2016 ANNUAL REPORT

Encouraging young people to ride and learn to enjoy all kinds of

sport connected with horses and riding in a safe and supportive

environment.

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The Pony Club Association of NSW Inc. Suite 7, 25 Victoria St, Wollongong NSW 2500 Postal: PO Box 2085, Wollongong NSW 2500 Phone: 02 4229 8977 Fax: 02 4229 8966 Email: admin@pcansw.org.au Website: www.pcansw.org.au

Executive List 3

Reports 4

Membership 11

Constitution Policies & Procedures 11

Club Resources 12

Insurance 13

Coaching & Schools 14

Championships 15

Champion Zones 16

State Camp 17

Prince Phillip Mounted Games Championships 18

Grants 18

Awards 19

Marketing & Sponsorship 21

Financial Report 24

CONTACT US PARTNERSHIP

CONTENTS

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2016 PONY CLUB ASSOCIATION OF NSW EXECUTIVE LIST

PRESIDENT: Mrs Di Cullen OAM VICE PRESIDENTS: Mr Scott McIntyre, Ms Julie Morgan TREASURER: Mr Peter Petherbridge CHAIRMAN OF CHIEF INSTRUCTORS COMMITTEE: Mrs Jenny Frankum ZONE CHIEF INSTRUCTORS MEMBER TO THE EXECUTIVE: Mrs Elaine Caswell COUNCIL: Mrs Kris Wood, Ms Fiona Pennell EXECUTIVE DIRECTOR: Mrs Kerren Britton Photograph; Organising Committee of the 2016 Camden Combined State Championships. Missing: Julie Morgan, Fiona Pennell, Kerren Britton.

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I would like to start my report by thanking all those who have supported me during my time as State President especially to the past and present executive members it has been a pleasure working with you all.

We have seen a number of changes to our sport during this time and while I won’t be taking part in the implementation of a new constitution I look forward to seeing the Association continue to move forward with a new Constitution that reflects current best practice and continued improvement to our rules and by-laws for our members.

2016 was extremely busy with the major changes to how we held our state championships and I would like to thank those that helped make them such a success at state, zone and club level. Special thanks Jenny Frankum, Scott McIntyre, Elaine Caswell, Julie Morgan, Peter Petherbridge, Fiona Pennell and Kris Wood from the executive, Simon Smith, and Jude Alston from Zone 5, Frank Kelleher, Geoff (announcer) and Shiralee Adams, Kim Taylor, Sarah Woodhouse, Carol Hodges (our scorer), Leanna Haines from the office and to all the stewards, judges, course designers and zone volunteers (if I have missed your name I apologise). Thank you to current and past office staff Ker-ren Britton, Teena Murdoch, Jenny Amadio, Lisa Teixeira, Lisa Ferguson and Jane Frankum.

I have enjoyed attending state championships and state camp each year and seeing riders from across the state improve from year to year. I wish everyone all the best for the future, I will still be involved at club and zone level so I am sure that I will catch up with you all at some stage in the future.

Di Cullen OAM President

Di Cullen & Jenny Frankum with the 2016 State Camp Riders

PRESIDENTS REPORT

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EXECUTIVE OFFICER REPORT

Wow what a great year Pony Club Association NSW had in 2016. While membership numbers are slightly down from 2015 final numbers it was terrif-ic to see that participation at State Championship events were back up. The mandatory Hendra vaccination for the 2016 State Camp unfortunately saw a slight decline in nominations, and torrential rain did impact coaching during the week. However, feedback from the officials, coaches and riders was that despite the rain, the Camp was a fantastic opportunity for all in-volved and riders showed great improvement over the course of the week. A big thank you to all who attended and represented Pony Club at Camp with a special mention to the Executive: Dianne Cullen (and her husband Gavin), Jenny Frankum, Elaine Caswell, Kim Taylor, Kriss Wood, Frank Kelleher and we would also like to thank Philip Logue who once again attended. Thank you to our wonderful State Camp coaches: Jamie Coman, Sam Lyle, Peter Shaw, Anthony Newham, Jane Frankum and Sarah Venamore. The change to State Championships format in the main was well accepted with an increase in the number of nominations for most disciplines. Feedback from both events was positive with riders and families enjoying the opportuni-ty to stay at one venue and participate in a number of disciplines. The downside to this type of format was that our Executive Committee and volunteer workers were overworked and some riders couldn’t attend for vari-ous reasons so a decision had been made to split the championships a bit further in 2017 (see the website/calendar for full details). With a decrease to expenses and an increase in participation at State events the Association has made a profit for the year (see the audited accounts at the end of the Annual Report). We were very lucky with the Quirindi State Championship in that the Quirindi Council did not charge us for the use of the venue or yards which led to a profit being made for the April Championship.

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A decrease in fees paid for insurance and meeting expenses plus a grant for a Governance review all helped the association get back on track financially. Expenses in 2017 will increase with two riders representing NSW at Interna-tional events, Jared Newham the NSW representative to the Australian Inter-national Mounted Games team and Serena Ridge the NSW representative to the Australian Inter Pacific team. The Nationals will be held in Toowoomba in 2017 and we hope to send full teams for each discipline and age group which will also increase expenses. NSW hosted the National Coaching Conference in 2016 and Pony Club coaches from across Australia attended the conference and was a fantastic opportunity for everyone who participated. We were lucky enough to get some terrific sponsorship from Narellan Horseland for the participants. Clubs have all responded well to the changes in Work Health & Safety and the new Code of Practice for Managing Risk when New or Inexperienced Rid-ers or Handlers Interact with Horses in the Workplace. Kerren Britton, Executive Officer

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The 2016 PCANSW funded State schools were all well received and the number of schools was slightly up from 2015. Most zones took advantage of these schools and the following figures indicate the areas that zones focused on most; School Statistics for 2016:-

55 State run Schools held 24 Zones held schools 23 Regional Schools. (Riders clinics) 5 Senior Regional Schools (Riders clinics) 10 Specialist Schools. (Judges clinics for Jumping Equitation, Course De-

sign for Jumping & Specialist Dressage Instructors ) 12 State Instructors/Update Instructors Schools 5 NCAS Instructors Assessments

The following is how the State funded Schools are structured:- NSW has 27 zones and each Zone committee is eligible to apply to host the following schools each year: One State Instructors School. (For instructors to update existing certificates, prepare for NCAS Preliminary or Level One assessment, to learn more about Equestrian teaching and horsemanship, prepare for PCANSW Introductory assessment). Conducted by PCANSW State Coaches. PCANSW members must be 16 yrs or over to attend. Two Regional Schools, either 2 Regional or 1 Regional and 1 Senior Regional. Regional Schools are for riders, and cater for riders 10 – 25yrs. Conducted by PCANSW State Coaches. Senior Regional schools for riders 13 – 25 years. Conducted by a selected panel of EA Level 3 coaches. One Specialist School for PCANSW members 16 years of age and over. One (or more if required) NCAS Assessment weekends/days. For in-structors 18 years of age and over. The PCANSW website calendar is kept very current and members from dif-ferent zones are welcome to attend Instructors and Specialist Schools. Al-ways contact the organiser to let them know you wish to attend. PCANSW provides very highly qualified presenters at all our State funded schools. State Camp and our Senior Regional Schools have Olympians coaching our riders.

STATE COACH & COACHING DIRECTOR REPORT

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The Pony Club movement provides instruction to all riders at a very minimal cost and is one of the few establishments that provides this service on a month by month basis. In this sport instruction is crucial for the safety and well being of both our horses and riders and should not be overlooked by competitions. The improvement of instruction throughout the state is noticeable due to the implementation of the NCAS Coaching scheme. It takes time and commitment to work through the NCAS program but this has been of great benefit to the education and continuity of instruction throughout the state. Instructors need to attend schools with the PCANSW state coach-es to keep current with teaching techniques and general sporting policies ap-propriate to working with children. But it is essential that all instructors attend these clinics to update and to prepare for their assessments. NCAS certificate holders must attend a State Instructors School at least one every four years and old certificate PCANSW holder one every three years. A new system now is that in the odd numbered years like (2017) that the odd numbered zones should host a State Instructors School and same for the even numbered zones to have a school in the even years. It is still open for any zone to apply for a State School each year if they wish. Also it is working well with Zones planning well ahead with their Instructors school followed closely, generally within a month to hold their assessment. Instructors can only be assessed at an Assessment weekend or day with PCANSW approved Assessors under assessment conditions. Parents always need to be mindful of the time our volunteer instructors give to their club and should offer their help but also give the instructors space to do their job uninterrupted. Safety is paramount when dealing with children and horses and different measures and rules are in place to ensure appropri-ate safety practices are maintained. Jane Frankum State Coach/Coaching Director Advanced Horsemanship team at State Camp with coach Jane Frankum

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MARKETING & STATE EVENTS CO-ORDINATOR REPORT

2016 brought a lot of change for Pony Club NSW as we restructured the State Championship event calendar. We took on a significant task of combin-ing twelve State Championships disciplines into two major events held in Quirindi in April and Camden in July. This move aimed to provide our members with the opportunity to participate in more State events than ever, as well as bringing a large community of Po-ny Club members together from all over NSW, QLD and VIC for a highly competitive and great quality event. The 2016 State Championships saw three new disciplines added to the An-nual Championship Calendar, being Team Penning, Team Sporting and Combined Training. The response we received from these new disciplines was outstanding and has set a high benchmark for these disciplines to be continued in future years. We were faced with the difficult decision to cancel our One Day Event Cham-pionship due to severe flood damage to the cross country course at Camden. Riders in this event were given the opportunity to still compete in the Com-bined Training Championships, however the decision did have a minor im-pact on the overall attendance. Despite this, the Multi-Discipline format allowed an extra 400 entries to be received across all disciplines when compared to the previous year’s statistics. The number of disciplines being attended by riders also in-creased, with some riders competing in up to 7 different championship disciplines. In review of our 2016 State Championships we received; 1,393 Championship entries from 651 riders with 750 horses. Our competitors were aged from 5 years up to 25 years, with 87% be-ing female and 13% being male riders. The An-nual State event budget reached $242,000 —making it the largest annual state event budget Pony Club NSW has ever seen.

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We were incredibly lucky to have renowned photographer Julie Wilson to-gether with Horse Deals Magazine providing coverage of our Camden event. This drastically increased awareness and engagement among the equestri-an industry towards Pony Club NSW’s State Championship talent. Julie has agreed to cover our events once again at the Tamworth State Champion-ships in 2017. In July we presented 28 of our valued members with special awards including Volunteer of the Year, Junior Service and Keith Lowe awards. Our State Mounted Games Coach, Anthony Newham was also named as a Finalist in the Pony Club Australia Coach of the Year Award. On the Marketing front, we have been working hard to increase our online functionality to better communicate with our members and the wider equestri-an community. With our innovative website and interactive social media plat-forms, our State Newsletters alone are currently achieving close to 15,000 views online. Social Media communication has increased by 13% from the previous year, reaching up to 17,000 Facebook users in the month of April (Quirindi State Championship Photo Album). Thank you to Kerren, Teena, Jane and the Executive Committee for assisting me throughout the year as Marketing & State Events Co-ordinator. This year showed our capability and potential of hosting large State Championship events as we prepare for similar events in the coming years as well as the National Championships being hosted by NSW in 2019.

Leanna Haines Marketing & State Events Co-coordinator

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MEMBERSHIP For the year of 2016, Pony Club NSW membership comprised of 253 registered Pony Clubs divided into 27 Zones, with 13,186 Members.

CONSTITUTION POLICIES & PROCEDURES Handbook updates Handbook updates from the November State Meetings have been added to the Associ-ation’s website. Sections will continue to be updated after future State Meetings to re-flect any changes that have been made. Club Management, Secretaries and Members’ handbooks have also been updated for 2017.

Database The Association has already began the transition into the new National database and details of the change over will be circulated in the coming months for Clubs and Zones to do get involved. Website Our Pony Club NSW website was re-vamped in December 2014 and has provided a very easy to use, aesthetically pleasing webpage to represent the association through-out the year. Our long term sponsor Mitavite believe Pony Club NSW is far in front of the other Pony Club states in terms of our online presence, quality and interaction. The PCA NSW Handbooks, policies, forms, events, club listings and so much more are now easier to find and access for all club members. The new website has brought in-creased webpage traffic, better satisfaction and effective use to the site while also minimising over the phone enquiries. Policies including the Working with Children Check and Member Protection policy have had changes implemented through the State Government and information on all current policy changes are outlined on the Pony Club NSW website.

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Risk management and Work Health and Safety Pony Club have always had strong risk management strategies which have been incor-porated in the Associations Handbook. Members should also be aware of the Associa-tions Risk Management Policy, Site Specific Induction forms, Hazard and Near Miss reporting forms, Safety Checklists and Safety Briefing documents which can all be found on the website. All clubs are required to keep on hand Standard Operating Procedures for any activity that the conduct at Pony Club. The association has compiled a number of templates to assist these clubs, from manual lifting to using a chainsaw. We will keep our members up to date on any relevant changes to the legislation and will be working with Work-Cover in the revision process for the Guide to Managing Risks when New and Inexperi-enced Person Interact with Horses. Clubs and Zones should include Work Health and Safety as an agenda item at their meetings and encourage all members to discuss and bring up and hazards or incidents at their Club or Zone.

Member Protection Declaration In conjunction with the Working With Children Check policy that was implemented in April 2015, it is recommended that all Pony Club members or volunteers aged 18 years and above sign a Member Protection Declaration Form regardless of whether they re-quire a WWCC Number or not. This form is to be kept on file with the Club authorised person.

Working with children check Changes for Volunteer organisations to the Working with Children Check were imple-mented on 1 April of 2015 and will continue to be ongoing throughout 2017. These changes will impact Pony Clubs across the state as all volunteers will need complete a risk assessment on volunteer positions to evaluate if a Working with Children Check number is required, as some exemptions do apply. All Pony Clubs will also have to register as an employer for volunteers to register their WWCC Number with their Club authorised person. These authorised persons must verify all WWCC registrations num-bers to complete the process. All changes to the policy can be found on the Association’s website, with templates and further links to Government sites available.

CLUB RESOURCES

There are a number of resources available on the Associations website to assist clubs/zones with running meetings, registrations, etc. Many Zones applied to host a free Ad-ministration Workshop in 2016 which covers all of these topics as well as Conflict Res-olution and Writing Great Grants. Zones are welcomed to apply to host Administration workshops again in 2017 – please contact the State Office for more details.

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Secretary handbook – updated to reflect all changes Code of conducts Member protection policy Risk Management and WHS Policy Child Protection & Zero Tolerance policy Smoking Policy Contact & Lines of Communication Conflict Resolution Sports Connect Policy

INSURANCE Insurance premiums have now been paid for 2017 and as you can see from the table below our insurance costs have decreased. This is in relation to the number of mem-bers as at the 31st December 2015 and the excellent relationship that we have with EBM Insurance Brokers who have worked very hard to keep our insurance costs down as the cover has not decreased in any way.

Type 2012 2013 2014 2015 2016

Building $866.91 $965.28 $1,013.48 $1,163.49 $1,203.24

Public Liability $108,350.00

$108,350.00

$108,350.00

$105,936.96 $83,880.000

Personal Acci-dent

$104,173.35

$92,317.50 $92,317.50 $95,256.15 $71,310.00

Travel/management

$11,558.29 $5,097.00 $5,011.20 $2,766.32 $4420.93

Mounted Games trailer

$393.93 $365.03 $372.40 $373.48 $343.13

Extra events cover

$299.75. $299.75 (estimate only as not paid in 2012)

$299.75 (estimate only as not paid in 2013)

$299.75 (estimate only as not paid in 2014)

$299.75 (estimate only as not paid in 2015)

Totals $215,642.20

$207,394.75

$207,364.33

$205,796.10 $161457.05

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COACHING & SCHOOLS Congratulations to members from Zones 4, 8, 14, 16, 18 & 20 who successfully held NCAS As-sessments. .

SCHOOLS FOR 2016 as at 31/12/16

ZONE NCAS ASSESS

NCAS INSTRUCT

JUNIOR REGIONAL

SENIOR REGIONAL

SPECIALIST CLINICS

MOUNTED GAMES

Total JUDGES SCHOOL

2 1 1 1 3

3

4 1 1 2

5 1 1

6 2 2

7 2 2

8 1 1 1 3

9 1 1

10 2 2

11

12 1 1

13 1 1

14 1 1 1 3

15 1 1

16 1 1 2

17 1 1

18 1 1 1 1 1 5

19 1 1 1 3

20 1 1 1 1 7 3

21 2 2

22 1 1 1 3

23

24 1 1 1 3

25 1 1

26

27 1 2 1 4

28 1 1 2

State

Totals 5 12 19 5 6 4 55 4

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CHAMPIONSHIPS

CHAMPIONSHIP ENTRIES

2010 2011 2012 2013 2014 2015 2016

Sporting 278 252 230 274 176 150 230

Campdrafting 157 118 110 136 123 89 132

Team Penning 0 0 0 0 0 0 54

Dressage 195 212 201 131 145 108 163

Jumping Equitation 150 153 213 195 158 117 121

Showjumping 108 171 132 174 173 110 101 ↓

Polocrosse 0 147 155 82 0 0 36

Mounted Games 235 155 140 165 130 160 117 ↓

Team Sporting 0 0 0 0 0 0 130

Combined Training 0 0 0 0 0 0 70

ODE 129 106 91 94 70 61 40 ↓

Showriding 254 220 272 245 231 198 199

Total 1506 1534 1544 1496 1206 993 1393 ↑

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2016 CHAMPION ZONES

Sporting: Zone 25

Campdrafting Zone 7

Team Penning Zone 9

Mounted Games Zone 23

Team Sporting Junior—Zone 19 Associate—Zone 9

Polocrosse Zone 5

Showjumping Zone 8

Showriding Zone 26

Jumping Equitation Zone 23

Dressage Zone 26

Combined Training Zone 19

Advanced Com-bined Training (ODE)

Zone 24

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2016 STATE CAMP The 23rd Annual State Pony Club Camp was held from the 3th-8th January 2016 at the prestigious Sydney International Equestrian Centre (SIEC). The Camp brought together 60 of the top riders in the state for a week of in-struction with top level Australian Coaches. Sam Lyle, Jamie Coman, Peter Shaw, Anthony Newham, Phillip Logue, Sa-rah Venamore and Jane Frankum offered professional instruction in their designated disciplines to assist with improving the skills and knowledge of the Pony Club riders. The final day of riding sessions finally brought some sun, after torrential rain hit the Sydney region for most of the week. While the rain did limit the cross country facilities available to camp riders, coaches took the opportunity to use the fantastic indoor arena to focus on Dressage, Showjumping and Mounted Games techniques. The 2016 State Camp would not have been possible without the fantastic riders, coaches, instructors, officials, Executive Committee and the support from NSW Sport and Recreation and Sponsors.

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2016 PRINCE PHILLIP MOUNTED GAMES CHAMPIONSHIPS

The 2016 Pony Club Australia Prince Phillip Mounted Games Champion-ships were held from the 29th September —2nd October in Perth, Western Australia. The NSW Team consisted of Ella Pearse, Elouise Bacon, Trent McErlane, Michael Crawley and Jared Newham, as well as coach Anthony Newham and Team Manager Michelle Newham. NSW performed incredibly well on borrowed horses, just missing the top spot, coming in 2nd place to Western Australia. The Coach & Team Manager’s reports from the Prince Phillip Mounted Games Championships can be found in the 2016 Year Book.

GRANTS Pony Club NSW experienced a steady supply of grants and funding provided in 2016 with the following obtained from the NSW Office of Communities and Sport Recreation.

2015 PCA NSW Grants;

1. Sport Development Program—$55,000

2. Governance Review Program—$37,200

3. Camden Council Community Sponsorship Program—$2,500

TOTAL: $94,700

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AWARDS In 2016 we had 4 Junior Service Award recipients, 14 Volunteer of the Year Award recipients, and 10 Keith Lowe Award recipients, a total of 28 awards.

Junior Service Award Recipients

Keith Lowe Award Recipients

Volunteer of the Year Award Recipients

Zone Name Club

2 Ashleigh Bennett Young 13 William Wood Armidale 19 Haylee Grech Blacktown 23 Emily Horbach Arcadia

Zone Name Club

3 Sarah Malcom Bathurst 9 Shelby Green Camden Haven 9 Zoe Lucas Camden Haven 13 Karen Wilcocks Kingstown 13 Brendon Weiss Glen Innes 13 India Hutchinson Glen Innes 19 Kaitlyn McWhirter Blacktown 24 Bronwyn Watts Tall Timbers 28 Hollie Spence Cambewarra 28 Katie Farmer Berry

Zone Name Club

2 Barry Matthews Young 3 Hayley Porter Bathurst 4 Carolyn Monkley Warren 8 Rita Rodgers Gurley 8 Lyn Francisco Mungindi 8 Juliann (Jill) Malone Mungindi 10 Dolour Muller Rossmore 13 Joanne Finlayson Armidale 19 Jennifer Rolfe Blacktown 23 Melanie Harris Arcadia 27 James Kay Goulburn 28 Mary Farmer Berry 28 Christine Kettlewell Shoalhaven 28 Rebecca McLaren Lake Conjola

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MARKETING & SPONSORSHIP Compared to previous years we experienced a reduction in both cash & product based sponsorship 2016. Social Media competitions have been popular with sponsors donating product to be given away.

Based on annual year

2016 2015 2014 2013 2012 Newsletter Advertising $180.00 $972.00 $805.45 $3,641.04 $4,482.65

PCANSW Year Book $600.00 $700.00 $909.00 $0.00 $0.00

Mail Out Inclusion $540.90 $2,345.00 $297.50 $60.00 $140.00

Website Advertising $289.10 $180.00 $616.35 $549.09 $1,495.50

Pon E News Advertis-ing

$370.90 $568.00 $370.90 $0.00 $0.00

Mitavite Feed Bag Sales 0.00 $840.00 $2,863.35 $2,408.85 $2,817.90

State Camp 0.00 $0.00 $0.00 $0.00 $0.00 State Championships $2,650.00 $200.00 $2,727.27 $4,181.82 $10,885.39

Volunteer of the Year 0.00 $0.00 $0.00 $0.00 $0.00

$4,341.80 $5,805.00 $8,589.82 $10,840.80 $19,821.44

2016 Notes; Newsletter Advertising: Jump4Joy ($180) PCANSW Year Book: 12 SALES Mail Out Inclusion: HorsePLAY ($540.90) Website Advertising: ESP ($60), HorsePLAY ($109.10), JenzVet ($120) Pon E News Advertising: HorsePLAY ($370.90) State Championships: Quirindi Champs ($1,500), Camden Champs ($1,150)

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PRODUCT SPONSORSHIP Junior Service of the Year Award;

4 x Award Caps from Aceit ($32) HorseWyse Magazine Back Issue

Keith Lowe Award: 10 x Award Caps from Aceit ($80)

Volunteer of the Year Award; 14 x Award Caps from Aceit ($112)

Newsletter Competition Prizes; 8 x Magazine subscriptions for HorseWyse Magazine (Dec 2014 – Sep 2015 RRP $240

for year) 3 x Harry & Snowman DVD ($93.70)

Social Media Competition Prizes;

6 x HorsePLAY Games ($300) 100 x Mitavite Feed Bags (Mitavite Advocate Program) ($2,000) 6 x Australian Show Ribbons Vouchers ($300) 100 x Better Homes & Gardens Live Show Tickets 1 x Harry & Snowman DVD ($31.25) 2 X Mattes Saddle Pads from HorsePLAY ($600)

State Championships; 80 x Mitavite Xtra Cool feed bags ($1,600) 8 x Mitavite Caps ($80) 27 x Horseland Woolen Rugs ($2,698.65)

State Camp; (per recipient) 70 x International Animal Health MecWorma & Bot Paste 33g (RRP $1,260) 70 x Club Colours Direct 6ft Lead Ropes (RRP $560)

Other; 280 x Gift Certificates for Mitavite Xtra Cool feed bag for Club Sponsorship Program (RRP

$5,600)

Total Estimated RRP: 2011 $23,000.00 2012 $32,472.20 2013 $37,702.00 2014 $27,364.00 2015 $18,236.70 2016 $15,587.60

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The 2016 Yearbook is available to order now!

A photographic year in review, with reports, results and photos from all State Championships, State Camp, Prince Phillip Mounted Games Cham-

pionships, Royal Shows and more!

Order your 2016 Pony Club NSW Yearbook to remember your achievements with Pony Club in 2016. Yearbooks are $50 each, with order forms available on

the PCA NSW website or contact the State Office to find out more.

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THE PONY CLUB ASSOCIATION OF NSW