Central Zone of Pony Clubs Inc. Reg.No A0026915H
2 August, 2011 Zone Minutes
Central Zone of Pony Clubs Inc.
General Meeting of Central Zone on Tuesday 2nd August, 2011
At Ross Watts Children’s Hall, Station Street, New Gisborne
Meeting Opened at 8:13pm by Sue Hollins,-Central Zone Vice-President
Zone Meetings for 2011Tuesday 1 February, 2011
Tuesday 5th April, 2011 / AGM & Zone Meeting: 4th October, 2011
tuesday 7th June, 2011 / Tuesday 6th December, 2011
Tuesday 2nd August, 2011
Central Zone Executive Present:
Zone President: Liz Turner (Apology)
Zone Vice President: Sue Hollins
Zone Secretary: Lucinda Marciniak
Zone Treasurer: Jenni Waldhauser
Zone Representative: Leonie Lang
Zone Exam Secretary: Jenny Graham
Zone Chief Instructor: Ruth Feltoe (Apology)
Minute Taker: Leonie Lang/Veronica Hunt Denotes Action Items.
Zone Delegates Present:
Member Club
/ Represented by: /Member Club
/ Represented byBeveridge / Rose Nott
Wendy Colasante
Bianca Patton / Melton / Damian Heslington
Neil Troon
Broadford / Apology / Oaklands / Brian Beesley
Bullengarook / Riddells Creek / Lucinda Marciniak
Jenni Waldhauser
Sue French
Findon / Pam Kalms
Peter Smith / Sunbury / Nick Ednie
Lynden Stannard
Gisborne / Jenny Graham
Sandra Rowley
Leonie Lang
Sue Hollins
Carol McCoag / Trentham / Apology
Glenlyon / Truganina-Braybrook / Apology
Kilmore / Judy Peake
Tracey Newnham / Tullamarine / Colin Bourke
Veronica Hunt
Kingston / Werribee / Aimee Cuthbert
Wayne Cuthbert
Kyneton / Whittlesea / Diana Earp
Kerry Blackley
Lancefield / Mark Morgan / Williamstown / Kirsty Driscoll
Laurimar / Kathy Kiggs
Christie Andrews / Woodend / Melissa Cowburn
Macedon / Michelle Clifford
Fergus Shaw
Apologies: Leanne Ryan (Oaklands), Russell Manton (Woodend), Tracey James (Whittlesea), Anne Liersch
(Lancefield), Ronnie Graham (Woodend), Creina O’Grady (Truganina-Braybrook), Niree Weybury (Oaklands), Liz Turner, Ruth Feltoe.
New Delegates:
Damien Heslington (Melton), Fergus Shaw (Macedon), Veronica Hunt (Tullamarine), Bianca Patton (Beveridge), Kirsty Driscoll (Williamston)
CONFIRMATION OF PREVIOUS MINUTES
Minutes of 7 June, 2011 confirmed as a true and accurate record.
Moved: / Seconded:
Sandra Rowley / Michelle Clifford
BUSINESS ARISING FROM PREVIOUS MINUTES
· Uniform: carried over to general business
· President’s laptop has been purchased and delivery is pending.
ITEM 1 / CORRESPONDENCE – 7 June, 2011 to 2 August, 2011
As tabled. See Appendix 1.
· Incoming – PCAV games, subcommittee elections new positions, increase in insurance coverage, forward to all clubs by PCAV
· Nomination for Life Membership
· Distinguished services award
· 9 Awards of Merit nominations for 2011 have been forwarded to PCAV
· Notification regarding safety and comfort of horses at all PCAV events sent to all clubs
MOTION: / MOVED: / sECONDED:
Correspondence as tabled be noted and accepted. / Lucinda Marciniak / Neil Troon
ITEM 1A / BUSINESS ARISING FROM CORRESPONDENCE
· NIL
ITEM 2 / TREASURER’S REPORT – Presented by Jenni Waldhauser
· Report as Tabled. See Appendix 2 for Profit and Loss Statement, Balance Sheet and Expenses
Summary.
· Income primarily from Horse Trials and term deposit interest derived - see P&L S
· 5 MP players to be raffled off from Officeworks Taylors Lakes
· Additional income for testing
· Additional expense for C certificate testing
MOTION: / MOVED: / sECONDED:
Expenses as tabled passed for payment. / Jenni Waldhauser / Pam Kalms
Carried
ITEM 3 / ZONE REPRESENTATIVE’S REPORT – Leonie Lang
Report as tabled was discussed, with additional items regarding the Macedon PC and Woodend PC anniversaries. See Appendix 3
Leonie highlighted the issues of :
News from PCAV Council meeting July 19
· Games format – 2 new games identified
· Selection of riders for Nationals – CZ financial support
· Awards approved
· Insurance. Note added subsequent to the meeting: an email was received from PCAV on 3 August that the 24/7 insurance proposal will not be taken up this year. This email has been forwarded to all Club officials.
· Working with Children – current for 5 years
· State Dressage and SJ Champs 2012
PCAV Interzones Horse Trials for Grades 3 & 4
Central Zone Computer workshop
Central Zone Gymkhana – Lowden Family Shield
· Congratulations to Macedon on their 30th Anniversary (1981-2011). Macedon have produced a beautiful book to celebrate
· Woodend 40th Anniversary next weekend and the history and flyer for the celebrations are on the website. St Annemarie’s Church next Saturday night with many examples of the history of the club with old members attending. The Mayor will be officially opening the Cross Country course at 12 noon.
ITEM 4 / ZONE CHIEF INSTRUCTOR REPORT – Ruth Feltoe E-mail:
Mobile: 0419 285 560 Phone: 03 54 28 5560
· Noted Ruth’s apology and Leonie Lang provided following points for noting:
· C*/ K information night planned for Friday 26 August at Riddells Creek. Riders with their C should be encouraged to continue on with the higher certificates. Please phone Ruth as per details above to advise attendance to ensure adequate numbers for this information night to go ahead.
· There was an information night planned for Beveridge, but this has been rescheduled to later in the year
· Lu will be emailing out to all the Clubs and please respond to it so that we know that the interest is out there.
item 5 / ZONE EXAMINING SECRETARY – Jenny Graham
Next scheduled testing period is 17 & 18 September, 2011.
ZES CENTRAL ZONE REPORT
C Assessment weekends for Central Zone will be in March/April and September/October each year. Applications forms need to be lodged with the ZES approximately three months prior to each of these.
Candidates should spend the previous year working through the PCAV certificate manual to ensure they are adequately prepared.
NEXT MOUNTED ASSESSMENTS WEEKEND is 17 and 18 September 2011
Written paper will be done at least 4 weeks prior. We have 30 candidates from Riddells Creek, Lancefield,
Kilmore, Woodend, Sunbury and Kyneton.
NEXT AVAILABLE MOUNTED ASSESSMENTS WEEKEND will be March 2012 (Applications closed on 1 Jan 2011)
The assessments may also spread over into other nearby dates if there are large numbers of applications.
ITEM 6 / PRESIDENT’S REPORT (presented by Sue Hollins – CZ Vice President)
· Liz Turner has asked for all the riders to be congratulated who participated in the Inter-zones and the Lowden Shield. She also thanked Nick Ednie for co-ordinating the Interzones.
· 12 emails were received thanking Sue Hollins as Event Secretary for the day so it appears to be well received.
· Ronnie Graham wanted to thank everyone for supporting Truganina-Braybrook PC. He, Creina and another helper worked hard setting up of the day and he was pleased that the day was a success.
ITEM 7 / JUNIOR COMMITTEE
· In recess.
ITEM 8 / GENERAL BUSINESS WITH NOTICE
· Venue for the Zone Championships for dressage and showjumping to be held on 11 December 2011 is being sought. Two dressage rings and two SJ rings are required. The zone pays $2.50/rider to the host club.
Take it back to clubs and let Lu Marciniak know as it is really not that far off as we are already in August.
· Beveridge & District PC are seeking approval to have a ‘wind breaker’ winter jacket (Navy Blue with Yellow trim) that is the same in design as Williamstown’s winter jackets. A new club logo was demonstrated and approved. The club logo and PCAV logo will be in yellow. Kyneton have a navy blue jumper with a yellow sash and a navy blue jacket with yellow trim. They have been consulted and the jackets (and saddle blankets, which are not part of the official uniform) will be different enough not to be confused.
· CZ Approval given to Beveridge and District Pony Club’s official colours to be navy blue with yellow trim.
· Information on uniform changes and photos of such changes need to be submitted (for information only NOT approval) to PCAV.
· Calendar for 2012. Lu can’t do it anymore so seeking someone to collate the club’s submissions for 2012 evens. Clubs need to be aware that some 5th Sundays may be reserved for Zone events. All requests should be submitted to the Zone by October. Can be done via email. Michelle Clifford generously volunteered.
· May 2012 doesn’t have a 5th Sunday for Zone Horse Trials – the 5th Sunday falls in September and the thought is it would be better for the Lowden to be held then rather than in July. Currently this has not been confirmed and will not until confirmed by Central Zone Executive.
Please bring your calendar to the next Zone meeting – 4 October, 2011.
· Somebody to order ribbons is something else that Lu was doing but can not continue to coordinate. Require somebody else to take up on this task. Someone doing their K Certificate may like to do it for the service component.
· At the AGM all positions are up for election. Leonie’s position is the only one that has already been appointed. Nomination and proxy forms will be sent out soon.
Motions should also be sent to the Zone Secretary at least two weeks prior to the AGM (by 20 September, 2011).
item 11 / GENERAL BUSINESS WITHOUT NOTICE
· Findon PC has cancelled their Horse Trials as they do not have enough experienced members to be able to organise it.
· Tullamarine PC will not be holding the August 2011 show as holding two shows a year is very challenging for a club which has 12 riding members in 2011. Laurimar PC has taken the date.
· Riddells Creek Pony Club was nominated EA Club of the year.
· Possible financial assistance discussed for the riders selected to compete in the Pony Club Nationals. The overall cost is approximately $900 in total for uniform, entry, stabling, etc. It was proposed that the Executive should investigate payments made in previous years. Riders will be advised of the awards.
· Venue Central Zone Horse Trials for 2012? In time for the July Inter-Zones. To go on the agenda for the Zone Executive Committee meeting. Zone would be prepared to assist financially in the upgrading of a course but it is really a question of assuring that the hosting club has the man power to get it up to the required standard.
· Findon PC offered their course which needs to be upgraded - although Grade 2 is accredited. This proposal to be put to Findon PC Committee first and to be confirmed back to Lu Marciniak.
Meeting closed at 9:25pm
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Central Zone of Pony Clubs Inc. Reg.No A0026915H
2 August, 2011 Zone Minutes
Appendix 1
Correspondence 7th June, 2011 to 1st August, 2011
Incoming
By email
7/6/11 From PCAV – request for loan ponies for National Games (fwd to all clubs)
9/6/11 From PCAV - PCAV 2011 Sub-Committee Official Nomination Form (fwd to all clubs)
5/7/11 From PCAV – Notification of increase to Insurance Premiums and change of insurance coverage. PCAV to be notified by clubs if objecting. 30% of clubs needs to object for it to be rejected. Also mentions that clubs are required to do addendum. This Addendum has been introduced this year in order to meet changing insurance requirements. (fwd to all clubs by PCAV) 19/7/11 hand delivered CZ addendum to PCAV by Leonie Lang)
20/7/11 Nomination received by Glenda Perry for Life Membership to be awarded to CZ member.
25/7/11 Beveridge Pony Club – Request for Uniform approval
28/7/11 Notification from Treasurer that Laptop computer has been purchased as per approval given at last zone meeting
Received by email and mail and result of executive committee decisions (various dates)
ZCI Appointment Form for Ruth Feltoe
PCAV State Distinguished Services Award
Award of Merit Nomination forms received from Woodend x 1, Kilmore x 1, Melton x 1, Trentham x 1, Lancefield x 1, Macedon x 1, Riddells Creek x 2, Findon x 1, (fwd to PCAV 6/7/11)
By Mail
8/6/11 – Gisborne Club Official Notification Form (computer updated)
?? Chq book received by Treasurer Jenny Waldhauser
Outgoing
By email
8/6/11 – Disappointment raised at CZ meeting re safety and comfort of horse at recent CZ HT. Many horses had ill fitting saddles (fwd to all clubs)
9/6/11 - Email to Glenlyon informing them that they were the only club left to submit their 2011-2012 updated official forms
20/6/11 Central Zone list of Life members fwd to PCAV
29/6/11 Email from Leonie Lang to all who registered for Computer workshop. Time, date and place advised.
3/7/11 – Sent direct by Gisborne P/C to PCAV - Nomination Form for Leonie Lang Zone Rep
4/7/11 – Letter of thanks sent to Bulla Adult Riding Club regarding assistance with CZ HT.
4/7/11 – Order fwd to Corrections Victoria for ribbons for Lowden Shield
6/7/11 – Order placed with PCAV for badges (goods received and invoice fwd to Treasurer)
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Central Zone of Pony Clubs Inc. Reg.No A0026915H
2 August, 2011 Zone Minutes
Appendix 2
Central Zone of Pony Clubs Inc
PO Box 795
Kyneton Victoria 3444
PROFIT AND LOSS STATEMENT
May, 2011 through June, 2011
IncomeBank Interest Received / $ 900.13
Zone Annual Fees / 490.80
Entries – State Events / 490.00
Entries – CZ Horse Trials / 4,480.00
Zone Merchandise Sales / 94.00
Total Income / $6,454.93
Costs of Sales
Gross Profit / $6,454.93
Expenses
Expenses – State Events / $1,382.50
Expenses – CZ Horse Trials / 3,029.00
Expenses – Clinics & Training / 166.00
Zone Expenses / 599.50
Zone Merchandise / 147.86
PVAC Purchases & Entries / 23.00
Total Expenses / $5,347.86
Net Profit/ (Loss) / $1,107.07
Central Zone of Pony Clubs Inc
PO Box 795
Kyneton Victoria 3444
BALANCE SHEET
As of June, 2011
Assets
Current Assets
Cash on Hand Cheque Account 11-4466 / $ 4,842.62
Investment Account / 28,000.00
Total Cash on hand / $32,482.62
Trade Debtors / 2,687.00
Total Current Assets / $35,529.62
Other Assets
Prepaid Expenses / $ 75.00
Total Other Assets / $ 75.00
Fixed Assets
Equipment
Stop Watches (8) / $ 222.22
Walkie Talkies (10) / 470.00
Helmet covers (6) / 120.00
Saddle Blankets (24W & 17B) / 1,234.95
Vacuum Bags (12) saddle blankets / 83.40
CZ Uniforms Polo Tops (16) / 492.25
CZ Uniforms Jackets (9) / 540.36
Safety Cups & Tracking (20 ea) / 729.80
Total Equipment / $ 3,892.98
Total Fixed Assets / $ 3,892.98
TOTAL ASSETS / $39,497.60
Liabilities
Trade Creditors / $ 691.70
Accruals Creditors / 512.50
Prepaid Income / 2,879.00
Total Liabilities / $ 4,083.20
Net Assets / $35,414.40
Equity
Retained Earnings / $32,124.40
Current Year Earnings / 3,290.00
Total Equity / $35,414.40
Central Zone Meeting – 2 August, 2011 - Payments and Income Summary
Income
Cash Received / Reason / Amount
Beveridge Pony Club / Zone Fees 2011 - 2012 / $112.00
Broadford Pony Club / Zone Fees 2011 - 2012 / $112.00
Bullengarook Pony Club / Zone Fees 2011 - 2012 / $128.00
Gisborne Pony Club / Zone Fees 2011 - 2012 / $128.00
Kilmore Pony Club / Zone Fees 2011 - 2012 / $136.00
Kingston Pony Club / Zone Fees 2011 - 2012 / $112.00
Laurimar Pony Club / Zone Fees 2011 - 2012 / $111.00
Macedon Pony Club / Zone Fees 2011 - 2012 / $144.00
Melton Pony Club / Zone Fees 2011 - 2012 / $112.00
Oaklands Pony Club / Zone Fees 2011 - 2012 / $155.00
Sunbury Pony Club / Zone Fees 2011 - 2012 / $111.00
Trentham Pony Club / Zone Fees 2011 - 2012 / $111.00
Truganina Braybrook Pony Club / Zone Fees 2011 - 2012 / $105.00
Tullamarine Pony Club / Zone Fees 2011 - 2012 / $112.00
Werribee Pony Club / Zone Fees 2011 - 2012 / $125.00
Whittlesea Pony Club / Zone Fees 2011 - 2012 / $126.00
Williamstown Pony Club / Zone Fees 2011 - 2012 / $122.00
Woodend Pony Club / Zone Fees 2011 - 2012 / $148.00
Various / Interzone Horse Trials 24 July - Entries, Meals, Merch / $3,005.00
Bank Interest / Fixed Term Investment & Chq Account / $900.13
Lancefield Pony Club / Zone Fees 2011 - 2012 / $146.00
Kyneton Pony Club / Zone Fees 2011 - 2012 / $140.00
Various / C Certificate Testing / $755.00
Total Income Received / $7,156.13
Expenses
Payee / Reason / Amount
PCAV / Interzone Horse Trials Entries, Meals, Merch / $3,005.00
T Kirkham / Refund overpayment Interzone Horse Trials / $85.00
Liz Turner / Travel Claim 29.06.11 & 02.07.11 / $186.40
PCAV / Life Member x 3 & Secretary x 1 Badges / $50.00
Jenny Walker / Comfort & Safety Workshop Beveridge PC 09.07.11 Travel / $46.00
Corrections Victoria / Ribbons CZ Horse Trials / $296.60
Jenni Waldhauser / Postage, Travel & Stationery / $152.90
Corrections Victoria / Ribbons Lowden Shield / $1,745.90
Officeworks / Laptop computer, extended warranty & software / $1,530.97
Lu Marciniak / Travel Claim 02.07.11 & 02.08.11 & Phone / $180.00
Leonie Lang / Travel & Expenses 16 May to 2 August / $695.85
Sparks Sound Systems / PA Hire for CZ Horse Trials May 2011 / $242.00
Jenny Graham / C Certificate Testing Expenses / $18.64
Sue Hollins / Travel & Communication Expenses / $93.73
Total Expenses Paid / $8,328.99
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