VRPC Regional Council Meeting Minutes

VIRGINIA REGION PONY CLUB

Regional Council Meeting

February 22, 2009

Warrenton Visitor Center

1:00 - 4:00pm

Call to Order

Established Quorum – 20 individuals signed in including 9 DC’s, 6 Regional Staff, and 5 others (see sign in sheet)

Circulate Sign-up sheets/announcements: Polocross, Daniel Stewart, C2/National rating, Morven Park Horse Trials Volunteers, Camp dates

Introductions

Minutes of November 2008 Meeting passed with a motion made by Kristen Hull and 2nd by Margaret Good.

Election of the VRPC Nominating Committee 2009: Margaret Good (LHPC), Valerie Page (DVPC), and Sue Murdoch (DRPC). A motion was made by Dave Quanbech and 2nd by Leigh Ann Groux to approve the slate for the nominating committee, which passed.

RIC Report: As reported by Pat Liens.

An updated list of instructors/raters with the addition of new names, and current contact information was distributed. This list was developed from recommendations by clubs. If instructors are from outside the region, Pat meets with them individually to check information. Based on feedback and her reports instructors and rater can be downgraded. For example, if an individual was certified to rate C candidates and issues arose then the rater could be downgraded to complete rating evaluations for the D level. Pat does meet with them to explain the issues and works with them. The rating guide used by Carol Noggle has been very helpful. There have been a few kids passing a rating that that are not ready. It does cause a concern for future ratings to higher levels. If joint ratings are conducted and the examiners do not agree, then Pat needs to be notified. Pat’s job is for successful ratings

Pat learned at the annual meeting that the standards have been changed, especially for the D3 level. She has notified the raters and has asked each club be sure the examiner has the new version of the standards and understands the clarifications.

Whether or not the C2 level should become a national rating was discussed. It was pointed out that the C3 level is a significant difference as it is a national rating and clubs, kids and parents need to understand the difference. Preparation/Preps for national rating offered by VRPC or others should be attended and in clubs the lessons should be geared for the kids for their next rating. If you have questions about the next ratings please have Pat Liens attend your club’s meeting to discuss.

Teaching can happen during the C3 rating, but if the skill is not corrected then the candidate might not pass. Passing the rating will be based on the judgment of the examiner on the day of the rating. Kids must have confidence.

It was pointed out the bandaging materials are not consistent from rater to rater or in the standards.

Impartial Observers need to be educated. There should be a prep for parents to explain what this is and teach them the guidelines. IO’s are very important resources during the rating process. Rating examinations take time and the IO is there to help both candidates and parents understand the process.

Upcoming Preps: March 21-3/22 Morven Park C2 and up. Why two days? One day with the instructors; the second day will be to discuss what they learned, make the change and learn to apply the new skill. It will give the kids the opportunity to talk about what they are doing well and what they need to improve on with the instructors. Second day will have more on switch rides.

April 11, 2009: C2 prep with Dori Isinberg will include flat work and over fences, and switch rides.

May 24, 2009: DRPC< LHPC< DVPC will be hosting a C2 Rating at Frying Park. If your clubs has members interested in rating to this level, there will be a shared expense for the facility and examiner.

Treasurer Report: As reported by Dawn Bellinger.

Motion was made by Virginia LaRocque and 2nd by Juliet Mackey-Smith to pass the current budget and the Treasurer Report as submitted.

11/2008 passed a balanced budget. The budgets from the previous five year were reviewed and for each year we made money and did not lose money at the end of the year. $5000 of cash was placed into the expense category as a rally subsidy to give more flexibility for rallies.

Some expenses Rallies $5250; National Meeting $2300. We made money form ESP which was used to offset other clinics. We will keep $10000 in reserve. We are not planning to raise rally fees; we are hoping to have more entries but this still may reduce the cost.

Some suggestions for money making opportunities for the region and giving kids more opportunities to learn and experience pony club: At SJ rally have a course set up for individuals to pay to jump a round. For some kids who have never been to championships arrange a field trip for a day.

The Strategic Planning Committee at the national level is looking into having electronic entries for championships.

Clinics last year lost money: Daniel Stewart and Jane Savoir.

Extra money will go to rallies not to clinics. Rally costs have increased based on the judges hiring and expenses associated with them (hotels, mileage, etc.), course designers, and emergency personnel. Looking into when hiring judges and have them donate part of their fees. A suggestion was also made to subsidize rally fees for families who may be struggling in the economy.

Another suggestion was made about using extra money to fund an upper level camp.

If you donate your time, food or money to VRPC please let Dawn Bellinger know. She is tracking as it is important to know this information for future budgets.

HMO Report: As reported by Brian Smith

The Horseless Rally is coming March 14, 2009 at Glenwood Park, Middleburg VA. This is a good opportunity for kids new to pony club and who have not rallied before to understand the set of the tack room and stalls for the horses.

First mount rally is Dressage Rally April 4-5, 2009

USPC has an updated website for Horse Management (www.HM.ponyclub.org). The website contains information for rallies and Impartial Observers. Please review rulebooks for newsletters and any new addendums.

Armbands: VRPC has purchased all armbands for the rallies. They will be in the packets. The armbands will contain the EMR and the kids must wear them at all times during the rally. Chaperones will still need to be present and also carry “the packet” which contains another copy of the EMR for each child on the team.

VRS Education: As reported by Maggie Compton, Carrie Camp being absent.

March 14, 2009: Mock HB at Millwood. Prep will have actual stations so kids can become familiar with the layout at the rating.

The January 2009 H/HA Prep/Retreat was a success with more preps to come.

VRS Activities: As reported by Jackie Horn.

Jackie held the Rally Coordinator meeting earlier to discuss rally formats, records, forms and scheduling.

Game Rally for 2010 is scheduled for 9/27/2009.

Dressage Rally April 4-5, 2009. This will be the next rally to move to the fall of 2010. Discussed having the rally in one day or two and want to get feedback from the rally soon. Discuss options/ observe one and two day formats/venues.

Virginia LaRocque, made a motion to defer a decision about a Fall Dressage Rally until after we see our Fall Games Rally in September 2009 and the Capital Region’s Dressage Rally on October 24, 2009. Margaret Good 2nd the motion deferring the decision to the annual meeting in November 15, 2009. Majority Yes: one no vote.

Show Jumping Rally has a new division. Developing Horse and Rider which is a qualifying division for championships D3 and 12 years and up. 2’9-3’. See SJ newsletter for details.

Calendar Updates: Maggie Compton has appointed Paul Baker to head the calendar committee for the VRPC for 2010. Please let him know of any standing dates for horse trials, events, rallies, education, SATS for him to coordinate. These will be prioritized, scheduled to address the limits on travel and expenses.

Championship Procedures/Duties: Dawn Bellinger is the championship coordinator for 2009. Hotels have been booked and coaches are now being selected. Please have your paperwork together for each rally if you are planning to go to championships this year. Review all requirements and have your affidavits prepared.

Announcements: VRPC needs a Membership chair. This person will keep track of who has paid dues and also follow up. This is important for insurance purposes.

No Regional roster for VRPC.

List of Morven Park HT Volunteers; we need 10 per day.

Quiz rally 3/1/2009- Donated items needed for the Silent auction.

EMR’s: Issue was brought up about EMR filing online. From the DC digest posting from Peggy Entrekin, Executive Director, as long as the DC and the RS have a copy on file for the year, multiple signatures and documents are not necessary for each rally. It was noted that if the child develops a condition or medical coverage changes then a new form will be required. The Activity Release form must be completed for each rally as these releases are specific to the activity.

VRPC change Refund policy: Previously no refunds were offered for clinics and preps. Suggested change was to address this.

New Policy: Prior to the closing date, refunds will be given, except for an administrative fee of 20% of the cost of the clinic or prep. After the closing date, no refunds will be given except with a vet/med certificate and an administrative fee of 20% of the cost of the clinic or prep.

Debra Rau, moved that we accept the motion for the new VRPC refund policy. Virginia LaRocque 2nd the motion. It passed with a majority vote.

Adjourned. Motion made by Paul Baker, Virginia LaRocque 2nd the motion.