Chapel Farm

1300 hours 231 Toodyay Road

Middle Swan
Sharla Abdullah, Trina Deakin, Kirsty Bradford, Pam Nelson, Marg Connolly,Kerry Duggan, Robyne
Attendees
Wright , Berny Taylor
Topic - Welcome & Apologies
Discussion
None

Discussion
Not presented

Discussion
No report, but noted that $1,000 liability to Anne Hughes has been paid out, leaving a bank balance of $5,372.95 as @
20-12-2016 as per the last ANZ statement.

Discussion
How many sanctioned shows to be held as well as when, where & judges.

Conclusions
4 sanctioned shows to be held over the year with possibly another 2 to be run in partnership with another organization such as
ARC etc. If a chosen venue is unavailable on a chosen date, then a new venue will be chosen and the date will remain the same.

It was also unanimously decided that committee was happy for the Wooroloo Summers Series to be run as a sanctioned show
as put forward by Sharla Abdullah. (additional to the 4 shows tabled above)

It ishas been decided that if Tip & Viv are available we will run our State Show in conjunction with a clinc. Viv & Tip would be the
clinicians and the judges for the state show. Entrants must attend 2 sanctioned events in order to qualify for entry to the State
Championships.

Action Items Person Responsible Deadline

Confirm availability/book of Baldivis PC & Marj Radford. Marg Connolly Next meeting
Confirm availability/book Swan Valley Equestrian Centre & Zoe
Kirsty Bradford Next meeting
Harrison

Confirm availability/book Tip & Viv Sharla Abdullah Next meeting

When Tip/Viv
Confirm availability/book SEC Kirsty Bradford are
confirmed

Discussion

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How many clinics to be held as well as when, where & clinicians. Also discussed issue of liability insurance.

Conclusions
4 Mounted clinics to be held over the year, with the possibility of some unmounted clinics TBA in the future. All clinicians MUST
provide a current certificate of public liability insurance BEFORE the date of the clinic to which they are coaching.

Sharla Abdullah to e-mail committee members later with proposals for training days & Have-A-Go days likely to be partnered
with other organisations.

Action Items Person Responsible Deadline

Next meeting
Confirm availability/book Magenup Grounds Pam Nelson

Confirm availability/book Swan Valley Equestrian Centre & Zoe Next meeting
Kirsty Bradford
Harrison
Confirm availability/book Baldivis PC & Marj Radford Marg Connolly Next meeting
Confirm availability/book Walliston PC Sharla Abdullah Next meeting
Confirm availability/ book Vanessa Hancox Berny Taylor Next meeting

Discussion
It was raised that there was an error in the awarding of the 2016 Hi-Points and a complaint was made by a member to the
National body.

Two members had been awarded Hi-Points despite not having met the qualification requirements as clearly set out in the
rulebook. Furthermore one of those members, who was a 2016 committee member, had told the complainant that in order to
qualify for Hi-Points, 3 sanctioned shows must be attended. This requirement was not met by the committee member giving the
advice who also received a Hi-Point Award incorrectly.

Conclusions
The committee unanimously agreed that a written request be made to the members who received the Hi-Point awards in error, to
return the buckles as they did not meet the qualification requirements.

It was also agreed that written confirmation be made to the complainant stating that the current committee had dealt with and
rectified the error.

In light of the above issue it was also decided to add a concise outline of qualifying requirements to the FB page, web page and
as an e-mail blast to current members to prevent this happening again.

Action Items Person Responsible Deadline

Correspondence to be made with ineligible members to request return Next meeting

Marg Connolly
of the buckles

Correspondence to be made with the complainant stating that the Next meeting
matter has been dealt with and measure put in place to prevent a re- Marg Connolly
occurrence

Concise overview of Hi-point qualifications to be drawn-up& circulated Kirsty Bradford Next meeting

Discussion

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The error with the 2016 Hi-Points calculation also highlighted that there seemed to be confusion with Hi-Points qualifiactions as
well as general rules/regulations and legal vs illegal gear.

Conclusions

A concise overview of qualifying requirements for Hi-Points awards both state & National as well as basic rules/regulations and
legal gear is to be drawn up and circulated.

Action Items Person Responsible Deadline

Concise overview of: Rules/Regs/Qualifying Reqs/Legal Gear to be Next meeting

Kirsty Bradford
draw up & circulated

Discussion
Affordability of clinics and shows was discussed as well as helper levy.

Conclusions
Tests for members will be set at $25 for the first test & $20 for subsequent tests. Non-members will be $30 per test no
discount for subsequent tests.

A refundable helper levy of $20 will apply to ALL events.

Clinics will be priced at $50 for members. This will include 2x1hour lessons in a group of 4 riders. Non-member pricing was not
discussed at this stage.

Robyne Wright is unable to do helper duties due to medical reasons but has offered to supply meals on clinic days in lieu of
paying helper duty. Committee agreed this was a fair compromise.

Action Items Person Responsible Deadline

None

Discussion
Previous practice of awarding champion/reserve at all events and ribbons for every test as well as overall level winners was
reviewed/discussed.
Also discussed the awarding of garlands/rugs etc.

Conclusions

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Champion and Reserve Champion sashes will only be awarded at the State Show. Place ribbons for the State Show will
comprise of the fancy thick ribbons.

ALL shows will now only award ribbons for 1 st to 3 rd place (which will consist of the standard thin style ribbons) for overall
level winners/place getters. Placings will be determined by averaging the competitors two test scores. The highest average
result will be declared the winner.

In future garlands and rugs and such will not be awarded to champion/reserve champion, UNLESS sponsorship has been
specifically provided for that purpose. Instead vouchers for Horseland or similar will be awarded.

However garlands currently on hand will be awarded this year. The class/award is yet to be decided.

Action Items Person Responsible Deadline

None

Discussion

It was brought to the committees attention that Hi-Points for WA members had not been submitted to the National Body. Our
members were therefore missing out on an opportunity for being awarded National Hi-points awards.

Also discussed was the fact that horses were supposed to be allocated a grading level as of the 1 January each year. Points are
accumulated over the year and are used to determine test levels for the following year.

Full members ie those that have chosen to enter for Hi-points are to move up levels according to points accumulated. These
members must compete in the level allocated and can not move down a level unless prior written consent has been attained.

This does not affect Associate members who want a more social experience and just want to better their own results and not be
overly competitive.

Conclusions
Scoring sheet to be displayed at all shows with results filled in on the day. This overall score sheet will be maintained by the
committee. Event results/scores will be posted on FB, website and via e-mail blast and this will also include a running total of
points accumulated.

Pam Nelson had previously made score cards for members, which she will bring in and we will put in to use so members also
have a personal record.

Points accumulated at an event to be communicated to the National Body within 30 days of the competition.

Due to small numbers of competitors in WA Sharla will approach the National Body to look into changing the accumulation /
allocation of points for levels.

Action Items Person Responsible Deadline

Member score cards to be made-up Pam Nelson Next meeting

Points to be communicated to National Body Sharla Abdullah / Marg Connolly Ongoing

Approach National Body with the possibility of re-configuring the points

Sharla Abdullah Next meeting
accumulation system for WA

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Discussion
Discussed lack of information & updates on the website and rules of FB posts

Conclusions

National is updating their website which will contain a page for each state similar to EA set-up. States will then be able to update
their own pages. Once this in place measures will be taken to ensure results/ updates and information are posted regularly.

Sharla Abdullah & Kirsty Bradford are administrators of the FB page & will be responsible for posting results, event information,
etc. Marg Connolly also has posting privileges. This is to be a business information page only no outside advertising.

Action Items Person Responsible Deadline

Sharla Abdullah Kirsty Bradford Marg

Regularly update FB page Ongoing
Connolly

Discussion

Discussed ways to promote membership and the current lack of informative membership material for prospective members.

Conclusions

Develop flyers/leaflets to distribute to prospective members and have on hand at events etc.

Look at giving a WD cap with each FULL membership taken out.

Have WD merchandise on hand at events available for purchase.

Action Items Person Responsible Deadline

Have a sign-up booth at the Magenup info day on 5-02-2017 Pam Nelson
Marg Connolly
Get quotes on caps & shirts sourced in WA Next meeting

MargConnolly Next meeting

Look into flyers/leaflets
Pam Nelson

Discussion
Looked at ways to promote WD and make it accessible to people

Conclusions

Decided to approach other organisations about WD giving demos at their events. In particular the State Dressage
Championships. Robyne Wright & Kirsty Bradford indicated willingness to be demo riders

Look into table runners for judges tables to display logo for photos etc. Locate sandwich board to display at events

Display WD banner at events

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Action Items Person Responsible Deadline

Organise demos/riders Sharla Abdullah Ongoing

Quote on table runners for judges tables Marg Connolly Next meeting
Locate the WD sandwich Board Kerry Duggan Next meeting

Discussion
It was brought to light that sponsorship was offered from several businesses last year but was never pursued.

Conclusions
Create a sponsorship letter and canvas likely businesses

Action Items Person Responsible Deadline

Next meeting
Prepare sponsorship letter Pam Nelson

Discussion

It was brought to the committees attention that currently only one signatory exists for financial purposes. It was highlighted that
not only was this not good corporate practice but could also pose problems if the signatory was away overseas, ill or similar.
Normal procedure is for 2-3 signatories.

Conclusions
Sharla Abdullah & Kirsty Bradford to be added as signatories. Pam to look into getting tokens or similar. This way in future Pam
will prepare the transactions and Sharla &/or Kirsty will approve them. This way both WD & Pam as Treasurer is covered then if
any discrepancies arise.

Action Items Person Responsible Deadline

Add signatories Next meeting
Pam Nelson

Implement new authorization system for transactions Pam Nelson Next Meeting

Discussion
Looked at ways to incorporate more social interaction among members and prospective members

Conclusions

Separate the Christmas function from the AGM and incorporate the awards in with the Christmas function.

Whenever a profit is made allocate a portion (to be determined) towards a social event (TBA) ie money could be put towards bar
tab for members or cost of meal etc

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Action Items Person Responsible Deadline

None

Discussion

Frequency of meetings and location. Also discussed fact that previous minutes appear to not have been accessible to members

Conclusions
Four face-to face majormeetings to be held before each show. Location to be Chapel Farm.

Monthly catch-up meetings to be conducted via skype, messenger or similar.

Dates, times and locations to be advertised and members welcome

Post minutes on FB, website & email to members

Action Items Person Responsible Deadline

Kirsty Bradford
Advertise meeting dates/details Ongoing
Sharla Abdullah
Kirsty Bradford
Circulate minutes Ongoing
Sharla Abdullah

Discussion
Marg Connolly is going to do some research into grants that may be available to us

Kirsty Bradford will look into affilitate partnership with SEC

Sharla Abdullah to push/look into getting more accredited WD judges as our current pool is mall and limited
Conclusions

Action Items Person Responsible Deadline

None

25 th February at 4pm via skype/messenger etc

Discussion

1525 hours meeting closed

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