Information & Best Practices, Policies
WOODBROOK HUNT PONY CLUB
INFORMATION & BEST PRACTICES Pony Club is a youth equestrian group with a long and honorable heritage. The United States Pony Clubs is derived from its parent group in England, the British Horse Society. Each Pony Club, Woodbrook Hunt included, is chartered by the United States Pony Clubs, Inc., based in Lexington, Kentucky. Each club strives to instill in its members the ideals outlined in the Pony Club Pledge (can be found at the USPC website under “Forms”). These traits are formed by activities of the club and by interaction of the members and their families with each other. Pony Club sports include fox hunting, dressage, show jumping, eventing, vaulting, games, tetrathlon, quiz, games, and polocrosse. Pony Club teaches safety (for both horse and rider), stable management knowledge, basic veterinary skills, and provides a basic training program for the horse and rider.
There is a lot of social interaction for Pony Club members, though it is not a social club. It is a club that teaches horsemanship and sportsmanship. Much hard work and diligence is required of members and much support, patience, and work is required of parents. Families are expected to participate in Woodbrook Hunt Pony Club activities including but not limited to: regular meetings, special projects (such as writing thank you notes, organizing food/beverages for coaches, examiners, etc), fundraisers and Pony Club sponsored activities. We think of PONY CLUB FAMILIES rather than just Pony Club children. Communication within the club, including upcoming events happens via the website, email, telephone, and monthly meetings.
New members to Pony Club will receive a Pony Club pin. Additional pins may be purchased from the USPC Bookstore.
Each member is required to purchase materials appropriate for his/her level.
Each family is expected to pay for certain activities in which their child participates. Please refer to the Schedule of Dues and Other Expenses for the current year.
RIDING ABILITY: Members must be able to control their mount independently in an arena with other ponies and riders at a walk and trot.
EQUIPMENT: All equipment must be clean and safe, though it need not be new or fancy. If you have questions regarding what type of equipment to purchase, there will be someone available to help you. As your child progresses through the different levels, he/she will usually need better equipment and more capable/athletic mounts. Although we try to keep expenses for the children at a minimum, it can add up to a tidy sum, depending on just how high up the rating structure the child wants to go. It is, however, an opportunity for your child to build character, self-confidence, self-esteem and independence while developing love and respect for the animals and the ability to work as part of a team.
A member must have, or have access to, the following:
MEETINGS: If you cannot attend a mounted or unmounted meeting, please notify the meeting coordinator or DC by the night before the meeting. Arrive promptly, wearing your Pony club pin and Medical Armband for all mounted and unmounted meetings.
MOUNTED MEETINGS (Group Riding Lessons): Lessons are held twice a month, usually alternating Sundays. The month of camp, we ride only once and we do not ride in December – that’s our month off! It is mandatory that a parent or non-participating adult remain with their Pony Clubber during each mounted meeting. Our lessons are held at private facilities. Anyone attending the lessons should remain in the arena area. The area should be left as clean (or cleaner) than when you arrived. Please remember that we are guests and are there by invitation. If a Pony Clubber’s horse is injured, and he/she cannot ride in a mounted meeting, he/she is encouraged to attend anyway and observe, set jumps, do safety checks, etc.
UNMOUNTED MEETINGS (Group Educational Lessons): Unmounted meetings are held once a month, usually on the 3rd Thursday of the month. These meetings are intended for the education and fun of the members. Often a guest speaker is invited and all courtesy and appreciation should be extended to this person. Additional business meetings may be held as necessary for board members, parents and sponsors. If you are unable to attend any unmounted meeting, you are responsible for getting whatever printed material is handed out at that meeting. Be prepared. Bring your record book, notebook and appropriate study materials to unmounted meetings and study groups.
PONY CLUB CAMP: Camp in summer is an opportunity for Pony Clubbers to spend several days and nights together with their mounts and co-club members. It is a terrific spirit and team building experience. Activities can include mounted lessons and games, crafts, stable management skills, and “horseplay”! The cost varies, but is usually reasonable considering what is provided.
COMPETITIONS: Competitions include mounted rallies and “Quiz” (an unmounted rally scored on knowledge) sponsored by Pony Clubs in the region. It is a goal of Woodbrook Hunt Pony Club to send appropriately prepared members as a team to compete in rallies, or as individuals to join a team from another club called a “catch” team.
RALLIES: The rally is the pinnacle event of Pony Club. Rallies can be one, two, or three days long. Each club sends a team composed of 3 or 4 riders and usually 1 stable manager. A club may send more than one team, if the rally can accommodate them. At other times, if the club does not have enough riders to field a complete team, they will send their qualified Pony Clubbers as “catch” riders or stable managers, to be put together with members from other clubs. These “catch” riders enable other clubs to complete a team and allow members to participate when their fellow Pony Clubbers are unable to do so. It creates a “win-win” situation for everyone!
Woodbrook Hunt Pony Club encourages each member to rally at least once a year. Composition of rally teams is determined by the District Commissioner (DC) and the Rally Coordinator taking into account the riders’ and mounts’ abilities and experience, certification levels, and maturity of members.
Each member is expected to perform as a stable manager for at least one rally. It is his/her job to help make sure the horses are looked after, the stable area is well kept, tack and supplies are put away neatly and stored properly, the riders are dressed in their proper attire, and riders and mounts are ready for their events on time. The Stable Manager is NOT a groom but a MANAGER OF THE TEAM. The USPC emphasizes horse and stable management, not just riding; therefore, everyone should not only ride in a rally but stable manage one as well. Refer to the detailed “job description for stable managers” on the National Pony Club website.
Provided that funds are available, WHPC may pay 50% of one entry fee for the first rally that each member attends per year, and 100% of the stable manager’s fee for every rally. This guideline will be reviewed annually and any changes will be noted in the Annual Schedule of Dues and Other Expenses.
Competition consists of horse/stable management (organization, neatness, care of horses and safety), turnout inspection, and a combination of riding phases. Riders must be well prepared and function as a team. Most rallies are Regional Rallies and include competitors of all rating levels. Our members are encouraged to get to know and have positive interactions with members from other clubs.
The satisfaction of completing a rally is something to treasure. No parental or outside assistance is allowed from the beginning of the rally when the Chief Horse Management Judge tells all parents to please leave the area, through the duration of the rally. Parental or outside interference will result in elimination of a team. Parental support and understanding for your child’s mistakes under pressure will benefit you both. Rallies offer practice of learned skills as well as personal growth.
CERTIFICATIONS: WHPC generally offers certification opportunities twice yearly by experienced examiners. These certifications may be organized by WHPC or by another club. D1 through C2 certifications are done at the Club level. National examiners conduct certifications for the HB and above. If funds are available, WHPC will pay 100% of the cost of the first attempt at any level of a certification. This will be determined by the Board and will be reviewed annually. Please refer to the Schedule of Fees and Other Expenses.
It is Woodbrook Hunt Pony Club’s policy to evaluate a member’s overall level of preparation at the time he/she applies for a certification. Riders may be well prepared for the certifications for which they are applying: however, their mount may be new, unschooled or inexperienced. Any of these could lead to marginal certifications or an unsafe situation. Conversely, the horse may be ready while the rider is not. Our primary goal, when evaluating the “team” of horse and rider, is one of providing a positive experience as well as a safe and experience. Therefore, we strongly encourage the candidate to prepare a Letter of Intent 30 days prior to the certification date and complete a Flow Chart 14 days prior to the certification date. We encourage this so the candidate may demonstrate commitment and preparedness for the certification level.
CLINICS: This includes group instruction covering a specific area, i.e., conformation, jumping, lameness and soundness, dressage, etc. The clinician is usually a well-known person who is paid to come to our area. Clinics can be one, two or three days. Costs vary according to fee and number of participants.
THE BEST PART OF ALL: The best part of Pony Club is the development of members into leaders of their community. Pony Club accomplishes this through the sport of riding. Through the activities of the club, locally, regionally and nationally, the pony clubber learns responsibility, goal setting and accomplishment, team building, respect for one another and the joy of partnering with one of the finest animals on earth. It is the hope and desire of Woodbrook Hunt Pony Club that all of its members enjoy their time with us and accomplish whatever goals they have set for themselves. It’s not all about the certifications or winning at rallies. It is about learning to live and lead in a complex society. The best part of it is that WE HAVE FUN DOING IT.
WOODBROOK HUNT PONY CLUB
STANDING RULES
1. If you are unable to attend a scheduled meeting, please contact your DC, or the designated organizer of the meeting, 24 hours before the lesson, or at your earliest knowledge of cancellation.
2. Any behavior problems between participating members will be handled individually by the DC.
3. It is up to the DC’s discretion, or the designated mounted coordinator, to disallow a rider/mount from participation in mounted club activities if the safety of any rider(s) is in question.
4. Mandatory clean up at the mounted lesson facility for all members of Woodbrook Hunt Pony Club is required, to include, cleaning up all hay, manure, and shavings around trailers.
5. All participating members must follow the Rules and Guidelines for the facility the Club is riding or meeting at.
6. If lengthy questions (e.g. more than a minute) or clarification is wanted, parents should talk to the instructor after all lessons are completed at the end of the day or contact the instructor via email or phone. This will better allow lessons to stay on schedule.
7. Parents are welcome to watch, but are expected to refrain from interfering with the lesson by talking to their children or talking to the instructor.
8. Other than the riders and instructor, no one is allowed in the arena during lessons. An instructor may ask for assistance, at that time if asked, you may enter the arena.
9. Except for special circumstances, there will be no private lessons provided by Woodbrook Hunt Pony Club. If you wish to have a private lesson with the instructor, this must be arranged by the member/parent with the instructor ahead of time. If this arrangement is made, the member is responsible for the cost of the private lesson, the arena fee, and that lesson is not covered by USPC insurance.
10. All horses used for Pony Club lessons are to be current on vaccinations. This is to be verified, if requested, by providing a copy of your veterinarian’s report documenting the vaccinations and the dates given.
11. Each rider’s horse or pony must be adequately shod/trimmed and sound to participate in a lesson.
12. Horse should be well groomed with feet picked out.
RIDER RULES
1. Come prepared and ready to ride.
2. Please be on time! Be tacked up and ready to ride at least 10 minutes before your scheduled starting time. Allow a few extra minutes for warm-up. If you are more than 5-10 minutes late to your class, you must have permission from the instructor to join the class already in session, or any following class.
3. No gum chewing. No baggy clothing. No hooded sweatshirts. Shirts must be neat and tidy (tucked in when possible). Wear a belt if your riding pants have belt loops. No sleeveless shirts. No excessive jewelry and no hoop type earrings.
4. Hard-soled boots with a heel and ankle-coverage, a certified helmet, your USPC Medical Armband, and your Pony Club pin are required. Wear appropriate footwear if you will be doing any activities with horses during unmounted meetings.
5. Horses and ponies that are known to be aggressive with other horses, i.e. biting or kicking, should be labeled with a red ribbon in their forelocks/tails at all pony club functions.
6. After a “safety check” by the instructor, designated parent, or DC/Jt-DC, you may mount and begin your warm up. Tack will be inspected for safety and cleanliness.
7. If using polo wraps, you must be able to demonstrate correct use before class. Properly fitted splint boots are okay. Remember, the less on the horse the better.
8. Disrupting class, interrupting the instructor, abusing your horse, or being disrespectful to the instructor can result in dismissal from class.
9. Please do not talk unnecessarily with other riders during class.
10. You and your horse must be fit in order to be able to work throughout your lesson. If you have a concern, talk to the DC, Jt-DC, or instructor.
11. If you have any tack difficulties, check with the DC, Jt-DC, or instructor before your class begins. Tack/safety checks and/or overall turnout will be done each lesson.
12. Be sure to thoroughly cool out your horse before loading and trailering home. Bring a weather appropriate blanket/sweat sheet for after lessons.
SCHEDULE OF DUES AND OTHER MEMBER EXPENSES FOR 2013
ANNUAL DUES:
National
New Members $130 (1/1/13 – 12/31/13)
Prorated New Members $160 (9/1/12 – 12/31/13)
Renewing Members $110 (1/1/13 – 12/31/13)
Late Renewal $120 (after 11/15/12 for 2013)
Regional $45
Prorated New Members $56 (9/1/12 – 12/31/13)
MONTHLY DUES**:
January through November $25
SPONSOR FEE: $5 per year
MOUNTED & UNMOUNTED LESSONS:
Included in your monthly Club dues $0
Haul-In/Arena fees $0-$35 depending on facility
CERTIFICATION PREPS:
Dependent upon Clinician’s fee, may be part of regular club lesson, may be
subsidized by Club.
CERTIFICATION FEES:
First time at certification level* $0
(Dependent upon Club’s financial status)
Retest of same level 100% of certification fee
RALLIES:
Riding Team Member 50% of one rally fee, 100% thereafter
Stable Manager $0
(Dependent upon Club’s financial status)
*With the current Alternative Certification Progression, the Club will only pay for a “Traditional Certification” once. If a member chooses to take part of a certification, i.e. D2 HM/Flat, the club will pay for it the first time. Then when the member is ready for D2 Jump, they will be required to pay that fee themselves. All fees will be paid dependent upon the Club’s financial status.
**Subject to change, depending on club funds available.
WOODBROOK HUNT PONY CLUB POLICIES
REVISED 2013
The name of this club, a member of The United States Pony Clubs, Inc., and of the Northwest Region, shall be Woodbrook Hunt Pony Club. In addition to these policies, this Club is subject to the Corporate, Regional and Club Bylaws, National and Regional Policies, and other rules and regulations established by USPC.
The colors of the club are black, red, and white.
Officers
In addition to the required officers of the club, Woodbrook Hunt Pony Club has the option to appoint Jt-DCs and/or additional officers, such as Instruction Coordinator and Membership Secretary, as determined necessary each year by the Nominating Committee and/or DC.
There is no limit on number of consecutive terms for any officer.
Sponsors Eligible individuals, meeting all requirements, including having been accepted by the DC, may become a Sponsor of the Club.
The sponsor fee will be determined yearly at the Annual Meeting of Sponsors.
Sponsors no longer able to participate may resign at any time by submitting a written resignation to the DC which will be filed by the Club Secretary and recorded on the List of Sponsors.
Those persons wishing to support the club, but that do not have an interest in the administration of the club will be called “Friends of Woodbrook Hunt Pony Club.” They will receive newsletters, invitations and updates for Club functions, but will not be eligible to vote. A donation of $5.00 or more is required to be considered a “Friend of the Club.”
Dues The amount of Club dues for Participating Members will be determined each year and included in the budget proposal that is presented and voted upon by the Sponsors at their Annual Meeting.
Dues are also paid, per member, to the Region, and to USPC, at rates set by those entities.
Participating Members shall pay Club dues on a monthly basis. Dues are to be paid by the first meeting of each month, either mailed to, or hand-delivered to, the Treasurer.
A member may be placed on inactive status with prior approval of the DC. Inactive status is a member who is not riding but may participate in other activities of the Club. Inactive dues are $10 per month. College students who are inactive pay no monthly fees.
Board All Officers of the Club are considered members of the Board; at Board meetings, each Board member shall have a vote.
The Board is responsible for aiding the DC in creation of the budget, drafting policy amendments and making programming suggestions for presentation to the Club Sponsors.
Meetings of the Board are distinct from Sponsor Meetings.
Meetings Board meetings are usually held once a month, and as needed, at a time determined by the DC(s).
Meetings of Participating Members, mounted and unmounted, are held according to calendar approved annually by the Club Sponsors.
Sponsor Meetings will be scheduled and held in accordance with USPC Bylaws for Registered Clubs, and the Annual Meeting of Sponsors will be held at least 3 weeks prior the Annual Regional Council Meeting.
Members in Good Standing – Now a National Policy
Rally Participation The club will pay one half of the entry fee of one regional rally per year for any Member who meets the Member In Good Standing Policy, at the discretion of the DC, in consultation with the Board, if funds are available. In addition, the Club will pay the full fee for any Member who participates on a Club team as a Stable Manager.
In order to participate in a rally, a member must be a Member in Good Standing.
Certifications Candidates for national testings normally pay their own fees, but financial assistance may be offered at the discretion of the DC, in consultation with the Board, if funds are available.
Fees for local testings (C2 and below) taken for the first time may be paid by the Club, at the discretion of the DC, in consultation with the Board, if funds are available. This shall include and be limited to the first time Classic Certification OR an Alternative Progression Certification HM or HM/Flat at each level. Members will be responsible for any repeated tests or subsequent phases at that same level.
In order to participate in a certification, the candidate must be a Member in Good Standing.
Mounted and Unmounted Lessons
The club will provide a mounted and unmounted program. In order to participate in these programs, a member must be a Member in Good Standing.
Funds Funds are disbursed by the Treasurer for expenses previously approved in the Club budget. Additional expenses may be disbursed after consultation with the DC up to $50.00, but will be reported to the Club at the next Sponsor Meeting. Any expenditures over $100.00 that were not previously approved in the budget must be voted upon by the Club Sponsors.
Income shall be obtained, but not limited to, from Club dues, fundraising, fees for summer camp and donations.
Club expenses shall include, but not limited to, all or part of the following: fees for USPC and outside clinicians, entry fees for rallies and certifications, logo items for team members, payment for camp clinicians and other camp expenses, annual party, donations, supplies, facility fees, and instruction.
Club assets will include team rally kits and a club checking account.
Refunds and Reimbursements
The Treasurer and the DC shall be authorized to sign checks. Only one signature is required. In no case shall any member approve reimbursement for him/herself.
No refunds of dues or fees paid are given unless extenuating circumstances exist or the DC has been asked for prior approval and sufficient funds exist.
Reimbursement requests must be accompanied by a receipt and submitted to the Treasurer within 30 days of occurrence. They are subject to the DC’s approval for anything that is not a normal operating expense.
Amendments
These policies may be amended at any time by a vote of a majority of the sponsors.
INFORMATION & BEST PRACTICES Pony Club is a youth equestrian group with a long and honorable heritage. The United States Pony Clubs is derived from its parent group in England, the British Horse Society. Each Pony Club, Woodbrook Hunt included, is chartered by the United States Pony Clubs, Inc., based in Lexington, Kentucky. Each club strives to instill in its members the ideals outlined in the Pony Club Pledge (can be found at the USPC website under “Forms”). These traits are formed by activities of the club and by interaction of the members and their families with each other. Pony Club sports include fox hunting, dressage, show jumping, eventing, vaulting, games, tetrathlon, quiz, games, and polocrosse. Pony Club teaches safety (for both horse and rider), stable management knowledge, basic veterinary skills, and provides a basic training program for the horse and rider.
There is a lot of social interaction for Pony Club members, though it is not a social club. It is a club that teaches horsemanship and sportsmanship. Much hard work and diligence is required of members and much support, patience, and work is required of parents. Families are expected to participate in Woodbrook Hunt Pony Club activities including but not limited to: regular meetings, special projects (such as writing thank you notes, organizing food/beverages for coaches, examiners, etc), fundraisers and Pony Club sponsored activities. We think of PONY CLUB FAMILIES rather than just Pony Club children. Communication within the club, including upcoming events happens via the website, email, telephone, and monthly meetings.
New members to Pony Club will receive a Pony Club pin. Additional pins may be purchased from the USPC Bookstore.
Each member is required to purchase materials appropriate for his/her level.
Each family is expected to pay for certain activities in which their child participates. Please refer to the Schedule of Dues and Other Expenses for the current year.
RIDING ABILITY: Members must be able to control their mount independently in an arena with other ponies and riders at a walk and trot.
EQUIPMENT: All equipment must be clean and safe, though it need not be new or fancy. If you have questions regarding what type of equipment to purchase, there will be someone available to help you. As your child progresses through the different levels, he/she will usually need better equipment and more capable/athletic mounts. Although we try to keep expenses for the children at a minimum, it can add up to a tidy sum, depending on just how high up the rating structure the child wants to go. It is, however, an opportunity for your child to build character, self-confidence, self-esteem and independence while developing love and respect for the animals and the ability to work as part of a team.
A member must have, or have access to, the following:
- An appropriate mount;
- An English saddle
- A saddle pad
- A bit/bridle in compliance with their rating level and the discipline in which they are riding
- A halter (leather or nylon with a “breakaway” leather piece)
- A lead rope with a strong hook
- Riding boots with suitable heel and ankle coverage
- A certified helmet with chin harness
- Grooming tools
- A trailer and towing vehicle (ridesharing is sometimes offered by other members. This is arranged on your own. It is customary to pay for your share of gas and vehicle upkeep).
MEETINGS: If you cannot attend a mounted or unmounted meeting, please notify the meeting coordinator or DC by the night before the meeting. Arrive promptly, wearing your Pony club pin and Medical Armband for all mounted and unmounted meetings.
MOUNTED MEETINGS (Group Riding Lessons): Lessons are held twice a month, usually alternating Sundays. The month of camp, we ride only once and we do not ride in December – that’s our month off! It is mandatory that a parent or non-participating adult remain with their Pony Clubber during each mounted meeting. Our lessons are held at private facilities. Anyone attending the lessons should remain in the arena area. The area should be left as clean (or cleaner) than when you arrived. Please remember that we are guests and are there by invitation. If a Pony Clubber’s horse is injured, and he/she cannot ride in a mounted meeting, he/she is encouraged to attend anyway and observe, set jumps, do safety checks, etc.
UNMOUNTED MEETINGS (Group Educational Lessons): Unmounted meetings are held once a month, usually on the 3rd Thursday of the month. These meetings are intended for the education and fun of the members. Often a guest speaker is invited and all courtesy and appreciation should be extended to this person. Additional business meetings may be held as necessary for board members, parents and sponsors. If you are unable to attend any unmounted meeting, you are responsible for getting whatever printed material is handed out at that meeting. Be prepared. Bring your record book, notebook and appropriate study materials to unmounted meetings and study groups.
PONY CLUB CAMP: Camp in summer is an opportunity for Pony Clubbers to spend several days and nights together with their mounts and co-club members. It is a terrific spirit and team building experience. Activities can include mounted lessons and games, crafts, stable management skills, and “horseplay”! The cost varies, but is usually reasonable considering what is provided.
COMPETITIONS: Competitions include mounted rallies and “Quiz” (an unmounted rally scored on knowledge) sponsored by Pony Clubs in the region. It is a goal of Woodbrook Hunt Pony Club to send appropriately prepared members as a team to compete in rallies, or as individuals to join a team from another club called a “catch” team.
RALLIES: The rally is the pinnacle event of Pony Club. Rallies can be one, two, or three days long. Each club sends a team composed of 3 or 4 riders and usually 1 stable manager. A club may send more than one team, if the rally can accommodate them. At other times, if the club does not have enough riders to field a complete team, they will send their qualified Pony Clubbers as “catch” riders or stable managers, to be put together with members from other clubs. These “catch” riders enable other clubs to complete a team and allow members to participate when their fellow Pony Clubbers are unable to do so. It creates a “win-win” situation for everyone!
Woodbrook Hunt Pony Club encourages each member to rally at least once a year. Composition of rally teams is determined by the District Commissioner (DC) and the Rally Coordinator taking into account the riders’ and mounts’ abilities and experience, certification levels, and maturity of members.
Each member is expected to perform as a stable manager for at least one rally. It is his/her job to help make sure the horses are looked after, the stable area is well kept, tack and supplies are put away neatly and stored properly, the riders are dressed in their proper attire, and riders and mounts are ready for their events on time. The Stable Manager is NOT a groom but a MANAGER OF THE TEAM. The USPC emphasizes horse and stable management, not just riding; therefore, everyone should not only ride in a rally but stable manage one as well. Refer to the detailed “job description for stable managers” on the National Pony Club website.
Provided that funds are available, WHPC may pay 50% of one entry fee for the first rally that each member attends per year, and 100% of the stable manager’s fee for every rally. This guideline will be reviewed annually and any changes will be noted in the Annual Schedule of Dues and Other Expenses.
Competition consists of horse/stable management (organization, neatness, care of horses and safety), turnout inspection, and a combination of riding phases. Riders must be well prepared and function as a team. Most rallies are Regional Rallies and include competitors of all rating levels. Our members are encouraged to get to know and have positive interactions with members from other clubs.
The satisfaction of completing a rally is something to treasure. No parental or outside assistance is allowed from the beginning of the rally when the Chief Horse Management Judge tells all parents to please leave the area, through the duration of the rally. Parental or outside interference will result in elimination of a team. Parental support and understanding for your child’s mistakes under pressure will benefit you both. Rallies offer practice of learned skills as well as personal growth.
CERTIFICATIONS: WHPC generally offers certification opportunities twice yearly by experienced examiners. These certifications may be organized by WHPC or by another club. D1 through C2 certifications are done at the Club level. National examiners conduct certifications for the HB and above. If funds are available, WHPC will pay 100% of the cost of the first attempt at any level of a certification. This will be determined by the Board and will be reviewed annually. Please refer to the Schedule of Fees and Other Expenses.
It is Woodbrook Hunt Pony Club’s policy to evaluate a member’s overall level of preparation at the time he/she applies for a certification. Riders may be well prepared for the certifications for which they are applying: however, their mount may be new, unschooled or inexperienced. Any of these could lead to marginal certifications or an unsafe situation. Conversely, the horse may be ready while the rider is not. Our primary goal, when evaluating the “team” of horse and rider, is one of providing a positive experience as well as a safe and experience. Therefore, we strongly encourage the candidate to prepare a Letter of Intent 30 days prior to the certification date and complete a Flow Chart 14 days prior to the certification date. We encourage this so the candidate may demonstrate commitment and preparedness for the certification level.
CLINICS: This includes group instruction covering a specific area, i.e., conformation, jumping, lameness and soundness, dressage, etc. The clinician is usually a well-known person who is paid to come to our area. Clinics can be one, two or three days. Costs vary according to fee and number of participants.
THE BEST PART OF ALL: The best part of Pony Club is the development of members into leaders of their community. Pony Club accomplishes this through the sport of riding. Through the activities of the club, locally, regionally and nationally, the pony clubber learns responsibility, goal setting and accomplishment, team building, respect for one another and the joy of partnering with one of the finest animals on earth. It is the hope and desire of Woodbrook Hunt Pony Club that all of its members enjoy their time with us and accomplish whatever goals they have set for themselves. It’s not all about the certifications or winning at rallies. It is about learning to live and lead in a complex society. The best part of it is that WE HAVE FUN DOING IT.
WOODBROOK HUNT PONY CLUB
STANDING RULES
1. If you are unable to attend a scheduled meeting, please contact your DC, or the designated organizer of the meeting, 24 hours before the lesson, or at your earliest knowledge of cancellation.
2. Any behavior problems between participating members will be handled individually by the DC.
3. It is up to the DC’s discretion, or the designated mounted coordinator, to disallow a rider/mount from participation in mounted club activities if the safety of any rider(s) is in question.
4. Mandatory clean up at the mounted lesson facility for all members of Woodbrook Hunt Pony Club is required, to include, cleaning up all hay, manure, and shavings around trailers.
5. All participating members must follow the Rules and Guidelines for the facility the Club is riding or meeting at.
6. If lengthy questions (e.g. more than a minute) or clarification is wanted, parents should talk to the instructor after all lessons are completed at the end of the day or contact the instructor via email or phone. This will better allow lessons to stay on schedule.
7. Parents are welcome to watch, but are expected to refrain from interfering with the lesson by talking to their children or talking to the instructor.
8. Other than the riders and instructor, no one is allowed in the arena during lessons. An instructor may ask for assistance, at that time if asked, you may enter the arena.
9. Except for special circumstances, there will be no private lessons provided by Woodbrook Hunt Pony Club. If you wish to have a private lesson with the instructor, this must be arranged by the member/parent with the instructor ahead of time. If this arrangement is made, the member is responsible for the cost of the private lesson, the arena fee, and that lesson is not covered by USPC insurance.
10. All horses used for Pony Club lessons are to be current on vaccinations. This is to be verified, if requested, by providing a copy of your veterinarian’s report documenting the vaccinations and the dates given.
11. Each rider’s horse or pony must be adequately shod/trimmed and sound to participate in a lesson.
12. Horse should be well groomed with feet picked out.
RIDER RULES
1. Come prepared and ready to ride.
2. Please be on time! Be tacked up and ready to ride at least 10 minutes before your scheduled starting time. Allow a few extra minutes for warm-up. If you are more than 5-10 minutes late to your class, you must have permission from the instructor to join the class already in session, or any following class.
3. No gum chewing. No baggy clothing. No hooded sweatshirts. Shirts must be neat and tidy (tucked in when possible). Wear a belt if your riding pants have belt loops. No sleeveless shirts. No excessive jewelry and no hoop type earrings.
4. Hard-soled boots with a heel and ankle-coverage, a certified helmet, your USPC Medical Armband, and your Pony Club pin are required. Wear appropriate footwear if you will be doing any activities with horses during unmounted meetings.
5. Horses and ponies that are known to be aggressive with other horses, i.e. biting or kicking, should be labeled with a red ribbon in their forelocks/tails at all pony club functions.
6. After a “safety check” by the instructor, designated parent, or DC/Jt-DC, you may mount and begin your warm up. Tack will be inspected for safety and cleanliness.
7. If using polo wraps, you must be able to demonstrate correct use before class. Properly fitted splint boots are okay. Remember, the less on the horse the better.
8. Disrupting class, interrupting the instructor, abusing your horse, or being disrespectful to the instructor can result in dismissal from class.
9. Please do not talk unnecessarily with other riders during class.
10. You and your horse must be fit in order to be able to work throughout your lesson. If you have a concern, talk to the DC, Jt-DC, or instructor.
11. If you have any tack difficulties, check with the DC, Jt-DC, or instructor before your class begins. Tack/safety checks and/or overall turnout will be done each lesson.
12. Be sure to thoroughly cool out your horse before loading and trailering home. Bring a weather appropriate blanket/sweat sheet for after lessons.
SCHEDULE OF DUES AND OTHER MEMBER EXPENSES FOR 2013
ANNUAL DUES:
National
New Members $130 (1/1/13 – 12/31/13)
Prorated New Members $160 (9/1/12 – 12/31/13)
Renewing Members $110 (1/1/13 – 12/31/13)
Late Renewal $120 (after 11/15/12 for 2013)
Regional $45
Prorated New Members $56 (9/1/12 – 12/31/13)
MONTHLY DUES**:
January through November $25
SPONSOR FEE: $5 per year
MOUNTED & UNMOUNTED LESSONS:
Included in your monthly Club dues $0
Haul-In/Arena fees $0-$35 depending on facility
CERTIFICATION PREPS:
Dependent upon Clinician’s fee, may be part of regular club lesson, may be
subsidized by Club.
CERTIFICATION FEES:
First time at certification level* $0
(Dependent upon Club’s financial status)
Retest of same level 100% of certification fee
RALLIES:
Riding Team Member 50% of one rally fee, 100% thereafter
Stable Manager $0
(Dependent upon Club’s financial status)
*With the current Alternative Certification Progression, the Club will only pay for a “Traditional Certification” once. If a member chooses to take part of a certification, i.e. D2 HM/Flat, the club will pay for it the first time. Then when the member is ready for D2 Jump, they will be required to pay that fee themselves. All fees will be paid dependent upon the Club’s financial status.
**Subject to change, depending on club funds available.
WOODBROOK HUNT PONY CLUB POLICIES
REVISED 2013
The name of this club, a member of The United States Pony Clubs, Inc., and of the Northwest Region, shall be Woodbrook Hunt Pony Club. In addition to these policies, this Club is subject to the Corporate, Regional and Club Bylaws, National and Regional Policies, and other rules and regulations established by USPC.
The colors of the club are black, red, and white.
Officers
In addition to the required officers of the club, Woodbrook Hunt Pony Club has the option to appoint Jt-DCs and/or additional officers, such as Instruction Coordinator and Membership Secretary, as determined necessary each year by the Nominating Committee and/or DC.
There is no limit on number of consecutive terms for any officer.
Sponsors Eligible individuals, meeting all requirements, including having been accepted by the DC, may become a Sponsor of the Club.
The sponsor fee will be determined yearly at the Annual Meeting of Sponsors.
Sponsors no longer able to participate may resign at any time by submitting a written resignation to the DC which will be filed by the Club Secretary and recorded on the List of Sponsors.
Those persons wishing to support the club, but that do not have an interest in the administration of the club will be called “Friends of Woodbrook Hunt Pony Club.” They will receive newsletters, invitations and updates for Club functions, but will not be eligible to vote. A donation of $5.00 or more is required to be considered a “Friend of the Club.”
Dues The amount of Club dues for Participating Members will be determined each year and included in the budget proposal that is presented and voted upon by the Sponsors at their Annual Meeting.
Dues are also paid, per member, to the Region, and to USPC, at rates set by those entities.
Participating Members shall pay Club dues on a monthly basis. Dues are to be paid by the first meeting of each month, either mailed to, or hand-delivered to, the Treasurer.
A member may be placed on inactive status with prior approval of the DC. Inactive status is a member who is not riding but may participate in other activities of the Club. Inactive dues are $10 per month. College students who are inactive pay no monthly fees.
Board All Officers of the Club are considered members of the Board; at Board meetings, each Board member shall have a vote.
The Board is responsible for aiding the DC in creation of the budget, drafting policy amendments and making programming suggestions for presentation to the Club Sponsors.
Meetings of the Board are distinct from Sponsor Meetings.
Meetings Board meetings are usually held once a month, and as needed, at a time determined by the DC(s).
Meetings of Participating Members, mounted and unmounted, are held according to calendar approved annually by the Club Sponsors.
Sponsor Meetings will be scheduled and held in accordance with USPC Bylaws for Registered Clubs, and the Annual Meeting of Sponsors will be held at least 3 weeks prior the Annual Regional Council Meeting.
Members in Good Standing – Now a National Policy
Rally Participation The club will pay one half of the entry fee of one regional rally per year for any Member who meets the Member In Good Standing Policy, at the discretion of the DC, in consultation with the Board, if funds are available. In addition, the Club will pay the full fee for any Member who participates on a Club team as a Stable Manager.
In order to participate in a rally, a member must be a Member in Good Standing.
Certifications Candidates for national testings normally pay their own fees, but financial assistance may be offered at the discretion of the DC, in consultation with the Board, if funds are available.
Fees for local testings (C2 and below) taken for the first time may be paid by the Club, at the discretion of the DC, in consultation with the Board, if funds are available. This shall include and be limited to the first time Classic Certification OR an Alternative Progression Certification HM or HM/Flat at each level. Members will be responsible for any repeated tests or subsequent phases at that same level.
In order to participate in a certification, the candidate must be a Member in Good Standing.
Mounted and Unmounted Lessons
The club will provide a mounted and unmounted program. In order to participate in these programs, a member must be a Member in Good Standing.
Funds Funds are disbursed by the Treasurer for expenses previously approved in the Club budget. Additional expenses may be disbursed after consultation with the DC up to $50.00, but will be reported to the Club at the next Sponsor Meeting. Any expenditures over $100.00 that were not previously approved in the budget must be voted upon by the Club Sponsors.
Income shall be obtained, but not limited to, from Club dues, fundraising, fees for summer camp and donations.
Club expenses shall include, but not limited to, all or part of the following: fees for USPC and outside clinicians, entry fees for rallies and certifications, logo items for team members, payment for camp clinicians and other camp expenses, annual party, donations, supplies, facility fees, and instruction.
Club assets will include team rally kits and a club checking account.
Refunds and Reimbursements
The Treasurer and the DC shall be authorized to sign checks. Only one signature is required. In no case shall any member approve reimbursement for him/herself.
No refunds of dues or fees paid are given unless extenuating circumstances exist or the DC has been asked for prior approval and sufficient funds exist.
Reimbursement requests must be accompanied by a receipt and submitted to the Treasurer within 30 days of occurrence. They are subject to the DC’s approval for anything that is not a normal operating expense.
Amendments
These policies may be amended at any time by a vote of a majority of the sponsors.
