Midland Zone Minutes Page 1

Midland Zone of PCAV Committee Meeting

Held on 18th April 2017 at Maryborough Meeting Open: 1. Attendance and Apologies

Apologies: Tina Wilde, Wendy, Jo Lane, Julie Robbins, Nicki Chalmers, Maree McGregor Club Representatives Present: Ararat – Bealiba – Faye Barnett Beaufort – Bendigo – Castlemaine – Charlton - Kaye Blanchard Donald – Harcourt – Mark Ware Horsham – Geoffrey Lord Huntly-Spring Gully – Tagen Tankard Loddon – Maldon – Mandurang South – Maryborough – Chelsea Gerring, Debbie Ruff Neangar Park – Trista Hoyland, Mark Birchmore Stawell – Narelle O’Callaghan St Arnaud – Zone – Linda Gerring, Deb Weir, Michaela Tankard, Viv Cole, Sue Foley, Jo

Lane 2. Minutes of previous meeting and confirmation of minutes: St Arnaud 07th February 2017 THAT THE MINUTES OF THE COMMITTEE MEETING HELD ON 07TH FEBRUARY AT ST ARNAUD IS ACCEPTED AS A TRUE AND CORRECT RECORD.

Moved: Michaela Tankard Seconded: Narelle O’Callaghan

Midland Zone Minutes Page 2

Business Arising from 2016 Minutes: Donate $2000 from Midland Zone to PCAV towards Grade 1 & 2 XC jumps. A letter is

to be sent to PCAV to ask if we can have “Midland Zone” written on the jump somewhere – Will be removed from future agenda

Dressage Trailer - Discussion on pricing and design. It was agreed that Mark would get back to Executive Committee with extra quotes from Eddington and Horsham.

4. Correspondence In: 07th February 2017 to 17th April 2017.

Entries Midland Zone Horse Trials Vic Champs Correspondence re Scoring Information from Jo Lane – Chief Instructor Information – C Certificates – Nicki Chalmers

Programs – Events and Clinics Letter From Bealiba Pony Club Invoice for straw.

5. Correspondence Out: 23rd November to 06th February 2017.

Entries Midland Zone Horse Trials Vic Champs Correspondence re Scoring Information from Jo Lane – Chief Instructor Information – C Certificates – Nicki Chalmers Programs – Events and Clinics

Discussion Bealiba Pony Club letter – Scoring at competitions. Mark Birchmore to research and write a simple scoring program and will update and discuss at next meeting.

Moved: Kira Chalmers Seconded: Faye Barnett 6. Reports 6.1 Presidents Report – None Given

6.2 Treasurers Report from Debbie Weir – Presented at meeting, see attached Moved: Debbie Weir Seconded: Kira Chalmers

Midland Zone Minutes Page 3

6.3 Zone Rep Report from Sue Foley

Moved: Sue Foley Seconded: Viv Cole 6.4 Zone Chief Instructor Report – none given 6.5 Zone Examining Secretary Report from Nicki Chalmers

C Certificate ridden examination – 5 Horsham Riders, 1 Maryborough Rider Moved: Kira Chalmers Seconded: Tagen Tankard 7. Zone Events: 7.1 09th April – Zone Horse Trials - Section C

Kaye Blanchard – There were 400 volunteer man hours and $1000 spent to get the course ready. Thank you very much to all who volunteered their time to get the course ready and thank you to Section c for the set up of the grounds and to all clubs who helped with pack up of the grounds.

Teams need to be up and displayed throughout the day.

7.2 20th Aug – Showjumping and Flat team Shield - Section D

Option to hold the event at Bealiba Pony Club Grounds.

7.3 22nd Oct – Games, Flat and Musical Ride - Section B – reminder - Possibly hold the event at Charlton Grounds

7.4 10th Dec – Zone Dressage & SJ Qualifiers - Section A - reminder 8. General Business: 8.1 Midland Zone Calendar Updated

Midland Zone Calendar has been updated with changes to the following: Maryborough Horse Trials, Mandurang removed a date.

Michaela will forward calendar to Debbie Weir to put on the website.

8.2 Dressage Trailer: Discussed under Business Arising.

Midland Zone Minutes Page 4

8.3 Qualifying Dressage combinations for Grade 2 & 3 for the State

event Riders are able to qualify on more than one horse for this

event. Kaye Blanchard asked for clarification of what is written in the

State schedule. Upon clarification the Zone will decide if we want to put in the best team, or send more riders allowing for more team spirit.

Sue Foley will seek clarification of what is written in the State schedule

Moved: Tagen Tankard Seconded: Mark Ware

8.4 Combination consistently places during 12month period to

ride HC at Zone Events if an open section is not provided.

Recommendation – Zone Rep to speak to DC and parents on each individual case.

8.5 Midland Zone Club Teams Motion: Teams may consist of 3, 4 or 5 riders with the best 3 scores to

count. Moved: Kaye Blanchard Seconded: Geoffrey Lord VOTE: Unanimous Carried 8.6 State Entry Fees:

Motion: The Zone will pay half the entry fee for a zone rider competing at state level as long as they attend the relevant zone qualifier.

Moved: Kaye Blanchard Seconded: Kira Chalmers Vote: Unanimous Carried. Meeting closed: 9.48pm

Next meeting: Tuesday 27th June @ St Arnaud

Midland Zone Minutes Page 5

Job list from Meeting

Job Responsible Timeline Completed

Update Midland Zone By Laws Sue Foley Ongoing

Letter re qualify to ride at state Sue Foley Zone Meeting 27.06.17

Costings for Dressage Trailer Mark Birchmore

Zone Meeting 11.04.17

Scoring Program Mark Birchmore

Zone Meeting 27.06.17

Midland Zone Sections:

SECTION A SECTION B SECTION C SECTION D

Ararat Charlton Bendigo Bealiba

Beaufort Donald Huntly-Spring Gully Castlemaine

Horsham Loddon Mandurang South Harcourt

Stawell St Arnaud Neangar Park Maldon

Maryborough

Section Calendar:

EVENT 2015 2016 2017 2018

Instructors School C B A B

Horse Trials D A C B

Games & Flat A C B D

Instructors School B D C D

SJ & Flat Team C B D A

AGM D A C B

Dressage & SJ Qualifiers B D A C

Zone Reps report April 2017

Hi All,

The first weekend in March saw our Zone well represented at the

PCV State Show jumping and Dressage Championships at PCVEC.

Our grade 3 dressage team was Sammi Browell (Bendigo PC)

and Morgan Lane( Horsham PC) who rode 2 horses; Grade 2

team Brianne Cole (Stawell PC ) Mikayla O'Neill and Stephanie

Horton ( Neangar Park PC) and in the Grade 1 individual event

Alex Kelly ( Bendigo) and Laura Grinton (Neangar Park PC)

Hannah Wigg (Ararat) was one of only 5 competitors in the A

grade show jumping competition. Hannah placed 3rd in the

Accumulator event.

Alex Kelly (Bendigo) Annie Shea (Ararat) and Oscar & Olivia

Cole (Stawell) did a great job to place 5th in the B Grade team

events.

Riley Perry-Parmenter (Maryborough) riding two horses, Olivia Cole

(Stawell) Bridget Kelly (Bendigo) represented the MZ in the C

grade showjumping events.

As always our riders did our Zone proud and our congratulations

go to them for their efforts, their presentation and their team spirit.

Well done too, to their families and support crews!

The second Victorian Pony Club Team Championships hosted by

the Midland Zone was held the following weekend at the Bendigo

Show grounds. So many of our members went above and

beyond to make this event happen and their efforts are all

appreciated so much.

There were some stand outs who I think need a special mention.

Extra BIG SHOUT OUT to Debbie Weir for her hours of patience in

taking the entries, her A1 organisation skills and her attention to

detail. Well done Debbie!!

Clinton Hedger’s willingness to just keep doing what it takes to

ensure we have the equipment for this event and to bring it all

together (and get it all back to where it belongs) is very much

appreciated. This year Clinton had a lot of help from Mark

Birchmore from Neangar Park. Thank you all

We showcased the mighty Midland Zone at this fantastic fun

event and that is something we can be proud of! My favourite

comment from the posts I saw on Facebook read:

"Thank you to all involved. We only joined the pony world 8

months ago and this was our first outing. I don't know if anything

else will ever stack up! I had a little girl in tears on the way home

because she didn't want to leave!! Thank you for all the hard work

and time it takes to get such a special event together!”

April 9th was the date for the Midland Zone Horse Trials held at

Charlton Pony Club grounds.

The Cole family from Stawell along with the Blanchard family and

Clinton from Charlton pony club put in a gigantic effort to ensure

the grounds were looking amazing. Congratulations to the

awesome team from Horsham pony club "Fifty Shades of Neigh"

Georgia Adams, Niketta McDonald, Paris Fiedler & Morgan

Lord on winning the Shield.

Our best wishes for a speedy recovery go to Storm Brockenbrow

who had a fall (unrelated to a jump) on the XC course

necessitating in a stay in hospital. I am happy to report that Storm

is recovering well

I attended the April State Council meeting last Tuesday and the

first item for discussion was the accreditation of XC courses and

the building of XC fences across the Zones. This was in response to

the recent pictures and story on Facebook of the horse that

ended up inside a XC jump after a fall at PC horse trials.

PCV is looking at the XC course building and accreditation

practices with the final desired outcome to be a standardization

of best practice and competency of course accreditation and

XC jump building across the Zones.

I reported at the State Council meeting that I think the Midland

Zone handles these areas well as we had 6 members of our Zone

attend Equestrian Victoria XC course building and technical

delegate information days plus 2 clubs and the zone have

employed the services of course builder extraordinaire Mick Pineo

to advise on course design and correct XC jump building. Our

current course accreditors fill in very detailed fence reports

before each horse trials in the Zone and the courses are not

approved until the reports are actioned.

We were also advised at the meeting that the

Child Safe Standards sub committee has been formed and the

work has begun on creating a CSS Code of Conduct

a CSS Policy

and CSS policy Templates which can be adapted for use by

Clubs

These will be released to clubs as they become available.

Clubs have begun to hold their AGMs .Please remember to email

Michaela ,our Zone secretary, the Club Officials form sent to all

clubs of the new executive committee including contact details.

I did remind clubs last month of the need to register adult

supporters on the PCV data base.

Another very good reason for doing this is that adult supports are

of course entitled to vote. On checking on clubs recently I noticed

one club has only 6 adult supports registered, another didn’t have

one of their executive committee registered.

13.9.d An adult supporter must be financial with the pony club to be eligible for election to

the club committee. However, the club may deem adult supporters to be financial without

payment of a fee, if the clubs rules permit, in accordance with rule 9.6.b. 13.9.e Clubs must

record all adult supporters as club members in the club members’ register, in accordance with

rule 6.6.a.vii, and register them with the PCV, in accordance with rule 11. : Registration of

club personnel with PCV is required for insurance, in accordance with rule 11.1.a.

If any club secretary needs help with the OMNI data base please

call Vicki at head office 8685 8925 ext 1

I mentioned in my last report the reasons for our Hand book of By

Laws. I really can’t stress enough the importance of committees

reading their clubs model rules along with the PCV Hand Book of

By Laws.

Familiarisation with the rules and the implementation of best club

practise ensures the smooth running of clubs and also ensures as

much as possible the safety of our members and a level playing

field for all.

Til next time,

Midland Zone Representative PCV

18/04/2017Account Balance

ASSETS

Cash and Bank Accounts

Midland Zone Community Access 11,450.21

Midland Zone State Events 7,071.58

Midland Zone Term Deposit 45,967.78

TOTAL Cash and Bank Accounts 64,489.57

TOTAL ASSETS 64,489.57

LIABILITIES & EQUITY

LIABILITIES

Other Liabilities

*Tax Control*-GST to pay/receive 0.00

TOTAL Other Liabilities 0.00

TOTAL LIABILITIES 0.00

EQUITY 64,489.57

TOTAL LIABILITIES & EQUITY 64,489.57

Midland Zone: Balance Sheet - As of 18/04/2017

As of 18/04/2017 (in Australian Dollars) (Cash Basis)18/04/2017 Page 1

30/06/2016-Category Description 18/04/2017

INCOME

Interest Income-Interest Income

Other Interest Income-Interest Income 0.92

TOTAL Interest Income-Interest Income 0.92

Team Champs

Cash Float 98.00

Entries 11,534.00

Hay Bags 80.00

Meals 410.00

Misc Inc 359.00

Polo Tops

Postage 20.00

Other Team Champs:Polo Tops 2,997.00

TOTAL Polo Tops 3,017.00

Raffle 517.00

Sponsorship 2,500.00

Stable Fees 552.00

Straw 48.00

Yard Fees 1,922.00

TOTAL Team Champs 21,037.00

Wrong Account Transfer 30.00

TOTAL INCOME 21,067.92

EXPENSES

Cost of Events

Vic Team Champs

Audio 418.00

Caps 921.00

Catering 912.00

float Money 198.00

Garlands&Ribbons 280.00

Judges

Meals 110.31

Other Cost of Events:Vic Team Cham... 1,380.00

TOTAL Judges 1,490.31

Office Equipment 67.14

Polo Tops 2,800.12

Printing 144.00

Refund Entries 463.00

Rugs 1,276.01

Sashes 1,552.53

Scoring 503.20

Stable Refunds 1,520.00

Straw 630.00

Venue Hire 1,785.30

TOTAL Vic Team Champs 14,960.61

TOTAL Cost of Events 14,960.61

TOTAL EXPENSES 14,960.61

OVERALL TOTAL 6,107.31

State Accounts : Vic Team Champs Profit & Loss Statement - All Dates

30/06/2016 through 18/04/2017 (in Australian Dollars) (Cash Basis)18/04/2017 Page 1

8/02/2017-Category Description 18/04/2017

INCOME

Interest Income-Interest Income

Other Interest Income-Interest Income 27.84

TOTAL Interest Income-Interest Income 27.84

Midland Zone Uniform-Protective clothing and...

Postage 15.00

Other Midland Zone Uniform-Protective clot... 204.00

TOTAL Midland Zone Uniform-Protective cl... 219.00

Wrong Account Transfer -25.00

Zone Horse Trials

Entry 3,475.00

Hay Bag Sales 10.00

Raffle 214.00

Trade Stand 10.00

TOTAL Zone Horse Trials 3,709.00

TOTAL INCOME 3,930.84

EXPENSES

Club Visits

Travel Fee 60.00

TOTAL Club Visits 60.00

Cost of Events

State Quals Dressage & SJ

State Entry 1,360.00

TOTAL State Quals Dressage & SJ 1,360.00

Zone Horse Trials

Course Accreditation 400.00

Judges 440.00

Refund 60.00

Sashes & Awards 861.58

TOTAL Zone Horse Trials 1,761.58

TOTAL Cost of Events 3,121.58

Transfer To State Events 0.00

Zone Executive

Accomodation 150.00

Council Travel 340.00

Secretary Annual Payment 700.00

TOTAL Zone Executive 1,190.00

Zone Uniform Purchase-Protective clothing a...

Postage 80.75

Other Zone Uniform Purchase-Protective cl... 188.00

TOTAL Zone Uniform Purchase-Protective ... 268.75

TOTAL EXPENSES 4,640.33

OVERALL TOTAL -709.49

Midland Zone: Profit & Loss Statement:2

8/02/2017 through 18/04/2017 (in Australian Dollars) (Cash Basis)18/04/2017 Page 1

Midland Zone Community Account