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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 10.30 am, ON MONDAY 16th JUNE 2008.
Session 1: Confidential Meeting
(Revised Minutes)
PRESENT
Mr. J. Russell (Chairman); Mr D.Ll. Williams (Vice-Chairman); Mr. D.W.W. Lloyd (President-Elect); Mr E.T.E. Davies; Mr. D.Ll. Evans; Lady Evans-Bevan; Mrs. E.R. French; Miss. S. Hardy; Mr. G. Jones; Mrs. P. Howells; Mr. J. Kirk; Mr. R.G. Manchip; Mr. J.P. Parry; Mrs. J.E.S. Pearce; Miss. J. Sheil; Mr. J.K. Spenser; Mr. C. Thomas; Mrs. D.M. Thomas.
IN ATTENDANCE
Mrs. A.G. Edwards (Office Manager); Miss. H. Tandy (Assistant to the Chief Officer)
OBSERVING
Mrs. G. Killey (Session 2)
APOLOGIES
Apologies for inability to attend the meeting were received from Mr. L. Bigley; Mrs. D. Jones; Mr. S.F. Franklin; Mr. E. Prosser.
DECLARATIONS AND ITEMS FOR ANY OTHER BUSINESS
Items for Any Other Business
- Mrs P Howells: Outstanding work
- Mrs. J.E.S. Pearce: Governance, communication
- Mr J.T. Kirk: Pavilion
- Mr D.Ll. Evans: Microchipping
- Miss S M Hardy: Art Exhibition at Royal Welsh Show (raised under 2.5(ii) Promotions Committee)
7358 Report of the Disciplinary Investigation Committee
Council were presented with the report.
CONFIRMATION OF MINUTES – 7th April 2008
Minutes were agreed and signed subject to corrections.
MATTERS ARISING
7359 (i) Confirmation of advice
Action point not confirmed at meeting
(ii) Passports (Ref.Min 7303)
Council were given an update
At Council’s request Mrs A.G. Edwards and Miss H. Tandy left the meeting at approximately 11.15am and re-joined the meeting at approximately 12.00pm.
During this time minutes were taken for Pink Papers.
7360 ROMAN SPRINGLIGHT
Council were presented with recommendations.
7361 Report of the Judging & Showing Committee meetings held on 16th January & 28th April 2008.
Reported
Judges Handbook
Bronze Medals / Rosettes
Judges Conference 16th March 2008
Review of Committee Objectives for 2008 / 2009
Co-options
Considered
Conference / seminar appeals
Received
Resignations from the panel as reported by the committee
Mr J. Parry and Mr C. Thomas left the meeting at approximately 1.00pm to conduct the third interview for the Young Ambassador Elect.
Considered
Outstanding Medal Appeals
Resolved
To accept the recommendations of the Judging & Showing Committee as outlined in the reported minutes.
Reported
Medals had been delayed due to design problems.
7362 Report of the Finance Standing Committee held on 29th April 2008 & 30th May 2008.
Reported
Minutes were unconfirmed by the Finance Committee.
IT Update
Agenda Items
Financial information & reporting
Financial procedures
Appraisal
Sale of Chalybeate Street
Minutes
Financial update
Office Premises
AGM Costs
Pavilion
Staffing
Health & Safety
Finance Committee dates
Considered
The amalgamation of the Finance and Human Resources committees
Resolved
To amalgamate the Finance and Human Resources Standing Committees and review again in 12 months.
Proposed by Mrs. P. Howells and seconded by Mr. D. Ll. Williams with 9 in favour, 2 against and 1 abstention.
Session 2: Open Meeting
(Continuing on from the Confidential Session)
PRESENT
Mr. J. Russell (Chairman); Mr D.Ll. Williams (Vice-Chairman); Mr. D.W.W. Lloyd (President-Elect); Mr E.T.E. Davies; Mr. D.Ll. Evans; Lady Evans-Bevan; Mrs. E.R. French; Miss. S. Hardy; Mr. G. Jones; Mrs. P. Howells; Mr. J. Kirk; Mr. R.G. Manchip; Mr. J.P. Parry; Mrs. J.E.S. Pearce; Miss. J. Sheil; Mr. J.K. Spenser; Mr. C. Thomas; Mrs. D.M. Thomas.
IN ATTENDANCE
Mrs. A.G. Edwards (Office Manager); Miss. H. Tandy (Assistant to the Chief Officer)
OBSERVING
Mrs. G. Killey (Session 2)
APOLOGIES
Apologies for inability to attend the meeting were received from Mr. L. Bigley; Mrs. D. Jones; Mr. S.F. Franklin; Mr. E. Prosser.
Open Session minutes from 7th April 2008
The minutes of the 7th April 2008 (non-confidential) were signed with no corrections.
MATTERS ARISING
7363 (i) Guidance for Bowen Line (Ref.Min 7308)
Reported
Copy of the original Bowen Line would be circulated as soon as possible.
(ii) Election Process
Recommendation
That the election of Council members to Standing Committees be reviewed as it was currently too time consuming.
(iii) Premises Plan (Ref.Min 7314)
Reported
- Premises Plan had not been presented to the Council
- Mr. Franklin had previously offered to assist
- Chair of Finance confirmed that it had been discussed by the Finance Committee and that it should by completed in the interests of a clear audit trail.
Resolved
As soon as Chief Officer returns to work the Plan should be a priority
Proposed by Miss. S. Hardy, seconded by Mr. J. Kirk
Mr. Franklin be approached to continue with the plan in the absence of the Chief Officer.
Proposed by Mr. R. Manchip, seconded by Mrs. E. French
Unanimously carried.
7364 Report of the Education & Welfare Standing Committee – 23rd April 2008
Reported
Election of Chair
Mr. J. Parry was elected Chair of the committee
Young achievers award
Mrs. E. Mansfield had offered a trophy for this award but as one had already been offered from the Glyncoch Stud it had been agreed that Mrs Mansfield would be approached for further suggestion on how it could be used.
PONT
The minutes from the meeting with representatives from PONT had not yet been received. Once received copies would be circulated.
Care and Management booklet
Work on updating the booklet continues.
Recommendation: that the booklet be offered free of charge to all members when printed.
Passport Competition
Mr. J. Parry to be the Council contact point for the Young Ambassador.
Seminars
First seminar to be arranged in West Wales, maximum attendance of 200 and open to non-members.
Young Ambassador Elect Interviews
Held on 14th June in Newport. 2 candidates had been interviewed on that date with the third earlier that morning at the Lion Hotel, Builth Wells.
Miss L. Hadley was the successful candidate. Formal appointment to take place during the reception at the Royal Welsh Show.
Committees Objectives
Continue the work outlined in the previous year.
Welfare reporting
Recommendation: that members be encouraged to report welfare cases to contact the WPCs and Welfare Officer through the newsletter.
Co-option
There were no recommendations for co-option to the committee.
Mirochipping
Mrs B. Jones, Services Manger is compiling a report to be presented to the committee and Council at a later date.
Considered
Microchipping costs and other implications of the legislation. It was agreed to defer discussion to a later date as the Chief Officer and Mrs Jones were arranging a meeting between the Members Services Committee and the Welsh Assembly Government.
7365 Report of the Promotions Standing Committee Meeting – 1st May 2008
Reported
Election of Chair
Miss S. Hardy had been elected Chair of the Committee
Corporate Style
- Judging and Showing booklet a good template for the development of a refreshed corporate style.
- Promotional leaflets / publications to be produced bi-lingually
- House font should be Arial, minimum size 12
- Headed paper be reviewed with drafts of any changes provided to Council, including paper quality
- Moving premises provided an ideal opportunity for updating and refreshing the corporate style
Promotional Items
Calendars
Literature
In need of review. Recognised by the Committee that the design skills do not exist in house.
Information leaflets following corporate style should include:
- Breed leaflet
- History of the Society (including detachable membership form)
Website Development
Members Questionnaire and Newsletter
Dowlais Pony Improvement Society
Committee’s Objectives and Work for 2008
Sponsorship
Communication Strategy
Exhibition Unit Up-Date
British Driving Society Championship Show
Publicity Officer
7366 Report of the Members Services Committee Meeting – 2nd May 2008
Reported
Election of the Chair
J.E.S. Pearce was appointed Chair of the Committee
Committee Objectives and work for 2008 / 2009
Development and growth of the membership base including Area
Associations
Recommendation: that the Exhibition Unit widen its provision.
Maintaining the integrity of the Welsh Stud Book and Overseas Register
- Review of data protection procedures
- Review of NED contract and data transfer
- Continue work begun with International Societies
- Workable solution to “white markings” issue
Providing support to the Editor of the Journal as required
Developing the Pavilion for the benefit of the members
Customer complaints
Agreeing and monitoring quality standards
White Markings
Microchipping Legislation
EU had agreed to implement compulsory microchipping for all foals born after July 1st 2009.
Issues to be raised formally and would be discussed as part of the meeting about White Markings.
Meeting with the Welsh Assembly Government and members of the committee was to be re-scheduled.
Honorary Life Memberships and Honorary Vice-Presidencies
To be tabled for discussion at a later date.
7367 Appointment of Representatives and Working Parties
Considered
Council Members agreed to defer this agenda item until the next meeting.
7369 ENROLEMENT OF MEMBERS
Resolved
It was unanimously agreed by the Council to accept the 109 new members as listed.
7370 ANY OTHER BUSINESS
Reported
(i) Hill Pony Meeting
Meeting had not taken place despite requests.
Recommendation; that the meeting be arranged when the President was available.
(ii) President’s Auction at AGM
Confirmation that donors had been thanked was requested.
(iii) Cardigan Show
Confirmation of inclusion in Sire Ratings was requested.
(iv) Letter of Complaint from Mrs P. Howells
Clarification sought by Mrs. Howells about her letter of complaint that she had asked to be included on the agenda.
(v) Payment for Photographer – Judges Conference
Payment had been made to the photographer the previous week.
(vi) Advisory Group
Advisory group mailing would be sent once date of first meeting confirmed.
(vii) Area Insurance
Area Associations are currently the only organisations under the blanket insurance policy. At the request of Mr. C. Thomas the possibility of extension to Hill Improvement Societies would be explored.
(viii) Pavilion
Resolved
Mr J. Kirk to see that the roof of the Pavilion is fixed ready for the Royal Welsh Show Week.
Proposed by Mrs E.R. French and seconded by Mrs D. Thomas
7371 Legal Update
Update of legal issues presented to Council Members.
There being no further business the Chairman closed the meeting at 6.10pm.
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 an 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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