INFORMATION
POLICIES AND PROCEDURES
What is Pony Club?
Pony Club is one of the leading junior equestrian organizations in the world, represented throughout 30 countries! The United States has over 600 individual Clubs spread throughout 48 states and the Virgin Islands, with more then 12,000 members.
Pony Club began in England as a junior branch of the British Horse Society with the purpose of educating the children for hunt field etiquette.
Pony Club is now the most recognized and respected junior equestrian organization in the world. It has expanded its focus to include many facets of equine sports such as dressage, combined training, tetrathlon, polocrosse, vaulting and mounted games.
Our USPC national headquarters is located in the Kentucky Horse Park in Lexington, Kentucky. Our club, Northern Mines, is one of the 17 clubs comprising the Sierra Pacific Region.
United States Pony Club Mission Statement
The United States Pony Clubs, Inc., an educational organization for youth, provides a program which teaches riding, mounted sports and the care of horses and ponies, thereby developing responsibility, sportsmanship, moral judgment, leadership and self-confidence.
How much time does it take?
Each local Pony Club is run by a VOLUNTEER District Commissioner (DC), who acts as the club’s leader, and other elected officers. Pony Club involves entire families - as members and as volunteers. Indeed, Pony Club is a shining example of volunteerism at its best. As a USPC parent, you join more than 3,000 volunteers working at the club, regional and national level. Parents/guardians play an important role in Pony Club.
There are many areas in which parents/guardians are needed. They may share one of many roles within the club’s circle, such as DC, Joint DC, Secretary, Treasurer, etc., assist with events, meetings, fundraising, chaperones for rallies, etc.
YES, Pony Club involves a substantial time commitment, but spending time helping your child (and other children) learn and grow is an excellent investment in their future, don’t you agree? Pony Club is a life-style – not just a club.
Where do I fit in?
As a parent/guardian it is your responsibility to:
· Support all club activities
· Attend scheduled sponsor meetings.
· Attend and assist bi-monthly Pony Club meetings both mounted and unmounted.
· Assist with events and rallies.
· Assist with ranch work days – when held
· Be an officer of the day on a rotating basis.
· Read your emails (see Email and Website section below).
In addition, you might consider:
· Providing transportation for field trips.
· Providing pony/horse trailering to an event.
· Assisting with projects, such as fundraising.
· Being a Chaperon for a team.
· Instructing an unmounted club meeting.
· Holding a Volunteer Position with the Club
You should study riding and horse care with your child as he or she progresses through the levels of proficiency. Pony Club assignments can become a learning activity for the entire family!
Goals & Philosophies
Pony Club is not intended to be an inexpensive riding lesson package. Children will not become proficient riders just by attending two Pony Club meetings each month. We strongly advise a program of regular practice and instruction outside of Pony Club with a reputable instructor. What Pony Club does provide is exposure to many aspects of horsemanship and sportsmanship that our members don’t get in their regular lessons. Our members will learn horse and stable management, participate in-group activities, try different riding disciplines and sports, learn from older, more advanced members and teach and mentor younger members. It is a chance to ride, have fun and learn with a supportive, friendly group of fellow horse lovers. It provides an internationally recognized rating system that helps the members set goals and achieve them. It allows the members to advance and improve their horsemanship. Pony Club strives to encourage responsibility, discipline, self-reliance, teamwork, and sportsmanship. Pony Club is FUN!
Instruction
We obtain the services of reputable, qualified Pony Club knowledgeable instructors who provide excellent Pony Club instruction during our meetings. We are incredibly fortunate to have to wonderful facilities to host our club meetings. Without these facilities, NMPC would not exist. The owners of the facilities are to be afforded the utmost respect, courtesy and appreciation by both Pony Clubbers’ and parents’.
Email and Website
Almost all of the club information is sent via email. Since almost every member has email and there is no cost to the club for its use, we highly encourage this very effective tool. If you do not have email or access to email, it is your responsibility to contact the DC or Joint DC to obtain necessary information regarding the club’s schedule and events. All club and regional news, information regarding upcoming events, meeting information, etc. will be sent email to all the members. The club has an excellent Website at nmpc.ponyclub.org. Information can also be obtained through the Website.
Ratings
As Pony Clubber’s improve in their riding and their knowledge of horse management, they progress through a system of ratings. The USPC Standards of Proficiency describe the specific requirements for each level and are used as a plan for our instruction program. The rating levels are D1, D2, D3 (beginner riders), C1, C2, C3 (intermediate riders), B, HA, A (advanced riders and accomplished horsemen/women). Examiners at the local club level administer D1 through C2 ratings. Examiners at the national level administer C3 through A ratings.
The USPC “Standards of Proficiency” describe specific requirements to each rating level. NMPC follows these Standards as our basis for all instructional mounted and unmounted programs. Our members are ready for a rating test when he/she is able to perform the requirements to the Standards of Proficiency. All members are encouraged to progress at a pace that is comfortable for them. It is suggested that members not rush through ratings, but remain at each level long enough to establish proficiency and confidence. NMPC will offer two ratings each year.
A new member who is a young and inexperienced rider may become a D1 at their first rating and take a year or more to reach the D2 level. A new member who is an older, more experienced rider may be capable of passing several rating levels at his/her first testing. However, it is the club’s policy that a new pony club member be rated no higher than D3 at their first rating. This allows our members to have the opportunity to gain a broader experience of Pony Club. After the first rating, a member may test for only one level at a time. Remember, all rating candidates must meet the Standards of Proficiency for all aspects of the upcoming rating for both mounted and unmounted sections.
Rating Tests Policy
1. Evaluation - Each D1 through C2 candidate is required to have an USPC Flow Chart fully completed and turned in to the Ratings Coordinator thirty (30) days prior to the test date or the date set by the Ratings Coordinator and DC. All paperwork must be submitted by the date set or the member cannot participate in the rating – there are no exceptions to this rule.
2. Preparation – It is the member’s responsibility to be familiar with the rating’s requirements and to prepare for testing. The Club will provide instruction; both mounted and unmounted, which is geared to all levels. The DC, Joint DC’s and Rating Coordinator are available to assist the candidate with preparation and club materials are available to borrow from the Library. Prior to each rating, the club will hold a rating’s preparation day for each level of D1 through C2. The members and their parent/guardian will be expected to attend the preparation day to review the Standards of Proficiency and test their knowledge. This preparation day is not designed to “pass or fail” a candidate, but to help them understand where additional preparation is needed for the rating. At the preparation day meeting, each candidate will have the opportunity to complete the unmounted sections of their USPC flow chart. The mounted portion of the USPC Flow Chart will be completed during NMPC scheduled mounted lessons by the Pony Club instructors.
3. Attendance for Rating - A member must be a Member in Good Standing with the club to take any rating offered through Pony Club. Since it is vital that members participate in club activities to successfully prepare for and pass their ratings, members must attend 75% of ALL unmounted and mounted instruction to be approved for a rating. Attending non-pony club horse activities are important and count towards being a member in good standing for everything EXCEPT ratings. Difficult choices must be made. If rating up is your goal, attending pony club events must be a priority.
Please refer to your USPC manual for each level for detailed information or visit the USPC web site (www.ponyclub.com). It is important to make sure you have a current copy of the Standards of Proficiency for each rating. The Standards change from time to time, but the USPC manual has not been updated for years.
Rallies
A rally is competitive event in which teams from various clubs within the region compete against each other. Each team typically has 4 riders and 1 stable manager. Teams are put together by the “Rally Coordinator” who is also a parent volunteer. Teams are balanced to the best of the Rally Coordinator’s ability. Each team is required to set up a “tack room” in a trailer or a stall in which their equipment and supplies are inspected by horse management judges. They are judged on their preparedness, knowledge of what the equipment and supplies are used for, the neatness and cleanliness of their tack room/equipment/horse, and their ability to work and cooperate as a team. If Northern Mines is unable to send a “complete” team to a rally, members are encouraged to participate on a scratch team where members from other club compete together as one team. Scratch teams are a wonderful learning experience.
It is encouraged that members attend at least one rally per year. Rallies are not mandatory. To participate on a rally team, the member must be a Member in Good Standing. Team members must meet at some time before the rally to assemble, organize, clean, and label all the required equipment, some of which is supplied by the club and some by the team members.
Different clubs within the region hosts rallies. Each rally is of different disciplines – i.e. dressage, show jumping, games, eventing, and so on. There are rulebooks available for each discipline and the competitor is expected to read and be familiar with the rules.
We strongly recommend that a parent/guardian attend a rally if their child is participating. At rallies, parents are welcome to watch their child compete, but they are not allowed to communicate with or help their child in any way. Parents are not permitted in the stable area at any time except during specified “open tack room” periods when they are allowed to observe their child’s hard work. This can be one of the most difficult aspects of Pony Club for parents, but it is one of the most valuable learning experiences for the kids. It teaches self-reliance, teamwork, and good horsemanship. At the end of the rally, parents are absolutely amazed at what their kids have accomplished without parental assistance.
It should be noted that the focus of a rally is learning, not winning. Although the blue ribbon can provide a goal, even the last place team profits tremendously from the rally experience.
There are two rallies, which are given early in the year, that don’t require the presence of a horse. The “Everything But the Horse Rally” is strongly encouraged for all new members to attend. NMPC’s policy is that you cannot participate in any other rally unless you have attended “Everything but the Horse.” The other is the “Quiz” rally, in which teams answer questions about various facets of horsemanship for points – rather like a spelling bee. Our members have a great time both preparing for and competing in these two excellent events.
Summer Pony Club Camp
This is a great opportunity for our children to spend five quality days with their horses and their fellow club members. Each day consists of mounted and unmounted instruction, crafts, and games. All meals are provided for the members with a small charge for families. We encourage both parents and siblings to attend (extra horses are allowed). Everyone’s riding and horsemanship improve dramatically during camp.
Library
Our club provides additional resources for members who are studying for a rating, Quiz or just interested in learning more about riding and horses. The Club’s Volunteer Librarian keeps the library.
USPC Championships
United States Pony Club holds its national championships every year for pony club members who qualify (by competing successfully at regional qualifying rallies) and who meet the age and rating requirements for their discipline. The championships are held in different locations – USPC Championships and Festival in Lexington, Kentucky (every third year); Eastern Championships in Lexington, Virginia (the year following Kentucky) and Western Championships which are held west of the Mississippi River and held the year following Eastern Championships.
Membership
Membership is not a vested right and may be withdrawn or denied (USPC Policy Number 1020). New members may join at any time during the year when space is available. The club’s fees will be adjusted to reflect the date you join.
Each individual member must pay local, regional and national dues on an annual basis. USPC rules mandate that if a parent/guardian would like to pay a nominal annual fee, they will be allowed a voting privilege at the monthly sponsor meetings. Dues are non-refundable.
Membership is by invitation of the DC and can be revoked at anytime. USPC requires that all members represent the organization in a positive, non-competitive, friendly and helpful manner. Each member is expected to treat their horse and other members with respect and kindness. When a problem arises, it is the member or their parent’s responsibility to report grievances to a club officer. Disciplinary action will be taken against serious breeches of unsportsmanlike conduct, unprofessional behavior or cruelty to animals or another member.
New Membership Criteria
1. It is recommended that perspective parent/guardian and member attend two mounted or unmounted meetings and a sponsor’s meeting.
2. Any prospective member and their parent/guardian must meet with the DC before joining the club. Members must be between the ages of 7 and 24 years.
3. Submit membership application and pay fees.
Annual Dues
New Members $260.00 includes the USPC pin
Renewing Members 250.00
Sponsor’s Fee (optional) 10.00 (allows voting privileges within the Club)
A 10% discount on dues will be given to a second member from the same family.
New members will require a USPC D Manual and a NMPC polo shirt. The approximate cost of these items is $35.00. The polo and manual are ordered through the Club. The C and B/HA/A manuals are also available through the Club. They can be purchased elsewhere, but the Club buys them at a discounted rate. Other items offered for sale are the club’s saddle pads, hats, sweatshirts, jackets, etc. These items are not mandatory – just fun to own!
It is against United States Pony Club’s national policies to allow any member to participate in any pony club events or meetings if their dues and fees are not paid in full. Northern Mines will strictly adhere to this policy.
On occasion, due to the expense of having qualified trainers participate in our meetings, an additional meeting charge may be applied to mounted meetings. This fee will only be paid by those members participating in the meeting and will help off-set the cost of trainers.
Attendance
Attendance by both members and their parents/guardians is vital to our club. The attendance policy will be strictly enforced. To remain a Member in Good Standing, our policy at Northern Mines Pony Club is as follows:
The member must attend fifty percent (50%) of the meetings offered by the club. During the winter months, the club will hold unmounted meetings (weather permitting, a mounted meeting may be substituted). Since the majority of the Club’s “book learning” is completed during the Winter’s unmounted meetings, a member may miss only two unmounted meetings. If more than two unmounted meetings are missed, the member will not be allowed to participate in the first rating test offered by the club and the member will not be considered a Member in Good Standing.
For both mounted and unmounted absences, it will be required that the member attend the next four (4) consecutive meetings to reinstate their “Member in Good Standing” status. Remember, it is not necessary to attend every meeting with a horse. If you are unable to bring your horse or arrange for another mount, you should still come to the meeting prepared to ride. .
Pony Club encourages members to participate in horse shows and other related horse events. As such, a member attending a horse related activity and not able to participate in a scheduled pony club event will be credited as if they were attending the Pony Club meeting. It is mandatory that the DC be contacted prior to the event to obtain credit.
If a member is planning to rate, the rating attendance policy is different from the club policy. Please review the rating policy above for more information. The attendance policy regarding ratings will be strictly enforced.
In the case of extended absences from Pony Club, such as college, medical or family emergencies, extended vacations, etc., a written letter must be submitted to the DC and it is at the DC’s discretion to grant the necessary absence and keep the member as a Member in Good Standing.
A Member in Good Standing must demonstrate good sportsmanship at all times, respect for others, be attentive at meetings and show a willingness to participate in the club’s activities. Immediate expulsion will occur should a member ever exhibit non-sportsmanlike behavior or any abuse (physical or mental) to a horse or another member.
A Member in Good Standing must also complete all tasks, obligations and financial commitments established for them by the club, region and national organizations.
If a member is not a Member in Good Standing, they will NOT be allowed to participate in anything other then regular club meetings. Therefore, any special clinics, mounted meetings with a Guest Clinicians, Pony Club Camp, rallies, ratings, etc. can only be attended by Members in Good Standing.
Meetings
Our club meets twice monthly - usually on the 2nd and 4th Saturdays. Occasionally, we may meet on other days in the event of conflicts or due to special events such as shows, trainer schedules, rallies, guest speakers, clinics, field trips, etc. Our mounted meetings will generally begin at 9:00 a.m. The ending time will depend on the meeting’s format and instructor’s schedule. During unmounted meetings, members are required to bring their Pony Club notebook and USPC Manual.
Members should plan to arrive no later then one half hour before their ride time, check the meeting agenda and be ready to ride promptly at their assigned time. It is also important that members arrive prior to the assigned time for unmounted meetings. So much information is shared during these meetings; it is vital that nothing is missed due to lateness. Arriving late is very disruptive and unfair to members who arrive prepared and on time.
At each meeting, prior to mounting their horse, each child must have an “tack inspection” which is performed by the Officer of the Day, a C1 or higher rated member, DC, Joint DC or trainer. These inspections check the rider’s tack, attire, general cleanliness and condition of the horse. All members should wear their pony club shirt and pin, unless otherwise instructed.
If a member is unable to bring their horse to a meeting, they are encouraged to arrange for the use of another horse. As mentioned, if unable to obtain a mount, the member should attend unmounted, but attired to ride. Any child under 13 years of age must have a parent/guardian present throughout the meetings and at all pony club events. If on occasion, this is not possible, prior arrangements must be made for supervision of the child by another adult and approved by the DC or instructor. The DC and/or instructors have the right to request a parent/guardian of a child over the age of 13 be present if they deem it necessary.
Please plan to bring your own snacks and drinks to all meetings unless otherwise stated.
At each meeting an adult is assigned to act as “Officer of the Day.” This individual must arrive by one half hour prior to the first time to help set up, direct parking, check that horses are safe at trailers, log in attendance, assist with inspections, keep rotation schedule flowing, remain at meeting to ensure that all manure is picked up and area is clean.
When bad weather makes riding impractical or if a mounted meeting is not possible due to trainer schedules, we will have alternative activities planned.
All members must let the DC or Joint DC know if they are attending a mounted meeting on the Tuesday prior to our scheduled club meeting. If you do not call RSVP, you will not be guaranteed a ride time at the meeting.
Parent/Sponsor Volunteers
It is impossible to run any organization without volunteers. Pony Club’s volunteers are “unpaid” parents, sponsors, family members and friends. We owe these wonderful individuals our gratitude for their time and support. The positions such as DC, Joint DC, Treasurer and Secretary take a great deal of time. To encourage volunteers to take on these positions, Northern Mines will offer one free membership to the DC, a 10% discount off the membership dues to the other officers. These discounts are only good for one family member.
Safety
Safety considerations for mounts:
1. Mounts must be temperamentally suited for the level of the rider.
2. Mounts must be healthy.
3. Mounts must be well cared for.
4. Mounts must be serviceably sound.
5. Stallions are not allowed in Pony Club.
6. Horses and ponies must be five years of age for USPC activities. (See USPC Policy 0135 for complete information.)
Safety consideration for trailering:
1. Understanding of travel safety is important for parents, children and horses.
2. Knowledge of loading, unloading and trailering and the ability to react to unusual circumstances when away from home is mandatory.
Safety considerations for riders:
1. When mounted (except when vaulting), all Pony Club members must wear securely fastened helmets which meet current ASTM (American Society of Testing and Materials) Standards #F1163-88.
2. The helmet must have a seal bearing the letters SEI (Safety Equipment Institute), which will verify the testing.
3. The helmet must be properly fitted.
Attire
For mounted instruction meetings, USPC safety practices must be followed:
1. The Pony Club member is required to wear an approved helmet (see above).
2. While riding, a conventional type of riding footwear with a heel, such as leather or rubber riding boots, Jodhpur boots, or the equivalent, is required. “Waffle” type soles are not allowed.
3. When unmounted, acceptable footwear is a shoe that is securely fastened, entirely closed, covers the ankle and is thick-soled and in good condition.
4. Canvas or cloth shoes of any kind are not allowed.
5. Shirts need to be tucked in and the Pony Club pin worn on the collar.
6. Suitable riding pants are required. Gloves for comfort are recommended. Also be aware that if your riding pants have belt loops, you need to wear a belt.
Sponsors & Sponsor Meetings
The Club’s Sponsors are parents and other interested adults who have an expressed interest in the welfare of the club and who have paid the annual Sponsor’s fee. Paid Sponsors are similar to board of directors and are entitled to vote on matters of club policy. A parent or representative must attend the monthly sponsor meetings. Member’s 16 years of age are able to attend in lieu of their parent/guardian. At these meetings, the treasurer reports the financial standings of the club; planning takes place; comments, ideas and suggestions are made and assignments are delegated.
There will be six (6) mandatory Parent/Sponsor meetings each year. These meetings will be held January, March, May, June, September (required by Pony Club’s National by-laws) and November. Attending Parent/Sponsor meetings keeps everyone apprised of what is happening with the club, allows positive suggestions to be made and helps the club run smoothly.
Fundraising
As with all youth organizations, we are constantly struggling to provide the best possible program our members. To achieve this goal, we need to bring in outside revenue. Our fundraising projects currently include clinics with guest instructors and horse shows. All members will be required to participate with these fundraising efforts. If you cannot participate with the event by being present during the fundraiser, your assistance will be required in another capacity associated with the specific fundraiser.
When dictated by the region, the Sierra Pacific Region will hold an annual fundraiser. Each member will be required to participate in these fundraisers.
NORTHERN MINES PONY CLUB
AGREEMENT TO CLUB
POLICIES AND PROCEDURES
I have received all of the information, policies and procedures concerning Northern Mines Pony Club. I am, therefore, informed and agree to abide by all policies.
Date: _________________ Pony Club Member ________________________
Date: _________________ Parent/Guardian ________________________
Date: _________________ Parent/Guardian ________________________
20855 Inspiration Lane, Grass Valley, CA 95949
(530) 268-3456 – April Smith, District Commissioner
MEMBER APPLICATION
Members Name ________________________________ Date ___________________
Address _______________________________________ Phone _________________
City/Zip Code __________________________________ Age ____ Birth date ______
Parent/Guardian Name _____________________Email__________________________
Have you taken riding lessons? (yes/no) _____________________________________
Instructor’s Name _______________________________________________________
Describe other horse experience ____________________________________________
Do you own a horse (yes/no) ________ Breed ________ Size _____ Age __________
Do you have the following items (yes/no)?
English Saddle ________________ Horse Trailer _________________
Riding Helmet ________________ Riding Boots _________________
List any Pony Club member you know _______________________________________
Why do you want to join the club? __________________________________________
Signature of parent/guardian who has read the information, policies and procedures guide and is also willing to become an active person in NMPC. Your joining requires a major commitment from two parties – (1) the rider and (2) the parent/guardian.
Signed _____________________________________________________
Parent/Guardian
Please return the application to the above address.
Northern Mines Pony Club
2006 Dues Schedule
Renewing Member – prior to November 1, 2005
National Dues $ 75.00
Regional Dues 30.00
NMPC Dues 145.00
Sponsor’s Fee (optional) 10.00
Total Renewing Member prior to November 1, 2005 $260.00
Any existing member that renews their membership after November 1, 2005 will be subject to a $5.00 late fee imposed by USPC.
New Member – prior to November 1, 2005– Does not include shirt, pin or book
National Dues $ 85.00
Regional Dues 30.00
NMPC Dues 145.00
Sponsor’s Fee (optional) 10.00
Total New Member prior to November 1, 2005 $270.00
A 10% discount on dues will be given to a second member from the same family.