HUNTSVILLE PONY CLUB
POLICIES AND PROCEDURES
November 1, 1994
(Revised February 4, 2007)
TABLE OF CONTENTS
I. PURPOSE
II. GOALS AND PHILOSOPHY OF THE HUNTSVILLE PONY CLUB
III. ADMINISTRATIVE RESPONSIBILITIES
IV. ORGANIZATIONAL STRUCTURE
V. FINANCIAL POLICY
VI. MEMBERSHIP
VII. CLUB LEVEL RATINGS: D-1 THROUGH C-2
VIII. NATIONAL LEVEL RATINGS: HB THROUGH A
X. WAIVERS
XI. MODIFICATION
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I. PURPOSE
The HUNTSVILLE PONY CLUB has established the following policies to guide the administration of its activities. These policies are intended to provide guidance to the Club’s elected officers and such committees as are deemed necessary in carrying out the Mission Statement and Guiding Beliefs of the United States Pony Clubs, Inc. (USPC); the Bylaws of the United States Pony Clubs, Inc., and the goals and philosophy of the HUNTSVILLE PONY CLUB. These policies do not supercede the Bylaws of the Registered Clubs of The United States Pony Clubs, Inc.
II. GOALS AND PHILOSOPHY OF THE HUNTSVILLE PONY CLUB
A. To foster the safe enjoyment of horses and riding.
B. To provide a sequential educational program in horse and barn management, riding and competition.
C. To guide and support riders in setting and achieving realistic goals.
D. To develop an understanding of and sympathy for the horse and our riders.
E. To provide parents an opportunity to share in and support (through their own skills and interests) the rider’s love of horses and riding.
F. To provide riding opportunities that allow parents to pool resources and keep the significant costs associated with this sport from
becoming prohibitive.
G. To make known to parents and the community the developmental benefits of the discipline and responsibility involved in riding and horse care.
A. DISTRICT COMMISSIONER (DC) AND JOINT DISTRICT COMMISSIONER(S) [DCs] - The DC, assisted by the Joint DC(s), has ultimate responsibility for all activities of the Club. Together they:
1. Carry out the policies established by the Sponsors and recorded in these policies, guided by the goals and philosophy of the Club.
2. Carry out the specific duties and responsibilities outlined in the current USPC Handbook and the current USPC District Commissioner’s
Manual.
3. See that accurate and complete information is submitted in a timely manner to regional and national offices as requested.
4. See that the appropriate USPC insurance forms are properly submitted for any property or facility where the Club will be holding mounted
meetings, and for pony club activities involving non-USPC participants.
5. The DC, assisted by the Joint DC(s), shall act as a contact person regarding relationships with facilities at which HUNTSVILLE PONY
CLUB conducts its activities.
6. The DC and the Joint DC(s) are authorized to ask any disruptive spectators, including parents, to leave the immediate area at any club
activity.
B. TREASURER - The Treasurer is responsible for all Club financial matters--receipts, deposits, disbursements, and financial reports; and reports
directly to the DC. The Treasurer shall:
1. Keep accurate current and historical financial records for the Club.
2. Apprise the DC of the financial status of the Club in a timely manner.
3. Prepare and submit an informal Treasurer’s report at each SPONSORS meeting, and periodically, at Board meetings.
4. Prepare and submit a proposed financial plan for the coming year for approval by the Sponsors at the Annual Meeting. The report must
include a current income statement and may include itemized club receipts and disbursements for the year. This report forms the basis of
the financial report submitted by the DC to the National Office at the close of the year.
5. Collect such annual dues as shall be set by the Sponsors at the Annual Meeting.
6. Pay valid invoices submitted to the Club in a timely manner.
7. Prepare and submit a proposed operating budget to the DC, which must receive final approval from the Sponsors of Record.
8. Assist with fund-raising activities.
C. SECRETARY - The Secretary is responsible for keeping an accurate record of all Sponsors’ meetings and reports directly to the DC.
The Secretary shall:
1. Record and file minutes of all Sponsors’ meetings and Board meetings, to be distributed to all Sponsors of record.
2. Give notice of all Sponsors’ meetings.
3. Prepare such correspondence as required on behalf of the Club, including but not limited to:
a. prospective/new member information packets
b. new member forms to be sent to the national office
c. rating updates to be sent to the national office
d. thank you notes and special notices
4. Prepare minutes of the Annual Meeting and election of officers for timely submission to the National Office.
5. Maintain club policies and a current list of members, Sponsors, and Donors, including their addresses and phone numbers.
A. SPONSORS - HUNTSVILLE PONY CLUB SPONSORS are parents and other interested parties who share the philosophical goals of the USPC, Inc. and The Huntsville Pony Club, and who are willing to offer appropriate financial, educational, and moral support.
1. Parent Sponsors pay nominal annual fees as determined by the Club’s Sponsors at the Annual Sponsors’ meeting.
2. Non-parent Sponsor fees shall be $25 per year. Parent Sponsor fees shall be $5 per year.
3. The deadline for closing Sponsor membership shall be four weeks before the Club’s Annual Sponsors’ Meeting. Anyone who becomes a
Sponsor after the closing date shall be a sponsor for the following year. Sponsors may be accepted at any time during the year except for the
four-week period prior to the annual meeting. Sponsor membership terminates at the close of the Annual Sponsors’ Meeting.
CLARIFICATION: A person may not enter the annual meeting, pay the Sponsor fee, and vote at that Annual Sponsors’ Meeting.
4. The District Commissioner may call a Sponsors’ Meeting for any purpose pertaining to the efficient operation of the Club. Notice of meetings
shall be postmarked or delivered no less than 15 days prior to the date of the meeting. A club shall not accept new Sponsors after notice of a
meeting has been given until the meeting is adjourned.
5. All Sponsors who attend Club meetings are entitled to a single vote on such matters as may come before the meeting.
6. Because the local club is essentially a volunteer organization, all Sponsors are encouraged to take an active part in all Club activities.
Non-parent Sponsors are encouraged to contribute to all discussions which come before the meeting.
B. DONORS - A DONOR is one who has graciously given of their time, talent, money, and/or by providing equipment as to benefit The
Huntsville Pony Club, but has no voting rights.
C. PARTICIPATING MEMBERS – Huntsville Pony Club membership is open to any person under the age of 25. A participating member may
remain a MEMBER until December 31st of his/her twenty-fifth year.
D. BOARD OF DIRECTORS
1. The BOARD OF DIRECTORS (BOARD) shall consist of the District Commissioner (DC), one or more Joint District Commissioners
(Joint DC), the Treasurer, the Secretary, and the chairs and co-chairs of the standing committees. The Board shall carry out the policies
of the Club on a day-to-day basis. All Board members must be Sponsors of record of the Huntsville Pony Club.
2. The Board of Directors shall meet as necessary to conduct the business of the Club. Additional meetings may be called by the Club DC or
by one third (33%) of the Board. No policy changes will be made without convening a meeting of the Sponsors.
3. SELECTION OF OFFICERS
a. NOMINATING COMMITTEE – The Nominating Committee shall be elected at least three (3) months before the Annual Sponsors’ Meeting and shall select one of its members to serve as Chair of the Committee. The DC shall nominate the committee for election by the Sponsors. The Committee shall consist of no less than three (3) and no more than five (5) Sponsors of record. The Nominating Committee shall propose a slate which shall include club officers, (this includes standing committee coordinators), and recommendations for DC and Joint DC(s) for presentation at the Annual Sponsors’ Meeting. Nominations may also be taken from the floor at the Annual Sponsors’ Meeting. (Sponsors nominate the DC and the Joint DC(s) at the Annual Meeting for election by the USPC Board of Governors.)
b. Sponsors will elect directly the Treasurer and the Secretary at the Annual Meeting.
c. The DC and Joint DC(s) must be Corporate Members of the USPC, Inc. The Huntsville Pony Club will pay the corporate member fee per year for the DC and Joint DC(s). The Treasurer and Secretary are encouraged to be Corporate Members, but must be Sponsors of the Huntsville Pony Club with fees paid for the year of their term.
4. TERMS OF OFFICE - The DC, Joint DC(s), Treasurer, Secretary, and Standing Committee Coordinators will serve concurrent one (1) year
terms, commencing January 1st of the year and ending December 31st of the same year, to coincide with the requirements of the USPC
calendar.
E. COMMITTEES
1. STANDING COMMITTEES - Coordinators of the following committees will be voted in at the Annual Sponsors’ Meeting OR will be appointed as necessary by the Board. They will meet as part of the Board at monthly meetings.
a. EDUCATION COORDINATORS – The coordinators of this committee shall consist of one or more C Education Coordinators, one or more D Education Coordinators, and one or more Junior D Education Coordinators (if the club membership has Junior D members). The committee shall plan all unmounted and mounted meetings at the D and C levels and assist in coordinating ratings. One of the education coordinators shall be chosen to act as a Ratings Coordinator and shall choose an impartial examiner, collect fees, and organize ratings prep sessions.
b. COMMUNICATIONS COORDINATORS - The coordinators of this committee shall work together with the Secretary to gather information of past, present, and future club activities for the newsletter and the website. The newsletter shall be published at least quarterly and contain a calendar. The website shall be maintained on a regular basis, changing information on it as needed.
c. CLINICS COORDINATOR – The coordinator of this committee shall plan all mounted clinic activities for the club and will include all disciplines: dressage, cross-country, show jumping, polocrosse, games, tetrathlon and vaulting.
2. OTHER COMMITTEES
a. SUMMER/WINTER CAMP - In years in which the Board determines there is sufficient interest in a Summer and/or Winter Camp, a committee shall be created to guide the program chaired by one of the Education Coordinators. It shall be the duty of the committee to secure a location, secure an appropriate instructor, create an appropriate curriculum, and to guide upper level members in sharing their expertise with members attending the camp.
b. RALLIES - This committee shall organize all Regional Rallies and the attendance of members at Regional Rallies. The committee should give assistance and help Pony Clubbers in preparing for Rallies. The committee shall be responsible for making travel and hotel arrangements. It shall also be responsible for finding chaperones for these activities, and making sure all paperwork is complete.
c. OTHER - Any other committees deemed necessary by the Board.
F. MEETINGS
1. The ANNUAL Meeting of the Sponsors shall be held prior to November 1st of each year.
a. Notice of this meeting shall be sent to all Sponsors no less than thirty (30) days prior to the meeting.
b. The purpose of this meeting shall be to elect officers and standing committee coordinators, and to transact club business.
c. One third (33%) of the Sponsors must be present to constitute a quorum and to conduct such business as shall be brought before the meeting.
d. Each Sponsor present at the meeting shall be entitled to one (1) vote.
2. Other meetings of the Sponsors shall be called as deemed necessary by the DC or by the Board. At these meetings, business may be
conducted by one third (33%) of the Sponsors of record, present in person.
3. Unmounted and mounted meetings will be held as needed.
4. Board meetings will be held monthly.
V. FINANCIAL POLICY
A. COMPENSATION AND REIMBURSEMENT OF BOARD MEMBERS
1. The USPC has been and must remain essentially a volunteer organization. DCs and other Board members must donate their time and
talents while serving in their administrative capacities. In keeping with the volunteer nature of the USPC, officers and others are encouraged
to pay for minor club-related expenses themselves.
2. The Club will endeavor to reimburse (at least part) with funds from its treasury, club-related expenses incurred and submitted by the DC,
Joint DC, Treasurer, Secretary, and Coordinators of duly created standing committees.
a. Reimbursable expenses include, but are not limited to:
1. mileage for trips in excess of 25 miles
2. long distance telephone charges
3. copying
4. postage
3. The Club will not reimburse a club officer for expenses related to events in which his or her children participate unless those expenses are
directly related to services covered by the officer’s position.
4. The Club will reimburse gasoline, lodging, and meal expenses for the coach who accompanies club teams at rallies. Other expenses for
team chaperone may be reimbursed with prior approval of the Board.
B. REVENUE SOURCES - The Club relies on several sources of income to support its activities. Revenues are deposited in the club treasury. The
primary sources of revenue include, but are not limited to:
1. ANNUAL CLUB MEMBERSHIP DUES
a. Club membership dues are determined by a vote of the Sponsors at the Annual Meeting.
b. Club membership dues are used to support the Club’s educational program and other club activities as shall be determined appropriate by the Board.
2. ANNUAL SPONSORS’ FEES
a. Sponsors’ fees are determined annually by the Sponsors at the Annual Sponsors’ meeting.
b. Sponsors’ fees are separate from club membership dues and are not prorated.
3. CLINICS AND INSTRUCTION
a. Fees may or may not be charged for clinics and instruction held at the club level. This will be at the discretion of the Board.
b. If fees are charged, they shall be set at levels that help cover expenses, but not to make a profit.
4. FUND-RAISERS
a. The Club will conduct such fund-raising events (shows, instructional clinics, etc.) as shall be deemed necessary to help finance the educational program (mounted and unmounted).
b. Active participation of all Club members, parents, and Sponsors in these events is vital.
c. Revenue may be allocated for a specific purpose or deposited in the general treasury as determined by the Board.
VI. MEMBERSHIP
Membership in the Huntsville Pony Club is open to any person who is under the age of twenty-five (25) as of January 1st, is interested in riding and the care of horses, and has regular access to a pony. That person may remain a MEMBER until December 31st of her/his twenty-fifth year.
A. To maintain membership in good standing, a member must:
1. Have current membership dues and fees paid in full.
2. Submit a medical release form and membership form to the DC each calendar year.
3. Attend 60% of all mounted meetings and clinics. Members are not required to ride if a suitable pony is unavailable; however, the
member must take part by meaningfully observing the instruction taking place.
4. Attend and participate in 60% of all unmounted meetings.
5. Have one parent or responsible adult participate in Club fund-raising events and/or serve in an active capacity on the Board or a
committee.
6. Note: Individual exceptions may be granted after review by the Board.
B. Candidates for rallies and similar Pony Club events must be members in good standing in the Huntsville Pony Club, and qualified to
compete safely at the proposed level. They must have the approval of the DC, and the rider’s instructor (where appropriate), and attend all
prep sessions. Sportsmanship and participation in club activities (mounted and unmounted) shall also be taken into consideration.
C. The DC should see that qualified members have, whenever possible, an opportunity to attend inter-club, inter-regional, and intra-regional
activities.
D. All Huntsville Pony Club members are expected to share their knowledge and experience with less experienced HPC members without
compensation.
E. Recommended amount of outside instruction - Pony Club mounted meetings are not intended to be a member’s primary riding
instruction; rather, they are intended to supplement the rider’s individual program of instruction. It is strongly recommended that
members have riding instruction outside Pony Club, of such level as is necessary to maintain steady progress in mounted skills.
VII. CLUB LEVEL RATINGS (D-1 THROUGH C-2)
The Education Coordinators shall be responsible for organizing all ratings at the Club level and informing candidates of all prep sessions.
A. One of the Education Coordinators shall be designated as the Ratings Coordinator, and shall select an impartial examiner. If a rating is held
in conjunction with another Pony Club, the DC shall ensure that the impartiality of the examiner chosen also applies to the other Pony Club.
B. Candidates for D-1 through C-2 ratings must be members in good standing of the Huntsville Pony Club. They must have demonstrated a
thorough knowledge of the requirements for the level being tested, and have approval of the DC and riding instructor at the club level. They
should also have a record of regular participation in Pony Club activities at the club level.
C. The DC or Joint DC shall act as the liaison between parents and the examiners.
D. Fees may or may not be charged for club level ratings. This will be at the discretion of the Board. The balance of the cost of the rating (if any)
shall be borne by the Club. If fees are charged, they shall be set at levels that help cover expenses, but not to make a profit.
VIII. NATIONAL LEVEL RATINGS HB THROUGH A
The Club DC, assisted by the Joint DC(s), shall recommend candidates for national ratings and shall be responsible for informing accepted candidates of all applicable prep sessions and clinics.
A. Candidates for HB through A ratings must be members in good standing of the Huntsville Pony Club. They must have a thorough knowledge
of the requirements for the level being tested. They should also be thoughtful leaders who have a record of regular participation in Pony Club
activities at the club, regional, and (where appropriate), inter-regional levels; and have set a positive example for other Pony Clubbers.
B. The Club will endeavor to pay one-half the fees associated with a candidate’s first attempt at earning a regional or a national level rating. If
the candidate fails in his/her first attempt and wishes to retake the test, the cost of that test shall be borne by the candidate.
A. The safety of pony and rider are a priority at all mounted meetings and events. The Club DC, Joint DC, or a member of the Board shall be
present at all mounted sessions. This person shall have the Club’s file of current medical release forms in his/her possession.
B. A parent must stay with a Pony Clubber at all Pony Club functions until a Board member arrives. Pony Clubbers must be picked up at the
designated time, unless prior arrangements have been made.
C. There will be a safety check before all mounted sessions.
D. Members not wearing safe footwear and headgear that meet the current standards of the USPC (ASTM-SEI certified) will not be permitted to
participate in Club mounted activities.
E. For the safety of the child, all Huntsville Pony Club members must have achieved a D3 rating prior to riding in a club-sponsored fox hunt.
F. To bring a pony to any HPC camp which does not have riding rings, all Huntsville Pony Club members must be at least eight (8) years old
AND have achieved a D2 rating, OR have shown the DC/Jt. DC(s) that she/he has sufficient riding skills to attend camp.
G. TRANSPORTATION
1. Anyone who transports riders to/from Club activities shall have in their possession a current medical release form for each rider in the vehicle, and one seat belt per passenger.
2. No Huntsville Pony Club member shall transport other Club members during pony club events without the expressed permission of both
the driver’s parents and the passenger’s parents.
X. WAIVERS
The Board may grant, if special circumstances warrant, exceptions to the above policies. Waivers shall be consistent with the history and philosophy of the policies and procedures of the Huntsville Pony Club and the United States Pony Clubs, Inc.
Any change to these policies and procedures requires approval by the Sponsors.