Midland Zone of PCAV
Committee Meeting
Held on 9th February 2016 at Maryborough
Meeting Open: 8.00pm
Apologies: Jill McEwen – Donald, Heather Abdy – Huntly-Spring Gully, Tracey Arbuckle & Liz McCourt – St Arnaud, Jackie Tresize – Bendigo, Kim Fitzpatrick – Neangar Park, Natalie Burke – Charlton, Kim Wills & Louise Scott – Castlemaine, Donna Burton – Ararat
Club Representatives Present:
Ararat – Wendy Dickenson, Tina Wilde
Bealiba – Faye Barnett, Rick Seirer
Beaufort – Bronwyn Cuthbertson
Bendigo – Deb Browell, Heidi Vowles
Castlemaine – Darren Tolley, Stacey Tolley
Charlton – Kaye Blanchard
Donald –
Harcourt –
Horsham –
Huntly Spring Gully – Michaela Tankard
Loddon –
Maldon – Nicki Chalmers, Kira Chalmers, Trudi Douch, Terry Franklin, Clinton Hedger
Mandurang South – Kylie Akers, John Dunkley, Mindi Bell, Donna Stebbins
Maryborough – Chelsea Gerring, Sarah DaFonte
Neangar Park – Kim O’Neill, Linda Nancarrow, Sandra Grinton, Mikayla O’Neill, Trista Grinton
Stawell –
St Arnaud – Narelle O’Callaghan
Midland Zone – Linda Gerring, Sue Foley, Debbie Ruff, Viv Cole, Deb Weir, Christine Linton
Business Arising from 2015 Minutes:
· The C Certificate book for Angela Carter is still to be purchased
· An email has been sent to all clubs reminding them to fill in and send back Non-paid Coaches Spreadsheet
· An email has been sent to all clubs advising that Sue Foley has asked to be added to clubs members pages on Facebook and copies of minutes are to be sent through to her as well
· Club email addresses are still to be sent through to Nicki Chalmers
· Samples of saddle blankets have been obtained
· Clubs were emailed the website “Cheat Sheet” created by Deb Weir
· The 2016 Zone Calendar was updated, sent out to all clubs and has been added to the website
· Maldon PC have been contacted – Nicki will let Linda know if the XC will be ready
· Donate $2000 towards PCVEC – Midland Zone wants to donate money towards a XC jump with our name on it in the style of the Wes Cain at Maryborough Pony Club or similar. The amount is to be seconded by the Zone Treasurer.
· An email is still to be sent to clubs to ask what they would like to see at PCVEC
Confirmation of Minutes:
Moved: Deb Ruff Seconded: Narelle O’Callaghan
Correspondence In: 25/11/2015 through to 9/2/2016
Clubs
· Event programs
· Ponies/horses for sale
· Stawell PC – inviting Zone Committee to their December rally
· Kim Humphries – asking about rally attendance
· Beaufort PC – updating their email address
· Huntly-Spring Gully – email requesting a Uniform change
· Huntly-Spring Gully – advising of changes to their Executive Committee
· Ararat PC – asking if they could have a club visit in Feb 2016
· Neangar Park PC – unpaid coaches spreadsheet
· Donald PC – asking for a copy of the non-paid coaches spreadsheet
· Neangar Park PC – Advising what the club can provide for the Vic Team Champs in March 2016
· Maryborough – asking to change their HT’s date to the same day as the Zone Workshop in April
· Bealiba PC – wanting to chase up the money they feel is owed to Anna Parry who competed at the Nationals in 2015 (as moved in the minutes from 28th July 2015)
Note: Bealiba PC will get Anna’s Bank Details through to the Treasurer who will pay Anna $170.00 ASAP
Zone
· Asking NPPC to add a table of heights and spreads to their SJ program
· Email to Michelle Moors about Hannah’s entry to the 2016 State SJ & Dressage Event
· Emails back & forth between exec committee re: polo designs
· Nicki advising on info for Zone workshops to be added to the calendar
· To Beaufort PC – with info re: the Breach of Conduct
PCAV
· New 2016 Helmet Standards
· Asking the Zone to add their dates to the PCAV calendar
· Games Skills Training Clinic
· Info regarding the new PCAV database
· Advising that the 2016 Sporting Club Grants Program Round 2 is now open for applications
· Asking for articles/stories for the April edition of Making a Difference
Hard Copies/Other
· Hayden Turnbull – advertising an instructional DVD on polocrosse
· Polvin Fencing – advertising their new dressage arenas
· Computer Sashes – statement for sashes as of 31/12/015
Correspondence Out: 25/11/2015 through to 9/2/2016
· Emails to clubs re: dates for the 2016 calendar
· All MZ clubs – Midland Zone info
· All MZ Clubs – Midland Zone Messenger Christmas edition
· To Computer Sashes – updated order for SJ & Dressage Qualifiers held in Dec 2015
· To St Arnaud Trotting Complex – application to hire the grounds for the SJ & Dressage Qualifiers held in Dec 2015
· To St Arnaud Trotting Complex – Certificate of Currency
· All MZ clubs – info re: the new database coming into effect on 29th Feb 2016
· To PCAV – asking where I can get a copy of the State Dressage & SJ Entry form
· To all Secretary’s & DC’s in Victoria - program and info for the Vic Team Champs
Correspondence Moved: Debbie Ruff Seconded: Trista Hoyland
Presidents Report from Linda Gerring
Report presented at the meeting
Treasurers Report from Christine Linton
Financial statement for Midland Zone PCAV as at 8/2/2016
Balance brought forward $6619.49
Income Expenses
Entries $2305.00 Travel $334.00
Interest $35.87 Sashes $1174.65
Half state entry $327.50 Judges $425.00
Yards (state) $60.00 Logo drawing $50.00
Polo’s (state) $130.00 Bendigo Ag Society $165.00
Sponsorship $400.00
Total Income $3258.37 Total expenses $2148.65
Closing balance $7729.21
Statement Balance $7729.21
Moved: Christine Linton Seconded: Faye Barnett
Midland Zone MinutesPage 1
Zone Rep Report from Sue Foley
Hello All,
As we start the year a reminder to all DC’s that every instructor who teaches at any Pony Club rally, camp or clinic in any capacity (volunteer or paid, even if they teach at one rally, camp or clinic only) MUST produce their PCAV Coaches registration card before doing so. It is the DC's responsibility to ensure instructors have their PCAV Coaches registration card. When booking your instructors for the rally, check that they have their card. If not this gives them time to register. It is a very simple process and costs only $25 per financial year unless the instructor is a volunteer and then it is free.
Pony Club Victoria is a not-for-profit organisation which up until the introduction of the coach membership depended largely on rider membership fees and government grants to run its operations, services and programs. These activities are aimed at creating a quality Pony Club experience for riders, families and support personnel. Members' fees are channelled back into programs and services such as membership management, club official training, NCAS training and accreditation, club development programs, insurance, websites and the magazine. Coach Membership is about asking coaches to assist with supporting PCAV on this level and being proud to say they are a member of Pony Club.
Becoming a Coach Member of Pony Club is a way of supporting our riders and Pony Club’s aim to create a fun, enjoyable, challenging and inspiring space for them to enjoy their horses with their friends. . Membership with an organisation establishes a relationship and intent to operate and comply with the rules of the organisation. Changes over recent years to legal requirements, specifically the Working with Children’s legislation, have also highlighted a need to keep better information on members within Pony Club. As a volunteer organisation we are not exempt from the law. Every person on a committee of an Incorporated Body, such as Club or Zone, has an obligation to ensure they operate in a legal manner and they can be held accountable for not doing so.
Instructors teaching at pony club who are not registered as a coach on the PCAV Database will not be covered by the PCAV insurance policy for their coaching activities. All Coaches, including Preliminary Coaches and other Coaches, approved by PCAV have Public & Products Liability up to $20,000,000.
The new PCAV logo is being implemented at state level and club level .A style guide for the new logo is available from head office on request. This guide will include templates for embroidery. The logo can be used in club/zone colours as with the current PCAV Logo. The PCAV Logo will be Blue & White, used immediately on official Publications and letterhead. The current horse tick logo and the new logo will exist in the field on uniforms until old stock is exhausted.
Working bees have been conducted over the last two months to construct a Grade 5 cross country course at PCVEC. The bulk of this work has been done by members of the North metro Zone. The course is finished and it has been decided to run a fundraiser event (for the water complex) at Gladysdale on Saturday 16thApril, 2016 which will be a dressage competition (grades 1-5) and on Sunday 17thApril, 2016 which is a “Mini Gladysdale” Grade 5 horse trials for grade 5’s only.Stand by for the entry forms
A lot of work has been done to eradicate the dreaded melaleuca from the course which has meant that the grade 1 & 2 course will not be ready for the PCAV State Horse Trails at the end of April. The event has been moved to Bacchus Marsh as this Zone was next on the rotation list to host the event
A reminder that the new rules are published on the PCAV website with the changes highlighted in red. Vicki is working on a summary. There is a new grading for combined training called 5A
c.i 5A CT competition may be held for riders 10 years old and under.
c.ii 5A test only to be used. Heights and spreads of 0.30m max.
c.iii No assistance may be given, riders MAY NOT be led in any phase.
Riders will need to be graded in the CT section of their cards.
The heights and dimensions for the combined jumping course as stipulated in table E7 have been brought into line with the Horse trails heights. Our Zone wrote to State council at the request of Peggy Mills asking that they consider in increasing the speed in Horse Trials show jumping in Grade 4 from 250mpm to 275mpm. This request was granted. We also asked that State council to consider a decrease in entry fees for State events for those Zones that are 200kms or more from PCVEC. This request was denied with the advice that Zones need to look after their own.
This brings me to our Zones exciting new team event, The Victorian Pony Club Team Championships. The subcommittee to organise the event has been working hard to make it all happen and we have had feedback from clubs saying that their riders are looking forward to participating and proudly representing their clubs. Any profits from this event will go to supporting riders in our Zone.
Best of luck to the riders from the mighty Midland Zone who will be competing at the State Dressage and SJ Championships at PCVEC on March 5th and 6th. Our Zone had a very successful year last year and I know we will give it our best shot again in 2016.
Happy horsing,
Sue
Moved: Sue Foley Seconded: Kira Chalmers
Midland Zone Minutes 14th October 2014Page 4
Zone Chief Instructor Report from Nicki Chalmers
Club visits have continued into the New Year. As always, thanks to the zone personal who conduct these and the clubs for allowing us to visit and provide support in any way the zone can.
Just a reminder that an NCAS training and assessment weekend will be held on April 16th/17th at Castlemaine Pony Club Grounds. Now would be a great time for prospective coaches to start working on their workbooks as these will need to be submitted prior to the assessment day.
A State Workshop will be held on the 27th of November in Midland Zone. The venue is yet to be confirmed. I would love some feedback as to what topics you would like provided at the workshop. I have Comfort and Safety down as a priority.
Moved: Nicki Chalmers Seconded: Christine Linton
Midland Zone MinutesPage 5
Zone Examining Secretary Report from Nicki Chalmers
Nominations for the next round of C certificates close on the 11th March. Ridden examinations are to be held on the weekend of 9th/10th of April. Please ensure completed workbooks, nomination forms and fees are received by the due date. No late nominations will be accepted. It would be appreciated if DC’s or certificate co-ordinators could please ensure that ALL questions have been completed by candidates. Marking workbooks is a very large process and chasing up individuals is a time consuming task.
It was made clear at our last CIP meeting that ALL candidates must have their own set of current workbooks to ensure the information is accessible to all candidates during completion of worksheets. Photocopies of worksheets are an infringement of copyright, and for this reason I will only accept original worksheet booklets.
Moved: Nicki Chalmers Seconded: Christine Linton
Midland Zone MinutesPage 5
Zone Events Report: