Council Meeting Synopses

The April 2026 Council meeting of the Shetland Pony Stud Book Society covered staff management, a change in payroll services and the installation of Zoom facilities in the boardroom.

A concern was raised that members are not observing the Society’s rules on clipping ponies. Reminders to be sent to groups before the winter, and an article to be included in the Autumn Magazine.

Council discussed future pony sales, focused on judging protocols and revised the trainee judges’ assessments; changes to be implemented from 2026.

Funding options for the renovation of Shetland House were considered, including Heritage Grants and National Lottery funding.

Miss Emily Mayfield, who joined the meeting via Zoom, reported on her role as Shetland Pony Stud Book NPS Young Persons Representative.

Future judges seminars will operate on a 3-year cycle. 2026 Scotland, 2027 Bristol area, 2028 Cumbria.

Council received correspondence regarding concerns over breed type and movement. It was felt that these concerns might be best addressed through education, i.e., future webinars on the subjects.

Council welcomed and introduced new board members.

Attendance: council members present, apologies noted.

Confidentiality and conduct reminders.

October and Zoom meetings minutes approved and follow up actions implemented.

New members applications approved.

Costings for a fire alarm system to be obtained, an electrical survey is due together with a building survey.

Groups to be reminded that membership cards need to be shown in order to receive Bronze Medals.

The Council is in continuous contact with the Scottish Government about the issue of Silver Dapple Ponies. Updates to be posted in due course.

Breeder contacts have been requested from Azerbaijan, the office to send a stud book.

Members to be encouraged to fill in gift aid form, forms to be emailed to all.

Council is exploring various grant options including lottery funding and Perth and Kinross Heritage Trust grants as the building is in need of repairs.  The office building is situated in a conservation area of Perth and might have historical value.

The Society covers the cost of an evening meal and lunchtime sandwiches for council members at meetings four times a year. This was discussed and found to be a reasonable practice.

Staff salaries and hourly rates discussed. Minimum wage increase from 1^st April 2026

HR companies approached for costings to update staff contracts. Feedback to be discussed at next meeting.

Council discussed how to better utilise the Grassroots system.

Judges Seminar in March to be open to all, speakers confirmed.

Starting from 2027, one seminar to be held a year, moving strategically around the country.

NPS/Hoys: Miss Emily Mayfield was agreed to be the societies NPS Young Person representative.

The Royal Agricultural Society was approached to act as future scrutineers for the society.

2027 Breed Show to be held at Lincoln Showground on the 8th August.

Council reviewed terms and conditions for society sales concerning welfare issues raised at past sales. Improvements to be implemented across the board.

The biannual magazine was discussed, members to be encouraged to provide articles, new print options for the studbooks are being looked into.

Improvements to downloadable forms from the society’s website. From 2027 all forms will be available to download to save postage. If requested by post, a fee will be applicable. Further details in due course.

Silver Medals to be discussed at next meeting. 

Council meeting dates:

Thursday 16th & Friday 17th April,
Thursday 25th & Friday 26th June,
Thursday 29th & Friday 30th October.

Council met on 30th-31st October 2025 with Corinna Seipp presiding.

Topics included membership, event feedback, member complaints, rulebook review and finance.

Attendance: council members present; apologies noted.

Confidentiality and conduct reminders.

Previous meeting minutes approved, follow-up actions implemented.

New member applications approved.

Council receives a request from the Royal Highland Show to provide a short list of judges for their 2026 show. A list of all current judges is to be sent to the Secretary of the 2026 Royal Highland Show, minus the Intermediate Judges and those who will be judging the 2026 Breed Show.

Discussed welfare breaches and complaints, including a welfare issue concerning a pony at the Aberdeen Sale. Council will investigate and decide on actions.   It was also noted that some vendors left ponies without hay or water, a reminder of the welfare requirements to be included in the sale entry form.

Lerwick Sale had good feedback.

Issues regarding parking problems at the Worcester sale were brought to Council’s attention; this will be addressed with the auctioneers to achieve a satisfactory solution.

Positive correspondence discussed and appropriate replies drafted.

Building maintenance and possible grants were discussed, and a new fire door is to be installed.

Positive feedback received from the last Judges seminar; Council is looking to put in place a 3-year seminar schedule, which should make it easier for judges to plan their attendance.

Council reviewed the Rulebook, and minor adjustments are to be implemented for 2026.

Retiring Council members, including the Past President, were thanked for their support and contribution to the Society during their terms.

Council Meeting dates for 2026:
Thursday 19th & Friday 20th February
Thursday 16th & Friday 17th April