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 HILTON METREPOLE HOTEL, BIRMINGHAM NEC AT 1.00 p.m, ON FRIDAY 29TH FEBRUARY 2008.

The meeting of the Council on the 29th February 2008 was a confidential session. An outline is given below.

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. Huntchins; Mr J. Kirk; 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.E. Edwards.

DECLARATIONS AND ITEMS FOR ANY OTHER BUSINESS

Items for Any Other Business
Mr E.T.E. Davies: Spring Newsletter
Miss J. Sheil: Performance Awards

Declarations
Dr E.W. Davies wished it recorded he was in support of the appeal under agenda item 14 (c).

CONFIDENTIAL ITEMS

                        See Appendix i (pink papers)

CONFIRMATION OF MINUTES – 10TH DECEMBER 2007

The minutes of the 10th December 2008 were accepted and signed subject to corrections.

MATTERS ARISING

7281         (i) Judges & Area Insurance (Ref.Min 7225(i))
The Judges & Area insurance would be taking affect as from Saturday 1st March. The response had not been as good as anticipated but the offer is still open to any Association who may wish to join.

The Chairman wished to thank Mrs E. Mansfield for her help.

(ii) Honorary Life Members & Vice Presidency (Ref.Min 7229)
Dr E.W. Davies wished to note that people receiving these honours should be receiving them for their service to the Society. The Chairman reminded that this has been referred to the Members Services committee for review.

(iii) RWS Judges Nominations (Ref.Min 7230)
A discussion regarding voting procedures.

(iv) Point of Procedure (Ref.Min. 7233 (ii))
Mrs P. Howells requested an up-date on staffing issues.
Miss H. Tandy left the meeting.

Appendix ii (pink)                                                        

Miss H. Tandy returned

(v) IT Development (Ref.Min 7234 (vi))
Following a meeting between the Chief Officer, Mr P. Cooper and Mr M. Riley the IT development plan continued to be on target.

(vii) White Markings (Ref.Min 7242 (i))
Following the decision of the Council in December 2007 regarding the definition of the Society’s position on white markings there had been queries raised as to the clarity of the definition.

Following considerable discussion Council referred the subject back to Members Services for better definition and clarification.

CONFIRMATION OF MINUTES – 17TH DECEMBER 2007

Corrections of the minutes of the 17th December 2007 will be noted and presented to the solicitors at Hugh James to confirm before signing.

MATTERS ARISING FROM THE REPORT

7282             The Chief Officer confirmed that she had received a fax that morning from Hugh James Solicitors, which she read to Council. 

REPORT OF THE FINANCE COMMITTEE MEETING HELD ON 23RD JANUARY 2008
7283             Having previously been circulated Mr. Russell asked if Council were happy to accept the minutes as read, all were in agreement.

Mr J. Russell asked if any members of Council had any questions, none were presented.

MINUTES OF THE COUNCIL MEETING HELD ON 18TH FEBRUARY 2008
                                   
The minutes of the 18th February 2008 were accepted and signed subject to the corrections:

MATTERS ARISING FROM THE REPORT

7284         (i) Valuation Report from Morgan & Davies Auctioneers
Council had been circulated with the valuation report on the premises. The report had been received on the 29th February 2008.

Following considerable discussion and debate it was agreed to continue (subject to queries).

(ii) Judges Seminar (Ref.Min 7279 (iii))
Mr G. Jones commented that the date for the judges seminar should be staggered throughout the year. Mr E. Prosser noted that all are welcome to suggest dates for future seminars but no date will be suitable for everyone. The President reminded Council that the NPS are also holding their seminar on the same day and the Judging and Showing committee should take into consideration if some members are unable to attend.

CHIEF OFFICERS REPORT

7285   (i) Staffing Report

(ii) Correspondence re: late entry
The Chief Officer suggested that a small group should look at the case and make recommendations to Council.

Mr L. Bigley suggested that Mrs B. Jones, Services Manager and three council members would be sufficient.  He also suggested that it would be advisable to look into all such cases.

The Chairman suggested that Mr E.T.E. Davies should lead the group, the Chairman noted that out of principal the group should refer to the Members Services Committee.

Mr E.T.E. Davies suggested that the President and President-Elect should be the other two members, with Mrs B. Jones, Services Manager.

(iii) Brightwells Meeting

The Chief Officer informed the Council that a date of March 19th was proposed for a meeting with Brightwells Auctioneers.

SERVICE QUERIES
 3 Service queries were considered by Council

ANY OTHER BUSINESS

7287           (i) Enrolment of Members
The Chief Officer informed the Council that there were two joint memberships showing on the list circulated, Council were informed that these had been corrected and confirmed as single memberships.

It was unanimously agreed by the Council to accept 223 new members, as listed.

(ii) Spring Newsletter 2008
The Chief Officer wished to apologise to Mr J. Russell for omitting his name from the list of elected members of the Finance Committee.

Mrs E. Mansfield informed the Council that she had been invited to a function for the Grass Sickness Fund to represent the Welsh Pony & Cob Society.  She informed the Council that she had been presented to the Princess Royal. Mrs E. Mansfield also wished to thank Mrs J.P. Price for all her hard work on the new Judging and Showing Handbook.

The Chairman also thanked Mrs J.P. Price on behalf of the Council.

Miss J. Sheil informed the Council that Jane Weller would now be taking over the Performance Awards and recognition should be shown to Mrs K. James.

Mr D.Ll. Williams commented about the length of the Council Meetings, he wished for the next agenda to have the standing orders and ensure that Council start working to them.

(iii) Judges Seminar (Ref.Min 7279 (iii))
Mrs J.P. Price noted that she had made enquiries with regards to having the Judges Seminar filmed.  She informed the Council that it would cost approximately £900.

Mrs E. Mansfield noted that this would be very useful for education.  Miss J. Sheil commented that the Society should get the best quality one they can.

The Chief Office confirmed that any quotes would have to be received in writing.  It was unanimously agreed that the seminar be recorded within those financial parameters.

DATE OF NEXT MEETING

The next Council meeting will be held on Monday 7th April 2008.

There being no further business the Chairman closed the meeting at 6.45 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 and disclosed to any other individual.  Disclosures 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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