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Members are reminded that they are entitled to receive copies of approved Council Minutes on application to The Arab Horse Society at Windsor House, The Square, Ramsbury,

Nr. Marlborough, Wiltshire SN8 2PE.

The request for the minutes must be accompanied by a stamped self-addressed envelope.

SUMMARY MINUTES OF

THE ARAB HORSE SOCIETY COUNCIL

Minutes of the meeting held at Windsor House

On 5th March 2014 at 11 a.m.

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Present: Mrs. J. Bridges Mrs. N Meredith

Mrs A. Dixon Miss M. Pollard

Mr. A. Hallworth Mrs. C. Roebuck (Chairman) Mrs. J. Lowe Mrs. D. Whittome

Mr. A. McLeod Mrs. J. Woodward

Mrs. E. Mann

APOLOGIES FOR ABSENCE

All were present.

DECLARATIONS OF INTEREST

Mrs. Roebuck asked if any Director Trustee had any declarations of interest to make. Mr. Hallworth, Mrs. Lowe and Mrs. Whittome declared that they are candidates for re-election to Council.

APPROVAL OF COUNCIL MINUTES OF 15th JANUARY 2014

The minutes were approved without alteration and signed.

MATTERS ARISING FROM THE MINUTES

Repairs to Windsor House. A recent burst pipe our side of the meter had flooded the cellar and damaged some old paperwork. There is also associated damage to the tarmac and further essential maintenance which must be carried out.

The text to be amended by removing the words “resulting in a fine or sentence” and now reads “The Council of The Arab Horse Society wishes to engender an environment of integrity in all its dealings and functions.  Council has decided that any person who has ever had a criminal conviction for fraud, theft, cruelty or violence is not a suitable person to represent The Arab Horse Society in any official capacity”. This text is to be incorporated into the Code of Conduct at its next review.

The Editorial team reported that magazine advertisements were slow.

TREASURER’S REPORT ON MATTERS RAISED BY THE AUDITORS

The Hon. Treasurer (Mr. McLeod) had been advised by the Society’s Auditors that some matters raised in a letter written by them last year had not been addressed, these include

  Statutory returns, stock control and a gate entry log for the National Show; the property deeds are to be inspected and the property registered with the Land Registry; employment contracts will also be reviewed and a Register of Trustees’ Interests to be set up.

Use of Restricted Funds should (in the opinion of the Auditors) be reviewed and some written down. In other respects the audit went well and Mr. McLeod was thanked for his work to achieve this outcome and in preparation and co-ordination of the legal AGM documentation.

AGM

The Members’ posting is to go out this week. The downstairs venue for the meeting will be accessible for all members and the discounted cost is £90 for the room hire and the Council meeting is in the Conference Room (free of charge).

PREMIUM SCHEME

The Premium Scheme showed a cost to the Society of £6,000 in 2013 and various cost reduction options were debated. The majority favoured free registration of foals produced under the scheme at no cost to the breeder and no other monetary payments or incentives. The free registration would include membership for the year in question and any microchip and parentage verification / DNA (where required) to complete the registration. Terms for 2014 coverings had been published before the SB & R Committee budget had been agreed. Therefore the new arrangements could not be introduced until 2015.

Calendars had achieved £48 in sales with some remaining unsold resulting in a loss.

COMMITTEE MINUTES

Stud Book & Registration – Minutes of 22nd January 2014

The committee members were unhappy about the re-assessment resulting in an increase of percentage of their Windsor House overhead costs.

Stud Book printing of c 200 soft backed and 50 hard backed stud books was again discussed.

Mrs. Woodward was thanked for raising £4,500 towards the Stud Directory.

Further DEFRA and technical papers had been received and responded to.

DEFRA may also introduce regulations for the retrospective microchipping of older horses and new style passports.

At an IFAHR meeting for WAHO Registrars in Qatar attended by Mrs. Meredith and a report had been submitted to Council.  Mrs Meredith was an observer at an ECAHO Registrations meeting and she produced a report.

Mr. McLeod felt that two members of staff should attend the Malvern Show and that he would find reasonably priced B&B accommodation.

PR & Marketing Committee (Update)

Council was briefed on welfare matters.

Shows & Events Committee (Update)

The Seminar booked at Arena UK for Judges, DCs and Stewards on 16th March was on track as was an In Hand Final (by kind permission of Silverdale Arabians) on 5th April.

Mrs Meredith reported on a Marathon meeting. £3,200 sponsorship has been raised.

Mrs. Dixon provided information on the ECAHO meeting in Doha which she recently attended and was elected onto the EAC. ECAHO minutes will be circulated to Council when available.

Mrs Armstrong had sent a report on the preparations for the Malvern Championship Show.

Mrs. Meredith attended the EAHRIC Commission meeting.

APPROVAL OF NOMINATIONS

Candidates for election (4 vacancies) to Council and the unopposed Direct Elect candidates for committees were approved. Mrs. A. Brown will be Hon. President from this April’s AGM until the following AGM and the nomination of Mrs. J. Phillips as Hon. President Elect was also approved.

. DIAMOND AUCTION

A draft Agreement between the Society and The Diamond Association Ltd. had been circulated but it was a single document which combined a Trust document and a Contract for provision of services effective from 2014. These had to be individual documents and the independence of the Association’s Trustees was also essential. The Hon. Treasurer offered to assist in the re-drafting of the Trust document. Other concerns were aired and it was felt that there were areas of disadvantage for the AHS. The Society had offered to hold monies as banker but did not want to be actively or contractually involved in running the event. Mrs. Dixon was asked to take these points back to the potential organiser (The Diamond Association Ltd.).

HOYS SPONSORSHIP

Sponsors are confirmed as Hutchinsons Domestic Agency, Metalwood Fencing, Barley Hill Arabians and the AHS. The Society is most grateful for the generous support.

COMPANY SECRETARY

A draft role description was circulated at the meeting for further consideration and the burden of compliance with the legal requirements placed on the Society is considerable and had involved the Hon. Treasurer in substantial work. Council is to consider the appointment of a Company Secretary.

CORRESPONDENCE

The Chairman reported further correspondence from a member and his concerns were discussed.

ANY OTHER BUSINESS

Staff Contracts will be reviewed by the Chairman.

DATE OF NEXT MEETINGS AND AGM

Saturday 12th April AGM at 11 a.m. at Bromsgrove Golf Club. Followed by Council meeting at 2.30 p.m.

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