PONY CLUB INTERNATIONAL ALLIANCE. Meeting Minutes August 21-24, 2013 Toronto, Ontario, Canada

Transcription

1 PONY CLUB INTERNATIONAL ALLIANCE Meeting Minutes August 21-24, 2013 Toronto, Ontario, Canada Present: Cathy Miller, Canadian Pony Club National Chair Kim Leffley, Canadian Pony Club Vice Chair Jane Goodliffe, Canadian Pony Club Chair of Disciplines Cherry Michell, The Pony Club National Chair Carol Paterson, Pony Club Australia National Chair Kevin Price, United States Pony Club CEO Mary O Brien, representing Irish Pony Club Val Crowe, Canadian Pony Club National Administrator and International Liaison Phil Crowe, Canadian Pony Club National Treasurer 1. Call to Order, Welcome & Introductions Cathy Miller, Chair of Canadian Pony Club, called the meeting to order at 9:30 am EST. Cathy welcomed everyone and presented each delegate with a pin and IMGE Program. 2. Review Agenda Motion: Jane Goodliffe/Kim Leffley That the agenda be accepted as circulated. Cd. 3. Review minutes and Action List from July 21/ We need better communications following these meetings to make sure the all countries have acted upon the recommendations and motions coming from the PCIA Meetings. We went through the actions and discussed them. See the attached revision. 4. International Competitions 4.1 IPE 2013 hosted in Australia, very successful, didn t use billets, lots of team building, lots of fellowship, time together as a group. Carol handed out a copy of her report from the IPE. Minutes from the meeting had been sent to the participating countries. Carol went through the minutes. Recommendations: 1. That the time allowed for training on borrowed horses to be a maximum of 60 minutes on the day before the event with the names of the team horse/rider combination to be submitted to the Competition Organisers by 6:00 pm, the evening preceding the Nations Cup competition. Moved Margot Vilvang (Canada) seconded Geraldine Rae (NZ) carried.

2 2. That the team managers/coaches are allowed to move the practice fences as they see fit. This must be done in a safe manner. Moved Margot Vilnang (Canada) seconded Liz Thomas (NZ) carried. 3. As the Nations Cup on 11/8/2013 is an indoor competition, the speed will be - first round 300m/min and the speed for the second round to be 325m/min. All agreed to the speed proposed. These changes will be added to the IPE Rules. Rewrite Rule # Accomodations: Add a debrief form filled in by riders length of time, billeting, enough down time, was there a feeling of the culture of the country, etc. Programs should be handed out on arrival. There are three types of acceptable accommodations. 1. Shared accommodations such as camps or residences where all the members, coaches and chaperones can stay together. This allows for more bonding and sharing of activities and should also provide a great cultural experience. 2. Billeting helps to reduce costs but tends to split the members up, as most homes cannot take all 6 people on the team. It can promote social interchange and allow the visitors to learn more of the customs and culture of the country they are visiting. The participating nations have agreed that where possible, billeting is preferred to hotels. It may be necessary to arrange rental accommodation during the competition days. The Host Nation MUST notify the billeting families of any restrictions e.g. Alcohol, driving vehicles etc. applicable to the exchange. Host Nations should carefully screen all billeting families prior to arranging hosting. Billeting families should be given a copy of the full Tour Itinerary so they will not duplicate outings for their visitors. Suggested that team members from each country be billeted together as far as possible at the commencement of the tour, then mixed with other countries as the tour progresses. Information should be supplied if any team members cannot speak English. Team members must stay with their allocated hosts (or allocated residences) for the total of their hosting, except in a real emergency. At all times Teams must be under the control of their Chaperone & Coach and act within the bounds of the rules set down for Inter-Pacific Exchanges. Where convenient, Chaperones and Coaches to be billeted with team members for the purpose of supervision - not billeted separately.

3 3. Rental accommodation such as hotels is the least favourable type of accommodations as it splits the group up and introduces many outside people. 4.2 Tetrathlon 2014 Australia hosting in Perth, Carol provided a first notice. Australia will use UK stadium rules, UK pistol rules (air pistols), run boys 3000m, girls 1500m and swim boys 4 minutes and girls 3 minutes. Recommendations for new International Tetrathlon Rule Book Number of competitors - UK and Ireland have asked to allow 5 members per team, with 4 scores to count. Ireland & UK have asked about sending associate members to the competition. Countries may send 1 of each gender who will be allowed to compete as part of the team. Age 17 as of the start of the competition and no older than 24 as of Jan 1 of the competition year. Australia would like to explore the possibility of inviting NZ to the 2014 International Tet, following information received from Cherry Michell. Cathy explained why Canada has dropped out of Tet for now. We have to rebuild from the bottom. We need to be able to send full teams. The UK does not want Canada to send 2 or 3 kids and the rest of the team has to be made up from the UK members. USPC is also having problems fielding full teams and may have to drop out for now. Riding Component USPC Show Jumping UKPC Show Jumping IPE - XC CPC Both PCA Both The host country will offer the same type of riding competition as they use for their Nationals, or at their discretion. The height will be 1m. The tour will be 3 weeks or less, based on the time requirements of the hosting country. This does not include travel time. Riders must be competent over a 1 metre cross country course. Val will draft an International Tet handbook.

4 4.3 IMGE 2014 UK hosts. UK plans to invite Ireland. Aug 2-17 Timing There is a consensus that we stay with every year with the addition of Ireland and possibly the UK taking an extra turn if necessary. Activities should be straight forward and Pony Club based. The biggest concern in hosting every year is the cost. Meeting recessed for the evening. Meeting reconvened at 9:00 am. Members reviewed the minutes from yesterday and reviewed the updated Action List. 4.4 Quiz 2014 Lexington, Kentucky at the Kentucky Horse Park July Asked Ireland and UK to join International Quiz in the US. Ireland and UK will not be asked to host. It is understood that the UK and Ireland will not be able to attend when Canada hosts due to educational commitments. We would love to have Australia join us. Kevin & Cherry will see if the Mexican PC would like to join us. Each country to send 2 C s and 2 A/B s, minimum age is 16 years. 4.5 Invitationals Hunting Canada does not hunt very much so we do not attend hunt exchanges at this time. US, UK, Ireland attend invitational hunt exchanges days, full B, years Hunting is a yearly exchange so it is now a full international exchange Branches could exchange with branches in other countries. Head office needs to be notified and give permission for the exchange. A report must be received by the National Office following the trip. 5. News and Concerns 5.1 UK Cherry is in her last year as Chair Small downturn in numbers due to economy SM training is essential as more kids have to look after their ponies by themselves Starting an Ambassador stream, 18-25, 12 of the applicants will form a youth board UK coaching certificate generic Has a PC Coaching program Added endurance to their championships Pony Racing, kids 9-15 on ponies, teaches kids to gallop in the open Plays polocrosse and polo

5 5.2 USPC lost one Region Horse Master program, over 25 years of ager, treated like regular members, pay a membership fee, compete at championships with kids but in their own category Background checks required of PC leaders and officials every three years, as well as required youth protection education. Numbers are dropping, trouble retaining members, large turnover in DC s Plan to strategize on leadership training and how to retain members and leaders Leadership Youth Conference at AGM, uses alumni to speak on various topics, many of these kids go on to become members of the Youth Board. President and past president of the Youth Board service a full voting members of the USPC Board of Governors. 18 staff members, moving away from having books in their book store, shifting to an online storefront Fundraising is an extreme challenge Branches have to submit reports to IRS, required registration as charitable entities within the State(s) they operate. Have password protected the web site to protect and manage access to PC information and resource. Need a password to log onto the site. PCIA members a welcome to access the website and can be set-up with a logon password. Need more recognition of PC, education entity with competition as an end result Need to market ourselves as a serious member of the horse community 5.3 Australia Chair and Treasurer have resigned. Administrative person resigned causing some problems. Changes in Governance, PC is recognized as National Sporting Organization, to receive gov t grants, must become a company limited, and form a Board, changing the Const, 6 elected reps from the states plus 2 appointments plus subcommittees (testing, education, etc) Has an MOU of co-operation with Equestrian Australia Working on getting a National database, now each state has their own. Looking to get all 7 states using the same insurance. Nationals held every 2 years, everyone has to bring their own horses. Has their own officials and instructors Has a Hendra virus caused by horses eating or drinking water contaminated by the feces from the fruit bats flying foxes. Usually fatal to the horses. Can be passed from horse to horse and to other animals as well as humans if partaking in post mortems

6 Branches and states are all incorporated and not for profit. 5.4 Ireland 5.5 Canada 2 full time staff, 2 part time Membership has dropped in all areas Active in Mounted Games Would like to join IMGE and IQE Tetrathlon is very strong and tends to keep the kids in PC, especially the boys. National Board is made up of 13 National Directors, 2 Youth Directors, non voting Chair for Disciplines, Test Chair, Administrator, Treasurer One national insurance program, members must be members of their Provincial Sport Organization. All volunteers are encouraged to take Respect in Sport, we have developed an Equity and Accessibility Policy, Concussion Policy, started an officials program Struggled with how to host an international exchange at a reasonable cost. Mini Discipline Conferences each year to help keep the disciplines working well and National Champion 5.6 New Zealand Have a new administrator, set up a new Board in Hong Kong No report. 6. Insurance All countries have insurance appropriate to their needs and circumstances. 7. Testing Levels Similar between the various countries. UK is planning to have online videos re standards 8. Relationships between Pony Club and the National Equestrian Federations Canada has a working relationship with Equine Canada but we are continually striving to make them understand that we are the grassroots and feeder system into their elite programs. Australia is recognized as a National Sporting Organization and receives government grants. Has MOU with Equestrian Australia. USPC Ireland

7 9. Increasing the profile of Pony Club, Marketing USPC does promotion at Rolex. They have invited Canada to join them. Up our profile with the Equestrian Federations we are the place to start. All of us need to speak with the same voice, show a unified front, we all believe in the same thing. Very difficult to get corporate sponsorship in Canada and the US. It is much easier for UK and Ireland to get corporate sponsors. 10. Health & Youth Protection Canada Police and Vulnerable Persons Check for chaperones and Coaches at International and National Events, check is free if you are volunteering for CPC. Respect in Sport not mandatory at this time UK & Ireland all instructors, coaches and chaperones and PC executive have to have attended a child protection course (3-4 hours in an evening) Australia back ground/police checks on all PC volunteers other than parents. USA Police checks are done by a private company. 11. Next Meeting 2015 in the US hosted by USPC. Possibly to be held in conjunction with the National meetings or the West Championships.

8 Updated rotation list. INTERNATIONAL EXCHANGE ROTATION SCHEDULE Exchange Inter Pacific Exchange Mounted Games Quiz Tetrathlon Hunting Customary Participants AU, CA, HK, US, NZ AU, CA, UK, US CA, IE, US CA, US, IE, UK, AU UK, IE, US 2010 Hong Kong UK Canada US 2011 New Zealand United States Ireland/UK US 2012 Australia UK Jan Australia Canada IE fall UK USPC Australia US spring Canada United States UK 2016 Australia Ireland/UK IE 2017 United States Ireland Canada US 2018 Canada Australia* UK 2019 Hong Kong UK IE 2020 USPC USPC US 2021 New Zealand Australia UK 2022 Ireland IE 2023 Australia Canada Canada *tentative

9 PCIA Contacts UK ED Judy Edwards or Chair Cherry Michell Ireland Chair Mary Fitzpatrick Irish Pony Club Headquarters Tinnascarty Fresh Ford Co. Kilkenny, Ireland Tet Chair Dr. Peter Flynn Australia Chair Carol Paterson ED Judy Pitt Office USPC President Dan Murphy CEO Kevin Price Activities Wayne Quarles International Sue Smith Canada Chair Cathy Miller V Chair Kim Leffley Administrator Val Crowe info@canadianponyclub.net