Zone 15 Club Inc.
Minutes of Management Committee Meeting held at Bridgeman Park Capella, on Saturday, 1st March, 2008, commencing at 1.20 p.m.
Present As per AGM
Apologies As per AGM
Minutes of Previous Meeting
These had been circulated. S.Firth moved that they show a true and correct record, seconded by T. Coyne. Carried
Business from Minutes
Zone Gymkhana Ribbons - All present, were asked if anyone had not yet received these. To everyone's knowledge all clubs had received them.
Travel Assistance for Clubs - L. Pitt asked if anyone knew if there were any terms and conditions set out for the Zone's Travel Assistance Program. For example in relation to the payback period and as the program is for $1000 what happens if five people applied for $300 each. D.Pitt moved the program be abandoned for the moment but if anyone within the Zone applied for it in the future, terms & conditions would then be set out. Seconded Claudette Rolfe
BMA Match Giving Grant - This was moved to General Business
Treasurer's Report
Affiliation Fee invoices are ready to be sent out to all clubs.
Summary of Receipts and Payments for past 4 months -
Balance 01.11.07 2954.32
Receipts (Nov) 1453.85
4408.17
Payments (Nov) 342.60
Balance 30.11.07 4065.57
Receipts (Dec) 10.08
4075.65
Payments (Dec) 706.44
Balance 31.12.07 3369.21
Receipts (Jan) ---
3369.21
Payments (Jan) 7.75
Balance 31.1.08 3361.46
Receipts (Feb) ---
3361.46
Payments (Feb) 5.00
Balance 29.2.08 3356.46
Term Deposits with Elders Rural Bank-
Deposit 1 $ 8917.47 matures 6 April, 2008
Deposit 2 $12159.86 matures 14 June, 2008
Accounts to be passed for payment -
Walsh Accounting Audit fees $220.00
CQ Saddlery Prizes 700.00
PCAQ (Roma) Nomination fees 1400.00 (Advised after meeting)
As mentioned in the AGM, we already have paid for -
Airfares for 2 instructors for Camp
Airfares for Instructor for Dressage Judge School
Brow band material for camp
Ribbons for Zone Jumping weekend.
L. Pitt moved that the report be accepted and that the accounts be passed for payment, seconded by D. Stokes
Correspondence In
Email Re Zone Certificates
PCAQ Newsletter November 2007
Email Re Storage Boxes
Email Jumping Equitation School Participants
Email Horse for Lease
PCAQ Newsletter December 2007
Office of Fair Trading - Annual Return
PCAQ Personality Quest
Email Flyer on Jodhpurs
Email QLD Horse Council - EI
Email EI Zone update
Email Re AGM Venue
Email Re Waybills
Email EI update
Email Dysart Executive Committee for 2008
PCAQ White Zone J/E & S/J Nomination Forms 10-14 April
Email EI Update
Email Blackwater Gymkhana Date
Email Peak Downs, Zone 15 J/E & S/J Program 15-16 March
Email S/J Wings Flyer
Email EI update on permits, vaccination etc
Email Nambour Official S/J Program 9 March
Dingo Executive Committee & Delegates for 2008
Emerald Executive Committee & Delegates for 2008
Peak Downs Executive Committee & Delegates for 2008
Email EI Update
Email Protocols for Haden Show 26 April
Email Compton Park J/E & S/J Program 15-16 March
Email Family Fun day, Dingo 29 March
Email EI Update
Email Middlemount Executive Committee for 2008
Email EI Update
Email New Secretary Dysart
Email Mackenzie River Executive Committee & Delegates for 2008
Email Zone Changes for EI
Email Suggestions for Zone All round Points Champion
Email Springsure Executive Committee & Delegates for 2008
Email Apology from Blackwater for AGM
Email Comet River Executive Committee & Delegates for 2008
Nominations Keely & Sara Jeppesen - Roma J/E & S/J 10-14 April
Email EI Update
Venue price list & Menu
PCAQ Newsletter January/February 2008
Nominations Brooke Cestero - Roma J/E & S/J 10-14 April
W Gould Apology, Proxy to J Hardwick
Nominations Bonita Orr- Roma J/E & S/J 10-14 April
Alexandria & Georgia Leppien - Roma J/E & S/J 10-14 April
Tristan & Abigail Donaldson - Roma J/E & S/J 10-14 April
Correspondence Out
Zone Members Flyers
PCAQ Nomination Form for J. Murphy to attend NCAD level D
CQ Saddlery Order for Gift vouchers for Zone All round Points Champion
S. Firth moved that the correspondence in be accepted and the correspondence out be approved, seconded by J. Hardwick
General Business
Personality Quest Dinner Dance - H. Hardwick made enquires into hosting vent at the Blackwater Civic Centre. Hire charges are $143 for main dinning room which seats approx. 150 people, $44 for separate room for judging on the night. Sit down meal $42/head or buffet $25/head. Table arrangements can be in Zone's colours. J. Smith moved this be held at the Blackwater Civic Centre on 29th November 2008. Second H. Hardwick.
J. Murphy moved H. Hardwick be appointed Quest/Dinner Dance Co-ordinator. Seconded C. Rolfe.
Costs will be finalised at next meeting.
Entrants from Zone 15 include: Bonita Orr & Sara Jeppesen (Comet River Pony Club), Peta Hardwick (Dingo Pony Club), Georgia Leppien (Peak Downs Pony Club).
Date Claimers - Zone 15 Dressage & Combined Training hosted by Middlemount Pony Club will be on 17 & 18 May.
Middlemount Gymkhana - 26 July
Blackwater Gymkhana - 31 May
Blue Card Reminder - A register is to be created listing all Blue Card holders within the Zone. This information is to be obtained from all clubs within Zone 15 via a letter outlining the requirements of volunteers to hold one. There was some thought between members if this was necessary.
PCAQ Newsletter - Points noted were:-
Gymkhana Programs
" Zones must look at Gymkhana programmes in their Zones.
" Discussed that Gymkhanas were not being run as such but more as Sporting days.
" Programme must have approximate half Formal events and half Sporting, plus Showjumping.
" Gymkhana - One Horse One Rider.
" Riders are allowed to change gear but gear must be correct and if not rider maybe eliminated from the event.
Gear Check - There must be an official Gear Check before first even; rider may change gear but new gear must be correct and if not rider will be eliminated from the class/es in which incorrect gear was used. The class will not be held up for the rider changing gear.
State Stockman Challenge - Will include four (4) sections:
Presentation - maybe judged in conjunction with Pattern
Pattern - Dry run
Time Trial
Camp draft (one round)
Waybills - The PCAQ January/February 08 Newsletter clarifies the requirements for waybills.
" You do not need to carry a Waybill if you ride out form you own property - even if is to your Pony Club Grounds
" You WILL need to carry a completed DPI Waybill if you ride to an organized event, a copy of which must be left with the event organiser. The Way bill may be downloaded form the DPI website.
" An organized event can be a muster/rally day, a competition or a trial ride.
Zone 15 Constitution & Guidelines - All club secretaries within the Zone should have one of these. If not they are to contact the Zone for another copy.
Nominations for 2008 J/E & S/J Championships in Roma - S. Firth to email team managers the names of those attending.
NCAS Level D Presenters Course - J. Murphy gave report at AGM.
J. Murphy has produced a 'Guide to Rally Days' to assist instructors with planning lessons over the year covering issues that will assist riders in obtaining their C & C* Certificates. These are $15 each. Anyone interested in obtaining one of these guides can contact J. Murphy or S. Firth
J/E Judges School - The Zone still has grant money available to host a school. This school is required to be held before June 2008 or the Zone will have to pay the money back to Sport & Rec. The following instructors were discussed to instruct at the school; Carolyn Earl, David Quick, Jan Morland & Lyn Coombs. To see a consistency over the board, J. Smith moved the Zone contact Lyn Coombs to run a school. Seconded T. Coyne.
Depending on Lyn's availability the school could be held on 29/30 March, 19/20 April, 26/27 April or 21/22 June.
Dressage Judges School - Much discussion was had on when the school could be held, either the May Day weekend (3-4 May) just before the competitions start or the End of June just before the State Championships. H. Hardwick moved this school be held on 28 & 29 June at Bridgeman Park Capella. Seconded C. Rolfe
Dressage Riders School - F. Hawke moved a Dressage Riders School also be held at the same time at the Dressage Judges School for Beginners & Advanced Riders on 28 & 29 June. Seconded J. Murphy
Instructor Schools - J Smith moved the Zone host 3 instructor's schools in 2008 and contract Zoe Harrison to see if she may be available to teach.
12 April - 1 Day Refresher at Emerald
5 July - 1 Day Refreshers at Emerald *
18 October - 1 Day Refresher at Capella
Seconded A. Orr
*5 July is also a Zone Meeting in Dysart.
Due to the limited dates available no decision was made if the refresher day on the 5 July will be held.
Instructors School Exam - PCAQ needs to know before August if anyone is going to sit their exam. C. Rolfe to ask PCAQ if the Zone can hold their examinations on 19 October 2008.
Application for Another Grant - J. Smith moved the Zone apply for another Grant to assist with Judging Education in 2009. Seconded J. Hardwick.
S/J Riders School - This will be similar to the Dressage Riders School. Lessons will be aimed at Beginners and Advanced Riders. Two (2) instructors will teach with lessons to be subsidised by the Zone. Lesson fess to around $25 and beginner at no charge. D. Stokes moved the school be held on 30-31 August 2008. Seconded H Hardwick.
K. Orr moved the school be held at Comet. Seconded H. Hardwick
2008 Zone Camp - A proposal of the following was put forward;
Sunday night - Riders enter Camp
Monday to Thursday - Riders receive instruction on various topics
Friday morning - Camp closes. No meals provided after Breakfast.
Friday to Saturday - Specialised Instruction on Dressage, S/J & J/E. No meals provided. Lessons are a Separate Fee to the Camp Fees.
Riders do not have to attend camp to be able to attend the Specialised Instruction. Lessons aimed at the older riders that have lost interest in attending camp.
Nominations for the lessons to be received at the same time the camp nominations are received.
Zone Camp Meetings - The question of could Camp Meetings be held prior to the Zone Meetings was asked. Instructor meetings were as a rule held prior to Zone Meetings. Holding Camp Meetings before the Zone meetings could be something that could be looked at in the future.
Zone Newsletter - Again this year J. Smith offered to produce the Zone Newsletter. Items of interest, results or club news need to be forwarded to J. Smith so they can be published.
Zone All Round Points Champion - A general discussion took place on this topic and the need for balanced disciplines. H. Hardwick moved for all present to vote on whether to continue with the running of a 2008 Zone All Round Points Champion and if it would be run as per the guidelines set out in 2007.
Seconded T. Coyne.
A vote to continue was successful but no agreement could be reached on the scoring system and guidelines.
Therefore clubs are asked to put forward suggestions on a system, guidelines and objectives to running the Zone All Round Points Champion. These are asked to be submitted before the next Zone Meeting for discussion.
Attached are the Guidelines used for the 2007 Zone All Round Points Champion and a suggested guideline and example supplied by L. & D Pitt.
Sympathy Card - J. Smith moved a sympathy card be sent to both J. Ryan and her daughter Kayleene. Seconded J. Hardwick.
Thanks - J. Smith thanked H. Hardwick for her efforts over the years as Zone Secretary.
Closure There being no further business, the meeting was closed at 3.30 p.m.
President
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