Minutes of the previous General Meeting were moved for acceptance by Peter Birch Seconded by Jan Calaby

Transcription

1 PONY CLUB ASSOCIATION OF VICTORIA BARWON ZONE INC. REG. NO. A K MINUTES OF THE GENERAL MEETING WEDNESDAY 25 th February 2015 Held at the Mount Moriac Hotel, Mount Moriac The meeting commenced at 8.05pm. The Barwon Zone President, Mrs. Coral Byrne, chaired the meeting, and welcomed everyone in attendance. ROLL CALL APOLLO BAY - BACCHUS MARSH - Apology BALLAN - Judy Denhert BALLARAT - BARWON HEADS - Peter Birch, Paul Wielans BARWON VALLEY - Jan Calaby, Lee McFarlane COLAC - Greg Potter, Barb Griffiths CORIO/MOORABOOL - DRYSDALE/LEOPOLD - Caroline Shirra, Claire de Trafford GEELONG GRAMMAR - Apology LEIGHDALE - Deena Peters LITTLE RIVER - Ian Box LOCHARD MT. DUNEED - PORTARLINGTON - - Apology ROKEWOOD - SMYTHESDALE - Shane Simpson, Janet Jackson EXECUTIVE : Coral Bynre (ZP), Judy Beasley (ZS), Deirdre Davey (ZR), Gail Norris (Z TR) OTHERS : Maxene Argento (ZCI), Joe Argento, Judy Winter APOLOGIES : Marina Oman ( G.G.) Toni Davey (B/M), Patricia Barling (Lochard) Minutes of the previous General Meeting were moved for acceptance by Peter Birch Seconded by Jan Calaby Carried Business arising from the previous Meeting Nil CORRESPONDENCE IN : 1. Club Newsletters for December 2014 February Ballarat, Leighdale 2. BZ DCI & ZA Panel Meeting Minutes 17/10/14 3. BZ qualifying riders paperwork for the State Dressage & S/J Championships at Wonthaggi. 4. Letter from Barwon Heads PC re: rule changes, Coaches Registrations & Insurance and WWCCs. CORRESPONDENCE OUT : 1. BZ Dinner Meeting Minutes for October 2014 and new 2015 BZ Events Calendar. 2. Information re: 2015 State DR & S/J Championships sent to all qualifying BZ Riders. 3. Entries for BZ State DR & S/J Teams sent to the State Event Secretary. Correspondence In and Out moved by Maxene Argento Seconded by Lee McFarlane Carried REPORTS TREASURER Gail Norris (Report not available on the night) Revenue and Expense Report as at 31 st January 2015 Balance brought forward from 23 rd October 2014 $ 5, Plus Total Income $ 7, $ 12, Less Total Expenses $ 6, Balance as per Bank Statement 31 st January 2015 $ 6, Total Amount in Investment Account at 31 st January 2015 $14, Barwon Zone Total Money at 31 st January 2015 $20, The Annual Barwon Zone Fees have been reset at $6.00 per rider. If any new riders have joined since the start of the year could you please forward payment for those riders to the BZ Treasurer Gail Norris. Treasurer s Report moved by Gail Norris Seconded by Shane Simpson Carried

2 2. BARWON ZONE CHIEF INSTRUCTOR: Maxene Argento Club Visits: There is a new list of Club visits: Judy Winter will advise the clubs who will be visiting them this year, please contact them re a date as soon as you can. This will be the last time that the clubs will be visited by a Zone appointed DCI or ZA as club visits will be centralized from PCAV from next year. A Gear Check Clinic was held at Corio/ Moorabool Pony Club on the 31st January 2015 Pam Davey & Clare Lewin were the Facilitators. 45 interested parents, riders & coaches attended. It was mentioned at this clinic that Double Bridles were OK to use at a Pony Club rally. It must be noted that a double bridle is not just another bit, it is used by Dressage Riders asking for collection & Show riders. These bits must be introduced over time, starting by using the Bridoon bit & the top rein and slowly introducing the bottom rein & the curb, starting at home first The Registration of all Pony Club Coaches with PCAV was discussed at length. We agree Coaches may be registered but not charged as most Coaches in the country areas may be paid some mileage for coaching at rallies, but give their time at comps., clinics & helping children prepare for their Certificates or charge a lesser rate. The DCI panel have a question re coach registration will we still be insured when we access children for their Certificates, club visits & judging at PC competitions but do not coach at club level? Answer: Yes. We have had 3 K candidates complete their practical assessment on January 17 th. All passed their chosen options We have 36 C candidates to be assessed in March The Panel would like the following Rule changes be discussed The calling of Dressage Tests for Pure Dressage Spurs may now by worn by all riders for nearly everything including Fancy dress but not Games Long whips 1.2m are allowed for all Pure Dressage tests from Gr1 to Gr 5 Changes to X country jump heights All rule changes should at least be approved by the CIP Panel if not the Zone before being implementing We feel no more rule changes for at least 2 years unless absolutely necessary as the Clubs & their members cannot keep up with the changes every year Will all clubs please check all coaches have up to date Working with Children cards. BARWON ZONE EXAMINING SECRETARY : Sharon O Halloran absent Maxene included this report in her report. ZONE EVENTS SECRETARY: Caroline Shirra The Barwon Zone Games, Flat & Musical Ride Teams Qualifying Championships will be hosted by Ballan PC on Sunday 12 th April, 2015 at the Bacchus Marsh PC grounds. Please start encouraging your riders to enter this event. The entry forms will be sent out to all clubs shortly. Entries to be returned on the one form with 1 payment from the club. If clubs are having trouble fielding a team in any event, they can combine with another club to forma composite team. Composite Teams can qualify to go to the State Competition in June. Please contact Caroline Shirra if you need to help making up a team. BEDS : Coral Byrne Host clubs for BEDS in 2015 are Drysdale/Leopold Sunday 24 th May Elcho Park,, Barwon Valley Monday 8 th June Elcho Park, Leighdale Saturday 11 th July - Leighdale, Mt. Duneed Saturday 8 th August Elcho Park, Barwon Zone Saturday 5 th September Elcho Park, Ballan Saturday 19 th September Elcho Park and Corio / Moorabool Sunday 25 th October Elcho Park. Flyers to be handed out at the meeting. Barwon Zone will be hosting a BEDs this year so will need all clubs assistance. As the zone will not be hosting the 2016 State PCAV Horse Trials, this will be our major fundraiser. BEST Jan Calaby BVPC BEST was very successful, with nearly 90 riders and we were very lucky with the weather. We continue to see older riders who are graded much higher on another horse, now grade F grade on a new, sometimes big horse. F Grade is supposed to be for a true beginner on a small pony. Older, higher graded riders on big horses, even if green, shouldn t be competing against very young children on their first pony. Next events Round 2 Leighdale Pony Club Saturday, 28 th March, 2015 Round 3 Drysdale /Leopold Pony Club Saturday, 18 th April, 2015 Round 4 Portarlington Pony Club Sunday, 17 th May, 2015 ZONE REPRESENTATIVE Deirdre Davey ZONE DRESSAGE & SHOWJUMPING QUALIFIYING CHAMPIONSHIPS Smythesdale, November, 2014 The Zone Qualifying Championships at Smythesdale were well supported. A big thank-you to the host club Smythesdale for all your hard work preparing the grounds and setting up. Also thank-you to all the helpers on the day Gear checkers, pencillers, stewards etc. the day wouldn t happen without you and thanks to Caroline for all her hard work organising the day.

3 3. STATE DRESSAGE AND SHOW JUMPING Wonthaggi, 21 st /22 nd Feb.2015: Congratulations and well done to all the riders (and parents) who made the long hot trip to Wonthaggi to compete at the State Championships. Despite the very hot weekend the Barwon Zone Riders all rode extremely well and produced some outstanding results. Grade 1 Dressage: Emma Alexander 2 nd Grade 2 Dressage Team 4 th (Lani Harbour Colac, Phoebe Cohalan & Tarly McDonald Ballarat) Phoebe Cohalan won the individual Best Dressage & Best performed off the track horse in Grade 2 Grade 3 Dressage Team 1 st (Lucy Peters-Leighdale, Melinda Wooding-C/M, Scarlett Cohalan-Ballarat). Lucy Peters won the individual Best Dressage. B Grade Show Jumping 4 th (Tarly McDonald and Kayla Cowther- Ballarat and Lauren Harding-L/R) C Grade Show Jumping - 3 rd (Charlotte Conroy and Jaidy Borsi-B/H, Hannah McLean-B/M, Anna Tibbits-Colac) COMFORT & SAFETY WORKSHOP (Gear Check) The Comfort and Safety Workshop held in Jan. at Corio/Moorabool, was well supported and very informative and feedback from those who attended has been positive. Thanks to the presenters: Clare Lewin (PCAV s EO) and Pam Davey (PCAV Treasurer and Master Saddler) The presentation was very good and the assortment of bits and pieces of saddlery they brought gave us a better understanding of what things looked like and how they worked and fitted. The demonstration talk on how to fit a saddle was excellent. Thanks also to Maxene for organising the day and the host club Corio/Moorabool for providing the venue and feeding everyone. It would have been good if more clubs in the Zone had been represented, it was an opportunity for clubs to send potential, suitable members for training. ZONE CROSS COUNTRY COURSE ACCREDITION DAY: 15 th March, at Barwon Valley Pony Club Grounds. The Zone is lacking in people who can accredit Club s Cross Country Courses prior to Horse Trials. If you have someone in or associated with your club that may be interested in attending please contact; Deirdre Davey, birredool1343@gmail.com or Jan Calaby calabyfamily@gmail.com Clubs with Cross Country Courses are encouraged to send someone along, as the day will be beneficial for these clubs learning about all the safety aspects etc. of the different jumps for upgrading and maintenance purposes. The Zone would like to organise ongoing Training days for clubs/members. To provide the opportunity for new and old members to learn and become more confident in a variety of areas that will ensure all our riders can safely enjoy Pony Club. COACH REGISTRATION: From Feb. Rally all coaches at a Pony Club rally should have been registered. All paid and volunteer coaches should now have a Registration Card. PCAV has added a new category to the Coach Membership Fees Volunteer Coach. If your club has volunteer coaches with or without qualifications they still need to be registered for Insurance purposes, but no cost. This may be a parent/member who helps by taking a games session, horse mastership or any other session regularly. The only exception to this is if on the rally day an instructor doesn t turn up and clubs finds themselves needing extra help a parent, member, grandparent or whoever can fill in for the day as a one off. Volunteer coaches are registered with PCAV by the club or the zone, to verify they are genuine volunteers. Coaches must be registered to be covered by PCAV insurance. No Registration, no instruct. PROGRAMS: Clubs are reminded that all Programs for any event run by the club are to be sent to the Zone Rep. for approval before being distributed. It has been brought to my attention by other Zone Reps (some of their clubs have added events to their program using Barwon Zone clubs as an example), that clubs cannot run led show jumping or Dressage events as part of their competition/event. Competitions are covered by Pony Club insurance and must comply with Pony Club rules for competitions which does not include led jumping and dressage events riders need gradings to compete. Open events at Horse Trials, Combined Training, Dressage etc. can be offered as they comply with what we are providing for Pony Cub members under Pony Club rules. PCAV Invoices: Clubs are asked to keep track of PCAV invoices for purchases and memberships it is sometimes hard over the holidays or with a change of Office Bearers. PCAV s new policy is to give the Zone Rep. copies of club s outstanding invoices to chase up RULE CHANGES: It s becoming harder to keep up with rule changes, I ve briefly listed a few changes which clubs/members need to read up on. The new rules books (Jan 2015) are on the PCAV web site and in each book all the new rule changes are highlighted in red. Clubs are asked to pass this information onto their members and encourage them to go on the web site and flick through the rule books and read those changes.

4 4. BY LAWS: 2.4 Privacy Policy includes social media. DAY PARTICIPATION: 3.2 Open section Public Liability Declaration Form. COACH REGISTRATION: EXCESSIVE USE OF WHIP: MEMBERSHIP: PRO RATA now for Jan (previously Feb) STABLING & YARDS should be of solid construction. The use of electrified tape, strings, ropes or chains is not permitted at Pony Club events. Electric tape can be used as a top line or standoff on a steel or yard, but not as a stand alone yard. HORSE TRIALS Cross Country Height changes for all grades, Show Jumping Height changes Practice obstacles provide 2 jumps at the correct height for each grade and correctly flagged. X/C & S/J Competitors must not climb on, over, or under any fence. They may not dismantle or alter any fence or part of under penalty of elimination. X/C Competitors may walk into water to test the depth. S/J - check changes: Courses - C.11.2 f &g and Rider Requirements C.11.3 a.b.&c DRESSAGE: Dressage arena construction Calling of Tests 3.2a can only be called for Pure Dressage not at State Championships. Cannot be called for Horse Trials, Combined Training or Short Course Dressage. Check rules 3.2 b&c calling test. GEAR CHECK: Whips not exceeding 750mm including flap Whips not exceeding 1200mm including compulsory lash Spurs permitted for Dressage (pure and horse trials) ATTIRE: Musical Ride and Fancy Dress riders must wear sleeved garment, helmet, boots, armband and long pants/jodhpurs. LUNGEING: Pony Club Rally or activity, an adult may lunge a member s horse and it must be in a designated lunging area. Competitions - only competitor can lunge horse and must be in a designated lunging area penalty elimination. HELMET CAMERAS and any other visual/video recording device of whatsoever, is prohibited. MUZZLE NETS & FLY HOODS AND EAR COVERS check changes SPONSORSHIP LOGO s check changes WORKING WITH CHILDREN CHECKS: PCAV have moved a motion that from July 1 st 2015 clubs must ensure that all parents/guardians/carers of members and members over 18 years must provide a current WWCC. This will become part of the new membership process, 2015/2016 Membership Form will have a WWCC spot to fill in the members WWCC no. WWCC only targeting parents/guardians/carers who attend Pony Club regularly, not friends, grandparents etc. who come occasionally. Only applies to rallies and Pony Club activities Not competitions. If a new member wants to join Pony Club and hasn t a WWCC check, the club can accept the membership on the condition they apply for one before the next rally. WWCC checks have become a requirement in many work places, helping at schools, other sporting associations, PCAV Coaches. D.C. s and some clubs have made it compulsory for Club Exec. & Committee Members to have one. Clubs will possibly find majority of their members already have one. For those that don t there is no cost involved for volunteers, they are current for 5 years, you are notified when they need updating and it s an easy process to update. PCAV will be putting in guidelines in place to help clubs and will include any exemptions. PONY CLUB NATIONALS: 2015 South Australia. Details and Expressions of Interest on the Pony Club web site. CLOSING DATE EXTENDED TO 30 TH MARCH ZONE GAMES, FLAT, MUSICAL RIDE AND PAIRS TEAMS CHAMPIONSHIPS: April 12 th at Bacchus Marsh and hosted by Ballan Pony club. Reports were moved for acceptance by Deena Peters and Seconded by Judy Denhert Carried GENERAL BUSINESS 1) Letter from Barwon Heads concerns over Registration of Coaches and payment to PCAV for Insurance. Lively discussion ensued Main Points: a. People who have many years of experience and either receive a small remuneration or nothing may not instruct in the future. b. 1 club has an instructor who they encouraged to get their NCAS Coaching certificate and only instructs at rallies why should they have to pay the $150 insurance payment? PCAV are training people to NCAS levels and then making them pay for the privilege. c. Can we talk to PCAV about the fee structure. A reduction in fees would encourage parents and senior riders to get these qualifications and not get slugged by insurance. d. This has not been sold well to zones and clubs. We need to find a way to manage this better. e. Peter Birch moved a motion that we write a letter to PCAV to raise our concerns about the Coach Membership Insurance it is unworkable. (Later Withdrawn).

5 5. f. Barb Griffiths moved a motion that All Instructors need to pay a once only $25.00 payment for lifetime insurance cover. (Later Withdrawn) g. Caroline Shirra moved a motion that we write a letter to PCAV to ask that all paid Instructors be asked to pay a flat fee of $25.00 per year for Insurance, except for the genuine volunteer. Seconded: Barb Griffiths Carried - Concerns over the Working with Childrens Check how are we supposed to enforce this rule as at any rally a pony club member may have a parent, guardian, aunt, grandparent or just a friend of the family bring them to a rally or event. Does that mean we have to go around to any person who looks over the age of 18 to show their WWCC? Lively discussion ensued. Main Points : a. Penalizing some children by making this a requirement of all parents, guradians and senior riders. b. We have a duty of care to look after the children in our care. It is a faire request. c. Agree that coaches etc. should have WWCCs. Peter Birch moved a motion that we write to PCAV to voice our concerns over the blanket cover, that all parents and riders over 18 years of age are required to have a WWCC. Seconded : Claire detrafford. Carried 2) BZ meetings are not aligned with the PCAV State Council Meetings. Action: Judy to check State Council Dates and realign BZ meeting dates. 3) Clubs & Individuals with queries and concerns President Coral reminded everyone that anyone with questions and queries should be asking the Barwon Zone Representative Deirdre Davey. 4) Club AGMs are coming up shortly. Anyone needing assistance or someone to chair their AGM can contact the BZ Executive. 5) Derby Days When running these days the course needs to be registered. 6) State NCAS Workshop Saturday 7 th November Maxene Looking for an interested club to host this workshop and catering the lunch. Please contact Maxene. Riders and horses also needed on the day. 7) Query Ian Box Where will the 2016 State Horse Trials be held? Answer: PCAV Equestrian Park. It will be run by a State Committee, not a Zone. 8) Query Peter Birch Who can attend State Council Meetings? Answer: The 10 Zone Reps. Is there an agenda published? No. Are the Minutes published? Yes, they can be found on on the PCAV Website With no further business to discuss, President Coral thanked all for attending. The meeting closed at 10.25pm. Next Meeting : Wednesday April 22 nd, 2015 Mt. Moriac Hotel 8pm

6 BARWON ZONE SECRETARY S MESSAGE MARCH 2015 BARWON ZONE ANNUAL FEES The Annual Barwon Zone Fees have been reset at $6.00 per rider. If any new riders have joined since the start of the year could you please forward payment for those riders to the BZ Treasurer Gail Norris. CLUB AGMS It is that time of year again when clubs will be holding their AGMs and electing their new Office Bearers and Committees for the coming 12 months. The form for New Club Office Bearers is included in this mailout. Please make sure that the new or continuing Secretary completes this form ASAP after the club AGM and returns it to the Barwon Zone Secretary, Judy Beasley by barwonzone@gmail.com or by post 490 Hamilton Hwy, Stonehaven, Vic Also, remember that you will need to notify PCAV of your new club executive, even if there are no changes. STATE NCAS TRAINING WORKSHOP SATURDAY 7 TH NOVEMBER, 2015 A State NCAS Training Workshop will be held in the Barwon Zone on Saturday 7 th November, Any Club interested in hosting this workshop is asked to contact the BZ Chief Instructor, Maxene Argento, asap. BARWON ZONE CROSS COUNTRY ACCREDTATION WORKSHOP SUNDAY MARCH 15 TH, 2015 On Sunday March 15 th, the Barwon Zone is running a Cross Country Accreditation Workshop. The Workshop will be held at the Barwon Valley Pony Club Grounds, Reservior Road, Mount Moriac commencing at 1.30pm. Afternoon tea will be available. There is NO Cost. The BZ will cover the cost of the Facilitator. David May, a Technical Delegate, has extensive experience in design and construction of both Pony Club and EA courses. The topics covered will be informative and relevant to help clubs understand what is required to provide a safe, accredited course. All clubs which hold H/Ts events should be sending at least 1 representative to this important Workshop. Please contact BZ Vice-President, Jan Calaby to reserve your place. Mob See Wokrshop Flyer for more details. BARWON ZONE WEBSITE The Barwon Zone Website is where you can find all forms and information related to the various certificates, competitions, zone meeting minutes & reports etc. Plus there are also results of zone and state competitions, plus photos. If clubs have photos of zone and state competitions or special club photos, they can them to the BZ Website Coordinator Jeff Evans : jeffevans@bigpond.com Clubs can also their programmes, entry forms, etc. for their events to Jeff. *********A MESSAGE FROM THE BZ CHIEF INSTRUCTOR********* Could Club Event Secretaries please note that the first 6 Dressage tests of each grade and section at ALL Dressage Days & ODEs must be copied and sent to the Barwon Zone Chief Instructor, Maxene Argento 1226 Mt. Mercer RD, Shelford, 3329, NOT TO PCAV. Please include the Name, Address, Phone Number and Address of each Judge. Also, the results from each Dressage Day & ODE / H/Ts must be sent to the Barwon Zone Results Recorder Mrs. Judy Winter 50 Connies Lane, Modewarre, BARWON ZONE GAMES, FLAT & MUSICAL RIDE TEAMS QUALIFYING CHAMPIONSHIPS The BZ Games, Flat & Musical Ride Teams Qualifying Championships will be hosted by the Ballan Pony Club at the Bacchus Marsh Recreation Centre, on Sunday 12 th April, Entry forms will be sent out shortly. Please encourage your riders to form teams and have a go. Remember you can make up composite teams using riders from another club. Composite Teams can qualify and compete at State Level. Contact the BZ Events Secretary, Caroline Shirra for more information. ***********************************************

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