General Committee Meeting of Camden Equitation Inc 2 August 2017 Attendance Sandra Richards Margy Withnall Melanie Phillips Lee Brookes Kimberley Richens Rhianna Lombe Jill MacDonald Ava Pellizzari Apologies Cherree Oxley Alison Robertson Frere Mauger Previous Minutes Motion moved that the May minutes be accepted. (Moved Margy Seconded Jill) President s Report July I would like to take this opportunity to express my heartfelt thanks to Glynis Dickinson, who was one of the founders of our club and a dynamo at getting the sport of working equitation out there for everyone to enjoy. Glynis was a tornado and along with Margy and Jill as part of the driving force pushing working equitation and dressage out to the masses or at least our club members. It all started over a glass of bubbles at the Narellan Hotel, back in July 2013 that Glynis, Jill MacDonald and Jeaninne King talked of having a club which combined both dressage and working equitation. The first official Camden Equitation meeting was held at Glynis house a few nights after those bubbles were consumed, with the meeting attended of course by Glynis along with Jill, Kate Watson and Belinda Douglass. In 2013, there were only 4 clubs in NSW recognised as doing working equitation, and Camden Equitation being the only club at the time to combine both disciplines - dressage and working equitation. 4 years later there are now 16 clubs overall in NSW competing in working equitation. Camden Equitation became incorporated on 9 th January 2014, and has gone on to hold many working equitation practice days, working equitation competitions, dressage competitions, protocol days, cattle clinics, volunteer nights and training sessions for our members. I am so grateful to Glynis for all her hard work and efforts put into making this a friendly, support club that is welcoming and helpful to all competitors. I would also like to say a big thank you to Melissa Rush for her talents, time and effort given to our club, to make it the great club that it is. Glynis & Melissa have left pretty big shoes to fill, but I am sure if we all band together we can push forward and still provide the very best we can for our members.
(I have told Glynis that any time she is at home twiddling her thumbs, looking for something to do, she is welcome back here with open arms, and that I don t see this role as a Presidency role, but more of a caretaker role waiting for her return). Treasurer s Report 31 st July 2017 Monthly Accounts Report Credits Debits Balances IMB BANK ACCOUNT $ 6,258.13 Receipts $ 632.00 $ 6,890.13 Payments $2,270.00 $ 4,620.13 $ 4,620.13 SIEC invoice $1,274.51 $ 3,345.62 SIEC Comp NOMINATE $4,500.00 $ 7,845.62 Dressage NOMINATE $3,035.00 $10,880.62 BEP Grounds $ 650.00 $10,230.62 Dressage Draw $ 50.00 $10,180.62 Training Day $ 270.00 $10,450.62 Less Eduardo clinic (in credit)?? $1,000.00 $ 9,450.62 $ 9,450.62 Secretary Report - July Correspondence In - Thank you email from Bronwyn Machon Correspondence Out - Nil HOTY/Volunteer Coordinator Report July - HOTY points to be updated this week from last 2 competitions. Motion : To no longer have a Volunteer Logi night. To change it to a small gift at the end of the day volunteering is done. Lee to put a plan together as part of this motion which will be voted on at next meeting - To have a small budget to be used only for volunteers (to be set at?) - HOTY Terms & Conditions to be checked they are on the website. Lee to send them to Mel to put the updated version on the website. - Thanks goes out to member Janine Cousley for her generous donation of folders, pens and labels. - Jill to organise the HOTY rugs. Event Secretary report July Dressage comp on Sunday (30 July 2017) was a small yet successful event. Thank you to the committee who assisted with the event and Lee for arranging a good selection of volunteers. Also a thank you to Nadine for scoring, Scott for setting up and packing up and Nikkita for assisting with the scoring and collection of the score sheets. Thanks to Jill for the setup of the club house, with compliments received on the spread and a special thanks to Ava for moving 44 gallon drums out to scenic hills so they would be there ready for use on our working equitation practice day. I d like to pass along to our Secretary, as correspondence received, an email from competitor Bronwyn Machon, saying how lovely and friendly the day was and thanked all volunteers, and mentioned in particular the ladies
running the gear steward area, who were out in the horrible wind, but were friendly, helpful and smiling the whole time. Monday 31 July - Scores sent to EA for official tests, and files of final scores sent to web developer for loading onto web page and Facebook. Next dressage comp on nominate by the end of this week for double checking. Mel Gough to arrange judges for this event. The numbers were a bit low for the last event, it would be wonderful if could have our sponsorship / prize coordinator, look at obtaining some prizes for the next comp. What we do get, we should then advertise prior to the comp to help boost entries. Upcoming Dressage Events and dates for nominate: - Dressage Comp (Set One) 10 September 2017 Opens: 4 August 2017, closing date: 25 August 2017 - Dressage Comp (Set Two) 12 November 2017 Opens: 17 September 2017, closing date: 27 October 2017 Membership Coordinator report July New Members New memberships are coming in. Total Members to date 45 Total New memberships to date 2 New Members for this month 2 Total Membership income to date $1,385 Judges Coordinator Report July PROTOCOL DAY 26 th AUGUST Carolyn James to do this day. Theses judges for the following dates have been asked and expressed an interest in judging for us. But they need to be confirmed. DRESSAGE 10 th SEPTEMBER Teena Mudoch G level Michele Christiansen F level DRESSAGE 12 th NOVEMBER Sarina Hurst D level Teena Murdoch G level
Working Equitation Report July For those who were unable to attend the AGM, 2 weeks, ago. After our AGM we held a brainstorming session to discuss the changes required to working equitation. In accordance with Glynis being after a bit of respite we were in search for a new venue for the practice and mini comp days. A couple of suggestions were put forward at the brainstorming session of Scenic NSW Equine Ctr at Denham Court and Spring Creek Park at Mt Hunter. Margy and I have been to both Scenic Hills and Spring Creek Park and have approval to start running practice days at both sites. I will let Margy fill you in on the progress with the first practice day scheduled for scenic hills on 13 th August, and other topics raised in the brainstorming session Can I also suggest for the next agenda we separate the Presidents report and Working Equitation Report to two separate items as Margy will in future as our Working Equitation Coordinator, be presenting on this section. Working Equitation motions moved and all passed unanimously at the club meeting 1 st August, 2017 All competitions to be at Spring Creek Park, BEP or SCENIC We run only ONE obstacle arena and ONE dressage arena (unless we suddenly have an army of young, strong volunteers to help set up haha) Limit the entries to TWENTY or so. Run Intro as 2 phases only and limit the numbers to eight-ten. Limit Preliminary to eight-ten. Then take whatever higher level entries come through. Sample draw attached Folders preset maps and score sheet for assembling judge s folders Vollies course setters keep obstacles close together that need resetting where possible, switch cup, gate, bull and jump. Look at lighter obstacles ie aluminium uprights for bell, jump wings switch cup etc for portable course to move to other venues for recruiting clinics. Training days New format. Scenic NSW Equine - Spring Park Jacqui Van Montfrans. Paid instructors Monthly activities if possible social days? BEP with a few obstacles??? Volunteers no more volunteers awards night no more volunteer checking in or out. Lee Brooks to present an alternative reward programme with budget. Ribbons Champion and Reserve, 3 rd, 4 th 5 th in each level ONLY Cattle Ch, Res and Fastest time. Clinics everything to be run though nominate no more treasurer refunds ***** Committee incentives judging (committee members should be paid the same as others who are paid for particular jobs on the day). Lee to present budget for Gear Check and other all day volunteers. NO MORE - BBQ chocolate wheel, raffle apparently we should have
permits to run any of these. But we don t have the manpower - unless someone wants to take charge of any of the above. Cattle - hand over to Alison to run booking, banking etc, no funds needed for the club. Scotty dressage arenas no change happy WEQ 1 each arena at BEP on 1 day?? probably not possible. Black Trailer to be moved ideas on storage? Kim & Margy to ask Spring Creek. Blue trailer with dressage arenas Glynis has kindly donated the storage. Registration for both trailers need to be transferred. Margy to investigate club name. Dressage Update July Another successful dressage comp for the club on Sunday 30th, though our numbers were smaller than usual the day ran like clockwork. We had perfect weather, great volunteers as always, and overall very happy competitors. Our next comp is on Sunday September 10th entries via nominate as usual. We also have a protocol day coming up on 26th August, more details shortly, keep up to date with all events via our website and Facebook pages. Hoping to see you all at our next comp. Merchandise Report July Will be presented at next meeting, Cherree not at this meeting. Media Report July This has normally been looked after by Margy, but will now be looked after by Melanie Phillips, our FaceBook page will be looked after by Rhianna Lombe. Thank you ladies for taking these jobs over and a big thank you to Margy for keeping these sites up to date. ANWE Delegates Report July - NIL Clinic Co-ordinators Report July - Eduardo clinic progressing nicely, most riders are up to date with their payments. Emails sent regularly with updates. Need to check if Peppercorn Park needs a deposit. - Have a bottom line figure for the Eduardo clinic of $600 per rider, this includes the $20 per day rider levy for PPP. - Have sent an email to Glynis asking if she is involved with the rider schedule for this clinic (as she is on the sub-committee for this visit). - Ava has volunteered to pick up the black trailer from Horse N Around on the Thursday and drop it off at PPP. - An email will be sent to Leonie at PPP confirming September dates for this clinic. General Business July - Obstacle enhancements have been approved for payment - Glynis has handed over the registration papers for 2 trailers, needs to be completed before transfer can be made. - To be noted on all flyers and competition information that there are
additional fees on top of entry eg: ground fee, admin fee and nominate fee. - A first aid course to be organised as 2 first aiders are required at every competition day. - New committee contacts to be sent to Dressage NSW to update their records. Meeting closed 9:35pm Next meeting Tuesday Sept 5, Camden Golf Club Things to do List