Zone 15 Pony Club Inc
For the benefit of Pony Club members in Zone 15
Minutes
ZONE 15 PONY CLUB INC.
Minutes of Management Committee Meeting held at Capella on Tuesday 22nd September 2009.
OPENED: 7.25PM
PRESENT: Jenni Smith, Wanda Gould, Jenny Ryan, Kay Orr, Deborah Bamblett, Andrew Yates, Sally Yates, Shannon Prince, Jenny Murphy, Simone Firth, Tracie Borg, James Dunne, Sarah Bridgeman, Faye Hawkes, Tony Hawkes, Dave Pitt, Marnie Baker, Linda Pitt, Julie Jeppesen.
APOLOGIES: Lyn Batts, Diane Stokes, Keith Draper, Claudette Rolfe
Apologies accepted. Moved Shannon Prince, Seconded Jenny Murphy
CARRIED
Minutes of previous meeting were circulated and read.
Previous minutes accepted.
Moved Julie Jeppesen, seconded Linda Pitt.
BUSINESS ARISING:
" Course Builders Clinic is in Capella on 14th and 15th November being run by Guy Creighton.
" Karen Abrahams Clinic - Simone Firth was disappointed by the numbers that turned up to attend this clinic. Faye Hawkes thanked the zone for subsidising this school.
" Margaret Campbell School in Emerald 27th and 28th March 2010.
" Jenny Murphy flatwork/jumping school in Dysart, 14th Feb 2010.
" Shannon Prince spoke about the Zone flag being too big/heavy. Tony Hawkes moved that that Alan Orr look into a light aluminium pole and Kay Orr to see 1800 prints about a new flag (same design, shape and colour). Seconded Shannon Prince. CARRIED
" Sarah Bridgeman spoke about Springsure's affiliation fees.
" Jenny Murphy contacted Claudette Rolfe regarding funding for after camp lessons.
TREASURERS REPORT:
1 I am pleased to report that all clubs have paid their affiliation fees, except for Callistemon, which, apparently, is not currently operating.
2 You will notice from the copy of the cash receipts book, that in September, we received a cheque for $2000 from BHP Billiton to match the volunteer work that Kay has done for the zone - thankyou to Kay for organising that.
3 Because I had a couple of bigger expenses before any camp money came in (such as $1629 for rope for the camp, and $805 and $261 for air fares), we were down to only $568 in our working account. One of the Term Deposits for $5761 (plus interest) matured on 14 September, so I had the total of that term deposit transferred to our working account, and we can re-deposit any surplus after all the camp finances are worked out.
4 Summary of Receipts and Payments for July to 22 September, 2009 -
Balance 1.7.09 3407.69
Receipts (July) 315.00
3722.69
Payments (July) 815.39
Balance 31.7.09 2907.30
Receipts (August) 0
2907.30
Payments (August) 2339.21
Balance 31.8.09 568.09
Receipts (to 18 Sept) 22391.02
22959.11
Payments (to 18 Sept) 271.90
Balance at 18.9.09 22687.21
Note: This balance includes all camp receipt money as well as the term deposit transfer, but all expenses are to come out of this figure.
5 Term Deposit - Rural Bank
$8578.29 to mature on 6 October 2009
6 Accounts to be passed for payment -
D & L Pitt Reimburse air fares $805.39
Offshore Trading Rope - halters, lead ropes $1629.21
Karen Abrahams Dressage school $700.00
D & L Pitt Reimbursement for change of air ticket $261.90
Australian Show Ribbons Ribbons for Zone gymkhana
and 2 Jumping weekends $792.40
Grinners Trophies Zone perpetual trophies $550 approx + freight
All expenses associated with camp
Linda Pitt moved that accounts be moved for payment, seconded Jenny Ryan
Treasurers Report moved by Linda Pitt, seconded Simone Firth
CAMP REPORT:
Jenny Smith will give a full camp report at the next meeting. There are 74 riders, 47 adults and 11 instructors, a total of 142 people to cater for. There are 10 groups instead of 11 as the polo cross instructors cancelled the day before camp. One fall with minor injuries up to Tuesday.
CORRESPONCENCE IN:
" Programs and flyers for comps, clinics and things for sale.
" E-mails regarding camp
" Correspondence regarding zone gymkhana trophies
" Pony club camp forms
" Change of date - zone gymkhana
" E-mail - Blackwater affiliation fees
" Peak Downs - Course Building Clinic
" PCAQ newsletters
" Letter from Accountant
" E-mail Blackwater date for Zone gymkhana (Sunday 27th June 2010)
" Cornetts IGA Middlemount - sponsorship of a zone trophy
" Duaringa - change of uniform
" Dingo - change of uniform
" Kay Orr - article to newspaper - Maryborough State
" $2000 BMA Matched Giving Grant
" Zone 9 travel subsidy form
" Zone 15 gymkhana program
" E-mails/calls regarding certificates/rally days
" Advice from Lyn Coombe regarding these matters
CORRESPONDENCE OUT:
" Zone Minutes
" Programs and flyers for comps, clinics and things for sale
" Camp gear
" And things that came in, went out..!!!
Julie Jeppesen moved that the inward correspondence be accepted and the outward be endorsed. Seconded Kay Orr CARRIED
GENERAL BUSINESS:
" Linda spoke about the new zone gymkhana trophies. It has been decided that one be named in honour of Jenni Smith and family and one in honour of Rosemary McLeod.
Jenni spoke about how "CHUFFED" she was and that her and her husband Harold and boys have been involved in pony club within the Central Highlands since 1960.
A letter from Rosemary McLeod was also sent to the Zone but I was unable to open it - it will be read at the next meeting.
It was suggested to ask Penny Hanrahan of CQ Saddlery if she would like to display the old Zone trophies in the shop. Action - Julie
" Certificates - a discussion was held regarding the C certificate now being needed, if wanting to ride at State Comps once riders are 13 years old. Faye Hawkes to draft a letter and e-mail to Julie, to be sent to PCAQ on behalf of the Zone. Moved Faye, seconded Jenny Ryan.
" Gerald Simms doing certificate work Thursday of camp.
" Julie to contact Claudette regarding the Zone 15 nominees for the Instructors Refreshers/preschool that have been sent to her by PCAQ .
" Jenny Ryan moved and Tracie Borg seconded that Julie contact Claudette regarding this. CARRIED
" BMA Matched Giving Grant - Please note that the $2000 from BMA to go towards schools/clinics for Zone 15 riders.
" Zone 15 Gymkhana Program passed.
NOTICES OF MOTION for 2010 AGM
Club affiliation fees payable to the Zone are based on a sliding scale depending on the number of members a club has.
Because everyone has not paid their club membership fees at the beginning of the year, when affiliation fees are due, I propose to move
"That club affiliation fees payable to the Zone are based on the total number of members the club has at the end of the previous year."
Also, as it has been at least 10 years since we last had an increase in zone event nomination fees, I propose to move
"That nomination fees for Zone 15 events be increased from $12 to $15 to help cover the increase in prices of ribbons, judges' travel, etc."
Linda Pitt
REMINDER - COULD ALL CLUBS PLESE SUBMIT THEIR DATES FOR 2010 AT THE NEXT ZONE MEETING IN NOVEMBER.
MEETING CLOSED: 9.03 PM
Thank you to all who attended and the next meeting is at Comet on Saturday 21st November starting at 10am.
ZONE 15 PONY CLUB INC.
Minutes of Annual General Meeting held at Blackwater on Saturday, 5th March 2010, commencing at 10.25am
PRESENT: Jeannette Fletcher, Rebecca Sanderson, Deb Bamblett, Kacey Booker, Michelle McDonald, Angeline Bauer,Jenni Denman, Lorrette Keleher, (Blackwater), Lyn Batts, Fred Batts, Kay Orr, Julie Jeppesen, (Comet River), Jennifer Smith, Wanda Gould, (Dingo), Dianne Stokes, Donna Marr, (Emerald), Tanya Wight, (Mackenzie River), Shannon Prince, Marni Baker, (Middlemount), Simone Firth, Linda Pitt, Ariana Corkill, (Peak Downs), Pauline Williams, Jodie Rowlands, (Rolleston), Andrew Yates, Kerri Rudd, Kim Muirhead, (Springsure).
APOLOGIES: Kylie and Stuart Brown (Clermont), Toni Coyne, Sally Yates and Claudette Rolfe (Springsure), Jenny Murphy (Dysart), Bonita Orr and Peter Floyd (Comet), James Dunne (Duaringa), Keith Draper (Dingo) and Fay Hawke (Emerald)
Minutes of Previous Meeting
Julie Jeppesen circulated and read the minutes of the 2009 AGM to all present.
Kay Orr moved that the 2009 AGM minutes be accepted, seconded by Simone Firth.
PRESIDENT'S REPORT:
2009 Zone 15 Pony Club President's Report March 2010
2009 started quietly with the AGM in Springsure finding it difficult to fill the executive positions. Simone was elected as President but unfortunately after a few weeks had to resign for personal reasons. As vice president I took over the role of president. We had a Special Meeting at Mackenzie River before the Zone meeting but no one was willing to take the position so I agreed to continue as we were half way through the year.
Julie Jeppesen has been an absolute gem as secretary and filled the role to perfection. It is sad she is unable to continue as secretary. Linda Pitt remained as Treasurer and has continued to do the top job she has done for many years. Thanks to you both for all the work you have done for this Zone.
We have had a number of our riders represent us at State level and they have made us proud to have them ride in Zone 15 colours.
There have been various schools throughout the year, both Zone run and privately run by clubs. Guy Creighton conducted a most informative course building and show jump judging school at Capella for the Zone.
Lyn Coombes was to run a Jumping Equitation weekend at Comet but due to serious illness in the family at the last minute was unable to come. We were lucky to have Kay Orr to step in to take over the school.
Camp was enjoyed by those who attended, and it was great to see Led Riders for the first time in years. The pleasure these riders had during the four days, and the improvement in their riding was incredible. Special thanks to those who made this time so special for them and to be involved with these green riders was a great experience.
I realise that our catering was far from ideal and I appreciate very much your tolerance with the situation.
The Zone has some new faces at events and it is pleasing to see young riders coming through the ranks. We have some talented older riders and our young people need to be able to have the example of these riders to look up to, and aim to follow in their successes.
The updating of our Zone Trophies was a pleasing achievement. Thank you to Linda for organising this and to our sponsors of these trophies with especial thanks to Shannon for her help.
I think both Linda and myself felt honoured to be nominated by PCAQ to receive 50th PCAQ Anniversary Buckles.
I believe our Zone should consolidate and work together. We need to have more delegates at our Zone meetings so that we have an overall representation for decision making in all that we do.
I wish you all a successful and enjoyable Pony Club year and I present this President's Report for 2009
Jennifer-R Smith (President Zone 15)
Jenni Smith read her President's report to all present and moved that her report be accepted, seconded Kay Orr. Carried
ZONE INSTRUCTOR'S PANEL REPORT:
Jenni Smith read and adopted report from Claudette Rolfe from the PCAQ Newsletter. Seconded, Lyn Batts.
Zone 15 Panel Report for 2009
The past few years have been extremely busy for me with our family and business and trying to coordinate it, but I am not alone there either, as this seems to be the norm these days.
I am fortunate to have two very capable CIP members in this Region with me. Tracy Nazzari is in the Mackay Zone with Jenny Murphy in our Zone 15. Jenny helps out with organizing NCAS and also schools in our zone.
There were few candidates for the Level C instructors this year in our Zone. All had come through the Pony Club ranks and were a pleasure to work with. All 4 will be an asset to their clubs. There are also quite a number of others out there wanting to do a coaching certificate. Some of these are from outlying clubs that have not been very active of late and others who just need more time and confidence before stepping forward.
A number of current instructors are bridging across to NCAS Preliminary Pony Club Coaches well as new coaches wanting to do the NCAS course.
Springsure Pony Club hosted the Zone 15 Gymkhana in 2009 and although representation from clubs was disappointing the programme was enjoyed by those who came.
I suggested we run it on the lines of the State Gymkhana and at the end of the programme we had Pairs and Fours. These competitions have died out over the years. The riders who competed in these events had a ball and did not want to stop. Gives them a reason to have Troop Drill.
Jenny Murphy organized the Guy School at Capella for Show Jump Judging and Course Building. Judges numbers for gymkhanas have now increased.
Kay Orr stepped in to run the Jumping Equitation Clinic when Lyn was unable to continue with it.
Individual clubs have run young riders clinics and these have helped these riders go on to win medals and have been most successful. Congratulations to the winners and to all riders for having a go.
Jenni Smith and Kay Orr again organized a very successful camp at Capella during the Sept school holidays. Among the instructors was ex Dingo Pony Club member Clem Smith who has had a very successful year in Show Jumping with 4th in the Final of the World Cup Qualifier and 2nd in the Horseland Show Jumping Leader standings. Congratulations to Clem.
Carried
NCAS REPORT:
No report due to Jenny's absence but if anyone needs to know anything please contact Jenny Murphy.
TREASURER'S REPORT:
Linda Pitt handed out copies of the 2009 Financial Report to all present. Linda Pitt moved that her report be accepted, seconded Jeanette Fletcher Carried
Jenni Smith called on Kay Orr to take the chair and declared all positions vacant and called for nominations of Office Bearers.
President
Jenni Smith nominated Andrew Yates, seconded Julie Jeppesen. Andrew declined.
(But, he did say…maybe next year!!)
Pauline Williams nominated Kay Orr. Kay declined.
Shannon Prince nominated Jenni Smith. Jenni declined.
Julie Jeppesen nominated Debbie Bamblett, seconded Jenni Smith. Debbie accepted.
There being no other nominations, Debbie Bamblett duly elected President.
Vice President
Jeanette Fletcher nominated Jenni Smith, seconded Andrew Yates, Jenni Smith accepted.
There being no other nominations Jenni Smith duly elected Vice President.
Secretary
Julie Jeppesen nominated Ariana Corkill. Ariana declined.
Jeanette Fletcher kindly offered to step in to cover the role as Acting Secretary till someone fills in. Lyn Batts moved, seconded Andrew Yates.
There being no other nominations Jeanette Fletcher nominated as Acting Secretary.
Assistant Secretary
Debbie Bamblett nominated Pauline Williams, seconded Jenni Smith, Pauline accepted.
There being no other nominations Pauline Williams duly elected Assistant Secretary.
Treasurer
Julie Jeppesen nominated Ariana Corkill, seconded Lyn Batts. Ariana accepted.
There being no other nominations Ariana Corkill duly elected Treasurer.
Election of fifth Person on Management Committee
Jeanette Fletcher nominated Dianne Stokes, seconded Jenni Smith. Dianne accepted.
There being no other nominations Dianne Stokes elected fifth person on Management Committee.
Patron
Miss Colleen McLaughlin
Auditors
Linda Pitt moved, seconded Jeanette Fletcher that Walsh Accounting, Barcaldine stay as Zone 15 Pony Club Inc's. Accountant.
Official Delegates to PCAQ
JennyMurphy
Jenni Smith
Reserve Delegates to PCAQ
Anyone who is available
Camp Committee
Jenni Smith that camp discussion be moved to General Business of the Management Committee Meeting. Seconded Kay Orr and Andrew Yates.
Camp Commandant
As above
Grant Application Committee
Jenni Smith nominated Linda Pitt, seconded Kim Muirhead.
Linda Pitt Accepted.
Publicity Officer
Jeanette Fletcher nominated Linda Pitt, seconded Dianne Stokes.
Linda Pitt accepted.
PCAQ Sub Committee
Kay Orr nominated Jenny Murphy for Show Jumping and Jumping Equitation, seconded Julie Jeppesen. Jenny Murphy Accepted.
Julie Jeppesen nominated Kay Orr for Dressage and Combined Training, seconded Linda Pitt. Kay Orr accepted.
Tanya Wight nominated Matt Luck for Sporting and Camp Drafting, Jenni Smith seconded.
Julie Jeppeesn nominated Stuart Brown for Mounted Games, seconded Jeanette Fletcher. Subject to Stuart's acceptance.
Team Managers
Julie Jeppesen nominated Jenni Murphy for Show Jumping, seconded Shannon Prince.
Lyn Batts nominated Kay Orr for Jumping Equitation, Combined Training, Dressage, seconded Kim Muirhead. Kay Accepted
Angela Power moved Kay Orr for ODE, seconded Tanya Wight.
Jenni Smith nominated Stuart Brown for Sporting, seconded Linda Pitt. Stuart Brown to be contacted.
Zone Meetings
Julie Jeppesen moved that the Meetings be rotated around the Zone for 2010, seconded Pauline Williams.
Meetings will be in Emerald
Dingo 3rd July
Capella Tuesday 21st September
Comet 6th November
Affiliation Fees
Linda Pitt moved that they stay the same, seconded Andrew Yates.
Carried
General Business
Notices of Motion
" That club affiliation fees payable to the Zone are based on the total number of members the club has at the end of the previous financial year. - Linda Pitt (Treasurer)
Linda Pitt moved that affiliation fees payable to the Zone are as at 1st December of the previous year, seconded Jeanette Fletcher.
" That nomination fees for Zone 15 Events be raised. - Linda Pitt (Treasurer)
Unnecessary as it was dealt with at March AGM 2009.
" That at the end of every year, Zone 15 Pony Club has an Accountant do a Full Audit of our books. - Linda Pitt (Treasurer)
Linda Pitt moved that at the end of every year Zone 15 has an accountant do a full Audit of our books, seconded Jeanette Fletcher.
" That every year the second weekend in March be set aside for a one day instructor preschool and the last weekend in November be set aside for refresher and testing. - Julie Jeppesen (Secretary)
Julie Jeppesen moved that the second weekend in March be instructor preschool and the last weekend in November be set aside for instructor refresher and testing, seconded Jenni Smith.
" That for 2011 look into changing the sacred Sunday to fall in line with Zone 27. - Rosemary McLeod (Comet River)
It was decided to have a secret ballot. Kay Orr moved that Angela Bower be scrutinizer, seconded Jenni Smith.
12 Votes for the 1st weekend of the month
9 votes for the 4th weekend.
Ballot decided that the sacred Sunday remain at the 1st weekend of the month. Carried
Jenni Smith moved that a letter of thank you be written to the Resurrection Life Centre, seconded Linda Pitt.
Jenni Smith thanked Kay Orr for chairing the meeting and to those who took on positions for the 2010 year.
Meeting Closed
12pm