The Welsh Pony and Cob Society
Cymdeithas y Merlod a'r Cobiau Cymreig

Council Meetings

THE WELSH PONY AND COB SOCIETY
CYMDEITHAS Y MERLOD A’R COBIAU CYMREIG

MINUTES OF THE COUNCIL MEETING HELD AT THE LION HOTEL, 2 BROAD STREET, BUILTH WELLS AT 10.00am, ON MONDAY 11th AUGUST 2008.

Session 1: Confidential Meeting
(Revised Minutes)

PRESENT                
Mr. J. Russell (Chairman); Mr. D.Ll. Williams (Vice-Chairman); Mr. L. Bigley (President); Mrs. W. Bond; Mr. E.T.E. Davies; Mr. D.Ll. Evans; Lady Evans-Bevan; Mr. S. Franklin; Miss. S. Hardy; Mrs. D. Jones; Mr. G. Jones; Mrs. P. Howells; Mr. J. Kirk; Mr. R.G. Manchip; Mr. J.P. Parry; Mrs. J.E.S. Pearce; Mr. E. Prosser; Miss. J. Sheil; Mr. C. Thomas; Mrs. D.T. Thomas.

IN ATTENDANCE  
Mrs. G. Fazey-Koven (Chief Officer); Miss H. Tandy (Assistant to the Chief Officer)

OBSERVING           
Mr. B. McDermott, Mr. J. Evans (Session 2)

APOLOGIES            
Apologies for inability to attend the meeting were received from Mrs. E.R. French; Mr. D.W.W. Lloyd; Mr. J.K. Spenser.

The Chairman of Council wished to inform the Council members that he had received a letter of resignation from the Chief Officer; she will terminate her employment on the 31st December 2008.

Mr E. Prosser asked if Council would consider one item from the Judging and Showing meeting minutes at this time as the Secretary of the Carmarthenshire W.P & C.A was waiting for confirmation to go to print with their schedules. Carmarthenshire Welsh Pony and Cob Association had requested approval from Council to use the Australian Panel Judge for both sections A & B.

All Council members were in favour of this.

CONFIRMATION OF MINUTES – 16th JUNE 2008
Minutes were agreed and signed subject to corrections.

MATTERS ARISING

7388   (i) Disciplinary Investigation (Ref.Min 7358)

(ii) Passports (Ref.Min 7359 (ii)

(iii) Judges Conference (Ref.Min 7361 (ii))

(iv) IT Update (Ref.Min 7362)

(v) Sale of Chalybeate Street (Ref.Min 7362)

(vi) Legal Up-date (Ref.Min 7371)

CHAIRMAN’S REPORT

7389   The Chairman wished to note thanks to Mr J. Kirk and Mr D.Ll. Williams for all their hard work with getting the Pavilion ready for the Royal Welsh Agricultural Show.

Mr J. Kirk noted thanks to the Young Ambassador Mr D. Hughes and Mr J. Bowerman for their help.

CHIEF OFFICER’S REPORT

7390   It was noted that a meeting of the Advisory Group needed to be arranged, it was agreed that the President, Mr L. Bigley will co-ordinate with the Office to set up a date and venue for the meeting.  It was suggested the meeting take place on a Saturday.

Council members discussed possible dates to hold a separate meeting to discuss the minutes from the 30th June 2008.

On the Proposal of Mr E.T.E. Davies and seconded by Mr D.Ll. Williams with 8 in favour and 3 abstentions it was agreed that Council would hold a meeting on Monday 18th August to discuss the minutes from the meeting held on the 30th July 2008.

FINANCIAL REPORT

7391   The Chair of the Finance Committee informed the Council that the financial report received by the Council members sets out what happens within the Finance and Human Resources Committee.  Dates of all meetings are included in order for all Council members to be aware of when this committee meets which gives them the opportunity to raise any issues they feel the committee should address. 

Council were informed that Mrs J.E.S. Pearce chairs the Financial section of the meeting and Mr J. Russell chairs the Human Resources section. The Chairman of the Human Resources section will provide reports on any Human Resource elements to include staffing and any related matters.

The Chair of Finance informed the Council that a review has been carried out by Mr M. Riley, Teamwork and a full report is awaited on systems to address the address the future needs of the organisation.

It was noted that at present the Welsh Pony & Cob Society operates its business from 6 Chalybeate Street, Aberystwyth and that it also has a Pavilion on the Royal Welsh Agricultural Society Showground, Council were informed that an estates update will be presented as a separate report.

Included with this financial report is a letter received from the Chairman of Council in his absence at the Finance Committee meeting held on 17th July 2008.

ESTATES REPORT

1. Chair of Finance gave and update.

LEGAL UPDATE

7393   Council were updated on any legal issues.

Miss J. Sheil left the meeting at approximately 3.30pm

Session 2: Open Meeting
(Continuing on from the Confidential Session)

THE WELSH PONY AND COB SOCIETY
CYMDEITHAS Y MERLOD A’R COBIAU CYMREIG

MINUTES OF THE COUNCIL MEETING HELD AT THE LION HOTEL, 2 BROAD STREET, BUILTH WELLS AT 10.00am, ON MONDAY 11th AUGUST 2008.

Session 2: Open Meeting

PRESENT                
Mr. J. Russell (Chairman); Mr. D.Ll. Williams (Vice-Chairman); Mr. L. Bigley (President); Mrs. W. Bond; Mr. E.T.E. Davies; Mr. D.Ll. Evans; Lady Evans-Bevan; Mr. S. Franklin; Miss. S. Hardy; Mrs. D. Jones; Mr. G. Jones; Mrs. P. Howells; Mr. J. Kirk; Mr. R.G. Manchip; Mr. J.P. Parry; Mrs. J.E.S. Pearce; Mr. E. Prosser; Mr. C. Thomas; Mrs. D.T. Thomas.

IN ATTENDANCE  
Mrs. G. Fazey-Koven (Chief Officer); Miss H. Tandy (Assistant to the Chief Officer)

OBSERVING           
Mr. B. McDermott, Mr. J. Evans (Session 2)

APOLOGIES            
Apologies for inability to attend the meeting were received from Mrs. E.R. French; Mr. D.W.W. Lloyd; Mr. J.K. Spenser.

WELCOME
The Chairman of Council, Mr J. Russell welcomed Mr B. McDermott and Mr J. Evans as observers to the meeting.

The President, Mr L. Bigley wished to inform the Council that Mrs G. Edwards, Office Manager had reached her 25th year of working for the Society.

CONFIRMATION OF OPEN SESSION MINUTES – 16th JUNE 2008

The minutes of the 16th June 2008 (open session) were signed subject to the corrections.

MATTERS ARISING

7394   (i) Newsletter (Ref.Min 7365)
It was reported that the newsletter was near completion and should be going to the printers in the next week.
(ii) Hill Pony Meeting (Ref.Min 7370 (i))
It was agreed that this meeting would take place in September.

(iii) Pavilion (Ref.Min 7370(viii))

STANDING COMMITTEE REPORTS

7395   (i) Members Services update on Microchipping
The Chair of the committee reported to Council that a meeting had taken place on 12th May 2008 at Llandovery. It was noted that at the next Council meeting they will receive a proposal from the Members Services committee with regards to white markings and microchipping. Representatives from the Welsh Assembly Government, Fiona Leadbitter and Megan Breeze had been present at this meeting. 

A meeting is being re-scheduled to include the Society Honorary Veterinary Surgeon, Animal Welfare Officer, representatives from the Welsh Assembly Government and members of the committee for further discussion on how best to suit the Society and its members.

It was suggested that a representative from the Hill Ponies Association should be present, it was agreed and confirmed that a representative would be invited.

Mr S.F. Franklin left the meeting at approximately 4.07pm.

(ii) Judging & Showing – 4th August 2008

Mrs P. Howells commented that there should be reference in the Judges Handbook to feet, there were several animals in the showring with bad feet that could be seen as a welfare issue.

Mr E. Prosser informed the Council that at the previous Judging and Showing meeting they committee had reviewed the Bronze Medal Shows, Mr Prosser expressed his thanks to Miss E. Moss at the office for all her work in compiling this information ready for the meeting.

Mr Prosser informed the Council that there will be a In-Hand Assessment held on 25th October 2008 as there were insufficient numbers forward for the Ridden Assessment.

CORRESPONDENCE

7396   Council were informed that no correspondence had been received.

SERVICE QUERIES

7397   One Service query was considered by Council.

ENROLEMENT OF MEMBERS

7398   It was unanimously agreed by the Council to accept the 147 new members as listed.

TO APPOINT REPRESENTATIVES AND WORKING PARTIES

7399   Mr E.T.E. Davies proposed and Mr E. Prosser seconded that the list be left the same for this year and re visited next year. All names on delegates list to stay the same, some amendments to working parties as some individuals listed were ex-Council members.

Delegates

BHS & Horse & Pony Breeds
Lady Vestey/Secretary

British Central Prefix Register
Mrs M.E. Mansfield
Res: Mrs K.A. James

Equine Forum
Secretary/Chairman/Dr E.W. Davies

Horserace Betting Levy Board
C. Thomas

International Show Committee
D.W.W. Lloyd

Joint Measurement Board
J.P. Parry

National Pony Society
Mrs J. Price
Res: Mrs P. Howells

National Pony Society Competitions
Mrs K.A. James

National Equine Welfare
A. Pearce/Mrs W. Bond

National Stallion Association
E.T.E. Davies
Res: Mrs D.M. Thomas

Ponies UK/BSPS
Mrs J. Price
Res: Miss J. Sheil

Scottish Sport Horse
Mrs M-C. Nimmo

Welsh Equine Council
Mrs D.M. Thomas
Res: Miss J. Sheil

Welsh Part-Bred Horse Group
E.T.E. Davies/Lady Vestey/Mrs K.A. James

Welsh Part-Bred Pony Group
Mrs J. Price/D. Blair/Mrs A. Bigley/Mrs L. Partridge/Mrs M-C. Nimmo

Working Groups

Sales
Chairman, Vice-Chairman, President, E.T.E. Davies, Lady Evans-Bevan, Mrs D. Jones

Council Working Group
Mrs W. Bond, Mrs E.R. French, Miss S. Hardy, D.W.W. Lloyd, L. Bigley, Mrs D. Thomas

Pavilion
J.T. Kirk, Miss J. Sheil, Mrs D. Thomas, Lady Evans-Bevan,
M. Nixon (caterer)

Royal Welsh Show
Chairman, Vice-Chairman, President, E.T.E. Davies, Mrs D. Jones, Lady Evans-Bevan, Mrs D. Thomas

ANY OTHER BUSINESS

7400   (i) Publicity Officer
                                                                       
            (ii) Sponsorship

There being no further business the Chairman closed the meeting at 5.00pm

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 reproduced and disclosed to any other individual.  Disclosure of the same might amount to conduct contrary to Article 4.

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.

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