MINUTES OF THE COUNCIL MEETING OF THE PONY CLUB ASSOCIATION OF NEW SOUTH WALES INCORPORATED

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1 MINUTES OF THE COUNCIL MEETING OF THE PONY CLUB ASSOCIATION OF NEW SOUTH WALES INCORPORATED DATE: TUESDAY 2 nd August 2011 VENUE: THE CATHOLIC CLUB, (PHILLIP ROOM) CAMPBELTOWN 1. PRESENT: Chairman Mrs D Cullen (Zone 16) Zone 1 Mrs D Muller, Mr V Sedgewick Zone 2 Mrs M Pestell OAM Zone 3 Mr T Dansey, Mrs K Mannix Zone 4 Mrs T Delany, Mrs V Hyland Zone 5 Mrs J Alston Zone 9 Mrs K Wood Zone 10 Mrs J Frankum, Mrs T Schipp Zone 11 Mrs M Clark Zone 12 Mr F Smith Zone 13 Mr W Mills, Mr R Berkely Zone 14 Mrs K Taylor Zone 15 Mr P Painter Zone 16 Mrs M Whalan Zone 18 Mrs S Woodhouse Zone 19 Mrs R Brierley, Dr F Kelleher Zone 20 Mr K Felton, Mrs M Hodges Zone 21 Mrs F Rosser, Mrs C Trengrove Zone 22 Mrs M Marsh, Mrs M Connelly Zone 23 Mr M Syme, Mr C Neale Zone 24 Mr S Munro, Mr P Petherbridge Zone 25 Mrs S Adams, Mr G Adams Zone 26 Mr D Denby Zone 27 Mr J Kay, Mrs J Waugh Zone 28 Mrs E Caswell, Mrs M Sparkes Visitors: Mrs K Britton (Association Secretary) The meeting opened at 9.05 am. Dianne Cullen thanked everyone for attending especially our special guests Ms Jessica Quick from EBM Insurance and Mr Kyle Robertson from Mitavite who are here to present the Volunteer of the Year Awards and Keith Lowe Awards respectively. Mr Kyle Robertson made a presentation on a new sponsorship initiative between PCANSW and Mitavite and announced the Keith Lowe Award winners: Alexandra Hamilton Grenfell Pony Club, Zone 2 Emma Clark Cowra Pony Club, Zone 2 Mikaela Sherlock Oberon Pony Club, Zone 3 Rachel Coward Quirindi Pony Club, Zone 5 Emma Bowman Dunedoo Pony Club, Zone 6 Caitlin Sneddon Denman Pony Club, Zone 7 Amanda Mackinnon Brunswick Valley Pony Club, Zone 15 Samantha Reichstein Murrumbateman Pony Club, Zone16 1

2 Elizabeth Jarvis Tottenham Pony Club, Zone17 Ian Scarborough Sun Valley Pony Club, Zone19 Jessica Davies Londonderry Pony Club, Zone19 Samantha Worthington Black Range Pony Club, Zone20 Annelisse Reen Arcadia Pony Club, Zone23 Alexis Adams Maitland Pony Club, Zone25 Helen Bowd Cessnock Pony Club, Zone25 Yvette Pomroy Jervis Bay Pony Club, Zone28 Mr Kylie Robertson congratulated all winners. Mrs D Cullen thanked Mr Robertson for his presentation and sponsorship of this award noting that all award winners received personalised Keith Lowe Certificate, Keith Lowe badge, 2 x Mitavite Xtra Cool feed bags, 1 x Rider's Diary courtesy of Rider's Diary. Mrs D Cullen thanked EBM for sponsoring the Volunteer of the Year Award and introduced Ms Jessica Quick from EBM Insurance. Ms Jessica Quick thanked Mrs D Cullen for the opportunity to speak to the members of the association and announced the Volunteer of the Year Awards: Cheryl Mathews Young Pony Club, Zone 2 George Whalan Oberon Pony Club, Zone 3 Ella Bolton Warren Pony Club, Zone 4 Neridah Cowen Gunnedah Pony Club, Zone 5 Maree Tanti Mudgee Pony Club, Zone 6 Margaret Chamberlain Warialda Pony Club, Zone 8 Jenny Frankum Cobbitty Pony Club, Zone 10 Eric Hagart Loop Line Pony Club, Zone 10 Toni Cuthbertson Wamboin Pony Club, Zone 16 Colleen Trengrove Narrandera Pony Club, Zone 21 Helen Lamont Arcadia Pony Club, Zone 23 David Carraro Mangrove Mountain Pony Club, Zone 24 Brendan Grocott The Vines Pony Club, Zone 26 Jacki Waugh Goulburn Pony Club, Zone 27 Elaine Caswell Lake Conjola Pony Club, Zone 28 Mrs D Cullen thanked Ms Quick for the sponsorship and noted that all winners of the awards would receive a personalised glass trophy courtesy of naming rights sponsor EBM Insurance Brokers, EBM Insurance Brokers merchandise, 2 x Mitavite Xtra Cool feed bags, Copy of the Horse Downunder magazine, PCANSW bucket hat. Mrs D Cullen thanked both Ms Jessica Quick and Mr Kylie Robertson for attending today and their sponsorship. At this point both Ms Quick and Mr Robertson left the meeting. APOLOGIES: Mrs M Tanti, Mr A Mulligan C Pawley, Mrs M Smith, Mrs D Poulos, Mrs K Sutherland, Mrs H Wythes, Mr A Morrall, Mr B Gribbin C39/11 It was moved that the apologies be accepted. Moved: Dr F Kelleher Seconded: Mr M Syme (carried) 2. MINUTES of Council Meeting held Tuesday 29 th March

3 3. CONFIRMATION of the above Minutes. Mr M Syme noted that there was duplication in the number of the motions for the last minutes with the second 36/11 needing to be 37/11. Mrs J Alston noted that the motion in regard to Horseball being accepted at PCA NSW had been left off the minutes. The motion should have read and to added as C38/11 It was moved that Horseball be accepted for use at PCA NSW. Moved: Mrs J Alston Seconded: Mrs M Whalan (carried) C40/11 It was moved that the Minutes of the previous Meeting dated 29 th March 2011, with the amendments as listed be adopted as a true and accurate record of that meeting. Moved: Mr M Syme Seconded: Mrs E Caswell (carried) 4. BUSINESS ARISING out of the above Minutes (other than referred to elsewhere in the Agenda). NIL 5. REPORTS i) Presidential and Executive We are already over half way through what has so far been a very busy year. In the last four months we have held four very successful state events. The sporting and Campdraft Championships were held at Gunning in April, numbers were down slightly. The event ran very smoothly with all events being extremely competitive. Congratulations to Zone 27 for an excellent event and thank you to all those who helped to make the event run smoothly. This was followed by Jumping Equitation at West Wyalong in May. This was also an excellent event with numbers up a little. Zone 11 did a great job and everyone had a great weekend, thank you Zone 11. We then travelled to Gunnedah in July for the State Showjumping Championships, this also was a well run great event, numbers were up due to the introduction of the extra grade in each age group. These extra grades were a good idea and a stepping stone for these riders to see and gain the experience of championship events, thanks Zone 5 for hosting this event. We then came back to the cold country for the inaugural State Polocrosse Championships. This was an exciting event, a lot of work but ran very well with all Zones who attended having a great competition and a good weekend with the weather being reasonably kind to us. There are a few things to iron out that I am sure will improve and make it event a better next year. Thanks to Zone 16 for hosting the event. There will be full reports on all these events by the Technical delegates following. Jane Frankum and her team have held so far this year 26 schools, throughout the state. Jenny Frankum and I travelled to Darwin for the Australian Pony club meetings. What a wonderful climate in the winter. These meetings are always interesting. The Memorandum of Understanding between Pony Club and EA is now signed. Queensland is to host the Inter Pacific exchange in 2013 as Japan has pulled out of the Inter Pacific. We are hosting the International Mounted Games Exchange and Tour next year with the actual games competition will be held in Canberra in April PCA are looking at insurance for borrowed horses for games, lifting the level of cover for injury or death of these horses. They are also looking at having 3

4 the National Senior Mounted Games only every second year conjunction with the Nationals but to continue to have the juniors every year. This is being brought to the forefront because of the cost as well as the difficult y of borrowing ponies as States are finding it harder and harder to get the ponies, at last count Victoria only had about 6 for this year s nationals, and they need 70. A secure website has been set up for state secretaries and coaches for the use of document and idea sharing. The strategic plan and operations has been adopted. They want a new logo for PCA and are going to hold a competition for riders to design and give prize for the winner. Motions that were carried: PCA to keep current constitution with ongoing reviews. Both next year s meetings as a trial to be held in Adelaide A social media policy to be policy be investigated. At the finish of the meeting just as we were leaving I was handed a document called Ponies to Podium. I have left copies for you to read. We discussed this at the executive meeting and we feel that this is a real threat to Pony club. This has come from EA in collaboration with PCA President. That is just a brief summary of many of the items discussed. Discussions go on for a long time and decisions are reached where our vote often counts for nothing. Back to NSW, I am beginning to be really worried about the fact that our numbers have dropped quite excessively this year. We are over 3800 members down as at the same time last year. I know that financially things are more difficult for many, which may be affecting our membership, but there is also a lot of competition out there for our young riders and they are being lured away, and maybe because of financial reasons are now having to choose. What can we do to counter this drift away? Everyone needs to think about this and try to come up with ideas and maybe changes that we as an organisation have to make to try to bring our members back to us. So please everyone put some thought into this and see what you may bring forward. The other thing that is becoming a problem is social media. We need to talk to our members about face book, twitter and whatever else they use, as to what they put on these sites and the devastating damage to others and themselves from careless and nasty remarks that are appearing. There will be more discussion on this later. We have completed selections for the nationals to be held at Werribee in September and they are as follows; Junior Mounted Games, Matt North, Danielle Blanche. Penny Slater, Mitchell Beale, Zoe Walker Reserves: Allie Durr, Joel Jordon. Senior Mounted Games: Rhys Farmer, Gareth Farmer, Patrick Ryan, Lauren Slater, Matt Dillon. Reserves: Andrew Atkins, Zac Hope, and Tom Thorek Under 17 Dressage: Brodie Howe, Millie Burton, Rachel Adam, Caitlin Hiskins, Stephanie Cormack, Phoebe Wilkinson. Reserves: Rebecca Johnson, Lachlan Tudgey, Abby Stubbs 17 & under 26 Dressage: Peta Cormack, Renee Morley, Sarah Munro, Sancha Butler, April Docherty, Tiffany Bignold. Reserves: Tegan Paul, Jamie Negus Under 17 Showjumping: Jake Hunter, Stephanie MacKillop, Polyanna Easy, Jess Bonello, Jamie Priestly. Emma Botfield. Reserves: Mimi Tym, Jessica Conran, Nicole Malby 17 & under 26 Showjumping: Amanda Jasprizza, Melissa Jasprizza, Dana Seaton, Mitch Carraro, Kelly Durkic, Anna Thrift. Reserves: Shannon Breen, Alex Watts, Lee Yonge Under 17 Eventing: Elizabeth Hoy, Cale Rushton, Georgina Mutton, Anna Moxham, Tegan Ashby, Jessie Cormie. 4

5 Reserves: Tegan Bonet, Isobel Pye, Victoria Temm 17 & under 26 Eventing: Megan Bryant, Katie Remond, Kieran Hume, Karla Wicks, Eleanor Miller, Cassandra McCarroll. Reserves: Tegan Paul, Shannon Breen, Natalie Brett. Congratulations to all the riders selected to represent NSW at the National Championships. KEITH LOWE AWARDS: Alexandra Hamilton Grenfell Zone 2 Emma Clark Cowra Zone 2 Mikaela Sherlock Oberon Zone 3 Rachel Coward Quirindi Zone 5 Emma Bowmen Dunedoo Zone 6 Caitlin Sneddon Denman Zone 7 Amanda Mackinnon Brunswick Valley Zone 15 Samantha Reichstein Murrumbateman Zone 16 Elizabeth Jarvis Tottenham Zone 17 Ian Scarborough Sun Valley Zone 19 Jessica Davies Londonderry Zone 19 Samantha Worthington Black Range Zone 20 Annelisse Reen Arcadia Zone 23 Alexis Adams Maitland Zone 25 Helen Bowd Cessnock Zone 25 Yvette Pomroy Jervis Bay Zone 28 Congratulations to all the Associates for gaining the Keith Lowe award for Thank you to all our Office staff the executive and all the Zone and Club members who dedicate so much time to our movement, it is appreciated I am sure by all our riding members. C41/11 It was moved that the Presidents Report be accepted. Moved: Mrs D Cullen Seconded: Mrs M Whalan (carried) ii) Financial Report Doug Denby presented the financial reports as at the 30 th June 2011 C42/11 It was moved that the Treasurers Report for the period ending 30 th June 2011 be accepted. Moved: Mr D Denby Seconded: Mrs E Caswell (carried) Mr D Denby mentioned that the MYOB accounts were on a cash basis and everyone needed to recognise the fact that the level of income would be significantly lower for the second half of the year however expenses would remain approximately the same. Mr D Denby wanted to reiterate Mrs D Cullen s concern over the drop in memberships noting that the consequences of the decrease would be either having to increase memberships and other fees or a decrease in services to the membership. iii) Chairman of Chief Instructors Committee A number of matters have been bought to my attention since the last meeting which require some thought and recommendations by the ZCI Committee. Examiners Certificates: The matter of who is entitled to become an examiner has been raised. At the moment Examiners at Level 1 and Level 2 are appointed by the Zone Chief Instructor from Instructors holding Level 1 and Level 2 Old System (OS) Certificates. I believe that those who hold NCAS Preliminary Level Certificates should be eligible to become Level 1 Examiners and those who hold NCAS Level 1 5

6 Certificate should be eligible for either Level 1 or Level 2 Examiners Certificates. The method of selection should remain the same. Voting for Senior Instructor: As you know the Instructors within a Club are the persons who vote for the Club Senior Instructor from those who are eligible (and willing to hold the position). I believe that the NCAS Preliminary Level and Level 1 Certificate holders in addition to those holding Level 1 and Level 2 OS Certificates should be the people eligible i.e. all those Instructors/Coached who hold a certificate. NCAS Assessments: A number of questions have been asked regarding mentoring and assessing for the NCAS Assessments this mainly concerns those who are starting out with their log books and in many Zones this is everyone. While the start is a little confronting, once you have filled in the first few pages of the Log Book the going gets easier. Some people are worried that they may not have the correct answer to some of the questions which concern attitudes and how to deal with certain situations e.g. what to do with Chatterbox Charlie who is disrupting the lesson. Answering this question in a way which doesn t belittle Charlie or make him feel picked on but still achieves the result of stopping him from disrupting the lesson would be suitable. There could be a number of ways to achieve this including talking to him about the effect it is having on the other riders and their progress, or maybe giving some responsibility as the leader of the group for a short time. There is no exact answer but a number of ways to deal with the situation. Another question which has come up is Who sees my Log Book? I am a bit nervous about submitting it in case it is wrong. The Log Book is checked by the State Coach and if there are any problems it is referred back to the applicant for correction and re submission only the State Coach and the applicant see the book. The whole point of the NCAS system is to be user friendly and allow candidate to the course in their own time. All persons who either hold OS certificates or have been Pony Club ride, particularly those have attained Efficiency Certificates will find the majority of the Log Book to be well within their area of knowledge it does require a little time to fill it out but it can be fun to do with a friend or in a group. Once the first lesson plan is completed (if you are not sure whether you are on the right track check with a mentor) then the rest of the lessons plans become easier. Any Zone Chief Instructor who would like some assistance to set up a training programme please talk to me and I will do my best to help. If you need a start with mentoring I would be happy to organise a group of mentors to come to your Zone to work with your mentors and/or proposed mentors to get the system going. I have been approached by several people in various areas who are working through their log books but don t have mentors in their area. For anyone with difficulties with writing for whatever reason, a writer can be organised to fill in the log book according to the answers given by the candidate. For many of us who have not done any sort of exam since leaving school it can sound a little overwhelming at first but the aim of the mentors and assessors is to help candidates through the course and assessment. Renewal of Old System Certificates: OS certificates holders who have not renewed their Certificate for the period should do so as soon as possible. All certificates which have been applied for (except for a few with queries) have been issued by the office. RAS Competitions: I attended a meeting with the RAS Horse Committee at their invitation to discuss he Pony Club events at Sydney Royal. I spoke of the disappointment of riders who are not in teams of four not being able t to compete in the riding classes and suggested that if the RAS were to put a limit on the number they would accept in each age group the PCANSW would accept entries to the number given and check all details (membership, days attended at Pony Club etc) and forward the entries to the RAS. 6

7 They seemed to like the ideas and said they will discuss it and get back to us. I also brought up the issue of allowing Associates to compete but although they said they would consider it they didn t seem too keen on the idea. We are awaiting their reply. The importance of having gear and identify checkers in the marshalling area was also discussed ass there have been some problems in this area. I thanked the RAS for changing the Area jumping Teams to a two round event. APC Meetings: I attended the National Meeting in May. The National Rules for Dressage, Eventing and Showjumping were finalised and are now available on the website. Work is continuing on the review of the NCAS Preliminary and also review of Efficiency Certificates. Efficiency Certificates: I would like to see NSW adopt an official E level Efficiency Certificate for riders 5 years and over. Many Zones and Club already have their own unofficial certificates but I believe that a certificate which is based on knowing the names of the very basic parts of the pony and saddlery and looking after a pony and safety aspects of being around horses, together with riding at the walk and trot only. In concluding my report I must say that I believe that NSW Pony Club is facing one of its greatest challenges to maintain its autonomy in the face of pressure from outside groups. I believe that we must work even harder towards increasing membership by offering more and varied activities and opportunities for young riders. NSW Pony Club does a great deal for its riders by way of Regional Schools in all disciplines, State Camp, opportunities to compete at State Championships (we now have nine State Championships) and National Championships which are all either wholly or partially funded by NSW PCA. For members we offer training in course building and judging as well as the opportunity for all Zones to have State Coaches for Instructors Schools. All of these are heavily subsidised or free to members and all Zones should take advantage of them no other organisations that I know of offers anywhere near the same level of subsidized assistance to their members on a regular basis. If NSW does not keep its autonomy (and therefore its uniqueness) to make its own decisions then Pony Club will become a totally user pay organisation out of reach of many who love horses and riding for their own sake and for families who gain much enjoyment by sharing a common interest with other families from all walks of life such is the nature of Pony Club. C43/11 It was moved that the Chairman of Chief Instructors Report be accepted. Moved: Mrs J Frankum Seconded: Mr K Felton (carried) iv) 2011 State Sporting & Campdraft Championships Mr P Logue 2011 Sporting and Campdrafting Championships were held in Gunning Zone 27 I arrived early Friday afternoon to find preparations in full swing, after a quick view of the areas allocated for the various events, some adjustments had to be made. The fitness check was conducted leaving only a hand full of competitors for Saturday morning. The team managers meeting was well attended, there were many new faces. Saturday morning Gordon Spears up early to have the electric timers set up and operating ready for an 8.30 start. Most events were away on time. The day under way with the occasional problem arising, Gordon was keep busy realigning the timers as a steady line of riders keep bumping them enough to have to have them reset and realigned. Once the younger age group of the Bonfield Bounce was completed that Bonfield Bounce area helped to enlarge the marshalling and warm up areas for the older Bonfield Bounce event. There were 2 Diamond flag areas set up. Unfortunately one of the areas surface was unsuitable so that area was used as an extra warm up area. The scoresheets were continuously arriving to keep the scorers busy. Posting of results were going up in quick time. 7

8 Finals were underway by mid afternoon a few hiccups caused a few shorts delays while checking of scores was necessary. Some very fast runs in the finals made for some exciting and close finishes. The presentation was underway and completed before 5pm. The riders on the day were very pleasant and co operative to make the day a success. The Campdrafting was underway on time on Sunday morning with the younger age group the first to go. The entries numbers were approximately the same or slightly less than previous years, as each age group had their runs the outside scores became more plentiful. The local Campdraft club personnel run the event and I am sure that Zone 27 appreciates their efforts that made the day a success, A few hiccups with the loud speakers system caused some difficulties. A good few of the cattle made outside scores difficult to attain. Some close calls and falls by competitors cattle and mounts should viewed by those who sign off on their entries. There are still competitors that get entries in and appear not to be in control of their mounts and are unaware of the dangers of what they are doing. There were not very many competitors that had a separate drafting mounts from their sporting horse. Most entries were with same mount for both Championships. We need to change our ages to come in line with the ABCRA age groups, 12 to 15 age needs to be 13 to 15. As most 12 year olds have had just a single beast in the camp and never have had multiple cattle in the camp. It is a distinct disadvantage for the 12 year old against the older 13yr, & 14yr riders that always have multiple cattle in the camp. The presentation didn t get under way for some time. Checking of scores for Zone and State teams did take some time. Congratulators to the Individual Champions, Zone and State team Award winners. The Weekend of Championships was well run, a huge effort by the organisers, local zone, past members, that helped in a variety of chores. They are to be congratulated. The riders were a pleasant and wellmannered group of young people, co operative and good sportsmanship accepting their achievements and disappointments with dignity. C44/11 It was moved that the State Sporting and Campdraft Report be accepted. Moved: Mrs J Frankum Seconded: Mrs E Caswell (carried) v) 2011 State Jumping Equitation Championships Mrs E Caswell On my arrival at the West Wyalong Showground, at approximately 1pm on the Friday afternoon, it was to see the 4 arenas well under construction under the supervision of Mr John Valance, the course designer, along with his Zone 11 helpers. In addition the Zone 11 helpers had already organised the information bags for the competitors and all that had to be added were the back numbers and programmes that I had with me. The fitness check took place on time at 3pm and went very smoothly although I must point out those riders who add make up to their mounts that bears no resemblance to what is on their horse ID papers make life very difficult for the horse verification. It is important that all riders realise that the presentation award, whilst being important, is only secondary to the Championships themselves. Following the fitness check there was a team managers meeting held where any relevant information was passed on including scratchings and the organisation of the Championships for the following 2 days. Questions were answered and the meeting was over very quickly with team managers being satisfied with the organisation. 8

9 On Saturday morning the competition started at 9 30am in order for all of the judges to have a discussion re the marking scale that they would use and once that was ascertained the competition commenced. The first round was one without any tasks and went through quite quickly in all of the arenas although the under 13 arena, with the largest number of entries, was a great deal slower than the others. The second round had set tasks and all of the judges were moved to a different arena for this so that all competitors had 6 different judges over the weekend. Unfortunately the under 13 ring took much longer to finish the round and consequently the course for Sunday could not be totally constructed before total darkness fell and had to be finalised until early Sunday morning. The 3rd round commenced on time at 9 am after the course walks at 8 30 and the tasks having been set and all of the rings were finished by noon. The presentation was underway at 1 30pm after our extremely competent scorer Mr Stuart Munro and his Zone 11 assistants had all results up and time had been allowed for protests. The presentation award at the fitness check was awarded to Zone 11 The Champions were as follows: Under 13 years Kate Johnson riding King Louie from Mangrove Mountain PC representing Zone and under 15years Isabella Stone riding Kinnordy Rajan from Canberra Lakes PC representing Zone and under 17years Brandon Beneke riding Aloha Desert Berry from The Vines PC representing Zone 26 Associates Dana Seaton riding Warrobil Indiana from Mount Sugarloaf PC representing Zone 25. The Champion Zone was Zone 16 In conclusion I would like to congratulate Zone 11 for a most enjoyable and well run Championship, their cooperation and enthusiasm was second to none, unfortunately they could have no control over the very cold wind that was present for most of the weekend. In addition it would be extremely remiss of me not to thank our scorer Stuart Munro and his helpers for the most efficient job that they did over the weekend. Finally to our course designer and builder Mr John Valance I would like to thank him so much for the courses he constructed and designed over the weekend and for the imaginative tasks that he set. C45/11 It was moved that the State Jumping Equitation Championships Report be accepted. Moved: Mrs E Caswell Seconded: Mrs J Alston (carried) vi) 2011 State Showjumping Championships Mrs J Frankum The State Showjumping Championships were held at Gunnedah Showground in Zone 5 on 9/10 July Approximately one week before the event I was made aware that only three arenas would be suitable for use because of a recent event which had chopped up a section of the grounds considerable. With the numbers this was not seen as a problem. The grounds proved to be of a very good standard and the three rings handled the numbers. One arena was dedicated to the new group s i.e. C grade under 13 and B grade 13/15, 15/17 and 17/25. The new sections not only boosted numbers at the event but proved popular and provided a new group of riders with the opportunity to experience a State Championship. 9

10 The following numbers competed in each age group: Age Group Grade Number Age Group Grade Number Under 13 C 21 Under 13 B > & U 15 B U 15 A & U 17 B 9 15 & U 17 A & U 25 B 9 17 & U 25 A 23 TOTAL 51 TOTAL riders took part over the two days with challenging courses and some very good jumping and competition was seen. The introduction of the Accumulator competition was enjoyed by riders and spectators with many riders attempting the Jackpot option. Two New South Wales riders and two Queensland one the Championships Under 13 Stephanie Judd from Zone & Under 15 Kate Hinschen QLD 15 & Under 17 Ashley Gartne QLD Associate Dana Seaton Zone 25 Champion team NSW Champion Zone Zone 4 The three judges David Lawrence, Michael Chamberlain and Tim Dansey were excellent to work with and kept the rings moving, allowing the event to finish in good time for the presentation on Sunday All ribbons won on Saturday were presented at the end of the day on Saturday it was fortunate that Gunnedah had good ring lighting and this made the final presentation much quicker on Sunday. There was one unfortunate accident resulting in a badly broken leg requiring transfer to hospital. The ambulance arrived quickly and the St. John s lady looked after the rider until the ambulance arrived. I understand that Mimi Tym is making a good recovery after surgery on her leg. Zone 5 were well organized hosts with many pleasant and enthusiastic workers. We were made to feel very welcome. Thank you to Therese Delaney for fulfilling the sometimes arduous task of Chief Gear Steward and to the other members of the Advisory Committee who helped with the Fitness Check and Horse ID s and other decisions which had to be made from time to time. Thank you to Zone 5 for hosting a great event. C46/11 It was moved that the State Showjumping Championships Report be accepted. Moved: Mrs J Frankum Seconded: Mrs E Caswell (carried) vii) 2011 State Polocrosse Championships Mr W Mills I arrived at Bungendore Thursday afternoon in time for the fitness & gear check. 22 teams entered, all went well, although some bits had to be changed. Bungendore fields hosted three local polocrosse carnivals earlier in the season. The grounds were well prepared and the five fields in good order. Friday 7.30 am for late comer s fitness & gear checks and a minus 4 frost. 10

11 The games started on time and the umpires concentrated strongly on crosses and stopping on the ball. By that afternoon most clubbers were playing better and there was a sigh of relief all round. By Sunday it was very noticeable how everybody had improved their game and great finals were held at lunchtime. Congratulations go to the following zone teams: Under 13 Under 17 Under 25 Zone 19 team winners, Zone 26 team runners up Zone 16 fighters winner, Zone 16 warhorse s runners up Zone 20 team 2 winners, Zone 16 Hopefuls runners up A big effort was put in by gear check stewards as each team was checked up to four times a day (need some more thought about this). The umpires did a sterling job letting the game flow and controlling the infringements. All in all it was a huge success for the inaugural PCA event. We should put every effort into finding another host clubs for 2012 maybe a bit more central. I m hoping that this coming year New South Wales Polocrosse will give us a stand alone weekend for both our benefit. I would like to thank my offsider Ted Lamb who also helped co ordinate the umpires and fields. A great effort by Bungendore Pony Club members especially Di Cullen who if she wasn t organising paper work, coordinating helpers, was cooking scones and tiramisu. C47/11 It was moved that the State Polocrosse Championships Report be accepted. Moved: Mr W Mills Seconded: Mrs E Caswell (carried) viii) 2011 QLD State Dressage, Combined Training and Horse Trail Championships Kirsty Cameron. Thirteen riders represented NSW at the QLD championships Kristy Hill, Abbey Paxton, Alieda Ross, Kirrilea Buckley, Jack Buckley, Moesha Johnson, Heidi Edwards, Amanda MacKinnon, Emily Finberg, Charlee Anthony (Zone 15), Jayde Everett (Zone 9) and Megan Nolan (Zone 13). The first two days eleven riders represented NSW in the Dressage championships with riders in all grades Preliminary, Novice and Elementary. The conditions were difficult as the dressage was held across two venues due to construction works on the grounds. Some riders had to ride their horses minutes across to the Caboolture Equestrian grounds where they competed in the sand arenas. Riders performed very well and most finished within the top 15 in their groups and some placed in the top ten in individual tests. Two of our Novice riders were awarded ribbons with Amanda Mackinnon placing 5th in one test and Kristy Hill gaining a 4th and 5th placing leaving her 5th overall. On the Wednesday ten riders competed in the Combined Training. All riders performed very well in the dressage with many in the top ten. A few had penalties in the showjumping which dropped them from the placing while others gained placings. Abbey Paxton gained 2nd overall in the Novice 80cm division and Kirrilea Buckley placed 3rd overall in the same group. On Thursday seven riders relocated to the Burpengary Equestrian Centre to commence the dressage phase of the Hose Trials. With large groups, most riders placed very highly in their divisions after the dressage. The team walked the cross country course on Thursday afternoon and were astonished by the quality of the course jumps and the amount of work that had been put in by the organising committee 11

12 to get the course to a state standard. Due to the limited cross country facilities in our area many of our riders had not experienced courses of this standard before. On Friday morning the cross country started with the lower grades and all riders (except one) completed the course, several without any penalties. Three riders after the cross country were just out of the top five placings. After the showjumping these three riders finished in 6th Beth Edwards and 7th Alieda Ross and Megan Nolan in their group which was an amazing effort. The championships were an amazing experience for all involved both parent and riders. All riders presented themselves impeccably and showed great sportsmanship. The QLD committee and riders were very welcoming even when we took their ribbons, and the event as a whole was very well organised considering the need to use various locations. C48/11 It was moved that the QLD State Dressage, Combined Training and Horse Trails Championships Report be accepted. Moved: Mrs J Frankum Seconded: Ms M Hodges (carried) ix) Zone Chief Instructors Committee Mrs Jenny Frankum Notification of appointments: Event Scorer Technical Delegate Showriding Greg Gall Jenny Frankum Dressage 2012 Stuart Munro Kris Wood Recommendation that a draft State E Efficiency Certificate be submitted to the next meeting, Mrs J Frankum went over the background for introducing this certificate and outlining the criteria that would be necessary for obtaining the certificate. C49/11 It was moved that PCA NSW introduce a E Efficiency Certificate. Moved: Mrs J Frankum Seconded: Dr F Kelleher (carried) All Zones who already have their own E Certificate to submit details and input to Mrs J Frankum as soon as possible. Mrs J Frankum would then collate and submit to the next meeting and the National Meeting in November. Recommendation in regard to changing the ages for the age groups for the Campdraft Championship. C50/11 It was moved that the age groups for Campdraft be changed to 10 to Under 13 years 13 to Under 15 years 15 to Under 17 years 17 to Under 25 years. Moved: Mr P Painter Seconded: Ms M Hodges (carried) Recommendation that the some equipment for Sporting be standardised for State Championships this equipment being the Diamond Flag and the Bend Bar R Flag. The standard for these flags should be 5mm rondo suspension wire 250mm long with identifying ribbon or flag. 12

13 C51/11 It was moved that the standard for the Diamond Flag and the Bend Bar R Flag be 5mm rondo suspension wire (plaster company supplies part number 121), approximately 250mm long with identifying ribbon or flag. Moved: Mr P Petherbridge Seconded: Mrs E Caswell (carried) Details of these specifications should be added to the rules for games section of the handbook for State Events with a recommendation that Clubs and Zones use the same specifications. Recommendation that we extend the number of classes be increased to four (4) from the 2012 State Jumping Equitation Championships with the first class a simple round of jumping with tasks in the further three (3) classes. C52/11 It was moved that the number of classes be increased to four (4) from the 2012 State Jumping Equitation Championships with the first class a simple round of jumping with tasks in the further three (3) classes. Moved: Mrs M Clark Seconded: Mrs K Taylor (carried) Discussion held that details of this change would need to be clearly marked in the schedule as it will mean that the championships will finish later than it has in the past. Zone delegates to also notify clubs of this change. Recommendation that for the next Championships the events for the next Showjumping Championship be AM5 and on day one and Grand Prix and Accumulator with Alternate Fence on day two. C53/11 It was moved that the that the events for the next Showjumping Championship be AM5 and on day one and Grand Prix and Accumulator with Alternate Fence on day two. Moved: Mrs M Clark Seconded: Mrs J Alston (carried) All Clubs and Zones are also reminded that Breakaway Cups are mandatory for fences 90cms and above including practise fences. Recommendation that the Dressage Tests be changed to a higher test. C54/11 It was moved that the Dressage tests for the next Championships be increased to Under 13 years 1.D & 2.A 13 to Under 15 years 2.A & 2.C 15 to Under 17 years 2.C & 3.B 17 to Under 25 years 3.B & 3.C Moved: Mrs K Taylor Seconded: Mrs S Adams (carried) The Polocrosse Advisory committee will put together some recommendations on how to improve the championship for the next meeting for approval. It was recommendation that the basic rules for the Handler Class go into the schedule, on the website and be sent to judges for the next Championships as there had been some confusion between what riders were instructed to do and what judges were judging on, Mrs J Frankum to provide rules to the office. 13

14 C55/11 It was moved that the basic rules for the Handler Class go into the schedule, on the website and be sent to judges for the Showriding Championships. Moved: Mrs S Adams Seconded: Mrs J Alston (carried) Recommendation in regard to NCAS Preliminary and Level 1 Certificate holders as follows. C56/11 It was moved that NCAS Preliminary Level Certificates holders be eligible to become Level 1 Examiners and those who hold NCAS Level 1 Certificate be eligible for either Level 1 or Level 2 Examiners Certificates. Moved: Mrs J Frankum Seconded: Mrs S Adams (carried) Discussion held in regard to Club Senior Instructors and the eligible instructors that could vote for them noting that all agreed that NCAS Preliminary and Level 1 Certificate holders were eligible to vote as well. Reminder from Mrs J Frankum that all riders at Sydney Royal and other State Championships must rider under PCA NSW regulations including helmet and one horse one rider regulations. Mrs J Frankum noted that the update National rules for all disciplines are now available on the Pony Club Australia website. Mrs J Frankum reminded all Instructors who have not updated for 2010/2013 period to do so as Instructors Certificates must be held continuously to be eligible for renewal. Schools must have been completed before December 2010 and that all renewals with the exception of those with queries have now been sent from the office. x) Other Reports no further reports 6. RECOMMENDATIONS FROM EXECUTIVE COMMITTEE Recommendation from the Executive Committee that we look into making changes to the current awards for volunteers in light of the low number of nominations received for this year s awards. The suggestions are: o Keith Lowe Award (to remain the same) o Volunteer of the Year (Senior) over 25 o Volunteer of the Year (Associate) 17 to under 25 o Volunteer of the Year (Junior) under 17 o Instructor of the Year (Senior) over 25 o Instructor of the Year (Associate) 17 to under 25 o Rider of the Year (Associate) 17 to under 25 o Rider of the Year (Junior) under 17 Discussion held in regard to the numbers for all awards received this year and that the aim was to make the awards more prestigious with the possibility of holding an awards night and to give the sponsors the opportunity to present to the recipients directly and provide value for money. Mr T Dansey said that the felt that the current system was working well and did not see any reason to change it. Mrs M Whalan agreed and said that Zone 16 organised their own special presentations for their recipients. Mrs J Frankum said that while she agreed with a special 14

15 presentation dinner/ceremony she could understand people s objections and asked if councillors could promote the current awards to ensure that we receive greater nominations for all awards. Mrs J Alston agreed that we needed to see a better response from zones for nominations for current awards but noted that in her zone especially there were a number of younger members in the year age bracket that did a lot of work and that there was no recognition for them. Discussion held that a lot of zones had their own awards for this age group and we did not want to take away the prestige of the Keith Lowe award. Mr M Syme suggested a special award for a club. Mrs E Caswell said that we already had Club of the Month so maybe we could have an overall winner for the year from those clubs. Mrs J Alston moved that we leave the Keith Lowe and Volunteer of the Year Awards and introduce a Junior Service Award and an overall Club of the Year award. Mr T Dansey spoke against the motion noting that this should be two separate motions and that there was no criteria for either new award. The motion was not seconded and therefore lapsed. It was suggested that the motion be separated and put as a notice of motion for the next meeting in November. Notice of Motion for the November State Meetings That we introduce a Junior (under 17 years) Service Award moved Mrs J Alston 2 nd Mrs M Connelly That we introduce an overall Club of the Year Award moved Mrs J Alston 2 nd Mrs M Connelly. These motions should be noted on the next agenda for zones to discuss and vote on in November. Discussion held in regard to the feasibility of holding an awards night or association dinner. Most thought that it would be a good idea to hold an official dinner of some kind and it was noted that the best time would be in conjunction with a meeting, possibly the AGM with the dinner to be on the Monday evening before the AGM. Councillors were asked to take the initiative back to zones and provide feedback for the next meeting. Recommendation from the Executive that a Mounted Games trailer be purchased to the value of $10, discussion held that the council had decided that the original quote for a smaller trailer was insufficient, then that the next quote for the trailer was too high however on further discussion with Mr D Harris and noting that the trailer would be available for all zones for state championships the Executive felt that the outlay for the second quote was the best. Dr F Kelleher updated the meeting on the progress in the investigations into the stolen trailer and why the insurance would not cover the theft. It was noted that the trailer would need to be housed so that it was covered by insurance. C57/11 It was moved that the Mounted Games trailer be purchased up to a limit of $10, per second quote. Moved: Mrs E Caswell Seconded: Mr S Munro (carried) Recommendation that the following Administration schools be organised 15

16 o Area 2 either Newcastle or Lake Macquarie with Zone 24 to host around the 11th & 12th February 2012 (contact Mr S Munro re details). o Area 1 Camden area with Zone 10 to host in May 2012 (see Mrs J Frankum re details) possibly utilize Julie Stafford as close to Sydney. o Area 5 with Zone 11 to host in June 2012 (see Mrs M Clark re details) Further areas/zones should be encouraged to nominate to be a host especially for those areas not already mentioned. Dates to be confirmed and it was noted that we would need further nominations from the other Areas/Zones as soon as possible. C58/11 It was moved that the following Administration Schools be organised and the State would pay for these schools. o Area 2 either Newcastle or Lake Macquarie with Zone 24 to host around the 11th & 12th February 2012 (contact Mr S Munro re details). o Area 1 Camden area with Zone 10 to host in May 2012 (see Mrs J Frankum re details) possibly utilize Julie Stafford as close to Sydney. o Area 5 with Zone 11 to host in June 2012 (see Mrs M Clark re details) Moved: Mrs E Caswell Seconded: Mr S Munro (carried) Further areas/zones should be encouraged to nominate to be a host especially for those areas not already mentioned. 7. APPLICATIONS to host State Championships 2012 State Sporting & Campdraft Championships 14 th & 15 th April applications from Zone 4, Trangie and Zone 15 Grafton. Mrs T Delany spoke on Zone 4 s proposal and Mr P Painter spoke on Zone 15 s proposal. A vote was then taken and the proposal from Zone 4 was accepted. C59/11 It was moved that the 2012 State Sporting & Campdraft Championships be hosted by Zone 4 at Trangie. Moved: Mrs T Delany Seconded: Mrs M Clark (carried) 2012 State One Day Event Championships 5 th & 6 th October Zone 4, Nyngan, Zone 20, Albury. Mrs T Delany spoke on Zone 4 s proposal and Ms M Hodges spoke on Zone 20 s proposal. A vote was then taken and the proposal from Zone 20 was accepted. C60/11 It was moved that the 2012 One Day Event Championships be hosted by Zone 20 at Albury. Moved: Ms M Hodges Seconded: Mr K Felton (carried) 2012 State Jumping Equitation Championships 12 th & 13 th (19 th & 20 th ) May Zone 10, Camden. 16

17 Mrs J Frankum spoken on the applications and apologised for not having a written submission however said that the costs would be $100 $110 for camping and stabling and would be held on Bicentennial Park Camden. Camden It was moved that the 2012 Jumping Equitation Championships be hosted by Zone 10 at Moved: Dr F Kelleher Seconded: Mrs E Caswell (suspended) Discussion held that the correct dates for Jumping Equitation should be the third weekend in May Mrs J Frankum to check with grounds if they are available for that weekend as well noting that the 12 th & 13 th is Mothers Day weekend therefore the motion to be suspended until after lunch when confirmation received. 8. Confirmation of Meeting dates for 2012 Dates for meeting in 2012 confirmed as follows: March Executive Meeting 25 th, Advisory and Zone Chief Instructors Meetings 26 th and AGM and Council Meeting 27 th March. July Executive Meeting 29 th, Advisory and Zone Chief Instructors Meetings 30 th and Council Meeting 31 st July. November Executive Meeting 25 th, Advisory and Zone Chief Instructors Meetings 26 th and Council Meeting 27 th November. 9. Keith Lowe Awards already announced 10. NOTICES OF MOTION Zone 16 Zone 16 submits the following motions to the Agenda for the July meeting of PCA NSW Council Meeting: 1. "That State Council meeting agendas and minutes are no longer printed and sent out in hard copy to Zone Secretaries, Club Secretaries, Zone Chief Instructors and Delegates, but instead are ed to Zone Secretaries, Club Secretaries, Zone Chief Instructors and Delegates 4 weeks prior to the meeting date, and posted on the website." 2. "That State Championship schedules are no longer printed and sent out in hard copy to Zone Secretaries, Club Secretaries and Zone Chief Instructors, but instead schedules are ed to Zone Secretaries, Club Secretaries and Zone Chief Instructors as soon as they are available, and posted on the website." 3. "That State Championship draws are no longer printed and distributed to all competitors at State Championships, but instead are ed to Zone Secretaries and Zone Chief Instructors as soon as they are available, and posted on the website." Rationale (for all 3). There would be considerable cost savings from implementation of these proposals (printing and postage), and communications would be more timely. The paper format does not allow recipients to distribute the information to other interested members at present this is done by retyping what can be extensive information into s, or photocopying and mailing documents. There is considerable wastage of resources at present, and electronic communications would ensure recipients only printed 17

18 those parts they needed. Electronic forms of documents are more easily stored and archived and retrieved as required. While it is recognised that not everyone has access to , alternative contact points could be nominated to ensure all communications reach the intended recipients. Where necessary this could be a single contact within a zone who could forward hard copies to those without access. It is some years now since PCA NSW State Newsletters were replaced with electronic versions, and these have been supplemented by the more regular Pon E News and of course daily updates on the website, resulting in more timely and effective communications with members. Discussion held re problems with some areas not having suitable high speed internet and in some cases still having only dial up internet. It was also noted that this would save the association money but put the cost of printing forms etc onto clubs and zones. Mrs J Frankum asked about any promotions items that were currently mailed out and Mrs K Britton said that the people wishing to promote their products would continue to pay for this type of promotion. Mrs M Whalan spoke for the motion noting that Zone 16 were concerned about the financial drain on the association for these mail outs and Mr D Denby agreed that there would be a saving of approximately $12, to the association if these three motions were passed. Mr P Painter said that he had concerns for those members who were not computer literate. Mr P Petherbridge asked if the motion could be amended to state that the electronic format be sent out unless a club or zone requested a hard copy discussion held however no change to the motion. Mr J Frankum noted her zones concerns that the costs would be transferred to clubs and zones rather than the association and she also noted her concern that the lines of communication may be closed off as items would not be printed and posted at clubs. Mr R Berkley asked if the amount noted by Mr D Denby included the staff costs and Mr D Denby said no the approximate savings were for printing and mailing only. After further discussion it was decided to put the motions. It was moved that State Council meeting agendas and minutes are no longer printed and sent out in hard copy to Zone Secretaries, Club Secretaries, Zone Chief Instructors and Delegates, but instead are ed to Zone Secretaries, Club Secretaries, Zone Chief Instructors and Delegates 4 weeks prior to the meeting date, and posted on the website. Moved: Mrs M Whalan Seconded: Mrs F Rosser (lost) It was moved that State Championship schedules are no longer printed and sent out in hard copy to Zone Secretaries, Club Secretaries and Zone Chief Instructors, but instead schedules are ed to Zone Secretaries, Club Secretaries and Zone Chief Instructors as soon as they are available, and posted on the website. Moved: Mrs M Whalan Seconded: Mrs T Delany (lost) That State Championship draws are no longer printed and distributed to all competitors at State Championships, but instead are ed to Zone Secretaries and Zone Chief Instructors as soon as they are available, and posted on the website. Mrs J Frankum spoke against this motion saying that a portion of the entry fee had been calculated for the printing of draws and that her concern was the host zones would be requested to print off draws at the championships placing a drain on their resources. Ms M Hodges suggested that the draw would have to be in pdf format only so that no changes could be made to the document. Mr D Denby asked if there was any value in a survey being conducted and discussed at the next meeting. It was noted that some clubs still had outstanding office bearer s forms and this may make it difficult to ensure the correct people had the information. 18