SYNOPSIS OF THE COUNCIL MEETING HELD A HAFOD A HENDRE, ROYAL WELSH SHOWGROUND, BUILTH WELLS AT 10.30 a.m. ON MONDAY 25^TH JUNE 2007.

PRESENT    Mrs. M. E. Mansfield (President); Mr. L. Bigley (President-Elect); Miss. S.M. Hardy (Chairman); Mr. D. Ll. Williams (Vice Chairman); Dr. E.W. Davies (Publicity Officer); Mrs. W. Bond; Mr. M.T. Daley; Mrs. M.C. Edwards; Mrs. C. Fell; Miss. L. Hutchins; Mr. D.D. Morgan; Mr. J.P. Parry; Mrs. J.P. Price; Mr. E.G. Prosser; Mr. J.K. Spenser; Lady J Evans-Bevan; Mr. E.T.E. Davies; Mrs. E.R. French; Mrs. P. Howells; Mr. C. Thomas; Mrs. D. Jones; Mr. G. Jones; Mr. J.A. Russell; Miss. J. Sheil; Mrs. D. Thomas; Mrs. E. Dart; Mr. J.T. Kirk; Mr. R.G. Manchip.

• Apologies were received from Mr. S.F. Franklin

MATTERS ARISING

• The BHS Jubilee celebrations have been cancelled due to the expense of insurance and health and safety issues.
• It was agreed to donate £500 to the World Pony Driving Trials.
• A further report was given on the new Exhibition Unit.

REPORT OF THE JUDGING AND SHOWING COMMITTEE HELD ON 11^TH MAY 2007

Mrs. J. Price (committee chairman) presented the objectives and work for 2007/2008, which was agreed by Council:

·          Affiliation Packs would continue to be developed

·          A bound booklet would be produced by the Society to include: Showing and Judging rules, notes on the responsibility of Judges and Stewards, Panel of Judges, Complaints procedure

·          A complaints process should be anonymous and the committee considering complaints should not: a.have access to the name of the person lodging the complaint; b. know the name of the Judge.

·          It was confirmed that Mrs. K.A. James was willing to carry on with the Performance Sire Ratings

·         A review of medals would be undertaken

•  It was agreed that Mrs. K A James & Mr. D. Blair would be co-opted on to the committee.

REPORT OF THE PROMOTIONS COMMITTEE HELD ON 14^TH MAY 2007

Mrs. C. Fell (committee chairman) presented the objectives and work for 2007/2008, which was agreed by Council:

·          Role of the Publicity Officer

·          Development of a media contact database

·          A review of the Society’s website would be undertaken with a priority for the coming year being its re-development

·          Logo and writing on the Exhibition Unit was agreed

·          Promotional items were reviewed and samples for new stock would be brought to the next meeting

·          Goods sold by the Society must either be purchased by the WPCS or through a formal agreement which includes a commission for Society. All goods must complement existing products without affecting the sales of promotional goods.

·          A communications strategy would be developed by the committee

REPORT OF THE PROMOTIONS COMMITTEE HELD ON 14^TH JUNE 2007

Following considerable discussion it was agreed that with minor amendments to text that a limited run of the leaflet Welsh Ponies and Cobs would be produced in time for the Royal Welsh Show.

REPORT OF THE MEMBERS SERVICES COMMITTEE HELD ON 14^TH MAY 2007

Mrs. C. Fell (committee chairman) presented the objectives and work for 2007/2008, which was agreed by Council:

·         The committee would work with the advisory body to develop the membership base.

·         Developing the WPCS stud book would be a priority

·         That the Pavilion working party be retained to continue their good work in the annual upkeep of     the pavilion.

·         The committee would draft proposals for the long term development of the Pavilion

·         A system of monitoring complaints needed to be agreed with staff and the committee.

·         Information would be sought to identify ways to measure quality standards within the organisation

·         Proposals to be developed to address the issue of White Markings and a   review of Stallion Licensing to be undertaken.

REPORT OF THE FINANCE COMMITTEE HELD ON 21 MAY 2007

The Chairman of Council presented the report. It was agreed by Council that:

·        The budget would be received from the committee on the 6^th August 2007

·         The committee would meet every 2 months to monitor finances

Having not elected a Chairman at their meeting the Council appointed by ballot Mr. J. A. Russell as Chairman of Finance.

REPORT OF THE EDUCATION AND WELFARE COMMITTEE HELD ON 4^TH JUNE 2007

Miss. J. Sheil (committee chairman) presented the objectives and work for 2007/2008, which was agreed by Council:

·         The booklet Care and Management would be reviewed, but a limited run would be published in the interim

·         6 seminars would be planned across the UK focusing on welfare issues in 2008

·         Educational Bursaries would be reviewed for 2008

·         A Young People’s Committee would be formed

·         Appointment of the Young Ambassador would be the responsibility of the 3 council members elected to the committee

·         A welfare working party was formed

CHIEF OFFICER’S REPORT

• New policies were accepted for: Equal Opportunities, Bullying & Harassment, Recruitment, Work Life Balance.

CORRESPONDENCE

Confidential items were received and discussed.

REPORTS FROM DELEGATES

A report was received from Lady Vestey on a meeting attended with the BEF

DRAFT MEMORANDUM & ARTICLES OF ASSOCIATION

This item was deferred until Monday, July 9^th when a special meeting would be called. 

WEBSITE

A confidential report was discussed

LEGAL UPDATE

The Chief Officer presented a confidential report

The meeting closed at  6:30pm