The Dales Pony Society Patron His Majesty The King | Registered Office: Minutes Prepared By: Mrs A Lawn 1 Church Cottages, Swingy Lane Hollybush Farm, Littlebeck Morley St. Botolph, Wymondham Whitby, North Yorkshire Norfolk, NR18 9TJ YO22 5HY
Email: dalesponysociety@gmail.com www.dalesponysociety.org or www.dalespony.org
Minutes of the Annual General Meetng of the Dales Pony Society Held on Saturday 09 November 2024 At the Parish Hall Barnard Castle, Co. Durham at 6.30 pm
Before the meeting began, the Chair called for all present to stand for a minute’s silence in memory of members who had died during the year; Joe Edmundson, Peter Jackson and Tommy Shaw.
Apologies
Apologies were received from James Cockbain, Tina Cockbain, Lucy Darvill, Moira Evans, Carol Ferguson, Lisa Ferguson, Hayley Henry, Stephen Longstaff, David Lovegreen, Irene Lovegreen, Matt Mason, Lindsay Monaghan, Anna Pennell, Laura Pennell, Julie Pennell, Richard Pennell, Helen Snowden, Anna Stonehouse, Michael Stonehouse, William Stonehouse, Colin Turner, Karen Turner, Robert Wall, Claire Whalley and Kate Wilson.
Review of Minutes from Meetng Held 11/11/2023
The minutes were agreed as a true record and were proposed by Glenis Cockbain, seconded by Anne Alderson and were unanimously accepted by the members present. The minutes were signed by the Chair.
Chairperson’s Report
2024 has been another busy year for the Society, administration wise we have continued to refine and develop including moving to Xero for accounting, which was a new system for both our Treasurer Lindsay Knight and April.
Our Spring Stallion Show was our first event of the year, thanks to all our sponsors, competitors and supporters. There was a great atmosphere, many saying they enjoyed it, and Kevin Owen’s photos certainly captured this.
Your Area Reps have been busy promoting our Society countrywide including; Julie Small took over the role as Area 2 Rep, a hard act to follow on from Lynsey Swales, providing another great day at the “Have a Go Show” whilst Lynsey Swales arranged rides for friends of the Area; Area 6, Jess Blowers and Sue Hobday put on another great Show, as did Val Strong with Area 5 classes within the Derbyshire Festival Show. Lisa Hargreaves arranged several get togethers for members of Area 14 whilst Jayne and Graham Mitchell took on promoting Dales at Liskeard Show. Mary Roach’s Area 11’s Photo Show again had bumper entries this year and for the Society it’s such a good way to engage with our International Members, who are great supporters of the Society. Areas 1 and 3 had a coffee cake welcome for all Dales supporters at the Clydesdale Area 12 Show, Catherine York representing the Dales Pony Conservancy North America has joined us at our zoom meetings, building relationships, and gaining an insight to what is happening in the UK and letting us know what is happening in North America. Lots of our Areas have plans in place for over the winter period both with and without ponies, as Members we owe a lot to them.
Our 2024 Stud Visits went extremely well, and were enjoyed by those attending them, thanks go to Zana Jackson, Mark O’Connor and Amy and Richard Balmer and their families for hosting these.
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The Dales Pony Society is a Company Limited by Guarantee, No. 0355410, registered at Companies House, Cardiff, and a Registered Charity, No. 1079619
The Summer Show was well attended, classes were all sponsored, entry numbers and ponies forward were good, thanks to all involved.
At HOYS we had a good selection of Dales Ponies forward and congratulations go to Tarbarl Hogmanay and Vicki Smith, alongside breeders the Stonehouse’s and Hayley Henry. Congratulations also to the Pennell Family again taking the Breeders’ award for the Dales.
Thanks go to all who this year have taken part in events showing the Dales breed to be a true all-rounder and versatile pony.
Our Judges’ Assessment at Home Farm, Richmond on the 29[th] September went well with 9 applicants forward. One for the traditional ridden as already an In-Hand judge was invited straight to the Panel, others will go forward to probation and mentoring/probation. We have welcomed Kate Waite to our RP* Panel and elevated John Elliott to The DPS Judges’ full panel.
Our 2024 Educational & Training Bursary Awards attracted good support, thanks to Anna Pennell for promoting the competition, the winners will be announced later in the Meeting.
This year the new Tudor Annie Cup competition has attracted exceptional entry numbers; these nominations again showed the versatility of our Dales ponies.
April has worked tirelessly throughout the year, ensuring Members and non-Members have received an excellent service. She has represented the Society at key meetings; Grassroots/826/NPS M&M amongst them ensuring the Dales Society is represented. The Council have worked hard and as a team, I have truly appreciated theirs and our President and Vice Presidents’ support, especially Jill Graham.
Sadly, due to limited support we made the decision to cancel this year’s Supper Dance. However, thanks must go to Stephen Longstaff for his work on this. Thanks to Kate and Richard Waite for organising this morning’s Foal & Yearling Show, Jess Blowers for judging this for us, and all taking part and spectating. The entries were excellent and the weather was kind.
My special thanks go to our President, Jeff Daley, my Vice Chairman Ernest Coulthard, Life Vice Presidents, April Lawn who is inspirational, all the Council Members, Lindsay for all her work on our finances, Penny Eminson for heading up the upcoming Yearbook ably supported by April and Anna, Area Reps, Sarah Evans for the very popular Annual Points Awards ably assisted behind the scene by Matt Mason and to you, all our Members who have continued to support the Breed/Society over the last twelve months.
We have lots already planned for 2025 so watch this space.
I am really proud to say that I am Chairman of this Society.
Thank you
Honorary Secretary’s Report
This year’s AGM marks just over two years since I started in my role and just over one year since I also took over the passport administration work for the Society. I hope that Members have seen the benefits of bringing this work back in house, giving you back one point of contact and dealing with your enquiries in as timely a manner as possible. The change has enabled development of Society processes and procedures, to ensure consistency and efficiency across the work that we undertake for you as Members.
Members completing transfers and foal registrations will see new tick boxes on the forms related to GDPR preferences, please ensure you’re selecting one of the options before returning forms to us. We’re continuing to migrate processes online wherever possible and have recently revised the Members’ Handbook which is now published on our website. Work is also currently underway looking at online show entry platforms. Many
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members are preferring the ease of online services but rest assured, your yearbooks will still arrive in printed form and all documents are available in print on request.
Defra have been working on a new equine identification project which will see a digital equine traceability system. It’s likely that soon, legislation will be put in place, ensuring equine movements are recorded much like those of other livestock, particularly for any overnight shows or events where the equine is away from where they are usually kept. Premises that keep equines will be required to register and county parish holding numbers will be used where they are already in place for farms and smallholdings. Recent changes to Government have slowed the introduction of the new legislation, but it is a matter of when, not if, it will be introduced. As soon as we receive further information, we will inform all members. In the meantime, it is important that you ensure we hold up to date information on our system about the ponies under your ownership. Don’t forget that it is a legal requirement to notify us of any changes of ownership, castrations or deaths of ponies.
Grassroots, our online members’ system, is a fantastic resource to check the information we hold about you and the ponies you have under your ownership. You can view ponies for sale and standing at stud, or make changes to your information including adding your CPH number online. All members can log in with your membership number and password that you have been sent using the link on our website. Please do use this resource and ensure all is up to date ahead of the legislation changes Defra are planning. Should you have any problems logging in, or do not have online access, please get in touch.
Noticeable changes have taken place to our stallion licensing process. The age in which colts can be put forward for a licence has been lowered from their third year to their second year. We hope this encourages colt owners to keep them entire for longer, making collection of genetic resources for artificial insemination ahead of, or at, castration more feasible. The stallion licensing veterinary report form has also been updated to meet stringent industry standards.
Our new stallion service logs have been used for the first time this season, allowing a quicker and more costeffective return for stallion owners and allowing the Society to more easily identify animals born via artificial insemination or other such methods. The increased use of artificial insemination and reproductive storage is opening up a world of possibilities. Dales pony semen is being sold across the world and offers good prospects for breeders looking to benefit from diversifying into such options, particularly as we are seeing a rise in overseas registrations and memberships.
The Rare Breed Survival Trust status of our breed remains as ‘Priority’, in other words critically endangered. We know that with every generation bred, the rate of inbreeding within the breed increases and genetic diversity is lost. It is imperative that we try to breed from as many individual ponies in the stud book as possible to retain genetics within the breed, we must move away from the overuse of individual stallions and look for alternative mating choices where they are feasible. The changes we have made to the stallion processes and procedures go some way towards encouraging the use of more ponies as stallions. Most importantly, we must ensure that we continue to breed foals that are true to type and breed standard each year.
The introduction of Andy Dells’ SPARKS conservation breeding tool for our ponies early last year has shown great promise, with hundreds of mare sheets requested. SPARKS works to maximise the retention of genetic diversity within the breed and to slow the level of inbreeding. 2024 has seen the first foals born through mating choices aided with the SPARKS tool. While we are still registering this year’s foals and at present do not have final figures, we can see some positive indicative data. Foals born in 2023, which had no access to SPARKS data, resulted in 25% of registrations born through recommended green or yellow matches. In 2024, this figure currently stands at an increased 32.5%. There has been a shift in foals born through green matings from 12% in 2023 to 22% in 2024. This is a great step towards aiding the breed’s survival.
Sales of youngstock has slowed slightly in comparison to the bustling covid years, but ridden ponies are still in high demand. Dales ponies have once again seen huge success throughout the year in show rings up and down the country, but also in a diverse array of different disciplines, proving their title as the great allrounder. Breeders can enhance prices they receive for youngstock by increasing handling and saleability of their stock. The British Horse Foundation introduced their ‘Better Beginnings’ initiative earlier in the year, with useful guidance to all breeders and owners of young ponies, which is well worth a read.
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Our 2023 stud book, Volume 42, is available to buy this evening. In 2023 we registered 166 Dales Ponies to our stud book from across the world, our 4[th] highest ever number of registrations. 141 of these ponies were registered within the UK, which consisted of: 61 Section A colts; 64 Section A fillies; 2 Section A geldings; 3 Section B fillies and 10 Section B geldings. There was also one Section X filly, who was out of a Section X mare.
Overseas registrations consisted of: 4 Section A colts, 2 Section A fillies and 1 Section B gelding in Europe; with 6 Section A colts, 7 Section A fillies, 1 Section A gelding, 1 Section B filly, 1 Section B gelding, and 1 Section X gelding who was by an unlicensed stallion in North America. We also registered 1 Section A filly in Australia. 5 registrations entered our part bred register during the year.
18 stallions were licensed in 2023, 15 in the UK, 2 in North America and 1 in Australia. All of these stallions were tested clear of FIS. Our current rate of FIS carriers amongst the population of ponies tested is 13%, slightly lower than last year. However, this figure is becoming less of an indicator of FIS prevalence in the breed as targeted tested of potential carriers is undertaken to a greater extent.
236 transfers of ownership were submitted in 2023, more than 2022, thanks to a drive for owners to update their records. Membership figures remain similar to 2023 at just over 500 members this year.
I’d like to thank all of our members for their continued support, particularly those I pester on a regular basis for photos and show results. The Society would not be where it is without our fantastic officials and volunteers, who dedicate hours and hours of time to the Society for all our benefits. A big thank you to you all, from calculating the points competition, to pony providers, helpers and hosts at the Judges’ Assessment Day, show volunteers and organisers, our dedicated Judges’ panel, stud visit hosts, yearbook contributors, Council Members, our President and Life Vice Presidents who all do varying roles. You all do huge amounts behind the scenes and the Society wouldn’t operate as it does without your support. Thank you.
Treasurer’s Report
The main focus of my job this last financial year was to implement the moving of the accounts across to Xero. Although this has been a steep learning curve for me, we have now carried out our first year-end fully computerised. My job is made easier by the accountant retained by the Society being able to see all of the relevant information he needs to sign off the accounts. Every receipt, bill and invoice are now available at the touch of a button. The only evidence I am now asked for is minutes of meetings if they are required. You will see from the ‘Source and application of funds’ sheet that we are using some slightly different headings which were inherited from PLS when they used Xero for their accounts.
Many members are now using BACs to transfer money to the Society. This makes it quick and easy for those with internet banking, but we are always happy to receive funds in whatever ways you find the easiest. There is one huge issue with BACs however and that is the identifying of the amounts as they come into the bank. Issues arise when members do not say what the money is for and in some cases, they are paying for different areas like entry fees and sponsorship in one go. If I could encourage people to email me to tell me where to direct money it would be useful. Likewise, when you are paying for someone else whose name is different than that on the bank account. By putting the member’s number on the payment, I can usually tell what it is, but an email also helps.
Last year we raised our fees and I’m glad to say that we are no longer in a negative position, but this year are showing a net surplus of £4247.00. This was also helped by the large donations received from the Caldew Riding Club and the East Anglian Native Pony Show as well as some individual members who gifted us large amounts. Thank you!
The Grant from the Horserace Betting and Levy Board also increased by £500 to £10,000. Premiums paid out this year were much higher in number than last year and will hopefully continue to support members who breed ponies especially.
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Our reserves are untouched this year and are there to ensure the work of the society could continue in the event of a crisis. With slightly higher interest rates we had a bigger return on our saved money, but not too much!
We have also managed to save some money on Insurance again and the shows continue to break even. Costs are still rising though, particularly postage, so we continue to look at ways of moving our services and newsletters online, although paper-based items are always available for those who want them.
We will continue this coming year to keep a keen eye on running costs and will be looking to make savings where we can. Our DNA database is increasing, and all potential stallions are now DNA tested. We will continue to support members with premiums when they have their foals FIS tested.
Fees will remain the same this year and we hope for a number of years to come.
Adopton of Accounts
Adoption of the accounts was proposed by Penny Eminson and seconded by Hilary Fawcett and agreed by the members present. The accounts were signed by the Chair.
Electon of Auditors
It was proposed by the Treasurer that J T Rennie & Co continue as the Reporting Accountant and this was proposed by Penny Eminson and seconded by René Bradley and agreed by the members present.
Electon of 4 Council Members
Confirmation of Returning Council Members to serve for 3 years.
As there had been no new nominations for the Council, the returning members were confirmed as:
Mr Ernest Coulthard, Kirkby Stephen, Cumbria Mrs Janet James, Rugeley, Staffordshire Miss Anna Pennell, Richmond, North Yorkshire Mrs Helen Robinson, Clitheroe, Lancashire
Any Other Business:
There was no other business.
The meeting closed at 19:00 and was followed by presentation of special trophies, stallions to be awarded Premiums, Young Person Bursaries, Summer Show trophies, Points Competition awards, a raffle and refreshments.
Presentaton of Special Trophies
Ernest Coulthard presented the Langrigg Cup for achievement by a Junior Member to Emma Eccles. Emma had achieved fantastic results throughout the year including winning the DPS Ridden Pony of the Year Final. Emma shows ponies in a highly professional manner and provides a good example to many.
On behalf of Robert Wall, Emma Eccles presented the Wall Family Trophy for exceptional service to the Society to Ian Graham. Janet James informed the meeting that Ian had done a lot of work for the Society over the years, had kept the Society in touch with policies and legislation and had made sure everything was in order. Ian had worked tirelessly as the previous Treasurer and continues to support the Society.
On behalf of the Pennell family, April Lawn presented the new Tudor Annie Trophy to Justine Jameson’s Tarbarl Magic Cloud for achievement outside of the show ring in the current year. Tarbarl Magic Cloud is a young mare who qualified for the British Riding Club National Hunter Trial Championships and went clear at the final.
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eeee|Endowment
ee|Total funds
Last year
to the nearest £
to the nearest £
No (if any)
Period end date
CC16a
1079619
31/08/2024
ee||Total funds
Last year
to the nearest £
to the nearest £
No (if any)
Period end date
CC16a
1079619
31/08/2024
ee||Total funds
Last year
to the nearest £
to the nearest £
No (if any)
Period end date
CC16a
1079619
31/08/2024
ee||Total funds
Last year
to the nearest £
to the nearest £
No (if any)
Period end date
CC16a
1079619
31/08/2024
ee||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|Subscriptions|18,225||-|-|-|-||-|-|-|18,225||15,095||
|Donations|4,420||-|-|-|-||-|-|-|4,420||1,885||
|Activities for generating funds
(registrations, shows etc)|20,274||-|-|-|-||-|-|-|20,274||19,641||
|Levy Grant|10,000||-|-|-|-||-|-|-|10,000||9,500||
|Interest receivable|419||-|-|-|-||-|-|-|419||165||
|Other Receipts|5,617||-|-|-|-||-|-|-|5,617||5,664||
||-||-|-|-|-||-|-|-|-||-||
||-||-|-|-|-||-|-|-|-||-||
|Sub total(Gross income for
AR)|AR)
58,955||-|-|-|-||-|-|-|58,955||51,950||
|A2 Asset and investment sales,
(see table).
-
-
-
-
-
-
-
-
-
Sub total -
-
-
-
-
Total receipts
58,955
-
-
58,955
51,950
A3 Payments
————~~——~~|||||||||||||||
|Cost of charitable activities|36,881||-|-|-|-||-|-|-|36,881||42,506||
|bank interest and charges|90||-|-|-|-||-|-|-|90||90||
|professional fees|337||-|-|-|-||-|-|-|337||493||
|Honoraria|16,000||-|-|-|-||-|-|-|16,000||10,584||
||-||-|-|-|-||-|-|-|-||-||
||-||-|-|-|-||-|-|-|-||-||
||-||-|-|-|-||-|-|-|-||-||
||-||-|-|-|-||-|-|-|-||-||
||-||-|-|-|-||-|-|-|-||-||
|Sub total |53,308||-|-|-|-||-|-|-|53,308||53,673||
|A4 Asset and investment
purchases, (see table)
new laptop
1,400
-
-
1,400
stock movement
-
-
-
-
1,478
Sub total 1,400
-
-
1,400
1,478
Total payments
54,708
-
-
54,708
55,151
Net of receipts/(payments)
4,247
-
- 4,247
- 3,201
A5 Transfers between funds
-
- -
-
-
A6 Cash funds last year end
52,074
- -
52,074
55,275
Cash funds this year end
56,322
-
- 56,322
52,074
————~~——~~
===>>|||||||||||||||
CCXX R1 accounts (SS)
01/11/2024
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| Section B Statement of assets and liabilities at | Section B Statement of assets and liabilities at | the end of the period | |
|---|---|---|---|
| Categories Signed by one or two trustees on behalf of all the trustees B5 Liabilities B3 Investment assets B2 Other monetary assets B4 Assets retained for the charity’s own use B1 Cash funds |
Details Details Total cash funds (agree balances with receipts and payments account(s)) stock bank balances cash held Details Details Details Trade Creditors Signature Janet James E Coulthard |
Unrestricted funds Restricted funds to nearest £ to nearest £ 56,225 - 96 - - - 56,322 - OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ 4,013 - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) Unrestricted 60 - - - - Print Name Janet James Ernest Coultard |
Endowment funds to nearest £ - - - |
| - | |||
| OK | |||
| Endowment funds to nearest £ - - - - - - Current value (optional) - - - - - Current value (optional) - - - - - - - - - When due (optional) Date of approval 19.3.25 21.3.25 |
CCXX R2 accounts (SS)
01/11/2024
2
Date: 1[st] November 2024
The Dales Pony Society Emailed to Lindsay Knight
FEE NOTE
A 285
To fee for professional services as follows: -
Completion of independent examination of accounts for year ended 31[st] August 2024 from the information and explanations supplied to us:
£ 320.00 TR
£ 320.00 ~~=p~~
VAT @ 20% £ 64.00 aap
£ 384.00 GD
Payment Terms – 14 Days
To pay by BACS: Account Name: J T Rennie & Co, Sort Code: 30-25-88, Acc No: 00416268
VAT REG.NO. 402 8125 90