These policies have been established as guidelines for the administration of Hunter's Run Pony Club (HRPC), a member club of the United States Pony Club, Inc. (USPC) in the USPC's Tri-State Region. They are the means by which the Club will carry out the mission statement and guiding beliefs of the USPC, being an educational organization teaching horse management and requiring parental involvement.
These Policies have been adopted by the sponsors of HRPC and approved by the Tri-State Regional Supervisor and Vice President of Regional Activities.
These Policies will be reviewed by the Executive Committee (EC), any proposed changes will be presented to the sponsors for approval.
The DC may authorize deviations from or waivers of club policy in special circumstances providing that there is no conflict with the By-Laws of HRPC, Regional or National. Requests for exceptions must be made in writing.
The District Commissioner (DC) is the chief administrator of the club. The DC should be familiar with USPC Policies and Procedures as set forth in the USPC handbook. The DC is an educator that has the responsibility for planning, guiding, and implementing the teaching program of the club; to communicate with club members through a club newsletter; and to hold annual sponsors meeting. Joint-DC is "DC in training." Jt-DC plays a key role in handling the flow of communications that arrive from Region and National. Fiscal responsibility for the club rests with the DC.
The Secretary oversees correspondence and keeps membership and sponsorship records. The Treasurer maintains financial records of the club.
The Sponsors are parents of members and other interested adults who have demonstrated an interest in the welfare of the club and who have paid the current annual sponsor fee which has been accepted by the DC.
The Executive Committee (EC) will consist of the DC, Jt-DC(s), Secretary, Treasurer, and Instructional Coordinator. EC meets to plan, review and make recommendations to the DC. Minutes are kept at EC meetings.
The annual meeting of Sponsors (AMS) will take place in early October each year.
The EC will meet as requested by the DC or as requested by a majority of the EC at a time agreed to by the EC members or by advance written notice of one week.
A club roster will be issued at the beginning of each year. A newsletter with dates, times and locations of upcoming meetings and activities will be issued on a regular basis.
Each year at the AMS the treasurer will present a financial report to the sponsors.
The annual membership dues for HRPC will be set each year at the AMS, in time for any changes to be reflected in renewing members fees which are due November 1. New members pay the fee at time of joining.
The annual sponsor fee will be set each year at the AMS.
The club will maintain a checking account with the DC and Treasurer as co-signers
After the AMS each year the EC will prepare a budget for the following year to cover phone, mail, copying, educational materials, insurance, regional club fee, sustaining memberships for DC and Jt-DC, reimbursement or compensation for instructors or examiners, ratings and rallies, awards, social events, acquisition and maintenance of club equipment, reserve, and other expenses as opportunities or needs arise.
The amount of the budget not covered by club dues, sponsor fees, etc. will be met through one or more fund raising activities, organizers for which will be appointed by the DC.
An informal audit of club finances will be performed annually by a former Treasurer or DC.
The DC or Treasurer will keep a perpetual inventory of the club's assets during the year. Before the AMS each year, a visual inventory of equipment and properties will be taken.
Donations to the club will be accepted subject to approval by the DC and acknowledged by a letter of thanks on club stationery.
When a horse is offered, the DC will decide whether to accept it and under what conditions, and will develop a plan for the use or disposition of the horse prior to approving the donation.
It is the member's family's responsibility to arrange for a suitable horse, transportation for horse and child, and equipment that is safe for horse and child. Before accepting a member, the DC will determine if the club is able to meet the needs of that child. The DC may place limits on the minimum age and/or maximum number of members according to the available resources for supervision and instructions.
Members shall be considered to have become members or renewed their membership once their completed application, parent participation form, signed regional and national fees have been accepted by the DC and the national office.
A suitable horse for club activities is a mare or gelding, five years or older, in good health, serviceably sound, with feet trimmed or shod; safe for the child and does not pose a risk to the safety or learning experience of other members. Members wishing to ride a horse other than their usual pony club mount may do so only with the prior approval of the DC.
There will be safety check supervised by a knowledgeable adult, including horse, helmet, footwear and saddlery, before every mounted activity.
Parents should be committed to getting their child to all pony club meetings on time and with the proper equipment, remaining at the meetings with their child, reading club communications, sharing information with their child, returning calls, and completing and returning written forms. The club relies on parent support as well as the child. Upon joining or renewing, parents will fill out a parent participation form indicating what skills or resources they are willing to apply toward the success of the club programs. In order for the club to succeed, it is necessary for each family to contribute volunteer time each year.
Attendance and participation of at least 50% of regularly scheduled meetings is required by members in order to be considered for ratings or rally teams.
DC will make this decision based on attendance and participation in club activities (mounted lessons, teaching, work days and fund raising), conduct, dues paid, etc.
It is expected that everyone (members, parents, siblings, guests) attending club functions will treat the instructors, facility, horses and each other with the utmost respect, and will help out whenever and wherever needed. The DC-appointed adult in charge has the right to excuse anyone for unsportsmanlike, abusive or unsafe actions, or for improper attire from any club activity. Profanity, inappropriate language, alcohol, weapons, tobacco, and drugs (other than prescribed by a doctor, or a vet if for a horse) are forbidden for everyone at club activities. The DC-appointed adult in charge also has the right to excuse any horse or pony that misbehaves, is unsafe, or is in any way unfit to participate.
The USPC has determined that its members have a responsibility to the organization and must be accountable for their actions. In order to insure that individuals comply with the by-law, regulations, requirements and policies adopted by USPC and to insure the safety of members and attainment of goals of the organization it may become necessary to take disciplinary action. Disciplinary proceedings at the club level shall be under the authority of the DC. Said proceedings shall include any complaints against a club member, their parents, a club sponsor or other club officer.
Disciplinary action may be taken whenever the following occur: 1) Acts which are dangerous; 2) Conduct that is violent towards other individuals of horse/ponies; 3) Conduct that repeatedly or deliberately violates the requirements and policies of the organization; 4) Conduct that is rude, immoral or prevents the orderly attainment of the group's goals or that is disruptive of a pony club function; 5)Conduct that brings disrepute upon the organization. Any such behavior will be reported to the DC, who will consider any mitigating circumstances, and make a ruling which will be effective immediately. The ruling may include, but is not limited to, suspension or termination of pony club membership, sponsorship, office or position in accordance with national policy.
The club will provide a program of instruction based on the standards of proficiency, for unrated through C2 members, and as far as possible, instruction for C3 and up as well. Support for upper level members includes arranging for them to work with local experts, attend regional clinics, and providing teaching opportunities. At the same time, they will be given increasing responsibility for helping younger members, presenting unmounted topics, organizing club functions, and teaching mounted meetings at the discretion of the DC.
The club will arrange for volunteer instruction whenever possible. When compensation is necessary to maintain the quality of instruction,the DC may approve this step.
After the AMS each year, the EC will develop a basic instructional plan (BIP) for the following year. The BIP will address personnel, locations, and scheduling, content and procedures for carrying out the educational programs.
It is the DC's responsibility to insure that the teaching within the club is in keeping with the pony club mission and standards. The EC will assist the DC in conducting regular reviews of the instructional program.
The club will strive to send representatives to regional educational programs for members, leaders, instructors and parents, and will meet the regional requirements for active clubs.
The club will do at least one community service project each year, with all members expected to participate.
The club will hold at least one social gathering, such as summer camp, Christmas party, fall chili/hot dog trail ride, etc.
Outstanding members will be recognized with awards at summer camp. Awards and their recipients will be decided by the visiting instructor.
The club will hold a minimum of 2 ratings per year. The DC has the sole discretion as to who is eligible to rate.
New and unrated members' readiness for a rating will be decided by the DC. Once rated, it is the member's responsibility to be aware of the requirements for their next rating, and to communicate with the DC and their parents regarding their preparation and readiness. Preparing for a rating will require extra work and independent study and practice outside of the regularly scheduled program. The club has prep guides available to assist members in preparing for their ratings.
Candidates must submit a letter of intent to the DC containing: Name, age, rating requested, what steps they have taken to prepare, progress made since last rating, and areas in which they need help.
The club encourages members to participate in regional activities. The club will field teams for pony club competitions to the extent of available resources. If unable to send a team, the club will assist individual members to enter as part of a scramble team. Entry fees, transportation and other costs associated with rallies will be the responsibility of competitors and their families.
Teams will be selected by the DC using the equitable distribution philosophy: Good sportsmanship, good attitude, good horse management, hard work and be a good team member.
The club provides an opportunity for every member to learn as one of the basic elements of its mission and will maintain a comprehensive club library as a source which will benefit every pony club member. These materials will be kept by the club treasurer, or other club officer.
The library will consist of pony club publications that are required reading for ratings.
The borrower will sign a checkout sheet. Items lost replaces at borrower's expense.
The library will be reviewed annually. Suggestions for additions to the library may be made in writing by sponsors and will be purchased subject to available funds and approval by the EC.