melton & district pony club inc.€¦ · melton & district pony club inc. page 1 of 5...

Melton & District Pony Club Inc. of 5

Minutes of Meeting Held at 7.14pm on 16th June, 2015 at Melton Equestrian Park

MELTON & DISTRICT PONY CLUB INC. Reg No:A0031681E

Melton & District Pony Club meeting held on 16th June, 2015 at

Melton Equestrian Park, Bulmans Road, Melton

Meeting opened at 7.14 p.m. by Lance Justice PRESENT:

Committee: Paula Clark, Glenda Meddings, Dianne Giles, Lances Justice

Members: Rachael Fino, Emily Abella, Andrew Scarpaci

1. APOLOGIES: Kobie Mallia, Penny Miller

2. PREVIOUS MINUTES:

MOTION: The Minutes of 12 May, 2015 be confirmed as a true and accurate record.

Moved: Glenda Meddings Seconded: Dianne Giles

BUSINESS ARISING FROM PREVIOUS MINUTES: (Refer to Appendix 1)

a. Bunnings Sausage Sizzle – all items completed.

Total profit of $1173.27 made.

b. August Clinic Flyer – Penny not present at meeting, but will email Flyer to all committee for final

check prior to commencement of advertising.

c. Jump Arena Fencing – John Kay quote obtained and to be forwarded.

d. Code of Conduct & Casual Use Policies – laminated and displayed on club notice board.

e. MDARC Rally Swap Proposal – MDARC has agreed to swap rally weekends in March 2016 in order

for us to host a Combined Training Day on the Labour Day Public Holiday.

f. Horsham Ag. Show – Olivia Sicily-Childs competed at this event.

g. Availability of High Level Instructors – ongoing process, a couple booked already for future rallies.

h. Club Specific Code of Conduct – not yet undertaken.

i. Pole Sleeves – up to clubs if they wish to use at Club Rallies, however not permitted for competition

use.

j. Ongoing Items – works in progress.

3. CORRESPONDENCE:

Refer to Appendix 2

MOTION: The correspondence, as tabled, be noted and accepted

Moved: Lance Justice Seconded: Glenda Meddings

4. BUSINESS ARISING FROM CORRESPONDENCE:

a. Consumer Affairs Victoria – received notification advising that we hadn’t paid our annual club

return/registration fee. Proof of payment sent and their records amended/updated.

b. DJ Festival Get Active Expo – not worth the clubs time taking part in this expo. Participation in

previous years resulted in all enquirers being re-directed to Melton Equestrian Academy and no new

members.



c. PCAV Petition – anonymous petition sent to all clubs within the state. CZ felt it would be ineffective

and advised non-participation.

d. Giving4GrassRoots Grant – unsuccessful once again.

e. Williamstown Horse & Pony club – joint rally organised/confirmed for November 2015

f. Community Benefits Program – final report submitted.

g. PCAV Strength Return – submitted.

h. PCAV Grievance Requisition – Urgent Committee Meeting convened to discuss whether or not

MDPC wishes to join other Central Zone clubs in submitting a Grievance Dispute with PCAV. MDPC

Committee unanimously agreed to submit a Grievance Dispute with PCAV outlining the following

five points of the grievance…

i. Working With Children’s’ Check

ii. Coaches Registration

iii. PCAV Park Acquisition

iv. Jump Height changes

v. General Governance concerns and lack of transparency

The requisition was delivered to the Association on the 15th June.

i. New PCAV Logo – refer to Business with Notice

j. Compressions Suits for Horses – not for Rally or Competition use.

5. TREASURERS REPORT:

Refer to Appendix 3 for Reconciliation Report and Income/Expenses Spreadsheet.

Bank Balance - $7,127.89 plus funds just received…

$60 New Uniform (Sally Studley)

$245 Membership Renewal (Andrew Scarpaci)

Unpresented Cheques:-

$45 (CZ State Games Entry)

$40 (PCAV Come & Tries)

Current Fund Allocations:-

MEPAG - $485 (refer 11 November 2014 meeting minutes)

27 of 200mm x 75mm treated Pine Sleepers x 2400mm

New Equipment Balance - $1620

Specialist Instructors Balance - $1380

Accounts Paid

O’Malley Jumps - $980 (New Equipment)

Horizon Show Jumps - $380 (New Equipment)

PCAV - $540 (Annual Strength Return/Membership Renewals)

CZ - $45 (State Games Entry)

Brandella - $564.08 (New Uniform)

MEPAG - $300 (Monthly Maintenance Fee x 4)

MOTION: The Treasurers report be accepted as tabled

Moved: Glenda Meddings Seconded: Rachael Fino



6. PRESIDENTS REPORT:

No Report – President absent

7. DC’s REPORT:

Refer to Appendix 4 – as read by Glenda Meddings

a. Paula noted that there is reference to “Parents Coaching from the side lines” etc. in the Information

Sheet given to all Come & Try Parents on the morning of the Rally. Perhaps this item needs to be

highlighted (Paula to action)

b. In-House Show – August Rally

Glenda will hand out copies of the “PCAV Showing Guidelines” at the July Rally

Some “Showing” instruction will take place at the July Rally

The In-House Show will be an all-day event.

A “warm up” area will be created in the sand area by splitting the sand arena into two.

An informal meeting of committee will be held closer to the date to iron out details.

c. Harness Racing Victoria attending July Rally to give a demonstration.

d. Ornella is not available for the next 3 months.

e. Higher riders were disappointed with Karissa’s lesson last rally – need more challenge.

Secured Beth Whelan for Dressage next Rally

Try to book Simon Tainsh for XC/SJ

f. July Rally

Games 1st (Lance, Glenda & Elaine)

HRV Demonstration at 11am

Beth Whelan & Simon Tainsh(?) for afternoon lessons.

8. CENTRAL ZONE REPORT:

Refer to Appendix 5 – as ready by Paula Clark

a. CZ Eventing Squad – definitely something our more experienced and senior riders would be

interested in, depending on the cost. Paula to send feedback to CZ

b. Awards of Merit – MDPC is not submitting any nominations for this year.

9. MEPAG REPORT:

a. MEPAG Terms of Reference to be forwarded to all committee for discussion/acceptance at next

meeting.

b. “Disabled Toilet” signage and “Not Suitable for Drinking” signage has been approved and will be

installed by Council.

c. Fumigation of Clubrooms has been undertaken.

d. Paula Clark was appointed MEPAG Secretary.

e. Request for more in-depth Treasurers Reports made

f. MEPAG AGM scheduled for October 2015 (last was in 2013)

g. Clubs must insure their own equipment – it is not covered under MEPAG Insurance Policy.

h. Cross Country Maintenance expenses to be taken back to clubs for decision on whether or not

MEPAG funds should be used to carry out maintenance works.

10. BUSINESS WITH NOTICE:

a. PCAV Grievance Dispute

As discussed in “Business Arising from Correspondence” (refer to CZ Report Appendix 5 for details)



b. PCAV Logo Feedback

Would like to see the PCAV colours to be in line with Equestrian Victoria colours of

blue and silver, with the state uniform being blue.

Would like the logo in club colours for the club uniforms.

Paula to forward feedback to CZ

c. MDPC Minimum Member/Rider Age

PCAV does not have a minimum age limit for members/riders – it is up to individual clubs.

Feedback received from Carmel Studley and read out by Paula Clark

It was agreed that MDPC not adopt an official policy with regards to the minimum age of

members/riders.

Riders of any age (up to 25yo) can do a Come & Try, with suitability assessed on the day.

d. August SJ & XC Clinic

Penny not present at meeting, however flyer to be emailed to all committee ASAP for final check

prior to commencement of advertising.

e. Williamstown Horse & Pony Club Joint Rally

All confirmed for November Rally - it was suggested to also invite Truganina Pony Club, however it

was agreed to leave it as Williamstown only for this year.

f. Jump Vests

Unsuccessful with recent grant applications – need to look at purchasing a few adult sized

vests.

Lance mentioned that a number of vests are locked away with HRV due to them not being

suitable for Harness Racing any longer.

Lance to look into possibility of PC obtaining a few.

g. Suggestion Box

A couple of suggestions received about dressage and SJ instructors.

Glenda to look into Selina Harman

Beth Whelan has been booked for the afternoon of the July Rally at a cost of $60 per hour.

h. Xmas Gifts

Need to start thinking about Xmas Gifts for members.

$15 limit set

All present were asked to have a think about (and search for) something suitable to be

discussed at future meeting.

Suggestions received on night: club socks and club caps

11. BUSINESS WITHOUT NOTICE:

Nil



12. NEXT MEETING

7.00pm on 14 July, 2015 at Melton Equestrian Park Clubrooms

Meeting Closed at: 8.52pm

Minutes Taken By: Paula Clark

(To be signed off at next meeting once minutes accepted)

Minutes Confirmed: Date __________________________________________

President: ______________________________________

Secretary: ______________________________________

APPENDIX 1

ACTION ITEMS (refer to meeting minutes for specific item details)

MEETING DATE: 12 May, 2015

President: Details

Bunnings Sausage Sizzle:

Pick-up sausages from Tasman meats – from 7am on 24/5

2 x eskies

Organise flyer for August Clinic

Vice President: Details

Obtain quote from John Kay for Jump Arena fencing – In Progress

Secretary: Details

Laminate “PCAV Code of Conduct” and “Casual Use Policy” for noticeboard


Paperwork

Pick-up all items required from Grounds

Drink Tubs x 4

Purchase 10kg Onions

Pick-up Bread from Woolworths (Coburns Central) – Sat 23/5 @ 1pm

Volunteer Roster

Contact Council re: inability to host First Aid Course in June

Fwd MDARC Proposed Rally Swap email to Ross (Tracey away)

Ring Tasman Meats for total cost of Sausages for Bunnings Sausage Sizzle

Treasurer: Details


Float

Purchase 2 x bags of ice

Cooking Utensils (tongs, spatulas, knives)

DC: Details

Ascertain who competed at Horsham Ag. Show in 2014

Check into availability of Alicia Fielmich & Karen Blyth – In Progress

Check into availability & fees of specialist Jumping Instructors: Jamie Murray, Anne Putker, Peter Lang, Jo Murphy – In Progress

Club specific code of conduct (December Meeting)

- 2 -

MEPAG Reps: Details

Forward quotes for Jump Arena fencing to MEPAG

CZ Reps: Details

Check if “pole sleeves” are acceptable for competition use.

ONGOING: Paula & Glenda Details

Trophy Criteria/Background update

Streamline PCAV dispute resolution process (dot points)

Club Values: liaise and add to website, newsletter etc.

Club Code of Conduct: liaise and add to website, members info pack etc.

Risk Management Plan

Emergency Management Plan

APPENDIX 2

INWARDS CORRESPONDENCE 2015-05-12 Custom Rug & Repairs - Invoice #0047.pdf

2015-05-12 Custom Rug Repairs - Invoice INV-0047 attach.pdf

2015-05-12 Custom Rug Repairs - Invoice INV-0047.pdf

2015-05-15 CAV - Annual statement lodged for MELTON & DISTRICT PONY CLUB INC.pdf

2015-05-15 CAV - Payment Due Reminder CRM_0118986.pdf


2015-05-18 Geo Snap Shot - Fundraise for your Pony Club using your own photographers.pdf

2015-05-18 Geo Snap Shot attach- Fundraise for your Pony Club using your own photographers.pdf

2015-05-19 MCC- Get Active Expo - DJ Festival.pdf

2015-05-19 MCC- Get Active Expo Attach - DJ Festival.pdf

2015-05-19 DOJ – WWCC Dianne Giles

2015-05-20 CAV - Re_ Payment Due Reminder CRM_0118987.pdf

2015-05-21 MCC - Community Committee Training Attach.pdf

2015-05-21 MCC - Community Committee Training.pdf

2015-05-21 RM Butler - Petition to PCAV.pdf

2015-05-22 ASF - Giving4Grassroots™ grant application results.pdf

2015-05-22 Horizon Show Jump Invoice.pdf

2015-05-22 Saizeriya - Receipt for Hamburger Patties.pdf

2015-05-22 WHIPC - Joint Rally Day on 01_011_15 with Williamstown Horse and Pony Club & Melton

District Pony Club.pdf

2015-05-22 WHPC - Proposed Joint Rally Day on 01_011_15.pdf

2015-05-25 Brandella Invoice 00015769.pdf

2015-05-25 Community Benefits Program - Confirmation of submission attach.pdf

2015-05-25 Community Benefits Program - Confirmation of submission.pdf

2015-05-25 CZ - call for agenda items.pdf

2015-05-26 PCAV - Invoice 00055099.pdf

2015-05-26 PCAV - Strength Return - Memberships Processed.pdf

2015-05-27 CZ - Pairs Team Entry Invoice #00000414.pdf

2015-05-27 MDARC - Proposed Rally Swap - March 2016.pdf

2015-05-28 MCC - Grants Update of Upcoming Events.pdf

2015-05-29 PCAV - Equestrian Volunteer Management Program.pdf

2015-05-29 PCAV - Jump Sleeves.pdf

2015-06-01 PCAV - Hidez Active Compression Suits.pdf

2015-06-02 DOJ - Take our short survey.pdf

2015-06-04 CZ - UPDATED C CERT RIDER LIST attach.pdf

2015-06-04 CZ - UPDATED C CERT RIDER LIST.pdf

2015-06-04 Tabcorp Park - Mid Year Event Special.pdf

2015-06-05 MCC - 2015-2016 Partnership Program Applications open attach 1.pdf

2015-06-05 MCC - 2015-2016 Partnership Program Applications open attach 2.pdf

2015-06-05 MCC - 2015-2016 Partnership Program Applications open.pdf

2015-06-06 Bronwyn Meadows Smith - PCAV Grievance Requisition attach.pdf

2015-06-06 Bronwyn Meadows Smith - PCAV Grievance Requisition.pdf

2015-06-06 CZ New logo PC Victoria attach 1.pdf

2015-06-06 CZ New logo PC Victoria attach 2.pdf

2015-06-06 CZ New logo PC Victoria.pdf

2015-06-09 Aimee Cuthbert - UPDATED C CERT RIDER LIST _.pdf

2015-06-09 WHPC - confirmation of Joint Rally with WHPC on 01.11.pdf

2015-06-11 DOJ – WWCC Lance Justice

2015-06-11 Aust Fundraising – Fundraising Catalogue

OUTWARDS CORRESPONDENCE 2015-05-13 All Members - Bunnings Sausage Sizzle - 24 May, 2015.pdf

2015-05-13 All Members- May Meeting Minutes.pdf


2015-05-16 PCAV - Melton & District Pony Club 2015-2016 Membership Remittance Form.pdf

2015-05-16 PCAV - Melton & District Pony Club 2015-2016 Membership Remittance List.pdf

2015-05-16 PCAV - Melton & District Pony Club 2015-2016 Membership Remittance.pdf

2015-05-18 All Members - NEWS & UPDATES_ May 2015.pdf

2015-05-25 Brandella - Order #00015769 payment.pdf

2015-05-25 PCAV - Hidez Active Compression Suits_.pdf

2015-05-25 PCAV - Jump Sleeves.pdf

2015-05-29 MCC - Proposed Arena Fencing.pdf

2015-06-01 All Members - Cross Country Maintenance Working Bees.pdf

2015-06-03 All Members - END OF MEMBERSHIP YEAR - ARE YOU RENEWING_.pdf

2015-06-09 Aimee Cuthbert - UPDATED C CERT RIDER LIST _.pdf

2015-06-09 Aimee Cuthbert - UPDATED C CERT RIDER LIST.pdf

2015-06-09 All Members - Notice of MDPC Committee Meeting.pdf

2015-06-09 Committee - Feedback on new logo for Pony Club Victoria.pdf

2015-06-09 Committee - NOTICE OF URGENT COMMITTEE MEETING.pdf

2015-06-11 All Committee - Urgent Committee Meeting Minutes.pdf

2015-06-11 Bronwyn Meadows Smith & James Lang - PCAV Grievance Requisition.pdf

2015-06-12 PCAV - Membership Renewals.pdf

APPENDIX 3

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 16 June, 2015

TREASURERS

REPORT

Melton & District Pony Club 16rc6t1s

Bank Reconciliation Listingfor Month of May 2015

CASHBOOK

Opening Bank Balance 6476.07

Total Bank Deposits for Month 3028.05SUBTOTAL 9504.12

Total Bank Payments for Month 3001.53

CASHBOOKBALANCE 6502.59

BANK STATEMENTS

Current Balance

Deposits Not Shown

Cheques Not Shown

Outstanding DepositsDate

Outstanding ChequesDate Cheque No26t5115 0017162615115 001717

7087.59

O.OO SUBTOTAL

585.00

7087 .59

BANKBALANCE 6502.59

Amount540.00

45.00

Amount

*ln\trir-\ Fcgoc\ Co. -5*r.*_ \le \rc \5lG 1(5Melton & District Pony Club

Bank Reconciliation Listingfor Month of Jun 2015

6502.59

Amount

SUBTOTAL 8166.97

CASHBOOK BALANCE 7127 ,89

7212.89

0.00 SUBToTAL 7212.89

85.00BANK BALANCE 7127.89

16/06/15

CASHBOOK

Opening Bank Balance

Total Bank Deposits for Month 1664.38

Total Bank Payments for Month 1039.08

BANK STATEMENTS

Current Balance

Deposits Not Shown

Cheques Not Shown

Outstanding DepositsDate

Outstanding ChequesDate Cheque No2615115 001717o7t6l15 001719

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CodeDate

23001t5t15

Ty Ref

R

Melton & District Pony Club

General Ledger Listingfor Period 01 May 15 to 31 May 15

Account NameDetails Dr

lnterestlnterest

Rally FeesMay Rally

M&DPG Membership componLaura ClarkMay RallyHayley Fino

Come &TryMay Rally

Canteen Ordel1sMay Rally

Adult SupporterCarmel Studley

Extra canteen SalesMay Rally

PCAV Membership ComponenLaura ClarkMay RallyHayley FinoReturn of Cheque 1703

New UniformMay RallyReturn of Cheque 1703

Bunnings Sausage SizzleBunnings Fundraiser

Canteen Re-inbuiEement72.19

Cr

0.11

16, June, 2015

Total

-0.1 1

-150.0004/5/15 R

041511504l5l1515t5115

04/5/'15 R

04/5/15 R

2615/15 R

04/5/15 R

04t5t1504t5t1515t5t1531t5t15

150.00

RRR

RRRR

100.00200.00100.00

-100.00-300.00-400.00

10.00

142.10

10.00

106.09

145.00270.00125.0095.00

280.003.00

1291 .7 5

-10 00

-142.10

-10.00

-'106.09

-145.00-415.00-540.00-635.00

04t5t1531tst15

RR

PP

-280.00-283.00

-1291 .75

72.19

97 .20683.61

245.00

2515115 R

04t5t15 P

27003/5/1512t5t15

04t5t15 P (B)

(B) May Rally

New Uniform001708 PCAV001710 Custom Rugs

lnstructorsMay Rally

97 .20586.41

245.00

Come &Try001709 PCAV03/5/15 P 10.00 10.00

CodeDate

8882615115

41112t5t15

Ty RefAccount Name

Details

Flat Team EntryP 001717 CZ

PostageP 001712 Australia Post

Melton & District Pony Club

General Ledger Listingfor Period 01 May 15 to 31 May 15

45.00

21 .OO

540.00

97.35

117 .34

3028.05

0.00

16, June, 2015

Total

45.00

21 .OO

540.00

980.001 170.00

97.35

117.34

3028.0526.523001.53

0.00

CrDr

2615t15 P

20t511525t5t15

12t5t15 P

12t5t15 P

68031/05/1531t05t15

64031/05/1531t05t15

31t05115

31/05i '15

980.00'190.00

PP

PVAC MembershiP ComPone00'1716 PCAV

Jumping EquiPement001714 O'Malley JUmPS001715 Horizon Show Jumps

Trophies001713 SupremeSilverware

Bunnings Sausage Sizle001711 P Clark

BankDepositsBank Payments

Cash on HandCash Not BankedCash Payments

0.000.00

0.00

0.00

NetBank - Transactions Page 1 of 3

+ $7 ,212.8s

+ E7 ,212.es

Total

+ $7,212.e9

+ $7,776 s7

+ $6,547.67

+ $7,087.67

+ $7,087.5e

Transaction delails

Cho 001718 presented

Cash Oep Ouickcash Mellon

Cho 001716 oresented

Di.ecl Crcdit 421520 CARTMEL

STUDLEY

Chq 001715 orcsented

Cash Dep Quickoash l,lelton

Cho 001710 presented

Cho 001713 orcsented

Cho 001711 ,resenled

Cho 001712 presenled

Cash Oep Ouickcash Melton

Cho 001708 oresented

cho 001709 prcsented

Cash Oep Ouickcash I'Iellon

Direcl Credii 128594 Laura Clark

Cho 001707 sresented

Cho 001706 oresenled

Cho 900768 lresenled

Cho 001702 oreserted


Cho 001704 prcsenied

Chq 001?o5jre9cd!!l

Amount

. $564 08

+ $1,229.30

- $5,+0.00

+$008

+ $10.00

Cash Dep Quickcash Mellon

chs 900766 oresented 06 3770


Chq 90076s oresented

- $'190.00

+ $1,291.75

- $586.41

- $980 oo

" $97.35

- $117.38

- $21.00

+ $225.00

' $97.20

- $l0.oo

+ $84l.oo

+ $245.00

+$011

- $51.00

- $19.30

' $50.00

- $53.00

- s50.oo

. $107.81

- $1l5.oo

- $420.00

+ s'i99.45

- $150.00

+ $0.14

- $107 81

. s98.oo

+ $7,077.5e

+ $7,267.s9

+ $5,975.81

+ $6,562.25

+ $7,542.25

+ $7,639.60

+ $7,756.s8

+ $7,777 eB

+ $7,552.98

+ $7,650.18

+ $7,660.18

+ $6,819.18

+ $6,574.18

+ $6,574.07

+ $6,625.07

+ $6,6,14.37

+ $6,694.37

+ S6,7,17.37

+ $6,797.37

+ $6,905.18

+ s7,020.18

+ $7,,140.18

+ $7,240.73

+ $7,390.73

+ $7,390 5e

+ $7,498.40

Connronrealth*n @

Society Gheque Acct06 3241 00901444

Oate

15 Jun 2015

1o Jun 2015

01 Jun2015

0l Jun 2015

26 May 2415

25 May 2015

25 May 2015

21 May 2015

20 May2015

15 May 2015

15 May 2015

15 l'ray 2015

U May 2A15

04N4ay2015

04 May 2015

0l May2015

30 Ap.2015

30 Apr 2015

30 Apr2015

2A Av 2014

24 AV 2415

21 Apt 2015

17 Apt 2015

07 Ap.2015

07Apl2015

02 Apr2015

01Apr20l5

26 Mat 2015

23 Mar 2015

https://wwwl.my.commbank.com'au/netbank/Transactiontlistory'iHistory'aspx?ACC "' 16106/2015

SAUSAGE S'72 LE FUNDRAISER WORKSHEET

DATE:24 May,2015

VENUE: Bunnings - Mefton

Eltla a\E trav arlott trlrt tltTLrru l. r Lrra r v,aarn v\rt tI r

$1537.15

TOTAL PROFIT: $1173.27

I FQq FYDFNqEq'

Sausages $171 .00

Bread $25.s0

Drinks o{ n, nn

Onions $12.00

lce $38.00

Sauces, Napkins etc. Gla ao

Misc. expenses Nit

TOTAL EXPENSES$363.88

APPENDIX 4



DC’s REPORT

DC REPORT FOR JUNE 2015

Instructors: _Elaine, Karrissa & Tracy

We had Flat Riding and Cross Country in the morning, followed by Theory and Games in theafternoon. The weather was not good today and all lnstructors focus was to keep all riders safe in

the wind. I was very pleased with the Theory lesson with the 3 groups today and all lnstructorswere keeping all the riders attention throughout the hour block.

We had some new riders attend for a Come & Try and I do believe that some of them will be joining

our club. lt is very clear that some parents are not sure how a Pony Club operates, but hopefullythey will read their introduction package, to get a clear view of the Pony Club Movement and ourclub.

It was great to see that the unmounted members, helped the lnstructors today throughout thelessons, as this also lets them learn from a different point of view to actually riding in the group. Also

one of the new members (parent) Kate assisted me by taking her car out on the course with theriders, just in case we needed transport in quickly. Also a few of the men folk helped move all thewings to the side in the morning, so we could free up that ring/ as all groups started today with a flatlesson.

We must reiterate to parents, that while they are in a lesson under the guidance of a professional

instructor, theyare nottoyell out from the sidelines. There is reasons why lnstructors direct certainriders to do different things, as they are dealing with all types of horses and riders levels and need tokeep focused on the safety of the whole grou p. lhavefull confidence in the lnstructors thatwe use,

and their credentials speak for themselves, and the years of training also. lf there is a problem in thegroup, they come to my immediately to deal with problem, so I then can take parent and/or riderout of the rlng to sort out.

Gear and fitting is very very important and if the lnstructor thinks it is unsafe, or should not be used,

it is reported to me immediately. Sometimes some families feel that (their lnstructor said this and

not what is said at Pony club) Again I need to advise them, that this is Pony Club and while the riders

are here at the rally, they are to follow the PCAV Rules, what happens at home is up to them. Our

lnstructors have had years of experience, and if unsure speak to me regularly. I as DC also keep themupdated with rule changes through the PCAV.

It is my responsibility to keep all riders safe, and offer them the advice, through the guidelines ofthe Pony Club Movement and follow its principles, of which I have believed in for 38 years.

Overall a good day, with positive feedback from some ofthe new members, and also to our ownmembers who welcomed all the new faces today.

STATE FINALS -WISHING SALLY & LEILANI ALLTHE BEST FOR THE 2OTH JUNE - HAVE FUNI!!!II!I

-.{ Q."""0- &ir-" &n

Glenda Meddings - DC Melton & District Pony Club

APPENDIX 5



CZ REPORT

CENTRAL ZONE MEETING REPORT

Date of Meeting: 2 June, 2015 CZ Delegate at Meeting: Paula Clark

1. Special General Meeting for Amendment to CZ Statement of Purpose didn’t seem to go ahead – possibly due to Sue Hollins being away.

2. Working With Children’s’ Check

a. Five other zones endorsed and forwarded similar motions as CZ’s to PCAV – all were deemed “inadmissible” and all were sent the same “generic” reply from PCAV.

b. Bronwyn from Riddles Creek said that lots of discussion took place at their club with regards to the WWCC and at the end they basically said that they either needed to “shut-up and stop bitchin or do something about it”. This led to consultation with a few other like-minded Committee members from Riddles Creek and Gisborne to look at options. This group basically stripped back the PCAV constitution to see what they could do. They deemed the recent “petition” anonymously forwarded to all clubs within the state, as not being an effective tool to get this issue heard without being thrown out by PCAV.

The course of action that this group felt would be most effective would be to lodge a “Grievance Dispute” with PCAV. PCAV would then have 14 days to meet with the club(s) who have lodged grievances and try to resolve the matter(s). If the grievances cannot be resolved, the matter would then go to mediation. There were five grievances listed (refer to attachment for details)

i. Working With Children’s’ Check ii. Coaches Registration iii. PCAV Park Acquisition iv. Jump Height changes v. General Governance concerns and lack of transparency

The whole presentation was very professionally put together by Bronwyn and James and everyone was in agreeance with all five grievances. Both Bronwyn and James then also went on to list possible solutions to the grievances so that it didn’t seem as though it was a going in “with all guns blazing” approach. Bronwyn and James will meet on Friday 5th June to put together a letter and grievances attachment. This will be sent to all clubs within Central Zone for Executive Committee discussion and, if in agreement, the clubs can sign off and, in doing so, also enter into these Grievance Proceedings with PCAV. It is noted that these Grievance Proceedings are being lodged collectively by the clubs and NOT Central Zone, as these grievances are at club level.

If the grievance process goes to mediation, those clubs who have become signatories to the Grievance Dispute may be required to send a representative to the mediation meetings, however it was felt that the clubs could appoint a proxy and therefore enable the mediation to be more productive with a smaller group of those with knowledge and expertise in this area. As a final note, the “Grievance Dispute” discussions have been left out of the CZ meeting minutes for a couple of reasons...

i. The dispute is between the Clubs and PCAV and not CZ. CZ tabled the WWCC on the agenda to inform clubs of PCAV’s response to the motions recently lodged by them. The discussions were then taken over by the clubs present on a club level.

ii. The element of “surprise” was deemed preferable so as PCAV could not close ranks and change/alter the by-laws with regards to the dispute/grievance process prior to the lodgement by the clubs.

All clubs will need to discuss this at an Committee level, at their upcoming rally day, to decide if they wish to enter into these Grievance Proceedings with PCAV. The Committee’s decision can then be minuted at the next available Committee Meeting.

3. Central Zone K & C* Workshop – Saturday September 19th. Not sure of venue yet!

4. Aimee Cuthbert mentioned an idea that the Zone Examining/Instructors Committee has been throwing around and would clubs feedback on the idea of a CZ Eventing Squad.

The squad would be open to Grade 1 & 2 eventers as well as the higher Grade 3 eventers. It would entail additional costs on top of your club membership, however it is aimed at extending these riders beyond the limited resources/coaching available at PC Rally level. High Level coaches would be involved with this squad. The actual additional cost of this squad has not been worked through as yet – they are in the idea stage and would like feedback from the clubs.

5. 2015/2016 Award of Merit Nominations need to be received by PCAV by 31st July, therefore nominations need to be submitted to CZ (for endorsement) by mid July. Nomination forms are on the PCAV website.

6. Did you know that Corrections Victoria also produce “ribbons”. Could be an alternative to Computer Ribbons & Sashes etc.

7. Central Zone’s PCAV Representatives (Leonie Lang) Report attached for your perusal.

Zone Rep ReportJune 2 2015

PGAV State Council meeting April t4, 2015The summary of decisions for this meeting has been published on the PCAV website.Note that the motion relating to the requirement for adult supporters to have a \A/WCC was

amended to exclude associate riding members 18 and over.A letter to the zone from PCAV regarding the CZ motions submitted to council has been circulatedand discussed under Business Arising from Conespondence.

2015 Dressage and Showiumping State ChampionshipsThe incorrect reporting and awards for the results has been resolved. Nicola Fitzgerald(Bullengarook) has been awarded the champion sash for winning the Grade 2 dressage andGenevieve Brand has received the 6s sash for grade 1 dressage. Very belated congratulations tothese riders.

Flat Team of Four. Musical Ride and Games Championships

We had our qualifiers for the Games and Flat Teams Champs in April, again ably hosted byOaklands PC. Many thanks to the team from Oaklands, who set up the grounds magnificently. Weare also indebted to Sue Hollins (event coordinator) and Lisa Kennedy (entry secretary), who put inhours of work behind the sc€nes to organise the day, to Jenni Waldhauser who checked cards andscored and to Lu Marciniak who organised all the entry paperwork. An ongoing job.This year we were only assured of entry for 2 teams per section, but since entries state-wide arelow, some of our reserves have been offered places.Congratulations to the Gisborne A, Macedon A and Oaklands Games teams; to the Flat Teams ofFour from Riddells Creek 1&2, Gisborne and Macedon; and to the Pairs Teams from Macedon,Kyneton, Oaklands and Melton, who will be representing Central Zone at the State Championshipsat Bacchus Marsh on June 20 and 21. The detailed results are on the website. No Musical rideteams were entered this year. Time to start practicing for 20 t 6 NOW.

State Grades I & 2 Horse Trials Championships

On the first weekend in May, East Gippsland zone hosted the State HT Championships atRosedale. We had a small contingent competing: four from Riddells Creek - Naomi Kirkwood,Trinity McClean-lngleton, lsabelle Cowley and Maddison Gretton, Haylea Wright from Kilmore andJayde Kirkham from Macedon. lt is a tribute to these riders to succeed at the qualifiers and preparetheir horses for this event. Riddells Creek were also pleased to take home two sashes for 6s, forNaomi and Maddison, while Trinity and lsabelle were just out of the placings at 7th.

Strength Returns

The due date for Strength Returns to PCAV was May 31, so hopefully all are in now. Please alsoremember to up-date your club officials on the PCAV website through MyClub. PCAV won't do itfor you unless you ask. There are 9 clubs whose 2016 memberships don't show on the database,but hopefully they chose to post in the return in hardcopy. Or perhaps there is concern about theimplementation of the WWCC. Othenalse, if any club secretary needs help, please ask one of thezone executive (they have all "been there, done that'), or phone Vicki at the PCAV office" Yourriders may be at risk of not receiving their 2015-2016 attendance cards in good time.Returns to Consumer Affairs are due 30 days after the AGM, so they should also have beencompleted. Note that a Public Officer is no longer designated by Consumer Affairs and the clubsecretary should send in the return. lf any club has had a radical turnover of committee membersand lost their Constitution, I have a copy for each club.

CZ lnterclub Horse TrialsThis event was be hosted by Oaklands PC on May 30. Note that this event, as well as the CZevent last year at Melton, can be used as a qualifier for the 2015 lntezone HT.Riders entered as individuals to this event, but their placing points contributed to their club score -like for the Lowden and the Fimister. Riders from other zones have been allowed to compete butonly a CZ club can win the shield - generously sponsored by Equestrian Club Supplies.Congratulations to Riddells Creek who are the shield winners for 2015. Lancefield 2nd andTullamarine 3'd. Clubs will receive pennants for their clubhouse in due course. Manycommiserations to Oaklands, who thought they had won the shield, on the day. The results havebeen re-calculated and unfortunately, they missed out. However, it was heartening to see so manyOaklands riders compete on the day.Congratulations to Tayla Childs, who was awarded the Mathew Slade Memorial Trophy for winninggrade 1. Mathew actively participated in many PC activities and here we are remembering hisperformance at grade 1 PC Horse Trials. lt was fitting that Mathew's father, Warwick, and hisgrandmother, Lynette, were there to present the trophy.

Please remember that at a zone event, every club is rostered to provide volunteers to help on theday. lt is expecied that the club will try to spread the duties as evenly as possible. Furthermore, aHorse Trials event needs many more helpers than any other type of competition. lt is a rule ofthumb that gggy parent of a child who competes at a horse trials or any Zone competition rc!expect to be given a job on the day. Please reinforce this message at club level. Most parents(and relatives and friends) are wonderfully generous with their time but it is the occasional whingerthat we remember and who spoils the day. We were very pleased with the cooperation we receivedfrom CZ families, but unfortunately, this message does not seem to be as well understood in otherzones.

Eventinq clinicPlanning is underway for an eventing clinic to be held in the term 2 holidays,Wednesday/Thursday, July 8/9 at Tullamarine. The timing of the clinic is designed to enable grade3/4 riders who have entered the lnterzones to improve their skills but, in fact, riders in all gradesare welcome. Watch the CZ website for details of coaches and the entry form.

Soeed to SafetvThe dates for the CZ speed to Safety Training Days and Qualifiers have been set. The first trainingday was May "16 at Flemington Racecourse. Riders who missed this can still attend the next twoand qualify for selection at the state final. See the CZ website for other dates and the entry form.Speed to Safety is an event that helps teach Pony Club riders the skill needed to ride at a givenpace over a given distance. This skill is important for cross country riding and show jumping andcan equip riders to be employed as track riders.. Sashes to 6th in each division. (Division comprises of grade 1&2, grade 3&4. Total 2 divisions).. $25 Ascot Saddlery Voucher to top 4 times over 3 training days. Perpetual Trophy / High point award for the club with the most points gained over 3 training days

Make sure to get your members involved!!!

Leonie LangCZ Zone Rep

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