21^st May 2007 at 7.30pm

Conference Room, Gillen Club, Milner Road, Alice Springs

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Minute taker: Fiona Sutherland

Meeting opened at 7.41pm – Gillen Club

Attendees: Fiona Sutherland, Julie Cooper, Andrew Simms, Sue Wharton, Jodi Carlini and Julie O’Shea.

1. Apologies – Sade Cook and Cortney McCartney
2. Previous Meeting Minutes, from 16^th of April 2007 – moved by Fiona Sutherland, 2^nd by Andrew Simms and accepted
3. Previous Special Meeting Minutes for Rules and Regulations from 30^th April 2007 – signed off by Andrew Simms, Julie Cooper, Jodi Carlini, Sue & Matt Wharton and Fiona Sutherland - Filed

4. Action Items in table from April.

   1. Invoice for buckles tabled by Sue Wharton – for $218.50. Moved invoice be paid by Julie Cooper, 2^nd Fiona Sutherland and agreed.
   2. If Club is entitled to any grants to update equipment – originally being looked into by Julie Cooper via Sport and Rec Office. Andrew Simms indicated the Pony Club has received some recent grants for equipment and will contact Jane and find out what she did to obtain the grant. Will pass on Jane’s contact details to Julie.
   3. (On-going Action Items in Action table – Item 10)

5. Correspondence In

   1. Report received from Business Affairs re our Annual Return of Association indicating have accepted 2006 return but sent back 2005 as the tax audit report was not signed. Report given to Treasurer Julie Cooper.
   2. Advertisement from Cadbury’s Chocolate.
   3. Invitation from Alice Springs Show Society to attend the official launch of the 48^th Alice Springs Show being held at Dymock’s Book Store 5.30 – 7.00pm on Friday 4^th May. Invite is to President and Guest. Invitation passed to President Andrew Simms.
   4. Ribbons received from Ausprint.
   5. 20/05/07 – flyers received from Peter Biggs advertising new business promoting horse and rider training.
   6. Renewal form for food registration from Alice Springs Town Council.

6. From Correspondence In:

   1. Information from Julie Cooper. Has addressed deficiency in 2005 report, had audit signed off by auditor and previous committee members. Report for 2005 sent back to Business Affairs on 18^th May 2007.
   2. Cadbury Chocolate flyer filed as already participating in fundraising with them.
   3. Andrew and Tish Simms attended the 48^th Alice Springs Show Launch on behalf of CAWRI, indicated night was well presented and they were the only people present representing the horse clubs though all had been invited. Indicated all horse events will be held on the western end of the main oval.
   4. Ribbons received from Ausprint, very nice material – noted our third place ribbons (yellow) are gold instead of yellow this time round. The gold is very distinct. Suggested by Sue Wharton that it would be nice for a change to maybe go for Territory Colors of Ochre, White and Black. Committee agreed this would be a nice change and maybe to look at changing our hi-point sashes to the Territory Colors. To be looked at further later in year when organizing the October 2 day show. Invoice from Ausprint of $227.50 passed to Julie Cooper for payment for current ribbons.
   5. Information re Peter Biggs to be discussed in General Business
   6. Renewal form for registration of a food business signed off by Andrew Simms and to be sent in ASAP so it is ready for the Camel Cup in July. To be sent in by Fiona Sutherland

7. Correspondence Out

   1. Newsletter 2/2007
   2. Committee Meeting Minutes from 16/04/2007
   3. Newsletter mailed to Meika Elliott, Kylie Simpson and Steve Turner
   4. NTAQHA Show book e-mailed to Karen Clark and Michelle Horsfall.
   5. Letter sent to Blatherskite Park advising of Committee and agreement to a meeting on any week day from 7.30pm onwards.
   6. E-mail sent to all financial Club Members advertising the special meeting to update the Club Rules and Regulations.
   7. Rules and Regulations uploaded to CAWRI.COM

8. Treasurer's Report

   1. Treasurers report for April tabled by Julie Cooper and that report is attached to these minutes.
   2. A brief run down was given of financial status for the Clinic and the Show the following day: Payment to be made to Fiona Sutherland of $77.60 for soft drinks, plastic storage boxes (3) and paper plates. And payment to be made to Julie Cooper for $67.05 for subway platters and $50.00 for a gift voucher for Laura Norman at Beaute on The Mall. The ice was kindly donated by Cortney McCartney. Full report will be tabled with May financial report

9. General Business

   1. Brief report on 19^th of May Clinic by Laura Norman provided by Andrew Simms: The day went off without a hiccup and we started almost on time. I think every one who attended enjoyed it and found the training information really good. I think Laura did a wonderful job all day and kept us all going with her ideas and demos and a big thanks to her for a great day. Fiona and Julie had all the paper work in order and thanks to them as the work needed to be done on the day was minimal.   We had subway cut up rolls for lunch and the lunch was really good and all was eaten. A big thank you to Sue and Matt Wharton who provided the cakes and the left over were cut up a sold at the show the next day. Also thank you to Cortney McCartney who donated the ice for the day. Julie Cooper purchased a gift voucher for Laura and that was presented to her at the Show after the Hi-Point presentation. Although we booked the Rodeo Arena for the Clinic and Show – due to rain the surface was not useable and we held the clinic out on the grassed area at the rear of the Western Shed. This worked well. At this time it is unknown if Blatherskite Park will charge the club for the Rodeo Arena.
   2. Brief report on Show 20^th May: We had a great day and the weather was perfect. Unfortunately the Rodeo Arena surface was not useable and we held the show out on the grass at the rear of the Western Shed. The Show was to commence at 9.00am however started about 20min late. The system of having people pre pay and get their nominations in prior to the show is working smoothly. Katherine O’Donoghue donated her time as Show Manager for the day and indicated did not run into any problems. Cilla had agreed to cook the BBQ lunch and was confirmed all ok by Julie however declined on the day, luckily Stu O’Donoghue agreed to cook for us and a big thank you to the O’Donoghue family for their efforts on the day. Although the show was advertised as open to all who were interested in attending. Only those who attended the Clinic the day prior competed in the show. It was a small show with only 2 youth riders and most riders being in the Encouragement Class. The day ran smoothly and the Show was completed before 2.00pm.
   3. Fundraising Chocolates have arrived and were sorted by Julie Cooper. It is a big job arranging the chocolates for distribution and often difficult to gain people willing to be responsible to sell them. Andrew Simms indicated was very interested in selling the chocolates from his workplace as ongoing fundraising. At this time will be waiting for results of selling the 12 boxes ordered prior to organizing more. Moved by Julie Cooper that the invoice from Cadbury’s be paid now and agreed by Committee to pay the $288.00
   4. Update on cawri.com. The website is up and running, Fiona Sutherland indicated would have to get a bank statement showing the amount for the domain and host package as was paid by paypal. Invoice pending. The site looks good and Jodi indicated would look at building a links page.

   5. Request CAWRI obtain another Post Office Box key. As the club is currently holding only one key – (Secretary). Fiona Sutherland reports due to the upgrade in job that may be out of town for extended periods without notice, it may be difficult to organize to hand over the box key due to the short notice and would be more comfortable knowing another Committee member held a key for that purpose. Agreed by Committee that a further key should be obtained and kept by the Treasurer (Julie Cooper). Fiona Sutherland to organize paperwork.
   6. Andrew Simms advised he had obtained 3 x further keys for our gate 4 padlock. 1 x key given to Julie Cooper, 1 x key given to Sue Wharton and 1 x key left as spare in float tin.
   7. Peter Biggs extending training business into Alice Springs and has extended interest in training clinics for the club and is interested in Judging our type of shows. Price list, general schedule for a day clinic and Just Equus Brochure tabled. Peter Biggs and Eva Lim have joined the Club as members and appear keen to promote Western Riding. Agreed by Committee to help advertise this new business by uploading the brochure to our website. At this time need to know what sort of schedule they will be doing and when they will be in Alice Springs. What would they require from the club if we were to host a clinic from them. Sue Wharton, Fiona Sutherland and Cortney McCartney have indicated are getting some private tuition. Request from Committee of a report back on how tuition went so can better decide if club should host clinics.
   8. Next Event on Calendar is the show and prep day 17^th June 2007. Trina Aldenton has agreed to run the training for this. This will be conducted on the main oval starting at 1300 hours and require trail equipment to be taken out onto oval. People are to provide their own refreshments. Training will be for trail, horsemanship and pleasure out on the oval to get riders ready for the Alice Springs Show.
   9. Training. Again discussed about running other training however without numbers unable to organize in advance and left at this stage.
   10. Alice Springs Show Book is out however the event program for Western is not correct. It shows Encouragement and Open running concurrent and then places all the Youth events last. Members and Clubs to be advised that the Youth actually runs concurrent with the other two classes. Perpetual Trophies discussed and Andrew Simms to approach Laukes to see if they are willing to again sponsor a trophy. Original Lauke trophy was for Led Champion and trophy is full. The club has agreed to drop this class and make a perpetual trophy for the Youth Class instead. To see if Lauke is willing to sponsor for the Youth. For this year there is room for one more name on the Open trophy (originally sponsored by Jon Elferink while a MLA) Will require to find another sponsor for next year. The Encouragement trophy (sponsored by PFA Accountants) is missing. Fiona Sutherland has agreed to attend the Library and see if can locate who the trophy may have gone to and locate it if possible.
   11. Talley of ribbons after 20^th May Show:

       Colour	Reserve	Show Box	Less recent show	Total
       Blue	20	32	9	43
       Red	27	32	10	49
       Yellow	23	32	2	53
       White	25	32	3	54
       Open	9		1	8
       Encouragement	10		1	9
       Youth	9		1	8

       
       

10. Action Items




Item	Action	Name	Due Date
8.7	Report back from members having private tuition with Peter Biggs. Help Just Equus with some promotion via newsletter and our club website. PDF brochure to be uploaded on website.	Sue Wharton, Cortney McCartney, Fiona Sutherland. And Jodi Carlini to update website
8.10	Approach Laukes Flour & Feed to see if willing to again sponsor a perpetual trophy for Alice Springs Show. Original Trophy sponsored for Champion Led – is now full and no longer in use as Club would like to drop that Class and reinstate a perpetual trophy for Youth instead.	Andrew Simms	By next meeting
8.10	Attend ASP Library to see if can find out who has won the perpetual trophies in previous years to attempt to locate missing Encouragement Trophy.	Fiona Sutherland	By next meeting
8.10	Information out to all that program for Alice Springs Show Western events will all run concurrent – Youth, Encouragement, Open – NOT how reflected with all youth events tacked on at the end.	Fiona Sutherland	Newsletter, e-mails ect.
8.5	Organize letter for Alice Springs Post for 2nd box key.	Fiona Sutherland	Before next meeting
8.8	Advertise 17th June training day starting 1300 hours on Main Oval – equipment out for trail, horsemanship and pleasure.	Fiona Sutherland	Newsletter, website
Previous minutes 19/03/07	Power to shed, at this time do not have any quotes or what would be required. Sue Wharton indicated will look into what is required.	Sue Wharton	No date set
Previous minutes 19/03/07	2006 discussed putting up signs on Western Shed with our sponsor’s names and a chalk board.	Committee	No date set
From minutes 19/02/07	Fundraising activities need to be discussed to meet financial target of $3000.00 for the year. Held over at this time.	Committee	Mid Year
Previous minutes 19/02/07	Still some items of trail equipment to be made. At this time info held over to a later meeting as will have to organize fund raising for any other equipment	Committee	By June 07
Previous minutes 1/11/06	Contact EFA and confirm insurance cover available for their members	Andrew Simms	No Due Date
Previous minutes 27.11.06	Sue Wharton will complete a report on running Equestrian side of Masters Games for future manager	Sue Wharton	No due date
Previous minutes 15/01/07	Contact sport a Rec Office re Club Networking, Information on grants and upcoming sport & rec programs. Rachael Curtain on 89516433 or racheal.curtain@nt.gov.au	Julie Cooper	Actioned – more discussion required with Sport & Rec
Attachment to above item:	Andrew Simms to provide Julie Cooper with contact details of Jane from Pony Club as Jane recently organized a grant for equipment and would have all the details.	Andrew Simms and Julie Cooper	By next meeting.
5.6	Notification to renew registration of food business for CAWRI to be sent in – current certificate runs out on 1st July 2007.	Fiona Sutherland	ASAP
5.4	Club ribbons to be further discussed at maybe changing the colors to Territory colors of Ochre, white and black.	Committee	No due date.
	Meeting to be organized with Blatherskite Park re our responsibilities and their responsibilities. A letter has been sent back to Park Administration with present Committee Members and indicating available for a meeting any weekday after 7.30pm as convenient with Park Admin.	Committee	At this time waiting for a reply from Blatherskite Park

Show Report for 20^th May 2007 Show:

Classes:

Youth – Showmanship at Halter

Place	Handler / Rider	Name of Horse
First	Jemma O’Donoghue	Gucci
Second	Sarah Ride	Velvet Rose
Third	Nil
Fourth	Nil

Encouragement – Showmanship at Halter

Place	Handler / Rider	Name of Horse
First	Sue Wharton	Jazz
Second	Tish Simms	Soccoro
Third	Matt Wharton	Hugo
Fourth	Melinda Griffiths	Kavanagh

Open – Showmanship at Halter

Nil Entries

Youth – Western Trail

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Jemma O’Donoghue	Gucci	4 points
Second	Sarah Ride	Velvet Rose	3 points
Third	Nil
Fourth	Nil

Encouragement – Western Trail

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Matt Wharton	Hugo (Riverdale Image)	4 points
Second	Jacquie Lines	Ribs (Frontier Golden Mingo)	3 points
Third	Tish Simms	Soccoro	2 points
Fourth	Sue Wharton	Jazz	1 point

Open – Western Trail

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Gaynor Chambers	Delshe Lil Billy Chex	4 points
Second	HC
Third	Nil
Fourth	Nil

Youth – Western Horsemanship

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Jemma O’Donoghue	Gucci	4 points
Second	Sarah Ride	Velvet Rose	3 points
Third	Nil
Fourth	Nil

Encouragement – Western Horsemanship

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Matt Wharton	Hugo (Riverdale Image)	4 points
Second	Jacquie Lines	Ribs (Frontier Golden Mingo)	3 points
Third	Sue Wharton	Jazz	2 points
Fourth	Fiona Sutherland	Docs Titanic Man	1 point

Open – Western Horsemanship

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Gaynor Chambers	Delshe Lil Billy Chex	4 points
Second	HC
Third	Nil
Fourth	Nil

Youth – Western Pleasure

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Jemma O’Donoghue	Gucci	4 points
Second	Sarah Ride	Velvet Rose	3 points
Third	Nil
Fourth	Nil

Encouragement – Western Pleasure

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Sue Wharton	Jazz	4 points
Second	Matt Wharton	Riverdale Image	3 points
Third	Jacquie Lines	Ribs (Frontier Golden Mingo)	2 points
Fourth	Tish Simms	Soccoro	1 point

Open – Western Pleasure

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Gaynor Chambers	Delshe Lil Billy Chex	4 points
Second	Meika Elliott	Angas Valley Reuben	3 points
Third	HC
Fourth	Nil

Youth – Western Reining

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Sarah Ride	Velvet Rose	4 points
Second	Jemma O’Donoghue	Gucci	3 points
Third	Nil
Fourth	Nil

Encouragement – Western Reining

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	Sue Wharton	Jazz	4 points
Second	Jacquie Lines	Ribs (Frontier Golden Mingo)	3 points
Third	Fiona Sutherland	Docs Titanic Man	2 points
Fourth	Nil

Open – Western Reining

Place	Handler / Rider	Name of Horse	HI Point Awarded
First	HC
Second	Nil
Third	Nil
Fourth	Nil

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