Awdur: nwsdsadmin

🚩 AGM (draft minutes)

ANNUAL GENERAL MEETING (DRAFT MINUTES)

FOR INFORMATION ONLY

5^th DECEMBER 2019 (7pm)

Total members present:  27 (20 to be quorate)                   2018 (31), 2017 (39)

1. Minutes 2018 AGM

Accepted as a true record, no amendments, no matters arising.

PASSED

2. Trustees Charity Commission annual report 2018/2019

Noted:

• that paying members total 237, life members 34 and trials societies 56.
• total membership stands at 327 (293 paying). New members 2019 (41) and 2018 (40)
• Facebook follows 1,461, Website users 5,670 and page views 46,124
• Society sponsored Class 3 trials 17 (average entries only 3)

PASSED (signed by Chair)

3. Trustees Charity Commission financial report 2018/2019

Noted:

• cash funds at year end £28,966   * not incl. Sec. & Treasurer service agreement payment (£21,837 2017/2018)
• reserves at year end £21,402 (£17,239 2017/2018)
• adjusted surplus of £1,6242 from 2018 championship
• surplus of £1,051 from 2019 championship
• surplus of £135 from 2019 Class 2 trial
• three sheep insurance claims amounting to £328
• ledger and accounts kept by Sec. & Treasurer inspected by Arwel Staples on behalf of the Trustees Management Committee
• independent examination required if receipts are £25k-£500k (£16k 2018/2019) and full audit if more than £500k
• the chair expressed the Society’s gratitude once again to the sponsors of the very successful 2019 championships – NFU Wrexham, Nick Caldwell of GB Tools, Berwyn Hill trial and CSJ

 PASSED (signed by Chair and Vice Chair)

4. Appointment of officials 2020

a) Mr. Edward Archdale

b) Reappointment of current Trustees excluding two vacancies

PASSED

c) Trustees vacancies

Anglesey – Paul Reports elected

Flintshire – Keith Jones elected

5. Motions

(1) Add to NWSDS rules: Any dogs used at the letting out pen at the annual NWSDS Championships (incl. Class 2 and Nursery final) should be easily identifiable e.g. by wearing a bright / florescent dog coat / jacket. Affiliated Societies are encouraged to adopt the same rule (deferred from 2018 AGM).

Proposed: Ceri Rundle Seconded: Sue Main

Amendment: to pilot 2020 and review at 2020 AGM

PASSED (for 16 / against 6)

(2) Amend current rule 9: “Judges are expected to give points gained or lost at the end of the trial to competitors who request them through the Trial’s Secretary” ADD “Under no circumstances should judges be approached directly during or after the trial. Any instance will render the member liable to disciplinary action”

Proposed:  Chair   Seconded: Vice chair

Amendment: ADD During and after the trial. “Competitors or their agents are prohibited from approaching a Judge to seek to discuss or influence the award of points. Such an approach is gross misconduct and will render them liable to investigation” ISDS rules for trials 6.2 zc.

PASSED 

 (3) Nursery Rules no.5 Current: After the 1^st August a dog placed 1st to 6th in an Open trial or winning a Class 2 will be allowed to continue to compete.

New: After the 1^st August a dog placed 1st to 6th in an Open trial will be allowed to continue to compete in the current season but not future years.  A dog so placed before the 1st August of the current season will be unable to compete in any future Heats.

Proposed:  Chair   Seconded: Vice chair

PASSED

(4) Trial entry criteria Current: DOSBARTH 2/CLASS 2: Dogs who have not been placed 1st or 2nd in an Open trial, held anywhere in the world

New: DOSBARTH 2/CLASS 2: Dogs who have not been placed 1st or 2nd in an Open trial, held anywhere in the world. Dogs that have won two or more Class 2 trials must run in the ‘Combined’ class if one is available.

Proposed: Chair   Seconded: Vice chair

FAILED

(5) NWSDS Class 3 sponsorship 2019 to 2021 (subject to annual review)

Take up by new and inexperienced handlers and dogs in 2019 was less than hoped so NWSDS sponsorship will unfortunately not be continued in 2020 and 2021 (Trustees decision). The total number of trials 17, total runs 40, average per trial 2.4. Cost from reserves £390.

Instead Affiliated Societies trials will be encouraged to run their own NWSDS Class 3

New entry criteria: “Handlers (not dogs) that have won no more than £15, anywhere in the world”. Entry fee £2. Prizes £5, £3, £2 or rosettes.

Amendment: UK & Ireland based handlers…..not won a single prize of more than £15

Proposed: Chair   Seconded: Vice chair

PASSED

(6) NWSDS sponsorship Mentor trials: The Society will provide financial support, if requested (max £50 per trial up to £500 per annum), for dedicated Mentor trials i.e. experienced handlers will provide mentoring at a trial open to new and inexperienced handlers (less than 5 years trialing) only or in conjunction with a local class or nursery. Mentors will accompany handlers at the post and if helpful can accompany them walking the course during their run(s).

Proposed: Chair   Seconded: Vice chair

Amendment: “non-competitive” & to pilot 2020 and review at 2020 AGM

PASSED

(7) CCDGC/NWSDS Class 2 trial: That the Vice Chair organises a standalone trial every year i.e. 2020 Anglesey.

Proposed: Chair   Seconded: Vice chair

PASSED

(8) Society Championships: The young handler competition be restricted to competitors aged 21 or under (one class only) from 2020. The John Beck trophy for winner and the Magnox trophy for best OLF (same structure as the Singles Championship). Six cash prizes to be awarded £15, £10, £5, £5, £5, £5 (total £45)    (£90 current <18 and <25)

Proposed: Chair   Seconded: Vice chair

PASSED

(9) Sheep insurance: Affiliated Trial Society’s membership includes sheep insurance in the event of any loss at a trial. It is proposed to ADD that “in the event of 2 claims being made in 2 recurring years a £50 excess per sheep will apply for the following 2 years”.

Proposed: Chair   Seconded: Vice chair

FAILED  

(10) NWSDS Disciplinary procedure: The Society currently does not have a written policy. It is proposed that the ISDS policy be adopted and adapted as necessary.

Proposed: Chair   Seconded: Vice chair

PASSED    

(11) Associated trials recommendations: To ensure consistency and fairness when a trial has 2 sessions,  entries for both sessions will be open / bookable at the same time on a ‘first come basis’ i.e. both sessions bookable on arrival. No pre booking, telephone bookings, or booking on behalf of absent handlers permitted.

To be noted in 2020 diary as: “Both sessions bookable from start time, no other bookings taken”

Proposed: Chair   Seconded: Vice chair

FAILED (for 8 / against 12)

(12) Associated trials recommendations: The entry fees for non-members of the NWSDS at all Affiliated Societies trials be £2 more than for paid up members in all classes. Membership to be determined by the competitor’s good faith.

Proposed: Chair   Seconded: Vice chair

FAILED

(13) Associated trials recommendations (fund raising): The Society encourages Trials to notify the Secretary of donations given to  charitable causes so that they can be publicised on social media (to promote the Society’s charitable status).

Proposed: Chair   Seconded: Vice chair

PASSED

(14) Associated trials recommendations: It is strongly recommended that a pen (means of containment with gate) and shed or single be included if practicable and required in order to qualify for National points. Note: may not be necessary if ISDS rules changed 2020.

To be noted in 2020 Diary as  “National qualifying points awarded”.

Proposed: Chair   Seconded: Vice chair

PASSED 

6. Investiture of new chair and vice chair

John Whitley retired from the chair and thanked everyone present for all their help and support over the last year including the Sec. & Treasurer who also thanked John for keeping in regular contact which made working together very straightforward.

Gareth Ruggeri (Montgomeryshire) was appointed chair for 2019/2020

Paul Roberts (Anglesey) was appointed vice chair for 2019/2020

7. Trophies 2020 draw

Rhiwlas – Glyn Ceiriog

John Jones – Llansilin

8. Trial venues 2020

a) Championships – Red House Farm, Aberhafesp, Newtown 13/14/15 July t.b.c.

b) Class 2 Championship – Anglesey t.b.c.

c) Nursery Final – t.b.c.

d) All Wales Nursery Final – South 2020

9. RWAS

Young handlers – Erin Fflur and Elgan Jarman

PASSED

Judges – Cai Pritchard (Tues.) and Hafgan Pugh (Wed.)

PASSED

10. Judges panel

List in 2019 diary unchanged.

11. Annual dinner 2020

Venue to be confirmed but it was agreed that if no other alternative could be found that returning to Brookhouse Mill Denbigh would be a good option given last years success.

12. Any other business

Farmers Guardian coverage

Agreed to ask Claire Ridge if coverage of Championships, Class 2 and Nursery final could be guaranteed and if so we would provide copy and photos.

S&T ACTION

Welsh National 2020 fundraiser

Dylan Davies reported that Merionnydd YFC will be holding an event of the 14^th February 2020 

Date of next AGM 3^rd December 2020

🚩 2019 Auction of Promises for Welsh Youth Development Fund link [for Young Sheepdog Handlers]

https://auctionofpromises.com/Welshyouth

Link to the Auction of Promises to raise funds for our young handlers in Wales.

📌 Reminder: trial entry criteria

TRIAL ENTRY CRITERIA (NWSDS including Affiliated Societies) (unless otherwise stated in members diary)

AGORED/OPEN: Any handler and dog, worldwide,  no restrictions

DOSBARTH 2/CLASS 2: Dogs who have not been placed 1st or 2nd in an Open trial, held anywhere in the world

DOSBARTH 3/CLASS 3: UK & Ireland based handlers (not dogs) that have not won a single prize of more than £15 anywhere in the world.

Note: Individual handlers are responsible for the  welfare (incl. possible injury) and conduct of their dogs and must carry out their own risk assessment of the tasks asked of their dogs during the trial e.g.  deciding whether their dog(s) run the course, are fully fit to run the trial course and are kept under control/supervision at all times.

📌 World Trial Young Handlers Competition

It has now been confirmed that there will be a Young Handlers Competition at the 2020 World Trial to be held at Castle Howard Estate, York, YO60 7DA from September 17^th to the 20^th 2020.  Wales has been allocated three places and the Welsh representatives will be chosen  by selection trial to be held early in 2020. Venue and date to be arranged. Competitors may enter two dogs in the selection trial but may only qualify with one dog. Each competitor wishing to be considered for selection must complete a separate entry form for each dog. The entry form  is now available to download from this website and must be with G. Owen on or before January 10^th 2020.

Competitors must be 21 or under on the first day of the 2020 World Trial. Young handlers who may have represented the Senior Team at an International may enter this competition. Competitors may not enter both the Young Handler and the Senior Competition.  A full copy of the entry rules for the Young Handler Competition will be displayed on the International Sheepdog Society  (ISDS) website shortly. 

Download             WTQ – YH

🚩Pwllgor Rheoli Ymddiriedolwyr

Meeting dates 2019:  05.12.19 (A.G.M.)

Meeting dates 2020:      20.02.20     25.06.20      15.10.20      03.12.20 (A.G.M.)

27.10.19

Agreed to propose at AGM what, if any, excesses should apply to any future sheep insurance claims.

Agreed to purchase 50 Red and 10 Yellow sheep collars from reserves if ‘lycra’ pull over versions can be sourced.

Agreed to seek sponsorship to purchase VL perpetual trophies (2) i.e. CSJ first option

Confirmed that Gwynfor Owen and John Whiteley Trustees will be resigning at AGM

Agreed to hold an additional Nursery Heat at Newtown.

Agreed to propose at AGM that the Society adopts and adapts as necessary the ISDS disciplinary procedure.

Noted that EP, Denbigh has retired after many years timekeeping at trials. Agreed to offer him a meal at the Annual dinner.

AGM (2019) agreed motions (in brief)

• florescent dog coat / jacket – shepherd’s dogs
• no approaching judges
• nursery rule 5 remove winning class 2 
• trial entry criteria class 2 – must run in combined if won 2 or more
• new class for handlers (not dogs) that have won no more than £15
• sponsorship for mentor trials
• NWSDS class 2 trial Vice Chair organises every year
• Championships young handler competition be restricted to competitors aged 21 or under
• sheep insurance applying an excess
• Society adopts and adapts as necessary the ISDS disciplinary procedure
• 2 sessions trials booking in arrangements
• trial entry fees for non-members
• trials fund raising publicity
• National points (subject to outcome of Welsh Directors meeting)

27.06.19

Individual members: 92% have paid subscriptions.

Affiliated trials: 91% have paid subscriptions.

Balances / total assets: £28,335.65 (incl. current reserves of £20,522.30)

Accounts: Inspected by Arwel Staples (Trustee) and found to be in good order 

Membership: total 235 plus 34 life members. 28 new members 2019 plus 40 in 2018 (68).

Young handlers 50% membership discount: not supported

Trustees information pack (responsibilities etc.): circulated.

CCDGC/NWSDS Class 2 trial: Agreed to propose at 2019 AGM that Vice Chair organises standalone trial every year i.e. 2020 Anglesey.

Victor Ludorum: award to be given at annual dinner (if pilot sustainable)

National qualifying points (used again in 2019): agreed to strongly recommend inclusion of pen and shed at 2020 Open trials if practicable (Affiliated Societies Trials) & to note in Diary “qualifying points awarded”

AGM (2019) draft motions discussed

• Nursery League qualification points system: NOT SUPPORTED
• Add to NWSDS rules: Any dogs used at the letting out pen at the annual NWSDS Championships should be easily identifiable e.g. by wearing a bright / florescent dog coat / jacket. Affiliated Societies are encouraged to adopt the same rule: DEFERRED FROM 2018 AGM TO BE RE-PRESENTED?
• Nursery Rules no.5: After the 1^st April or retain August (?) a dog placed 1st to 6th in an Open trial will be allowed to continue to compete (A dog so placed before the 1^st April or retain August (?) will be unable to compete).FURTHER DISCUSSION REQUIRED
• Trial entry criteria Dosbarth 2/Class 2: Dogs who have not been placed 1st or 2nd in an Open trial, held anywhere in the world but dogs that have won two or more Class 2 trials must run in the ‘Combined’ class if one is available. SUPPORTED
• NWSDS Class 3 sponsorship 2019 to 2021 (subject to annual review):Take up by new and inexperienced handlers and dogs in 2019 was less than hoped so NWSDS sponsorship will unfortunately not be continued in 2020 and 2021. Instead Affiliated Societies trials will be encouraged to have a Class 3 for Handlers (not dogs) that have not run in any Open trial or been placed in any Class 2 trial, held anywhere in the world. Maximum individual prize money £5. SUPPORTED
• CCDGC/NWSDS Class 2 trial: That the Vice Chair organises a standalone trial every year i.e. 2020 Anglesey. SUPPORTED
• Recommendations: The entry fees for non-members of the NWSDS at all Affiliated Societies trials be more than for paid up members. SUPPORTED
• Recommendations: It is strongly recommended that a pen and shed be included at Affiliated Societies Open trials 2020 if practicable and to note in 2020 Diary “qualifying points awarded” SUPPORTED
• Recommendations: To ensure consistency and fairness when a trial has two (2) sessions, entries for both sessions should be taken at the same time on a ‘first come basis’. SUPPORTED

07.02.19

Membership: Pleasing to note that 50 new members have joined the  Society in the past year and 70% of members have paid their subscriptions due on the 1st January.

Public Liability insurance (ISDS): Requirements have been added to the 2019 diary to raise awareness (already on website).

Charity Commission reporting: Paper summarising the requirements discussed. Noted that the Commission’s templates will be used from the 2019 AGM.

Trials diary 2019: Completed ready for the printers, overall 1 less trial to date (notably Betws yn Rhos will not be held this year) but others likely to be added.

NWSDS Class 3 sponsorship: 17 trials have agreed to accept. 

Sioe Fawr / RWAS young handlers competition < 25: Shortlist of possible competitors agreed. To be confirmed as soon as possible.

 18.10.18

ISDS Welsh Directors meeting: Agreed to propose to meeting on 21.10.18 a) returning to 5 a day qualification at National AND run draw process to be reviewed b) the NWSDS Championships 2019 be used as the World Trial qualification for North Wales.

Membership fee 2019: As paid members now exceeds 200 no pressing need to consider an increase (no resolution now required at 2018 AGM).

S&T position: Agreed to recommission Martin D. for 2019 and report to 2018 AGM

Resolutions 2018 AGM:

1. New constitution
2. New Nursery Rules: entry qualifications same as South Wales
3. NWSDS sponsored Class 3 (£40) for young handlers & beginners for 3 years subject to annual review.
4. Amend Additional Rules for Trials Rule 7 to replace “after completion of run” with “at the end of the trial through the trial Secretary”

Suggestion to change Class 2 entry requirements not supported

Nursery final: Agreed venue and start time (posted on website) and that John Ellis to judge and also represent NWSDS at the All Wales Final

Venues and dates for 2019 (Championships [? incl. World trial qualification], Nursery Final, All Wales Nursery Final and Annual Dinner). Agreed that

1. John Whiteley (2019 Chair) will action
2. Venue for All Wales Nursery Final to be discussed at AGM.

Annual Dinner 24^th November 2018: Chair to confirm arrangements with S&T as soon as possible. Society trophies etc. to be presented at the evening. S&T to remind winners

 

28.06.18

AGM notice: Agreed to only post papers to those members who do not have email

Judges panel: agreed to review / update for 2019 diary

Membership fee 2019: Agreed to prepare resolution for 2018 AGM and to increase membership for non UK members by £5 to cover cost of postage and additional administration from 2019.

Sheep insurance claims 2017: noted that payments have been completed

Safeguarding: Trustees Charity responsibilities noted & policy posted on website

GDPR: Privacy notice posted on website and noted on membership forms

Nursery Rules: Agreed to try and arrange meeting at Welsh National (after AGM) to discuss way forward on agreeing all Wales rules

Viability: Noted that on latest information to break even approximately £200 is now required.

 

19.04.18

Viability: Noted that on current information to break-even approximately £500 is required to be made each year from the Society trials. This has been accomplished on average in recent years so there is no short term financial risk but aim must be to break even e.g. requires approximately another 50 members to be recruited or £4/5 increase in subscriptions.

Public Liability Insurance: Agreed to continue with ISDS due to balance of risks associated with taking out Society cover.

New (updated) Constitution:  Draft to be circulated to Trustees with email addresses and agreed to table adoption as motion at 2018 AGM.

Trustee’s responsibilities: paper shared for information to be circulated to those with email addresses.

General Data Protection Regulations (GDPR): Agreed to proceed in general on basis of ‘Legitimate Interest’ unless or until questioned by the ICO regulator (Information Commissioners Office) or further guidance is issued.

Nursery Rules:

1. NWSDS position / options to be discussed at next meeting.
2. Agreed that Chair form a subcommittee (chair and 2 others) to meet with a similar number from SWSDTA to try and agree the same Nursery rules for both Societies before the respective 2018 AGMs i.e. before November.

Website: Agreed that only additions and changes to trials to be posted on website / Facebook page.

 

08.02.18

New handlers definition: Agreed best course is to continue as present i.e. local trials determining their own definitions

Accounts: Agreed to consolidate 3 accounts into 1 a.s.a.p.

West Bromwich B.S. Agreed to close account a.s.a.p.

Insurances: Agreed to obtain quotation for NWSDS PL cover, meet sheep loss, injury and disposal (up to £150 max. each animal – veterinary fees are not included) from Society funds (current account) and not to insure trophies.

Underpayments: Agreed that those members that have underpaid be reminded.

 

🚩 Training clinics recommence (Coleg Glynllifon)

Pleased to share that the free weekly training clinics on Monday evening (5pm to 8pm) at Coleg Glynllifon, Caernarfon have recommenced from the 4th November

Young Handlers in particular are invited to take part.

Please contact Cai Pritchard if you are interested: PM on Facebook or 07876 552285

📌 Victor Ludorum 2019 final positions

Congratulations go to Hefin Jones and Spotan (Open) and Dylan Edwards and Jet (Class 2) on their very successful seasons. 👏 🍾

https://www.northwalessheepdogsociety.org.uk/victor-ludorum-2019-new/

🚦EOD Awareness Group on Facebook

We have been asked to raise awareness of this group on Facebook. As many of you will know, Early Onset Deafness (also referred to as EAOD or Early Adult Onset Deafness) is an issue in Border Collies