POLICIES
OF KEENELAND PONY CLUB
Adopted at the 10/13/05 Annual Sponsor's Meeting
In addition to the 2000 Bylaws for Member Clubs and Midsouth Regional Policies, as stated in the USPC Handbook, Keeneland Pony Club (hereafter designated as KPC) adopts the following policies that will remain in effect until changed by the KPC Officers.
The Officers shall be comprised of sponsors of KPC. The administrative officers will be the District Commissioner, one or more Joint District Commissioners, Secretary and Treasurer. Additional officers will be: Officer of Membership, Officer of D Ratings, Officer of C Ratings, Officer of Rally Camp, Officer of Tack Room Equipment, Officer of Media, Officer of Special Events & Field Trips, Officer of Mounted & Unmounted Meetings, and Officers of New Parent Orientation. Other Officers will be one Junior Board Officer and a maximum of two lifetime officers. The Junior Board member, elected annually by the pony club members during the Awards Banquet must be at least a C3 rating and a member in good standing.
The administrative officers and additional officers will be elected each year at the Annual Meeting. Offices are assumed on January 1 of the following year. All officers are elected from KPC sponsors. Sponsors must pay a nominal fee of $1. The term of a Sponsor shall be no more than one year and shall begin when the Sponsor’s fee is paid and end at the conclusion of the Annual Sponsors’ Meeting. Sponsors may be accepted at any time during the year except for the four week prior to the Annual Meeting.
If an officer has three consecutive unexcused absences from regular meetings, he/she will be considered as having resigned. Officers will meet monthly, usually on the first Monday. Meeting dates may be changed as determined by the District Commissioner.
Junior Regional Council
The Junior Regional delegate will represent KPC at regional meetings. The delegate will be elected by a straight vote of club members rated C2 or higher, with the member receiving the most votes being the delegate. In case of tie, the highest rated, oldest member is the delegate.
Financial
Club funds shall originate from local dues and fundraisers. The major fundraiser for KPC is Jump Start Horse Trials. All families involved with KPC are expected to volunteer throughout the year.
Club funds shall be used for operational expenses (postage, supplies, library books, instruction fees, rally/championship supplement, testing and when available, charitable and community contributions.
The club will pay for candidate ratings fees one time only for each level. If a candidate incurs travel, hotel and/or boarding expenses with his/her rating, he/she assumes that fee.
The club will pay ½ annual membership dues for members at the C3 level and up.
The club will pay ½ entry fee for Regional Rally entries. The club will pay 100% stable manager entry.
The club will pay ½ championship entry fee. Stable manager entry at Championships is paid by the Region.
The club will pay for the sustaining membership cost of the DC and Jt. DC(s) annually.
The club will reimburse members for any expenses incurred that have been pre-approved by the board and appropriate receipts procured. Pony Club expenses greater than $250 must be pre-approved by the Administrative Officers.
Orientation/New Members
New members may join in September at a prorated fee or in January for the current year. For multiple Keeneland pony club members in a single family there will be a discount.
There will be an Orientation and General Meeting held in January for all members and parents.
Attendance at Mounted and Unmounted Meetings
Attendance at club meetings is strongly encouraged. Members must attend at least ½ scheduled meetings to be eligible to participate in camp, rally and ratings. It is left to the discretion of the DC and Jt. DC(s) to decide if the member is qualified for rallies and ratings, both of which demand a level of participation in regularly scheduled club sessions. Members must also be respectful to other members and all adults in attendance at meetings. Rudeness or lack of respect will be handled by the DC and Jt.DC(s) by not allowing such member to participate in upcoming events.
Pony Clubbers must first have a safety inspection before mounting. Members C level and up may be designated safety checkers at mounted meetings.
Pony clubbers must be mounted with clean pony, clean and safe tack and in the ring at the time of the mounted session or he/she will be excused from the session.
Pony clubbers will be expected to wear appropriate attire for all meetings. No tank tops are allowed. Shirts must fit appropriately and be tucked in riding breeches or tights. Boots must be appropriate and clean. Cross country vest is recommended for schooling XC. Helmets must be ASTM/SEI certified and fit appropriately.
Member Responsibility
It is up to the individual to acquaint him/herself with all policies of the USPC as well as KPC. It is also up to the individual and parents to make all arrangements regarding mounts, tack and transportation. If any member borrows a mount or tack, he/she is solely responsible for its maintenance and return and/or reimbursement of the owner if it is injured or damaged.
Parent Participation
It is mandatory that at least one parent participate as a volunteer at pony club activities and particularly at Jump Start Horse Trials. Parents are requested to attend the Orientation, all special meetings called and the Annual meeting each year. Regularly scheduled officer meetings are open and parents are welcome to attend.
It is expected that parents attend mounted sessions with their child if their child is a D level or younger than age 12, or has a difficult time with his/her mount or tacking up. Any members C level or up do not have to have a parent in attendance, but must have a designated chaperone present. The week of camp will be an exception, however, parents are encouraged to attend and help out as directed by Officer of Rally Camp and/or DC.
Parents are not to ride during the meetings. This causes separation problems for the mounts of the members and the parents should be there to help if needed.
Rally
Rally is an opportunity for members to put into practice the horse management and riding skills they have acquired. It is also an opportunity to meet new friends, work as a team and learn new skills. Safety comes first. For this reason, clear-cut requirements are established so each member is capable of competing at his or her level in a competent manner. Each member wishing to go to camp and rally must attend ½ the regular meetings offered to the club. The other ½ of the meetings may be excused absences due to outside competition schedules. Some disciplines, such as Tetrathlon and Games, will have additional requirements specific to those rallies. Horses may be entered in no more than two rallies during mega rally.
Members participating at any rally will be expected to sign an agreement that he/she will demonstrate exemplary behavior at all times. Members are expected to wear their club shirts and khaki shorts or pants during the rally. No blue jeans or short shorts.
Attendance will be kept at all meetings. Members are also required to keep a record of their own activities.
Team selection: The DC, in collaboration with coaches, will determine the teams and team captains. If there are not enough members to make up full teams, the members will be asked to volunteer to be part of a composite team. The DC will make every effort to find composite teams when needed, rather than have rally organizers place the participants.
Ratings
There will be at least two ratings opportunities each year. There will be rider evaluations for new members in March. Applications to test must be completed and submitted with the completed Flow Chart to the DC for approval one month prior to the test date. The club tries to have prep clinics prior to each rating to help candidates prepare for the rating. Standards for Ratings are followed closely, as are the flow charts handed out to each member.
The DC will make every effort to help prepare C3, B, HA and A candidates for those ratings. Members must have their applications completed early in the year in order to maximize their chances of getting to the rating date and location they desire. The DC will look for prep clinics available in the area also.
Additional Officers
Officer of Membership
Registers new members, processes membership renewals. Completes registration forms for rallies.
1) completed paperwork & collects dues for membership. Forwards completed forms to DC for signature.
2) informs membership of regional rally forms and deadlines, collects completed forms. With DC, places members on rally teams.
3) keeps attendance of mounted meetings, unmounted meetings and field trips
Officer of Club Ratings (D Officer & C Officer)
1) schedules minimum of two D ratings and two C ratings per year
2) collects flow charts one month before rating
3) with DC approval obtains examiners for ratings
4) attends ratings or obtains substitute of parent of member not rating
5) offers preps for ratings or for upper level finds one for them to attend
Officer of D & C Rally Camps
Organizes D & C rally camps to include obtaining instructors, scheduling, and teaching horse management. Meets with parents of Ds to explain rally and what to expect. Attends Rally camp.
Officer of Tack Room Equipment
Keeps inventory of tack room equipment. All equipment to be checked out and in by officer, at officers convenience. Makes sure all equipment is returned after rally clean and in condition for next use. Keeps storage unit organized and clean. Recommends purchase of needed equipment to Administrative officers.
Officer of Media
Keeps members notified of all club activities by email of newsletter. Promptly notifies member of scheduling changes and deadlines.
Officer of Special Events & Field Trips
Schedules field trips throughout the year. Schedules special events such as dressage and show jumping clinics and mounted Christmas Party. Accepts RSVPs for these meetings and schedules ride times for clinics.
Officer of Mounted & Unmounted Meetings
Assists DC in obtaining instructors for meetings. Accepts RSVPs for meetings, schedules groups. Checks if site for meeting is available. Keeps medical releases with her/him at all meetings.
Officer of New Parent Orientation
Meets with parents of new members to keep them inform of Pony Club activities and answers their questions. Explains Pony Club to the parents.
Officer of Jump Start Horse Trials
Overall organizer of Jump Start. Signs contracts as needed for Keeneland Pony.
Officers for 2006:
Home | Calendar |Policies | Dressage Tests | FAQ | Jump Start | Links | Contact
©2007 Keeneland Pony Club
