regional promotional groups & sub-committees procedural … · 46 seminar guidelines 47 judges...

WELSH PONY & COB SOCIETY Australia Inc.

Regional Promotional Groups & Sub-Committees

PROCEDURAL MANUAL

(GREEN GUIDE)

1st March 2016

Green Guide and Reference Manual for Sub – Committees 2/03/2016 2

NOTES


CONTENTS INDEX Lots of forms are available on the Society web site under the tab header

forms and information (RPGs) www.wpcs.com.au

Page # Section One – GENERAL INFORMATION

4 Purposes of the Society

5 Preamble – COM & RPG/Sub Committees

6 Terms of Reference for RPGs

7 Geographic Coverage of RPGs

Section Two

8 – 12 General procedures & requirements at meetings

13 Notification of New Committee

14 - 18 Show Task Sheet

Section Three – RPG’S

19 Role / Duties of the Chairperson

20 - 24 Role / Duties of the Secretary

25 - 28 Role / Duties of the Treasurer : Finance Guidelines

29 Role/ Duties of the Publicity Officer

30 - 32 Role/ Duties of the Safety Officer

33 - 34 Incident report form

Section Four – SHOWS, AWARDS AND COMPETITIONS

35 Show Schedules – Directions to RPGs & Sub – Committees

36 - 38 Medal Scheme – procedure and nomination form

39 Medal winner form

40 - 41 Protocol for inviting judges & Judges Agreement

42 Show Program alteration form

43 - 44 Notification of forthcoming event & Award Scheme form

45 Post Event notification form

Section Five – JUDGES

46 Seminar Guidelines

47 Judges Panel

48 Judges Assessment Day

49 Seminar Attendance Form

50 Judge’s Resume Form

51 - 52 National Young Judges

Section Six – AWARDS & COMPETITIONS

53 - 55 Sires Rating Competition

56 - 58 Foal Futurity Regulations

59 The Dinah Creswick Breeders Trophy

60 - 61 Achiever Awards

62 The Ridden Native Pony Championship

Other recourses are available on the society web site www.wpcs.com.au or contact [email protected]

Insurance Certificate of Currency

Risk Management document

Society Policies – such as Social media, Breeders Code of Ethics,

http://www.wpcs.com.au/


mailto:[email protected]


WELSH PONY & COB SOCIETY Australia Inc.

GREEN GUIDE

(Reference Manual for Sub-Committees)

___________________________________________

THE WELSH PONY & COB SOCIETY OF

AUSTRALIA INCORPORATED

(“The Society”)

THE PURPOSES OF THE SOCIETY ARE:

1. To encourage the breeding and improvement of horses and ponies, more especially those of the

Welsh Breeds.

2. To uphold the prescribed breed descriptions of the Welsh Mountain Pony, the Welsh Pony, the

Welsh Pony (Cob type) and the Welsh Cob (hereinafter referred to as the Welsh Breeds) as laid

down in the Welsh Stud Book.

3. To maintain and publish the Australian Welsh Stud Book, appendices and Part Welsh Register

(thereinafter referred to as the “Welsh Stud Books”) and to determine regulations for the

registration and entry of stock therein.

4. To maintain a panel of Inspectors to examine Foundation Stock in regard to their suitability for

entry in the Welsh Stud Book and to inspect animals for shows and sales if required in regard to

both their identity and presentation.

5. To prepare and maintain a list of Judges from which Judges may be selected by organisers of

shows. To hold Judges’ seminars to promote uniformity of judging. To train future judges.

6. To advance public education in all parts of Australia by promoting and conducting training classes,

discussions groups, lectures, demonstrations and veterinary classes for breeders and owners of the

Welsh breeds and public interested in the breeding and management of horses and ponies in

general.

7. To allow any show, sale, competition, event or exhibition to be conducted under the patronage of

the Society but subject to and upon such conditions as the society may think fit.

8. To collect, verify and publish information relating to shows, sales and other activities connected

with the Welsh Breeds and Part Welsh.

9. To issue publications, films, articles and advertisements and to secure publicity to extend the

popular interest in the Welsh Breeds and Part Welsh.

10. To promote the welfare of all horses, cobs and ponies.


PREAMBLE All sub-committees of the Committee of Management (“COM”) RPGs and other sub-committees such as show committees must abide by the Associations Incorporation Reform Act 2012 (Victoria) as amended from time to time.

The sections of the Green Guide relating to RPGs and other sub-committees are designed to reflect the requirements

of these pieces of legislation. If RPGs and other sub-committees follow the instructions given in the Green Guide, they will assist the COM to meet the Society’s legal obligations as an Incorporated body. The COM has attempted to

keep the Green Guide advice about these requirements as simple as possible, recognising that RPGs and other sub-

committees are made up of volunteers.

Committee of Management

The affairs of the Society shall be managed by the COM constituted as provided in it's rules of association (“the

Rules”)

The COM, subject to the Rules, the Act and the Regulations: (a) shall control and manage the business and affairs of the Society;

(b) may exercise all such powers and functions as may be exercised by the Society other than those powers and

functions that are required by the Rules to be exercised by members of the Society in General Meeting; and

(c) has power to perform all such acts and things as appear to the COM to be essential for the proper management of the business and affairs of the Society;

(d) has power to delegate certain of its powers to a sub committees upon such terms as it thinks fit;

(e) has the power to revoke the authority of any sub committee appointed by it or through its authority; (f) the Chairperson of the COM (“the Chair”) shall be entitled to attend every or any RPG and/or other sub

committee meeting and has the power to appoint a delegate from the COM to attend such meetings as may

from time to time be deemed appropriate by the Chair;

(g) a member of COM may also be a member of an RPG and/or other sub committee.

Regional Promotional Group Sub-Committees / Show Committees

Under the authority invested in it by the COM the role of the RPG and other sub committee unless otherwise

specified in writing by the COM is to: 1 encourage the breeding and improvement of the Welsh Breeds

2 advance public education within their region

a. by publicising and promoting the breeding, development, and exhibition of the Welsh Breeds b. by making promotional contributions to any newspaper, journal or other publications to advertise

and publicise the Welsh Breeds

c. promote and conduct talks and demonstrations on the Welsh Breeds and horses in general

3 organise exhibitions, shows and other activities of the Welsh Breeds and other horses 4 offer prizes and make awards at any show and to contribute to show funds at which show the Welsh Breeds

and other horses are to be exhibited

5 supply show secretaries with the current list of judges approved by the COM 6 submit to the COM names of persons considered competent to act as judges

7 submit to the COM all show programs prior to advertising the Show

8 hold judges seminars to promote uniformity of judging


Terms of Reference for RPGs Administration: RPGs must:

1 MINUTES: Provide approved minutes of meetings and financial reports to the COM, together with specific reports which may be requested by the COM from time to time;

2 FINANCIAL RECORDS: Provide detailed and reconciled books of account in accordance with the

requirements of the Society’s auditor and on forms provided by the secretary to the Society (“the Secretary”) Provide monthly reports to the National Office on forms provided.

3 Not act or omit to act on matters pertaining to financial, legal or contentious issues without prior consultation

with, and authority from, the COM;

4 Keep their trading accounts with the Commonwealth Bank at the Pakenham Branch used by the Society; 5 Retain their own funds unless otherwise directed by COM;

6 Use avenues provided by the Society through ‘Action’, the Society website (www.wpcs.com.au) and the

official linked RPG websites, and the Journal to advertise shows and functions, provide show schedules, provide information on local shows, show results, stud news, notices of meetings and events and other items

of regional interest. When using non WP&CS publications to advertise and promote all events approved by

COM, current show regulations must be included,

7 Endeavour to generate sufficient funds to cover all aspects of the promotion, organisation and running of shows and events. Such funds must cover expenditure incurred in advertising planned activities, provision

of trophies, sashes, rosettes, catering, payments to judges etc.

Promoting Improved Standards of Judging: RPGs should: 8 Run seminars for judges and exhibitors at least once every two years; these can be co-organised by more

than one RPG where this is appropriate.

9 Provide to the COM the names of persons suitable to be invited to attend judges’ assessment days for assessment.

Events: RPGs must: 10 EVENTS:Seek the COM approval to run shows or events in the name of or using the name of the Society,

prior to any advertising.

11 Ensure that the show program and details of the show or event to be run are filled in on the form provided and forwarded to the office allowing time for approval at a COM meeting and inclusion in the relevant

edition of Action within the specified time, to make certain that the event is covered for insurance purposes.

12 RISK MANAGEMENT: Ensure that Society approved risk management protocols for Society-run shows

or events are followed.(Risk Management Document available on Society website)

13 APPOINTING JUDGES: Ensure that at Society run in hand events for A, B, C, D, E & Part Welsh

the nominated judge/s is selected from the Welsh Pony & Cob Society of Australia Inc. current

Judges Panel or from a similarly recognised Panel of an Overseas Welsh Pony & Cob Society.

(Other in hand & performance classes may be judged by an approved Judge from other approved

panels, subject to COM approval, and providing or a resume’ of the judge’s experience in the

relevant discipline) *Performance events with a Society Medal must be judged by a WPCSA Panel

Judge).

14 Consult with and seek approval from the COM when a judge or judges are nominated. Once COM

approval is provided, invite the judge with a formal written invitation including all travel,

accommodation details etc. (Both financial and general arrangements). 15 SHOW PROGRAMS:Use a standard schedule for all Society run Shows. Any changes to a standard

program MUST be approved by the COM. (Standard Programs available on website)

16 Ensure that show secretaries check with the Secretary of the Society that all entries for Society run shows comply with Society regulations.

17 MEDALS: Seek approval of the COM for certain shows to be designated as Medal Shows.

Applications to be made to the April COM meeting. (*Refer to Medal System in the Green Guide). 18 Within 14 days of the date of running a Medal Show, advise the Secretary of the Society, on the form

provided, of the Winner and Reserve Winner of the medal awarded.



Liaison with Committee of Management:

20 The COM will meet with RPG and other sub committee members each year at a special forum held in

conjunction with the Society’s Annual Conference.

21 The COM will make available a Committee member to attend an RPG and other sub committee meetings on request by them or when the COM chooses to do so.

22 Suggestions to establish an additional RPG in any State must be made in writing to the COM for its

consideration and approval prior to appointment by COM of such new RPG sub committee members. 23 The COM must be advised in writing as soon as any RPG or other sub committee is unable to operate.

24 The Secretary of the Welsh Pony & Cob Society of Aust Inc. will, from time to time, update this Green

Guide and provide updates to each RPG.

GEOGRAPHIC COVERAGE OF RPGs

1 The Committee of Management may designate geographical areas for RPGs to cover from time to

time.

2 An RPG’s title should, to the greatest extent possible, reflect its actual geographic location.

3 A member of the Society can attend any and a number of RPG meetings that cover a different

geographic area to where they live, but may only be a member of one RPG / sub-committee *.

However, a member may hold a coopted position with another RPG /sub-committee at the same

time.

* (Working Parties are exempt from this ruling)

RPG’s

1 An RPG shall consist of up to (7) members excluding the Chairperson of the Committee of Management

who is ex officio.

2 An RPG is required to have a minimum of four (4) executive positions filled that shall comprise of: a) A Chairman

b) A Vice-Chairman

c) A Secretary

d) A Treasurer

A Secretary

Publicity Officer Safety Officer (recommended two Safety Officers)

(** All RPG / sub-committee members must be the nominee of a current full membership**)

3 ANNUAL MEETINGS are held each year. Notice must be given to members within the Region no less than 21 days prior to an Annual Meeting.

** RPGs must request the National Office to provide a list of current full financial members in the area who

are eligible to vote / nominate for a committee. (The National Office requires seven (7) days notice to provide this information)

4 Nominations for the committee may only be made by full financial members of the Society.

The member must be the nominee of the membership to be eligible for a committee. 5 Nomination may be by self-nomination or by another full member, and must be seconded by a full member.

Nominations may be made in writing if members are unable to attend. The written nomination must be

provided to the Secretary and tabled at the Annual Meeting.

6 Each member of the RPG shall hold office for one year after the date of his or her election but is eligible for re-appointment.

7 All candidates for subcommittee members shall be “Full” (ordinary) members of the Welsh Pony & Cob

Society of Australia Inc. The sub-committee shall be approved by the Committee of Management via the


“Notification of New Committee” form included in the guide, to be forwarded by the Secretary within 30

days of an Annual Meeting.

8 A member can only be a member of one RPG / sub-committee *. However, a member may hold a coopted position with another RPG /sub-committee at the same time. * (Working Parties are exempt from this ruling)

9 If the number of candidates exceeds the number of vacancies to be filled, a ballot may be held by the

relevant RPG to recommend candidates to the Committee of Management. 10 The ballot for the recommendation of candidates follows the procedures as listed on page 10.

11 There shall be no voting by proxy.

12 In the event of a casual vacancy occurring, the RPG may appoint a full financial member of the Society to

fill the vacancy. 13 RPGs may co-opt members of the Society, but not without prior consultation with and approval of the

Committee of Management. Co-opted members do not have voting rights and do not have to be full

members but must be current Associate members. Young Members’ Coopted Position: Each RPG / sub-committee/ Working Party has one coopted position

specifically for a Young Member (under 25 years of age) who must be part of financial membership.

14 The position of a member of an RPG becomes vacant if:

a) A person ceases to be a member of the Society b) A person resigns that office by notice in writing given to the Secretary of the RPG

c) A person is absent from three consecutive meetings of the RPG without leave of absence from the RPG (see

clauses 17 to 21 below) 15 RPG member may resign from the subcommittee by a notice in writing given to the Secretary of the Society

and the relevant RPG.

16 A member of an RPG may also be a member of the Committee of Management. 17 The Chairperson of the Committee of Management and/or their nominee may chair any RPG meeting.

Granting Leave of Absence (see clause 10 above)

18 Leave of absence is formal permission granted by the Chairperson of the RPG for a RPG member to be

absent from duty at one or more RPG meetings 19 A member of an RPG seeking permission for leave of absence must do so no later that the meeting prior to

the meeting for which leave is sought. Leave of absence may be sought for more than one meeting at a time.

20 Granting or refusal of a request for leave of absence must be recorded in the minutes of the RPG meeting from which leave has been sought.

21 If a member of an RPG is absent for two (2) consecutive meetings without leave of absence, the Chairperson

of the RPG must write to the RPG member advising them that their position will become vacant if they are absent for a third consecutive meeting without leave of absence.


Procedure of RPG Meetings

1 The RPG shall meet at least three (3) times each year at such place and such time as the

Chairperson might determine.

2 RPG meetings should be open to all members of the Society.

3 Written notice (including by facsimile or electronic transmission or notification through Action) of

each meeting must be given to each member of the RPG at least seven (7) business days before the

date of the meeting.

4 The written notice should specify the general nature of the business to be transacted, but other

business may be transacted by leave of the meeting.

5 QUORUM: Any three (3) members of the RPG constitute a quorum for the conduct of the business

of a meeting of the RPG. The Chairperson of the Committee of Management or his/her delegate

shall not be counted in determining whether a quorum is present.

6 No business may be conducted unless a quorum is present.

7 If within half an hour of the time appointed for the meeting a quorum is not present, the meeting

shall be adjourned to a place, date and time determined by the RPG.

8 The RPG may act notwithstanding any vacancy on the RPG.

9 At meetings of the RPG:

(a) The Chairperson or, in their absence, the Vice-Chairperson shall preside; or

(b) If the Chairperson and Vice-Chairperson are absent, or unable to preside, the members of the

RPG present must choose another RPG committee member to preside.

10 Questions arising at a meeting of the RPG shall be determined by a show of hands.

11 VOTING at RPG Meetings - Only RPG committee members may vote. RPG committee members

present at a meeting of the RPG are entitled to one vote, and in any event of an equality of votes on

any question, the person presiding may exercise a second or casting vote.

RPG co-opted members do not have voting rights at RPG meetings.

12 Other Society members are welcome to attend RPG meetings but do not have voting rights at RPG

meetings.


HOLDING A SECRET BALLOT

If the number of candidates exceeds the number of vacancies to be filled, a ballot is held by the RPG / sub-

committee to recommend candidates to the Committee of Management.

*Voting members unable to attend the Annual Meeting may nominate for the sub-committee in writing.

The written nomination must be provided to the Secretary of the sub-committee and tabled at the

Annual Meeting.

There is no voting by proxy

A secret ballot is held as below:

Two scrutineers are nominated to count the voted.

Referring to the list of current members provided by the National Office, all attending the Annual Meeting

must be informed who is eligible to vote.

*(Voting member – the nominee of a full financial membership)

The voting system is based on that of the Committee of Management system:

A written list of all eligible nominated candidates for the sub-committee must be provided to the voting

members present. Voting members are required to list in order of preference, their choices for the

committee, commencing at one (1) against the name of the candidate for which the person has the highest

voting preference followed by sequential numbers in order of that persons preference for each of the other

candidates. All candidates must receive a number or the vote will be invalid.

The valid votes are counted by the scrutineers. The seven candidates with the lowest number of votes are

the successful candidates for the sub-committee.

The scrutineers announce the results of the votes, from the lowest number (highest preference) to the

highest number of votes, to the Annual Meeting, and a formal motion is made to accept the sub-committee

members, including the recording of the number of votes against the sub-committee member.

The votes should be retained for a period of twelve months from the Annual Meeting.


Ongoing - ** check the date of COM Meetings to ensure information arrives in time

Monthly BAS returns Ongoing 15th each month Treasurer Treasurer to send the report detailing all

payments & receipts for the previous month & original copies of supporting

documentation.

Minutes of meetings Ongoing After endorsement

by RPG

Secretary Minutes of meetings to be sent to

Office when accepted by the committee

of the RPG.

RPG meetings Ongoing At least 3 times a

year

Chairman Any 3 members of the committee

constitute a quorum.

ACTION notes Ongoing 4 times a year on

dates specified in

ACTION. 21st

January, April July & October

Publicity Officer Notes should not exceed 600words. The

notes should state the activities the RPG

has or is planning to undertake.

Notification of the Annual

Meeting

Annual 21 days before the

AM is to be held.

Secretary The AM should be held no later than 15

months after the previous AM. All

members of the WPCSOA living in the

area covered by the RPG should be

notified. This is be done through the

Notice Board in ACTION, on the RPG website, via e-news and by post

.

Notification of office bearers Annual Office should be

notified within 14

days of the AGM

Secretary Secretary should advise Office of all

elected office bearers with addresses

(including email - if available)

**(form in Green Guide)

Annual financial reports Annual 15 April each year Treasurer Annual financial reports are to be

forwarded to Office by 15 April so

National Office can prepare the

WPCSOA consolidated financial

statements in time for the AGM.

Annual activities return.

Including Medal approval

requests

Annual Early February Secretary Annual returns of activities the RPG

plans to undertake during the year.

Notification of forthcoming events to be

sent to COM for approval, prior to been

included in the calendar of Events in ACTION.

RPG notes in the WPCSOA

Journal.

Annual Early February Publicity Officer A summary of the activities undertaken

by the RPG during the last year. Send

to the editor of the Journal (preferably

electronically).

Nominations for achievers

award

Annual 1 February each

year

Chairman RPG’s to forward Achiever Award

nominations to COM for Approval. Self nomination is also acceptable

**(form on Society Website )

Nominations for Medal

Shows

Annual 1st April ea year Chairman RPG’s to forward medal Requests for

the future Show Season to the COM for

Approval.

**(form in Green Guide)


Nominations for Sires Rating

Shows

AGM/Delegates meeting

notification

Annual

Annual

1st April ea year

May 31

Chairman

Secretary

RPG’s to forward Sires ratings for the

future Show Season to the COM for

Approval. **(form in Green Guide)

Office to be advised names of the RPG delegates who will attend the Delegates

meeting at the AGM in June. RPGs to

provide the Office a report covering any

issues of concern.

Shows & other activities

COM approval of show Shows At least 12 weeks before the show

Secretary Completion of a Forthcoming Events form and a copy of proposed show

schedule and Judge/s names to be

forwarded to the Office for COM

approval. (refer Show Section of the

Green Guide for correct forms).

** A proposed event budget must be

attached to the form.

Insurance notification Shows At least 12 weeks

before the show

Secretary Notification of an event form for

insurance coverage to be forwarded to

the Office, Form is located in the Green Guide

Show results

(space permitting)

Shows Before the next

issue of ACTION

closes 21 January,April,

July, October.

Publicity Officer Editor of ACTION to be advised of

RPG show results. (medal & sires

ratings) to 3rd place. Sires rating coordinator to be advised of the results

at the same time.

WPCSA'S Notification of

Medal award Winner

Shows 14 days after the

show.

Secretary Office to be advised of the medal

winner within 14 days of the medal

show so the medal can be sent to the

winner.**(see Post Event Notification form)

Judges seminars

First Aid Provision

(Mandatory)

Shows

Events

At least once every

2 years

Book a qualified

Level 2 FA

Provider

RPG

Secretary

RPGs are encouraged to hold a seminar

at least once every 2 years Judges on the WPCSA'S Judges Panel are required to

attend a seminar once every 3 years.

Incident Forms -

**(to be attached to Post Event

Notification form)


W.P.C.S AUSTRALIA INC

REGIONAL PROMOTIONAL GROUP SUB COMMITTEE NOTIFICATION OF NEW COMMITTEE

RPG name: ................................................................................................................................................... Date New Committee

Established:……………………………………………………

Secretary’s name: …………………………………………………… Secretary’s address:

………………………………………………………………………………………………………………….

Contact details: Phone:………………………………………………...... Facsimile:………………………………… Email:……………..………………………………………………………

Size and Configuration of RPG Sub Committee Total [ ] RPG [6] Co opted [ ]

Membership Name Residential Address Phone No Email Membership No Position Held i.e. Chairman, Secretary, RPG Member

RPG Sub Committee Members

1 Chairman

2 Vice Chairman

3 Treasurer

4 Secretary

5 Publicity Officer

6 Safety Officers (two recommended)

7

Co opted Members (Please copy form if further coopted members)

1

2

3

4

5

6

I certify that the persons listed be recommended to the Committee of Management for consideration for appointment or co-option to this RPG Sub Committee in accordance

with the WPCS Aust. Inc. regulations. RPG Chairman’s Signature:……………………………………………….. Date: ……………………… Please complete and mail this form to the WPCS Aust. Inc. Committee of Management within 30 days of your RPG Annual Meeting, Please


Show task sheet

SHOW COORDINATOR TASK LIST

Task Activity Action Officer Phone No

Date to be completed Comments

PRE APPROVAL

Establish date of show 5/09/2015

Establish Program Refer to standard show schedules 16/05/2015

Nominate Judges Judge of in hand Welsh & Part Welsh

classes must be on a WP&CS Welsh judges panel (including overseas panels)

16/05/2015

Establish Budget

Prepare a budget before the event so

you can determine what entry fee should be charged to meet the costs of running the show. Use the budget form in the

Green Guide. Attach a copy of the budget to the Event Notification Form.

16/05/2015

Event Notification Form Completed & Submitted for Approval

The Committee of Management meets

once every two months, Send the Event Notification Form in the Green Guide to the National Office for Committee of

Management formal approval

16/05/2015

APPROVAL RECEIVED

Book the site In some circumstances an annual

booking may be in place

Contact judges - if agreed send them the judges’ appointment letter and waiver. Also send a SSAE.

Do not invite judges prior to COM approval. Contact judge. Send them a

letter thanking them for accepting the invitation to judge and enclosing the show schedule along with a copy of the

WPCS Show Regulations. Send the attached form to judges which sets out the financial arrangements and the

waiver. Arrange accommodation for judges, if required. Arrange for someone to meet the judges at the

ground. Do not invite judges prior to COM approval.

Notification of the event with Dept of Primary Industry (DPI) if required

Organisers of events in NSW, ACT, Qld,

Victoria & SA may need to notify the DPI (see website www.outbreak.gov.au)


Nominate Entry Secretary Two RPG Contacts ie. show secretary,

chairman or RPG nominees are listed on the catalogue as contacts for any enquiries.

Format & Finalise program, include insurance indemnity forms

PRE-SHOW

Print Program

Advertise Event (Websites/Facebook, Emmas, Weekly Times, Horse Deals, Regional Papers - all FOC)

Utilise WPCS Website, Facebook, other free event calendars including Horse

Deals has an events calendar that is free for clubs and associations

Advertise event in Action Include in Calendar of Events and the Notice Board (free). Note publication dates & deadlines

If Swabbing Book Vet

Book First Aid

Accommodation for the judges

Collect entries

Catalogue REQUIRED ON DAY OF SHOW

Arrange Marquee/ Witches Hats/Seats

Insurance indemnity forms All exhibitors at WPCSOA events who are not current members must sign a non-member waiver prior to competing.

Wrist bands must be supplied and worn by all exhibitors. Non-member waivers must be retained and may be forwarded

to the National Office

Travelling Horse Statements (THS) if applicable

Exhibitors in NSW, ACT& Qld may need to give the organisers of the event a

THS (or equivalent) so they can be lodged with the DPI. If required, no one can exhibit without the THS. Horses

from NSW and Qld competing in events in other states may need to fill out a THS for the home State and the State the

event is being held in.

Result Sheets for each ring Prepare a ring book for each ring to record results

Workouts - copies to be available if required


Copy of Regulations for each ring

Ensure there is a copy of the WP&CSA

show regulations in each ring (available in ACTION).

Score sheets if required

OFFICIALS

Ring Master

Safety Officer Appoint at least one person as safety officer, to be responsible for ensuring at a pre-event check that the venue /

grounds are safe for spectators, exhibitors and animals and that Society Risk Management requirements are

followed.

Disputes Officer Appoint a person to be adjudicate on any disputes, noting that protests must

be lodged in writing with the show secretary within 3 hours of the disputed action accompanied by a fee of $100.

Stewards for the rings We require at least 1 steward for each ring. Send the attached form to stewards which sets out the financial

arrangements & the waiver

Ring Marshal for the collecting ring

Announcer.

ENTRIES

RIBBONS AND GIFTS

Purchase and sort ribbons for each ring.

Prepare a box with ribbons, ring book, prizes & drinks for officials for each ring.

Have all trophies labelled and a list of trophies for each ring with the stewards paperwork.

Gifts for officials - judges, stewards and announcer. Clearly marked

Gifts purchased for the judges, stewards

or offer travel & accommodation subsidy.

Sponsorship


CATERING

Judges and Stewards lunches

Lunch for Photographer if appropriate

Morning and afternoon tea cooler bags.

Raffle

Prize

Tickets Money

Float for the day A cash sum may be required as a float for catering or entries on the day change. This float should be noted as

such when banking after the event (Floats are re-banked – not used for payment of prizes or reimbursements)

DAY OF SHOW

Amenities Block check

Ring numbers

Ring set up - Umbrella or gazebo, table & chair

Stewards Clipboards

Set up PA

Entry Secretary for the day

Officials Hostess Meet officials and escort them to the

ring. Ensure they have refreshments.

Officials Hospitality If applicable. Sometimes outside

organisations such as Scouts, Lions Club etc may be used.

Catering This is a good source of income for

show committees.

Meet & greet officials

Ribbons to ring

Trophies to ring

Cooler bags to ring

Pack up rings

General tidy up Clean up the site & remove rubbish

AFTER THE EVENT

Post event promotion


including FB & all media

Send Post Event Notification form to the Office

Fill in form, including any Medal winners,

Incident Reports, if applicable, For sires rating shows, also send a copy of a marked catalogue or complete sires

ratings calculation form to the WP&CSA office for calculation of sires rating. .Send copies of Incident Forms

(available in Risk Management Policy document) to the National Office promptly. E ensure all information has

been filled in and is an accurate description of the incident.(May be scanned and emailed or original sent)

Post Incident Forms to the Office

Detailed reports on any incidents which took place, including accidents, disputes

etc. *Include First Aid reports from First Aid providers and details of any treatment or hospital visits.

Thankyou letters to judges Send thank you letters to the judges,

photographer, stewards & people preparing the lunches.

Thankyou letters to other officials

Payment of all outstanding accounts

Publish Results Send results and photos to ACTION coordinator using the Action Submission

form.

Post Event Profit & Loss Financial reconciliation of expenses & income to be undertaken by the

treasurer

Show Review Meeting

Hold soon after the event while lessons learnt from the event are fresh in peoples' minds. Review income and

expenses of the event and discuss improvements required including Risk Management.


The Role of the RPG Chairperson The Chairperson is usually the key to the success of every meeting. A bad Chairperson can ruin a meeting.

A good chairperson can hold a meeting together, control the egocentrics and bush lawyers, see that the

timid member is given a chance to say his or her piece and, above all, retain the interest of members.

It is the responsibility of the Chairperson to see that order is maintained throughout the meeting – and this

includes respect for him or her also, as Chairperson.

At a meeting where there is provision for a quorum, the Chairperson must refuse to open proceedings until

a quorum is present, and if people leave during the course of the meeting, the chairperson must call a halt,

ask for a count of members present, and if a quorum is wanting, adjourn the meeting.

The Chairperson will open the meeting with a statement of the purpose of the meeting and will call on the

Secretary to read the minutes of any previous meeting and ask for a motion to confirm the minutes, which

the Chairperson will then sign.

The Chairperson introduces the business to the meeting and accepts motions and amendments and puts

these to the meeting. It is the Chairperson who has to see that speakers confine themselves to the business

of the meeting and do not drag in a lot of irrelevant material that has nothing to do with the matter being

discussed.

It is the duty of the Chairperson to announce to the meeting the method to be used in voting, and to

announce the voting results. The Chairperson is empowered to give a casting vote in the event of a

deadlock.

At a meeting where several people are all trying to speak at once, it is the duty of the Chairperson to decide

who should be the next speaker. H e or she must rule on points of order, and where there is confusion on

any matter, must explain it simply so that everyone present can understand.

In most cases the Chairperson will introduce guest speakers, but sometimes, special arrangements are made

for these and members of the sub-committee or audience will have been delegated to perform the

introductions.

At a social function, it is the Chairperson who announces the proposers of toasts, the supporting speakers

and those who respond to the toast.

When votes of thanks are to be moved the Chairperson will call on the movers and seconders.

At meetings the Chairperson can insist that all speakers address him/her directly – in other words address

the meeting through the chair.

A Chairperson also has the authority to insist upon withdrawal of offensive statements. If a member of the

sub-committee feels that some irregularity has occurred, such member can raise a Point of Order and the

Chairperson thereupon must deal with the matter raised. Any move on a legitimate Point of Order must be

made as soon as the reason for it occurs. It cannot be raised later.

The Chairperson can adjourn or close a meeting on his or her own initiative only in certain circumstances.

The Chairperson may adjourn a meeting, which has become so disorderly as to make satisfactory

discussion impossible, or to enable a poll of members to be taken. The Chairperson may also adjourn if the

rules provide for a quorum within a specified time, and not enough people have turned up to constitute a

quorum.

There may be occasions on which the Chairperson feels so strongly about something that he or she may

request someone else to take the chair while he or she enters in to a debate, but this should not be done

except in extreme circumstances. The Chairperson cannot move a motion.


The Role of the RPG Secretary

The Secretary plans and prepares before the meeting, goals and objectives after the meeting and records the

minutes of the meeting. There must be adequate preparation by the Secretary, otherwise a meeting may

well be without defined targets to aim for. Preparation which is imaginative and efficient gives practical

help to a meeting to achieve specific objectives to arrive at decisions which are wise and beneficial. The

success of a meeting is greatly influenced by, and may often be largely attributed to, good preparation by the Secretary.

Duties, Procedures & Practice

Depending on circumstances, the Secretary may need to attend to the following:

1 Ensure compliance with:

(a) Any statutory or regulatory requirements

(b) Provisions of the Society’s rules and standing orders if any, and

(c) Previous resolutions which relate to the convening and conduct of meetings.

2 Convene meetings as directed and authorised in accordance with the constitution and rules.

3 Prepare and issue notices of each meeting in accordance with the Rules. Ensure that where

required, all notices are posted by at least the legally required date, i.e. normally within 7 days of

the next meeting date.

4 Prepare the Agenda.

5 Ensure the timely completion of all actions, correspondence and reports arising from the previous

meeting, especially things which need to be undertaken by the Secretary in preparation for the

current meeting.

Take to the Meeting:

(a) The minute book with a bookmark indicating the minutes of the last meeting, usually still unsigned at this stage.

(b) A copy of the notice of meeting and any attachments.

(c) A copy of any document circulated since the last meeting.

(d) Correspondence.

(e) The Constitution and Rule.

(f) Any relevant statute or local regulation.

(g) Any reports, registers, account books, records and other documents that may be required, eg list of financial or non-financial members.

Note the number of persons present. If the Rules require a quorum to be present throughout the meeting, be watchful about this in conjunction with the Chairperson.

Be in attendance throughout the meeting. Be acutely aware of what is going on at all stages.

Take notes to aid the preparation of minutes.


Duties of the RPG Secretary

Carry out directions of the Chairperson. Assist the Chairperson in tallying the number of votes cast in

divided issues. Be ready to inform, remind and advise the Chairperson about provisions of the body’s

Constitution and Rules, points of order, policy, precedents and resolutions passed at earlier meetings. Be

watchful of the passage of time and if necessary keep the Chairperson aware of any serious disparity with the contemplated timetable. Sit on the Chairperson’s left (usually), but be his or her right hand man.

Be prepared to counsel the Chairperson if a poll is demanded. Play an administrative part in the conduct of

a poll, which may be held immediately or at an adjourned time according to circumstances and the Chairperson’s decision.

Following the meeting:

Promptly after the meeting carry out the decisions of the meeting and determine priorities. Issue advice,

communicate decisions to persons whose job it is to carry them out, initiate reports and action, send out

correspondence and generally carry out instructions and personal responsibilities arising from the meeting.

Notes sent out immediately signed as “Secretary” with friendly requests for action and reports are more

likely to stimulate prompt co-operation than delayed advice with a request for urgent attention in view of the short time left before the next meeting.

Where office bearers have been elected, prepare and send out advice to interested persons; and changes in signatures for banking and other purposes may be needed.

Minutes: (refer sample minutes template below)

Prepare minutes after the meeting covering the proceedings and resolutions, together with a record of the

names of persons present at sub-committee meetings and those who have submitted apologies. Submit a

first draft to the Chairperson for approval. Enter the official copy in the Minutes Book. Ensure that the

Chairperson of the meeting at the next meeting signs them. Issue a copy to each member of sub-committee BEFORE the next meeting.

Once the minutes have been approved, ensure a copy is forwarded to the Secretary of the WP&CS.

The Secretary will, from time to time, receive updates of the Green Guide from the National Office. The

RPG Secretary must make the RPG members aware of these updates. These updates must be inserted into each copy of the Green Guide held by the RPG.

Regular viewing of the Green Guide on the Society website is recommended to ensure RPGs are aware of any updates or amendments.


MEETING MINUTES PRO-FORMA

Minutes of meeting held on : Meeting Opened:

Present:

Apologies:

1. Acceptance of Minutes: (Moved) (Seconded) All in favour

2. Approval of Apologies: (Moved) (Seconded) All in favour

AGENDA ITEM DISCUSSION/ACTION Who Outcome /Action

3. Business Arising

(M) (S)

ie.

All in favour

(M)

(S)

4. Correspondence

Ensure a summary

of all

correspondence

content is provided

to the meeting

MOTION: “That Correspondence be received”


Treasurer’s Report See report Balance: $

Accounts for payment

Financial Reports

(M)

(S)

General Business

1. (M)

(S)

2.

(M)

(S)

3.

4.

(M)

(S)

5.

(M)

(S)

Next Meeting

Meeting Closure


PLEASE INSERT YOUR OWN

RPG LETTERHEAD HERE

Dear

Congratulations on becoming a member of the Welsh Pony & Cob Society of Australia Inc.

The Society is managed by a Committee of Management and sub committees called

Regional Promotional Groups whose main aim is to promote member participation within

the Society at a local level and to promote our Welsh Ponies and Cobs.

You reside within the xxxxxxxxxxxxxxxxxx Regional Promotional Group and we would

like to invite you to come along to our next meeting on xx/xx/xx at xxxx.

We encourage you to attend, if only to meet more people with the common interest in Welsh

ponies and Cobs.

On the reverse of this letter is a list of Committee of Management members and the

Chairpersons of the Regional Promotional Groups who can be contacted for more details.

You may attend any Regional Promotional Groups meetings you wish to.

Yours Sincerely

Xxxxxxxxx

Chairman

Xxxxx Regional Promotional Group


Duties of the RPG Treasurer The role of the Treasurer of the RPG is to document the financial transactions carried out on behalf of the

RPG Committee. Refer to this link for full details http://www.wpcs.com.au/formsinfo/procedures-manual-

newsletters/treasurer-role-and-information

This involves:

1. Operating a cheque account on behalf of the RPG that will be based at the Pakenham Branch of the

Commonwealth Bank of Australia.

1.1 All cheques shall be signed by any two of the Chairperson, Vice-Chairperson, Secretary or

Treasurer but only when such instruction is authorised by the Committee.

Upon the election of new officers at any Annual Meeting (or before) a “Change of Authorised Signature” form will need to be obtained from the bank, and lodged forthwith, listing new

names and specimen signatures. The new nominees must present themselves to their local

Commonwealth Bank and fulfil the normal 100 points qualification as required by Government Law.

2. FINANCIAL REPORTING TO RPGs: As a part of the treasurer’s report at each RPG meeting an

accurate written report, noting profit and loss of events and fundraisers, receipts and payments made since the previous meeting, and a current bank account balance. (Upon request, the National Office can arrange

Netbank read only access for ease of obtaining current balances, and assist in bank reconciliation)

3. The Treasurer must table bank and cash book reconciliation statements at Committee meetings as per example following. These must also be forwarded to the Committee of Management after each

meeting, as part of the meeting minutes.

FINANCIAL REPORTING TO THE NATIONAL OFFICE:

All RPGs and sub-committees operate as ‘NON PROFIT SUB ENTITIES’ of the Society.

This means there is no GST included in any income received, and no GST claimable on expenses.

All income and payments for RPGs and sub-committees are classed as ‘Out of Scope’ for GST

reporting purposes.

4. MONTHLY REPORTING: Using the form provided monthly reports must be provided to the National Office by the 15

th of each month.

5. BANKING: All funds should be banked within seven days of receipt with accurate records noted on

deposit slips for future reference.

6. PAYMENTS: Payment of accounts must be made by the invoice required date. Cash payments should

be avoided if possible. It is important to have an auditable trail. All payments require prior formal

approval at an RPG Meeting. Receipts for all payments must be requested and kept.

ELECTRONIC PAYMENT OF ACCOUNTS- The National Office can make electronic payment of

RPg / sub-committee accounts upon request. The correct form must be submitted to the office with the

request.http://www.wpcs.com.au/formsinfo/procedures-manual-newsletters/treasurer-role-and-information

GST – all RPGs and sub-committees / Working Parties operate as Non Profit Sub Entities for GST

purposes. This means no GST is collected or claimed.

*Payments over $1000 for assets & items of $1000 or more...

Payment for large asset / items - RPGs may forward invoices for a direct debit payment to the

National Office. This will enable the National Office to claim GST and the RPG to save the GST

component for their RPG.

The RPG funds will then be transferred to the National Office to offset the invoice less the GST

component by Office Staff.

* The invoice and an EFT request form must be emailed to the office.

The funds will be transferred immediately from the RPG to the National Office upon request from

the RPG.

7. REIMBURSEMENTS TO RPG COMMITTEE AND OTHERS – members may incur expenses in

relations to the operation of the RPG and / or Society events. These could be for telephone expenses, consumables such as stationery etc, payment of travel and other associated expenses with judges etc,

purchase of catering goods, prizes etc. Approval for reimbursement of these expenses must be

discussed, formally approved and minuted prior to the incurring of expenses / purchases. Payment of reimbursements should not be made without receipts being provided. Payment of reimbursements must

be formally approved and minutes as part of the Treasurer’s Report at the RPG Meeting.

** Reimbursement should be by cheque, NOT CASH. ** See ‘Reimbursement Form’ on page 23

http://www.wpcs.com.au/formsinfo/procedures-manual-newsletters/treasurer-role-and-information

http://www.wpcs.com.au/formsinfo/procedures-manual-newsletters/treasurer-role-and-information


**When recording reimbursement on the monthly financial report, record what the item paid for was ,

ie. Judges accommodation, telephone etc. Noting the payment was made to XXXXXXX

8 To maintain a Petty Cash Book if the RPG or Sub-Committee keeps petty cash.

9. The Treasurer must provide details for the Society Audit as outlined hereunder.

ACCOUNTING NOTES: Receipts (Income) & Expenditure (Expenses) should be separated in one book

or alternatively you may wish to keep a separate book for Receipts & one for Expenditure.

Details of expenses can be kept as follows: In an exercise book or an A4 binder book staple or paste the invoice and record the cheque number, the

date the cheque was written, the amount, who the cheque was written out to, what it was for and the general

ledger (GL) code – e.g CHQ NO - DATE dd/mm/yyyy Amount $

Saddle shop Trophies for Foal Show

G/L code

A similar book should be kept for receipts (Income).

1. NATIONAL OFFICE/STATE CONTRIBUTION - i.e. Amounts received by each RPG from National

Office account as assistance/Float for the initial establishment of your RPG.

2. All Float monies paid by National Office to assist in the establishment of each RPG MUST be returned/repaid to the National Office by the date specified by COM.

3. Annual Financial Reports to be forwarded to the National Office Secretary at PO Box 762

Pakenham 3810 on or before 15th

April of each year, and must include all of the following:

1. Bank Statements

2. Any Bank Books or Term Deposit Information

3. Cheque Books and Deposit Books and Receipt Books

4. Account Book - (Receipts and Payments)

5. Copy of all receipts, bills and invoices etc. if not already supplied.

6. Bank reconciliation 1 April to 31 March.

7. A list of any stock held on hand - items that are to be sold. (Stock Take) - number and

description

8. A list of any bills/accounts that have not yet been paid (Creditors)

9. A list of any amounts of money owed to your group (Debtors)

10. A list of payments made to any other RPG, Show or Sub- Committee & National Office.

11. A list of any items paid for but not yet received (pre paid expenses)

12. A list of any income received that relates to next financial year (pre paid income)

13. A list of the value of any Awards, Ribbons and Sashes on hand.

Copies of Financial Statements should be kept by each Treasurer.

RPG Reimbursement Request Form (sample copy available from National Office or web site) To be authorized by two signatories (Chairperson, Treasurer or Secretary)

Name Reimbursement for

(please include all details)

approved at

Meeting

date / /

Receipts

attached

$

amount of

reimbursement

Cheque

number

Payment authorized by _______________________second signature_____________________

A Financial Report should be generated using your documented records; to assist you with your

record keeping a detailed spread sheet is available from the National Office and the Bank Statements

which are available on line or from the National Office. Items to be included in a financial report are:- Opening and Closing Balances as per the bank statement

Cheque numbers should run in sequence and un presented cheques should be included in your financial report.

All corresponding receipts for outgoing payments.


Include all unbanked deposits. (these will show as un presented deposits)

Include all un paid accounts in your financial report as these will affect your bottom line.

Once your bookwork is supplied to the National Office and reconciled an MYOB reconciliation report

and Profit and Loss report will be issued to your RPG to assist you with the presentation of your

Financial report to your RPG.

Below is one example of the details required to be documented by RPG Treasurers.

DATE

CHQ

NO WHO FOR WHAT GL Code HOW MUCH

26/04/2012 250 Member ? name

Reimbursement

of Autumn show entries $37.50

27/04/2012 251 Person Name

Reimbursement : Judges Accom, Postage, Raffle

prize, Printing $244.09

27/04/2012 252 Welsh Nat Show Shared Expenses $1,477.50

EVENT __________________________________________Date __________________ To be attached to the Pre-event Notification form and sent to the National Office for presentation to COM

This budget was presented at the RPG Meeting : Date _____________________

Code Expense Detail Pre-event estimate$ Post-event Actual Cost $

6-1975 Advertising - Action - Journal

6-2200 Sundry Expense

6-2350 Stationery

6-2360 Postage - Communication

6-2400 Petty Cash / Float Monies

6-3100 Venue Hire

6-3150 Judges Airfare / fuel / Car etc.

6-3150 Judges Accommodation

6-3150 Judges / Officials Hospitality

6-3450 Catalogue Printing

6-3500 Stabling

6-3600 Foal Futurity transfers

6-3650 First Aid

6-3700 Camping

6-3800 Equipment Hire

6-3850 Gift Voucher Purchase

6-3900 Trophies - Ribbons

6-3950 Cash Prizes

6-4200 Fundraising

6-4300 Sponsorship

6-4400 Gifts & Give aways – Thankyou’s

6-4450 Catering

6-4500 Promotional Goods Purchased

Sub Total

CODE INCOME ITEM - *** remember GST is included in all income and

expenses other than donations and fresh food

Pre-Event estimate Post Event actual $

4-1900 Advertising Other

4-2200 Sundry Income

4-2400 Petty Cash / Float Monies

4-2500 Deposit Refunds - Grounds etc

4-3100 Show Income - Gate fees

4-3100 Administration fees


4-3400 Entry Fees

4-3450 Catalogue Sales

4-3500 Stable Fees

4-3600 Foal Futurity

4-3700 Camping

4-4100 Donations

4-4200 Fundraising

4-4300 Sponsorship

4-4400 Promotional Good Sales

4-4450 Catering

Sub Total

Profit and Loss Estimate Total expenses

Total Income

Income Minus Expenses

If an event is projected to run at a loss of more than 25%, and there is no explanation, such as subsidising by other funds, an education event etc .the

RPG will be asked to explain by the Committee of Management

FIRST AID

Society Insurance requires the attendance of a minimum of one dedicated Current Level 2 First Aid

person at events (dedicated means their only duty / task at the event is First Aid, and they cannot be

exhibiting etc)

It is up to the discretion of the Sub-Committee to calculate possible risks at events, and provide the

appropriate level of First Aid personnel ie. Current Level 2 person, St John’s, Scouts or similar

A first aid kit and contact phone numbers for appropriate emergency numbers, such as local hospital,

fire and SES should be kept with the first aid kit and reviewed for event.

Any incidents require an incident report form (available in the Society Risk Management Document)

to be filled in promptly and sent to the National Office within 7 days.


Duties of the RPG Publicity Officer

Website: (www.wpcs.com.au)

Regular updating of the official RPG Website, linked via the Society website

Items for Action:

All shows / events / programs should be submitted to COM with time for approval, prior to

being advertised in Action.

Programs for State events such as State All Welsh Shows and the National Show programs

should be included in Action to ensure all members have access to programs and entry

details.

Notify forthcoming meetings, information sessions.

Notify new Office bearers etc.

Put dates of RPG’s events in the Society Calendar of events - particularly Medal Shows,

and utilise e-news (contact the National Office)

RPG Roundup News - try to keep news interesting reading visit the Society web site for

details on how to submit. http://www.wpcs.com.au/formsinfo/electronic-media-promotions/action

Major results, eg. Supremes, Champions & Reserve Champions can be included in RPG

Roundup news.

Show Results – when supplied for inclusion in Action, must be to third place only, and

include the name of the Event, date and Judge/s. Inclusion of results is based on space

available in the relevant issue of Action.

Advertising of ponies for sale or at stud in RPG news will not be included in the news.

Advertising in Action is reasonably priced.

Photos from events & group associated events or members & ponies/cobs.

RPG’s must restrict social and RPG news to 600 words per issue with content approval, if

word count exceeds 600 it will be returned to the publicity officer to reduce. Content exceeding 600 words per RPG may be reduced by the editor of ACTION.

RPG’s have three pages per year at the special price of $50 per page, to be used for

promotion of events. Quarterly invoices will be forwarded to the RPG after each relevant

issue of Action. Prompt payment is appreciated.

‘Noticeboards’ are free, and are approximately 1/16th

of a page per noticeboard. Please be

aware of space limitations when submitting noticeboard articles. They are to inform

members of events such as Annual Meetings and coming events, but not a replacement for

an advertisement.

RPG ADVERTISING RATES FOR ACTION (no GST applicable)

Full Page $90.00

Half page $50.00

Quarter Page $30.00

1/8 th Page $20.00

Notice Board Free (limit size to approx 1/8th page)

RPG ARTICLES AND NEWS SHOULD BE SENT TO: National Office [email protected] Publicity Officers are to send RPG News and any advertisements by the deadline advertised on the notice

board each edition by the 21st of each of the following months – JANUARY, APRIL, JULY, OCTOBER.

Items for the Journal: All Welsh Show Reports, All Welsh Show Results.

RPG Report - an interesting précis of the year’s activities.

JOURNAL ARTICLES SHOULD BE SENT TO: [email protected]

The National Office & the Journal Editor (refer to current contacts in Action for details)

All Advertisements and payments are to be sent to the National Office.

P.O. Box 762Pakenham 3810 – [email protected]


http://www.wpcs.com.au/formsinfo/electronic-media-promotions/action





Duties of the RPG Safety Officer/s (to be used in conjunction with the Risk Management document)

Each RPG, sub- committee or working group must appoint a safety officer, with

recommendations that two safety officers be appointed.

Safety officer Role

The safety officer’s role is to sign off on the fact that the RPG, or sub – committee or working

party have taken all possible steps to minimise the risk of damage or injury to an attendee at the

event and or damage to their property or possessions. The process dictates

the identification of hazards,

an assessment of the likelihood of the hazard occurring,

the consequence of that hazard should it occur

and an action plan to reduce the risk of the hazard

The Safety officer must ensure that Incident Report Forms are completed as required by the

Society’s Risk Management Policy. The Safety officer must also ensure that the RPG or sub-

committee has a biosecurity incident response policy in high risk areas. He or she should liaise

with the entry secretary to ensure that Horse Health Declaration Forms are completed by

exhibitors where required.

A HAZARD IS ANYTHING THAT HAS POTENTIAL TO CAUSE HARM, INJURY OR LOSS

Appointing the Safety office

The safety officer should be some one of standing in the Group, sub- committee or working party.

It could be someone who has skills and knowledge in OH&S, risk management and or insurance

“an expert” who is connected to the Society that is appointed. If it is someone other than the

chairperson please realise that the chairperson and the committee must provide support to the

Safety Officer/s and respect their recommendations.

Safety Officers task list

On nomination as Safety officer

A. Familiarise yourself with the Society’s risk management plan and extreme weather policy.

B. Seek advice from COM coordinator of risk management and extreme weather policy (Mrs

Janet Murphy – COM)

C. Confer with previous safety officer for the event.

D. Determine the cause and extent of previous problems at the event.

Pre - event

Desk top audit

Step 1

1. Confirm with the lessor of the facility (or representative) the terms and conditions of the renting

of the facility. (The contract)

2. Determine if the lessor (or representative) has an OH&S risk management plan in place which

includes identification of hazards, and that the plan is current. (Conditions of the contract)

3. Cross reference to the Society’s risk management plan and extreme weather recommendations.

Pre -event Site audit

Step 1 - Before the event (preferable a minimum of two weeks prior)

Inspect site and list all the hazards found on the site using the Event Planning Checklist.

Any concerns regarding facilities should be noted on the checklist and a copy provided to the

lessor, requesting they address the issues.

Confirm that all the hazards are listed and the risk management practices stated in the lessor’s


Risk Management plan are in place .Cross reference to Lessor’s risk management plan and decide

if the those hazards are managed to the satisfaction of the Society’s requirements listed in

Society’s risk management plan and extreme weather plan.

Items that should be considered include:-

Barriers Signage

Fire control equipment (recently serviced) Emergency exits

First aid box Emergency numbers list

Any non compliance should be discussed with the lessor or their appointed representative and

corrective actions put in place. They must meet the conditions of their risk management plan.

If they do not comply then you should do everything possible to correct the non compliance.

The corrective action could be a note agreeing the shortfalls in the Lessors plan, a commitment

that the shortfalls will be corrected immediately or that the Lessor will assist the organisers

meeting the responsibilities not in the the plan but not covered on site. (for example signage)

Step 2: - List the hazards identified during the site audit which are not covered or not covered to

the Society’s satisfaction.

A HAZARD IS ANYTHING THAT HAS POTENTIAL TO CAUSE HARM, INJURY OR LOSS

Determine for each hazard

• How risky?

• Determined by considering both the likelihood of the hazard occurring and the

consequence when it does

• Involves consideration of the following;

• The nature of the hazard

• How it may affect health and safety

• How people are exposed to the hazard

• How much, how often and for how long are people exposed

Controlling risk

Elimination – Cancel the event!!

Managing the risk eg. Erect signage; don’t use areas of concern etc.

Substitution -Move to another site

Engineering-Construct barriers – erect signs

Administrative- Produce signs -,safety instructions sheets

Protective clothing - Dust masks cleaning out stables

Isolation – Quarantine of facilities/isolation of sick livestock in case of a biosecurity

incident

The Society’s insurance company’s Risk Management Consultant’s (Paul Davenport)

priorities are:

A. People other than handlers should be separated from horse or pony movement areas.

B. Cars and trucks other than those transporting the animal should be separated from horse

movement areas.

C. Movement from horses to the ring or the course should be by one circular pathway.

D. Control of loose animals

E. Separation of equines and food outlets

Strategies to meet Affinity Insurance ideals could include:

Elimination

It is impossible to remove the risk entirely other than by cancelling the event. However some risks


can be eliminated such as no dogs allowed as a condition of attendance at the event, no bar-b-ques

on site,

Substitution

At most events run under the Society Insurance policy this is a strategy that can be frequently

applied. For example car parking in an area distinctly separate from the equine activity area,

Access by people to the horse activity area limited to ID pass holders and manned gate, an

evacuation plan.

Engineering

Solid barriers constructed between main and secondary activity areas and spectators. (main ring

and collecting rings).

Administrative

Signs. Fact sheets, PA announcements, waivers. Special event rule to cover shortfall in Society

rule.

Personal Projection Equipment

Volunteers well being. Lifting, moving, climbing, cleaning etc

Practical suggestions

1. All stewards and announcers should be aware of the procedures for the control of a loose

animal.

2. All stewards and announcers should be aware of the procedures for the access of

emergency

services.

3. All stewards and announcers should be aware of the procedures for evacuation of the

facility in the case of fire or flood or extreme weather conditions.

4. All stewards and announcers should be aware of the procedures for reporting and

recording all incidents as per the Society risk management and extreme weather protocols.

Useful equipment

Hazard tape, obtained from hardware store, to tape of areas where entry is not allowed.

Red felt tip permanent marker pen to mark hazards such as low power boxes on poles in camping

area.

White boards to make signs on site, hammer, nails, string masking tape.

Lots of patience because nobody believes that sign refers to them!

SAFETY OFFICERS SALVATION

If in doubt organise with COM Risk Management co-ordinator for Paul Davenport (Affinity

Insurance) to meet with you on site prior to the event to confirm and build on your plan.

**** The Current Certificate of Currency for public liability is on the Society web site

www.wpcs.com.au



INCIDENT REPORT FOR _______________________RPG This report applies to accidents and to any other incidents at an event. Complete the first half of the form in case

of accident. Complete the second part where there is any other incident which might have potential consequ ences,

eg physical or verbal incidents between people present, lost children, lost possessions, escaped horses, written

complaints or protests or a biosecurity incident.

Site/Venue of

Incident Exact location overleaf....

Address:

Phone: Fax No: Email:

Contact Person: Date of Incident:

Accident Report

Time of Accident:

Horse Name

Weather conditions:

Person in charge of and/or supervising injured party:

Numbers under supervision:

INJURED PERSON DETAILS: Exhibit Number: __________

Name:

Address:

Phone: Date of Birth:

Experience in riding

Beginner/moderate/experienced

ACCIDENT OCCURRED WHILE:

Mounting Cross Country Dismounting

Unmounted Activity Jumping in Arena If other please detail

Flat work/Dressage Trail Ride

INJURY LOCATION:

Head (Skull, Face, Jaw, Ears) Eyes Neck

Trunk (Chest, Abdomen, Buttock, Pelvis)

Leg (Hip, Thigh, Knee, Ankle, Foot, Toe) Spine Arm (Shoulder, Elbow, Forearm, Wrist, Hand,

Finger, Thumb)

Other _____________________ Internal Heat Stress

INJURY SEVERITY:

First Aid (Continued to ride) First Aid (Went home) First Aid (sought medical

attention after leaving)

Ambulance Doctor’s or Dental

Treatment Hospital Treatment

(Admittance)

Fatal Other (please detail)

INCIDENT

own hired


REPORT______________________________RPG

WITNESS DETAILS:

Name:

Address:

Phone(s) Date of Birth:

Staff member Volunteer / Other rider Other (specify)

ACCIDENT SUMMARY

Description of accident, exact location, observations of signs and symptoms of injuries, treatment and follow up and outcome; include times and names of those involved in treatment at all stages.

INCIDENT SUMMARY Description of incident, include times and names of those involved in the incident and

outcome..

Signed Date:

Please find attached a signed waiver

Please find attached supporting documentation


Directions to Regional Promotional Group Sub Committees

Re: Show Schedule

1 It is the intention of the Committee of Management to bring all Society run shows into line

for continuity between states to reflect our National Society.

2 The standard program is to be used and strict attention must be paid to the wording of

Classes and Championship Award Wording.

3 Classes may be deleted providing ponies are catered for in existing classes,

i.e. Combining 2 & 3- year old classes.

Combining height classes.

4 Classes may not be added without the approval of the Committee of Management, using

the standard Show Program Alteration Form.

5 All judges must be approved by the Committee of Management prior to invitation or

appointment to judge.

6 Judges of in hand Welsh and Part Welsh classes must be on the current WP&CSA Judges

Panel or an approved overseas Welsh Panel.

7 Performance class judges must be on a recognized ‘performance’ panel eg. EA, Carriage

Driving, SHC, or a resume detailing experience suitable for judging the performance

classes must be submitted to Committee of Management for Approval.

8 MEDAL SHOWS - WP&CS Medals will only be allocated to shows which are judged by

WP&CS Judges’ Panel or judge approved by the COM (refer point 6 & 7 )and are judged

under the show regulations of the WP&CS.

9 Championship/Reserve Championship Awards should be named as per Section,

i.e. Youngstock Champion Welsh Mountain Pony Colt

Champion Welsh Mare or Filly

BestYoungstockWelshMountain Exhibit

SupremeWelshMountain Pony Exhibit

Best Welsh in-Hand Exhibit

10 Please ensure ‘Notification of Event’ with the relevant forms attached (Budget, Programs,

First Aid provision) and ‘Post Event’ forms are sent to COM at the required times.

Forward all required attachments with the forms.

11 When necessary, please check registrations of ponies for events, on the On-Line Studbook,

prior to requesting information from the National Office.

STANDARD SHOW PROGRAMS ARE AVAILABLE ON THE SOCIETY WEB SITE

www.wpcs.com.au go to forms and information, then RPG Information.

Standard All Welsh Show Program

Standard Foal Show Program

Standard Youngstock Show Program

Suggested Non RPG Program



MEDAL SCHEME (Revised Medal Policy from 15th April 2013 )

A three tier system (gold, silver and bronze) will be introduced for Welsh Pony and Cob Society

of Australia medals. This system will be introduced for a trial period of 3 years, and reviewed at

that time to assess whether it has been successful in addressing issues 1 - 7 above.

The 3 tier system will comprise the following as of August 1st 2013:

State All Welsh Shows -Gold Medals

Four Gold Medals will be issued to each State All Welsh Show for the Best Welsh In Hand,

Supreme Led Part Welsh, Supreme Ridden Welsh & Supreme Ridden Part Welsh.

Welsh National Show - Silver Medals

Five Silver Medals will be issued at the Welsh National Show for the Best Welsh in Hand,

Supreme Led Part Welsh, Supreme Ridden Welsh, Supreme Ridden Part Welsh, Supreme Driven

Welsh.

Regional Promotional Groups - Bronze Medals Up to four Bronze Medals are to be available to each RPG each year. RPG’s must nominate the

events & medals to be awarded as follows: one for Welsh one for Part Welsh, one for a

Performance discipline, and one to be awarded at the RPG’s choice. It would be possible for an

RPG to allocate one of its medals to an All Welsh Show for, for example, harness or dressage. It

would also be possible for an RPG to run the Welsh ring at an Ag or Royal show and allocate one

of its medals to that ring; Medals will not be allocated unless the RPG cover the 3 defined medal

nomination requirements of Welsh, Part Welsh & Performance.

Victorian Feature Show

A further three Bronze Medals are to be allocated to the RPG responsible for running the

Victorian Feature Show in the relevant show year; These are awarded as follows: one for Welsh,

one for Part Welsh and one for a Performance discipline.

a) COM is to approve medal shows/events and programs for these shows;

b) An appropriate COM approved panel judge must judge the discipline/championship for

which a medal is to be awarded;

c) Medal Certificates will not be issued to the RPG to be awarded at the show until such

time step A & B is complied with.

d) COM, through its Events and Awards sub- committee, should monitor entry levels at

medal events to assist with the review which is proposed after 3 years trial of the three

tier system; and

The same animal can win one gold, one silver and one bronze medal in the one discipline in the

same breeding year.

MEDAL SHOWS – GOLD & SILVER MEDAL EVENTS

RPGs should note that date clashes of Gold or Silver Medal Events will not be approved.

Please check the Society Events Calendar and Action when choosing dates.


CURRENT PROCEDURE:

A. The RPG will submit their nominations at the April COM meeting each year. (using the form

below).

B. The RPG Sub Committee is responsible for nominating a show or shows in their area as medal

shows. Four medals per Breed/Show Season (1st August to 31st July) can be applied for. In

addition, each State All Welsh Show & Victorian Welsh Feature Show are allocated four medals.

D. The RPG Sub Committee will decide to which class or section of the show they wish to award

the medal subject to COM approval.

E. The Medal can be awarded to a Welsh or part Welsh class or section of the show and the class or

section can be In Hand, In Harness or Ridden.

F. The Judge selected for a Medal Award Show must be a judge selected from the Society’s Judges

Panel or judge approved by the COM (refer show schedule information)

G. The RPG will inform the COM of their nominations under A, B, C and D above for approval

before a commitment to the show is confirmed and schedules are printed. All Schedules should

include the Medal logo once approved.

H. A pony or Cob can win one only Medal in each tier (ie. Gold, Silver & Bronze) in each show

season in each discipline (In Hand, In Harness, under saddle). It is a condition of approval of the

RPG Sub Committee’s nomination that a Reserve / Runner up for the awards is selected. The

Reserve becomes eligible for the award should the winner be ineligible.

I. The RPG Sub Committee must inform the office in writing of the names of the winner and

reserve for the award within 14 days of the date of the show. Failure to meet this condition

could deem the award invalid.

J. The office will provide a certificate and acknowledgment form to the RPG upon approval of the

medals for the show season. The medal Certificate to be given by the RPG to be given to the

winner on the day. This certificate does not confirm eligibility of the Medal until approved by

COM. The form is to be returned by the RPG to the National Office, within fourteen days, noting

the winner of the medal and runner up.

K. The office will submit the medal winner notification to the COM for final approval and minuting

prior to organising the applicable medal to be engraved and sent to the medal winner.


BRONZE MEDAL NOMINATIONS

Send in for approval of COM for April meeting each year Shows to be held from 1

st August – 31

st July

Name of RPG _________________________________________________________

Our RPG Sub Committee wishes to nominate the following shows for Society Medals

1. Welsh Show’s name ____________________________________ Date _________________

Class: __________________________________________ _____________________

Reasons for nomination ____________________________ _____________________

________ ______________________________________ _____________________

________ ______________________________________ _____________________

_____________________________________________________________________

_____________________________________________________________________

Usual number of entries __________________________________________________

2. Part Welsh

Show’s name ____________________________________ Date _________________

Class: __________________________________________ _____________________


________ ______________________________________ _____________________

________ ______________________________________ _____________________

_____________________________________________________________________

_____________________________________________________________________


3. Performance Show’s name ____________________________________ Date _________________

Class: __________________________________________ _____________________


________ ______________________________________ _____________________

________ ______________________________________ _____________________

_____________________________________________________________________

_____________________________________________________________________


(RPG Choice) - Groups are entitled to allocate a medal to a larger show of their choice.

4.

Show’s name ____________________________________ Date _________________

Class: __________________________________________ _____________________


________ ______________________________________ _____________________

________ ______________________________________ _____________________

_____________________________________________________________________

_____________________________________________________________________



THE WELSH PONY & COB SOCIETY OF AUSTRALIA INC (Approved by the Welsh Pony And Cob Society, Wales)

P O Box 762, Pakenham, 3810

Phone (03) 5941 3288

ABN 70 066 732 367 Reg No A0006317F Fax (03) 5941 2248

E-mail: [email protected]

Welsh Pony & Cob Society Medal

Dear RPG Secretary

The Medal system runs from 1st August to 31

st July each year and the medals are forwarded to the successful

recipients after confirmation of eligibility by the Committee of Management.

Only medal per horse, per discipline is able to be won each year.

In case the successful horse has already won a medal in the current season, and therefore ineligible

to win another one, please ensure the Judge chooses a ‘runner up’ at the time awards are decided.

The name of the eligible runner up needs to be recorded and supplied to the National Office, on the

form below, with the winner of the medal.

RPGs please complete and forward the form below to the Office of the Society within 14 days of the show.

Yours sincerely

National Office

Welsh Pony & Cob Society of Aust. Inc.

------------------------------------------------------------------------------------------------------------------------

Welsh Pony & Cob Society Medal Recipient & Runner Up

Run by RPG: ___________________________________________________________

Name of Show: ________________________________________Date:

Class: Exhibit No:

Medal Winning Pony’s Name: ____Reg No:

Owners name: Mem No:

Runner Up Pony’s Name: ________Reg No:

Owners name: Mem No:



Protocol for inviting judges

It is vital that the selection of Judges is discussed at a meeting early enough for submission of

nominations to a Committee of Management (COM) meeting. To ensure insurance cover of an

event, event information must be provided a minimum of 12 weeks prior to the event.

Once COM approval is given, judges may be contacted to invite them to judge.

1. Please start this process early:

At the sub-committee meeting:

- Discuss contacting other RPGs to discuss if any ‘judge sharing’ is possible with other RPGs. This is

particularly relevant if utilizing overseas judges.

- Discuss and minute nominations of judges at the sub-committee meeting. Minute and approve any

reimbursements / costs associated with appointing the nominated judge/s.

- Check the nominated judge/s are on a current recognised panel relevant to what category and

section they would be judging

2. For performance classes, if judges are not on the relevant performance panel (e.g. saddle, harness,

dressage), please request a resume’ of experience and include this in information sent to COM.

3. Once the sub-committee decides on the choice of judges, list them in order of preference, complete the

Event Notification Form and forward it, with all attachments and information to COM for

approval. Ensure the information is received a minimum of three weeks prior to a COM meeting.

*Include the sections / classes / ring the judges will be judging.

4. To ensure insurance coverage of an event, an event must be approved a minimum of 12 weeks

prior to being held.

5. Once approval is received from COM, contact the judge/s and confirm the appointment. Written

confirmation, including any reimbursements ie. travel including hire car / travel etc. is advisable to

avoid any embarrassing misunderstandings (* a standard letter is included in the Green Guide).

6. Report back to sub-committee and approve / minute judges names in preference of order of preference,

and costs associated with judges’ travel, accommodation etc.

*** Judges Pocket booklet available from the National Office or viewing on the Society web site.

All judges’ acceptances, including any amendments, must be notified to the

National Office for insurance purposes.

If more than one sub-committee has nominated the same judge, approvals will be given in

order of receipt of the correct paperwork to the National Office.

This is an incentive to send the Event Notification Form in early.


THE WELSH PONY & COB SOCIETY OF AUSTRALIA INC (Approved by the Welsh Pony and Cob Society, Wales)

PO Box 762, Pakenham, 3810

Phone (03) 5941 3288

Fax (03) 5941 2248

[email protected]

WELSH PONY & COB SOCIETY OF AUSTRALIA Inc.

JUDGES AGREEMENT To be completed by Regional Promotional Group Secretary

Invitation issued to:

- -------------------------------------------------------------------------------------------------------------------- ----------------

-----------------------------------------------------------------------------------------(name & address of judge)

Dear --------------------------- -----------------------------

The Regional Promotional Group WPCS Aust. Inc.

has great pleasure in extending to you an invitation to judge at:………………………………………

Show on / / Venue ……………………………………………………………………………

Conditions: to be judged under the rules of the WPCS Aust Inc. (as Attached)

The signing of a waiver, a copy of which is attached.

The above invitation is extended to you on the understanding that you are fully conversant with the show regulations of the

Welsh Pony & Cob Society of Aust. Inc., a copy of which is attached.

Name -----------------------------------------------------------

Telephone No -------------------------------------------------

Signature of RPG Secretary ----------------------------------------------------------- Date / /

To be completed by the Judge Elect

________________________________________________________________________________

Dear RPG Secretary

I am pleased to accept your invitation as set out above to judge the classes detailed therein at your Show on / / .

I am conversant with the show regulations of the WPCS Aust Inc. as attached, and agree to observe these Rules and Regulations.

My requested expenses are as follows:

Travelling $------------------

Accommodation required: YES/NO Number of nights: ----------------------------------------------------------

I would like you to arrange travelling/accommodation for me: YES/NO

I have special DIETARY requirements YES / NO please state ______________________________________________

Name of Judge: ------------- --------------------------------------------------------------------------------------------

Signature ____________________Date / /


SHOW PROGRAM ALTERATIONS

Name of RPG:

Event name: Date of Event:

Our program has been established to the classes & wording of the standard All Welsh program for the WP&CS AustInc with the

following inclusions (ATTACH COPY OF PROGRAM):

Class No. Class details Rationale Class guidelines or restrictions


WELSH PONY & COB SOCIETY OF AUSTRALIA INC (Approved by the Welsh Pony and Cob Society, Wales)

PO Box 762, Pakenham,

Phone (03) 5941 3288 Fax (03) 5941 2248 E-mail: [email protected]

NOTIFICATION OF FORTHCOMING EVENT FOR APPROVAL BY COMMITTEE OF MANAGEMENT &

NOTIFICATION TO THE SOCIETY'S INSURANCE BROKERS.

THIS MUST BE RECEIVED BY THE NATIONAL OFFICE A MINIMUM OF

4 WEEKS PRIOR TO A COMMITTEE OF MANAGMENT MEETING AND

A MINIMUM OF 12 WEEKS PRIOR TO THE EVENT

RPG: _______________________________________________Form Submitted by: _____________________

The following event name: ____________________________________________________________________

will be held at the following venue ______________________________________________________________

Address ___________________________________________________________________________________

(Name & address of property/show ground ** compulsory**)

Date _____________ WILL / WILL NOT include Jumping (Cross out which is not applicable)

Supply ALL names of proposed Judges for approval to approach in order of preference- use an additional form if

insufficient provision on this form. - please fill in all columns.

Judges name:

Panel details (If they are not on the WPCSA judges panel for classes they are

nominated for ie. harness, saddle, note if they are on other

society panels and include a resume’)

Ring No: & Class details

they are nominated to

judge ie Welsh Ponies, Harness,

Working Hunter 1.

2.

3.

4.

5.

6.

7.

Reserve Judges

8.

9.

10.

11. (Please note a full listing of the WP&CS Aust panel judges can be downloaded from www.wpcs.com.au)

Checklist: ** DO NOT SEND THIS FORM WITHOUT ALL REQUIRED INFORMATION INCLUDED**

Program Attached including Entry form & details - Note: All programs for all events must be approved by COM prior to

any distribution and publication

Is the program to be included in Action? - (If yes, circle which issue and send the COM approved program to the National

Office by the closing date of Action including entry forms) Autumn / Winter / Spring / Summer

Proposed event budget, including income and expenses.

Is this a pre-approved Medal Show? Please circle Yes / No

(Note: Medal application are approved at the April COM meeting)

First Aid Provision organised - Please circle Yes / No

This form must be received at the Society office at PO Box 762, Pakenham, 3810, at least TWELVE (12) weeks prior to date of event.

Failure to do so will result in refusal by Insurance Brokers to cover the event.

OFFICE USE ONLY



Date received by office ______________________________ Date approved by COM ________________________________

NOTIFICATION OF AWARD SCHEME

FOR APPROVAL BY COMMITTEE OF MANAGEMENT

THIS MUST BE RECEIVED BY THE NATIONAL OFFICE A MINIMUM OF

4 WEEKS PRIOR TO A COMMITTEE OF MANAGMENT MEETING AND

A MINIMUM OF 12 WEEKS PRIOR TO THE COMMENCEMENT OF THE AWARD SCHEME.

RPG: _______________________________________________Form Submitted by: _____________________

The following Award name: ___________________________________________________________________

Responsible contact for the Award Scheme: ______________________________________________________

Phone:___________________________________

Email:__________________________________________________________

Checklist: ** DO NOT SEND THIS FORM WITHOUT ALL REQUIRED INFORMATION INCLUDED**

Detailed Program Attached including Entry form, regulations & details - Note: All programs for all events must be

approved by COM prior to any distribution and publication

Detailed appropriate selection criteria/scoring system

Is the Award to be included in Action? - (If yes, circle which issue and send the COM approved program to the National Office

by the closing date of Action including entry forms) Autumn / Winter / Spring / Summer

Proposed Award budget, including income and expenses.

Is this a pre-approved Medal Award? Please circle Yes / No

(Note: Medal application are approved at the April COM meeting)

OFFICE USE ONLY Date received by office ______________________________ Date approved by COM ________________________________


THE WELSH PONY & COB SOCIETY OF AUSTRALIA INC (Approved by the Welsh Pony and Cob Society, Wales)

PO Box 762, Pakenham, 3810

Phone (03) 5941 3288

Fax (03) 5941 2248

E-mail: [email protected]

POST EVENT NOTIFICATION FORM

MUST BE RETURNED TO THE OFFICE WITHIN 14 DAYS OF THE EVENT

RPG: ________________________________________________________________________

Event name: ___________________________________________________________________

Checklist of items to be submitted:

Incident Report Forms (if applicable) with all information filled in

Medal notification attached

Non Member Waivers

Results as appropriate for submission for inclusion in Action & the Journal

(please advise if emailed directly to the editor)

Sires Ratings Tally Sheet (if applicable)

Signed _______________________________________________________________________

Print Name ____________________________________________________________________

OFFICE USE ONLY

Date received by office __________________

Date approved by COM _________________



JUDGES SEMINAR GUIDELINES FOR RPGs

PROGRAM – to be approved by COM

At any Judges Seminar it is mandatory to include

Discussion on Judges/Show Rules & Regulations with particular emphasis on the updates and

additions for the previous three years. This should be given sufficient time during the day to

discuss new or amended regulations and to revise existing regulations. Particular attention

should be paid to the areas relating to Safety & Risk Management.

Question time/Open forum

Choose at least two other topics for discussion during the day from the list below

Conformation and soundness

Welsh type and movement

Disciplines other than breed classes. Topics could include Welsh, Show or Working hunters,

Lead Rein/First Ridden, Harness and saddle classes in general.

Ring Management and the role of stewards

Record any questions that result from these sessions – to be used as a basis for discussion with the

attendees at the Workshop at the end of the seminar.

Give plenty of time for a workshop, discussing any scenarios relevant to judging, either from a judge’s

or competitor’s view.

General Guidelines

Seminar content and speakers need to approved by COM and must include at least one speaker

from the Society judges’ panel.

To be recognized as a Judges Seminar a minimum of four hours in total of the program must be

devoted to topics from the above lists

Plan ahead so the event can be promoted in Action and on the Society website.

Choose a facility that is central to your area.

You don’t have to have ‘live animals’ but it would be preferable. There is a UK WPCS DVD

which is sufficient for a demonstration if you wish but it is recommended that speakers from

the current Judges’ Panel be available to discuss the DVD.

The WPCSA Members Handbooks should be available to all attendees. These are available

from the National Office or alternatively, may be downloaded from the Society website.

Applications for a judges’ seminar should be sent to COM at least 16 weeks prior to the event

giving time for promotion to all members.

Outside speakers (eg vets, farriers, horse dentists) can be integrated into the program,

particularly if you are running a Seminar & Information Day for Members format, provided the

mandatory topics listed above are adequately covered during the day.

Don’t try to fit too much into one day – more time spent on fewer subjects can be much

more valuable.

MOST IMPORTANT

Accurate records of all attendees should be kept, with information to be sent to the National

Office to update current judge’s records. Record attendance of non-judges also, as this may

benefit applicants, to be recorded on their résumés at a later date.


JUDGES PANEL

There are three broad categories namely:- A) RIDDEN, B) HARNESS AND C) BREED

A) and B) RIDDEN AND HARNESS

The judges in these categories should have the experience to undertake the task. They need not be members of

the WP&CS. However, in the their C.V they should produce evidence that they are members of an appropriate

society or group, such as the Carriage Driving Society, are on that society’s full judges list or probationary judges list and have the necessary experience and qualities to perform their duties to the benefit of our Society.

In brief, they know what they are doing, their opinion earns respect and they are polite.

Where conformation against breed standards is required to be considered (this might apply to the Victorian All Welsh) then a Breed judge would be appointed in addition if the ridden or driving judge is not qualified. This is

an acceptable practice.

C) BREED: Basic qualification to be considered for eligibility.

1) Is a member in their own right of the WP&CS of A or a Welsh Pony & Cob Society affiliated to the Welsh Pony and Cob Society in Wales for a period of at least five years.

2) Currently on the judges panel of a Welsh Pony and Cob Society as defined in (1) above

3) Has been a member of the Welsh Pony and Cob Society of Australia or a Welsh Pony and Cob Society affiliated to the Welsh Pony and Cob Society in Wales for a period of not less than five years and is

currently not debarred from membership of that Society

Applicants under 1) and 3)

Before acceptance on to the list, the applicant should make an application. The application would include a C.V outlining a list of shows judged or stewarded, ponies shown and owned, showing results and other judging panel

appointments.

Before attending an assessment day the applicant must have attended one Judges’ Seminar conducted by the

Welsh Pony & Cob Society of Australia Inc. Four approved shows as a probationary judge with an approved *

judge, officiating. (* = A list of approved judges for probationary appointments is available from the National Office).

When the application has been approved by the COM, the applicant will be invited to attend an assessment day

where they will judge two classes of at least four ponies of one section gender and age group (eg stallions). Their judgement, both placement and reason, will be assessed by a team, (at least two not more than three) of

JUDGES ASSESSORS who will report back to the COM on the suitability of the applicant for consideration by

the COM for possible inclusion on the judges list.

After due consideration regarding character etc the applicant may be included on the judges panel.

Inclusion on the full judge’s list is on condition that the applicant:

a) Attends a judges seminar organised by the WP&CS of A at least once every three years.

b) Up holds the aims and objectives of the Society.

c) Is a current member of the Society in their own right, or the nominee of a current joint membership


GUIDELINES FOR THE JUDGES ASSESSMENT THE COMMITTEE OF MANAGEMENT WILL ORGANISE ASSESSMENT DAYS AS REQUIRED

OBJECTIVE

a) To improve the overall standard of judging of Welsh Ponies and Cobs

b) To encourage members (less experienced) of the Society to become judges.

c) To apply a rudimentary quality control system to the selection and training of judges.

ROLE OF THE REGIONAL PROMOTIONAL GROUP

Members may approach RPGs expressing their interest in attending an Assessment. RPGs can assist by referring members

to the Society Website and the Judges’ Assessor, Mrs Helen Slee for advice and assistance.

RPGs may wish to forward names of members wishing to be assessed, to the Society. Please ensure member's details

supplied to the National Office are in the same format as their membership details. It would be appreciated if contact details

for members could also be supplied. Members will then be contacted by the Judges’ Assessor to ensure the criteria prior to assessment have been fulfilled. When there are enough members in an area ready to be assessed, an assessment will be

organised.

PROCEDURE FOR INCLUSION OF MEMBERS ON THE IN HAND PANEL OF JUDGES

1. Applicants must have been members of the Society for the past 5 consecutive years.

2. Applicants must be a member in their own right at the time of application, membership only supports 1 panel

judge per membership (therefore if 2 persons of a joint membership both intend to become judges, an additional

membership will be required to be taken out).

3. Applicants to be 21years of age or over at the time of application.

4. Prior to applying, applicants must have attended one approved WP&CS judges’ seminars in the preceding 2 years.

5. Applicants will be required to apply in writing to the Society’s Office on the appropriate form, by the 30 th June

each year, to be assessed in the following year. 6. For the applicant to be approved for assessment, they must undertake 4 probationary judging positions and to have

attended at least 1 Judges Seminar within three years prior to being assessed:

The applicant is responsible for contacting panel judges & show societies to arrange probationary judging

positions.

1 stewarding position at an All Welsh Show, Welsh in hand classes will be acceptable as a probationary

judging.

The applicant is responsible for ensuring that the panel judge has the appropriate forms to complete &

submit to the office.

7. The WP&CS will contact applicants to advise of assessment days.

8. On the assessment day applicants are to ensure that they are dressed as for a judging appointment & that they have

studied the handbook prior to attending, paying special attention to any regulation changes that may have been notified through the Society’s Action magazine since the issue of their handbook.

9. Four animals from 2 of A, B, C or D sections will be required to be assessed.

10. Animals are to be shown & judged as per the in hand showing workout.

11. Once all ponies have been judged, all applicants leave the judging arena & return one at a time to discuss their

reasons for placings etc. with the assessors.

12. Assessors also take this opportunity to question the applicants & will assess:

a. Their judging procedure

a. Class placings

b. Knowledge of conformation & movement

c. Knowledge of breed characteristics & type

d. Personal presentation & demeanor e. Knowledge of regulations

Evaluation will be rated as follows:

Very Good

Good

Fair

Poor

To pass the assessment, applicants must attain Very Good or Good assessments in all of the above categories as assessed by

both assessors.

13. Once the assessment process is completed, the assessors complete their report recommending either acceptance to

the Judges Panel or areas requiring further knowledge & reassessment. The WP&CS will contact the applicants to advise of their assessment outcome.

14. All Panel judges must attend a WP&CS Approved Judges seminar every 3 years to remain on the panel.


Welsh Pony & Cob Society of Australia SEMINAR

ATTENDANCE RECORD

********************

Seminar Held by:

Date held: Location:_______ _______________Approved by COM____________

Member No. Member Name Signature Judge status

ie: J = Judge P = Probationary

Email Address (not compulsory)

Or comments

Sign In

and Out

sheet


JUDGES’ RESUME NAME ____________________________________________________________________________ ADDRESS: _________________________________________________________________________ STATE_____________ POSTCODE : _______ COUNTRY __________________________________ PHONE: ___________________________ (HOME) ___________________________(WORK) E-MAIL: ____________________________________________________________________________ Please list any judges panels, including what sections ie. saddle, harness etc. you are currently on in any breed or societies:

Tick the classes you are qualified to judge: □ Saddle □ Harness □ Show Hunter □ Working Hunter □ Other _______________________________________________________ List shows judged in the last 5 years (by name and location) ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ______________________________________________________________________________ Please list below a summary of your judging experience including what types of classes and events you feel confident judging: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________ PLEASE RETURN TO:


NATIONAL YOUNG JUDGES COMPETITION

Committee of Management approved Regulations 17/10/2011

1. The Judge must be on the Welsh Pony & Cob Society’s Judges’ Panel. 2. The Judge should have good communication skills with young people. 3. Show programs must state that the winner of the state competition has qualified at the

State competition and is not necessarily a State resident. Winner can only compete at one state competition.

4. Competitors are to be 10 years & under 25 years of age at time of State competition. 5. Two groups of 4 ponies from the same Section and gender (not stallions) are to be judged

by the competitors. 6. The UK Young Farmers calculator is to be used as a objective measure in conjunction with

the subjective interviews. 7. Competitors are to write their placing prior to interview. 8. Interviews will be held in a private area 9. Competitors will individually attend an assessment where they will be interviewed on their

placing and observations. 10. At the individual interview of competitors, another adult eg. impartial committee member,

judge, steward etc to be present. 11. Competitors are not to discuss the competition until the conclusion of the event. 12. Score cards to be the same as the sample. 13. Master score sheets used are to be the same as the sample so that the stewards can keep

tally of the points scored. 14. The Competition is open to members and non-members of the Society. 15. Panel Judges are ineligible to compete.

WELSH PONY & COB SOCIETY OF AUSTRALIA INC. YOUNG JUDGES SCORE CARD Competitor’s Name:

Judges place 1st 2nd 3rrd 4th

Class

1st

2nd

3rrd 4th

Marks Gained

Class 1st 2nd 3rd 4th

Max Marks

Class Class

Competitor’s Placing of Animals

25

Accuracy & observation of animal's conformation and condition & provide a comparative rather than a descriptive statement of reasons for placings.

40

Knowledge Of The Society Rules & The Breed

25

Dress & Personal Presentation

10

TOTAL

100

Cards available from the Office

NATIONAL YOUNG JUDGES COMPETITION PROCEDURES


The procedures listed will be followed in the final. The same format must be followed at State and Territory qualifying

competitions.

1. All animals will be identified individually. The sequence of identification will be A, B, X, Y. This

identification system must be used to meet the requirements of the YFC calculator rule.

2. The Senior Steward will inform the competitors of the procedures that will be adopted.

a) Judges and competitors will stand in the centre of the ring.

b) Ponies will walk on the circle. c) The steward will then stop the ponies at an appropriate position in the ring and ask each handler to trot their

pony on the circle.

d) Ponies will be lined up in the centre of the ring in alphabetical order with ample space between each pony to

allow the judge and competitors to move freely amongst the animals.

e) The steward will then request each pony in turn to come forward, stand up and give an individual work out.

f) The individual work out will see the pony walk away from the steward for approximately 20 metres turn and trot

back past the steward and around the ring.

g) The animals will be lined up again in alphabetical order for final assessment by the Senior Judge and the

competitors.

h) The steward will allow a realistic time for the competitors to complete their score cards and notes.

i) After each ring of ponies is judged the competitors will hand a copy of their placings (not their notes) to the steward.

j) Each competitor in turn will in a private location attend an interview with the Senior Judge in the presence of

another adult and outline their reasons for the order in which they placed the animals. The animals will be identified by the

judge and the competitors by the identification letter allocated to the animal.

k) The purpose of the interview is for the Senior Judge to assess their:

Knowledge of Conformation Standards of Excellence

Knowledge of Show Regulations Management of the Show Ring

Knowledge of the Society

Dress & Personal Presentation

The Senior Judge should use a consistent questioning procedure with all competitors.

l) The order of interviews will be drawn by lots.

Senior Judge’s Responsibilities.

a) The Senior Judge’s task is to assess the knowledge of the competitors.

b) The Senior Judge will place the animals in his order of preference.

c) The Senior Judge will determine the difference in the quality of the ponies before him by the allocation of a total

of 12 points.

For example if there is, in the Senior Judges opinion, very little to chose between his or her first and second

choice he may apply a small differential of say two points. The remaining 10 points are then allocated between second and

third and fourth.

d) The Senior Judge must use the 12 differential points wisely so that the competitors’ placings can be calculated

and a merit score determined.

e) In the interview it is important that the Senior Judge uses the points system effectively so that a winner can be determined.

f) The range of questions is similar for each competitor.

Steward’s Responsibilities.

a) Put competitors at ease.

b) Run the ring on behalf of the Senior Judge and the competitors.

Keep the ring flowing but do not rush competitors.

c) Thank Handlers.

d) Collect score cards and calculate score from YFC calculator.

e) Determining order of interview.

f) Provide Senior Judge with each competitors placing score card. g) Collect interview scores.

h) Determine score.

i) Convey results to announcers prior to prize giving.

j) Organise distinguished person to present trophy.

k) Ensure trophy and sash’s are to hand. Organise photographs.

Show Organiser Responsibilities.

a) Ensure Young Judges Kit as allocated by COM is updated & readily available on the day of competition.

b) Ensure sufficient ponies or cobs available for the competition

c) Notify the WP&CS Office of the National Young Judge overall winner & runner up within 14 days of the

event.


SIRES’ RATING COMPETITION REGULATIONS

The aim of this competition is to recognize the contribution Welsh sires have made to the breed,

and to encourage showing of Welsh Ponies &Cobs

The Sires Rating Competition will run for a full breeding year each year

i.e. 1st August – 31

st July inclusive.

Three shows in each State are nominated as eligible shows. Programs for the nominated

shows must be provided to the Committee of Management in April each year, for the

following show season.

The eligible shows are listed in Spring Action annually.

The Regional Promotional Group is responsible for supplying results to the Welsh Pony &

Cob Society Australia National Office.

All results for the prior year must be sent to the National Office and to the Sires Rating

co-coordinator by the 30th June. If results are not received by this date, without

explanation, they will not be counted.

Points are given for the first three placings in all Welsh LED classes only. Champion,

Reserve Champion and Supreme Awards or similar do not apply. Eligible classes are led

breed classes for Section A, B, C, D & E.

Foal class results are not included as foals are not required to be registered to be exhibited.

The results will be published in the Spring Action issue.

A tally sheet must be used for non catalogued shows.

At catalogued shows, a marked catalogue should be provided instead of tally sheets.

Please ensure all placings are marked if catalogues are sent.


WELSH PONY & COB SOCIETY OF AUST. INC

SIRE RATING REGULATIONS

The Competition runs for the Breeding Season ie. 1st August – 31

st July

GENERAL RULES

The competition runs for the breeding year – 1st August – 31

st July.

1. Points awarded are based on performances of progeny at nominated

shows.These shows are decided by the COM after consultation with RPG’s.

2. Eligibility: WPCS of Aust. Registered stallions, owned by current (within duration of

competition) WPCS of Aust. Members. Overseas Welsh Stallions registered in a

recognised studbook.

3. Points are awarded for the following placings :

1st placing – 3 points 2

nd placing – 2 points 3

rd placing – 1 point

4. Only Welsh led breed classes for sections A, B, C , D & E are counted.

5. Foal class results are not included as the majority may not be registered

6. If a stallion has changed ownership, the owner at the time of the start of the competition

is given the award

7. If a stallion is deceased, the last registered owner of the stallion is given the

award (if rule 6 does not apply)

8. If there is a tie, the highest points awarded at the applicable State All Welsh show are used

to determine ratings. Where these points are also equal, equal ratings are awarded.

9. Results are awarded to four ratings only – ie. If there are – three equal first ratings, these

will be counted as three ratings, meaning the next place getter will be the fourth rating,

being placed fourth.

10. RPGs are responsible for supplying results to the Office by the 30th

June in the following

competition year. A marked catalogue is requested if catalogues are published. Tally

Sheets supplied should be used if no catalogue.

HOW RESULTS ARE ACHIEVED

o Points gained from progeny will be allocated to the Breed Section the progeny are

registered in –

ie. If a Section A Stallion sires Section C progeny, points gained by the Section C progeny will be

allocated to the Section C Sires Rating Tally. In this case, the Section A Stallion could win / rate

in the Section C Sire Ratings.


Welsh Pony & Cob Society of Australia Inc.

SIRES RATING TALLY SHEET (Competition runs for breeding year i.e. 1st August – 31st July inclusive)

RPG : Contact : Phone:

Show Name : Date: Judge:

Class Name

(ie. Section A Stallion 4 – 8 yrs)

Winners Name & Registration #

Sire’s Name & Registration #

1st Placing

2nd Placing

3rd Placing

Class Name



1st Placing

2nd Placing

3rd Placing

Class Name



1st Placing

2nd Placing

3rd Placing

Class Name



1st Placing

2nd Placing

3rd Placing

Class Name



1st Placing

2nd Placing

3rd Placing

If your show is catalogued, you may alternately send a marked catalogue

Please ensure all classes are accurately marked with all placing.

All Forms and Catalogues must be sent to the Sire’s Rating Coordinator to the WPCS Aust. Inc PO Box

762, Pakenham VIC 3810

All Results must be forwarded by the 30th

June


NATIONAL REGULATIONS FOR FOAL FUTURITY (as of 1/7/2013)

CONDITIONS OF ENTRY

Guidelines on Running of Event – Judges & Scoring

1. Unborn Welsh foals (all sections) are to be born between 1 August XXXX and 31 July XXXX (the next

breeding season) and may be registered in the XXth Foal Futurity.

1 (a) Special Condition- Pregnant or Lactating Mares imported between 1.8.XXXX & 31.7.XXXX (relevant breeding season) - Owners may nominate a foal at foot or an unborn foal within 28 days of the mare’s

arrival in Australia.

(b). All Exhibitors must be financial members of the WP & CS of Aust. Inc. at the time of judging. Proof must

be produced upon request.

2. One owner may nominate as many unborn foals as desired, but entries cannot be transferred from one foal to

another.

One owner may nominate the unborn foals in as many states as desired & can compete at multiple states.

3. Changes of ownership will not affect eligibility providing the transfer is correctly recorded with WP & CS of

Australia and the Futurity Organiser is notified.

3 (a) Ponies transferred to interstate members may be transferred to interstate competitions on application to the

relevant Futurity Organiser. They will then be eligible to be entered into that State’s Competition.

4. Entry fees will not be refunded.

Entries will be judged as a 2yo, unless an event cancellation prevents the classes being judged in that

breeding year, whereby entries will then be judged as a 3yo.

5. Nomination fees must be paid by the following dates:

Unborn foal nomination (1st nomination) 31st July XXXX (prior to breeding season) Yearling nomination

(2nd nomination) 31st July XXXX (following season)

Two year old nomination (3rd nomination) 31st July XXXX (following season)

6. Non payment of fees will mean automatic cancellation.

7. No new entries (except clause 1a and 4a) for the current Foal Futurity will be accepted after 1st nomination

date.

8. To be eligible for judging, all entries must be fully adult registered at the time of Judging, with the exception

of Colts, which must be birth notified or adult registered.

9. 1st nomination entries should include Stud Prefix, date of last service, Section, Sire & Dam’s name and

registration numbers and owner details. Subsequent nominations should also include Name of Foal, Date of

Birth and Sex, 3rd nomination should be accompanied by a copy of registration papers.

10. Entries can be made on photocopies of entry forms, but please ensure ALL relevant details are included and same size as Official Entry Form.

11. The Foal Futurity will provide classes for:

Section A Colts / Fillies*

Section B Colts / Fillies*

Section C Colts / Fillies *

Section D Colts / Fillies *

Section E Geldings*

Part Welsh Colts / Geldings/Fillies *

*Classes may be split at the discretion of the Futurity Organisers.

Note - Each State Foal Futurity can determine the Judging Venue and Prizes.

Entry fees are to be uniform to assist with transfers between States, which will encourage entries.

First nomination $3.30 Second nomination $11.00 Third nomination $16.50

Individual State information:

12. Judging Venue: #

13. Prize information: #

14. All cheques should be made payable to the: (as required)

15. All entry forms and enquiries should be addressed to: Foal Futurity Organiser (address & contact details)


Guidelines for running of Futurities

Subject to the National Regulations for Foal Futurities the following applies:

Exhibits must display an exhibit number. If entries are catalogued, Exhibits must parade in catalogue order (gate steward is responsible).

Three (3) Judges must be used to Judge each class of the Futurity. Judges who are exhibiting at the show may judge

Futurity Classes provided they do not own or are the breeder of an exhibit.

Judges must be on the current Judges panel and preferably for all led sections of the Stud Book.

Judges must not converse with each other once the class commences (when first exhibit enters the ring) until after all

score sheets are collected by the Ring Steward.

Judges are to place the class in order of preference from 1st down to how many exhibits (example attached).

The Ring Steward then takes the 3 score sheets to the organiser who calculates the scores with the assistance of the

Ring Steward. (You can have scrutineer to do this). Scores are then calculated for each Exhibit, depending how each

Judge has place exhibit.

i.e. 1st = 1 point, 2

nd = 2 points, 3

rd = 3 points, etc until all have been placed. Then each exhibit scores (3)

are totalled. The lowest score is placed first, next lowest 2nd etc. (example attached).

If any score is equal it is then calculated on a count back (it can happen, but not very often).

The Ring Steward then takes the placings to the ring who calls the exhibits forward.

Judging venue (State All Welsh Show)/prize money/sashes etc is up to the organiser of each state competition.

Entry form to be included in Winter Action together with any additional information and must include to whom

cheques for entry fees are to be made payable to and the address, contact name and phone number of the organiser.

(See Winter Action 2013).

Example of Class Score Sheet – Organisers

SECTION A – COLT

CLASS SCORESHEET

Exihibitor:

EXHIBIT

Name:

Number: 1 2 3 4

3

2

1

2

4

3

4

3

4

1

1

2

TOTAL 6 9 11 4

PLACE 2nd 3rd 4th 1st

Example Class Score Sheet – Judges

___TH ________FOAL FUTURITY ___TH ________FOAL FUTURITY

CLASS CLASS

SECTION ‘E’ GELDING SECTION ‘C’ FILLY

Judge: ................................................................ Judge: ................................................................

1st ................................................................

2nd ................................................................

3rd ................................................................

4th ................................................................

5th ................................................................

6th ................................................................

7th ................................................................

1st ................................................................

2nd ................................................................

3rd ................................................................

4th ................................................................

5th ................................................................

6th ................................................................

7th ................................................................


Example of Score Sheet - Organisers

BEST WELSH EXHIBIT SCORE SHEET

EXHIBIT GELDING ‘D’COLT ‘D’FILLY ‘C’ COLT ‘C’FILLY Pony Name River Bank Nawarrah Park Nawarrah Park

Exhibitor Vivian Hicks Howe Family Howe Family

Number No Entry 913 914 915

Total

Place

EXHIBIT ‘B’COLT ‘B’ FILLY ‘A’ COLT ‘A’ FILLY

Pony Name

Exhibitor

Number

Total

Place

BEST WELSH EXHIBIT SCORE SHEET

EXHIBIT COLT /

GELDING FILLY

Pony Name

Exhibitor

Number

Total

Place


THE DINAH CRESWICK BREEDERS TROPHY

This trophy was created in memory of the late Lady Dinah Creswick of the Nattai Stud. The

winner receives a beautiful plate especially made for this trophy.

The Competition commenced in 2005- 2006, the points are calculated at the All Welsh Shows.

Points are only calculated at one All Welsh show even though some breeders may compete at

other state All Welsh shows. Points are allocated 6 for a first, down to 1 for sixth place with

Champion and Reserve getting 8 & 7. Supremes are not included in the count. It is only for in-

hand pure Welsh animals. Progeny groups are the only groups included.

It is the Chairman of the Society who calculates the points with the prestigious trophy presented

each year at the AGM.

This award will now be available on a State by State basis. The award is determined by

points for Led Welsh Classes, including progeny groups.

The Trophy order is as follows

2013 – 2014 NSW

2014 – 2015 WA

2015 – 2016 VIC

2016 – 2017 SA

2017 – 2018 TAS

2018 – 2019 QLD


Welsh Pony & Cobs Society Australia Inc.

ACHIEVER AWARD NOMINATION FORM Nominations for this prestigious award are considered in February each year. Successful Achievers are chosen

by the *Committee of Management based on:

Success in Open completion at high level events

Achievement demonstrating the versatility and adaptability of Welsh and Part Welsh ponies and cobs

All disciplines are considered for awards eg. Harness and all ridden disciplines including Eventing, Dressage, Interschool

Competition.

Owners of animals must be current financial members

Animals must be currently registered with the Welsh Pony & Cob Society of Australia Inc.

Proof of results may be requested

NOMINATION FORM

For submission to: ‐ The Committee of Management WP& CS of Australia Inc. PO Box 762 Pakenham, Victoria 3810.

This nomination should reach the Office prior to the 1st February each year.

From: ‐ __________________________________________________________

Age and name of rider/s or drivers ___________________________ ____________________________________

Member Number: ________________________Date of nomination: ________________

We wish to nominate the following pony for the Achiever Award:‐

Name: ‐ _________________________________________________________

Section: ‐ ________ Registration Number:‐ ______________ Animal’s date of birth ___________

(* Any COM members who have animals nominated do not participate in decision making to avoid conflict of interest)

ACHIEVER AWARD - Animal details: Studbook Section ____________ Date of birth:____________ Gender: ________

Rider / Driver details: Age: ___________________ Age: ________________

MAJOR RESULTS - Please list the four best results in the table below:

STATE EVENTS


EVENT NAME Date of Event STATE

ie Victoria

PLACING / AWARD No. of competitors

NATIONAL EVENTS EVENT NAME Date of Event PLACING / AWARD No. of competitors

All Nominations must be accompanied by this form listing the animal’s major achievements, plus a written document of 300 words detailing the animal’s

achievements & a high quality photograph to be published if successful. (Please supply a self-

addressed reply paid envelope for the return of the photograph at the end of the competition).

Fax, Email and Posted entries & photographs will be accepted [email protected] or Fax (03)5941 2248

Office Use : Date Received: ‐ _________________Photo Supplied:‐ _______Rely Paid Envelope:‐ _____

300 Word document: ‐ Yes / No Received via: ‐ Post Fax Email

Outcome: ‐ Successful / Unsuccessful / Comments:



The British Mountain & Moorland breeds, Australian ponies, Haflinger& Fjord ponies.

Brochure / Handbook is available from the National Office upon request

RULES. The British Mountain and Moorland breeds (Connemara, Dale, Dartmoor, Exmoor, Fells, Highland, New Forest,

Shetland and the Welsh breeds) Australian Ponies, Fjord & Haflinger Ponies to be eligible to compete in the

Ridden Native Pony classes.

All animals entered in this class will be judged under saddle & then stripped for judging in hand (2 judges – one

for the workout & the other for breed type and conformation)

Marks will be awarded as follows:

The Ridden NativePonyChampionship

Show, freedom of action – 50 maximum;

Breed type, conformation – 50 maximum.

In the case of equality of points, the exhibit with the highest marked show, freedom of action will be deemed the

winner.

All entrants should ensure they have a strapper available for the in-hand component of the class to assist

removing saddlery and to resaddle. Strappers should be neatly attired.

All exhibits are to be 4 years and over and registered with the respective breed society.

All exhibits are to be shown unplaited. A bridle path plait is permitted.

Correct riding attire, including an approved helmet that meets safety standards, must be worn.

Spurs are not permitted.

Whips are permitted, but must not exceed 75 centimeters, excluding the tail.

The classes will be run under the Show Regulations of the Welsh Pony& Cob Society of Australia

The organizing committee reserves the right to divide classes, depending on entries.

CLASSES. Native Pony Stallions Native Pony Mares & Geldings

1. Welsh Mountain Pony, Shetland & Dartmoor stallion. 4. Shetland & Dartmoor Pony mare or gelding.

2. Welsh Pony, Australian Pony & New Forest Pony stallion. 5. Welsh Mountain Pony mare or gelding.

3. Connemara, Highland, Fjord, Haflinger, Welsh Pony of Cob type &

Welsh Cob stallion.

6. Welsh Pony mare or gelding.

7. Australian Pony mare or gelding.

8. New Forest Pony mare or gelding.

9. Connemara mare or gelding.

10. Welsh Pony of Cob Type mare or gelding.

11. Highland, Haflinger & Fjord Pony mare or gelding.

12. Welsh Cob mare or gelding.

Champion & Reserve

regional promotional groups & sub-committees procedural … · 46 seminar guidelines 47 judges...

Documents