In accordance with the By-Laws of the Registered Clubs of the United States Pony Club, Inc. and as stated in the USPC National Policy Book, Bluegrass Pony Club (hereafter designated as BPC) adopts the following policies that will remain in effect until changed by the BPC Sponsors of Record.
I. Administration
A. The club officers shall be comprised of BPC Sponsors of Record. 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 Ratings, Officer of Rally, Officer of Media, Officer of Mounted Meetings/Instructor Coordination, Officer of Horse Management/Unmounted Meetings, Officer of Fundraising. Other officers could include one Junior Board Officer and a maximum of two lifetime officers. The Junior Board member, elected annually by the BPC members during the Annual Sponsors meeting, must be at least a C-2 rating and a member in good standing.
B. The administrative officers and additional officers will be elected each year at the Annual Sponsors’ Meeting. Offices are assumed on January 1 of the following year.
C. BPC Sponsors must pay a nominal fee of $5.00. The term of a Sponsor of Record 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 thirty day period prior to the Annual Sponsors’ Meeting and the period from the day notice is given of any Annual, Regular or Special meeting of Sponsors through the day such meeting concludes. Sponsors will approve all fundraising and special projects.
II. Financial
A. Club funds shall originate from local dues and fundraisers. Club funds shall be used for operational expenses, postage, supplies, library books, instructor fees, rally/championship supplement, testing, and when available, charitable and community contributions.
B. The club will pay the corporate membership fees of the DC and Joint DC(s) annually.
C. The club may, at the discretion of the Administrative Officers, reimburse any expenses incurred for which appropriate receipts are provided. BPC expenses greater than $250 must be pre-approved by the Administrative Officers.
D. All club fees (including memberships, rally entries or clinic/meeting fees) are due with corresponding paperwork by the specific date set for that clinic/mounted meeting. Failure to pay fees in a timely manner shall result in the member not being allowed to participate in club activities until all overdue payments are received.
III. Orientation/New Members
A. New members may join at any time. Any new members joining in September may do so at a prorated fee.
B. New members will be offered orientation at an unmounted meeting within one month of joining.
C. New members and parents should agree to and sign the Pony Club Pledge. This pledge should be returned to the DC. All parents must receive and read the BPC policies and sign off as having done so.
D. All members/parents are solely responsible for their own medical information. Members are required to have a completed USPC medical information card/armband. The medical information card is required to participate at all Bluegrass Pony Club meetings (both mounted and unmounted).
IV. Member Responsibilities
A. Attendance at club meetings is strongly encouraged. A record of attendance will be kept at all meetings. All members are also encouraged to keep a record of their own BPC activities/participation in meetings, clinics, etc. Members must be an active member in good standing to be eligible to participate in camp, rally and ratings. To be considered a member in good standing, a member must have attended at least 50% of all Bluegrass Pony Club meetings, (50% of mounted and 50% of unmounted). Members are responsible for making sure that their attendance at meetings is marked at the time of the meeting. Members are also required to volunteer at Bluegrass Pony Club fundraising activities.
B. All members are required to be respectful to other members and all adults in attendance at meetings. Rudeness or lack of respect will be dealt with by the DC and Joint DC(s) by not allowing such members to participate in upcoming events.
C. USPC members must first have a safety inspection before mounting their horse at any USPC function. This inspection will be conducted by a qualified individual.
D. USPC members must be mounted with clean pony, clean and safe tack, and in the ring at the time of the mounted meeting session or he/she will be excused from the session.
E. USPC members will be expected to wear appropriate attire for all meetings. No tank tops are allowed. Shirts must fit appropriately and be tucked in to riding breeches or tights. Boots must be appropriate and clean. Cross country vests are recommended for schooling XC. Helmets must be ASTM/SEI certified and fit appropriately.
F. A fee may be required for mounted meetings dependent upon the current financial status of the club. Fees will be due no later than the meeting for which it is due.
G. RSVPs are required for all meetings. Cancellations of less than 48 hours will still require payment in full. Members/parents will be required to pay in full for any cancellations for which they have given less than 48 hours notice if the activity required a fee.
H. It is up to the individual member to acquaint him/her self with all policies of the USPC as well as the BPC.
I. It is 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 to the owner if it is injured or damaged.
V. Parent Participation
A. It is mandatory that at least one parent participate as a volunteer at pony club activities, giving a suggested 5 hours annually. Parents are requested to attend the Orientation, all special meetings called, and the Annual Sponsors’ Meeting each year. Regularly scheduled officer meetings are open and parents are welcome to attend.
B. 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 higher do not have to have a parent in attendance, but must have a designated chaperone present. Parents who are riding during a mounted meeting must appoint a designated chaperone for their child while they are otherwise occupied.
VI. Rally
A. 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. Participation in any USPC Rally is a privilege which must be earned. Each member wishing to go to rally must be an active member in good standing in accordance with BPC policies. The approval of the DC is required for a member to attend any rally. Some disciplines, such as Tetrathlon and Mounted Games, will have additional requirements specific to those rallies.
B. 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.
C. Team selection: The DC, in collaboration with instructors, 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 a 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.
VII. Ratings
A. There will be at least two rating opportunities offered each year. There will be rider evaluations by the DC as needed. A letter or email stating the desire to rate up must be completed and submitted to the DC for approval one month prior to the test date. The DC will forward the request on to the Officer of Ratings. BPC will try to have prep clinics prior to each rating to help candidates prepare for the rating. Standards for Ratings will be followed closely.
B. 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.
VIII. Additional Officers
A. Officer of Membership
The elected Bluegrass Pony Club secretary will automatically hold this office and take care of or delegate these duties. Responsibilities include: registering new members and processing membership renewals; completing paperwork and collecting dues for membership and forwarding to the Treasurer; keeping attendance of mounted and unmounted meetings, field trips and clinics; meeting with parents of new members, informing them of BPC activities and answering questions; keeping a New Member Packet on file which will be ready to hand out to potential members.
B. Officer of Ratings
Responsibilities include: receiving requests for ratings from candidates via the DC; following up with candidates’ respective instructors to determine readiness for rating; contacting the Officer of Membership to determine club standing; setting rating dates: and finding examiners. All rating requests are to be sent through the US Postal Service or by email to the District Commissioner who will pass these requests on to the Officer of Ratings.
C. Officer of Rally
Responsibilities include: informing the membership of rally opportunities; procuring rally forms/paperwork; collecting rally fees; making sure all paperwork is completed and turned in to rally secretary in a timely manner; designating a contact person for rally secretary and participating members; coordinating with DC and instructors to organize teams; arranging practices; organizing rally supplies; finding chaperones.
D. Officer of Media
Responsibilities include: keeping photo records of events (clinics, meetings, rallies, etc.),updating the club calendar and website; sending articles/photos to local paper about BPC events.
E. Officer of Mounted Meetings/Instructor Coordinator
Responsibilities include: obtaining and arranging for instructors for meetings; accepting RSVPs for meetings; scheduling groups; checking availability of meeting sites; and assisting DC in determining need for meeting cancellations/rescheduling, creating and maintaining a list of instructors with all necessary contact information.
F. Subcommittee-Officer of Special Events and Field Trips
Responsibilities include: scheduling field trips throughout the year; scheduling special events such as clinics and mounted fun activities; accepting RSVPs for these meetings; scheduling ride times for clinics.
G. Officer of Horse Management/Unmounted Meetings
Responsibilities include: provide quality horse-management instruction to the members to prepare them for ratings and flow chart progression; prepare members for Quiz competitions; devise a clear plan of instruction for the members through various topics and levels of Pony Club participation; teach members to become teachers of the future; bring in outside speakers to further horsemanship knowledge and provide hands-on experience.
Goals include: providing quality horse management instruction to club members. Additional focus will be in three areas: Quiz Prep and development of a clear plan to educate members on different topics within Quiz throughout the year; Flow Chart-Ratings Prep in regard to horse management and development of a clear plan/system to insure that flowcharts are addressed at all unmounted meetings and that information is always provided to educate for ratings; the Teacher Certification Program “Teach to Teach” and the development of a plan of instruction for members (maybe some older pony clubbers and parents) on USPC horse management requirements, so they can sign off on flowcharts and teach unmounted lessons, etc.
H. Officer of Fundraising & Volunteer Recruitment
Responsibilities include: Keep track of all details regarding fundraisers; being the ‘Go To’ person; recruiting the Subcommittee Officers:
I. Officer of Shows
Responsibilities include: Keeping the Fundraising Officer up to date on all matters; recruiting people to work on facilities, secure sponsors, secretary, officials, volunteer coordinator, advertising, prizes etc.
J. Officer of Southern States Label Program
Responsibilities include: Promoting/reminding of program, collecting labels, turning in labels, checking buckets at stores.
K. Officer of Photo Fundraiser
Responsibilities include: securing facility, photographers; scheduling; fulfilling orders.
L. Junior Board Officer
At such times as BPC has a member of the appropriate rating (C2 or higher), a Junior Board may be activated and a Junior Board member may attend the officers’ meetings.
M. Officer of Badge Program
Responsibilities include: organizing instruction; securing badges; awarding badges.
N. Officer of Show Jumping Rally
Responsibilities include: recruiting secretary, volunteer coordinator and scheduler; be the ‘go to’ person on Rally Day.
IX. Club Scholarships
Scholarships will be made available to club members as the club budget allows from year to year. A definite dollar amount will be decided each year at the Annual Sponsors’ Meeting when the budget for the next year is presented.
These policies and revisions have been discussed and approved by the Sponsors of Record of the Bluegrass Pony Club.
Lisa Bechtol, District Commissioner
I. Administration
A. The club officers shall be comprised of BPC Sponsors of Record. 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 Ratings, Officer of Rally, Officer of Media, Officer of Mounted Meetings/Instructor Coordination, Officer of Horse Management/Unmounted Meetings, Officer of Fundraising. Other officers could include one Junior Board Officer and a maximum of two lifetime officers. The Junior Board member, elected annually by the BPC members during the Annual Sponsors meeting, must be at least a C-2 rating and a member in good standing.
B. The administrative officers and additional officers will be elected each year at the Annual Sponsors’ Meeting. Offices are assumed on January 1 of the following year.
C. BPC Sponsors must pay a nominal fee of $5.00. The term of a Sponsor of Record 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 thirty day period prior to the Annual Sponsors’ Meeting and the period from the day notice is given of any Annual, Regular or Special meeting of Sponsors through the day such meeting concludes. Sponsors will approve all fundraising and special projects.
II. Financial
A. Club funds shall originate from local dues and fundraisers. Club funds shall be used for operational expenses, postage, supplies, library books, instructor fees, rally/championship supplement, testing, and when available, charitable and community contributions.
B. The club will pay the corporate membership fees of the DC and Joint DC(s) annually.
C. The club may, at the discretion of the Administrative Officers, reimburse any expenses incurred for which appropriate receipts are provided. BPC expenses greater than $250 must be pre-approved by the Administrative Officers.
D. All club fees (including memberships, rally entries or clinic/meeting fees) are due with corresponding paperwork by the specific date set for that clinic/mounted meeting. Failure to pay fees in a timely manner shall result in the member not being allowed to participate in club activities until all overdue payments are received.
III. Orientation/New Members
A. New members may join at any time. Any new members joining in September may do so at a prorated fee.
B. New members will be offered orientation at an unmounted meeting within one month of joining.
C. New members and parents should agree to and sign the Pony Club Pledge. This pledge should be returned to the DC. All parents must receive and read the BPC policies and sign off as having done so.
D. All members/parents are solely responsible for their own medical information. Members are required to have a completed USPC medical information card/armband. The medical information card is required to participate at all Bluegrass Pony Club meetings (both mounted and unmounted).
IV. Member Responsibilities
A. Attendance at club meetings is strongly encouraged. A record of attendance will be kept at all meetings. All members are also encouraged to keep a record of their own BPC activities/participation in meetings, clinics, etc. Members must be an active member in good standing to be eligible to participate in camp, rally and ratings. To be considered a member in good standing, a member must have attended at least 50% of all Bluegrass Pony Club meetings, (50% of mounted and 50% of unmounted). Members are responsible for making sure that their attendance at meetings is marked at the time of the meeting. Members are also required to volunteer at Bluegrass Pony Club fundraising activities.
B. All members are required to be respectful to other members and all adults in attendance at meetings. Rudeness or lack of respect will be dealt with by the DC and Joint DC(s) by not allowing such members to participate in upcoming events.
C. USPC members must first have a safety inspection before mounting their horse at any USPC function. This inspection will be conducted by a qualified individual.
D. USPC members must be mounted with clean pony, clean and safe tack, and in the ring at the time of the mounted meeting session or he/she will be excused from the session.
E. USPC members will be expected to wear appropriate attire for all meetings. No tank tops are allowed. Shirts must fit appropriately and be tucked in to riding breeches or tights. Boots must be appropriate and clean. Cross country vests are recommended for schooling XC. Helmets must be ASTM/SEI certified and fit appropriately.
F. A fee may be required for mounted meetings dependent upon the current financial status of the club. Fees will be due no later than the meeting for which it is due.
G. RSVPs are required for all meetings. Cancellations of less than 48 hours will still require payment in full. Members/parents will be required to pay in full for any cancellations for which they have given less than 48 hours notice if the activity required a fee.
H. It is up to the individual member to acquaint him/her self with all policies of the USPC as well as the BPC.
I. It is 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 to the owner if it is injured or damaged.
V. Parent Participation
A. It is mandatory that at least one parent participate as a volunteer at pony club activities, giving a suggested 5 hours annually. Parents are requested to attend the Orientation, all special meetings called, and the Annual Sponsors’ Meeting each year. Regularly scheduled officer meetings are open and parents are welcome to attend.
B. 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 higher do not have to have a parent in attendance, but must have a designated chaperone present. Parents who are riding during a mounted meeting must appoint a designated chaperone for their child while they are otherwise occupied.
VI. Rally
A. 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. Participation in any USPC Rally is a privilege which must be earned. Each member wishing to go to rally must be an active member in good standing in accordance with BPC policies. The approval of the DC is required for a member to attend any rally. Some disciplines, such as Tetrathlon and Mounted Games, will have additional requirements specific to those rallies.
B. 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.
C. Team selection: The DC, in collaboration with instructors, 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 a 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.
VII. Ratings
A. There will be at least two rating opportunities offered each year. There will be rider evaluations by the DC as needed. A letter or email stating the desire to rate up must be completed and submitted to the DC for approval one month prior to the test date. The DC will forward the request on to the Officer of Ratings. BPC will try to have prep clinics prior to each rating to help candidates prepare for the rating. Standards for Ratings will be followed closely.
B. 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.
VIII. Additional Officers
A. Officer of Membership
The elected Bluegrass Pony Club secretary will automatically hold this office and take care of or delegate these duties. Responsibilities include: registering new members and processing membership renewals; completing paperwork and collecting dues for membership and forwarding to the Treasurer; keeping attendance of mounted and unmounted meetings, field trips and clinics; meeting with parents of new members, informing them of BPC activities and answering questions; keeping a New Member Packet on file which will be ready to hand out to potential members.
B. Officer of Ratings
Responsibilities include: receiving requests for ratings from candidates via the DC; following up with candidates’ respective instructors to determine readiness for rating; contacting the Officer of Membership to determine club standing; setting rating dates: and finding examiners. All rating requests are to be sent through the US Postal Service or by email to the District Commissioner who will pass these requests on to the Officer of Ratings.
C. Officer of Rally
Responsibilities include: informing the membership of rally opportunities; procuring rally forms/paperwork; collecting rally fees; making sure all paperwork is completed and turned in to rally secretary in a timely manner; designating a contact person for rally secretary and participating members; coordinating with DC and instructors to organize teams; arranging practices; organizing rally supplies; finding chaperones.
D. Officer of Media
Responsibilities include: keeping photo records of events (clinics, meetings, rallies, etc.),updating the club calendar and website; sending articles/photos to local paper about BPC events.
E. Officer of Mounted Meetings/Instructor Coordinator
Responsibilities include: obtaining and arranging for instructors for meetings; accepting RSVPs for meetings; scheduling groups; checking availability of meeting sites; and assisting DC in determining need for meeting cancellations/rescheduling, creating and maintaining a list of instructors with all necessary contact information.
F. Subcommittee-Officer of Special Events and Field Trips
Responsibilities include: scheduling field trips throughout the year; scheduling special events such as clinics and mounted fun activities; accepting RSVPs for these meetings; scheduling ride times for clinics.
G. Officer of Horse Management/Unmounted Meetings
Responsibilities include: provide quality horse-management instruction to the members to prepare them for ratings and flow chart progression; prepare members for Quiz competitions; devise a clear plan of instruction for the members through various topics and levels of Pony Club participation; teach members to become teachers of the future; bring in outside speakers to further horsemanship knowledge and provide hands-on experience.
Goals include: providing quality horse management instruction to club members. Additional focus will be in three areas: Quiz Prep and development of a clear plan to educate members on different topics within Quiz throughout the year; Flow Chart-Ratings Prep in regard to horse management and development of a clear plan/system to insure that flowcharts are addressed at all unmounted meetings and that information is always provided to educate for ratings; the Teacher Certification Program “Teach to Teach” and the development of a plan of instruction for members (maybe some older pony clubbers and parents) on USPC horse management requirements, so they can sign off on flowcharts and teach unmounted lessons, etc.
H. Officer of Fundraising & Volunteer Recruitment
Responsibilities include: Keep track of all details regarding fundraisers; being the ‘Go To’ person; recruiting the Subcommittee Officers:
I. Officer of Shows
Responsibilities include: Keeping the Fundraising Officer up to date on all matters; recruiting people to work on facilities, secure sponsors, secretary, officials, volunteer coordinator, advertising, prizes etc.
J. Officer of Southern States Label Program
Responsibilities include: Promoting/reminding of program, collecting labels, turning in labels, checking buckets at stores.
K. Officer of Photo Fundraiser
Responsibilities include: securing facility, photographers; scheduling; fulfilling orders.
L. Junior Board Officer
At such times as BPC has a member of the appropriate rating (C2 or higher), a Junior Board may be activated and a Junior Board member may attend the officers’ meetings.
M. Officer of Badge Program
Responsibilities include: organizing instruction; securing badges; awarding badges.
N. Officer of Show Jumping Rally
Responsibilities include: recruiting secretary, volunteer coordinator and scheduler; be the ‘go to’ person on Rally Day.
IX. Club Scholarships
Scholarships will be made available to club members as the club budget allows from year to year. A definite dollar amount will be decided each year at the Annual Sponsors’ Meeting when the budget for the next year is presented.
These policies and revisions have been discussed and approved by the Sponsors of Record of the Bluegrass Pony Club.
Lisa Bechtol, District Commissioner