9 February 2013 - Australian Endurance Riders Association

VICTORIAN ENDURANCE RIDERS ASSOCIATION INC.
MINUTES OF THE MEETING OF THE STATE MANAGEMENT COMMITTEE OF THE VICTORIAN
ENDURANCE RIDERS INC., HELD AT CAROLIBNE SPRINGS CIVIC CENTRE LIBRARY, SATURDAY 9 th
FEBRUARY 2013 COMMENCING AT 10:10AM.
1. WELCOME:
Meeting commenced at 10:10am. Fiona welcomed all SMC members for
attending.
2. PRESENT:
Fiona Hodges, Ellen Prestage, Peter Cooke, Julie Woods, Geoff Jolly, Caroline
Noble, Pauline Wallace, Sandy Little, Bronwyn Cuthbertson, Trish reeves, David
Reeves, Souix Reid, Hans Peuker
3. APOLOGIES :
Lorraine Cubbin
4. GUESTS:
Emma Holland arrived at 10.30am
.
Discussion with Emma re reconsideration of the SMCs decision to allow Pegasus
Endurance to conduct an 80/120km AERA component ride in conjunction with
the FEI ride (120k) approved for 23/24 th February 2013.
Emma put Pegasus case to the SMC and left the meeting.
SMC Meeting moved into “Camera” at 11:28am
Meeting resumed out of “Camera” at 12:08
Motion 02/02/13 That: the SMC give Pegasus Endurance permission to run an
80k VGIH in conjunction with the FEI ride affiliated with VERA for 23/24 th
February 2013.
Moved: P Wallace Seconded: C Noble Carried
5. MINUTES OF PREVIOUS MEETING: Held at Caroline Springs on Saturday 9 th
December 2012
5.1 Amendments to Minutes from meeting held on December 9 th 2012
Nil
5.2 Adoption of Minutes
Motion 03/02/13 “That the minutes of the previous meeting be adopted”
Moved Ellen Prestage Seconded: Caroline Noble Carried
6. Business Arising from the Minutes
Nil

7. RATIFICATION OF ON-LINE DECISIONS
7.1 The following motion was put in the on-line forum:
Motion 01/02/13 That the request from Emma Holland/Pegasus Endurance be
discussed at the SMC meeting to be held on Saturday 9 th February at Caroline
Springs.
Moved: B Cuthbertson Seconded: S Reid Carried
8. CORRESPONDENCE
8.1 Correspondence Inwards
8.1.1 AERA: Requesting name of State Vet for 2013 Tom Quilty Gold Cup.
Motion 04/02/13 that Helen Spencer be approached to act as nominated State Vet
at TQ
Moved; S Little Seconded: J Woods Carried
8.1.2 Emma Holland/Pegasus Endurance: re reconsideration to run an AERA (80k ride)
component in conjunction with their FEI ride.
8.1.3 Rachael McCormack: re resignation from SMC
8.1.4 Jessica Dastani re Kilmore ride
8.1.5 Jan Scholes: thank you letter
8.1.6 Sherry Lowe: re; information/article from state for TQ Magazine
8.1.7 Emma Holland/Pegasus re Kilmore ride
8.1.8 Jenny Moncur; re apology
8.1.9 Kylie Hutcheons re apology
8.1.10 Kerri Kingston
8.1.11 Susan Gill
8.1.12 Melinda Stevens; re other VERA member
8.1.13 AERA re EA Agreemant
8.1.14 Emma Holland re Ride Staffing
8.1.15 Melissa Cawthorn re VERA presentations & AGM
8.2 Correspondence Outwards
8.2.1 Ann Jacobson re outstanding payment
8.2.2 Jenny Moncur re SMC request to have her Aussie Endurance listings moderated
8.2.3 Emma Holland/Pegasus Endurance re notification of cancellation of AERA
Component of February ride.
Motion: 05/03/13 that . all correspondence as listed be accepted
Moved S Little Seconded: D Reeves Carried
9. REPORTS
9.1 President
Verbal report, welcoming new members to the SMC and explained the process of
the committee.

The SMC will be to focusing on how to encourage and gain volunteers to help at
rides
Motion 06/02/13that a letter of thanks be sent to outgoing Committee members.
Moved: D Reeves Seconded: P Cooke Carried
9.2 Treasurer
Peter is still settling into the role of Treasurer and is in the process of collecting
paperwork from Katrina and changing signatures for bank accounts.
There were accounts to be paid. Peter has paid them and will receive re-
imbursement. ASAP
Motion 07/02/13 that: Peter Cooke, Fiona Hodges, Sandy Little & David Reeves
Be the 4 appointed signatures to the VERA Inc. Bendigo bank accounts
Moved : P Wallace Seconded B Cuthbertson Carried
9.3 Membership Secretary
Members are to be reminded that with the introduction of the AERASpace data
program Memberships can no longer be paid at a ride. All memberships must be
paid prior to your first ride so that your name & membership number are entered
into the data base. No exceptions
9.4 Pointscore Registrar
.Nil
9.5 Logbook Registrar
As with the your membership all horses to be eligible to enter a ride must have t
Logbook details registered into the AERASpace data base prior to the ride. You
can not enter a ride if your horse/s details are not on the data base. To do this
contact me.
I have ordered logbooks and purchased the scanner to process details for the
data base.
9.6 Calendar Co-ordinator/Insurance
Insurance, nil
Ride Calendar there are 11 rides so far plus 1 Dual Affiliated with SA & 2
possibilities
9.10 Asset Officer
Nil
9.11 Honorary Vet Panel
Nil
9.122 Ride Reports
Nil
9.13 Horse Welfare

Nil
9.14 Newsletter/Publicity Officer
Motion 08/02/13 That the SMC support Pauline in the publishing & distribution
of a Newsletter for 2013.
With the plan to phase in an electronic newsletter by 2015.
Moved: B Cuthbertson Seconded: S Reid Carried
9.15 AERA
Sandy outlined the “new” EA agreement together with the options stated .
AERA want the SMCs to instruct their delegates on how they wish to vote.
Motion: 09/02/13 that: VERA SMC instruct their delegate to AERA tovote for the
$4000 sponsorship option (option b)
Moved: S Reid Seconded: H Peuker Carried
the next AERA meeting will be held in Melbourne on 1 st & 2 nd of March.
9.16 VERA Webmaster
Nil
9.17 Merchandise Officer
Souix Reid has been appointed this position
Nominated by B Cuthbertson Seconded by G Jolly Carried
Souix accepted the Nomination
Motion 10/02/13 that the reports be accepted
Moved S Reid Seconded P Wallace Carried
10 General Business
10.1 Pegasus Ride Request (as above)
10.2 Newsletter/ Communications as above
10.3 TPRs & Volunteers loyalty reward system- ongoing
10.4 AERASpace Training day: to be held on Saturday 2 nd March in Caroline
Springs Civic Centre
10.5 Merchandise Officer - as above
10.6 Chief Stewards: non riding CSs to receive a refund of Membership Fees
10.7 AON Warning signs – already in trailers
10.8 Perpetual trophies – ongoing
Motion 11/02/13 that: a Virtual Honour Roll be created and added to the
official website.
Moved P Cooke Seconded P Wallace Carried
(H Peuker abstained)
10.9 AON Insurance Requirements – to be circulated to all Ride Organisers
10.10 VERA Constitution – follow up next meeting

LATE BUSINESS
10.11 AGM/ Presentations – held over till next meeting
10.12 Emergency Contacts on Entry Forms – held over till next meeting
10.13 Medical Armbands – next meeting
10.14 Day Membership
Motion 12/03/13 that the VERA Fee for Day Membership be increased from $5
To $10 per Day Member
Moved P Cooke Seconded D Reeves Carried
11. NEXT MEETING
Saturday 6 th April at Caroline Springs Civic Centre to commence at 10am
12. MEETING CLOSURE
The meeting closed at 3.30pm