Central Zone of Pony Clubs Inc. Reg.No A0026915H
7 October 2015 Zone Minutes
Central Zone of Pony Clubs Inc.
General Meeting of Central Zone on Tuesday 3 February, 2015
At Ross Watts Children’s Hall, Station Street, New Gisborne
Meeting Opened at 8:15 pm by Sue Hollins, Central Zone President
Zone Meetings for 2015Tuesday 3 February, 2015
Tuesday 7 April, 2015 / AGM & Zone Meeting: 6 October, 2015
tuesday 2 June, 2015 / Tuesday 1 December, 2015
Tuesday 4 August, 2015
Central Zone Executive Present:
Zone President: Sue Hollins
Zone Vice President: Ann Bush
Zone Secretary: Fritha Keeble
Zone Treasurer: Jenni Waldhauser (apology)
Zone Representative: Leonie Lang
Zone Exam Secretary: Aimee Cuthbert
Zone Chief Instructor: Ruth Feltoe (apology)
Minute Taker: Sandra Rowley Denotes Action Items.
Zone Delegates Present:
Member Club
/ Represented by: /Member Club
/ Represented byMelton / Paula Clark
Glenda Meddings
Broadford / Dale Wallace(abs)
Mark Denton (abs)
Liz Turner (abs) / Oaklands / Renae McKeever (abs)
Judith Greenham
Bullengarook / Margaret Wade (abs)
Fritha Keeble / Riddells Creek / Jenni Waldhauser (apology)
Sandra Rowley
Melanie Bugeja (abs)
Findon / Pam Kalms (apology)
Peter Smith / Sunbury / Nick Ednie
Lynden Stannard (abs)
Gisborne / Ann Bush
Jo Winther
Jenny Graham
Deb Raffle / Trentham / Bernadette Power (abs)
Glenlyon / Sarah Klas
Kym Uden (abs) / Truganina / Ronnie Graham
Wendy Buckner
Kilmore / Tracey Newnham (apology)
Bruce Hugham (abs) / Tullamarine / Colin Bourke (abs)
Kingston / Werribee / Aimee Cuthbert
Wayne Cuthbert
Kyneton / Lisa Kennedy (abs)
Jo Hewitt / Whittlesea / Renee Neubauer
Danielle McBain
Lancefield / Mark Morgan
Anne Liersch (abs) / Williamstown / Suzanne Playfoot
Macedon / Susan Burke
Joycelyn Moreland (abs) / Woodend / Ellie Pfeiffer (abs)
Helen Breier
New Delegates:
CONFIRMATION OF PREVIOUS MINUTES
Minutes of 2 December 2014 confirmed as amended as a true and accurate record.
Moved: / Seconded:
Wendy Buckner / Paula Clark
BUSINESS ARISING FROM PREVIOUS MINUTES
ITEM 1 / CORRESPONDENCE –
See Appendix 1.
MOTION: / MOVED: / sECONDED:
Correspondence as tabled be noted and accepted.
ITEM 1A / BUSINESS ARISING FROM CORRESPONDENCE
1.1. Business Arising From Correspondence
1.1.1. Comfort and safety workshops need to be followed up – there are many Clubs (Kyneton, Macedon, Woodend, and Truganina) that have expressed interest. Zone to arrange.
Correspondence
Moved : Fritha Keeble
Seconded: Suzanne Playfoot
ITEM 2 / TREASURER’S REPORT – Presented by Jenni Waldhauser
Not available – Treasurer ill. To be followed up in subsequent meeting.
MOTION: / MOVED: / sECONDED:
ITEM 3 / ZONE REPRESENTATIVE’S REPORT – Leonie Lang
Report as tabled – see Appendix2.
Items discussed:
· PCAV calendar entries for 2015
· State Dressage and SJ Championships
· CZ events and volunteer helpers
· Registration of coaches
ITEM 4 / ZONE CHIEF INSTRUCTOR REPORT – Ruth Feltoe E-mail:
Mobile: 0419 285 560 Phone: 03 5428 5560
Tabled by Leonie Lang. See Appendix 3.
item 5 / ZONE EXAMINING SECRETARY – Aimee Cuthbert/ Niree Weybury
When handing in books for C Certificate:
· Get books from PCAV well ahead to time to ensure they are completed appropriately
· Workbook, payment and forms into zone meetings on time.
· Ability and dates to be able to host testing days (rally days are possible)
· If you want your books returned earlier than the following zone meeting, be sure to provide a prepaid satchel
· On day of test, please ensure club has certificates and discs pre-purchased from PCAV
· Fees do apply to sit the tests, there are costs to cover
Next round of testing is has 38 riders to be assessed. Macedon 28th March, Gisborne 10th April, RCPC TBA.
ITEM 6 / PRESIDENT’S REPORT
No additional points to note.
ITEM 7 / JUNIOR COMMITTEE
· In recess.
ITEM 8 / GENERAL BUSINESS WITH NOTICE
8.1 CZ Events
A paper as tabled summarizing four club responses to the issue of CZ events and volunteer inputs.
The Lowden and Flat/Games need to run.
Riders whose nominated volunteer does not turn up will be eliminated from the competition.
Placing points will not be allocated to Clubs if volunteer hours are not fulfilled.
Clubs need to be very careful to ensure appropriate contact details are provided for the volunteer jobs.
Entry online will be implemented if possible.
Further consideration to be given to the running of future events based on Clubs now better understanding of the importance of volunteer positions.
8.2 State Dressage and SJ Champs Qualification Selection
Policy tabled by Zone Rep.
The Central Zone Show Jumping and Dressage Championships will be held annually and will be the qualifying event for the state championships, allowing for post-event selection if the team cannot be filled with state level ready participants from the qualifying event. Central Zone may request state team candidates to attend a zone run clinic to assist in the selection process. The discretion for selection of central zone teams for state championship events rests with the Zone Representative, whose decision will be final.
Riders may compete at a state qualifying event on more than one horse. Riders qualifying on two horses will be asked to nominate their preferred mount for team selection, which will be taken into account by the zone representative when teams are selected.
Carried, none against.
8.3 Reports from Clubs regarding success or otherwise of grant applications
Clubs have been knocked back for grants that appeared to meet the criteria of the grants (break away cups, portable dressage arenas).
Ruth to follow up from a legal perspective. Clubs to forward their grant applications to Ruth for her to collate.
When making an application, be sure to reference the criteria.
8.4 Instructor registration and fees
If Clubs run rallies without the appropriately qualified/registered instructors, insurance will be at risk. Instructors will have overlapping insurance (EA, PCAV, etc.). There is much confusion and unhappiness. There MAY be exemptions to cover the duplication of insurance. Is expected to be a topic of much debate at the next PCAV Council meeting.
Motion: Central Zone objects to the new policy which requires that a coach registering with PCAV must pay a fee. Registration is mandatory for a coach to be eligible for Gow-Gates insurance, which is sometimes covered by other insurance policies the instructors have (eg EA). The Central Zone also objects to the difference in fees charged for non NCAS accredited instructors and NCAS accredited instructors. The message to our instructors is the higher the instructor qualifications, the more you need to pay for insurance with no options given within the policy to be covered at PC or outside of PC. Instructors will put up their fees to cover these costs or will not instruct at Pony Club. No instructors, no Pony Club. Instructors committed to PC are harder and harder to source. This registration policy combined with the payment of a fee to be eligible for Gow-Gates Insurance needs to be reviewed as a matter of urgency. It threatens the viability of PC into the future.
Carried, none against.
8.5 State Comfort and Safety Workshop and NCAS training day for prelim and Level 1.
The NCAS element of this was cancelled with no notice and the Werribee instructor went for a wasted morning. PCAV needs to be aware of the need to still run NCAS assessment at zone locations (not just PCAV Park). Leonie will raise it at the Zone Chief Instructors panel meeting. In addition, Clubs are
item 9 / GENERAL BUSINESS WITHOUT NOTICE
9.1 Motion: To include led riders in non-scoring teams at zone games day.
Voted majority against.
9.2 Motion: To allow teams not meeting age or other criteria (but all off lead), to compete non-scoring at the zone games championships.
Carried.
Meeting Closed: 10.25pm
Page | 6
Appendix 1
CORRESPONDENCE
December 2 2014 and February 3 2015
CORRESPONDENCE IN:
Mail:
Email:
Date Melton PC – Event advert
N G Playgroup – Request for bookings
Hemingway – Macedon Supercross Entry Details
Broadford PC – update of details
Mitchell and Surrounds – Workshop advert
Graham Kirkwood – Naomi qualified for CZ showjumping
WGZ Inc - re Facebook page
Drysdale Leopold – Entry form
Vicki Jans – amendment to schedule
Broadford PC – event booking
Karen Lenne – Advert
Melton PC – Feedback
Bullengarook – advert
Lisa Rouessart – advert
Melton PC – advert
Susie Smith – President Cups
Vicki Jans – open riders update
Vicki Jans – Revised entry form
Werribee PC – Facebook page.
CORRESPONDENCE OUT
Email Melton PC Event advert
Macedon Supercross Entry Details
Mitchell and Surrounds Workshop advert
Drysdale Leopold Entry form
Karen Lenne Advert
Bullengarook advert
Melton PC advert
Susie Smith President Cups
Vicki Jans – open riders update
Vicki Jans Revised entry form
Werribee PC Facebook page.
Appendix 2
Zone Rep Report
February 3 2015
There has been no State Council meeting since our last zone meeting. The next meeting is on February 10th. However, the PCAV office has been busy and all of the new rule books have been posted on the PCAV website. I listed a selection of the proposed changes at the December meeting. These include HT fence specifications, zone officials/club delegates, temporary yards and registration of coaches. There are numerous others. Please make sure someone at your club is up-to-date with the changes and have copies available at the club for queries at rallies or competitions.
PCAV calendar entries for 2015
As I advised last year, in 2015, clubs are required to add their own calendar entries to the PCAV calendar. This can be done using the “Calendar” tab on the club website, or by logging on to MyClub on the PCAV website. Click on “Add an event” under “Calendar items” and complete the details. Ensure that “State” is selected when asked. If you add CZ to the end of your event name, then it is filtered on to the PCAV zone calendar (which is different to the excel version which was handed out last year and is on the CZ website). You can also list your rallies and other club activities just for club use by selecting “local”.
You can add basic information of your 2015 event now and up-date with particular details and an attached program closer to the time. Again, please ask if you need help. Delegates here tonight should ensure that the club person with the PCAV MyClub password is aware of the new calendar arrangements.
State Dressage and SJ Championships
These State Champs will be hosted by West Gippsland Zone at Wonthaggi on February 21 & 22.
The CZ dressage and showjumping qualifiers were held at Kyneton PC on November 30. Many thanks to the Kyneton members who set up the venue and ran the canteen.
Congratulations to the riders who placed in their sections. The results are on the CZ website. Teams for the Dressage and SJ State Championships have been selected. Many will have attended earlier tonight for riders to organise zone polo uniforms and for Team Managers to collect saddle blankets.
We have dressage teams at Grades 2 & 3, SJ teams for B & C grades and individual competitors for grade 1 dressage and A grade SJ. We wish them every success at Wonthaggi.
CZ events and volunteer helpers
The issue of rostering volunteers to help at zone events was introduced last meeting. The question was raised whether CZ should run all the currently scheduled events.
Some clubs have forwarded their comments for consideration. There is continued support for the Flat Teams, Musical Ride and Games Qualifiers. There is really no other way to select teams for the State Champs. There is some support for the dressage and showjumping qualifiers. If these are to be continued, a policy has been prepared for submission to zone delegates. The continuation of the other events and ways of rostering help needs further discussion and input from clubs. This has been included in the General Business agenda.
Registration of coaches
Concerns about
1. the requirement for an NCAS qualified coach to be present at rallies and
2. the requirement for all coaches to be registered, which included payment of a fee,
have become apparent as clubs prepare for the first rally of the year.
Both of these requirements have insurance implications. Your concerns have been passed on to the PCAV State Council Executive. More information may be available after the State Council meeting on Feb 10.
Leonie Lang,
Central Zone Rep
Appendix 3
CENTRAL ZONE CHIEF INSTRUCTORS REPORT FEB 2015
We ran our annual dressage and show jumping clinic in January with Jamie Murray and Justine Greer. Overall we had 38 riders attend the clinic over the three days and thoroughlyenjoyed by all. It was great to see all riders developing their skills throughout he clinic especially the younger riders, and will assistthem up for the horse trials season coming up.
We are also holding a Games Skills Training Workshop on 7 February at Riddells Creek Pony Club to be run by Warwick Slade predominantly for coaches and our younger and less experienced riders.
We have a growing band of candidates for C* and K certificates starting to make their presence felt in our Zone. We have 2 C* candidates ready to sit their practical assessment component. We are finding that with the K workbooks, we are able to hold assessment days to sign off one or two subjects – like harness or lungeing – for multiple candidates and that this is proving to be an effective way to provide positive encouragement to keep going for those candidates undertaking university or VCE studies. One candidate commented that this was just how she had achieved her Grey Wolf badge for Scouts.
We have had a small number of coaches interested in their coaching accreditation and a possible training day. Based on recent club feedback regarding coach membership, most of our Zone’s coaches appear to be volunteers or receive no remuneration from their coaching activities outside pony club rallies. My view is that this may in part help to explain the low level of interest in coach accreditation in CZ. We will offer the evening workbook sessions for Preliminary coaches and Level 1 coaches again. We have had a poor response to these in the last 2 years but perhaps the new requirement for using registered coaches at club activities will put these back on club and prospective coaches radar. We will encourage those who feel ready to consider the assessment day in Wannon Zone on the 8th of May. We are looking at suitable dates and venues for a Central Zone assessment day in the second half of the year.