PONY CLUB ASSOCIATION OF WESTERN AUSTRALIA INC by linxiaoqin

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									                                               AGENDA
         COUNCIL MEETING OF THE PONY CLUB ASSOCIATION OF WESTERN AUSTRALIA INC,
                    TO BE HELD AT PCAWA OFFICE ON 7th SEPTEMBER 2012
                                  COMMENCING AT 7PM

MEETING OPENS:

PRESENT:

APOLOGIES:

PROXIES:

TELECONFERENCE:

MINUTES FROM COUNCIL MEETING HELD ON THE 8TH JUNE 2012
     Accepted:                     Seconded:


BUSINESS ARISING FROM THESE MINUTES:

REPORTS
1. President’s Report

It is really a pleasure to report on those events and activities which have occurred over the last quarter.
The organisation has grown in membership by around 10% and with the new process for lodging
strength returns, much better member information has been collected. This should be a much easier
process next year now that the data bases have been updated.
You will see in the Financial and discipline reports the success, of both, the recent Jumping and
Dressage Championships as well as the earlier Tetrathlon Championship, with attendance, the smooth
running of the events and the great sponsorship and support they received. These discipline
subcommittees have been able to plan and achieve their annual budgets allowing the ability to
contribute further to members and the particular disciplines. After some concern with the introduction
of this process for the management of our Championships by the sub committees it has proven at this
stage to be a great success. I know that currently both Eventing and Active Riding are also working hard
to create great Championships on budget for members. I would like to thank on behalf of all members
of PCAWA, the members of those subcommittees, who have worked so hard to come in on budget and
provide such great events and generosity of spirit as volunteers. The office staff have provided many
hours of support to subcommittees to ensure that all goes well with these events and they should also
be thanked.
State Coaching has this year also made available a large amount of funding and expertise to run
Coaching events around the State and is great to see clubs putting their hands up to participate in
further educating their members. Just recently PCAWA provided funding to send those coaches who
expressed an interest in attending the National Coaching Conference in Melbourne; all they had to do
was get to the Perth airport. Those who attended enjoyed the conference and had great opportunities
to meet with coaches from around Australia as well as discuss National coaching concerns and ideas. It
is a privilege as those who went are aware, to attend these events, however there are limited funds
available for such activity, so careful thought should be given before committing to attend, as failure to
do so once committed may lead to others not having those opportunities.
We have also had great feedback on the extra events, dressage and training days that have been run by
both Ben Verning and Jacqui Moon on behalf of PCAWA. They have brought in not only extra revenue
to PCAWA but created a lively engagement with open and unofficial riders who can also attend these
events. PCAWA in providing these days have filled a gap for equestrians who wish to compete without
pressure. The new insurance package also now provided by PCAWA thanks again to the negotiations by
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                        2
EO Ben Verning, have brought enormous benefit to our membership as well as opportunity to
associate with and service others in our equestrian community.
As well as the new benefits and activities that have been provided for members over the last 12
months, members should take responsibility to seek as many opportunities as they can to source their
own funding for activities. As you will see in both the newsletters and on the website there are many
opportunities for small and medium funding for clubs and individuals to pursue. These can cover club
facilities, volunteer training, general travel for meetings, rider training, travel to State and National
events to name a few. The information is readily available from both website and office and the
applications can usually be made simply online. It should be remembered though that many require the
notification of the application to or endorsement of PCAWA to achieve the grants. This requirement
should not be overlooked by members, clubs and Zones as it may mean the difference between
achieving the grant or not. Applicant requirements are clearly indicated on grant applications and
should be carefully followed. Regional members should be aware that there are significantly more
grants available for them and that may assist with both travel and training needs.
Work is currently being done by a dedicated group of members from around the State to review our
Constitution to ensure that we govern through best practice. It is not an easy task and requires a large
amount of time and consideration. It is hoped to bring to you suggestions for potential changes in
December that may be ratified later at the AGM. It is hoped that members will consider carefully the
work that is brought forward by this group.
I look forward to seeing many of you at the Eventing and Active Riding Championships.


Rose Pinter
President PCAWA
On behalf of the Executive

It has been suggested at previous Council meetings that the AGM being held in March creates some
issues for clubs as well as creating a late start for some sub committees. After much discussion the
Executive would like to propose that we hold the AGM and therefore the election of the Executive,
subcommittee nominees and Zone nominated Council representatives in an earlier AGM to be held in
the second week of February. While this requires some earlier preparation by clubs and Zones to
endorse nominees it is felt that it may better align PCAWA activity with governance. The suggested
timeline is stated below. It is presented as a recommendation currently in order to allow for the change
to occur in 2013, but should be discussed carefully at this meeting to ensure that it allows the best
possible opportunity to participate for all clubs.

REC 25/12 – PCAWA Executive

“The following timeline for the 2013 PCAWA Annual General Meeting, election of PCAWA Executive
and ratification of PCAWA Subcommittees is endorsed by Council.”

SUGGESTED TIMELINE FOR 2013 AGM – EXECUTIVE ELECTIONS

Call for nominations for Executive Positions              Monday 8th October
Call for nominations for PCAWA Subcommittees                      Monday 8th October
Closing date for Nominations for Executive Positions              Friday 16th November
Acceptance/Declination forms sent to Nominees             Monday 19th November
Closing date for Acceptance of Nominations                Friday 30th November
Ballots and précis sent to Clubs                                  Monday 3rd December
Treasurer membership fee recommendations                          Friday 7th December
AGM Agenda sent to Clubs                                  Friday 21st December
Closing date for receipt of Ballots or electronic ballots         Friday 8th February 6:45pm
Closing date for receipts of nominations for Subcommittees        Friday 8th February 6:45pm
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                           3
AGM, Executive Election and Ratification of Subcommittees            Friday 8th February 7pm
PCAWA State Coaching School                                          9th-10th February 2012

2. Financial Report

TREASURER’S REPORT – SEPTEMBER 2012
I would like to congratulate our Subcommittees for their efforts so far this year, producing some
impressive results when compared to last year. The figures for Tetrathlon and Dressage are not final as
there are still a couple of invoices to be paid.
Tetrathlon - $6116.00
Dressage - $7700.00
Showjumping - $7155.00 (of which $2617.00 has been spent on new equipment and $2000.00
earmarked to assist clubs in purchasing break-away cups).

The Healthways Leveraging Plan for 2012/13 has been signed and the 2011/12 grant acquitted;
therefore we will receive $4000.00 balance from last year and it is expected that we will receive
$36,000.00 for 2012 in October.

Unfortunately, DSR have changed their payment schedule, which for us means that instead of receiving
$50,000.00 in October 2012, we will only receive $25,000.00. In early 2013 we will receive our funding
for the 2013 financial year – again $25,000. Please see the below table.

           ORIGINAL AGREEMENT                                           WILL BECOME
September 2012 $50,000                               September          $25,000
                                                     2012
September 2013 $50,000                               February 2013      $25,000
September 2014 $50,000                               February 2014      $50,000
2015           New agreement              to      be 2015               New     agreement         to     be
               formulated                                               formulated.

As you will appreciate, this will have a significant impact on our budget, being already three quarters of
the way through the year before being advised of this change. As Council is aware, I work closely with
the EO conducting bi-monthly budget reviews; however DSR’s failure to provide PCAWA without
adequate notice will, I expect, leave us with a significant deficit. Please find attached the P & L to date.
(See Appendix 7) If anyone has any queries please do not hesitate to contact the EO for a further
explanation.

The Australian Charities & Not for Profit Commission reform legislation will result in more financial
reporting responsibility for the Association. As of 1st July 2012 we will be subject to the Unrelated
Business Tax on anything that does not show a clear and concise link to the Goals and Objectives in our
Constitution i.e. merchandise, book sales and events run by PCAWA. This will need to be addressed in
the review of our current constitution.

Following the change to our funding by DSR, I anticipate that it will be my recommendation to the
PCAWA Executive to present a motion at the AGM increase fees by $2 across all categories in 2013. It is
hoped that by December Council I will be able to confirm if this Motion will be presented so that Clubs
may act accordingly.

The Workers Compensation claim for wages has been finalised and we have received remuneration of
$5600.

I would like to remind clubs that the Day Insurance that they collect is to be forwarded to the office.
There are several clubs who collect this insurance and don’t pass it on.
     PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                         4

     Vicki Griffin
     Treasurer

     CORRESPONDENCE
     Inwards (For Action/Response)

No     Date           From                      Subject                                Response
                      Dept of Environment                                              Forwarded to Clubs in
1      13 June        & Conservation            Shark Bay Terrestrial Reserve          this area
2      15 June        Bendigo Bank              Term Deposit rollover                  Tabled
3      19 June        Greg Bailey               APT solutions- online database         Tabled
                                                Members who did not receive the
4      19 June        Holly Davis - EWA         Rebate                                 EO Actioned
                                                                                       Forwarded to Active
5      20 June        Greg Bailey               National Junior PPMG                   Riding
                                                Rules and Regulations Prince Phillip   Forwarded to Active
6      20 June        Greg Bailey               Mounted Games 2012                     Riding
                      Helen Cunningham -
7      21 June        DSR                       Working with Children Workshop         EO responded
8      22 June        Bendigo Bank              Term Deposit rollover                  Tabled
9      22 June        Hoofbeats                 Sponsorship & Advertising              Forwarded to Executive
                                                                                       EO responded with
10     22 June        Jessica Quick             Insurance Renewal Report               Executive input
                                                PCA/EA Operation Greenwich Gold        Promoted via website
11     22 June        Holly Davis - EWA         Competition                            and e-news
                                                PCA - EA Operation Greenwich Gold      Promoted via website
12     25 June        Pony Club Australia       competition                            and e-news
13     25 June        Pony Club Australia       ASC governance document update         Tabled
                                                DSR Augusta - Margaret River Club      Forwarded to Clubs
14     27 June        Mettam, Libby             Mentor Program                         within the Region
                                                Ministerial Response - Permits for
15     27 June        Ben Armstrong             horse riders in built up areas         EO responded
16     2 July         Plantagenet Partners      Quarterly audit report                 Tabled
17     2 July         Jessica Quick             Confirmation of Cover                  Tabled
                      Rebecca Stewart -         Facebook messages as part of the
18     2 July         Healthways                Healthway agreement                    Tabled
                                                                                       EO and RP drafted
19     3 July         Philippe, Danielle        Health Department Audit                response
20     3 July         Ben Armstrong             Thank You - ministerial response       Tabled
21     3 July         Bendigo Bank              Term Deposit Confirmation              Tabled
                      School Curriculum
22     5 July         Council                   Review of PCAWA Certificates           Forwarded to Executive
                                                Trade Mark Application - Pony Club
23     5 July         Greg Bailey               Australia Inc.                         Tabled
24     9 July         EBM                       Insurance documentation                Tabled
                                                                                       EO responded with
25     13 July        Pony Club Australia       Help with PCA Strategic Plan           President input
                                                Pony Club WA ClubTalk project
26     19 July        Katherine Burnett         introductions                          Tabled
     PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                         5
                                                   Vetsearch Application – Caitlynn
27     20 July        Metro Zone                   Dumbreck                             Tabled
                                                   Vetsearch Nomination – Rachel
28     20 July        Metro Zone                   Smith                                Tabled

29     23 July        Tina Brouwer                 Sea Container for Balkuling          Tabled
                                                   Thank you for allowing him to
30     27 July        Sean Fraser                  present at Council                   Tabled
                      Phillip Murray – Port        Request to use PCAWA Social Media
31     31 July        Hedland                      Policy                               EO responded
                                                   Audit report PCAWA May - June
32     31 July        Ron Pursey                   2012                                 Tabled
                      Denise McKellar –
                      Legal Representative         South East Regional Recreational
33     2 August       for W’garra                  Advisory Group Report (SERRAG)       Tabled
34     6 August       Tina Brouwer                 Sea Container for BHPC               Forwarded to Executive
35     7 August       Ben Armstrong                Interim AKRS’s draft                 Forwarded to Executive
36     7 August       Dominique                    Healthways concerns over Mulberry    EO negotiated and this is
                      Monteleone                   on Swan naming rights for Eventing   now acceptable
                                                   Champs
37     9 August       Helene Cunningham            Letter to Coaches re: WWC Check      Tabled
38     9 August       Ben Armstrong                Signed copy of 2011/12 AKRS’s        Placed on file
39     10 August      DSR                          Update key contact details           EO actioned
40     13 August      Dept of Environment          Yanchep and Neerabup                 Tabled
                      and Conservation             Management Plan
41     13 August      PCA                          Applications for Team                Forwarded to Sean
                                                   Manager/Coach 2013                   Corbin
42     16 August      Kylie MacPherson             2012/13 Sponsorship Leveraging       Tabled
                                                   Plan
43     17 August      WASF                         Invitation to attend launch of ANZ   Tabled
                                                   Sports Star of the Year award.
44     20 August      Shire of Murray              Letter of support for the Coolup     Tabled
                                                   Regional Equestrian Facility
45     20 August      Chris Sharpe –               Donation to PCAWA                    Tabled
                      Equestrian Landcare
46     24 August      Murray HPC         Vetsearch Nomination for Amanda Tabled
                                         Noonan
47     27 August      Helen Cunningham   WWC Workshop – Geraldton Area   Forwarded to Zone
                                                                         Secretary for promotion
48     31 August      Tina    Brouwer  – Sea Container                   Tabled
                      Balkuling

     Outwards

No        Date          From                  To                         Subject
                                                                         Smarter than Smoking Grant
1         11 June       Executive Officer     2011 Recipients            Acquittal
2         12 June       Executive Officer     Diane Bennitt              WAHC and PCAWA
                                                                         PCAWA Insurance Renewal
3         13 June       Executive Officer     'Jessica Quick'            Workbook
4         18 June       Executive Officer     PCA                        PCAWA Bank details as requested
5         19 June       Executive Officer     Martin Shaw                PCAWA and EWA
    PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                           6
                                                                     PCA/EA Dual Membership Rebate
6         19 June      Executive Officer    Eligible Candidates      Scheme

7         26 June      Executive Officer    Pony Club Australia      PCAWA Selection documents

8         27 June      Executive Officer    Hoofbeats                Sponsorship & Advertising

                                                                      Local Laws - Permits for horse riders
9         27 June      Executive Officer    Ben Armstrong            in built up areas

10        2 July       Executive Officer    Niki Gors                Supply of SeaContainer

11        7 July       Executive Officer    DSR Online               SSA Census 2012
                                                                     Smarter than Smoking grants -
12        10 July      Executive Officer    All recipients           Urgent reminder
                                                                     HEALTHWAY HEALTHY CLUB
13        11 July      Executive Officer    All Club Secretaries     SPONSORSHIPS NOW OPEN

14        23 July      Executive Officer    Tina Brouwer             Sea Container for Balkuling
                                                                     Evaluation Report - sponsorship
15        26 July      Executive Officer    Healthways               agreement
                                                                     Smarter than Smoking Acquittal
16        27 July      Executive Officer    DSR                      information
                                                                     Approval to use the PCAWA Social
17        31 July      Executive Officer    Phillip Murray           Media Policy
18        8 August     Executive Officer    Ben Armstrong            Draft AKRS’s and Gambling Policy
                                                                     input
19        8 August     Executive Officer    Tina Brouwer             Sea Container – Payment plan
20        16 August    Rose Pinter          Tommy Gliddon, Sean      Letter of Congratulations PPMG
                                            Fraser, Lauren Brewer,   Nationals
                                            Sammi Bain and Lizzie
                                            Craine
21        16 August    Executive Officer    Kylie Macpherson         Confirmation of acceptance of the
                                                                     2012/13 Sponsorship Leveraging
                                                                     Plan
    Moved:                                 Seconded:

    MATTERS ARISING FROM THE CORRESPONDENCE:

       3. PANEL, SUB-COMMITTEE & DELEGATES’ REPORTS

    3.1     Coaching Panel

    State Coaching Panel has been very active the past three months since the last Council Meeting as you
    will read below.
    Three coaches attended the National Coaching Conference in Melbourne. The conference was very
    valuable especially the networking with other states and sessions on Sports Connect, changes to the
    syllabus and “Play by the Rules” only to name a few.
    Planning is well underway for the 2013 State Coaching School which will be held back at the State
    Equestrian Centre.
    The following “Coaching the Coaches” Clinics have been held with DSR Funding:-
    Two Show jumping hosted by Avon & West Coastal Zones
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                     7
One Lungeing hosted by West Coastal Zone
Two Gear Checking hosted by Northern & West Coastal Zones
One Flat Work host by State Coaching Panel
Three Preliminary Coaching hosted by Katanning Pony Club, Northern and Swan Zones
One Level 1 Coaching hosted by South Eastern Zone
NCAS Coaching Accreditations
Level 1 -                     Emma Allin - Pinjarra
Preliminary Coaching -                Michelle Fowler – Esperance
                              Kim Bowlay – Karratha and King Bay
                              Aimee Troy – Karratha and King Bay
                              Neisha Chadwick – Gosnells
Examiners
State Coaching Panel have approved and added to the list of C Examiners - Denis Legge - Albany and
Sandi Sime – Pinjarra
B Schools
B Schools have been well attended. Three candidates have sat and passed their written papers and are
waiting to for practical examination.
C*/K
Many Zones are preparing their candidates for examination later in the year or early next year. Since
last council meeting 3 Candidates have passed their C* Certificate.

Judy Rose
Director of State Coaching Panel

REC 20/12 – State Coaching Panel

“The PCAWA State Coaching Panel recommends that PCAWA adopts the guidelines concerning holding
events in hot weather as defined by Australian Sports Medicine, as per the attached Appendix 1.”

REC 21/12 – State Coaching Panel

“The PCAWA State Coaching Panel recommends that Broome West Horse and Pony Club receive full
affiliation status following a successful second inspection.”

NOM1202 - State Coaching Panel

“The process concerning the appointment of PCAWA Visiting Commissioners and their roles are
amended as per the attached Appendix 2.”

NOM1203 - State Coaching Panel

“The PCAWA Gear Checking Manual is amended to include the recommendations of the State Coaching
Panel as per the attached Appendix 3.”

Following the March Council meeting where a Motion was put from the floor stating that the following
return as Notices of Motion at the September Council.

NOM 1205 – State Coaching Panel

“In exceptional circumstances only, permission may be sought by the Club Coach Co-ordinator for the
use of Barefoot Boots; to be forwarded to the State Coaching Panel prior to being used at a Rally only.”

NOM1206 – State Coaching Panel
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                     8

“That stirrups be accepted of metal or polymer and removable treads must be made of rubber, plastic
or the same material as the stirrup”

3.2    Dressage

MILNE FEEDS “GO FOR 2 & 5”
2012 PCAWA STATE DRESSAGE CHAMPIONSHIPS

This event was run at the State Equestrian Centre on the weekend of August 12/13.

Approximately 580 tests were ridden over the weekend judged by 21 hardworking judges and a
fantastic group of costume judges.

On Saturday the first test was ridden at 7.30am and the last one of the night finished just before
9.30pm followed by presentations. Although it was a very long day the programme ran exactly to time
and the weather was beautiful.

The Sunday programme commenced at 7am and finished at approximately 6pm with appalling weather
conditions all afternoon. Riders, parents, helpers and judges all did a great job on both days to keep
the event running smoothly.

The costumes for the freestyle and musical ride events were as always amazing and seem to reach a
higher standard each year so a huge thank you must go to all the very talented parents out there who
spend a great deal of time and effort on their creations.

In particular we would like to thank very much our wonderful sponsors without whom this event would
not be possible and it was great to have most of them in attendance to present the winners with their
prizes. It was lovely to see Mrs Plunkett in attendance to present the winners of the Plunkett Club
Teams with their rugs, ribbons and medallions.
Mr Greg Johnson from Europa Saddlery also attended on Saturday to present rugs and prizes to
winners and placegetters of all classes from the PCAWA Dressage Series held throughout the year and
kindly sponsored by Europa.

The list of our generous sponsors are as follows:
                Milne Feed and Healthway
                Class Sponsors:
                        Corden Transport
                        GLH Contracting
                        Horseland Midland
                        Aesthetic Projects
                        Kentaur
                        Lynwyn Park Stud
                        Dressage Promotions WA
                        Australian Fresian Society
                        Rural Building Company
                        Ben Verning
                        Redfotos

The Dressage Sub Committee would like to thank all the PCAWA office staff for their assistance in the
lead up to the event and I would like to thank personally the members of the sub committee who
attended the meetings and worked so hard to make the weekend a huge success – Jane Simonetti,
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                           9
Deborah Spencer, Judy Beven, Kerry Mercer, Gillian Stewart and Bronwyn Weir – they are the best
group of people to work with.

We would also like to thank and congratulate all riders for their efforts and their clubs, parents and
helpers for completing their helper duties in a very efficient manner. The vast majority of all riders, club
members and parents conducted themselves in a very professional manner and showcases what a
great organisation pony club in WA is.

Carole Tristram
Dressage Chairperson

3.3     Eventing

Our championships are getting close and preparations are underway. We are just waiting to see our
numbers for the event. With the help of our committee member Kate Baxter we have sourced several
sponsors for our event. A special Thank you to Kate for the effort she has made.
The committee has agreed to align our Cross Country Jump Dimensions with The EA dimensions this
avoids any confusion and gives consistency.

Raelene Birch
Eventing Chairperson

3.4 Active Riding

Since the last council meeting the Active Riding Subcommittee has been busy working with clubs to
arrange prelims and training days. Most Prelims besides the Marsden Cup and the latest one at Avon
Valley have been poorly attended with lack the competition needed to give new and seasoned riders a
feel for what a PPMG competition is really like. As a result, this format has proved not to be cost
effective with low numbers of participants. This is further enhanced with the added cost of having a
first aid post present at these events.

 The committee is thinking of working towards going back to the 2011 format in 2013 as well as
developing a format to ensure that the qualifier is a more streamlined event. The committee wants to
fine tune a way to hold at least 3 prelim events then a qualifier through to a semi final and the final
which may or may not be at the Royal Show. The timing and location of the final has still to be decided
as we need to ensure the best possible timing of events that also fit in with the Pony Club Nationals
being held in WA.

This year Active Riding Subcommittee has found that we have to fund a lot more costs than we were
aware of e.g. coach and chaperone tickets and accommodation for nationals. Therefore next year we
may have to raise fees to help raise the funds needed. Any company or person willing to help out with
sponsorship for the 2013 season please contact the Active Riding Subcommittee.

Active Riding has again been asked to run some Active Riding Demonstrations on 3 nights at the Royal
Show. An Eblast has already been sent out asking for EOI s. Riders who are going to Beverley will have
preference but it will be open to all Pony Club members willing to make the effort and who have games
experience.
On Tuesday and Wednesday, we will run Novelties - Western Bending, Mug Race, Barrel Race.
Friday night will be a PPMG demo. Five Flag, Hi Lo, Ball and Bucket, 3 Mug, Team Bending, Bottle Race.

Active Riding and the Nationals Task Force have been working on the format for the National games to
be held in WA in 2013. Areas to be finalised include team selections, scorers, fundraising and gear for
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                         10
the games. At this stage we will have 3 days of competition to encourage riders to make the big trip
with their horses from the east.

Games for Nationals will be;
Ball & Bucket
Ball & Cone
Balloon Bursting
Bottle
Canadian
Daily Mail
Five flag
Five Mug
Hilo
Litter
Old sock
Pony Club race
Pony Club pole race
Pony Express
Pyramid
Rope
Stepping Stones
Stick pegging
Sword
Tack shop race
Team Bending
3 mug
2 flag
Tyre race
Windsor castle
And possibly, Ball & Racquet, Wizards castle.

Final selections will be before the 27th of July. The riders will be selected using the old method with the
selectors observing and introducing a new method of timing and record keeping in and out of Pony
Club.

I would like to thank Dan Foster and Jaq Dahlstrom for all the hard work with the junior PPMG squad
and the Nationals Team. At the time of Council Meeting, the team will be in Adelaide anxiously
awaiting their big day of Competition on Saturday the 8 th of September. We wish them the best of luck
and know they will do us proud whatever the final result.

A big thanks to Sean Corbin for Coaching Stewarding and making all the gear for the games and keeping
the trailer serviceable. Without people like him involved in the Pony Club movement it would not be
possible to maintain such a high standard of games gear.

The Active Riding Subcommittee would like Council to ratify the following games and novelties for the
2013 State PPMG Competition:
PPMG for 2013
Rope
Bending
Litter
Five flag
Three mug
Five cone
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                     11
Ball and bucket
Stepping stones
Canadian
Postman's chase
Pyramid
Ball and cone
the spares are 5 mug and tyre.

Novelties for 2013;
Western bending
Barrel
Pony Club Mount
Bonfield bounce
Three Mug
One flag

The Executive has informed AR that games trailer can not be away from shed for than 48 hours as it will
not be covered by insurance.
Being more flexible would allow maintenance and organising to be more convenient for stewards and
organisers. We would like the following motion to go to council for consideration.

Notice of Motion
NOM1204 – Active Riding Subcommittee

 “Active Riding Subcommittee requests PCAWA investigate that the Insurance Policy be extended to
cover the games trailer when it is at alternative locations to be managed by the Active Riding
Subcommittee. This will enable it to be kept at stewards/event organisers properties at required times.
Active Riding Subcommittee will purchase a locking mechanism to give added insurance.”

Meanwhile the Active Riding subcommittee are very busy making final preparations for the Beverley
Novelties Championships and PPMG Semi finals. Entries have closed for Novelties and closed for PPMG
on the 5th of September.

On a lighter note it was fantastic to see at the recent Prelim event held at Northam there were 8
cousins riding at the event. These children belonged to sisters Liz Read from Avon Valley (2), Marion
Seymour from Central Midlands (3) and Sarah Weise from Narrogin (3). In addition the 4 th sister Fran
and proud grandparents travelled to Northam from Perth to watch this spectacle which would have to
nearly be a record for number of cousins riding at one event. After the event the family took up the
whole verandah area outside the Avon Valley Clubhouse to have lunch and catch up. They were also
joined by the other 2 grandchildren who were not riding on the day and husbands. It just goes to show
that PPMG is great for bringing families together doing the sport they love in a safe and happy
environment.

Marc Fraser
Active Riding Chairperson

3.6 Tetrathlon

The 2012 State Tetrathlon was held over the weekend of the 31st of March/1st of April. This was third
and final year of the State Tetrathlon being hosted by Avon Valley Pony Club. The Tetrathlon
Committee would like to thank Avon Valley Pony Club for all of their hard work and dedication in
organising and running this event successfully for the past three years. The Committee also would like
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                    12
to welcome Log Fence Pony Club as the new host Club for the State Tetrathlon for the next three
years, we look forward to an equally successful partnership for the running of this event.

This year has also seen the Tetrathlon ruling amendment, motion put forward to council, to implement
a need for a ridden Cross Country Qualifier for all entrants wishing to compete in future State
Tetrathlons.

The Committee has had feedback from a few Pony Clubs wishing to run some Tetrathlon events in the
lead up to the final State Tetrathlon which will be held over the weekend of the 6 th and 7th of April
2013. This is great news to hear and these Clubs being, Avon Valley, Gidgegannup and Narrogin Pony
Clubs, should and need to be encouraged, as these can be used as qualifiers and valuable training to
the lead up to the State Tetrathlon Championships. As soon as these clubs have decided on final dates
for the running of their events they will be notified of through PCAWAs’ newsletters.

In 2013 the Nationals will be hosted by PCAWA and competitors will be invited to compete in an
invitational Tetrathlon at this event. We are hoping to encourage as many competitors as possible to
compete, the preliminary timetable for this event is, Running on the 25 th, Shooting on the 26th,
Swimming on the 27th and Riding on Sunday the 29th of September 2013.

The Tetrathlon Committee would also like to sincerely thank our sponsors:

               PROFORM PRODUCTS
               SOLARGAIN
               THE MIDLAND TIMBER CO
               SHIRE OF NORTHAM
               WATER CORPORATION
               DEPT OF SPORT AND RECREATION
               ‘GO FOR 2 & 5’
               BIO JOHN
               VINTAGE VALLEY EMBROIDERY

We would also like to acknowledge the following people for their enormous efforts over the past years
as leaving Tetrathlon Committee members, event organisers and stewards:

               Maxine Clarke
               Angela Herzer
               Erin Baker
               Graham Scott

Grant Gaasdalen
Tetrathlon Chairperson

3.7 Show Jumping

After the last show jumping meeting there were a number of items that we have decided upon, they
are as follows:-
    1. The show jumping subcommittee, with the profit from the championships, has purchased some
        new jumps, poles and jump fill to the value of around $2,600.00.
        It was agreed that some of the fill and jumps we have are looking used and old and with the
        Nationals coming up, we thought it was a good opportunity to up date the equipment.
    2. The committee has allotted $2,000.00 towards the purchase of breakaway cups and strips for
        clubs who are not financial and can’t purchase their own. If clubs wish us to buy the cups and
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                  13
      strips for their jumping equipment they must forward a financial statement showing their
      inability to purchase the items themselves.
   3. The committee will hold a show jumping day about March next year to raise money for the
      show jumping nationals and we would hope to include a zone run off event at the same time for
      clubs or riders who would like to participate.

It was very disappointing to the committee to be informed that some of our equipment has been stolen
from the shed. I know the shed was locked after the show jumping champs so I think other uses of the
shed/equipment need to be reminded of the importance of making sure everything is locked up before
they leave. I would like the fact that equipment has been stolen to be advised to members either in an
email blast or news letter so everyone knows there are some people out there doing the wrong thing,
and the fact that Swan Valley had wings stolen a few months before makes me think that they are
probably the same people responsible for both break-ins.

The advertisement of the breakaway cups and metal stripping will be advertised shortly through the
office and we hope to have all orders in towards the end of the year so that a bulk order can be placed .
We are opening the orders up to anyone, clubs or individuals, as the bigger the order the cheaper
everything will be.

Lastly, it was great to see so many riders/parents sending in positive reports on the Show Jumping
Championships and riders sending in their thank you letters for sponsors. It helps with gaining sponsors
for next year. The subcommittee worked extremely hard to ensure every class at the Championships
was sponsored but in doing so it seems we may have created a ‘monster’, as some parents especially
were more interested in the prizes rather than their child riding well or having fun. One letter that did
come in from Denise Legge from a Great Southern Zone meeting was a complaint about the prizes. I am
sorry but this made me very cross. To complain about the bags of chaff and bales of hay being not
suitable for country riders, is in my opinion, quite rude. All but 3 of these prizes were collected (these
parents advised they grew their own feed), so I do not think that the country riders where too
inconvenienced. We should be grateful to our sponsors for donating their goods and in no way should
anyone have the hide to complain about what they receive

Debra Walker
Chairperson

3.8 Development Squad
A development training day was held at the Parkerville Equestrian Centre on the 1 st of September. 31
riders expressed an interest in attending with only 15 attending on the day. The disciplines of Dressage,
Jumping, Eventing and Games were catered for with four coaches, a dressage judge and fitness trainer.
The groups kept were small to allow the best possible opportunities for coaching. All rider costs are
kept to a minimum with a budget in place to cover cost. A good day was had by all and we look forward
to a further training day in October.

Lou Collins
Development Squad Chairperson

3.9 Policies

REC22/12 – PCAWA EXECUTIVE

“The PCAWA Executive recommends to Council that the updated PCAWA Health Policy is adopted. –
See Appendix 4”

REC23/12 – PCAWA EXECUTIVE
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                      14

“As per the June Council Directive, the PCAWA Executive recommends to Council that the PCAWA
Gambling Policy as drafted is adopted – See Appendix 5”

REC24/12 – PCAWA EXECUTIVE

“The PCAWA Executive recommends to Council that the PCAWA Regional Development Policy as
drafted as adopted – See Appendix 6”

3.10 Office Report

PCAWA Website - I have created a new grants and funding page so PCAWA members have a central
resource centre for this. We constantly hear in the Office that people were unaware that there was
funding available for certain projects or schemes. All grant information is placed on the weekly
newsletter, on Facebook and also on the PCAWA website. Some clubs have had fantastic success in
obtaining grants, and the model that seems to be working well is to appoint someone as the Clubs’
funding Officer.

Office Revenue and Expenditure– The efforts of the team in the Office (Jacqui, Trudi and Mags) to
reduce expenditure and increase revenue is to be noted. Their co-operation and energy has been
exemplary. Jacqui has been instrumental to the success of the PCAWA Office run events to raise
revenue for the Association. Without Jacqui’s commitment to running these events we could not have
raised the revenue they have. We have received so many positive comments about these events and
have called for feedback for 2013 if we chose to run them. The PCAWA Branded merchandise is selling
well and a new order has just arrived ready for the PPMG and Novelties at Beverley and the State
Eventing at Gidgegannup.

Work experience students – There are currently two work experience students in the Office. They work
each Tuesday and carry out basic administrative tasks.

Newsletter- a reminder, please that if you wish for items to be included to please forward by Tuesday
evening each week.

Payment of Invoices – Invoices that have been issued to PCAWA require the joint approval of the
Treasurer and the EO. Vicki travels to the Office on Wednesday’s most weeks to meet and approve
these. Payments are then set up on a Thursday. PCAWA has a daily payment limit of $5000 so in some
instances, ie payment of BAS or other large accounts, the payment can take several days before we are
able to action any other payments. Please bear the above process in mind when presenting urgent
invoices and requesting immediate payment.

Staff Leave – Ben is out of the Office 20-21 September to attend the EA National Showjumping
Championships. Ben is also out of the Office from 28 September – 4th October for the Perth Royal
Show. Jacqui is out of the Office on 28 September and 4-5th October for the Perth Royal. Trudi will be
out of the office for the entire week of 1 st-5th October due to Perth Royal show commitments. The
Office will be manned at all times during this week, however if you request/query is not urgent please
send an email and it will be addressed as quickly as possible. The Office staff appreciates your co-
operation with this.

Disrespect shown towards Office staff - It is extremely disappointing and frustrating that once again in
a Council report this issue is required to be raised. Whilst the PCAWA Office staff understands that we
work for the Association and therefore the members, this DOES NOT afford members the right to
verbally abuse members of staff for carrying out the duties as directed. If a member of staff called a
member a “mongrel” or a “pompous git” or even a “bitch” as we have been termed we would risk
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                         15
losing our jobs. On behalf of the Office staff we request that the PCAWA Council Delegates inform
their Clubs that this is unacceptable and should not be tolerated.

Ben Verning
Executive Officer

3.11 DSR & HEALTHWAYS

PCAWA has a new consultant at the Department of Sport and Recreation, Ben Armstrong. Ben comes
from the Club Development Officer role at Gosnells and some of you may know him from this role.
2011/12 Grant acquittal has been submitted and the AKRS’s have been signed off. We are now waiting
on the OSP funding of $25,000. Due to the change in payment schedule of grant funding by DSR,
interim AKRS’s have been drafted for the period 1 July – 31 December 2012. Following the
formalisation and adoption of the PCAWA 2013-15 Strategic Plan at December Council, the PCAWA EO
will meet with DSR to prepare AKRS’s for the 2013 year and acquit the 2012 Interim AKRS’s. Once this
has been done, we will receive OSP funding of $25,000.

The PCAWA Office has been working very closely with our new consultant at Healthways, Kylie
Macpherson to rebuild our relationship. The 2011/12 Sponsorship Evaluation report has been prepared
and submitted and the 2012/13 Sponsorship Leveraging Plan has been agreed. PCAWA should shortly
receive the $4000 from 2011/12 sponsorship that is retained pending an accepted Evaluation report
being submitted. 2012/13 Funding, $36,000 should be received soon also.

3.12 Pony Club Australia (PCA)
I attended a meeting of the National PCA delegates held in Melbourne in conjunction with the National
Coaching Conference, to discuss Governance with a representative of the ASC (Australian Sports
Commission), hear briefings from several data base providers and an update from EA re the Go Gallop
programme.

It was a very productive meeting and workshop with a number of outcomes. PCA are currently looking
to put out a tender for a National data base which could be used by all states from club member to
National body level. This would be a one stop shop which would have secure sites for all level of users
allowing for membership data collection, online registration, event management and the like. A tender
document will be developed shortly with more information available at the November meeting in
Adelaide.

The delegates also agreed on a number of governance principles which it was thought would merit
further discussion and development. These included support for considering an Independent Board,
that is a board which is still consisting of those who belong to or have an association with Pony Club but
who do not represent a particular State or Discipline. A board of this kind would be required to
consider the best interests of all of Pony Club as whole. This would require the further implementation
of National standard such as has been achieved through the standardisation and acceptance of
National Rules for all disciplines and the National Coaching curriculum. It is now also hoped to develop
National gear checking rules. Other governance issues such as an appointed Chair rather than an
elected President, no casting vote but a requirement for consensus or a clear voting outcome were
supported for further discussion. These and other considerations in line with governance best practice
guidelines will be workshopped also at the November meeting.

The Go Gallop programme is moving along quite rapidly now with the curriculum, having been
developed jointly by PCA and EA National. It will present the opportunity for entry level activity for 5-12
years old children without horses through primary school with unmounted activity and through riding
schools and Pony Clubs for the ridden components. The programme will provide opportunity for Pony
Clubs to run the programme using accredited PC coaches for a fee per rider with insurance being
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                     16
covered through EA National Insurance. Both riding schools and Pony Clubs will have to go through
an accreditation process to run the eight week programme but it will provide clubs who decide to
participate with a significant income generated by the riders who attend. It is then hoped that the
participants would feed into the Pony Clubs from both the participating riding schools and clubs. It is
hoped the programme will be launched this September and also at Equitana, with the programme up
and running by 2013. This initiative is part of the Ponies to Podium programme developed through
collaboration between PCA and EA National.

Rose Pinter
PCA Delegate

3.13 Nationals Organisational Taskforce
Meetings continue to be held to develop the programme of events and event schedule for presentation
to PCA in November. We are currently seeking sponsors both major and minor, so if there are any
members who have contacts or sponsors at your club events who may be interested in sponsoring the
Nationals in 2013 please direct them to the office or let the EO know who he should contact to discuss
details.

We have also had meetings with EWA to work in cooperation with the Interschools event which is
being held immediately after our event. There is a great spirit of cooperation between the two
organizations to ensure that both events run well and riders from the other states are encouraged to
participate in both events.

Further details regarding selection of National Training Squads will be placed on the website so please
make sure your riders are kept informed. Any interested member should keeping a performance diary
to ensure they have the best possible opportunity to apply and participate.

Rose Pinter
Nationals Chairperson

3.14 Riders Advisory Panel

The Riders Advisory Panel (RAP) has had two very exciting meetings to begin this new group. All of the
riders are very passionate about their own Pony Clubs and the future of Pony Club in Western Australia.
Coming together is providing a great environment for the RAP members to discuss many different
topics that arise at Pony Club and Pony Club Competitions across the state. I would like to extend my
thanks to the members that are giving some time back to the Pony Club movement.

The members are as follows; Jessie Lee Dixon (Balkuling), Caitlyn Dumbreck (Riverside), Emma Lawrie
(Gidgegannup), Natasha Williams (Riverside Park), Millie Patton (Gidgegannup), Morgan Ware
(Kellerberrin), Vivian Pinter (Eastern Hills), Leah Annesley (Riverside Park), Rachel Smith (Riverside
Park), Samantha McLeod (Darling Range) and Rebecca Claxton (South Midlands), and we work closely
with Ben Verning and Trudi Hall.

At our first meeting we elected Jessie Dixon as Chairperson and Emma Lawrie and Caitlyn Dumbreck as
Vice Chairpersons. We also discussed some of the challenges of keeping the older riders involved with
Pony Club, resulting in some great ideas.

At our second meeting we have discussed the purpose of the RAP and we have put forward the idea of
hosting an Awards Evening at the beginning of next year taking the opportunity to award some of our
most valuable Pony Club members from across the state. We hope that this event will be a great
success. The group is already busily planning fundraising events to help make this event a memorable
occasion.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                             17

 Members of the RAP worked at the recent WASJA show as a fundraiser. This generated $350. The
sausage sizzle at the State Dressage Championships was not that well supported but we understand
that this may not have been the best timing due to people putting finishing touches to Costumes or
plaiting for the Championships.

I look forward to working the RAP members over the coming year.

Jessie Dixon
RAP Chairperson

4.       ZONE REPORTS

4.1      AVON ZONE

     South Midlands Pony Club - South Midlands Pony Club currently has 32 riding members, including
     five boys! We were kept very busy throughout June and July with many Club and Zone events. On
     June 4th the club hosted the Zone Coaching School with Phillipa Collier focusing on showjumping.
     The school was very practical and informative and was thoroughly enjoyed by all who attended. The
     following weekend we hosted the Zone Prince Phillip Mounted Games and Novelties Preliminary
     event. Unfortunately, due to very inclement weather, the novelties were rescheduled and kindly
     held by Avon Valley at their Gymkhana the following weekend.
     Many of our riders attended the Avon Zone Camp held over three days in the school holidays. The
     camp was absolutely fantastic and saw the riders participate in various activities including
     Polocrosse and Trick Riding! Everyone who attended had a great time and the weather was kind to
     us (after two years of very wet camps!). A big thanks to Tracy Talbot who continues to organise the
     Zone Camp every year providing our riders with a fantastic opportunity to engage with other clubs in
     the Zone and focus on improving riding and horsemastership skills. We had two riders attend the
     State Dressage Championships – well done to Paige and Brooke Sakich who represented our club so
     well at the Championships.
     Our next rally will be held at Brookleigh making use of the indoor arena and the cross country
     course. The idea to hold a rally at Brookleigh emerged from a rider survey that was conducted
     earlier this year to gauge the rider’s interest in participating in a range of different activities at the
     club. We hope that all of our members will benefit from being able to ride in the indoor arena and
     out on the cross-country course. We are currently preparing some of our older riders for their C
     Certificate and we continue to encourage all of our riders to actively work towards achieving their
     next certificate.

     Toodyay Pony Club - Since the last Zone meeting we have had two rallies – one on the 27th May and
     the second on the 24th June. We are still low in numbers and unfortunately have not been able to
     attract any new members; however the days have gone well and appear to have been thoroughly
     enjoyed by all attendees.
     A busy bee was held on Saturday 9th June to make sure that the grounds were ready for an unofficial
     gymkhana that was being run as a fundraiser the next day, Sunday the 10 th June. Unfortunately it
     decided to rain but did not keep the entries down. We had in excess of 50 entries and it turned out
     to be a very successful fundraiser, with good sponsorship, and lots of fun being had by all.
     A Pony Club committee meeting was held on Saturday 16th June at 2.30 pm.
     Committee and general members spent all day, every day, from 8th July to 14th July completing final
     preparations for the Zone ODE on Sunday 15th July. An enormous amount of time had already been
     spent prior to this preparing the grounds and jumps. Rain was had overnight, however the day itself
     turned out fine. We had 78 riders in total, being made up of 43 PCAWA riders (Some from our zone
     and some from other zones), and 35 non Pony Club riders. The day appeared to run quite smoothly.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                   18
   During the day the new ODE course was officially opened with a commemorative plaque being
   dedicated to Neville Westlund for his untiring work in helping the Club develop the course.
   On the 4th of August we ran pony rides at the Avon Descent as a fundraiser. Luckily the weather
   held out for most of the day and we finished up raising more than $1000.
   We have to constantly fundraise as we are required to pay a $3000 grounds hire fee to the Toodyay
   Race Club for the year. We intend holding another fundraiser in Gidgegannup at the end of
   September by running the canteen at a horse event being held at the Pony Club grounds.
   Our next rally is to be held this Sunday 26th August.

   Avon Valley Show Jumping and Pony Club – Avon Valley has had 4 rallies since the last zone
   meeting. 3rd June saw 28 riders including 6 boys. 1st July saw 23 riders including 3 boys. 29th July
   saw 23 riders including 2 boys. 1st August was a rally that we ran for our riders that could not make
   the rally changed to the 29th.
   It has been a busy time at Avon Valley. We went to the show jumping Championships and the Avon
   Zone team of Louise and Sea Fraser in a composite team with Emily Early won the zone 105.
   The Coaching School was very enjoyable for all that attended. Avon had around 6 people attend and
   some demonstration riders that also enjoyed the experience. All came back with ideas and skills to
   try at the club. Thanks to Tracy for making it happen.
   We have 1 rider that attends the B schools when they are being held and is improving all the time.
   The Avon Active Riding Prelim and Runoffs was an interesting day with huge winds and rain. We
   completed the games and were lucky to be in the car when the rain really came down. The Novelty
   Runoffs were held at the Avon Valley Gymkhana.
   Avon sent 3 teams to the Marsden Cup. It was a great day but finished a bit late for those trying to
   do novelty runoffs under car lights.
   We had our Gymkhana on the 24th of June which was extra busy with the State PPMG squad having
   training and Reselections for the Selections the next week. Avon riders attended this day and Sean
   Fraser was selected from Avon. The rest of the team is Sammy Bain, Tommy Gliddon, Lauren Brewer
   and Lizzie Craine with Casey Booth as the reserve.
   At the rally we did 4 D certificates with Annika Weibel, Alix Kennedy, Abbey Jacoby and Avelyn
   Cooke. The riders really knew their syllabus.
   The Avon Zone Dressage was held in the morning and only Louise Fraser got the score to qualify for
   the Championships. Unfortunately the dressage committee does not want to do composite teams.
   Avon hosted the Zone Camp which was a great 3 days. Thanks again to Tracy for a great job.
   We also has riders compete successfully at Avon Zone One Day Event and at Kellerberrin.

   Beverley Horse and Pony Club - The last three months have been rather busy.
   At our June rally after lunchtime all members and their parents take part in hands on lecture about
   sand. It was very interesting to learn that horses have had to deal with ingesting sand for many
   millennia as they have evolved from plant eaters to grass eaters. Domestication has reduced the
   distance that horses travel each day and resulted in them retaining more sand in their caecum.
   Members had a chance to listen to Seka’s stomach sounds so that they had a better idea of what
   they should be listening for. We also did a couple of poo inspections to show some ways to check for
   sand passing through.
   July rally saw riders able to have lessons two days in a row which was very beneficial for those who
   took up the opportunity. After lunch riders went on a field trip to visit some rescue horses and learn
   more about how to assess the body condition of any horse. This included how feed quality verses
   quantity can affect the horses’ weight gain or loss. This is especially applicable this year with the rain
   damaged hay having less nutritional value than normal.
   We had two riders attend the Zone PPMG Prelim event at South Midlands. Unfortunately with the
   weather causing the novelties to be cancelled and a rider breaking her arm we only had one rider
   able to attend the rescheduled novelties at Avon Valley.
   Tealah Hawke attended the Zone Camp and had a great time. Thank you to Tracy for the hard work
   that is put into the organising & running of the camp.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                       19
   We had several riders out & about attending the Avon Valley Gymkhana, York Horsemans and one
   rider attended her first endurance rider with a successful completion.
   I went to the Zone ODE at Toodyay with Annette and must congratulate them on the fantastic day.
   From everything I saw and heard it was very well run.
   We had a number of our members ride at the Beverley show and they all had a great time taking
   part in various Hacking, Showjumping, Novelties and In-hand events.
   We had a rider recently attend as a visiting pony clubber. It was frustrating that despite the family
   being told that their Coach Coordinator needed to contact us for it to be a qualifying rally it never
   happened. After lunch the rider came along and said that she now needed to qualify her other horse
   which the Coach coordinator had no idea was being brought along.
   This highlights to me the inadequacies of the new membership’s cards; they are not really much use
   except as proof of membership. With the old cards there was a record when they attended a rally,
   visited another club, attended a state team training day and who they rode signed physically signed
   by the coach, now it depends entirely on honesty.
   Our club is now preparing themselves for hosting the Active Riding Championships. With less people
   riding there will be more members available for the canteen which can only be a good thing for the
   club.
   We are also looking forward to a joint ride with York to celebrate the 50 th Anniversary of Gilgering
   Pony Club which will be happening in October.

   Tess Hawke
   Secretary Avon Zone

4.2    CENTRAL ZONE

No report received

4.3    EASTERN ZONE

KELLERBERRIN RIDING AND PONY CLUB
QUARTERLY REPORT
June – Aug

Our club continues to have very good numbers at rallies. June, July and August rallies have been well
attended and mostly the weather has looked after us.

Great to have 3 riders represent us at the State Show Jumping Championships and well done on your
efforts during the weekend.

Well done to members who travelled over to Bonnie Rock to participate in the Mini ODE held there –
wonderful to be able to experience a cross country course in a safe and secure environment.

July saw all hands on deck as we prepared for the Zone Horse Trials held here in Kellerberrin. The input
from club members was extraordinary and as a result the course and grounds looked fantastic for the
weekend. We hosted approximately 150 competitors – the biggest numbers we have ever run with
and the event ran very smoothly.

It is so wonderful to receive feedback from other clubs who have noticed how willingly our club
members jump in and help out. I am very proud that we have fostered such a great volunteering
culture within our club and I thank all those members (particularly those not competing over the
weekend) who were happy to jump in and give a hand where required.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                         20
Our club had one rider represent us at the State Dressage Championships, well done to Morgan and
hopefully we will see several others join in next year and maybe even get a team.

Looking forward we have the Kellerberrin Agricultural Show at which the Kellerberrin Riding and Pony
Club will celebrate our 50th Anniversary with a display and reunion function. If you know of anyone
who has been involved in our club over the years please encourage them to contact us and join in the
fun!

Pixie O’Neill
Coach Co-Ordinator
Kellerberrin Riding and Pony Club




 Since our last Zone Meeting, Bruce Rock Pony Club has played host to the first Gymkhana in the Zone’s
tri-series. The weekend began with a rally on the Saturday which was well attended by not only Bruce
Rock members, but also Kellerberrin and Beverley. The weekend culminated in a very successful
Gymkhana on the Sunday and we would like to congratulate all riders on both the skill and
sportsmanship shown on the day.
                                               Since then we have had a number of our members
                                               travelling to compete in the Bonnie Rock mini ODE, the
                                               Golden Nugget ODE in Kalgoorlie and of course the
                                               Eastern Zone ODE in Kellerberrin. All of our riders
                                               enjoyed their experiences immensely at each of these
                                               events.

                                                  The other major news from Bruce Rock has been the
                                                  reforming of the Bruce Rock Polo-Crosse Club who will
                                                  be sharing the Equestrian Park facilities with us. This
                                                  may provide us with a future rally focus for any of our
                                                  riders who would like to learn a bit more about this
exciting sport.
Finally we are all looking forward to the Kellerberrin Gymkhana which is rapidly approaching.

Bonnie Rock Riding and Pony Club Report
May to August 2012

We have held 5 rallies this quarter with an average of 12 riders per rally; one rally included a trail ride
with all riders doing either 5 or 8 kilometres.
Our annual encouragement ODE was held on 24 June with 33 entries, a special thanks to Rose Bowen
for travelling to our club to judge the showjumping and assist with the scoring. Thank you to Suzi
Sprigg for organising the event. It was great to have riders from Kellerberrin and Bruce Rock riding.
On the 3rd and 4th of August Suzi Sprigg arranged for Olympic medallist Sonja Johnson to run an
eventing clinic at Bonnie Rock, the clinic was well attended and thoroughly enjoyed – than you to Suzi
and Sonja.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                       21
We have a few more rallies planned for 2012 with our windup on the 27 th October. We have 3 riders
working towards their C Certificate which I think they would like to sit next year. We also have 4 riders
working towards their D* and many working towards their D Certificate.

4.4    GREAT SOUTHERN ZONE

GREAT SOUTHERN ZONE
Our relationship with DS&R seems in good shape. We deliver what we promise and another
Organisational Development grant for $5K has been lodged. This is really good news as finances only
seem to get tighter at State level. Denmark Riding and Pony Club have, apparently on the advice of the
Head Office, decided not to loan out their 10 pairs of jump wings and dressage arena whilst the club is
in recess. I am now part of 10 person ASC Mentoring Team for Coaches in the Region. A very successful
Coaching Workshop was held in August with 17 delegates and 6 demo riders from 4 Pony Clubs.
Denise Legge - Zone President and Zone Rep

ALBANY PONY CLUB
Albany’s members and committee members have had a busy few months with solid attendances at
rallies. Our riders have represented the club at both local and state events over the past few months.
In May we held our encouragement Show jump day with good numbers and positive feed back. In June
we held a breed show and congratulate our organisers who were first timers at organising an event.
Our ODE was in July which ran well with a number of new jumps although numbers were down on
average.
Unfortunately our Hack day was cancelled this month due to lack of entries and a clash of dates with
the AEC. This event has been rescheduled for September 23.
September 16 is our Teams challenge show jumping day which will wind up our year’s events.
Next year is the 25th anniversary of Albany Pony Club and planning is underway to promote this
milestone.
Kim Ovens – Treasurer

KATANNING & DISTRICTS PONY CLUB
Rally attendance at Katanning has been consistent since our last meeting. We rallied in June following
the wonderful Carrolup Endurance Competition, hosted by our sister club, the Katanning Equestrian
Association. July saw us rally with Kojonup Pony Club for their MGA training, which was a fantastic
experience for all members. Members represented the club at the Zone Games day, held by
Plantagenet Pony Club. Our thanks much be extended to them for the tremendous effort they made to
have their grounds ready for a major competition following the June storm. August saw us rallying
again at our home grounds.
Thankfully, major damage during the storm was minimal to buildings and structures on the club
grounds. A great deal of work in clearing away fallen trees was carried out by our Rally Coordinator and
her family; however much remains to be done. In addition to this work, the termite infestation of the
cross country course has caused grave concerns amongst members and friends of the club. A small
Community Grant has been allocated by the Shire of Katanning, which will allow us to begin, but in no
way finish, preserving this asset important both to the Club and the wider equestrian community of
Western Australia. A special sub-committee has been proposed to deal with this issue.
In the latter half of 2012 (where has the year gone????), the Club intends to conduct examinations for
well over half of our riding membership. We will also address our aged constitution, making changes
vital to the future growth and prosperity of this wonderfully endowed organisation.
We thank the Zone for its continuing support of Katanning and Districts Pony Club. In particular, the
tireless efforts and advocacy of Mrs D Legge are greatly appreciated. Long may she fly the flag for the
very unique Great Southern Zone.
Janine Daniel – President

KING RIVER PONY CLUB
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                        22
King River Pony Club has had another busy three months since the last zone meeting. We have had
good attendance at our rallies and riders working hard on their skills.
In the July holidays King River held a C camp for 8 riders working towards their certificate. They worked
through various aspects of the C Book and also managed to have loads of fun at the same time.
The West Plantagenet Show Jump & Games Day was attended by some of our members and all
reported what a fantastic day they had. Well done West Plan great organizing and lots of fun.
State Dressage was attended recently by 6 King River riders.      Together with the 2 riders from Albany
Pony Club everyone had a great time, worked hard and I think every rider from Albany came home with
at least one ribbon.      Much to their delight the Zone Team placed 3rd.
Unfortunately we have had to cancel our ODE in November due to the difficulty of getting a steward
and a lack of helpers.
Deb Korn, Debbie Bell - King River Pony Club Zone Representatives

KOJONUP PONY CLUB
June rally
Due to a lack of numbers, I cancelled all instructors that were booked for the June rally, and decided it
would be fun to have a picnic and ride at the Trezise’ property instead. Dawn still came and gave the
Stars a couple of lessons in the morning, while Tim practiced some basic horsemanship with the older
riders.
After morning tea we set out to move a mob of sheep for the neighbours (those sheep didn’t stand a
chance), collect some field mushrooms from a secret location and then met up with a few parents who
had set up the picnic area beside a stream.
We tied the horses to trees and had a delicious lunch, a kick of the footy and then back on the horses
for an explore of the farm. I gave the riders tasks to do on their horses that were pretty challenging for
some, and then after a long and fabulous ride we headed back to the house.
It was voted the best rally of the year.
July rally
I opened this rally to the Zone as I had organised Dan Foster, games extraordinaire, to come to Kojonup
and teach the finer points of the games.
He was brilliant!
We had a few riders from Albany, King River and Katanning Pony Clubs which was fantastic. All up
about 30 riders enjoyed the day, and quite a few parents learnt a thing or two as well.
August rally
Mounted Games Australia came to Kojonup!
These games are similar to the Pony Club Prince Phillip Games, but any age rider can compete.
Unfortunately they were very poorly attended, with only one other family from the Zone joining a
handful of Kojonup riders. We had fun though! The MGA riders enjoyed a great weekend at Wandecla,
and the few Pony Club riders that competed displayed great sportsmanship, and showed off their
newly acquired games skills.
September rally
I have organised a massive weekend of polocrosse for all Pony Club members. This weekend is running
alongside the Polocrosse State junior coaching clinic, and so we have access to some of the best
coaches in the State, including three interstate coaches.
Those attending will have lessons on horsemanship, presentation and protection of the sport horse,
nutrition and horse care by an Equine Vet, racquet skills both on and off the horse, and then polocrosse
games skills.
Even though this has been widely advertised, I have only twelve Pony Club riders attending.
Ros Trezise – President

MT MANYPEAKS PRESIDENT’S REPORT - August 2012
Mt Manypeaks Horse and Pony Club has had a quiet couple of months. We have had 2 new members
join and another 2 looking at joining next rally.
Rebecca Blyth – President
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                     23

WEST PLANTAGENET
Following our last meeting I can report on a busy time at WWPC.
State Showjumping :
The following WWPC riders went to state showjumping, Milly Sexton riding Adventures Odyssey,
Edwina Squire riding Forrest and Twiggy and Isabel Barbour riding Pocket Money. Milly and Edwina
were representing the zone in the 1.05 class and were thrilled with 3rd place in perhaps the strongest
field in this height for some time. Thanks to Tom Burke for his contribution and good will. Both girls
placed in club events over the weekend. For Isabel this was her first experience at this level and rode
with great skill and professionalism, a wonderful learning for both her and her parents. A fun weekend
for all. P.S. The new zone uniforms looked fantastic.
The following month was scheduled for the zone games and jumping day but mother nature put this on
hold with devastating storms. Fallen trees, damage to sheds and debris everywhere. WPPC thank local
contractor Ian Cooper for the use of his machine and Jason Beveridge for his time in the clean up.
Jumping and Games day:
I stand corrected on this, as I was negative about riders wanting to do games. We had a lovely day with
good numbers and an insight to the future representatives of our zone. The results were spread over all
the clubs, thanks to Denise Legg and Peter Cooke who judged and to Julie Anne Climie for her
incredible organisation and preparation for the day.
Denise gave up the following weekend for the C certificates and we thank her for her professionalism
and interest in our riders. Our coach co-ordinator, Ferne Faulkner and Julie Anne Climie should be very
proud of the preparation and standard of our members. D and D* were also examined and along with
the C riders, all passed ,an excellent guide to the rallies content and the goals achieved.
Some of our younger members recently experienced a new course and level at Log Fence PCAWA ode.
Ferne offered her help at the event with walking the course and guidance over all phases of the
competition making it a smoother and successful weekend.
Only 2 rallies left and Mt Barker show to look forward to where has the year gone.
Anita Squire

4.5    HILLS ZONE

No report received

4.6    METROPOLITAN ZONE

The last few months have been quite busy for the Metro Zone. We held our Zone Dressage team
selection day at Gosnells in June .Our Zone Novelty Selection day was combined with a Prelim PPMG at
Orange Grove in July .
Our annual Zone Showjumping day was held in July and hosted by Darling Range . It was a great day
and was enjoyed by all that attended. Wallangara were overall winners with Gosnells the winners of
the Aggregate Score award.
We have had many attend the dressage championships .

CLUB REPORTS

Gosnells Pony Club

A fantastic couple of months for Gosnells with our Aggregate win at the Darling Zone Range Show
Jumping Day. Representation was also well done with one of our members taking a first at the Peel
ODE in the C Grade PCAWA in her first attempt at C Grade.
 There has been a few new members join late in the Season and we look forward to welcoming them.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                    24
 We had a fantastic training day at the Brookleigh Cross Country Course and we look forward to
organising another training day soon at Brookleigh. This training has been of great service to our
members when out competing in Cross Country.
 Currently we have three pony club members ready to sit their C Certificates and we will need to
organise this soon.
 With an increase in lead line membership we will need to organise some training for our current Lead
Line Instructor and we hope to organise this soon with PCAWA.

Orange Grove Horse and Pony Club
It has been a busy three months at Orange Grove. We have held 3 Rallies, 2 Closed Gymkhana’s, 1
Dressage Day as well as hosting a Prelim Event at our grounds for Active Riding on behalf of the Metro
Zone.
We also had 13 of our members represent the club at the annual Metro Zone Show Jumping Fun Day
where everyone got to ride four different classes of show jumping. The club was very well represented
at the recent PCAWA State Dressage Championships where some fantastic results were achieved. We
had 14 members compete in the musical ride with some riding in the Indoor Arena for the first time.
Training is well under way for the PPMG Qualifier with the club hoping to send 2 Junior Teams and 1
Senior Team. We also had 3 of our members pass their C Certificate and we hope to have more
members sit D, D* and C Certificates later in the year.

Riverside Park Pony Club
Riverside has had a busy time with our rallies We had riders do their D and DGS certificates. Many have
been busy practicing for the Dressage Championships.
We have held a couple of sausage sizzles at Horseland and Coles as fundraisers
We had for the first time a team in the Bridget Woss at the Showjumping Championships. Also we had
riders in the Metro Zone teams.
We came 2nd overall at our Zone Showjumping day.
We had many riders at the Dressage Championships. We had a musical ride team for the first time for
many years .Our Plunket team came 2nd and our Stuart Harkness team came 1st . We had many riders in
the other events with placing in many. We were very proud of all our members who competed.
Riverside has ongoing issues with the grounds and are very appreciative of the offers from the other
clubs in our zone to have rallies at their grounds .We joined with Darling Range at their grounds for a
rally in August. We have a rally booked at Wallangarra for the September rally.



Darling Range Horse and Pony Club

Darling Range Horse and Pony Club is now out of recession and up and running. We have 9 riding
members and have held 5 rallies with 100% attendance. Our 5th rally was a joint rally with Riverside
Park Pony Club, which all the kids enjoyed.
The Club had an official dressage judge come in to get the kids qualified for State Champs where we
had a musical ride team of 7.
The club hosted the Zone Show Jumping Fun Day on the 29 th of July and was very successful with
everyone enjoying the day and no falls.
We have held meetings at each rally and have been working with the local council and Walliston Pony
Club     in     regards     to      Darling  Range      Horse      and      Pony       Cub’s      future.

Kelmscott Pony Club
Kelmscott Pony Club has had an incredibly enjoyable year to date. As you would all be aware, we are
sharing our rallies with the Peel Pony Club and this has proven to be a highly successful relationship and
has benefited both clubs immensely.KPC members have embraced the tuition they have received from
our highly qualified and committed coaches and have been steadily improving each rally. Several of our
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                      25
members undertook their D and D* examinations, they prepared well, worked hard and were all
successful. Other KPC members are now working to prepare themselves for their C examinations, they
have the full support of our club and I am certain that they will be successful in their endeavours.
KPC hosted our Dressage/Show Jumping/ In hand Series on the 8 th April, 17th June and 26th August, as
usual these where very successful events. We had a team compete on the 26 th and 27th May at the
State Show Jumping Champs and our Junior Committee hosted a Hack show on the22 nd July. As a club
we wish to thank Diane and Rick Ould for the time and energy that they invest in the organisation of
our shows as we could not do it without them.
KPC is a strong club with committed members, motivated and educated coaches and highly supportive
friends and family members. We enjoy a close community and have enjoyed sharing this with the Peel
Pony Club.

Wallangarra Pony Club

Wallangarra Rally attendance has continued to be consistently high including a Special Rally to
Brookleigh, even with the atrocious weather conditions we still enjoyed what we could of the
shortened rally and the terrific facilities. Our Certificate program is proving to be very successful this
year with again quite a high number of riders passing their certificates and moving onto their next
levels.
The second ODE in our series was again well attended with entries full well in advance of the event. The
Showjumping & Dressage Training Days are being very well supported and proving successful for the
club, with further training days set down during September.
The club has again been well represented at the State Show Jumping Championships with the team
doing well including winning the State 85cm teams event, at the Zone Show Jumping Fun Day at Darling
Range, achieving 1st total points and 2nd on aggregate. By all accounts a great day was had by all and a
big thank you to Darling Range.
Several members competed at the Kelmscott Pony Club Dressage/Showjumping Series II.
We had 16 riders represent the club at the recent State Dressage Championships, again another
weekend with great results for all our riders achieving placings in either the individual/team or costume
and of course Steph Bedden representing Wallangarra in the Metro Team (who placed 4th).
Discussions and negotiations are still continuing with Armadale City Council, unfortunately
commencement of ground upgrades has been pushed back but still planned and discussions are
progressing with another meeting set down for early September.

Zone Delegate
Linda Balchin

4.7    MIDLAND ZONE

No report received

4.8    NORTHERN ZONE

Northern Zone PCAWA Report September 2012
All of the Northern Zone Clubs seem to be travelling nicely through 2012.
The Northern Zone committee has been very proactive in arranging schools for the area with top
instructors visiting to impart their knowledge to attentive riders.
Our first school was at Moonyoonooka in April with Nell Henry and Debra Spencer. This school was well
attended with great hosts.
The second School was in June with Deon Stokes and Debra Spencer, held over a weekend. The horses
were noticeably fresh, after just having a week of much needed rain. I guess not many were riding in
the rain!
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                     26
The third school was a Gear Checking/Coaches clinic delivered by Judy Rose at Spalding Horse & PC.
This was an excellent school however due to the low numbers we have arranged for Judy to come back
as participants of the first clinic declared that this was an essential program for our mums and dads.
The information will allow parents to become involved and understand the basics of Pony Club for their
children. This in turn assists current instructors with the sharing of duties, i.e. gear checking,
maintenance of horse and rider & proper practice of horse mastership and what to look out for.
The fourth school was held at Walkaway with wonderful hosts. Steven Johnson and Nell Henry were
the instructors with everyone coming away sharing very good feedback.
Walkaway held its ODE following the school and there was a huge improvement in dressage scores and
jumping rounds.
The Zone ODE was held on the 5th August, with approximately 37 riders. We had glorious weather and
fantastic results for the Zone Series.
The Zone organised sponsored rugs for winners, which were proudly displayed.
Our fifth school is this weekend 1st & 2nd September with Phillipa Collier, Katrin Keunstler and Sean
Corbin.
We have 3 riders going to the State Eventing Championships, Elizabeth Newton, Richelle Giltrap and
Georgina Hallewell. A couple of other riders are concentrating on their studies as exams are close to
this competition date.
The Zone has assisted the 3 local clubs from DSR funding for resurfacing dressage arenas, it was noted
that these required topping up and turning over to allow for better riding and ease of horses legs and
joints.
Until next time, happy trails. 
Gaylene Newton
Secretary of NZPCAWA.

4.9       NORTH WEST ZONE

No report received

4.10      SOUTH EASTERN ZONE

       No report received

4.11      SOUTH WEST ZONE

No report received

4.12      SWAN ZONE

No report received

4.13      WEST COASTAL ZONE

No report received

5      General Business
           Constitutional models and areas of discussion so far to be presented by the President.
           Voting at the AGM
           WAHC and PCAWA - HALT group

6      Notice of Motions

NOM1202 - State Coaching Panel
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                       27

“The process concerning the appointment of PCAWA Visiting Commissioners and their roles are
amended as per the attached Appendix 2.”

NOM1203 - State Coaching Panel

“The PCAWA Gear Checking Manual is amended to include the recommendations of the State Coaching
Panel as per the attached Appendix 3.”

NOM1204 - Active Riding Subcommittee

 “Active Riding Subcommittee requests PCAWA investigate that the Insurance Policy be extended to
cover the games trailer when it is at alternative locations to be managed by the Active Riding
Subcommittee. This will enable it to be kept at stewards/event organisers properties at required times.
Active Riding Subcommittee will purchase a locking mechanism to give added insurance.”


NOM 1205 – State Coaching Panel

“In exceptional circumstances only, permission may be sought by the Club Coach Co-ordinator for the
use of Barefoot Boots; to be forwarded to the State Coaching Panel prior to being used at a Rally only.”

NOM1206 – State Coaching Panel

“That stirrups be accepted of metal or polymer and removable treads must be made of rubber, plastic
or the same material as the stirrup”


7.   Motions

MOT07/12 – Tetrathlon

“Tetrathlon competitors must have completed at least one round of a cross country course at the level
they wish to enter on that mount in the previous 12 months. This may include a cross country course
at an ODE, Hunter Trials or Tetrathlon. This excludes Training Rounds.”

8. Recommendations

REC 20/12 – State Coaching Panel

“The PCAWA State Coaching Panel recommends that PCAWA adopts the guidelines concerning holding
events as defined by Australian Sports Medicine, as per the attached Appendix 1.”


REC 21/12 – State Coaching Panel

“The PCAWA State Coaching Panel recommends that Broome West Horse and Pony Club receive full
affiliation status following a successful second inspection.”

REC22/12 – PCAWA Executive

“The PCAWA Executive recommends to Council that the updated PCAWA Health Policy is adopted. –
See Appendix 4”
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                     28

REC23/12 – PCAWA Executive

“As per the June Council Directive, the PCAWA Executive recommends to Council that the PCAWA
Gambling Policy as drafted is adopted – See Appendix 5”

REC24/12 – PCAWA Executive

“The PCAWA Executive recommends to Council that the PCAWA Regional Development Policy as
drafted as adopted – See Appendix 6”

REC 25/12 – PCAWA Executive

“The following timeline for the 2013 PCAWA Annual General Meeting, election of PCAWA Executive
and ratification of PCAWA Subcommittees is endorsed by Council.”

                    SUGGESTED TIMELINE FOR 2013 AGM – EXECUTIVE ELECTIONS

Call for nominations for Executive Positions              Monday 8th October
Call for nominations for PCAWA Subcommittees                      Monday 8th October
Closing date for Nominations for Executive Positions              Friday 16th November
Acceptance/Declination forms sent to Nominees             Monday 19th November
Closing date for Acceptance of Nominations                Friday 30th November
Ballots and précis sent to Clubs                                  Monday 3rd December
Treasurer membership fee recommendations                          Friday 7th December
AGM Agenda sent to Clubs                                  Friday 21st December
Closing date for receipt of Ballots or electronic ballots         Friday 8th February 6:45pm
Closing date for receipts of nominations for Subcommittees        Friday 8th February 6:45pm
AGM, Executive Election and Ratification of Subcommittees         Friday 8th February 7pm
PCAWA State Coaching School                                       9th-10th February 2012

CLOSE OF MEETING:

NEXT MEETING

Appendix 1
ASM Guidelines on Hot Weather – Sent as an attachment, will be available here in printed agenda on
the evening

Appendix 2

HANDBOOK AMENDMENT AS AT SEPTEMBER 2012.


                                       VISITING COMMISSIONERS

Visiting Commissioners will visit and provide advice to Clubs and assist with any issues or concerns of
that Club.

PRE-REQUISITES IN BECOMING AVISITING COMMISSIONER:

Must be included on the Annual Strength Returns and Membership list of a Pony Club currently
affiliated with the PCAWA.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                         29
Must be a holder of PC - NCAS Level 1.                 OR
Have a minimum 10 years Pony Club/Zone experience in coaching and/or administration.
Have a thorough knowledge of Pony Club Administration.
Believe in, and uphold, the Pony Club Aims and Objectives.
Have a good public relations image
Must have completed an approved (DSR) Course Presenters Course/hold current workplace
qualifications i.e. School Teacher/Lecturer etc
Assist a Visiting Commissioner to conduct a PC - NCAS Preliminary or Level 1 course.

PROCEDURE TO BECOME A VISITING COMMISSIONER:

Club Coaches may nominate suitable people, with their consent, to fill the positions of Visiting
Commissioners.
Nomination form to be approved at Club level and signed by the Club's Coach Coordinator, the Club
President and/or Club Secretary.
Nomination to go to a Zone Coaching Panel meeting and if approved, the nomination is presented to
the Zone Council and from there to the PCAWA State Coaching Panel and then to Council for
ratification.

VISITING COMMISSIONERS' ROLE & RESPONSIBILITIES:

Visit Clubs for inspection.
Visit Probationary Clubs before affiliation.
Visit Club/s for compulsory visit
Visit Clubs on request from a Club, this may be at any time.
Conduct PC-NCAS Preliminary and NCAS Level 1 Coaching Courses and other Coaching courses
Attend, or report to, Zone meetings of which their Club is a member.
With Zone Coach Coordinator, Zone Coaching Panel and Club Coach Coordinators plan the future
coaching programmes and policies to be followed in the Zone.
Assess Coaches for Pony Club - NCAS Preliminary and Level 1
Attend State Coaching Panel meetings as an Observer (minimum of two per year)

               VISITING COMMISSSIONERS AND CLUBS

Clubs will receive a compulsory visit from a Visiting Commissioner at least once in a 4 year period.
Clubs will be advised at the start of the year that they are selected for a visit
Clubs will then provide Rally dates to the State Coaching Panel as soon as practical
The State Coaching Panel then reviews dates and selects three dates where a Visiting Commissioner
   will be available to attend a Club.
Club is then notified of three dates on which they may be visited by a PCAWA Visiting Commissioner.
The appointed Visiting Commissioner will then attend the club on any one of the selected dates (ie
   random date selection).
Each year the State Coaching Panel will select Clubs based on the time since last visit from a Visiting
   Commissioner, thus ensuring that within the time period (ie 4yrs), all Clubs in the State are visited.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                      30

On this visit the Visiting Commissioner may inspect some, or all, of the following:

      Rallies are conducted in accordance with the following: A Working Rally is a Rally to which all
       financial members are eligible to attend and where coaching from the Pony Club Australia of
       Syllabus of Instruction is given – eg Flatwork, Jumping, Horsemastership, General knowledge
       and Active Riding i.e. Prince Philip Mounted Games and Novelties.
      Is there a Signing In Book for members to fill in before Rally commences?
      Is a thorough Gear Check being given to all riders prior to start of the rally?
      Records of riders and their mount/s attendance. Are these riders current financial members?
      Grounds & facilities – eg - is the external fencing in good repair with the exterior gate kept
       closed?
      Is the Club operating at their registered grounds - if not - why not?
      Emergency Procedure Plans. – eg - are Fire Extinguishers available and in working order?
      Is the First Aid Box easily accessible and containing necessary equipment and contents within
       use by date?
      Is the Club First Aid Officer (Health and Safety Officer) in attendance?
      PCAWA Policy implementation
      Are No Smoking signs displayed?
      That Committee Meetings are being conducted constitutionally and the minutes recorded
      Financial records are being conducted constitutionally and recorded
      Insurance – building, contents, is it adequate to cover Club assets?
      Grounds lease agreement – is it documented in some form?
      Observe that Clubs are operating within the Aims & Objectives of the Pony Club Movement
      Submit report to State Coaching Panel

Recommended Fee: $150 per day         Plus Mileage and out of pocket expenses.
                                      To be paid by PCAWA.
                                      Host Clubs would be liable for meals and accommodation

                            VISITING COMMISSIONER’S REVIEW CHECK LIST

NAME OF CLUB                                               DATE VISITED
VISITING COMMISSIONER NAME
VISITING COMMISSIONER Signature:

                                        SATIS-      NEEDS                                       NOT
                                       FACTOR      ATTENTIO               COMMENTS             CHECKE
                                          Y           N                                          D
Is there a ‘Signing In Book’ for
members to fill in before Rally
commences?
PCAWA COUNCIL MEETING AGENDA 7th September 2012                               31
Records of riders and their mount/s
attendance.
Are these riders current financial
members?
Is a thorough Gear Check being
given to all riders prior to start of
the rally?
Rallies are conducted in accordance
with the following: A Working Rally
is a Rally to which all financial
members are eligible to attend and
where coaching from the Pony Club
Australia of Syllabus of Instruction
is given – eg Flatwork, Jumping,
Horsemastership,            General
knowledge and Active Riding i.e.
Prince Philip Mounted Games and
Novelties.
Clubs are operating within the aims
& objectives of the Pony Club
Movement
Is the Club First Aid Officer (Health
and Safety Officer) in attendance?
Is the First Aid Box easily accessible
and        containing       necessary
equipment and contents within use
by date
PCAWA Policy implementation
Grounds & facilities – eg - is the
external fencing in good repair with
the exterior gate kept closed?


                                          SATIS-    NEEDS                 NOT
                                         FACTOR    ATTENTIO   COMMENTS   CHECKE
                                            Y         N                    D
Working surfaces safe ie no sudden
holes etc, loose wire etc
Is the Club operating at their
registered grounds - if not - why
not?
Grounds lease agreement – is it
documented in some form?
Clubhouse and kitchen facilities
Toilet Facilities
Equipment Storage space
Emergency Procedure Plans. – eg -
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                      32
are Fire Extinguishers available and
in working order?
Are ‘No Smoking’ signs displayed?
Are ‘No     Dogs    Allowed’    signs
displayed
That Committee Meetings are
being conducted constitutionally
and the minutes recorded
Financial records are being
conducted constitutionally and
recorded
Insurance – building, contents, is it
adequate to cover Club assets?
Submit report to State Coaching
Panel

Appendix 3
Gear Checking Amendments

                          AMMENDMENTS & ADDITIONS TO 2010 GC MANUAL
                   SCP – State Coaching Panel. GCAP – Gear Checking Advisory Panel.


     Moved by SCP and GCAP:

     TONGUE TIES.

1    To be included on the NOT PERMITTED AT ANY PCAWA ACTIVITY PAGE.

     NOT permitted to be used at any Pony Club Mounted Activity - (Rallies, Training Days, Camps,
     Efficiency Certificate Test Days, Competitions etc): ie any item of gear not listed as permitted in
     the GC Manual.


     Moved by SCP and GCAP:

     In Section 1 of the Manual under Dress, the wording to be amended to read:

                     JODHPURS / BREECHES to be PLAIN (no badges, ribbing or coloured stripes)

           Jodhpurs/Breeches, the top of which shall be at the rider’s waist (ie NO hipsters or low-
2            rise), must be Beige, Bone or Fawn
           Bright Yellow, White, and dark coloured Jodhpurs/Breeches permitted at Rallies, Musical
             Ride and Fancy Dress only
           Jodhpur Clips optional
           Long socks are NOT permitted to worn over jodhpurs.

     BREECHES - the words Plain and Breeches to be inserted wherever Jodhpurs are mentioned in the
        rest of the Manual. eg Plain Jodhpurs/Breeches.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                33


    These Motions have already been passed by Council but need adding to the GC Manual.

    TETRATHLON.

    The following additions be made to the Tetrathlon Section of the GC Manual:

    1.       RUNNING AND SHOOTING
                 Competitors must wear a Polo or Rugby Top (singlets permitted for Running Phase
                   only) in Club primary colour/s.
                 Competitors may not take part stripped to the waist.
3
                 Bib Number to be worn.
                 For Safety Reasons appropriate footwear must be worn for the Running Phase.

    2.       SWIMMING
                The use of grease, oil or any similar substance on the body is not permitted.
                 Wet Suits are not permitted.
                 No swimmer shall be permitted to wear any device or swimsuit that may give an
                  unfair advantage. The Swimming Section Steward has the authority to adjudicate
                  on this matter.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                       34


    Moved by SCP and GCAP:

    In Section 1 of the Manual under Martingales - the wording be amended to read:

    RUNNING / BIB MARTINGALE

    Running/Bib Martingale (stoppers compulsory on reins and neck strap), permitted at Rallies and
    for Show Jumping, Cross Country, Prince Philip Games. Novelties and Polocrosse. Permitted for
    Pony Club Mount but will be marked down.




                                                                                     Rein stoppers
                                                                                     should be on
                                                                                     other side of
                                                                                     martingale rings




                                       Left - correctly fitted.


                                       Below – in Action.
                                                                                       Too tight –
                                       (Dotted line shows how to fit)                  note kink in
                                                                                       reins




4


                                                                   Running
                   Bib Martingale                                  Martingale
                                                                                   B
            To be fitted like a Running                                            i
                    Martingale                                                     b
                                                                                   M
                                                                                   a
    RUNNING MARTINGALES - the word BIB to be inserted wherever Running Martingales are
                                                                                   r
    mentioned in the rest of the Manual. eg Running/Bib Martingales.
                                                                                   t
                                                                                   i
                                                                                   n
                                                                                   g
                                                                                   a
                                                                                   l
                                                                                   e
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                            35


    Moved by SCP:

    RIDING TROUSERS/MOLESKINS

                  Riding Trousers or Moleskins (bootleg style) of fawn, bone or beige colour, the top of
                   which shall be at the rider’s waist (no hipsters or low-rise) and the length of which shall
                   be such that when mounted the top of the rider’s boot shall be covered, are permitted
                   for Rallies, Cross Country, Show Jumping, Prince Philip Mounted Games, Novelties,
                   Pony Club Mount, Polocrosse and Efficiency Certificates..
                  They do not have to be of a stretchy material.
                  Long socks are not permitted to be worn over trousers
5
     Riding Trousers or Moleskins are NOT permitted to be worn for Efficiency Certificates, Dressage, or
          National/International Competition. Recommended that the words Efficiency Certificates be
      deleted and the sentence to read: Riding Trousers or Moleskins are NOT permitted to be worn for
                                                      Dressage or National/International Competition.

              In Section 2 of the Manual under Efficiency Test Presentation, Riding Trousers/Moleskins be
                        included on the Presentation Sheets for each Efficiency Certificate – D, D*, C, C*, K.

                                                                             B & A Certificates to be advised.




    Moved by SCP and GCAP:

    In the GEAR CHECK MANUAL SECTION 1, under “Rider Dress – General”, the wording be amended
    to read:

    12.                BOOTS

              Long Boots or Jodhpur Boots in only black or brown with low heels must be worn.
              Soles, without splits or holes, must be smooth and continued to heel - no half soles.
6
              Light treads and other patterns on the sole which provide an overall ‘smooth’ feel are
               permitted.
              Deeply ridged treads which may cause the stirrup iron to become stuck are not permitted.
    Elastic sides must be firm. If stretched, use Jodhpur clips to keep jodhpurs firmly over the top of
        the front of the boots so that the stirrup iron cannot get caught/stuck. Preferably replace

    The words only Black or Brown to be inserted wherever Long or Jodhpur Boots are mentioned in
    the rest of the Manual.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                      36


    Moved by SCP:

    MICKLEM BRIDLES.

    The SCP recommends that Micklem Bridles are permitted at Rallies and for Eventing Dressage, but
    not Pure Dressage.




7




                                 This bridle needs to be very carefully fitted

                                  CORRECTIONS TO 2010 GC MANUAL
               Sincere apologies for this – omissions have only just come to light

                In Section 2 of the 2010 GC Manual in the different disciplines/activities:

DRESSAGE SECTION.                     The words "not permitted" to be included in 3rd dot point under
                                      Make Up (they are included in part 1 of the Manual in the section
                                      on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform


EVENTING SECTION.                     The words "not permitted" to be included in 3rd dot point under
                                      Make up (they are included in part 1of the Manual in the section
                                      on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                       37
TETRATHLON SECTION                    The words "not permitted" to be included in 3rd dot point under
                                      Make up (they are included in part 1of the Manual in the section
                                      on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform


SHOW JUMPING SECTION.                        The words "not permitted" to be included in 3rd dot point
                                             under Make up (they are included in part 1of the Manual
                                             in the section on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform


PRINCE PHILIP MOUNTED GAMES.                 The words "not permitted" to be included in 3rd dot point
                                             under Make up (they are included in part 1of the Manual
                                             in the section on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform




NOVELTIES                                    The words "not permitted" to be included in 3rd dot point
                                             under Make up (they are included in part 1of the Manual
                                             in the section on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform


PONY CLUB MOUNT                              The words "not permitted" to be included in 3rd dot point
                                             under Make up (they are included in part 1of the Manual
                                             in the section on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                        38
POLOCROSSE                                   The words "not permitted" to be included in 3rd dot
                                             point under Make up (they are included in part 1of the
                                             Manual in the section on Dress.

MAKE UP
              Sunscreen protection is recommended
              The wearing of make up is discouraged
              Coloured Nail Polish not permitted when in formal Pony Club Uniform


           RALLIES, LUNGEING, SHOW HORSE AND VAULTING SECTIONS ARE ALL CORRECT.

                               PRECIS PAGES AND MATRIX ALL CORRECT.

Appendix 4
                        PONY CLUB ASSOCIATION OF WESTERN AUSTRALIA INC

                                HEALTH POLICY POSITION STATEMENTS

The Pony Club Association of Western Australia Inc (herein referred to as the PCAWA) is a Youth
Movement organisation and uses the horse as a focal point of interest to educate its members in the
aim and objectives of the Association. PCAWA acknowledges that the good health and safety of all
participants is always the first priority. The development of a Health Policy is an essential outcome of a
risk assessment evaluation for any sporting club or association, including PCAWA. This health policy
identifies a number of key areas that once implemented; reinforce the belief of PCAWA that good
health and safety within our organisation is a necessity.

We require our Affiliated Clubs to abide by Pony Club rules, code of conduct, policies and regulations
without discretion.

                                                  TOBACCO

PCAWA recognises that smoke free environments protects non smokers from the harmful effects of
Environmental Tobacco Smoke (ETS) and contribute to reducing tobacco consumption levels. PCAWA
will;

      Ensure all indoor and outdoor areas under the control of PCAWA will be maintained as smoke
       free.
     Tobacco will not be sold by PCAWA or on any premises under PCAWA control.
     PCAWA (whether directly or through a third party) will not receive money, other benefits or
       have arrangements with the tobacco industry (including sales, promotion and distribution of
       tobacco products).
     PCAWA encourages and supports staff and all adult members to quit smoking.
   Encourage affiliated clubs to promote their outdoor viewing and spectators areas, or venues, as
    smoke free.
                                               ALCOHOL

In the interest of health and safety PCAWA will actively seek to promote, encourage and support
strategies to minimise harm from alcohol and other drug use.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                         39
      The consumption of alcohol is prohibited for all riding members, coaches & chaperones
       irrespective of any age, who are representing PCAWA in competition at any level.
      Participants known to have consumed alcohol will not be permitted to participate.
      Alcohol consumption by parents, spectators and Officials at all PCAWA events and activities will
       be strongly discouraged.
      Where alcohol is available it will be served in accordance with the requirements set out in the
       Liquor Control Act 1988 and will be restricted to suitable and appropriate times. No alcohol will
       served to patrons under the age of 18 years or to intoxicated patrons.
      Low strength alcohol and non-alcoholic choices must be available should alcohol be available at
       activities or events
      Drinking water will be readily available free of charge.
      Responsible alcohol use will be actively promoted.
      Alcohol will not be used for prizes or awards.
                                                        -sized drink portions, should alcohol be available
       at activities or events.

                                                  OTHER DRUGS

PCAWA is committed to supporting and promoting strategies to prevent drug use and to minimise
harm associated with drug use. PCAWA condemns the use of banned performance enhancing
substances and other doping and drug taking practices in sport and recreation because:

      They are dangerous to the health of competitors/participants;
      Drug taking is contrary to the ethics of sport, and
      Drug taking is illegal.
      Participants known to have consumed drugs prior to or during an event will not be permitted to
       participate. Use of illicit and performance enhancing drugs will not be allowed at any activities
       or events, or in any areas under the control of PCAWA.
      PCAWA will abide by the WA Government Drugs in Sport legislation and the Australian Sport
       Anti-Doping Authority legislation.
      PCAWA may conduct random drug testing of human and equine athletes at various
       competitions at its discretion

                                            MENTAL HEALTH

PCAWA recognises that the creation of a positive environment that encourages and supports
involvement will have a positive effect on the mental health and well-being of individuals and the
community. PCAWA recognises that participation in sport and recreation activities can reduce stress,
anxiety and depression. Also, participation in group recreation provides a sense of value, belonging and
attachment.

      PCAWA support strategies that provide opportunities for individuals to be mentally, physically
       and socially active will be proactively supported.
      Individuals are encouraged to join and actively participate in the activities of the PCAWA.
      Individuals are encouraged to become volunteers and to set personal goals for achievement in
       the activities of the PCAWA.
      Staff, volunteers and participants are encouraged to treat all individuals and groups with
       respect, equity and openness.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                      40
      The undertaking of educational and training is promoted and supported and positive role
       modelling of values, behaviour and interests is encouraged.
      PCAWA proactively address instances of bad practice and proactively reward instances of good
       practice.

                                            SUN PROTECTION

PCAWA recognises that exposure to ultraviolet (UV) radiation has potential negative health effects and
will therefore support sun safe practices and will introduce measures to minimise exposure.

      Where possible outdoor activities will be conducted outside the hours of 10.00am to 3.00pm
       where UV radiation is strongest.
      Where events are scheduled during 10.00am to 3.00pm long sleeved shirts and head wear will
       be worn.
      Staff and members representing PCAWA will always act as positive role models by adopting sun
       protection behaviours such as wearing broad brimmed, bucket or legionnaire style hats, long
       sleeved shirts, sunglasses and sunscreen.
      When natural shade is not available, Affiliated Clubs will supply and erect portable shade
       structures.
      For activities involving juniors a “no hat, no sunscreen, no play” policy will apply in order to
       encourage juniors to learn and adopt sun protection behaviours.
       Sunscreen (SPF 30+, broad spectrum water resistant) will be made available free of charge to all
       participants and spectators.

                                          INJURY PREVENTION

PCAWA recognises that an unsafe environment has the potential to negatively impact on the health
and wellbeing of individuals and the community and will therefore introduce measures to prevent
injury and promote safety.
     Safe warm-up practices for physical activity must be adhered to, where applicable.
     Protective equipment will be promoted and encouraged and, where necessary, made
        mandatory.
     Appropriate first aid equipment will be made available at all training and competition sessions.
     Correct fluid replacement practices will be implemented at all training and competition
        sessions.
     Consideration will be given to the environmental conditions (heat, cold, riding and surface
        conditions) when conducting training sessions or competitions.
     Sports Medicine Australia polices and guidelines on blood and infectious disease, pregnancy and
        sports participation, and child in sport will be adopted where appropriate. These guidelines can
        be found at http://sma.org.au/resources/policies/

                                          FOOD AND CATERING

PCAWA understands and recognises the importance of good nutrition and the role it plays in the
maintenance of good health and well being. PCAWA also recognises that the provision of healthy food
choices encourages healthy eating and helps to prevent ill health.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                      41
      Where food is available at functions and activities, healthy alternatives will be offered. This
       includes the provision of foods low in fat, sugar and salt and foods that are high in fibre with
       substantial fruit and vegetable content.
      Where possible fresh fruit and vegetables will be available as choices
      Where beverages are available at functions and activities, healthier alternatives will be readily
       offered. This includes water and beverages with low/no sugar content
      Food and beverage vouchers and giveaways will only be given for healthy options.
      PCAWA will only support fundraising activities involving food or drink items that meet the
       organisation’s food and catering policy guidelines and are not in direct conflict with other
       sponsorship agreements the Association may have entered into.
      The organisation will increase the range and availability of healthy food and drink options
       available at events and at premises under PCAWA control.

Appendix 5


PONY CLUB ASSOCIATION OF WESTERN AUSTRALIA INC

GAMBLING AND WAGERING POLICY

Via this Policy the Pony Club Association of Western Australia Inc (PCAWA) endeavours to ensure that
our core values, good reputation and positive behaviours and attitudes are maintained by all members
and stakeholders of the Association.

This Policy has been adopted by PCAWA and may be amended or updated from time to time by a
resolution of the PCAWA Council.

   1. DEFINITIONS

       In this Policy the following words have the following meaning:

       “Offences” refers to any offence described in Clause 3 of this Policy.

       “Fundraising Process” refers to any fundraising venture which attempts to generate income for
       the Club regardless of whether or not this is successful.

       “Event” means any competition held in Australia in which a Member is a participant, in which a
       Member is entered as a participant and includes part of an Event. This also refers to any part of
       a competition held.

       “Governing Body” refers to PCAWA, being the State Sporting Authority or Pony Club Australia
       (PCA) being the National Sporting Organisation for Pony Club and all associated activities.

       “Public Information” refers to information that has been published or is a matter of public
       record or can be readily acquired by an interested party. Public Information also refers to the
       information that has been disclosed in accordance with the rules and regulations of the
       Governing Bodies.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                  42
       “Members” refers to Ordinary Riding, Associate Riding, Mounted Coaches, Adult Supporters,
       and Members without Ponies, Open Annual or any other category of membership defined
       within the constitution or bylaws of the Governing Bodies.

       “Nominated Person” means the:
          a) Executive Officer of PCAWA
          b) Membership Protection Information Officer of PCAWA
          c) Director PCAWA State Coaching Panel
          d) Zone President of a PCAWA Affiliated Zone

       “Reportable Offences” means an Offence set out in Clause 3 of this Policy or Reportable
       Offence as defined in Clause 4 of this Policy.

       “Policy” means this Policy as amended or updated from time to time by the PCAWA Council.

       “Relevant Person” refers to all Members, Event Officials, Employees and Volunteers of PCAWA
       or PCA and any other person who agrees to be or is otherwise bound by this Policy.

   2. WHO THIS POLICY IS APPLICABLE TO

       This Policy applies to all Relevant Persons as defined in Clause 1.

   3. OFFENCES

       3.1 A Relevant Person must not
              a) Organise, conduct or participate in any Fundraising Process which involves gambling,
                  wagering or betting in any way whatsoever.
              b) Bet or wager on the outcome of an Event whether or not they are participating in
                  the Event, including having someone else place a bet or wager on their behalf.
              c) Facilitate or assist the making of a bet or wager on an Event.
              d) Without the express prior written permission of PCAWA or PCA participate in,
                  encourage, advertise or promote betting on an Event.

       3.2 A Relevant Person must not disclose or provide and information, advise, opinion to any
           other person about the Event unless it is Public Information.

       3.3 A Relevant Person must not directly or indirectly influence or attempt to influence the result
           of an Event in exchange for any benefit or reward including but not limited to Members not
           performing to their full abilities.

       3.4 A Relevant Person must not accept any gift or other benefit sent to them by a third party to
           cause or contribute to any breach of this Policy.

       3.5 A Relevant Person must not receive any gift or other benefit or promises of such gifts or
           benefits, for negotiating deals of any kind whilst performing their duties without the express
           written permission of a Governing Body.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                       43

       3.6 A Relevant Person will be in breach of this Policy if they contravene the betting, wagering or
           gambling laws of any State or Territory of Australia.

   4. REPORTABLE OFFENCES

       4.1 A Relevant Person must immediately inform in writing to a Nominated Person:

               a) That they have received an approach from another person to engage in conduct
                  described in Clause 3.
               b) That they are aware or reasonably suspect that any current or former Relevant
                  Person has engaged in Conduct or been approached to engage in conduct described
                  in Clause 3.

       4.2 A Relevant Person shall have a continuing obligation to report any new breach or intended
           breach of this Policy as set out in Clause 3 to a Nominated Person even if the Relevant
           Person’s prior knowledge of a breach or intended breach has been reported.

       4.3 Where the Nominated Person receives a report under Clause 4.1 is the Membership
           Protection Information Officer of PCAWA, Director of PCAWA State Coaching Panel or Zone
           President, they acknowledge that they must immediately forward, in confidence, a copy of
           the written notification to the Executive Officer of PCAWA.

       4.3 Any reported Offence will be dealt with promptly and confidentially by the PCAWA
           Executive Committee and Executive Officer.

   5. CONSQUENCES OF BREACHING THIS POLICY

       5.1 Where a breach of this Policy has been committed by a Relevant Person, they may be
           subject to disciplinary action, sanctions or termination of Membership as determined by
           PCAWA Executive Committee. The relationship and obligations of the Relevant Person and
           PCAWA or PCA will be taken into consideration by the Executive Committee when imposing
           sanctions.

       5.2 PCAWA reserves the right to refer to any known or suspected Offence to the appropriate
           authorities of the relevant State or Territory of Australia in which an Offence has, may have
           or may occur.

Appendix 6

                        PONY CLUB ASSOCIATION OF WESTERN AUSTRALIA INC

                                   REGIONAL DEVELOPMENT POLICY

The Pony Club Association of Western Australia Inc recognises the large part that our Regional Clubs,
Members, Coaches, Officials and Volunteers contribute to the Association. This Regional Development
Policy has been designed to provide some guidelines to ensure the continued support of our Regionally
Affiliated bodies and their members.
PCAWA COUNCIL MEETING AGENDA 7th September 2012                                                  44

PCAWA recognises that the people responsible for the implementation of this policy are the PCAWA
State Coaching Panel, PCAWA Executive Committee PCAWA, Executive Officer, PCAWA Membership
Development Officer and Zone Executive Committees, who are charged with working in co-operation to
ensure the long term sustainability of Affiliated Bodies via strategic planning, the continued
development of members’ horsemastership, citizenship and riding skills, Volunteer engagement,
retention and education as well as Coach and Officials continued professional development.

The Zone Executive Office Bearers where applicable, agree to work in co-operation and in a timely
manner with PCAWA to ensure all applications for Regional Development Funding opportunities
provided by various Funding Bodies are applied for in accordance with the Funding Bodies guidelines.

These opportunities include but are not limited to;
    Healthways Funded Instruction Program
    Regional Flight Assistance Scheme
    Country Sport Enrichment Scheme
    Active Regional Community Program
    Regional Grants Scheme
    Regional Talent Development Program
    Country Athlete Scholarship Program
    Regional Organisational Sustainability Funding Programs

The PCAWA Administrative Staff will continue to provide information and assistance regarding funding
opportunities and applications where required.

APPENDIX 7

PCAWA Profit and Loss Statement – sent as an attachment via email, will be available here in the
printed agenda.

								
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