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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