|
The Welsh Pony and Cob
Society |
|||
 |
|||
|
Council Meetings |
|||
 |
|||
|
The Welsh Pony and Cob
Society |
|||
|
|
|||
|
Council Meetings |
|||
|
|
|||
Site Map
|
THE WELSH PONY AND COB SOCIETY The Lion Hotel, 2 Broad Street, Builth Wells Session 1: Confidential PRESENT Miss S.M. Hardy (Chairman); Mr D.Ll. Williams (Vice-Chairman); Mrs M.E. Mansfield (President); Mr L. Bigley (President Elect); Dr E.W. Davies (Publicity Officer); Mrs W.A. Bond; Mr M.T. Daley; Mrs E.E. Dart; Mr E.T.E. Davies; Lady Evans-Bevan; Mrs C. Fell; Mr S.F. Franklin; Mrs E.R. French; Mrs D. Jones; Mr G. Jones; Mrs P. Howells; Miss L.M. Hutchins; Mr R.G. Manchip; Mr D.D. Morgan; Mr J.P. Parry; Mrs J.P. Price; Mr E. Prosser; Mr J. Russell; Miss J. Sheil; Mr J.K. Spenser; Mr C. Thomas; Mrs D.M. Thomas. IN ATTENDANCE Mrs G. Fazey-Koven (Chief Officer & Secretary); Miss H. Tandy (Assistant to the Chief Officer). APOLOGIES Apologies for inability to attend the meeting were received from Mrs M.C. Edwards and Mr J.T. Kirk. DECLARATIONS None were raised. CONFIRMATION OF MINUTES – SESSION 2, CONFIDENTIAL - 8TH OCTOBER 2007 There were no corrections to the minutes of Session 2; therefore they were duly signed by the Chairman of Council. MATTERS ARISING 7223 (i) Royal Welsh Agricultural Society (Ref.Min 7177) REPORT OF THE FINANCE MEETING HELD ON 16TH OCTOBER 2007 The minutes were accepted as read. MATTERS ARISING FROM THE REPORT 7224 (i) IT Development (Ref.Min 7179) (ii) Journal (Ref.Min 7180) Mr E.T.E. Davies joined the meeting. REPORT OF THE FINANCE MEETING HELD ON 29TH NOVEMBER 2007 The minutes were accepted as read. MATTERS ARISING FROM THE REPORT 7225 (i) Judges & Area Insurance (Ref.Min 7223(iii)) Mr J Russell confirmed that Council had received copies of the balance sheets and accounts for the year ending September 2007 and invited questions from Council. Lady Evans-Bevan joined the meeting Mr C. Thomas wished to express a vote of thanks to the auditors and to Mr C. Hodgson for all the work they had done with regards to the end of year accounts. All were in agreement. On the proposal of Mr J. Russell and seconded by Mr M.T. Daley it was unanimously agreed that: the recommendations of the Finance Committee, including the draft Balance Sheet and Audited Accounts for the year ending 30th September 2007, be accepted. APPOINTMENT OF INSPECTION JUDGES FOR THE 2008 – 2009 PREMIUM SCHEME 7226 Following proposals from Council Mr. V. Pearce was appointed inspection Judge for 2008-2009 and Mr R. Bowen reserve. Mrs D. Thomas took the opportunity to inform the Council of the successful Foal Inspection that had taken place at Brecon Market on Saturday 8th December. She wished to record thanks to Mrs G. Edwards, Office Manager, for all her hard work. APPOINTMENT OF PRESIDENT- ELECT FOR 2008 – 2009 7227 Following voting in the usual manner it was resolved that: Mr D.W.W. Lloyd be recommended to the Annual General Meeting as President Elect for 2008 – 2009. MISS BRODRICK MEMORIAL TROPHY 7228 Mr J.K. Spenser absented himself from the vote. On being balloted upon, it was resolved that the Miss Broderick Memorial Trophy for 2007 be awarded to Mrs Ll. Spenser, Felinmor Stud, 11 Maesheli, Penparcau, Aberystwyth, Ceredigion. HONORARY LIFE MEMBERS AND VICE-PRESIDENTS 7229 Mr. J.K. Spenser absented himself from the meeting during the voting. Nominations had been received and following voting Honorary Vice-Presidencies were agreed. Mrs E. Dart absented herself from the meeting. Nominations had been received and following voting Honorary Life Memberships were agreed. It was noted that there was concern that too many honorary life memberships and honorary vice-presidencies were being awarded. Mr J.P. Parry suggested that the rules should be changed and a set number of awards should be given each year. The Chairman agreed that this was an issue for the Members Services Committee and it would be referred to their next meeting to draw up new guidelines for nominations. RWS JUDGES NOMINATIONS 7230 The Council were circulated with the voting papers for the Judges nominations. The ballot was conducted and recommendations agreed. CORRESPONDENCE 7231 One item of correspondence was received. SERVICE QUERIES 7232 2 Service queries (Prefix transfer and extension were considered by Council) ANY OTHER BUSINESS 7233 (i) Enrolment of Members On the proposal of Mr S.F. Franklin and seconded by Mr J.P. Parry the Council unanimously agreed to accept 126 new members, as listed. (ii) Point of Procedure (iii) Royal Welsh Winter Fair Session 2: Open Meeting PRESENT Miss S.M. Hardy (Chairman); Mr D.Ll. Williams (Vice-Chairman); Mrs M.E. Mansfield (President); Mr L. Bigley (President Elect); Dr E.W. Davies (Publicity Officer); Mrs W.A. Bond; Mr M.T. Daley; Mrs E.E. Dart; Mr E.T.E. Davies; Lady J. Evans-Bevan; Mrs C. Fell; Mr S.F. Franklin; Mrs E.R. French; Mrs D. Jones; Mr G. Jones; Mrs P. Howells; Miss L.M. Hutchins; Mr R.G. Manchip; Mr D.D. Morgan; Mr J.P. Parry; Mrs J.P. Price; Mr E. Prosser; Mr J. Russell; Miss J. Sheil; Mr J.K. Spenser; Mr C. Thomas; Mrs D.M. Thomas. IN ATTENDANCE Mrs G. Fazey-Koven (Chief Officer & Secretary); Miss H. Tandy (Assistant to the Chief Officer). OBSERVING Mr B. McDermott and Mr J. Evans. APOLOGIES Apologies for inability to attend the meeting were received from Mrs M.C. Edwards and Mr J.T. Kirk. WELCOME The Chairman, Miss S. Hardy welcomed Mr McDermott and Mr Evans to the meeting. CONFIRMATION OF THE MINUTES SESSION 1, OPEN SESSION 8TH OCTOBER 2007 CORRECTIONS The following sentences should read: “Mrs Dart had been advised that the condition of the ponies was unacceptable at the Hay on Wye Sale. Mrs Thomas informed the meeting that the RSPCA had previously been involved.“ MATTERS ARISING 7234 (i) Exhibition Unit (Ref.Min 7168 (i)) Mr M.T. Daley confirmed that this matter had been dealt with during discussion as it had been agreed more advertising for the Welsh Pony & Cob Society on the vehicle would be obtained. (ii) Advisory Group (Ref.Min 7168 (iv)) The Chief Officer informed the Council that there had only been two nominations in some areas, therefore no voting would be required in those areas only those with three or more nominations. Mr J.K. Spenser asked if there had been any feedback from the Daughter Societies, the Chief Officer noted that work needed to be done to ensure compliance with Welsh Pony & Cob Society regulations. Mr L. Bigley noted that when Daughter Societies were officially recognised they were all in line with Welsh Pony and Cob Society rules. Dr E.W. Davies noted that the nomination forms did not state clearly whether the proposer and seconder had to reside in the area of the person they were nominating and whether you could only vote for the people in your area. It was confirmed that proposers and seconders could be any member and that voting was by area. Mr M.T. Daley noted that it would be useful to have a separate meeting to discuss the Advisory Group in full. Mr J.K. Spenser felt that communication with the members needed to reach further than the web-site as not everyone has access to the internet. It was proposed by Mr M.T. Daley and seconded by Mr C. Thomas that a separate date is agreed further to the meeting with Mr Morgan to discuss the Advisory Group. The Chief Officer noted that Council must consider when this would be likely to happen, Council would be better informed after the meeting scheduled with Mr R. Morgan for Monday 17th December. Mr M.T. Daley noted that it is Council’s decision at the end of the day and he would be raising some challenging points with Mr Morgan at the meeting. The Chairman suggested that Council should come to a decision further to the meeting with Mr Morgan. Mr C. Thomas withdrew his support for Mr M.T. Daley’s proposal. On the proposal of Mr J. Parry and seconded by Mr C. Thomas with 20 in favour, 1 against and 2 abstentions it was agreed that : Council would wait until the meeting with Mr R. Morgan on Monday 17th December before any decisions were made. (iii) Welsh Pony & Cob Society Germany (Ref.Min 7168 (v)) The Chief Officer noted that this new Society would be invited to the International Meeting scheduled for next year and this would provide a starting point for discussions. Mrs E. Mansfield observed that it was important that the Welsh Pony & Cob Society help and advise the overseas societies and draw their attention to seeing the benefits of being a part of the Welsh Pony and Cob Society and following the Society’s rules. (iv) Judges Assessment (Ref.Min 7170 (i)) Mr K. Spenser noted that it was less than two years ago that the rule to combine C & D’s together for the Judges Assessment was passed, can it be changed back within those two years. Mr D. Morgan informed the Council that two years will have passed by the time the next Assessment takes place. It was further noted by Mr Spenser that it was also agreed that the maximum number of candidates at any assessment would be 50; there were more than that in the Assessment recently held. [Note: at the Council Meeting held on 6th August 2007 it was agreed to give the Judging and Showing committee discretion with regards to the numbers forward] (v) International Workshop (Ref.Min 7172 (v)) The Chief Officer informed the Council that advanced notice of the 2nd February 2008 for the meeting would be circulated. The meeting would be held in Cardiff which has an International Airport. The Chief Officer noted that a major problem facing the Society is that names and addresses for the representatives of International Societies are not always accurate. (vi) IT Development (Ref.Min 7172 (iv)) The Chief Officer informed the Council that Mr M. Riley had attended the previous Finance meeting and that the visit had provided reassurance to members of the committee. The Chief Officer confirmed that the purchase order for Phase One had been issued and agreed with clear deadlines. A meeting has been arranged for Thursday 20th December 2007 with Mr P. Cooper to agree the details of the plan. (vii) Delegate Reports The Chief Officer informed the Council that Mrs D. Thomas is supplying more information with regards to the Welsh Equine Council meeting she attended. This report will be circulated for the next meeting. ACTION POINT: Mrs D. Thomas to report for the next meeting COUNCIL WORKSHOP 7235 Council members were circulated with the workshop notes. The Chairman informed the Council that Mr D. Williams would give a brief up-date with regards to the Office Premises. Mr D.Ll. Williams informed the Council that he and the Chief Officer had attended a meeting with Mr H. Raw-Rees of the Ceredigion County Council with regards to the site at Lovesgrove. Mr D.Ll. Williams reported that he and Mr E. Prosser had visited two potential sites in Iger. One a greenfield site the other an existing office building. Both these sites were suitable options and there is use of onsite facilities including conference room, catering, nursery facilities and parking. He informed the Council that the preferred option was to receive further information with regards to the existing building. Mr E. Prosser informed the Council that there is a site in Builth Wells (ex furniture warehouse) with a warehouse to the side of the building and car parking facilities. The Chairman reminded the Council that at the Council Workshop they had agreed to commission an independent feasibility study to compare all the different sites. Mr Prosser stressed that until Council decide what they want to do it will be difficult to carry out a feasibility study. Mr D.Ll. Williams agreed, noting that it would be difficult to decided what to do until the feasibility study is completed. Mr Prosser noted that they have spent 12 months looking into the different options and Council need to make a decision soon otherwise they will be in the same position in 12 months again. Mr E.T.E. Davies wanted to clarify what was in individual contracts for the staff members with regards to relocation, the Chief Officer noted that she could not comment on other staff member’s contracts but was happy to disclose that in her contract it states that she can not be required to relocate more than 15 miles outside of Aberystwyth. Mrs P. Howells requested clarification on what money the Society has now, and how much would be gained from the sale of 6 Chalybeate Street. Mr L. Bigley suggested that the Finance committee consider this aspect and refer it back to Council. Mr J.P. Parry asked about the cost of building on greenfield or freehold. Mr S. Franklin reminded the Council that this had been discussed before and it would be somewhere in the region on £100 per sq ft. Mr E. Prosser acknowledged that everyone will have their own views about what is needed in a building. He asserted that the most important factor would be that is that it is a standard office block that is comfortable for staff to work in. Mr M.T. Daley queried where the original cost figures had come from. Mr Prosser responded that it was based on the figure for the Industrial Estate build. He warned the longer it is left the more the price goes up. Mr J.K. Spenser agreed with Mr. L. Bigley that it should be left to the Finance committee to investigate and make recommendations to Council. Mrs D. Jones noted that the only reason Builth Wells was being investigated was due to the Welsh Pony & Cob Society Pavilion being on the Royal Welsh Showground. She queried whether the Society could afford 2 new buildings. The Chairman noted that Mr Prosser and Mr Williams need further information in order to allow them to move on in their investigations. Mr E.T.E. Davies agreed that the Finance committee must be involved with these investigations. He observed that the building costs would be around the same for each location, that leases would be negotiable but the cost of sites could be significantly different. The Council need to be in agreement with regards to planning, sq footage and parking facilities, all these must be agreed to in order to progress. On the proposal of Mr E.T.E. Davies and seconded by Mr J.K. Spenser it was unanimously agreed that: Mr E. Prosser and Mr D. Williams investigate everything they can with regards to the buildings and obtain costs, figures and length of lease ready for the next Finance meeting. Mr E. Prosser proposed to amend the proposal to include the greenfield site, it was unanimously agreed that this be added. ACTION POINT: Mr E. Prosser and Mr D.Ll. Williams to investigate buildings for report to Finance Pavilion Mr E. Prosser reported that the current roof of the Pavilion is not in a good condition. In the summer the attic gets very hot, there is no insulation at all, the cost of putting down the shingle plus scaffolding would be £25,000 + VAT or if the thickness of the insulation was required at 10ml the cost would be £31.734 + VAT. He informed the Council that new gutters would also be needed. Mr Prosser also informed the Council that the lean-to building that has been added to the Pavilion should not have been erected and Mr Hatcher should be contacted with regards to the items he is storing in the attic. The Council were informed of an accident that occurred during the Fayre Oaks Sale with regards to the Pavilion roof, this matter does need to be addressed urgently, Mr Prosser noted that the Pavilion needs work and this should begin with ensuring the roof is safe. Mr E.T.E. Davies proposed and Mr J. Parry seconded that the Royal Welsh should be contacted to notify the Council of what they will approve with regards to the Pavilion and to find out what weight the structure will take, quotes should be obtained. Mrs C. Fell suggested that if the Society is considering spending money having work carried out consideration should be given to what they want doing, should the structure remain the same. She felt that there were a number of questions that needed answering. Mr E.T.E. Davies withdrew his proposal. On the proposal of Mr E.T.E. Davies and seconded by Mrs C. Fell in was unanimously agreed with 1 abstention: To obtain the results of the costing with regards to the buildings in Aberystwyth and Builth Wells, then deal with any Pavilion issues following that. Mr E. Prosser cautioned that issues regarding the Pavilion should not be left too long. ARTICLES OF ASSOCIATION 7236 Mr E.T.E. Davies asked whether any of the comments received with regards to the Articles of Association were anonymous. The Chief Officer confirmed that no comments were received anonymously but names had not been included with the comments on the notes. Minutes The Chief Officer stressed that the Articles should not fail to be passed as the result of one issue, contentious issues can be put as “either/or” resolutions and slotted in. She confirmed that the advice received recommended not having more that 3 or 4. General meetings Rights of members to call an EGM Members had expressed concerns with regards to having a quorum of 12. The comments submitted were discussed and, on the proposal of Mr J. Russell and seconded by Mr M.T. Daley with 19 in favour, none against and no abstentions it was agreed: To change the number of the quorum to 50. The Chairman suggested that the option for either/or should be applied to 6 e) ‘All general meetings of the Charity shall be held in Wales.’ Mr J Parry suggested that it should be worded carefully, anywhere in the UK but not overseas. Miss J Sheil felt that by keeping it in Wales it is being very restrictive, it should be UK as the membership covers the UK. Mr E.T.E. Davies noted that the Society has the right to restrict it to the mother country. It was proposed by Mrs D. Thomas and seconded by Mrs E. French to change 6. e) to read: “All general meetings of the Charity shall be held in Wales or at another location within the UK at the discretion of the President”. Mr E.T.E. Davies proposed an amendment, it was seconded by Mrs E. Dart to offer both options to the members. It was unanimously agreed; to give the membership the choice as follows: “All general meetings of the Charity shall be held in Wales” or “ All general meetings of the Charity shall be held in Wales or at another location within the UK at the discretion of the President” Termination of Membership On the proposal of Mr E.T.E. Davies and seconded by Miss J. Sheil, it was unanimously agreed: To change all reference to equine/livestock within the Articles to ‘animals’ Mr M.T. Daley queried the use of the term Councillor in the Articles. The Chairman noted that “Councillor” could be changed to “Trustee” throughout the document. Mr M.T. Daley raised concerns he had with regards to the President’s right to call an EGM. He suggested that if a President of the Society wished to call and EGM he or she would have to present the matter of concern before the Council for their acceptance on a majority vote. If they accepted the President’s recommendation for an EGM then the Society would undertake all the arrangements, including the cost. If the President did not have a majority vote from Council he or she could then turn to the membership at large for support, with the President and the membership will be held responsible for any costs etc. In such a situation the membership should be made aware that charges are involved in calling an EGM, a list of these charges should be drawn up. On the proposal of Mr M.T. Daley and seconded by Mr C. Thomas with 18 in favour and 1 abstention, Mr M.T. Daley’s suggestion was agreed. Council and Councillors Miss J. Sheil proposed and Mrs W. Bond seconded that if the Charity Commission have commented on this section there should be an either/or option to let the membership decide. Mr D. Williams proposed an amendment to the proposal and Mrs D. Jones seconded that it remain at a consecutive 7 year membership. With 13 in favour, 8 against and 1 abstention the amendment was carried. REPORT OF THE EDUCATION AND WELFARE MEETING HELD ON 17TH OCTOBER & 21ST NOVEMBER 2007 7237 TELECONFERENCE 17TH OCTOBER 2007 The Chairman of the committee, Miss J. Sheil, informed the Council that the teleconference that had been held to discuss the Educational Bursaries had been very successful and suggested that other committees would benefit from using this system in the future. Mrs E. Mansfield noted that it is the President’s prerogative to donate the money raised from the President’s ball to the bursaries fund and confirmed her intention to do so. EDUCATION & WELFARE COMMITTEE MEETING 21ST NOVEMBER 2007 7238 The Chairman presented the report as printed. (i) 2008 Seminars (Ref.Min 7219) (ii) Young Ambassador (Ref.Min 7218 (i)) (iii) Exhibitors Conduct, Welfare and Health & Safety (Ref.Min 7218 (vii)) The Chief Officer noted that if the age is higher than the Welsh Pony & Cob Society rules they are still within the rules. Mr J.K. Spenser voiced his concern again with regards to changing rules before they have been in practice for 2 years. Miss J. Sheil confirmed that if the Judge deems the situation unsafe he/she may ask the handler to leave the ring. REPORT OF THE JUDGING AND SHOWING COMMITTEE MEETINGS ON 29TH OCTOBER & 21ST NOVEMBER 2007 7239 29TH OCTOBER 2007 Mrs J.P. Price, Chairman of Judging and Showing Committee presented the report as printed. MATTERS ARISING (i) Performance Medals (Ref.Min 7185 (ii)) ACTION POINT: The Chief Officer to write to RWAS (ii) Judges Assessment (Ref.Min 7187) ACTION POINT: Administration to ensure copies of correspondence and replies are circulated Council members considered at length the proposal of the Committee that members wishing to be assessed for the ridden panel must first be members of the in-hand panel. It was proposed by Mr E.T.E. Davies and seconded by Mrs P. Howells to not accept the recommendation that all future candidates for the Ridden Panel must be on the In-Hand Panel First, with 7 in favour, 12 against and 5 abstentions. The proposal was not carried. (iii) Correspondence (Ref.Min 7190) Mrs P. Howells noted that the issue she had raised regarding changing handlers had not been discussed. The Chief Officer noted that issues should be put formally to the Committee in writing. JUDGING & SHOWING COMMITTEE MEETING 21ST NOVEMBER 2007 7240 The Chairman of the Committee presented the report as printed. MATTERS ARISING Mr E.T.E. Davies commented that it could be difficult for future judges to attend 3 affiliated shows to act as stewards to gain experience. The Chairman noted that most candidates have already done this and it should not therefore be an issue. On the proposal of Mr M.T. Daley and seconded by Mr C. Thomas recommendations of the Judging & Showing Committee on the 29th October and the 21st November 2007 were unanimously accepted. Mr L. Bigley and Mr J. Russell left the meeting. REPORT OF THE COUNCIL WORKING GROUP ON 7TH NOVEMBER 2007 7241 On the proposal on Mr M.T. Daley and seconded by Mrs E. French the Council unanimously agreed to accept the minutes as read. It was agreed that matters arising would be held over for the next meeting for discussion. REPORT OF THE MEMBERS SERVICES COMMITTEE MEETING ON 13TH NOVEMBER 2007 7242 The Chairman, Mrs C. Fell, presented the report as printed. MATTERS ARISING Mrs C. Fell commented that if Council passed these recommendations it will be the responsibility of the staff within the Services department to decide on what is excessive white markings, if they can not resolve the matter it will be referred to the Members Services Committee and if still not resolved referred to Council for final decision. Mr S. Franklin noted that there are a number of applications that are on hold at the moment and if Council agree to these recommendations they could be finalised. The Chairman noted that once this has been passed all applications can be dealt with. Dr E.W. Davies stated recommendations should be made to Judges about the white markings and what the Society deems as excessive. Mrs P. Howells wished to record her congratulations to the committee for making this clear and sensible for all to understand. Mrs E. French noted that it is scientifically proven that you can not eliminate white from the Welsh breed. The following statement will be added: “Excessive white should be discouraged in the showring. Judges should be empowered to judge according to preference.” On the proposal of Mrs W. Bond and seconded by Mrs P. Howells with 15 in favour and 1 abstention the recommendations of the Members Services Committee were accepted. REPORT OF THE PROMOTIONS STANDING COMMITTEE HELD ON 14TH NOVEMBER 2007 7243 The President suggested that actions could be highlighted in minutes to remind people of their duties before the next meeting. Mr S. Franklin suggested that the actions could be highlighted in a different colour. The Chief Officer confirmed that the Society does not have a colour printer but will make the actions clearer on the next set of minutes. It was agreed by the Council that matters arising from this report, the Chairman’s report and the Chief Officer’s report will be rolled over to the next Council meeting. There being no further business the Chairman closed the meeting at 5.15 p.m.
This report is prepared solely for the purpose of the Council Meeting. It is private and confidential to members of the Council. They must not be re-produced or disclosed to any other individual. Disclosure of the same might amount to conduct contrary to Article 11 (i). The remarks made by any specific members of Council as reported in these Minutes are their personal views and opinions and not the views of the Society unless ratified by the Society.
|
 |
||
|
 |
|
| Contact Us |
Home - The Society - Ponies & Cobs - Studs Directory - Adverts - Shop |
|
|
|
|