MINUTES

Murrumbateman Pony ClubMEETING

8:00pm, Thursday 28th January 2016@Murrumbateman Country Inn

Welcome

Present:Jo Williams, Jo Whatman, Penny Laver, Heather Coutts, Jackie Szczepanik, Shauna Haipola, Michael Dickens, Rob McLachlan, Jayne Hooper,LisaShand, Lisa Pluis, Estelle Grady (arrived at 9:00)

Apologies:Mark Livermore, Fiona Kelk, Elizabeth Young, Michelle Cullen, Alan Stewart, Geoff Howes

Confirmation of Minutes of previous Meeting

Motion put forward by: / Seconded:

No minutes

Matters arising from the Minutes:

  • NIL

Inward and Outward Correspondence

Correspondence In

  • Membership enquiry – The McMartins- Yes accepted
  • Membership enquiry – Lisa & Brian Lindell-did not respond; closer to Hall PC waiting response
  • Membership enquiry – Keri Cahif, transferring from Sutton-yes accepted
  • Membership enquiry – Pru Gordon and daughter Madeleine Grist- Yes accepted
  • Membership enquiry – Christine Kilimann and daughter (13yo)- Yes accepted

Moved Shauna Haipoal Second: Jayne Hooper

  • Liz Tritschler via email – resignation of Public Officer. Jayne Hooper volunteered as new PublicOfficer, this is not a nominated position.
  • Zone 16 Camp forms
  • Yass Council – Hirers agreement for Murrumbateman Recreation Grounds
  • Yass Council – confirmation of 2016 dates
  • PCANSW – unpaid membership affiliations from 2015
  • Dazzle Dance Academy – email asking about PC events in 2016 with relation to Murrumbateman Recreation Hall
  • Zone 16 AGM agenda
  • Invoice from TJ’s for embroidery of saddle cloths $120
  • PCANSW – copy of PCANSW liability insurance
  • Email from Tony Stevens (Business Services Manager Yass Council) acknowledging Rob McLachlan as MPC’s representative on the Murrumbateman Recreation Ground upgrade.
  • Invoice from Yass council ($90 for hire of grounds for 8th November & 13th December rally)
  • Letter from PruGoward outlining Local Sport Grant program.
  • Email from MARC re: dressage trailer and missing mounting block & microphone
  • Invoice from Murrumbateman Rural for $33 for Gas refill.

Correspondence Out

  • Email to Dazzle Dance Academy letting her know that we use the Hall for the long w/e in June and that is all so far.
  • Club Office Bearers Form 2016 to PCANSW & Zone Secretary
  • Email to Yass Council confirming MPC dates for 2016
  • Email to members re: State Championships
  • Email to members re: Murrumbateman Pony Club Information
  • Email to Heather Coutts forwarding Zone 16 Camp forms
  • NSW Fair Trading A12 & A9 form
  • Email to MPC members re: Showjump festival meeting date 11th Feb and reminder re: upcoming dates and membership renewals
  • Email to Tony Stevens (Business Services Manager Yass Council) from Jo Whatman nominating Rob McLachlan as MPC’s representative on the Murrumbateman Recreation Ground upgrade.
  • MPC Submission via Email to David Needham (Chair of Murrumbateman Recreation Ground upgrade committee) and all councillors from Jo Whatman re: Support of Concept 2.
  • Email to MPC members with information and asking for individual submissions to Yass Council re: support of concept 2 for Murrumbateman Recreation Ground upgrade

Reports

- President

Thank you to everyone who offered or accepted nominations to hold a position or job in 2016. We have so many super members sharing much of the load this year and it is really pleasing to see. There remain a few jobs unfilled and I am confident these will be filled shortly.

There is always lots to do behind the scenes and several of our members have worked tirelessly over the Christmas holiday period wrapping up from 2015 and organizing and implementing items for 2016.

Big thankyou’s to Rob for his work with the proposed upgrade to the Rec grounds (see Rob’s report), Lisa Pluis for collating and preparing the secretary and senior committee jobs into well organized and easily accessible areas along with many other smaller endless tasks, Heather has started preparing camp entries along with SJ festival items, Jayne has commenced a proposal for the SJ festival canteen and is looking into fundraising with the help of Charlotte. Estelle and Mel have prepared an easy and fair Rider of the Month nomination system, Liz has begun MPC camp preparations (see Liz’s report), Lisa Shand with Lisa Pluis assisting has collected and processed memberships and most importantly Shauna has begun preparations for our first rally day in February (see Shauna’s report).

Our MPC website is up and almost complete and a huge thank you to Jason Pluis and Aulikki for getting this done. The website will become our main area for information.

Our February rally will no doubt be a big day full of excitement and I urge all our member’s, parents and children, to be mindful of each other and our horses. We may have a few new members attending, so if you see anyone a bit lost please assist them. To ensure a fun and safe rally day, as usual everyone will be rostered on for a job.

A quick mention regarding feedback – if you have any feedback of any kind I urge you to email, phone or see either myself or another senior committee member Geoff Howes, Michael Dickens or Lisa Pluis.

Please also let me know if you or your children go out competing or attending clinics on your horse, even if not pony cub related, I would love to share your experiences with the rest of the club.

See you all on Sunday 14 February

Jo Whatman

Ph: 0475821274

Moved Heather Coutts Second Shauna Haipola

- Financial (Treasurer)

Ourfinancial year is1 November2015 to 31 October 2016.

There has been some activity over the Christmas break with approximately $4183.00 membership being received and $452 in uniform sales

Biggest expenses out were uniform costs $1614, but we now have a great supply of saddle blankets

Therewere carry over expenses from MPC camp totalling $420 and ground costs for September, October, November and December 2015 $400. Along with bill for Christmas trophies $1310.

January had little expense with office supplies including stamps $80 and Web set up $28.

Please see attachments for more detailed figures.

MPC goes into February 2016 with $14244.07 in the Society Cheque account and $10546.70 in a Term deposit maturing on 8 March 2016.

My onlyrecommendation to the club is to be very mindful of how much we spend leading up to a decision by council on whether or not they will move us.

Please find attached Reports for:1 November 2015 to 31 December 2015 and 1 January 2016 to 22 January 2016.

Moved Heather Coutts Second Shauna Haipola

- Zone Delegate Report

  • Treasurerprovided feedback that the State mountedgames did well resulting in a profit
  • State championship forms needs to match the signaturing of the PC
  • All horses must be micropchipped for state championships
  • Recording of votes was not accepted, at a state level these will not be recorded
  • Stockman’s moleskins andMicklem bridle are now accepted.
  • New instructors course on February 27 & 28 in Zone 16

AGM

  • If delegates are unable to attend please let Zone know
  • Two voting delegates and two non voting delegates for a club
  • No nomination for service awards this year
  • Largest expense was the website.
  • Katherine still President
  • Toni Cutherbertson is secretary and treasurer.
  • Joanne Cullin will be event secretary
  • Lisa Pluis will attend next meeting

Moved Jayne Hooper Second Lisa Pluis

- Membership Secretary Report

  • Lisa Shand learning from Lisa Pluis at this stage
  • The membership is now ensuring that all forms are handled as one, and no separate forms
  • Members must have WWC before they join. Raise the issue about camp if there are additional people assisting who may not have the checks

Moved Michael Dickens Second- Jo Whatman

- Committee Reports in order of need for discussion

Show Jump Festival

  • Meeting date and venue – 11th February @ Murrumbateman Country Inn @ 7pm for 7:30pm

Instructor’s Meeting Feedback – Shauna Haipola

  • Push this year is about horse welfare for childrens’ and horses’ sake.
  • 45 minutes sessions (3 times)
  • Showjumpingwill be at 1 hr 15 minutes as this takes more time for each students to go around
  • More certificate and unmounted sessions after lunch.
  • Simon Bain endurance will come out and teach the children how to check horses.
  • Nat Smith volunteered that she will come in February for jumping grading .
  • Shauna raised that she wants to be more self service where people can just log their intentions for rally days. Revolutionise.com.au this wil be $350 for a years.- Agreed
  • Grant to be written by Shauna

Motion Pass: Rob McLachlan Second: Michael Dickens

Rider of the Month point-score system & age groups (Senior and Junior or 3 groups split into ages dependent upon membership)

  • Lisa Pluis went through the proposal of having different groups to have the rider of the month, groups will be decided once the membership is all in
  • Have a point in system of 3,2,1 of different session

Moved: Rob McLachlan Second: Shauna Haipola

Recreation Grounds Upgrade

  • Rob McLachlan provided update, 10 December council presented proposal and asked for feedback
  • Primary group that gave feedback were equestrian groups
  • Everybody who provided feedback appeared to be on same page with the sporting facility moving and the equestrian staying where they are currently located.
  • Equestrian have listed and provide feedback and suggested that we stay where we are, and the sporting facilities to move north . Submitted as this as a better solution.
  • Rob contacted David Rowe from Council – David Rowe is taking submissions.
  • Challenged the council concepts of costs, more expensive to move the equestrian
  • Equestrian Brief put together if moved to other area of the recreation grounds. (see below)

MPC September Camp (report submitted by Liz)

  • Grounds have been booked with council for 26th to 28th September.
    Instructors have been booked for Senior riders: Stephen Dingwell, Sarah Venamore, Peter Gillis, Yass Archery and Fall Right - Lyndsey, this is an unmounted lesson(he will also run his three day program with the junior riders as well).
  • I would like to move a motion that if the show jump festival is financially successful this year (ie it runs and is not rained off) that the club contribute to the cost of instructors.
  • However if the club chooses not to contribute the camp wouldnot be too expensive per rider I anticipate around the $200- $300 per rider. Which is still great value for such talented instruction.I haven't booked any instructors for the junior riders yet, however plan to book Fiona Gruen again. Will do some research into other available and paid instructors need probably one more. As I will reduce the riding to two paid lessons a day plus the FallRight program and an obstacle course that each troop can have free time in.
  • I anticipate that we will again use this time to clean out the moonshed and catering equipment and relocate to the scout shed for the field days.

Date: Wed, 20 Jan 2016 02:56:27 +0000
From:
To: ;
Subject: Re: Call for Agenda items

Hi Liz,

Thank you for the September Camp Update. Could you please do an individual costing for each instructor including travel, accommodationand meal costs if necessary?

This will helpdecide how theClub can best maximizecost covering, so we can make it asaffordable as possible for all members.

If this can form part of the September Camp updateto be given at the meeting next weekthat would be super.

Cheers

Jo Whatman

From:
To:
Subject: RE: Call for Agenda items
Date: Wed, 20 Jan 2016 03:26:37 +0000

(These costs are based on last year’s figures and quotes)
Lindsay - Fall Safe. Does course over the three days. Based on 48 riders $2860.00
Stephen Dingwell- $880/day $2640.00 ( gave us $650 worth of jump numbers last year as a gift) $1990.00
Sarah Venamore- $605/day = $1815.00+ travel at 55c/km (got the travel paid for by PCA NSW last year under a grant)+ meals & accomodation
Peter Gillies- $660/day = $1980.00+ travel at 55c/km(approx $181.00)
Archery $15 /person based on senior riders only approx$360.00
Fiona Gruen$550/day = $1650.00 + $25 travel
Note we only had Fiona 2 days last year this estimate is based on three days
Plus another instructor similar costs based on $660/day = $1980.00
Accomodationapprox based on 3 travelling instructors @ $70/night $30/meals= $100 = $700.00 approx(this is assuming two night for 2 instructor and 3 for Sarah as she comes from a long way)
Total costs $14,061.00 = $292.94 per rider

Motion put forward: If the SJ festival is successful the Pony Club will put some funds towards the MPC camp. Moved: Shauna Haipola Second Michael Dickens

Feedback on Camp-

  • Should we look to have local instructors.
  • Trevor Morris- great Jnr showjumping.
  • Need to look at a variety of possible instructors
  • Suggested that the sessions are reduced to a shorter session, it’s only the paid instructors that need to teach all day, horses and children should have unmounted sessions, horses were too tired
  • Dressage tution should be limited to 45 mins
  • Any other feedback send to Jo Whatman and this will be brought back in April.
  • There was a general feeling that Sarah Venamore’s lesson was at a higher level than what some of our children were able to understand
  • Kate O’Connor – as a possible instructor.

General Business

  • Safety Checklist (Jo)
  • Safe Work practices– all members to know about this, put link onto website pointing to PCANSW Risk Management
  • First Aid Certificates– Should we look to hold another school; need to collect names of those that hold a current certificate. Shauna will call for names.
  • First Aid Officer for rally days– once we know who has certificates a roster can be generated
  • First Aid kit stocktake– Heather to undertake this at the next rally
  • Horse First Aid kit stocktake– Jo to ask Fiona if she is willing to do this at the next rally day
  • Fire extinguisher– Jo to find out how to get this checked

Safety check is almost completed and will need to be sent back to PCNSW

  • Auditor for 2016 Finances (Jo)- Decided not required
  • Website update (Lisa P)-now live Thanks to Jason and Aulikki will be able to update. There will be log ons for other people to add items. There is also a number of email accounts for different roles.
  • Use of Google drive and gmailfor committee members (Lisa P)- see above
  • Use of emails for dissemination of information (Lisa P)- Clear in subject line and members can delete emails that are not needed. There will be more emails but single subjects.
  • Certificate work prior to Zone 16 camp (Jayne)- email to be sent out and discuss at next really day. Certificate books are downloadable from PCANSW site.
  • Visiting Instructors for 2016 (Jayne)-Simon Baines will attend next rally, discuss John Gormon for the working cow. Natalie Blundell as a possiblity. Dominque available for mounted games and later in the year stockman challenges.
  • Rodeo (Liz) - please remember our other trailer is still over in the scout shed. The scout shed is used for catering for the rodeo and we had gear stolen off the trailers last year during this event as the shed is left wide open to the public.So I recommend that the trailer is moved back into our shed before this event.
  • JoWhatman asked that Rapley fix the jockey wheel on the trailer in the scout shed so that we are able to move the trailer. Jo Whatman and Mitch spent time taking some items from Scout shed back to our shed
  • Jeff Cartwright is chief instructor this year, MPC to pay this membership, LindaThane- also pay her membership

Meeting Closed 10:15pm

Date of next meetingThursday 25th February