WPCS Council Meeting03/06/13
Summary Report

This report summarises the main points that were discussed during a meeting of the Welsh Pony and Cob Society Council that took place on Monday3rd June 2013 at the Society’s offices in Bronaeron, Lampeter.

Mr Martin Waters, Chair, welcomed everyone to the meeting, with no apologies received.

A minutes silence was held in respect of Life Members recently departed, Mr Edward Buckett of the Moorfields stud, Mr Powell of the Blackhill stud and Past Council member and Past President Mrs Gladys Dale of the Scole stud in Scotland.

It was confirmed that delegates appointed to Working Groups and committees should be amended to show Mrs A. Kember as a member of the International Committee and Mrs K. Davies not appointed to the Estates group.

The President reported that himself, the Chair, Principal Officer and the artist Jane Dunn had visited the Royal Mews and presented a painting of Welsh Mountain Ponies to Her Majesty the Queen on 1st May 2013. The gift was presented to Her Majesty the Queen as Patron of the Society to mark the occasion of her Diamond Jubilee in 2012. Lord Vestey had accepted the painting on behalf of Her Majesty and a letter had subsequently been received from Colonel Toby Browne, the Crown Equerry thanking the Society for the kind gift. The visit had been extremely interesting and they had been provided with a private tour of the mews. A full write up and photographs will appear in the Society magazine. Council agreed to write to Jane Dunn, the artist of the painting, to thank her for donating the painting for this purpose, on behalf of the Society.

It was confirmed that the Society is considering a fire-proof external storage facility at Bronaeron to house valuable items, with various option being discussed. Further costs are being sought for new and second hand steel containers.

The minutes of the Area Association meeting held on the morning of 6th April 2013 were confirmed as correct and will be distributed to all Area Associations shortly.

The minutes of the AGM meeting held on 6th April 2013 were confirmed as correct by Council and will be sent to the members in the Autumn mailing, to be confirmed as correct and ratified by the members at the AGM to be held on 5th April 2014.

The Principal Officer reported that she had attended a meeting with the new Society solicitors, Geldards, in Cardiff on 10th May, whereby outstanding issues were presented for legal advice. One issue included the on-going revision of the Society’s Complaints and Disciplinary Policies and Procedures. Clarification had also been sought on Society “by-laws” and advice requested on offensive postings on internet forums. The Principal Officer had also attended the WCVA Charity Law Conference on 21st May, with copies of all presentations to be supplied to trustees. Notice was drawn to the new Gift Aid Small Donation Scheme which would be an agenda item for the next Finance & HR meeting. The new scheme allowed for Gift Aid to be claimed on small donations received (up to £20) when the identity of individual donors was not known.

The Principal Officer updated trustees on Registration, Memberships and Transfer figures from 1st January 2013 up to the end of April 2013, with 1619 registrations received over the period (compared to 2155 in 2012 and 2084 in 2011); 1974 memberships (compared to 2038 in 2012 and 1942 in 2011) and 1872 transfers (compared to 2955 in 2012 and 2798 in 2011). The decline in registration numbers and transfers continues, with a less significant proportional drop in memberships.

A brief report was provided on the Business Plan, to confirm that plans for the new Pavilion were progressing and the new interactive forum for the website was being constructed. A new eNewsletter is to be launched in June 2013 and this will thereafter be issued to subscribers (subscription is via the Society website) every two months at least. The Society’s Twitter account was set up in May 2013 (@welshponycobsoc).

Two Open Days will be held at Bronaeron this year, to encourage members and non-members to visit, see the museum and displays, and get information on Welsh Ponies and Cobs and the Society. These will be held on Monday 30th September (after the Fayre Oaks Sale) and Saturday 30th November (prior to the RWAS Winter Fair), from 10am to 4pm. Further details will be posted on the website and in the next magazine, with a warm welcome extended to everyone to visit.

Discussion took place regarding official Society representation at funerals and memorials and it was decided that this would be a matter for further consideration at the Governance Review Day that has been scheduled for Monday 10th June 2013.

Mr Roland Michell, Honorary Veterinary Surgeon to the Society, attended the meeting at 2pm and provided a summary report on welfare and veterinary issues on behalf of himself, as Honorary Veterinary Surgeon, and Mr Alan Pearce, Welfare Officer. No official written welfare complaints had been received by the Society within the last two years that required investigation. Welfare was primarily addressed through education and the provision of guidance and advice. Mr Michell notified Council of how he and the Welfare Officer worked with the office on relevant matters, and gave examples of instances whereby he had provided direct advice to members on veterinary matters when requested. Mr Michell spoke of recent updates to PIOs and the drive from Europe to have just the one PIO or Central Database in the UK. This had largely been influenced by the recent horse meat scandal. Ms Prytherch thanked Mr Michell and Mr Pearce for the support they provided to the office with veterinary and welfare matters.

A paper was produced that summarised the main topics raised at the Open Forums held around the UK in 2012/2013, along with a breakdown of attendance figures and cost. The issues raised will considered by the relevant committees and feedback provided to members on common issues of relevance. When all the points have been considered, a full report will be published for the members on the website and in the magazine. It was decided that an additional 9 forums will be held between now and 31st December 2014 across the UK.

A new Overseas Association was accepted from Hungary, with details to be included on the Society’s website shortly.

Correspondence had been received from DEFRA / Welsh Government relating to recent developments in Europe in relation to the horse meat issues and horse passports, with a 5 point action plan received from the EC. It was confirmed that the Chair, past Chair (previously involved with the single PIO debate) and Principal Officer would respond on behalf of the Society.

The Royal Welsh Agricultural Society provided notification to the Society of the judges that had been selected for the 2014 Royal Welsh Show. Members should be reminded that the Society no longer nominates for judging appointments at the Show and the selection is undertaken solely by the RWAS.

A draft booklet on Society Policies and Procedures was circulated to trustees, broken down into four sections – general policies, those specifically relevant to members, those specifically relevant to trustees and those specifically relevant to staff. Two new policies required adoption - a Communications Policy and Risk Management Policy. It was agreed that this agenda item would be considered by the Finance an HR committee on 7th July before being an agenda item for the next Council meeting on 8th July 2013.

It was decided that the Services, Education and Welfare committee would consider a welcome pack for new members.

Chair of Finance Report:

Trustees had been supplied with Profit and Loss and Balance Sheet reports for the financial period 1st January to 30th April 2013. Gross Profit for the period stood at £201, 717.19, with Net Profit being £54, 876.69 (compared to £40,744.12 in 2012). The Balance Sheet value as at 30th April 2013 was £1,660,526.49 (£1,604,312.92 in 2012), with the value of the Society’s investment portfolio being £1,163,743. Budget reports were also provided for the period.

It was decided that the advertisement costs for the 2014 Journal would remain unchanged and that the competition for the best advert would be re-run. It was decided that advertisements would be actively sought from associated businesses to support the production costs of the Journal and that non-members would pay the same rates as members henceforth.

Judging and Showing

Plans for the forthcoming Judges Conference, to be held on Saturday 12th October 2012 at Hartpury, were discussed and it was noted that although the Society very much regrets the clash of date with HOYS, the date was selected over a year ago in good faith, as HOYS would normally have been held the week prior. The Society is very supportive of the Horse of the Year Show and understands that some judges may have commitments on this date, therefore special dispensation will be given to judges that are required to attend the Conference but have proven commitments at HOYS. Furthermore, the Society will liaise with HOYS to ensure that the date for the next Conference does not clash and that this situation does not arise again in the future.

The draft programme for the Conference was confirmed, as follows:

10.00am – 11.00am Breed Conformation (A, B, C, D and Part-bred)

11.00am – 11.30amStewards

11.30am – 12.30amWorking Hunter Ponies

12.30pm – 1.30pmLunch

13.30pm – 14.30pmRidden with Q&A

14.30pm – 15.30pmRole Play

The cost of attending the Conference will be £20 for members and £25 for non-members. This will not include lunch, however a canteen is available on site for people to purchase their own meals/refreshments.

New marking cards are to be produced for Assessors that will differentiate between those applying for a Panel for the first time and those applying for second and subsequent Panels. A training day for Assessors is going to be held in Builth Wells on Saturday 16th November 2013 and it will be a requirement henceforth for Assessors to attend at least one training session every four years, with these being held every other year.

It was decided that in future, when the submission of incorrect results require amendments to medals due to an error by the Show, any additional cost incurred will be borne by the Show in question. This is to be added to the Terms and Conditions of award.

New Society medals have been produced and were shown to trustees. These will be awarded to in-hand medal winners from 2013 on.

Discussion took place regarding Drug Testing and the possibility of trialling this at a silver medal show in the first instance.

An adjustment was agreed to the J&S budget to include the cost of purchase of new medals and that of staging the Assessors Training Day.

Services, Education and Welfare

Mrs Reed, Chair of SEW, reported that a meeting of the Young People’s Committee was going to be held at Bronaeron on Monday 17th June at 7pm, preceded by a light buffet / informal social at 6pm. This was to follow the next Services, Education and Welfare meeting that had been rescheduled for Monday 17th June at 3pm.

It was decided that the availability of purchasing a list of animals recorded under the ownership of a member for a fee of £10.50 should be promoted so that members can verify the records held.

The SEW committee put forward a proposal for criteria to cover the selection of content for the Society Journal, which was ratified by Council, to include the following:

  1. List of officers
  • Patron
  • President
  • President Elect
  • Chair of Council
  • Vice-Chair of Council
  • Chair of Finance & HR
  • Chair of Judging & Showing
  • Chair of Services, Education & Welfare
  • Principal Officer/Company Secretary
  • Publicity Officer
  • Honorary Welfare Officer
  • Honorary Veterinary Officer
  • Young Ambassador
  • Young Ambassador Elect
  • Journal Editor or Journal Collating Team

  1. President’s message – President’s Message and Picture

  1. Prizewinners
  • Remove “future champions”.
  • Royal Welsh Overall Section Champions – Sections A, B, C, D, WPBR, Welsh Driven, Ridden C & D, Gelding Champion, Welsh Mini Ridden Champion and Mountain & Moorland Champion (+WHP possible).
  • Submitted photographs should be of prizewinners for the current year only, with the “year” running from 1st October to 30th September i.e. qualifying information for the 2014 Journal will start from 1st October 2012 to 30th September 2013.
  • Minimum criteria of at least one Society Medal to have been won during the “year”
  • Formal application form to be completed that will include the following:
  • Name and Registration numbers of prizewinner, its sire and dam
  • List of shows and results
  • Photograph owner’s name & address for return
  • Selection Committee’s decision is final
  • Ridden, Driven, Performance (dressage, jumping, WHP), Geldings, In-hand A, B, C, D, WPBR, Youngstock – maximum of 10 photographs per section.

  1. Articles / Editorial
  • AGM Report
  • Editor’s Choice

  1. Young People’s Section
  • Young Ambassador Report
  • Young Peoples Committee Report
  • Young Judges Competition
  • Other articles* submitted by young people
  • Young People’s Gallery
*Substantial articles should be included in the Journal with the remainder being submitted for the magazine.
  1. Looking Back in Time
  • Old Articles of historic value*
*Members to be encouraged to submit more recent articles i.e. relating to the 1970s/80s, as these would be of interest to members and could now be considered “old”.
  1. Members Obituaries
Criteria for inclusion of member obituaries should be similar to honorary awards and they should demonstrate a level of excellence within the breed.
  • People that have had a major influence on the breed
  • One photograph
  • No word limit

  1. Pony & Cob Obituaries
SEW Committee to decide which obituaries should go in the Journal depending on their level of excellence; those not meeting the criteria could be placed on the Society’s website.
  • Maximum 300 words
  • One photograph
  • Animals to have had a major influence on the breed
  • No form to complete

  1. Association News
  • All to be offered up to one page
  • Maximum 500 words
  • Up to three photographs
  • A year’s worth of news, but no show reports.
Remaining articles can be considered for the magazine.
  1. Overseas News
  • All to be offered up to one page
  • Maximum 500 words
  • Up to three photographs
  • A year’s worth of news, but no show reports

Unused articles can be considered for the magazine.
  1. Performance
  • WPCS Performance Awards results
  • Priority given to Welsh Ponies and Cobs that have excelled against other breeds in various disciplines
  • Geldings: National High Point Gelding of the Year

  1. Sire Ratings
  • RWAS Sire Ratings
  • In-Hand Sire Ratings, with pedigree and photograph
  • Performance Sire Ratings with pedigree and photograph

  1. Medal Awards
  • Gold
  • Silver
  • Bronze
  • Previous year’s results submitted after closing date for printing Journal
  • List of Gold, Silver & Association medal shows to be held in Journal year

  1. Sales
Report, photographs and prices:
  • Spring Sale
  • Fayre Oaks
  • Cob Sales
All other sales reports, such as Hay on Wye, to be submitted for inclusion in the Society’s magazine and/or on the website.
  1. Shows – It was agreed that the following show reports would be included:
  • RWAS (Judges reports and results only; Sections A, B, C, D, WPBR, Driven, conformation judges reports for Ridden C&D, Mini, M&M: Dr Wynne report for magazine & website only)
  • Lampeter
  • Glanusk
  • WPCS Performance Show
  • National Welsh Championship Show
  • Any other Silver medal show that wishes to submit report for consideration
  • BDS
  • HOYS
  • Olympia

  1. Advertisements
It was decided that the Society will allow commercial and non-member advertisements for equine related goods and services in order to increase income.
  1. Stallions at Stud
If a full page advert is placed in the Journal, individuals can have one free Stallions at Stud entry.
  1. Index to Advertisers
It was agreed that the index remains at the back of the Journal, and that the format of the 2013 edition be retained, i.e. stud name first, then person name

The Horse Race Betting Levy Board has offered to provide CEM testing to Premium hill stallions and it was agreed that the Hill Pony Improvement Societies would be notified accordingly.

The Wales Young Farmers Clubs are holding a stock judging competition at the Royal Welsh this year on the Thursday 25th July) and have approached the Society to ask for 8 Welsh Cobs with handlers to be supplied. The event will take place in the cattle ring and passes provided. Council has agreed to support the initiative in principle and is currently sourcing suitable animals that would be available. Any member who has a Welsh Cob that they could bring is asked to contact the Society.

It was confirmed that the Society’s Welfare Officer and Veterinary Surgeon would be co-opted onto the SEW committee for 2013/14.

Advisory Group

A report of the meeting of the Advisory Group held on 29th April 2013 was presented to Council by the President, Mr Edwin Prosser, who Chairs the Group’s meetings. Several action points were raised, which will be referred to the relevant committees for further deliberation.

Representative reports

Minutes of the meeting of the British Horse Society and Pony Breeds Committee held on 21st March 2013 were circulated, as was an agenda for the EHWS / Sector Council meeting to be held on 20th June 2013 at Kenilworth, correspondence agendas and minutes from the National Stallion Association relating to its AGM held on 23rd April 2013 and the survey results of passports conducted by the National Equine Welfare Council.

80 new members were accepted to the Society.

Anna L. Prytherch
Principal Officer
5th June 2013

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