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

Council Meetings

THE WELSH PONY AND COB SOCIETY
CYMDEITHAS Y MERLOD AT COBIAU CYMREIG

MINUTES OF THE COUNCIL MEETING HELD AT THE INTERNATIONAL PAVILION, ROYAL WELSH SHOWGROUND, BUILTH WELLS AT 10.30 a.m, ON MONDAY 7TH APRIL 2008.

Session 1: Confidential
(Revised Minutes)

PRESENT                
Miss. S.M. Hardy (Chairman); Mr. D.Ll. Williams (Vice-Chairman); Mr. L. Bigley (President); Mr D.W.W. Lloyd (President Elect); Mrs. E.E. Dart; Mr. E.T.E. Davies; Mr. D.Ll. Evans; Lady Evans-Bevan; Mr. S.F. Franklin; Mrs. E.R. French; 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.G. 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           
Mrs B.A. Green. (Session 2)

APOLOGIES            
No apologies were received.

WELCOME  
The Chairman of Council wished to welcome D.W.W. Lloyd, the newly appointed President Elect , and new Council members, Mrs J. Pearce and D.Ll. Evans, to the meeting

CONFIRMATION OF PINK PAPER MINUTES – 29TH FEBRUARY 2008
The minutes of the 29th February 2008 were accepted and signed subject to corrections.

MATTERS ARISING

7300   (i) Human Resources (Appendix i)
More frequent meetings

(ii) Report of the Teleconference
Mrs E. Dart, Mr J. Parry and Mr L. Bigley left the meeting due to potential conflict of interest.

Update given by Chief Officer

SERVICE QUERIES

Mrs E. Dart, Mr J. Parry and Mr L. Bigley returned to the meeting.

7301   One Service query was considered by Council.

LEGAL UPDATE
The Chief Officer updated Council on any legal issues.

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

PRESENT                
Miss. S.M. Hardy (Chairman); Mr. D.Ll. Williams (Vice-Chairman); Mr. L. Bigley (President); Mr D.W.W. Lloyd (President Elect); Mrs. E.E. Dart; Mr. E.T.E. Davies; Mr. D.Ll. Evans; Lady Evans-Bevan; Mr. S.F. Franklin; Mrs. E.R. French; 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.G. 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           
Mrs B.A. Green. (Session 2)

APOLOGIES            
No apologies were received.

The Chairman welcomed Mrs B.A. Green as an observer to the meeting.

CONFIRMATION OF MINUTES 29TH FEBRUARY 2008

The minutes of the 29th February (non-confidential) were signed with no corrections.

MATTERS ARISING

7305   (i) IT Development (Ref.Min 7281 (v))
The Chief Officer confirmed that a meeting has been scheduled for April 28th with Mr Cooper, a second meeting with Mr Riley has been arranged for May 6th.  Mrs J.E.S. Pearce questioned who owned the system, the Chief Officer confirmed that it was the Society who owns the system.

(ii) Valuation Report from Morgan & Davies Auctioneers (Ref.Min 7284(i))
Mrs P. Howells questioned the statement that Mr Prosser had quoted ‘no major defects’ with regards to the unit on the Science Park, Aberystwyth, Mrs Howells questioned that Mr Prosser is not a structural engineer, Mr Prosser replied and stated that this was his opinion having worked in this field for many years.

(iii) Letter received from J. de Kanter (Ref.Min 7285(ii))
Mr S. Franklin questioned the current situation with regards to this matter, the Chief Officer confirmed that it had been agreed that a small group would be formed to look at all such cases, once all the information has been gathered a meeting will be called.

Report of the Education & Welfare Committee meeting held on 16th January 2008

7306   Mr J. Parry invited any questions arising for the report.  Mr Parry informed the Council that the Care and Management booklet is in the process of being updated.

Mrs P. Howells commented on the length of some animals feet in the showring, she felt this should be discouraged, Lady Evans-Bevan commented that the Judges should notice and comment in these circumstances.

Mr J. Parry informed the Council that 3 seminars will be arranged with the first taking place in September, a venue for this first seminar is still to be confirmed. 

It was noted that no applications had been received for the Young Ambassador this year, Mr Parry questioned if Council would approve a person to be elected at this point.  It was agreed by Council to give as much advertising as possible in order to gain interest and appoint someone for the role of Young Ambassador, this would be the responsibility of the Education & Welfare Committee as a matter of priority.

Report of the International Workshop held on 2nd February 2008

7307   Mrs P. Howells questioned why all Council members were not invited to attend this meeting, the Chief Officer explained that the International Committee and International Representatives were two separate groups.

It was agreed by the Council that an agenda item would be place for the next meeting in order to further discuss the suggestions included in the report.

Report of the Members Services Committee held on 18th February 2008

7308   Miss J. Sheil noted that at the last meeting the Committee had looked at several pictures of ponies/cobs with white markings, it was confirmed that even though the working had been changed the same problems still arise, visual testing seems to be the best way to determine each case.

Mr L. Bigley noted that it would be hard for Council members to comments as they had not been supplied with the pictures, the Chief Officer confirmed that if any members decided to appeal against the decisions made by the Members Services committee all cases would be referred to the Council.  Mr J. Parry noted that a booklet of example pictures would be useful to show members what is acceptable and what is not.

It was noted that the reintroduction of something similar to the “Bowen Line” guidance might be a suitable solution as an indicator of what is deemed “excessive white” by the Society.
.
It was proposed by Mr E.T.E. Davies and seconded by Mr J.T. Kirk that a copy of the ‘Bowen Line’ guidance would be circulated to Council Members for the next meeting. All were in agreement.

The Chairman reminded Council that they had already been agreed that this matter should return to the Members Services Committee for further proposals.

ELECTION OF THE CHAIRMAN OF COUNCIL

7309   Council were informed that there had been two nominations received for the Chairman of Council.  Voting papers were circulated.

Mr L. Bigley and Mr D.W.W. Lloyd counted the votes:
Mr J. Russell 11 votes; Miss S. Hardy 10 votes.

Mr J. Russell was elected Chairman for the ensuing year and took Chairmanship for the remainder of the meeting.

Mr. L. Bigley formerly thanked Miss Hardy for all her work and her service to the Council as Chairman in the previous year.

ELECTION OF THE VICE-CHAIRMAN OF COUNCIL

7310   The Council were informed that only one nomination for the Vice-Chairman of Council had been received. 

With no objections Mr D.Ll. Williams was appointed Vice Chairman of Council for the ensuing year.

ELECTION OF STANDING COMMITTEES

7311
Finance
6 nominations had been received
Mr J. Russell, Mr D.Ll. Williams and Mr. J. Parry withdrew ithdrew their names. With only 3 nominations remaining no vote was required.
The following were appointed: Mr E.T.E. Davies, Mr S.F. Franklin and Mrs J.E.S. Pearce.

Judging & Showing
11 nominations had been received
Mr E.T.E. Davies and Mrs D. Jones withdrew their names.
Following rounds of voting the  Council elected the following to the committee: Mr G.D.J. Jones, Mr E.G. Prosser and Miss J. Sheil.

Promotions
9 nominations had been received
Following rounds of voting the Council elected the following to the committee:Miss S. Hardy, Mr J.T. Kirk and Mr R. Manchip.

Members Services:
14 nominations had been received
Following rounds of voting (Mr S.F. Franklin withdrewew his name on the 3rd round of voting) the Council elected the following to the committee: Mrs D. Jones, Mr J.T. Kirk and Mrs J.E.S. Pearce.

Education & Welfare
6 nominations had been received
Following rounds of voting the Council elected the following to the committee: Mr J.P. Parry, Miss J. Sheil and Mr C. Thomas.

International
6 nominations had been received
Following rounds of voting the  Council elected the following to the committee:  Mr S.F. Franklin and Mr E.G. Prosser.

APPOINTMENT OF REPRESENTATIVES AND WORKING PARTIES

7312   It was agreed by the Council Members to defer this agenda item until the next meeting.

Mr E.T.E. Davies questioned whether the Council were constitutionally correct to move on through the agenda items and not appoint representatives and working parties.  The Chief Officer confirmed that Council only have to appoint Chairman and Vice-Chairman at the first meeting following an AGM.

REPORT OF THE MEETING BETWEEN BRIGHTWELLS AUCTIONEERS AND WPCS REPRESENTATIVE HELD ON 19TH MARCH 2008

7313   The report, having been previously circulated, was accepted as read. There were no matters arising from the report.

OFFICE PREMISES

7314   Mr D.Ll. Williams reminded Council that at the last meeting it was agreed to proceed with the purchase of Unit 9 at the Science Park, Aberystwyth subject to clarification of the lease that the Welsh National Assembly currently hold.

Mr Williams noted that everything requested from the previous meeting had been completed; Mrs P. Howells raised her concern regarding the situation with money commitments for the Pavilion on the Royal Welsh Showground, Mrs Howells stated that a full business plan should be obtained before any further decisions are made, it needs to be decided what will be spent on the Pavilion before any money is spent.

Mr E. Prosser noted that at a previous meeting all Council members had agreed and voted for the new premises, agreeing that the Pavilion is a separate issue. Mr Prosser stressed that the current office premises are not fit for purpose and noted that he and Mr D.Ll. Williams had visited the office and had noted all the current problems. Mrs P. Howells stated that a full risk assessment had been promised, she also noted that the development plans for Aberystwyth may affect the value of the 6 Chalybeate Street and it should be considered.

Mr D.Ll. Williams reminded Council members that what was asked has been completed, it was proposed to purchase the new premises and then decide what the next step of action would be with regards to the Pavilion.

Mr E.T.E. Davies noted that all Council members had visited the new premises and all had agreed it was fit for purpose, the current office in Chalybeate Street is not up to health and safety. Mr Davies noted that all information requested is in the documents received by the Council members, he stated that the situation should either move on or be forgotten.

Mrs P. Howells stated that she was not against the move but it should all be set down in writing to include the pros and cons of every decision.

Mr J.T. Kirk left the meeting at 4.45pm

Mr E.T.E. Davies noted that at the previous meeting it was agreed by resolution to proceed subject to agreeable reports.

Mrs J.E.S. Pearce noted that all the information was available and that it would be good practice to draw it together into one document, the Finance Committee could help pull it all together using the reports as appendices.

Mr E.T.E. Davies noted that the duties give to Mr Prosser and Mr Williams were to look for suitable premises and proposed that the purchase of the new premises from now on was the responsibility of the Finance Committee.  With 16 in favour and 1 abstention it was unanimously agreed.

[Note: The terms of reference of the Finance Committee clearly outline that it has the responsibility of: “Undertaking overall responsibility for property and asset management including all capital projects and financing options”]

DISCIPLINARY PROCEDURES

7315   The Disciplinary Procedures agreed by the Council in 2005 had been revisited by Mr. R. Locke and Mr. R. Morgan (both of Hugh James solicitors) and both had suggested small changes before they were finally ratified by the Council.

• Point 1 has been changed in order to be flexible and allow Council the option of conducting the investigation, this will be helpful to reduce conflict of interest if further investigation by a Council member is needed.

• The other change noted is the number of days in which notices and responses should be sent and received; this has been extended to 14 days to allow more flexibility.

• No changes have been made to the Complaints Procedure or the Prohibited Substances.

Mr E.T.E. Davies raised concern with the legality of the wording of Point 5 (a) (v)., Mr J. Russell stated that the penalties are listed there in order for the options for sanctions to be clear .  The option to terminate membership was included as this was open to the Council to consider and it had been reviewed by 3 solicitors.

After discussion the following changes were highlighted:

• 2(c) “Treasurer” to read “Chairman of Finance
• 5 (c)  to read “prevent that person from officiating in any capacity at anly WPCS affiliated Show or Event”
• In line with the WPCS Articles of Association “horse, cob, pony or other equine” to read “animal”.

Mr J.P. Parry queried Point 2 (d) and asked if the member under investigation could object to any members chosen to stand on the panel to investigate. The Chief Officer clarified that if an objection was raised it would presumably be in relation to conflict of interest which was covered in the first clause of the procedure.

Mrs J.E.S. Pearce highlighted that this was a policy and a procedure which should form part of a handbook.The Chief Officer confirmed that the new Articles will have to be circulated to the membership and the policies could be included in this mailing as part of a membership handbook.

The Chairman proposed the adoption of the changed procedures, with 17 in favour, none against and no abstentions it was agreed.

CHIEF OFFICER’S REPORT

7316   The Chief Officer drew Council members attention to the staffing up-date to informing them that Mrs H. Edwards had been appointed to position of Maternity Cover for Administration Assistant and Miss A Colclough (appointed as receptionist) had unfortunately handed in her notice.

The Chief Officer referred to the Standing Orders circulated to the Council and noted that they had not been ratified for adoption. Mr E.T.E. Davies questioned if they would be implemented from today, the Chief Officer confirmed that if Council agree to accept them that that would be the case..

It was unanimously agreed to accept the Standing Orders as circulated.

Mr E.T.E. Davies raised a concern with Point 4 (c); the Chief Officer confirmed that this point would allow the Council to pass to the next agenda item if a motion is proposed and seconded with a majority for vote.  Mr Davies expressed his concern that this point could cause problems in the future.  The Chairman suggested accepting the rest of the Standing Orders and re-looking at Point 4 (c). Council agreed to the amendment of the Standing Orders as discussed.

The Chief Officer noted that now the Standing Committees had been formed could all members agree the dates noted in the report.  The following dates were agreed:

Young People’s Committee                 23rd April
Education & Welfare                         23rd April
Finance                                          25th April
Judging & Showing                           28th April
Promotions                                     1st May
Members Services                            2nd May
Human Resources                             27th May

Council
16th June, 11th August, 13th October, 9th December, 9th February
           

CORRESPONDENCE

7317   Mr C. Thomas
The letter received from Mr Thomas was read by Council members followed by a short discussion regarding Welsh Mountain Premium Inspection Judges.

It had been proposed at the Hill Pony Improvement Society’s meeting held on 11th February that Welsh Mountain Premium Inspection Judges should selected by the Hill Improvement Societies. 

After further discussion it was unanimously agreed by the Council to leave the system of appointing Judges as it currently stood with the Hill Improvement Societies suggesting names and the Council appointing from that list on an annual basis.

ANY OTHER BUSINESS

7318   (i) Letter received from Mrs L.A.Spenser
The Chief Officer read out a letter received from Mrs Ll. Spenser, thankinganking Council for awarding her the Miss Brodrick Memorial Trophy, the Honorary Vice-Presidency and for gift of the Anne Thompson painting.

(ii) Judging & Showing Report
Mr E.T.E. Davies noted that the report for the Judging & Showing Committee held on the 16th January 2008 had not been discussed.  Mrs. D. Thomas noted that as Council members did not have the report to hand could it be left until the next meeting.  Mr E.T.E. Davies was happy for the report to be discussed at the next Council meeting as long as no action is implemented from the previous report in the meantime. This was agreed.

(iii) Enrolment of Members
On the proposal of Mrs E. French and seconded by Mrs P. Howells

It was unanimously agreed by the Council to accept 108 new members, as listed.

DATE OF NEXT MEETING

The next Council meeting will be held on Monday 16th June 2008.

There being no further business the Chairman closed the meeting at 5.25pm

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.  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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