PACKAGE FOR EACH OFFICER SHOULD BE AS FOLLOWS:

Size: px

Start display at page:

Download "PACKAGE FOR EACH OFFICER SHOULD BE AS FOLLOWS:"

Hannah Chase
5 years ago
Views:

October 2011 PACKAGE FOR EACH OFFICER SHOULD BE AS FOLLOWS: CLUB SECRETARIES AND ZONE SECRETARIES Agenda for the November Council Meeting Club/Zone Office Bearer forms for 2012 MyClub and MyWebsite

1 October 2011 PACKAGE FOR EACH OFFICER SHOULD BE AS FOLLOWS: CLUB SECRETARIES AND ZONE SECRETARIES Agenda for the November Council Meeting Club/Zone Office Bearer forms for 2012 MyClub and MyWebsite application forms for 2012 Notice regarding affiliation fees for 2012 Paid Instructors Panel Booking form Camp Grant form Working with Children Student/Volunteer Declaration form ZONE CHIEF INSTRUCTORS Same as Club Secretaries with inclusion of the following Agenda of the November ZCI Meeting Application forms for NCAS Assessment, Regional and Specialists Schools for 2012 ZONE COUNCILLORS Agenda for the November Council Meeting SPECIAL NOTICES CLOSURE OF OFFICE OVER CHRISTMAS BREAK The State Office will be closed from Thursday 22nd December until Wednesday 4th January CUSTOMER SERVICE HOURS Due to the large volume of membership renewals required to be processed, and the limited resources available, the Association will operate on reduced customer service hours. New hours are 10.00am to 3.00pm Monday to Friday. Members, Clubs and Zones are reminded that in the first instance they should check the website for information on membership, policies and procedures or contact your Club Secretary. Instructional issues should be directed to your Club, or Zone, instructor. FEES FOR 2012 As of 31 st December 2011 all Affiliation fees for 2012 memberships are $50.00 for riding members and $30.00 for non riding members. ALL MEMBERS ARE REQUIRED TO COMPLETE A RISK WARNING FORM AT THE TIME OF JOINING OR RENEWING THEIR MEMBERSHIP EACH YEAR (COPY TO BE SENT TO THE STATE OFFICE WITH THE AFFILIATION). Any member over the age of 16 must also complete a Child Protection form, full details later in this mail out. These forms are to be held by the club in a safe and secure place. Please note, date of birth details for all PCANSW members MUST now be provided. See section on insurance below in handout for full details. 1

2 STATE CAMP STATE CAMP WILL BE HELD 8th to 13th JANUARY 2012 AT SYDNEY INTERNATIONAL EQUESTRIAN CENTRE, HORSLEY PARK Closing date for applications is 5pm Tuesday, 1st November Please note, no late nominations will be accepted. Please ensure that all riders who are of the required standard are aware of this so that they have the opportunity to apply. An application form can be downloaded from the Associations web site Riders must also be a financial member of the Association for 2012 to be eligible to attend State Camp. Please ensure that those riders wishing to nominate have also submitted their 2012 affiliation fees and risk warnings noting the above fee increases. Please note MyClub affiliations will not be accepted. RIDERS PARTICIPATING IN STATE CHAMPIONSHIP EVENTS OR STATE CAMP All riders wishing to participate in a State Championship Event must be financial with their Club and the Association. Therefore Clubs must ensure that memberships are sent into the Association as quickly as possible to make these riders financial. Updating a rider on MyClub does not automatically make a rider financial with the Association as no risk warning or payment would have been received in the office. This is especially important for all riders nominating for the 2012 State Camp and 2012 State Dressage Championships which will be held on the 21 st & 22 nd January Clubs are encouraged to send in affiliations and risk warnings early in December to ensure that riders do not miss out on this State Championship due to being unfinancial. Please note that these affiliations should be sent via an affiliation form rather than MyClub with a note stating that these riders have nominated for 2012 State Dressage Championships NATIONALS Congratulations to all riders who participated at the 2011 Nationals in Werribee full details of placings for this event can be found on our website 2

3 INSURANCE REVISED POLICY DATE OF BIRTH NOW REQUIRED The insurers have recently advised that they now require full date of birth details for all PCANSW members. In the event of a claim, this information will be relevant for Personal Accident benefits that may be due to any potential claimants. The insurers will require PCANSW to confirm the true and correct ages of all members. Currently affiliation books state to indicate S if senior. Please ignore this until a re print of additional books is possible. Thank you for your understanding and co operation. CLAIMS PROCEDURE All claims MUST be sent to the State Office. We will forward the claims to the insurers so that we have a record of any claims submitted and can follow them up if necessary. Claims are not to be sent directly to the insurers under any circumstances. Clubs will receive a copy of the new Certificate of Currency when we receive and process the first membership renewals for the year. If you need a certificate urgently please enclose a note so that we can send one out to you as memberships are processed in date received order. Riders are classed as financial with the Club as soon as a membership renewal/application has been made, a risk warning completed and the appropriate fees paid. Once financial with a Club riders are covered by the Associations insurance cover. Please note, to make a claim you must be financial with the State Office. Secretaries are reminded that affiliation fees MUST be submitted to the State Office within five (5) days of receiving payment or if updated on MyClub within five (5) days of receiving a monthly invoice. If using the online MyClub method Secretaries should not send in payment and risk warnings until they receive a MyClub invoice at the end of the month from the State Office. It has come to our attention that a number of clubs have been found to have been holding onto affiliations for lengthy periods of time which may cause problems with insurance, please ensure that all paperwork is submitted in the appropriate time frames. Clubs who have not followed the correct procedures, or submitted incorrect payment will not have any paperwork processed until the outstanding monies have been paid. CHANGES TO PAYMENT SYSTEM FOR STATE CHAMPIONSHIP EVENTS Zones are to submit TWO cheque payments with their entries, one Zone cheque to the Pony Club Association of NSW to cover the entry fee only, i.e. $35.00 per rider. The SECOND Zone cheque is to be made out to the HOST ZONE to cover the stable and camping fees. Both cheques are to be sent, along with the completed entry forms, to the State Office. The State Office will then forward the cheque to the Host Zone along with a copy of all entries. HOST ZONES will be responsible for the refund of scratchings in line with the Association policy. 3

4 HOST ZONES REQUIRED Zones are reminded that all applications to host a 2012 State Championship Event must be submitted on the application form (found on the web site under the Events tab) before the next State Meetings in November. The Office is working hard to secure sponsors for these events and it is essential that we have venues booked in by the next meetings for this sponsorship. Dates and host details for State Championship Events for 2012 are as follows: Dressage Championship, Zone 3, Orange Showground, Orange 21 st & 22 nd January 2012 Sporting & Campdraft Championships, Zone 4, Trangie Showground, Trangie 14 th & 15 th April 2012 Jumping Equitation Championships, Zone 10, Bi Centennial Park, Camden 19 th & 20 th May 2012 Showjumping Championships, no venue as yet 7 th & 8 th July (TBC) Polocrosse Championships, no venue as yet 13 th, 14 th & 15 th July 2012 (TBC) Mounted Games Championships, no venue as yet 29 th & 30 th September 2012 (TBC) One Day Event Championships, Zone 20, Albury Wodonga Equestrian Centre, Thurgoona 6 th & 7 th October 2012 Showriding Championships, no venue as yet 1 st & 2 nd December 2012 (TBC) CHANGES TO RAS ENTRIES At the RAS meeting in June Jenny Frankum negotiated a new format for riders wishing to participate in the Rider Classes at the 2012 Royal. These changes allow all members of PCANSW to enter classes not just those entered in the team riding competition. These nominations will be sent through to the PCANSW office for checking and if more than 40 riders nominate then selections will take place. Nominations for Team of Four will remain the same. Please see changes RAS nomination forms and PCA NSW minutes for full details. REMINDERS UNIFORM REGULATIONS See section 9 page 7 5 of the hand book for the full details. Please note that all riders not suitably attired for State Events will not be permitted to compete. WORKING WITH CHILDREN CHECKS CHILD PROTECTION Clubs are reminded that ALL MEMBERS AND VOLUNTEERS over 16 years of age must sign a Volunteers/Student Declaration form. These forms may also be found on the NSW Commission for Children and Young People web site or on our web site CONFLICT RESOLUTION There are very clear and defined regulations in regard to disputes within Pony Club (see the PCA NSW Hand Book for regulations). All queries and or disputes should be made in writing firstly to the Club Secretary. If the matter cannot be successfully mediated at this level further submissions should be made in writing to the Zone Secretary to look into the matter. If the matter cannot be successfully mediated at Zone level then, and only then, should a final submission be made in writing to the State Office. If Clubs or Zones need help with the mediation process they can contact the Association s Chaplain Karen Moreton via at karenjmoreton@bigpond.com. All policies in relation to Codes of Behaviour and our Anti Harassment Policy as well as a number of other policies can be found on our web site under the Policies tab then go to the general policies. PCA NSW follows the Communities of Sports and Recreation 4

5 guidelines and the Association take all matters seriously and appreciate your help in adhering to these policies and procedures. It should be noted that the executive of each Club/Zone is made up of volunteers who give up their time to help organise events and attend meetings on your behalf. ADMINISTRATION SCHOOLS All executive and committee members of Clubs/Zones should read the information on our website (please see Club and Zone Management tab/management Resources tab) and the links provided to the Department of Fair Trading website to ensure that they are aware of the responsibilities for each position. Where possible all members should attend an Administration School, for details of where and when these schools will be held please see the Calendar of Events on the website. If there is not an Administration School in your area please contact your Zone to organise one. PAID INSTRUCTORS AT PONY CLUB Zones and Clubs are reminded that only those instructors listed on the Paid Instructor Panel list are permitted to be paid for giving instruction at Pony Club. A list of the current PIP can be obtained from the state office or be found on the web site under the coaching tab. Please note payment and forms are to be sent to the State Office two (2) weeks before instruction. If Clubs/Zones wish to claim travel for instructors under the Camp Grant Scheme these forms must also be forwarded two (2) weeks before instruction otherwise Clubs/Zones will be responsible for full payment. NCAS SCHOOLS, SPECIALIST AND REGIONAL SCHOOLS Clubs are reminded that there is a $ refundable deposit fee for all schools. This fee is refunded once the school has been completed. Cancellations of schools and NCAS assessments will incur this fee unless postponed or cancelled within the required time frame i.e. the last working day two weeks before the school is booked for. A fee of $20.00 per rider also applies to all Regional Schools. A $20.00 fee for members and $35.00 fee for non members applies for all Specialist Schools with a minimum of 18 attendees. This fee is due when booking the school and should be sent as a separate cheque to the refundable deposit. Schools can only be booked through ZCI s and forms can be obtained by contacting Jane Frankum on (Tuesday s only) or ing coach@pcansw.org.au. Zones should be reminded that they are required to submit a list of all attendees once schools or clinics is held to confirm that numbers and payment correspond these can be found attached to the application form. Please note as per direction from the March 2011 meeting: It was moved that as from 2012 Zones be responsible for finding, booking and paying for suitable accommodation for all State run schools and clinics. Full details of what is suitable accommodation can be found on the application forms for schools and clinics. 5

6 STATE NEWSLETTER Electronic state newsletters have now been operational since 2007 and a message is sent to those members which have supplied an address. It is also available on the State website listed under Publications. Please remind your members to send their details to the state office. Secretaries with MyClub access can also update s when recording or updating memberships. Remember we are always looking for stories and articles and would love to hear from you. MYCLUB AND MYWEB ACCESS Access to MyClub and MyWebsite must be renewed annually. Renewal falls due on the 31st January 2012 for all Club and Zones with current access. Application forms are included in this mailout and can also be downloaded from the PCA website Please note that there will be a small yearly charge as at 31 st December 2011 for all MYWEB Access applications (please see forms for current charges). A large number of clubs are now utilising the online database to complete affiliations and maintain their records. It would be appreciated if the trusted club officials also update the contact details for members particularly addresses. Using MyClub, you can send electronic newsletters to each of the members for whom you have an address. Clubs should only send in risk warnings and payment for MyClub affiliations once they receive an invoice from the office. GENERAL ENQUIRIES We strongly recommending checking the website for information before contacting your Club, Zone or the State Office as in 99% of cases the information can be found there. 6

APPLICATION FOR AFFILIATION

APPLICATION FOR AFFILIATION MEMBERSHIP YEAR 01/07/2018 EXPIRES 30/06/2019 Agricultural / Show Society Club Affiliate Sport Affiliate/Schools Commercial Group Affiliate Details (PLEASE PRINT IN BLOCK LETTERS)