West Australian Team Penners Association

MINUTES OF GENERAL MEETING
Held at State Equestrian Centre, Brigadoon
1 August, 2010

1. WELCOME: Meeting opened 3:35 by chairman Daz McDowall (president)

2. PRESENT: Daz McDowall, Cathy Bendtsen, Jenny Marsh, Teresa Warner, Karl Buckley, Ian Marsh, Andrew Turnbull, Christine Barker, Sarina Laurin, Rebecca Flavel, Steve McDowall, Warren Bartlett-Torr

3. APOLOGIES: Eric Parminter, Jean Sloan, Greg & Jane Teakle, Jenny Stamp, Chris & Jen Wyhoon, Kellie & Heath Stewart, Pauline McDonald, Ross Tapper, Karen Bowman, Peter Hull

4. CONFIRMATION OF PREVIOUS MINUTES
MOTION: That the previous minutes be accepted
Moved: Steve McDowall Seconded: Daz McDowall

5. MATTERS ARISING FROM PREVIOUS MINUTES
None

6. VICE PRESIDENT’S REPORT
Waiting to receive this in digital form from Teresa

MOTION: That the vice presidents report be accepted
Moved: Andrew Turnbull Seconded: Bec Flavel

7. SECRETARY’S REPORT
CORRENSPONDENCE IN: Letter from Auditors (Leanne Galellis) with Terms of Engagement as Auditors.

No outward correspondence.

MOTION: That the secretary’s report be accepted
Moved: Jenny Marsh Seconded: Sarina Laurin

8. TREASURER’S REPORT

Summary
West Australian team Penners financial year ran from August 2009 to June 2010.

West Australian Team Penners Association have had their accounts audited and a financial report prepared in accordance with the constitution. This was prepared for us by Leanne Gallelis who is a CPA and a qualified auditor for a cost of $300. The financial report has been prepared on a modified accrual basis of accounting.

The audit didn’t go as smoothly as hoped. The auditor posted a profit for the club of $5033. The club profit is actually around the $7286 which is reflected in the cash at bank figure on the financial report.

This anomaly is due to the way we recorded our expenditure and income using spreadsheets. The auditor has proposed ideas for us to implement that will make it easier for her to audit our figures next year and we are discussing ideas of purchasing a financial package that we will be able to use.

So to sum up the club achieved a profit for this year of $7286.74.
The club has been able to achieve this due to holding raffles, profits from our canteen, clinics held by Karl Buckley, Nari Bain and Warren Bartlett Torr, sponsorship from local businesses, members and private persons and also through membership and nomination fees.

The first half of our season we ran events at a breakeven scenario. This being mostly due to high cost of cattle and transport which was our major cost. Second half of the season we sourced cattle closer to our venues which helped to keep our transport costs down but also Mar and April events we had higher than usual nominations with 61 nominations for Mar and 53 for April being our biggest events for the season.
This year we had 98 financial members.

Capital Expenditure
During the year WATPA have been able to buy our own PA system at a cost of $1300 plus a number of small items, i pod for music, urn for the canteen, we also purchased our own cattle collars, banners and signage. At a total cost of $3068.

MOTION: That the treasurer’s report be accepted
Moved: Warren Bartlett-Torr Seconded: Sarina Laurin

9. EVENT DATES

The dates that are organised so far are as follows:
11 September, Saltriver Bakers Hill, 1pm
16 October, Stampede Bullsbrook, 1pm
6 November, Byford Rodeo Grounds, 1pm
18 December, Stampede Bullsbrook, 5:30pm
19 March, Byford Rodeo Grounds 5:30pm
16 April, Stampede Bullsbrook 1pm
14 May, Byford Rodeo Grounds 1pm
11 June, Saltriver Bakers Hill, 1pm

An additional event or two were discussed for Jan/Feb. The likely venue would be at Byford 5:30pm. These dates will be confirmed at a later date.

10. GENERAL BUSINESS

Jason Leitch Cattle Clinic

Saltriver are running a cattle clinic with the 2010 NCHA winner Jason Leitch on the last weekend of October, the 30th and 31st. They have limited entries available (15) and the cost will be $220/day, so $440 for the weekend. This is a great opportunity for our members to learn about handling cattle from a top notch source.

Christmas Event

There was some discussion on what we could do for our December event at Bullsbrook to make it more Christmassy. Warren Bartlett-Torr and Andrew Turnbull put their hands up to organise with this.

ABCRA Stripping Chute Availability – and Pen Panels

This will be available to be picked up from Peter Hull’s in Gidgegannup for the event at Saltriver on the 11th September, but has to be back at El Caballo by the next weekend as the ABCRA panels are moving out to Mogumber. We will need to organise our own panels for the pen at the next event in Bullsbrook on the 16th of October.

Bec Flavel has a few of her clients lined up to pay to donate panels, in return for website listings and a plug on the PA system at our events.

Andrew Turnbull has a set of black steel yards we can possibly use for this season if we need them and will bring one of the panels to Saltriver so the committee can check it out.

There was some debate on the type of panel construction, galvanised versus black steel. Also the question of who would carry them was raised, with Warren Bartlett-Torr and Andrew Turnbull indicating they could probably manage this.

Coach Instructor Qualifications

Steve McDowall raised the possible issue of trainers we use being accredited to teach at our clinics/schools – he will look into the ABCRA requirement for this and get back to the committee.

Marketing

Ian Marsh mentioned we could buy a list of horse owners in our event vicinities for probably a few hundred dollars if we were interested in targeted marketing.

Barrel Race

Bec Flavel has indicated her willingness to organise some barrel race events on penning days, and possibly some other dates outside penning. There was some discussion on the best time to hold such an event, with the general consensus being AFTER the penning has finished, so we can remove the pen and not have to re-erect it. Will be discussed further at committee level.

11. CLOSE OF MEETING

There being no further business, the meeting closed at 4:20pm.