Melton & District Pony Club Inc. Page 1 of 6

Minutes of Meeting Held at 7.24pm on 10 March, 2015 at Melton Equestrian Park

MELTON & DISTRICT PONY CLUB INC. Reg No:A0031681E

Melton & District Pony Club meeting held on 10 March, 2015 at

Melton Equestrian Park, Bulmans Road, Melton

Meeting opened at 7:24 p.m. by Penny Miller PRESENT:

Committee: Penny Miller, Lance Justice, Dianne Giles, Paula Clark, Glenda Meddings, Sally Studley

Members: Rachael Fino, Heather East, Nikya East

1. APOLOGIES: Kobie Mallia

2. PREVIOUS MINUTES:

MOTION: The Minutes of 10 February, 2015 be confirmed as a true and accurate record.

Moved: Glenda Meddings Seconded: Dianne Giles

3. BUSINESS ARISING FROM PREVIOUS MINUTES:

As per Action List

a. New Jump Equipment Listing & Costing – refer DC’s report

b. John Kay Jumping Arena fencing quote – not yet acquired

c. Equissage Sponsorship – no reply from Emma O’Brien

d. VicHealth Grant submitted for Jump Vests – 8 vests applied for (had to keep under $3000).

Applications will be notified April 2015

e. Equine Dentist Booked for May Rally - $75 per horse

f. CZ Events: Helpers & Volunteer Organiser – notified CZ

g. FOMEP notified of Committee’s decision re: joint HT in August

h. AGM Paperwork all sorted ready to go.

i. 90° brackets for dazzle boards – measured but still need to purchase & fit.

j. 2015 DJ Festival Parade – in planning process. Will let us know about horses and flyers

when they have decided.

k. Terry Halvey Memorial Plaque – no reply from Lyn Halvey as yet.

l. Jump arena measurements – still waiting on measurements from John Wooding

m. Jump Arena quotes to MEPAG – will submit once measurements & quotes have been

obtained.

n. Bed for First Aid Room has been purchased and is now in First Aid Room

o. Error with Instructor Payments @ Feb Rally – Glenda spoke to instructors.

p. Specialist Jump Instructor fees & availability – Jo Murphy booked for November. Glenda to

look into others and pricing.

q. Club Specific Code of Conduct – to be discussed with members.

r. NCAS accreditation for Glenda? Ruth/Leonie contacted? – Glenda to ask at next CZ

meeting.

s. Equipment Inventory – all done and updated. Copy available for signing off at AGM.

Melton & District Pony Club Inc. Page 2 of 6

Minutes of Meeting Held at 7.24pm on 10 March, 2015 at Melton Equestrian Park

4. CORRESPONDENCE:

Refer to Appendix 1

MOTION: The correspondence, as tabled, be noted and accepted

Moved: Sally Studley Seconded: Dianne Giles

5. BUSINESS ARISING FROM CORRESPONDENCE:

Inwards

a. Fundraisers - Lolly Drive & Billy G’s Cookies

- Not interested in either.

b. Playz – free listing on new website.

- Not interested after last “playground” type website listing debacle.

c. State Workshop Feedback – refer CZ report

d. Macpherson Park Facility Audit

- All OK. Clubs needs to clean cobwebs in clubrooms and kitchen windows.

Outwards

a. Department of Justice - WWC Application Forms

Request for bulk forms to send out with Membership renewals

b. PCAV – WWC Policy Clare Lewin advised that correspondence for clubs regarding this new policy are being given to

State Council and she is in the process of putting together a bulletin which will explain the issues

more comprehensively.

c. MCC – Grant Writing Information Session

Not notified of first two workshops held for the year, asked to be notified of future ones.

6. TREASURERS REPORT:

Refer to Appendix 2 for Reconciliation Report and Income/Expenses Spreadsheet.

MOTION: The Treasurers report be accepted as tabled

Moved: Heather East Seconded: Glenda Meddings

Bank Balance as at 9 March, 2015: $7,802.90 (Less $150 in unpresented cheques)

a. Fundraising

Summer Scratch & Support Fundraiser (6 families) $225.00

Alicia Fielmich Dressage Masterclass $75.00

Australia Day Dressage Jackpot $1080.76

TOTAL $1380.76

$1,380 to be set aside for the procurement of specialist show jumping Instructors at future rallies.

b. Payments Approved

Cash Tin $36.50

Zone Team Event Entry $50.00

Melton & District Pony Club Inc. Page 3 of 6

Minutes of Meeting Held at 7.24pm on 10 March, 2015 at Melton Equestrian Park

7. PRESIDENTS REPORT:

No report

8. DC’s REPORT:

Refer to Appendix 3

a. Zone Team Event

Club is entering a flat team of two – Sally Studley & Leilani Justice (emergency Kymberly Miller)

$50 club entry fee

b. Show Jumping Equipment

Wish list:

100 x jump cups - $18 pair $900

45 x 3m poles - $30 each plus $50 delivery $1400

1 x desensitising handimount curtain $90

2 x pole sleeves - $60 each $120

Rainbow Jump Set $250

Picket Fence $130

4 sets x Start/Finish flags - $8 set $32

TOTAL $2922

Budget: (funds raised hosting the 2014 CZ Horse Trials) $3400

*$500 balance to be used to cover delivery/postage costs and to create flower planters etc.

Equipment Purchases/Expenditure unanimously approved.

Action: Penny & Glenda to organise/purchase

9. CENTRAL ZONE REPORT:

a. No meeting to report.

b. State Workshop Feedback

Sessions identified as being most useful to our club were…

SJ/XC/Flat – Heather Wilson

Games Coaching – Tim Ling

Rally Planning – Natalie Lees

Action: Paula to notify CZ

10. MEPAG REPORT:

Refer to Appendix 4

Melton & District Pony Club Inc. Page 4 of 6

Minutes of Meeting Held at 7.24pm on 10 March, 2015 at Melton Equestrian Park

11. BUSINESS WITH NOTICE:

a. Masterclass Feedback:

i. Flyer not very clear

The Masterclass was not “donated” to MDPC – funds from ticket sales did

not all go to the club.

Confusion as to whether it was a spectator event or clinic where own

horse was brought along.

ii. Ticket seller not easily contactable. Messages left but calls not returned.

iii. Dissatisfaction with length of event – spectators were advised that the event would

be 2hrs, however only went for 1hr.

iv. $75 from ticket sales to the club

v. Canteen – not worth our time and effort operating for such low numbers.

vi. Disappointing from club perspective.

b. Easter Rally/AGM

i. Navigation Ride/Quiz Action: Penny & Glenda to organise

ii. Easter Eggs Action: Di to purchase when attendance numbers are known.

c. Renewal Invitations

i. Will be ready to hand out at the April Rally. Those not present at Rally will be

mailed out ASAP.

ii. PCAV has increased their fees by $10 per member (junior & senior). Keeping

MDPC’s component at $100, renewal fees will be…

Junior - $230 prior to 30 June

$235 from 1 July

Assoc. - $245 prior to 30 June

$250 from 1 July

iii. April & May Rally Come & Tries – not worth taking out membership this late in the

Membership Year. If they intend to take out membership, they are encouraged to

attend 2nd Come & Try at June Rally and pay 2015/2016 membership at that Rally.

This may mean that they will miss out on a rally, however the alternative is approx.

$120, plus rally fees for two rallies!

d. August Event – Dressage Jackpot & Freshman’s Jumping

i. CZ would prefer our event not be up against the Riddles Creek Show and have

suggested we host the event on Saturday 29th August.

ii. Not feasible for us to host event on the Saturday, would like to push forward with

Sunday 30th August. Action: Paula to advise CZ accordingly.

iii. Same program as January Event.

iv. No Topsy Freshman’s Jumping

v. No camping

e. Equine Dentist

i. Booked for May Rally @ $75 per horse – booking sheet at April Rally.

ii. Glenda to liaise with Peter Lane as to content of theory lesson/talk. Action: Glenda

Melton & District Pony Club Inc. Page 5 of 6

Minutes of Meeting Held at 7.24pm on 10 March, 2015 at Melton Equestrian Park

f. Rally Calendar – refer to Appendix 5

April – AGM, Easter Nav. Ride & “C” Cert Testing

May – Equine Dentist $75 per horse, Membership Renewals due & Bunnings

Sausage Sizzle

June – Mid-Year Presentation

July – Start of new membership year. Harness Racing Demo (Lance Justice)

August – Dressage Jackpot & Freshman’s Jumping

September –

October –

November – DJ Festival Parade. Jo Murphy booked as Jumping Instructor

December – Xmas Break-up Rally

Glenda would like to look into the possibility of getting Alicia Fielmich to attend a rally for an

hour or so and also possibly Karen Blyth. Action: Glenda

g. Equissage Sponsorship

No reply from Emma O’Brien regarding info on the “Treatment Days”. If she is available

book her in for September or October Rally.

h. Equine Insurance

Suggested that the club look into bulk (discounted) equine insurance for our members.

The consensus was that equine insurance is very expensive and not many members

would be interested.

i. June Mini Presentation

i. Trophy plaques to be ordered for new members

o Emily Abela

o Emily Miller

o Andrew Scarpaci

o Ami Munro

o Hayley Fino

ii. Senior Encouragement Award to be presented.

iii. Presentations to take place during lunch time meeting.

12. BUSINESS WITHOUT NOTICE:

a. Life Members/Membership

i. At some stage we need to form a Club Policy/Criteria with regards to the awarding of Life

Membership.

ii. For the benefit of the upcoming AGM (our first under the new Rules of Incorporation) Do

Life Members have voting rights? Nothing specific mentioned in the Rules of Incorporation

– there is only a reference to a “Non-Voting Member” category.

Motion: “That Life Members of Melton & District Pony Club Inc. be given General Meeting

(including Annual General Meeting) voting rights”

Motion carried: 5 votes for – 1 vote against.

Melton & District Pony Club Inc. Page 6 of 6

Minutes of Meeting Held at 7.24pm on 10 March, 2015 at Melton Equestrian Park

b. “Water” Signage

Large visible “Water” signs required on taps around the grounds to make it easy for members and

visitors to easily find water for their horses. Action: MEPAG Reps

c. Disabled Toilet Signage

“Disabled Toilet” toilet sign on corner of toilet black indicating to facilities at the rear of the block.

Action: MEPAG Reps

d. Fumigation

Fumigating of clubrooms (inside & out) – spider haven! Action: MEPAG Reps

e. Fence Repairs

South-east corner between Equestrian Park and Greyhound Club Action: MEPAG Reps

f. Rally Breakfast

Rachael offered to cook Bacon & Egg breakfast at rallies commencing with the May Rally. Orders

will be available for pick-up from 9am. Action: Paula to put in newsletter

13. NEXT MEETING

7.00pm on 14 April, 2015 at Melton Equestrian Park Clubrooms

Meeting Closed at 9:20pm

Minutes Taken By: Paula Clark

(To be signed off at next meeting once minutes accepted)

Minutes Confirmed: Date __________________________________________

President: ______________________________________

Secretary: ______________________________________

APPENDIX 1

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

INWARDS

2015-02-09 MCC - Meeting with Club Presidents.pdf

2015-02-11 CZ - News from PCAV Council meeting.pdf

2015-02-11 CZ - Round 2 C certificates for 2015.pdf

2015-02-11 VicHealth - Active Club Grant application submission.pdf

2015-02-12 Shannon Trading - Fundraiser idea for your Pony Club.pdf

2015-02-14 Andrea Steele - Pony Club meeting education.pdf

2015-02-17 Libby Sheather - Instructing.pdf

2015-02-17 Playz - Bringing more families to Melton & District Pony Club Inc.pdf

2015-02-18 MCC - 2015 Djerriwarrh Festival Parade Enquiry.pdf

2015-02-25 DOJ - Financial reporting obligations for incorporated associations.pdf

2015-02-27 CZ - CZ games flat musical entry 2015v4 attach.pdf

2015-02-27 CZ - CZ games flat musical entry 2015v4.pdf

2015-02-27 CZ - State Workshop in July feedback.pdf

2015-03-02 MCC - Mains Water @ Melton Equestrian Park.pdf

2015-03-03 Bill G Cookies - Easter Fundraiser.pdf

2015-03-03 MCC - Macpherson Park Facility Audit attach.pdf

2015-03-03 MCC - Macpherson Park Facility Audit.pdf

2015-03-03 MCC - Vicsport Coaching and Officiating Forum.pdf

OUTWARDS

2015-02-13 All Members - News & Updates_ February 2015.pdf

2015-02-14 All Committee - February Meeting Minutes & Action List.pdf

2015-02-18 All Members - Super Tuesday recruitment.pdf

2015-02-18 All User Groups - MDPC Online Club Calendar invitation.pdf

2015-02-18 CZ - MDPC discussions regarding Volunteers at CZ Events.pdf

2015-02-18 Emma OBrien - Pony Club Equissage Sponsorship.pdf

2015-02-18 FOMEP - Proposed Combined Event in August.pdf

2015-02-18 Leonie Lang - Proposed MDPC Event on 30 August 2015.pdf

2015-02-18 Lyn Halvey - Terry Halvey Memorial Garden Plaque.pdf

2015-02-18 MCC - 2015 Djerriwarrh Festival Parade Enquiry.pdf

2015-02-18 Ulimate Equine Dentistry - Melton & District Pony Club

Rally Attendance Enquiry.pdf

2015-02-23 MEPAG - Insurance Policy Request.pdf

2015-02-24 DOJ - WWC Application Forms.pdf

2015-02-26 All Members - MARCH RALLY Member Reminders & Information.pdf

2015-03-01 MCC - Mains Water @ Melton Equestrian Park.pdf

2015-03-06 MCC - Grant Information Sessions.pdf

2015-03-06 PCAV - Correspondence re WWC New Policy.pdf

APPENDIX 2

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 2

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 2

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 2

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 2

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 3

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 4

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 4

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 4

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015

APPENDIX 5

Melton & District Pony Club Inc.

Meeting Held at Melton Equestrian Park on 10 March, 2015