to improve consistency across the State, was run by Sally Francis and Bev. Shandley, two of the State's most experienced assessors. This was a most enlightening and informative day.

Bev. Weir – Zone Examining Secretary.

Bev Weir, after her report, mentioned an Orbost rider who is seeking an exemption to allow her dressage tests to be called. This is currently with PCAV to research and grant the exemption.Bev wanted this mentioned so Clubs running events are aware of the situation. Moved B. Weir, seconded D. Woerz that Tamsin Barry be allowed to have her dressage tests called after her exemption is approved. CARRIED

Moved S. Perkins, seconded J. Elliott that the reports be received. CARRIED.

GENERAL BUSINES

Squad for 3014 . N. Hair reported the same instructors will be available for 2014. Orbost will host Squad one weekend to make up for missing one this year. Applications for hosting Squad 2014 to be out soon.

Cross Country Colours There was a query on what colours can be worn riding in the cross country phase of Horse Trials. Rule 7.4,a (ii) when competing in cross country, a sleeved garment must be worn which is either a club registered uniform item, or a non-registered garment in the club colours or white,

Tarp for Dressage Trailer . Trailer is currently shedded, so tarp has not been purchased yet.

Helmet Covers – The Zone will look into getting a grant to provide helmet covers in Zone colours for state events.

Smaller Clubs – There are many smaller clubs in the Zone . It would be good if the bigger clubs helped them out and included them in their rallies from time to time.

Pony Club Event Programs It is a requirement for Pony Clubs running events to send their programs to the Zone Representative Matt Gault for approval before distribution.

State Horse Trials 2015. There was some discussion about the location of the State HT in 2015. The sub committee are looking into this.

Bairnsdale Pony Club are applying for extra land to build a Cross Country course. The Zone will write a letter of support for this.

Zone SJ Equipment - P. Favaloro asked about the whereabouts of the breakaway cups the Zone had purchased. This will need to be looked into. Moved N. Hair, seconded G. Carrolan that the Zone buy the extra cups needed. CARRIED.

Zone Newsletter –We are still needing someone to take on the job of Hoofprint editor. If you feel you could help the Zone in this way , please contact Val ph 5628 7777.

Zone Facebook Page - Kalinda Wade offered to do this. Could all clubs get their dates to Kalinda in plenty of time . Dates must be confirmed with her before sending program to Zone Rep for approval,

Meeting closed 10.35 pm.

Enclosed with these minutes - Squad Host Guidelines & application for Clubs.

Jack & Nancy Williamson Bursary Application.