Training Day January 9th 2020
Welcome and Happy New Year.
Thank you to Gilly and all volunteers for fantastic sale of Christmas raffle tickets. Raising an excellent £2,108. Special thanks to De Beers for inviting WFR to attend the Christmas Craft Fair and to the volunteers who helped to deliver the hampers.
De Beers have also invited WFR to attend the 2020 craft fairs, in order to highlight the volunteering opportunities in RDA and to raise funds by running raffles.
At todays training session volunteers kindly donated items to be used in the raffles. There will be a collection box at sessions for any other kind donations.
We require 24 volunteers each week Plus coaches for each session to run safely. WFR have been invited to host a table on 3 February at Kidderminster Library 10am till 1pm. The Chairperson asked if any volunteers would be able to help on day.
We are still encouraging new volunteers so bring a friend, neighbour or any ideas where WFR could put newly updated flyers to advertise the group.
RDA training online is open to all volunteers. Of particular interest is safeguarding training. Any volunteer can go online and complete this free of charge. Please print a copy of your certificate and give this to Nikki our volunteer coordinator.
If any volunteer is interested in becoming a coach please speak to Helen head coach.
Data protection, Eric explained the distribution and return process plus Data protection policy. Volunteers were asked to update/edit their forms and return ASAP.
Thank you to Lynn for organising riders Christmas presents and volunteers Christmas meal. Nikki for making volunteers Christmas gifts and cards.
Thank you to coaches, volunteers coordinator and session planner for today's training session.
Welcome and Happy New Year.
Thank you to Gilly and all volunteers for fantastic sale of Christmas raffle tickets. Raising an excellent £2,108. Special thanks to De Beers for inviting WFR to attend the Christmas Craft Fair and to the volunteers who helped to deliver the hampers.
De Beers have also invited WFR to attend the 2020 craft fairs, in order to highlight the volunteering opportunities in RDA and to raise funds by running raffles.
At todays training session volunteers kindly donated items to be used in the raffles. There will be a collection box at sessions for any other kind donations.
We require 24 volunteers each week Plus coaches for each session to run safely. WFR have been invited to host a table on 3 February at Kidderminster Library 10am till 1pm. The Chairperson asked if any volunteers would be able to help on day.
We are still encouraging new volunteers so bring a friend, neighbour or any ideas where WFR could put newly updated flyers to advertise the group.
RDA training online is open to all volunteers. Of particular interest is safeguarding training. Any volunteer can go online and complete this free of charge. Please print a copy of your certificate and give this to Nikki our volunteer coordinator.
If any volunteer is interested in becoming a coach please speak to Helen head coach.
Data protection, Eric explained the distribution and return process plus Data protection policy. Volunteers were asked to update/edit their forms and return ASAP.
Thank you to Lynn for organising riders Christmas presents and volunteers Christmas meal. Nikki for making volunteers Christmas gifts and cards.
Thank you to coaches, volunteers coordinator and session planner for today's training session.
Summary Wyre Forest Riders RDA Chairperson's report to the AGM 18th July 2019.
TRUSTEES
Many thanks go to the board of trustees who have supported me over the past year and those who have submitted reports to be included in end of year round up of our activities. Everyone has carried out their role efficiently and made sure that the necessary paperwork has been dealt with to keep us compliant and up-to-date. Your support for Wyre Forest Riders make it the vibrant and effective group, which is well, respected within the wider RDA network. One very important and pivotal member of the trustees is standing down this year, Sue B. All of us would not be here today without you driving force. But Sue has promised to still be around to support and advise when needed. I am delighted to say we will be welcoming Guy back to the board today.
COMPLIANCE
All Annual Returns for Companies House, Charities Commission and RDA national have been filed within the deadlines and we are up to date. Our financial affairs are in good order. All coaches have been reviewed and have their Safeguarding up to date. Hazard assessments are carried out weekly and an annual risk assessment has been completed. The Trustees have reviewed all essential policies from the RDA throughout the year.
COACHING and TRAINING
Members of the coaching team have taken every opportunity to attend relevant, RDA training including, pony welfare, hat fitting, teaching, problem solving. As well as new procedures for coach training and physiotherapy.
We much appreciate Helen's continued commitment to our coaching team. Especially after she has been recruited/ poached by Regional RDA. Congratulations Helen.
DATA PROTECTION
In spite of the challenges of moving and renovating a new house. Eric has managed the new data protection regulations, GDRP. The requirement is that each volunteer has to agree in writing that we can use their data for specific purposes. Eric has made sure that we are compliant with all regulations in full. Thank you Eric.
SAFEGUARDING
Louise E is our safeguarding officer. We have a rolling programme of renewing DBS checks every three years and these can either be done on-line or on paper. We have had no safeguarding issues this year. Thanks to Louise for ensuring that we are up-to-date and compliant.
HANDBOOK
Eric R has updated and produced our very valuable resource, ' WFR volunteers Handbook', with everything you need to know about participation in the sessions. It even has where to get the water from for the important tea and coffee. Something that was invaluable to me. Thank you Eric for your eye to detail. The use of the handbook is under review. Because of the complexity of updating the handbook only a small number will be produced. To be issued to new volunteers only, so this will keep it cost effective.
TACK CARE
Jenni and Jacqui a big thank you for managing the tack of each pony and rider through the year. If anyone is interested in helping them with this please see Guy.
TRACKER
Is managed by the coaches who've tailor made a system for our riders. They now assess and apply the RDA headings setting personal goals and longer-term targets for each rider. Feedback from volunteers is always valued.
VOLUNTEERS
We have 42 permanent volunteers 3 that are students who come when they can.
This past year we've seen 12 new volunteers start with 9 who remain now as permanent new volunteers. An amazing 75% success rate.
The new system of training has worked very well with the new volunteers. With an informal follow up for all new volunteers a few weeks after joining the riding sessions, working inside the school with the children and pony's.
All the training sessions have now been logged onto sheets to keep a track of who has completed the training and who needs the top up.
Many thanks to Nikki, her smiling face, regular informative emails and support for us all is much appreciated. Thanks also go to Lynn F for organising social events.
SESSION PLANNING - 2018 - 2019
Sept - Dec 11 sessions including Santa ride,
11 children rode, although 1 child only attended 2 sessions,
1 training session,
35 volunteers, 6 new volunteers joined us.
Jan - Apr. 10 sessions, 1 session cancelled due to weather
12 children rode,
2 training sessions,
33 volunteers,2 new volunteers joined us,
May - Jul. 11 sessions, including the summer show and the AGM,
12 children rode
1 outdoor session,
37 volunteers, 2 new volunteers joined us.
All sessions from 1pm to 2.30pm, with most volunteers arriving by 12.45, some arrive by 12.15, to help put out hats, tack, other boxes, then collecting ponies etc.
Thanks go to Guy T who has planned our sessions and our end of term shows. Especially for his role as a Fabulous Farther Christmas at the Christmas show. Plus the amazing planning of the summer show with water, sweets for the volunteers and carrots for the ponies. He has coped extremely well with the last minute changes, shortage of volunteers and cancellations. It is a very demanding role especially as it all happens on a Thursday morning. As always the stable staff have been extremely helpful and knowledgeable in advising us on suitable ponies and substitutes when necessary. Guy and the coaches have an excellent relationship with the stables and know that we are lucky to have such good facilities.
FUNDRAISING
Grants have been applied for and given by our regular donors but new funders have not been sought this year. A big thank you to Sue B for her continued hard work in contacting our very supportive long term sponsors, meaning that our target for reserves to ensure riding for 2 years has been reached.
Sponsorship of a Rider Kidderminster & District Lions sponsor 2 Riders
Graham Foxall sponsored 2 Riders.
Donations were received from
Friends Areley Village Hall
De Beer's Fashion Show,
Sale of RDA Christmas cards,
The Monday Night Group Pantomime,
Waitrose Droitwich Community Matters
Enville Summer Show
Sale of Calendars
Collection Boxes
Parents
Individuals
We also received two donations from Cath Holden, Hartlebury Community cafe. Thank you Sally F for suggesting our group and Sue B for running an information stand at the cafe.
At the end of year show Sarah Flory accompanied by 5 family members presented a cheque in memory of her disabled sister Clare who sadly passed earlier this year.
In addition to theses donations. Gilly W held another very successful Christmas Hamper raffle.
Thank you to everyone who has supported the group by buying and selling raffle tickets, distributing and collecting donation boxes, selling Christmas cards. All this highlights that our valuable contribution to our young riders lives would not happen without your generous support.
Our focus is now turning to a major long term fund raising project. The purchase of a mechanical horse to be situated in Wyre Forrest School. Initial project planning has just begun - at the moment Sue B has had initial conversations with the Head of Wyre Forrest School, school staff who attend our sessions, and Lynne (County Physiotherapist).
Thanks to Rachael for fund management, annual report, gift aid and account filing and Lynn F who assists with banking.
WEBSITE
The website is regularly updated by Gilly W. It is very informative and the wonderful photographs that Gilly and her daughter Tash take of our volunteers and riders, give a flavour of the joy and enjoyment that horse riding can bring.
As it is often the first point of contact for potential volunteers or sponsors, it is an important asset. Thank you Gilly.
I hope this reflects fully what an amazing group of people you all are, collectively we achieve so much.
IT'S WHAT YOU DO THAT COUNTS.
Wyre Forest Riders RDA – Chairman’s Report to the AGM 19th July 2018
Trustees Huge thanks go to the board of trustees who have supported me over the past year. Everyone has carried out their role efficiently and made sure that the necessary paperwork has been dealt with to keep us compliant and up-to-date. Thank you for everything which you have done to support Wyre Forest Riders and make it the vibrant and effective group which is well respected within the wider RDA network. Six trustees are standing down this year. Sally has been on the board for 5 years, the rest for three years each. (20 years service) This gives the opportunity for other volunteers to take on the roles and bring new energy and ideas to the board. Jan H joins us as chairman this year with Louise Ensor and Sue Blake becoming Trustees. Retiring Trustees will still be around to offer help and support.
Compliance All Annual Returns for Companies House, Charities Commission and RDA national have been filed within the deadlines and we are up to date. Our financial affairs are in good order. All coaches have been reviewed and have their Safeguarding and First Aid certificates up to date. Risk assessments are carried out weekly and an annual risk assessment has been completed. The Trustees have reviewed policies from the RDA throughout the year.
Session planning The aim was to provide 11 sessions each term with 7 children in the first group and 6 children riding for the entire year in the second group. Anona White (Regional chairman) recommended that the arena was only safe for 6 riders so we reduced the number of children riding. Over the year we have held 31 sessions with two sessions being cancelled once due to extremely cold weather and once due to shortage of volunteers. In all 24 different children rode with a total of 309 rides across the year. Attendance was very high during the first term but the numbers of children has fluctuated due to illness, medical appointments or treatment. Thanks go to Guy T who has taken over planning the sessions and has coped extremely well with the last minute changes, shortage of volunteers and cancellations. It is a very demanding role especially as it all happens on a Thursday morning. As always the stable staff have been extremely helpful and knowledgeable in advising us on suitable ponies and substitutes when necessary. We have an excellent relationship with the stables and know that we are lucky to have such good facilities. An extra gate was fitted recently to make access to the ramp easier and this makes mounting the children quicker and safer.
Tracker Tracker is now well established as a way of monitoring the progress made by riders. Each child receives a certificate at the end of each term or year and their improvements are very apparent. Wyre Forest School can use this information to show the educational benefits of horse riding within the school curriculum. Debbie S has had health issues this year and Glyn R has done an excellent job in taking over the recording process. She is now joined by Jill H. Thank you to them all for taking on this role. Feedback from volunteers is vital to record improvements made with communication and relationships.
Coaching and Training We began the year with 5 coaches (Helen S, Sue B, Janet D, Emma S and Fran F) and during the year Anona White Regional Chairman has carried out successful reviews which are valid for two years. Sadly Fran F has now left the group as her work commitments have changed. We are very sorry to see her go as she had such a wonderful way of relating to the children and provided fun activities for them each week. We wish her every success in her career. Sue B has joined us as an established coach and is a welcome addition to the team. Training sessions have taken place through the year with hat fitting being revisited in September as well as an opportunity to comment on good practice as shown by the photographs taken at the Presentation ride. There was an active riding session in January which was attended by the majority of volunteers. The focus was on correct leading techniques and side walker’s role in reinforcing instructions to the child. A Fire Safety Drill was carried out in April led by stable staff. This is a requirement of the RDA to be done every six months. Thanks go to the coaching team for organising the activities at the Summer Show. They really showcased the skills of our young riders whilst giving them a challenging course. It was a very enjoyable day for everyone and greatly appreciated by parents and sponsors. Thanks also go to Guy for organising a flawless plan.
Website As this is often the first point of contact for possible volunteers it is important to keep it current and relevant to the group. Gilly W has done an excellent job of updating it regularly and using photographs of our riders and volunteers to show them enjoying the riding experience. We have purchased the domain rights for the next 2 years.
Fundraising Sue B has continued to do a sterling job in raising funds through grant bids. She attended a course in November to help her fine tune her skills and give us more potential sponsors. Writing Grant bids is an exacting task and does not always result in extra funding as we are in competition with other groups and charities. Most funders prefer capital funding (buying items) not revenue funding which is what we need as our largest expense is hiring the ponies. RDA will only support growth (more riders) which we are unable to do due to the size of the arena and number of volunteers available. We therefore need to explore other income streams. We obtained a Gambling Licence so that we can hold raffles. The two held so far have raised over £1500. However we have to be aware that these rely on the goodwill of our volunteers. Other funds have come from:-
Handbook Eric R has compiled the Handbook and all volunteers were involved in reviewing it in September. It will always be a work in progress as some pages need regular updating eg. telephone tree. Volunteers should get in the habit of referring to it regularly as it forms a useful guide to our policies and processes.
Data protection A Data set is now in operation which holds contact information, status of documents eg DBS checks and review dates, qualifications, training received. It is starting to be used by several Trustees who have access to parts of the system on a ‘need to know’ basis. It makes it very easy to send emails to all volunteers quickly and to record details of new volunteers and archive lapsed members. As there have been changes to the Data Protection Act this year Eric ensures that all volunteers are aware of the information held on them and the reason for doing so. Everyone receives an annual copy of the information held and an assurance that it is never shared without permission. All paper data is stored in locked boxes kept by the appropriate Trustee.
School liaison/signing Sandra M met with Beverley T to discuss how we can improve methods of communication with the children. Although we started to have ‘Sign of the week’ the pressure of time has made it difficult to do this regularly. Sandra produced some visual aids of the most useful signs and also pictures of the ponies to make recognition easier. Nikki B attended a Sense Training Day aimed at understanding deaf blindness and ways of supporting children with this condition. Emma S continues to be our primary contact with the school and gives us advice on the children riding each term. Nikki H attends each week and her knowledge of the children is invaluable. Many of the support assistants and bus staff have been Green Carded and their support has enabled us to continue with sessions when volunteer numbers have been low. We thank them all for their support.
Tack care Sandra M and Jenni S have continued to ensure that special tack is correctly fitted to ponies before each session and it is checked regularly. Storage in the black boxes ensures that it does not go missing. Hats for the children are to an approved standard to comply with current regulations. They are stored in the locked black boxes, checked for damage on a regular basis and cleaned every term before being re-allocated.
Safeguarding Nikki B is our safe guarding officer and several volunteers have also attended the safeguarding course. There have been no safeguarding issues this year. We have a rolling programme of renewing DBS checks every three years and these can either be done on-line or on paper. Thanks to Nikki for coping with the changes and ensuring that we are up-to-date and compliant.
RDA national, regional and county The RDA National website is constantly being updated and provides a wealth of information, policies and downloadable pro forma which have been invaluable to me this year. Staff have also been extremely supportive in answering my questions and providing assistance. Eric R, Nikki B, Rachel D, Louise E, Catalina N and I attended a Governance training meeting in March which was informative and helpful. Anona White, Regional Chairperson has carried out the Coaching reviews and awarded the prizes at our Summer show. Jeannie Bird, County chairperson, often visits our sessions and supports us in the arena when necessary.
Summer Show Instead of entering the Regional Countryside Challenge we held a competitive summer show in the large arena. Parents, school staff and sponsors were invited to watch the children demonstrate their skills. A jumping competition and a handy pony course were ridden by the second group to a very high standard. The younger group completed the handy pony course and demonstrated pony knowledge and physical balance and stretching. All children received T shirts, a medal, and there were rosettes and trophies for first, second and third place. Thanks go to Lynn F and Gilly for purchasing these. Also thanks to Gilly and her daughter, Tash, for taking photographs free of charge. We are very fortunate to have this professional service and support. This event really shows our group at its best and leads me to our most important asset.
Volunteers Sally F has dealt with the application forms, references and induction of new volunteers, assisted by Nikki B when she was abroad. Volunteers are the cornerstone of Wyre Forest Riders and without their goodwill and enthusiasm we could not run the sessions. Words are inadequate to express the thanks and gratitude to each of you. Attending regularly makes the sessions run smoothly but the efficiency in which the arena is prepared, tack is fitted, ponies attended to and the area is cleaned and tidied at the end of sessions shares the burden and does not leave the jobs to a willing few. Thanks you for all the unseen extras which you do. We started the year with 26 volunteers. Five volunteers were unable to continue for various reasons and although we did have a few enquiries and initial visits during the first term Pippa R was the only one who continued as a volunteer. Overall we have had 44 volunteers (some only came for a couple of introductory sessions). The ‘regulars’ have attended 730 sessions (That is around 1100 hours of volunteering. Put in perspective, at minimum wage that would cost £8800. More money we would have to raise to run the group. ) At Christmas we welcomed Vicky C and Louise E, followed by Harriet H, Jill H, Sophie C, Marcus K, Sue B and Wilf F who became regular volunteers. Sadly Jess B, Sophie C, Lucy H, Kat H, Ann R, Debra S and Catalina N are no longer able to join us on Thursday sessions. The demographic of our group is such that young members move on because of education, job opportunities or relocation, older members may be less active either through injury or health issues. All volunteers have responsibilities to their families whether that is children, grandchildren or ageing parents.
Change is inevitable and no matter how secure we may feel situations alter. Money is harder to find, there are changes in the law, coaches and volunteers move on. We cannot afford to be complacent in thinking that things will remain constant. A robust programme of recruitment and fund raising is necessary to secure the future. Recognising the wealth of skills and knowledge that volunteers bring to the group as well as their enthusiasm for working with very special children will ensure the continuance of the group. Accepting all volunteers in a non-judgemental way and supporting the individual promotes the essence of RDA.
It’s what you can do that counts.
TRUSTEES
Many thanks go to the board of trustees who have supported me over the past year and those who have submitted reports to be included in end of year round up of our activities. Everyone has carried out their role efficiently and made sure that the necessary paperwork has been dealt with to keep us compliant and up-to-date. Your support for Wyre Forest Riders make it the vibrant and effective group, which is well, respected within the wider RDA network. One very important and pivotal member of the trustees is standing down this year, Sue B. All of us would not be here today without you driving force. But Sue has promised to still be around to support and advise when needed. I am delighted to say we will be welcoming Guy back to the board today.
COMPLIANCE
All Annual Returns for Companies House, Charities Commission and RDA national have been filed within the deadlines and we are up to date. Our financial affairs are in good order. All coaches have been reviewed and have their Safeguarding up to date. Hazard assessments are carried out weekly and an annual risk assessment has been completed. The Trustees have reviewed all essential policies from the RDA throughout the year.
COACHING and TRAINING
Members of the coaching team have taken every opportunity to attend relevant, RDA training including, pony welfare, hat fitting, teaching, problem solving. As well as new procedures for coach training and physiotherapy.
We much appreciate Helen's continued commitment to our coaching team. Especially after she has been recruited/ poached by Regional RDA. Congratulations Helen.
DATA PROTECTION
In spite of the challenges of moving and renovating a new house. Eric has managed the new data protection regulations, GDRP. The requirement is that each volunteer has to agree in writing that we can use their data for specific purposes. Eric has made sure that we are compliant with all regulations in full. Thank you Eric.
SAFEGUARDING
Louise E is our safeguarding officer. We have a rolling programme of renewing DBS checks every three years and these can either be done on-line or on paper. We have had no safeguarding issues this year. Thanks to Louise for ensuring that we are up-to-date and compliant.
HANDBOOK
Eric R has updated and produced our very valuable resource, ' WFR volunteers Handbook', with everything you need to know about participation in the sessions. It even has where to get the water from for the important tea and coffee. Something that was invaluable to me. Thank you Eric for your eye to detail. The use of the handbook is under review. Because of the complexity of updating the handbook only a small number will be produced. To be issued to new volunteers only, so this will keep it cost effective.
TACK CARE
Jenni and Jacqui a big thank you for managing the tack of each pony and rider through the year. If anyone is interested in helping them with this please see Guy.
TRACKER
Is managed by the coaches who've tailor made a system for our riders. They now assess and apply the RDA headings setting personal goals and longer-term targets for each rider. Feedback from volunteers is always valued.
VOLUNTEERS
We have 42 permanent volunteers 3 that are students who come when they can.
This past year we've seen 12 new volunteers start with 9 who remain now as permanent new volunteers. An amazing 75% success rate.
The new system of training has worked very well with the new volunteers. With an informal follow up for all new volunteers a few weeks after joining the riding sessions, working inside the school with the children and pony's.
All the training sessions have now been logged onto sheets to keep a track of who has completed the training and who needs the top up.
Many thanks to Nikki, her smiling face, regular informative emails and support for us all is much appreciated. Thanks also go to Lynn F for organising social events.
SESSION PLANNING - 2018 - 2019
Sept - Dec 11 sessions including Santa ride,
11 children rode, although 1 child only attended 2 sessions,
1 training session,
35 volunteers, 6 new volunteers joined us.
Jan - Apr. 10 sessions, 1 session cancelled due to weather
12 children rode,
2 training sessions,
33 volunteers,2 new volunteers joined us,
May - Jul. 11 sessions, including the summer show and the AGM,
12 children rode
1 outdoor session,
37 volunteers, 2 new volunteers joined us.
All sessions from 1pm to 2.30pm, with most volunteers arriving by 12.45, some arrive by 12.15, to help put out hats, tack, other boxes, then collecting ponies etc.
Thanks go to Guy T who has planned our sessions and our end of term shows. Especially for his role as a Fabulous Farther Christmas at the Christmas show. Plus the amazing planning of the summer show with water, sweets for the volunteers and carrots for the ponies. He has coped extremely well with the last minute changes, shortage of volunteers and cancellations. It is a very demanding role especially as it all happens on a Thursday morning. As always the stable staff have been extremely helpful and knowledgeable in advising us on suitable ponies and substitutes when necessary. Guy and the coaches have an excellent relationship with the stables and know that we are lucky to have such good facilities.
FUNDRAISING
Grants have been applied for and given by our regular donors but new funders have not been sought this year. A big thank you to Sue B for her continued hard work in contacting our very supportive long term sponsors, meaning that our target for reserves to ensure riding for 2 years has been reached.
Sponsorship of a Rider Kidderminster & District Lions sponsor 2 Riders
Graham Foxall sponsored 2 Riders.
Donations were received from
Friends Areley Village Hall
De Beer's Fashion Show,
Sale of RDA Christmas cards,
The Monday Night Group Pantomime,
Waitrose Droitwich Community Matters
Enville Summer Show
Sale of Calendars
Collection Boxes
Parents
Individuals
We also received two donations from Cath Holden, Hartlebury Community cafe. Thank you Sally F for suggesting our group and Sue B for running an information stand at the cafe.
At the end of year show Sarah Flory accompanied by 5 family members presented a cheque in memory of her disabled sister Clare who sadly passed earlier this year.
In addition to theses donations. Gilly W held another very successful Christmas Hamper raffle.
Thank you to everyone who has supported the group by buying and selling raffle tickets, distributing and collecting donation boxes, selling Christmas cards. All this highlights that our valuable contribution to our young riders lives would not happen without your generous support.
Our focus is now turning to a major long term fund raising project. The purchase of a mechanical horse to be situated in Wyre Forrest School. Initial project planning has just begun - at the moment Sue B has had initial conversations with the Head of Wyre Forrest School, school staff who attend our sessions, and Lynne (County Physiotherapist).
Thanks to Rachael for fund management, annual report, gift aid and account filing and Lynn F who assists with banking.
WEBSITE
The website is regularly updated by Gilly W. It is very informative and the wonderful photographs that Gilly and her daughter Tash take of our volunteers and riders, give a flavour of the joy and enjoyment that horse riding can bring.
As it is often the first point of contact for potential volunteers or sponsors, it is an important asset. Thank you Gilly.
I hope this reflects fully what an amazing group of people you all are, collectively we achieve so much.
IT'S WHAT YOU DO THAT COUNTS.
Wyre Forest Riders RDA – Chairman’s Report to the AGM 19th July 2018
Trustees Huge thanks go to the board of trustees who have supported me over the past year. Everyone has carried out their role efficiently and made sure that the necessary paperwork has been dealt with to keep us compliant and up-to-date. Thank you for everything which you have done to support Wyre Forest Riders and make it the vibrant and effective group which is well respected within the wider RDA network. Six trustees are standing down this year. Sally has been on the board for 5 years, the rest for three years each. (20 years service) This gives the opportunity for other volunteers to take on the roles and bring new energy and ideas to the board. Jan H joins us as chairman this year with Louise Ensor and Sue Blake becoming Trustees. Retiring Trustees will still be around to offer help and support.
Compliance All Annual Returns for Companies House, Charities Commission and RDA national have been filed within the deadlines and we are up to date. Our financial affairs are in good order. All coaches have been reviewed and have their Safeguarding and First Aid certificates up to date. Risk assessments are carried out weekly and an annual risk assessment has been completed. The Trustees have reviewed policies from the RDA throughout the year.
Session planning The aim was to provide 11 sessions each term with 7 children in the first group and 6 children riding for the entire year in the second group. Anona White (Regional chairman) recommended that the arena was only safe for 6 riders so we reduced the number of children riding. Over the year we have held 31 sessions with two sessions being cancelled once due to extremely cold weather and once due to shortage of volunteers. In all 24 different children rode with a total of 309 rides across the year. Attendance was very high during the first term but the numbers of children has fluctuated due to illness, medical appointments or treatment. Thanks go to Guy T who has taken over planning the sessions and has coped extremely well with the last minute changes, shortage of volunteers and cancellations. It is a very demanding role especially as it all happens on a Thursday morning. As always the stable staff have been extremely helpful and knowledgeable in advising us on suitable ponies and substitutes when necessary. We have an excellent relationship with the stables and know that we are lucky to have such good facilities. An extra gate was fitted recently to make access to the ramp easier and this makes mounting the children quicker and safer.
Tracker Tracker is now well established as a way of monitoring the progress made by riders. Each child receives a certificate at the end of each term or year and their improvements are very apparent. Wyre Forest School can use this information to show the educational benefits of horse riding within the school curriculum. Debbie S has had health issues this year and Glyn R has done an excellent job in taking over the recording process. She is now joined by Jill H. Thank you to them all for taking on this role. Feedback from volunteers is vital to record improvements made with communication and relationships.
Coaching and Training We began the year with 5 coaches (Helen S, Sue B, Janet D, Emma S and Fran F) and during the year Anona White Regional Chairman has carried out successful reviews which are valid for two years. Sadly Fran F has now left the group as her work commitments have changed. We are very sorry to see her go as she had such a wonderful way of relating to the children and provided fun activities for them each week. We wish her every success in her career. Sue B has joined us as an established coach and is a welcome addition to the team. Training sessions have taken place through the year with hat fitting being revisited in September as well as an opportunity to comment on good practice as shown by the photographs taken at the Presentation ride. There was an active riding session in January which was attended by the majority of volunteers. The focus was on correct leading techniques and side walker’s role in reinforcing instructions to the child. A Fire Safety Drill was carried out in April led by stable staff. This is a requirement of the RDA to be done every six months. Thanks go to the coaching team for organising the activities at the Summer Show. They really showcased the skills of our young riders whilst giving them a challenging course. It was a very enjoyable day for everyone and greatly appreciated by parents and sponsors. Thanks also go to Guy for organising a flawless plan.
Website As this is often the first point of contact for possible volunteers it is important to keep it current and relevant to the group. Gilly W has done an excellent job of updating it regularly and using photographs of our riders and volunteers to show them enjoying the riding experience. We have purchased the domain rights for the next 2 years.
Fundraising Sue B has continued to do a sterling job in raising funds through grant bids. She attended a course in November to help her fine tune her skills and give us more potential sponsors. Writing Grant bids is an exacting task and does not always result in extra funding as we are in competition with other groups and charities. Most funders prefer capital funding (buying items) not revenue funding which is what we need as our largest expense is hiring the ponies. RDA will only support growth (more riders) which we are unable to do due to the size of the arena and number of volunteers available. We therefore need to explore other income streams. We obtained a Gambling Licence so that we can hold raffles. The two held so far have raised over £1500. However we have to be aware that these rely on the goodwill of our volunteers. Other funds have come from:-
- Wyre Forest Quilters
- Hagley Youth Theatre
- De Beer’s fashion show,
- Sale of RDA Christmas cards
- The Monday Night Group pantomime,
- Donations from Waitrose (who provided the contents of the two hampers as raffle prizes) and gave us the proceeds from a Token donation scheme.
- Donations from parents with Harley’s family raising £200,
- Collection boxes
- Sponsorship of a child (the Lions sponsor two children for a year and Graham Foxall has just donated £900 to sponsor two more)
- Donations from individuals or organisations
Handbook Eric R has compiled the Handbook and all volunteers were involved in reviewing it in September. It will always be a work in progress as some pages need regular updating eg. telephone tree. Volunteers should get in the habit of referring to it regularly as it forms a useful guide to our policies and processes.
Data protection A Data set is now in operation which holds contact information, status of documents eg DBS checks and review dates, qualifications, training received. It is starting to be used by several Trustees who have access to parts of the system on a ‘need to know’ basis. It makes it very easy to send emails to all volunteers quickly and to record details of new volunteers and archive lapsed members. As there have been changes to the Data Protection Act this year Eric ensures that all volunteers are aware of the information held on them and the reason for doing so. Everyone receives an annual copy of the information held and an assurance that it is never shared without permission. All paper data is stored in locked boxes kept by the appropriate Trustee.
School liaison/signing Sandra M met with Beverley T to discuss how we can improve methods of communication with the children. Although we started to have ‘Sign of the week’ the pressure of time has made it difficult to do this regularly. Sandra produced some visual aids of the most useful signs and also pictures of the ponies to make recognition easier. Nikki B attended a Sense Training Day aimed at understanding deaf blindness and ways of supporting children with this condition. Emma S continues to be our primary contact with the school and gives us advice on the children riding each term. Nikki H attends each week and her knowledge of the children is invaluable. Many of the support assistants and bus staff have been Green Carded and their support has enabled us to continue with sessions when volunteer numbers have been low. We thank them all for their support.
Tack care Sandra M and Jenni S have continued to ensure that special tack is correctly fitted to ponies before each session and it is checked regularly. Storage in the black boxes ensures that it does not go missing. Hats for the children are to an approved standard to comply with current regulations. They are stored in the locked black boxes, checked for damage on a regular basis and cleaned every term before being re-allocated.
Safeguarding Nikki B is our safe guarding officer and several volunteers have also attended the safeguarding course. There have been no safeguarding issues this year. We have a rolling programme of renewing DBS checks every three years and these can either be done on-line or on paper. Thanks to Nikki for coping with the changes and ensuring that we are up-to-date and compliant.
RDA national, regional and county The RDA National website is constantly being updated and provides a wealth of information, policies and downloadable pro forma which have been invaluable to me this year. Staff have also been extremely supportive in answering my questions and providing assistance. Eric R, Nikki B, Rachel D, Louise E, Catalina N and I attended a Governance training meeting in March which was informative and helpful. Anona White, Regional Chairperson has carried out the Coaching reviews and awarded the prizes at our Summer show. Jeannie Bird, County chairperson, often visits our sessions and supports us in the arena when necessary.
Summer Show Instead of entering the Regional Countryside Challenge we held a competitive summer show in the large arena. Parents, school staff and sponsors were invited to watch the children demonstrate their skills. A jumping competition and a handy pony course were ridden by the second group to a very high standard. The younger group completed the handy pony course and demonstrated pony knowledge and physical balance and stretching. All children received T shirts, a medal, and there were rosettes and trophies for first, second and third place. Thanks go to Lynn F and Gilly for purchasing these. Also thanks to Gilly and her daughter, Tash, for taking photographs free of charge. We are very fortunate to have this professional service and support. This event really shows our group at its best and leads me to our most important asset.
Volunteers Sally F has dealt with the application forms, references and induction of new volunteers, assisted by Nikki B when she was abroad. Volunteers are the cornerstone of Wyre Forest Riders and without their goodwill and enthusiasm we could not run the sessions. Words are inadequate to express the thanks and gratitude to each of you. Attending regularly makes the sessions run smoothly but the efficiency in which the arena is prepared, tack is fitted, ponies attended to and the area is cleaned and tidied at the end of sessions shares the burden and does not leave the jobs to a willing few. Thanks you for all the unseen extras which you do. We started the year with 26 volunteers. Five volunteers were unable to continue for various reasons and although we did have a few enquiries and initial visits during the first term Pippa R was the only one who continued as a volunteer. Overall we have had 44 volunteers (some only came for a couple of introductory sessions). The ‘regulars’ have attended 730 sessions (That is around 1100 hours of volunteering. Put in perspective, at minimum wage that would cost £8800. More money we would have to raise to run the group. ) At Christmas we welcomed Vicky C and Louise E, followed by Harriet H, Jill H, Sophie C, Marcus K, Sue B and Wilf F who became regular volunteers. Sadly Jess B, Sophie C, Lucy H, Kat H, Ann R, Debra S and Catalina N are no longer able to join us on Thursday sessions. The demographic of our group is such that young members move on because of education, job opportunities or relocation, older members may be less active either through injury or health issues. All volunteers have responsibilities to their families whether that is children, grandchildren or ageing parents.
Change is inevitable and no matter how secure we may feel situations alter. Money is harder to find, there are changes in the law, coaches and volunteers move on. We cannot afford to be complacent in thinking that things will remain constant. A robust programme of recruitment and fund raising is necessary to secure the future. Recognising the wealth of skills and knowledge that volunteers bring to the group as well as their enthusiasm for working with very special children will ensure the continuance of the group. Accepting all volunteers in a non-judgemental way and supporting the individual promotes the essence of RDA.
It’s what you can do that counts.
