Melton & District Pony Club Inc. Page 1 of 5 Minutes of Meeting Held at 7.14pm on 16 th June, 2015 at Melton Equestrian Park MELTON & DISTRICT PONY CLUB INC. Reg No:A0031681E Melton & District Pony Club meeting held on 16 th June, 2015 at Melton Equestrian Park, Bulmans Road, Melton Meeting opened at 7.14 p.m. by Lance Justice PRESENT: Committee: Paula Clark, Glenda Meddings, Dianne Giles, Lances Justice Members: Rachael Fino, Emily Abella, Andrew Scarpaci 1. APOLOGIES: Kobie Mallia, Penny Miller 2. PREVIOUS MINUTES: MOTION: The Minutes of 12 May, 2015 be confirmed as a true and accurate record. Moved: Glenda Meddings Seconded: Dianne Giles BUSINESS ARISING FROM PREVIOUS MINUTES: (Refer to Appendix 1) a. Bunnings Sausage Sizzle – all items completed. Total profit of $1173.27 made. b. August Clinic Flyer – Penny not present at meeting, but will email Flyer to all committee for final check prior to commencement of advertising. c. Jump Arena Fencing – John Kay quote obtained and to be forwarded. d. Code of Conduct & Casual Use Policies – laminated and displayed on club notice board. e. MDARC Rally Swap Proposal – MDARC has agreed to swap rally weekends in March 2016 in order for us to host a Combined Training Day on the Labour Day Public Holiday. f. Horsham Ag. Show – Olivia Sicily-Childs competed at this event. g. Availability of High Level Instructors – ongoing process, a couple booked already for future rallies. h. Club Specific Code of Conduct – not yet undertaken. i. Pole Sleeves – up to clubs if they wish to use at Club Rallies, however not permitted for competition use. j. Ongoing Items – works in progress. 3. CORRESPONDENCE: Refer to Appendix 2 MOTION: The correspondence, as tabled, be noted and accepted Moved: Lance Justice Seconded: Glenda Meddings 4. BUSINESS ARISING FROM CORRESPONDENCE: a. Consumer Affairs Victoria – received notification advising that we hadn’t paid our annual club return/registration fee. Proof of payment sent and their records amended/updated. b. DJ Festival Get Active Expo – not worth the clubs time taking part in this expo. Participation in previous years resulted in all enquirers being re-directed to Melton Equestrian Academy and no new members.
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Melton & District Pony Club Inc. Page 1 of 5
Minutes of Meeting Held at 7.14pm on 16th June, 2015 at Melton Equestrian Park
MELTON & DISTRICT PONY CLUB INC. Reg No:A0031681E
Melton & District Pony Club meeting held on 16th June, 2015 at
Melton Equestrian Park, Bulmans Road, Melton
Meeting opened at 7.14 p.m. by Lance Justice PRESENT:
Committee: Paula Clark, Glenda Meddings, Dianne Giles, Lances Justice
Members: Rachael Fino, Emily Abella, Andrew Scarpaci
1. APOLOGIES: Kobie Mallia, Penny Miller
2. PREVIOUS MINUTES:
MOTION: The Minutes of 12 May, 2015 be confirmed as a true and accurate record.
Moved: Glenda Meddings Seconded: Dianne Giles
BUSINESS ARISING FROM PREVIOUS MINUTES: (Refer to Appendix 1)
a. Bunnings Sausage Sizzle – all items completed.
Total profit of $1173.27 made.
b. August Clinic Flyer – Penny not present at meeting, but will email Flyer to all committee for final
check prior to commencement of advertising.
c. Jump Arena Fencing – John Kay quote obtained and to be forwarded.
d. Code of Conduct & Casual Use Policies – laminated and displayed on club notice board.
e. MDARC Rally Swap Proposal – MDARC has agreed to swap rally weekends in March 2016 in order
for us to host a Combined Training Day on the Labour Day Public Holiday.
f. Horsham Ag. Show – Olivia Sicily-Childs competed at this event.
g. Availability of High Level Instructors – ongoing process, a couple booked already for future rallies.
h. Club Specific Code of Conduct – not yet undertaken.
i. Pole Sleeves – up to clubs if they wish to use at Club Rallies, however not permitted for competition
use.
j. Ongoing Items – works in progress.
3. CORRESPONDENCE:
Refer to Appendix 2
MOTION: The correspondence, as tabled, be noted and accepted
Moved: Lance Justice Seconded: Glenda Meddings
4. BUSINESS ARISING FROM CORRESPONDENCE:
a. Consumer Affairs Victoria – received notification advising that we hadn’t paid our annual club
return/registration fee. Proof of payment sent and their records amended/updated.
b. DJ Festival Get Active Expo – not worth the clubs time taking part in this expo. Participation in
previous years resulted in all enquirers being re-directed to Melton Equestrian Academy and no new
members.
Melton & District Pony Club Inc. Page 2 of 5
Minutes of Meeting Held at 7.14pm on 16th June, 2015 at Melton Equestrian Park
c. PCAV Petition – anonymous petition sent to all clubs within the state. CZ felt it would be ineffective
and advised non-participation.
d. Giving4GrassRoots Grant – unsuccessful once again.
e. Williamstown Horse & Pony club – joint rally organised/confirmed for November 2015
f. Community Benefits Program – final report submitted.
g. PCAV Strength Return – submitted.
h. PCAV Grievance Requisition – Urgent Committee Meeting convened to discuss whether or not
MDPC wishes to join other Central Zone clubs in submitting a Grievance Dispute with PCAV. MDPC
Committee unanimously agreed to submit a Grievance Dispute with PCAV outlining the following
five points of the grievance…
i. Working With Children’s’ Check
ii. Coaches Registration
iii. PCAV Park Acquisition
iv. Jump Height changes
v. General Governance concerns and lack of transparency
The requisition was delivered to the Association on the 15th June.
i. New PCAV Logo – refer to Business with Notice
j. Compressions Suits for Horses – not for Rally or Competition use.
5. TREASURERS REPORT:
Refer to Appendix 3 for Reconciliation Report and Income/Expenses Spreadsheet.
Bank Balance - $7,127.89 plus funds just received…
$60 New Uniform (Sally Studley)
$245 Membership Renewal (Andrew Scarpaci)
Unpresented Cheques:-
$45 (CZ State Games Entry)
$40 (PCAV Come & Tries)
Current Fund Allocations:-
MEPAG - $485 (refer 11 November 2014 meeting minutes)
Eltla a\E trav arlott trlrt tltTLrru l. r Lrra r v,aarn v\rt tI r
$1537.15
TOTAL PROFIT: $1173.27
I FQq FYDFNqEq'
Sausages $171 .00
Bread $25.s0
Drinks o{ n, nn
Onions $12.00
lce $38.00
Sauces, Napkins etc. Gla ao
Misc. expenses Nit
TOTAL EXPENSES$363.88
APPENDIX 4
Melton & District Pony Club Inc.
Meeting Held at Melton Equestrian Park on 16 June, 2015
DC’s REPORT
DC REPORT FOR JUNE 2015
Instructors: _Elaine, Karrissa & Tracy
We had Flat Riding and Cross Country in the morning, followed by Theory and Games in theafternoon. The weather was not good today and all lnstructors focus was to keep all riders safe in
the wind. I was very pleased with the Theory lesson with the 3 groups today and all lnstructorswere keeping all the riders attention throughout the hour block.
We had some new riders attend for a Come & Try and I do believe that some of them will be joining
our club. lt is very clear that some parents are not sure how a Pony Club operates, but hopefullythey will read their introduction package, to get a clear view of the Pony Club Movement and ourclub.
It was great to see that the unmounted members, helped the lnstructors today throughout thelessons, as this also lets them learn from a different point of view to actually riding in the group. Also
one of the new members (parent) Kate assisted me by taking her car out on the course with theriders, just in case we needed transport in quickly. Also a few of the men folk helped move all thewings to the side in the morning, so we could free up that ring/ as all groups started today with a flatlesson.
We must reiterate to parents, that while they are in a lesson under the guidance of a professional
instructor, theyare nottoyell out from the sidelines. There is reasons why lnstructors direct certainriders to do different things, as they are dealing with all types of horses and riders levels and need tokeep focused on the safety of the whole grou p. lhavefull confidence in the lnstructors thatwe use,
and their credentials speak for themselves, and the years of training also. lf there is a problem in thegroup, they come to my immediately to deal with problem, so I then can take parent and/or riderout of the rlng to sort out.
Gear and fitting is very very important and if the lnstructor thinks it is unsafe, or should not be used,
it is reported to me immediately. Sometimes some families feel that (their lnstructor said this and
not what is said at Pony club) Again I need to advise them, that this is Pony Club and while the riders
are here at the rally, they are to follow the PCAV Rules, what happens at home is up to them. Our
lnstructors have had years of experience, and if unsure speak to me regularly. I as DC also keep themupdated with rule changes through the PCAV.
It is my responsibility to keep all riders safe, and offer them the advice, through the guidelines ofthe Pony Club Movement and follow its principles, of which I have believed in for 38 years.
Overall a good day, with positive feedback from some ofthe new members, and also to our ownmembers who welcomed all the new faces today.
STATE FINALS -WISHING SALLY & LEILANI ALLTHE BEST FOR THE 2OTH JUNE - HAVE FUNI!!!II!I
-.{ Q."""0- &ir-" &n
Glenda Meddings - DC Melton & District Pony Club
APPENDIX 5
Melton & District Pony Club Inc.
Meeting Held at Melton Equestrian Park on 16 June, 2015
CZ REPORT
CENTRAL ZONE MEETING REPORT
Date of Meeting: 2 June, 2015 CZ Delegate at Meeting: Paula Clark
1. Special General Meeting for Amendment to CZ Statement of Purpose didn’t seem to go ahead – possibly due to Sue Hollins being away.
2. Working With Children’s’ Check
a. Five other zones endorsed and forwarded similar motions as CZ’s to PCAV – all were deemed “inadmissible” and all were sent the same “generic” reply from PCAV.
b. Bronwyn from Riddles Creek said that lots of discussion took place at their club with regards to the WWCC and at the end they basically said that they either needed to “shut-up and stop bitchin or do something about it”. This led to consultation with a few other like-minded Committee members from Riddles Creek and Gisborne to look at options. This group basically stripped back the PCAV constitution to see what they could do. They deemed the recent “petition” anonymously forwarded to all clubs within the state, as not being an effective tool to get this issue heard without being thrown out by PCAV.
The course of action that this group felt would be most effective would be to lodge a “Grievance Dispute” with PCAV. PCAV would then have 14 days to meet with the club(s) who have lodged grievances and try to resolve the matter(s). If the grievances cannot be resolved, the matter would then go to mediation. There were five grievances listed (refer to attachment for details)
i. Working With Children’s’ Check ii. Coaches Registration iii. PCAV Park Acquisition iv. Jump Height changes v. General Governance concerns and lack of transparency
The whole presentation was very professionally put together by Bronwyn and James and everyone was in agreeance with all five grievances. Both Bronwyn and James then also went on to list possible solutions to the grievances so that it didn’t seem as though it was a going in “with all guns blazing” approach. Bronwyn and James will meet on Friday 5th June to put together a letter and grievances attachment. This will be sent to all clubs within Central Zone for Executive Committee discussion and, if in agreement, the clubs can sign off and, in doing so, also enter into these Grievance Proceedings with PCAV. It is noted that these Grievance Proceedings are being lodged collectively by the clubs and NOT Central Zone, as these grievances are at club level.
If the grievance process goes to mediation, those clubs who have become signatories to the Grievance Dispute may be required to send a representative to the mediation meetings, however it was felt that the clubs could appoint a proxy and therefore enable the mediation to be more productive with a smaller group of those with knowledge and expertise in this area. As a final note, the “Grievance Dispute” discussions have been left out of the CZ meeting minutes for a couple of reasons...
i. The dispute is between the Clubs and PCAV and not CZ. CZ tabled the WWCC on the agenda to inform clubs of PCAV’s response to the motions recently lodged by them. The discussions were then taken over by the clubs present on a club level.
ii. The element of “surprise” was deemed preferable so as PCAV could not close ranks and change/alter the by-laws with regards to the dispute/grievance process prior to the lodgement by the clubs.
All clubs will need to discuss this at an Committee level, at their upcoming rally day, to decide if they wish to enter into these Grievance Proceedings with PCAV. The Committee’s decision can then be minuted at the next available Committee Meeting.
3. Central Zone K & C* Workshop – Saturday September 19th. Not sure of venue yet!
4. Aimee Cuthbert mentioned an idea that the Zone Examining/Instructors Committee has been throwing around and would clubs feedback on the idea of a CZ Eventing Squad.
The squad would be open to Grade 1 & 2 eventers as well as the higher Grade 3 eventers. It would entail additional costs on top of your club membership, however it is aimed at extending these riders beyond the limited resources/coaching available at PC Rally level. High Level coaches would be involved with this squad. The actual additional cost of this squad has not been worked through as yet – they are in the idea stage and would like feedback from the clubs.
5. 2015/2016 Award of Merit Nominations need to be received by PCAV by 31st July, therefore nominations need to be submitted to CZ (for endorsement) by mid July. Nomination forms are on the PCAV website.
6. Did you know that Corrections Victoria also produce “ribbons”. Could be an alternative to Computer Ribbons & Sashes etc.
7. Central Zone’s PCAV Representatives (Leonie Lang) Report attached for your perusal.
Zone Rep ReportJune 2 2015
PGAV State Council meeting April t4, 2015The summary of decisions for this meeting has been published on the PCAV website.Note that the motion relating to the requirement for adult supporters to have a \A/WCC was
amended to exclude associate riding members 18 and over.A letter to the zone from PCAV regarding the CZ motions submitted to council has been circulatedand discussed under Business Arising from Conespondence.
2015 Dressage and Showiumping State ChampionshipsThe incorrect reporting and awards for the results has been resolved. Nicola Fitzgerald(Bullengarook) has been awarded the champion sash for winning the Grade 2 dressage andGenevieve Brand has received the 6s sash for grade 1 dressage. Very belated congratulations tothese riders.
Flat Team of Four. Musical Ride and Games Championships
We had our qualifiers for the Games and Flat Teams Champs in April, again ably hosted byOaklands PC. Many thanks to the team from Oaklands, who set up the grounds magnificently. Weare also indebted to Sue Hollins (event coordinator) and Lisa Kennedy (entry secretary), who put inhours of work behind the sc€nes to organise the day, to Jenni Waldhauser who checked cards andscored and to Lu Marciniak who organised all the entry paperwork. An ongoing job.This year we were only assured of entry for 2 teams per section, but since entries state-wide arelow, some of our reserves have been offered places.Congratulations to the Gisborne A, Macedon A and Oaklands Games teams; to the Flat Teams ofFour from Riddells Creek 1&2, Gisborne and Macedon; and to the Pairs Teams from Macedon,Kyneton, Oaklands and Melton, who will be representing Central Zone at the State Championshipsat Bacchus Marsh on June 20 and 21. The detailed results are on the website. No Musical rideteams were entered this year. Time to start practicing for 20 t 6 NOW.
State Grades I & 2 Horse Trials Championships
On the first weekend in May, East Gippsland zone hosted the State HT Championships atRosedale. We had a small contingent competing: four from Riddells Creek - Naomi Kirkwood,Trinity McClean-lngleton, lsabelle Cowley and Maddison Gretton, Haylea Wright from Kilmore andJayde Kirkham from Macedon. lt is a tribute to these riders to succeed at the qualifiers and preparetheir horses for this event. Riddells Creek were also pleased to take home two sashes for 6s, forNaomi and Maddison, while Trinity and lsabelle were just out of the placings at 7th.
Strength Returns
The due date for Strength Returns to PCAV was May 31, so hopefully all are in now. Please alsoremember to up-date your club officials on the PCAV website through MyClub. PCAV won't do itfor you unless you ask. There are 9 clubs whose 2016 memberships don't show on the database,but hopefully they chose to post in the return in hardcopy. Or perhaps there is concern about theimplementation of the WWCC. Othenalse, if any club secretary needs help, please ask one of thezone executive (they have all "been there, done that'), or phone Vicki at the PCAV office" Yourriders may be at risk of not receiving their 2015-2016 attendance cards in good time.Returns to Consumer Affairs are due 30 days after the AGM, so they should also have beencompleted. Note that a Public Officer is no longer designated by Consumer Affairs and the clubsecretary should send in the return. lf any club has had a radical turnover of committee membersand lost their Constitution, I have a copy for each club.
CZ lnterclub Horse TrialsThis event was be hosted by Oaklands PC on May 30. Note that this event, as well as the CZevent last year at Melton, can be used as a qualifier for the 2015 lntezone HT.Riders entered as individuals to this event, but their placing points contributed to their club score -like for the Lowden and the Fimister. Riders from other zones have been allowed to compete butonly a CZ club can win the shield - generously sponsored by Equestrian Club Supplies.Congratulations to Riddells Creek who are the shield winners for 2015. Lancefield 2nd andTullamarine 3'd. Clubs will receive pennants for their clubhouse in due course. Manycommiserations to Oaklands, who thought they had won the shield, on the day. The results havebeen re-calculated and unfortunately, they missed out. However, it was heartening to see so manyOaklands riders compete on the day.Congratulations to Tayla Childs, who was awarded the Mathew Slade Memorial Trophy for winninggrade 1. Mathew actively participated in many PC activities and here we are remembering hisperformance at grade 1 PC Horse Trials. lt was fitting that Mathew's father, Warwick, and hisgrandmother, Lynette, were there to present the trophy.
Please remember that at a zone event, every club is rostered to provide volunteers to help on theday. lt is expecied that the club will try to spread the duties as evenly as possible. Furthermore, aHorse Trials event needs many more helpers than any other type of competition. lt is a rule ofthumb that gggy parent of a child who competes at a horse trials or any Zone competition rc!expect to be given a job on the day. Please reinforce this message at club level. Most parents(and relatives and friends) are wonderfully generous with their time but it is the occasional whingerthat we remember and who spoils the day. We were very pleased with the cooperation we receivedfrom CZ families, but unfortunately, this message does not seem to be as well understood in otherzones.
Eventinq clinicPlanning is underway for an eventing clinic to be held in the term 2 holidays,Wednesday/Thursday, July 8/9 at Tullamarine. The timing of the clinic is designed to enable grade3/4 riders who have entered the lnterzones to improve their skills but, in fact, riders in all gradesare welcome. Watch the CZ website for details of coaches and the entry form.
Soeed to SafetvThe dates for the CZ speed to Safety Training Days and Qualifiers have been set. The first trainingday was May "16 at Flemington Racecourse. Riders who missed this can still attend the next twoand qualify for selection at the state final. See the CZ website for other dates and the entry form.Speed to Safety is an event that helps teach Pony Club riders the skill needed to ride at a givenpace over a given distance. This skill is important for cross country riding and show jumping andcan equip riders to be employed as track riders.. Sashes to 6th in each division. (Division comprises of grade 1&2, grade 3&4. Total 2 divisions).. $25 Ascot Saddlery Voucher to top 4 times over 3 training days. Perpetual Trophy / High point award for the club with the most points gained over 3 training days