PERCHERON

PERCHERON HORSE BREEDERS ASSOCIATION of AUSTRALIA inc.

ABN 34 065 797 935

13 August 2012

Minutes of the Committee Meeting

10:00 am

OPENING

  1. The President opened the meeting at the RNA Exhibition Grounds at 10:00am, 13th of August 2012 and welcomed those members of the Committee in attendance.

ATTENDANCE

  1. The following Officers of the Association were present

PresidentCharles Watson OAM

RegistrarElwyn Park

TreasurerDavid Shaw

  1. Ordinary Members of the Committee

Margaret Watson
Karen Foran

Edward Dorman (Minutes Secretary)

APOLOGIES

  1. Tendered were apologies from:

Gary Appleby
Peter Cahill

Fiona Sheehy

Lindsay Newland
Janet Perry

MINUTES OF PREVIOUS MEETING.

  1. The minutes of the meeting held by teleconference 4 July 2012 were presented by the President.

Minutes of the previous meeting accepted

CONFIRMATION OF MINUTES.

Moved: Elwyn ParkSeconded: David Shaw

That the minutes of the meeting of 4 July 2012 be accepted as representing a fair account of the proceedings of that meeting.

Carried.

MATTERS OF BUSINESS ARISING OUT OF THE MINUTES

  1. Baseball Caps – The President advised that the artwork supplied by Simon Wong & Associates was unsatisfactory and that amended artwork was provided to Simon Wong & Associates which reflected a better representation of the Percheron Horse. An order of 100 baseball caps was placed prior to the meeting.

Polo Shirts

It was further discussed that the PHBAA Polo Shirts were not selling and it was agreed that the cost would be reduced to $16 to help sell these items.

Moved: David ShawSeconded: Elwyn Park

MotionCarried

  1. Vehicle stickers– Stickers were purchased by the PHBAA last year as detailed in previous minutes

(25 – Truck Stickers, 150 – car stickers and 200- small stickers). As these stickers were provided by the printers in an unlaminated form, it was discovered that the printed logo was easily damaged. Elwyn Park advised that the printers will be re-printing the stickers with lamination at no extra cost to the PHBAA.

  1. Insurance– it was decided that the PHBAA would not take out insurance with Equestrian Australia (EA) this year due to the fact that Kamilaroi Equestrian already have insurance in place to cover the Expo. David Shaw and Karen Foran have agreed to would look into this matter and advise the Committee at the next meeting.
  2. Previous Records – David Shaw advised the Committee that since collecting the records donated by Dr Ross Stevens, that due to work commitments he has been unable to have a proper look through these old records and photographs at this time. David suggested that the “Percheron Booklet” which was found in these records be reprinted as the information was still useful and beneficial to new members. It was agreed that this was a good idea and that the booklet be updated accordingly and presented to the Committee for future consideration.
  3. Judging School - David Shaw suggested that a social day be organised in lieu of an actual judging school. It was agreed that this was a good idea and it was further suggested that the Committee organise a social day for February/March 2013 prior to Gatton, Jondaryan and the Ekka Shows.
  4. New Members Kits - Fiona Sheehy to advise
  5. Gazebo –A 6m x 3m Gazebo had been purchased by the PHBAA and is expected to be delivered to David Shaw on 16 August 2012.
  6. Horses for Sale- It was agreed that a plastic sleeved A4 sized booklet containing horses for sale be made available to interested buyers at shows.
  1. Jodie Rock - Charles Watson advised the Committee that on the 29 July 2012 he made an offer to meet Jodie Rock on four separate dates (1st , 6th , 7th or 8th August 2012) to discuss the removal of her membership from the PHBAA and that Jodie Rock had declined this offer. It was further agreed by the Committee that no further offers are to be made and that this matter be considered closed.
  2. Correspondence – Charles Watson advised the Committee that a letter from Dr Genevieve Freer’s Solicitor and a copy of a statutory declaration detailing Dr Freer’s payments for membership was sent to the Committee for consideration. It was decided that David Shaw contact the NAB for further information prior to Charles responding to this correspondence.
  3. Treasurer’s Report – See Attached.
  4. New Members – That the new members be accepted as follows:-
    Ordinary Members

MackenzieChris

DennissElizabeth

FreerGenevieve
Pianta Tennelle

teRaheSean
McKennaKirsty

Associate Members

CulicanAaron

WarrenHeidi

ButteryJulie

LookDavid & Wendy

RyanJacqueline Maree

HarveyJohnine

High Noon Heavy Horses Linda Kraat & Wayne Barnett (Downgraded from Ordinary)

MoncrieffeStephanie

TribeSonia

BriggsRicky & Kelly

  1. Meetings - It was agreed by the Committee that future meetings be held quarterly.

Moved: Charles WatsonSeconded: Elwyn Park
Motion Carried

  1. Electronic Banking- It was agreed by the Committee that the PHBAA apply for a BPAY electronic payment system through the NAB. A one off establishment fee of $525 is chargeable along with the following transaction fees:-

Debit card transaction fee: $0.92 per transaction

Credit card transaction fee: $0.68 per transaction

Merchant Service fee: 0.50% Visa, Mastercard, Bankcard
(NAB Connect has no fees for a single user)

It was further agreed that this new system would bring the PHBAA up with the times and help to simply transactions for the Treasurer and Secretary.

David Shaw also advised that the Committee should introduce a tax invoice system for the issuing of membership renewal and registrar fees and that the membership renewal tax invoices to be posted to members.

Moved: David ShawSeconded: Karen ForanMotion Carried

20.Upgrading - After some discussion, the Committee decided that Elwyn Park would prepare a proposal to be submitted for consideration at the next Committee meeting.MATTERS OF BUSINESS ARISING OUT OF THE MINUTES

  1. Late submission for Nomination – The Committee agreed to waive the seven day notice and allowed Karen Foran’s nomination to be eligible for election as a Committee member.

Moved: Elwyn ParkSeconded: David Shaw

Moved

  1. Promotional Items – After some discussion, it was agreed that soft plush toys were just too expensive for the Association to purchase at the moment. Karen Foran suggested that Bayer had a range of Percheron horses which might also be suitable.

CLOSE

  1. There being no further business the President thanked those in attendance and closed the meeting at 12:22pm.

ANNEX:

Treasurer’s report – deferred from the teleconference meeting 4 July 2012

PERCHERON

PERCHERON HORSE BREEDERS ASSOCIATION of AUSTRALIA inc.

ABN 34 065 797 935

Annual General Meeting

13th of August, 2012

RNA Exhibition Grounds, BRISBANE

Minutes of the Annual General Meeting

1:00 pm

OPENING

  1. The President Mr. Charles Watson OAM opened the meeting at 1:00 pm and welcomed all those members present.

ATTENDANCE

  1. The following members were present.

a)Officers of the Association

President:Charles Watson
Registrar:Elwyn Park

Treasurer:David Shaw

b)Ordinary Members of the Committee

Karen Foran

Edward Dorman

c)Ordinary members

Margaret Watson
Alex Blundell

Anna Cameron

APOLOGIES

  1. The following members had apologies offered on their behalf.

Fiona Sheehy
Peter Cahill

Gary Appleby

Lindsay Newland

Janet Perry
Chris & Sue McKenzie

MINUTES

  1. Confirmation of previous minutes

Confirmation of Minutes

Moved: David ShawSeconded: Karen Foran

That the minutes of the 2011 AGM, as read, to be accepted as representing a fair account of the proceedings of that meeting.

Carried.

REPORTS

  1. President. The President presented his report a copy of which is attached as Annex A
  1. Secretary. The Secretary’s report was provided and is as Annex B
  1. Treasurer. The Treasurer presented his report, a copy of which is attached as Annex C
  1. Webmaster. The Webmaster presented her report, a copy of which is attached as Annex D

BUSINESS ARAISING FROM THE MINUTES
Microchipping Rule 39

  1. Elwyn Park brought up the subject of the amendment to Rule 39 in relation to microchipping. It was agreed that the Rules had already been amended to include “and/or microchipped”.

Moved: Margaret WatsonSeconded: David Shaw
Motion Carried

ELECTION OF OFFICERS OF THE ASSOCIATION AND ORDINARY MEMBERS OF THE COMMITTEE.

The President formally disbanded all committee positions and a secret ballot was held with Emily McLean as coordinator

2012- 2013Officers of the Association

As only one nomination for each of the four Officers of the Association positions were received the following persons were duly elected to these positions:-

President – Charles Watson

Vice President – Gary Appleby

Secretary – Edward Dorman

Treasurer – David Shaw

2012- 2013Ordinary members of the committee

The following seven nominations were received for the following five ordinary Committee positions:-

Elwyn Park

Fiona Sheehy
Margaret Watson

Peter Cahill

Lindsay Newland
Karen Foran
Kelvin Quinn
Following the secret ballot, the following ordinary members of the Committee were elected:-
Elwyn Park

Fiona Sheehy
Margaret Watson

Peter Cahill

Lindsay Newland

Registrar
The following nomination was received for Registrar and as no other nominations were received, the following member was elected as Registrar:-
Edward Dorman
As Edward is already elected as Secretary, this position is an office bearer position only until the next AGM.

Keeper of the Stud Book

The following nomination was received for Keeper of the Studbook and as no other nominations were received, the following member was elected as Keeper of the Studbook:-
Elwyn Park

ELECTION OF OFFICERS OF THE ASSOCIATION AND ORDINARY MEMBERS OF THE COMMITTEE.

  1. The President stated that the only nominations held were for the Ordinary Members of the Committee.Five of the seven nominated persons were deemed to be elected.
  1. The President thanked Elwyn Park for her tireless efforts and enormous contribution as Registrar of the PHBAA.

FURTHER BUSINESS
Merchandise

  1. David Shaw suggested that he would hold the promotional material after the Ekka and that he would arrange to pick up the merchandise upon close of the Show.

Percheron Warmblood Sub-Committee

  1. The Committee also discussed the need for a sub-committee to cover promotion of Percheron Warmbloods at the shows. It was agreed that the following members be elected:-
    Karen Foran (Chairperson)
    Anna Cameron
    Alex Blundell

CLOSE

14. There being no further business the President thanked all present for their attendance and participation and closed the meeting at 2:27pm.

Edward DormanCharles Watson

Minute Secretary President

ANNEX:

President’s Report

Secretary’s Report

Treasurer’s report

Webmaster’s Report

PERCHERON

PERCHERON HORSE BREEDERS ASSOCIATION of AUSTRALIA inc.

ABN 34 065 797 935

13 August 2012

Minutes of the Committee Meeting

2:00 pm

OPENING

  1. The President opened the meeting at the RNA Exhibition Grounds at 2.00pm, 13th of August 2012 and welcomed those members of the Committee in attendance.

ATTENDANCE

  1. The following Officers of the Association were present:-

PresidentCharles Watson OAM

Secretary/RegistrarEdward Dorman

TreasurerDavid Shaw

  1. Ordinary Members of the Committee

Elwyn Park (Keeper of the Studbook)

Margaret Watson

APOLOGIES

  1. Tendered were apologies from:

Gary Appleby
Peter Cahill

Fiona Sheehy

Lindsay Newman

OPENED FOR GENERAL BUSINESS

Studbook 5

  1. Elwyn Park advised the Committee about Volume 5 and advised the Committee that Studbook 5 could be printed at a cost of $12 per book. The Committee agreed to print 40 copies as long as the price was around $12 per book.
    It was further agreed that Studbook 6 would be converted into a PDF which would be formatted as “read only” prior to being uploaded to the PHBAA website.

Moved: Elwyn ParkSeconded: David Shaw
Motion Carried

  1. Edward Dorman suggested to the Committee that he would continue with the PHBAA’s “Percheron News” Newsletter but would still ask members to contribute articles and photographs.
  1. The President acknowledged Margaret Watson’s enormous contribution in setting up and maintaining the PHBAA website since its creation. Margaret has stepped down as the webmaster and the office bearer’s position has now been filled by Edward Dorman.
  1. David Shaw also suggested to the Committee that two large folding tables and several plastic chairs should also be purchased by the PHBAA to outfit the new Gazebo. It was also suggested that printed banners outlining the qualities of the Percheron horse also be purchased and these could be velcroed to the internal walls of the Gazebo and could be rolled up and stored away when not in use. The Committee agreed to purchase these items prior to Gatton 2013.

CLOSE

  1. There being no further business the President thanked those in attendance and closed the meeting at 4:00pm.