ANNUAL HANDBOOK 2019 THE RULES OF THE PONY CLUB
(Text in red type denotes a change from the Rules as printed in the 2018 Handbook) GENERAL INFORMATION Any changes made to the Rules of The Pony Club during the year will be made available online at pcuk.org and Branches and Centres will be notified.
1. INTRODUCTION those people who may be affected by those Purpose activities and to ensure that all statutory 1.1 The Pony Club is a voluntary youth duties are met. organisation for young people interested in ponies and riding. It is a Registered Charity 1.5 Each employee, Area Representative, and and is subject to Charity legislation and to District Commissioner/Centre Proprietor shall regulation by the Charity Commission. The be given such information, instruction and legal Objects of The Pony Club are set out in training as is necessary for them to perform clause 4 of the Articles of Association (a copy their duties in safety. When tasks require of which may be obtained from The Pony particular skills additional to those of The
RULES OF THE PONY CLUB Club Office upon payment of a fee). Pony Club staff and volunteers, a competent The purpose of The Pony Club is: person or contractor with the necessary - to encourage young people to ride and experience and training shall be engaged. to learn to enjoy all kinds of sport connected with ponies and riding. 1.6 Each employee and volunteer will be - to give instruction in riding and expected to co-operate with The Pony Club horsemastership and to educate or District Commissioner/Centre Proprietor to Members to look after and to take proper ensure that all statutory duties are complied care of animals. with and to ensure that all work activities - to promote the highest ideals of are carried out safely. Each individual has a sportsmanship, citizenship and loyalty to legal obligation to take reasonable care for create strength of character and self his or her own Health and Safety, and for the discipline. safety of others who may be affected by his or her acts or omissions. Any person who is 1.2 The Pony Club Office is at Stoneleigh Park, concerned about any issue relating to Health ADMINISTRATIVE NOTES ADMINISTRATIVE Kenilworth, Warwickshire CV8 2RW from and Safety should raise the matter with their where The Pony Club is managed by a District Commissioner or manager at the permanent staff responsible to the governing earliest available opportunity. body (the Trustees). Organisational Arrangements Health and Safety Policy 1.7 The Chief Executive and the Pony Club Office 1.3 The Trustees are committed to ensuring, so shall on behalf of the Trustees far as is reasonably practicable, the Health i. Ensure that Rules and procedures are and Safety of its employees, of everyone who published and updated regularly to cover all assists The Pony Club, in whatever capacity, Pony Club activities; Members and their families and members ii. Ensure that adequate Employer’s Liability of the public who may be affected by the an d Public Liability insurance cover, activities of The Pony Club. as determined by The Trustees of The Pony INFORMATION Club, is obtained; 1.4 The Trustees will ensure that management iii. Ensure that adequate training and procedures and rules are in place to ensure instruction is provided for Area that all Pony Club activities are run with Representatives, District Commissioners, due regard for the Health and Safety of all Volunteers and Employees;
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iv. Maintain a central record of competent v. Report any hazardous defects in plant and Coaches and their attendance at equipment or shortcomings in the
professional development training Coaches existing safety arrangements to a Member GENERAL INFORMATION may be deemed to be competent by virtue of the Branch Committee, or their of qualification, achievement or experience immediate Pony Club contact, as soon as in one or more fields relevant to Pony Club practicable; activities; vi. Report all accidents to a member of the v. Ensure that all activities organised by Branch Committee, or their immediate The Pony Club are run with due regard Pony Club contact. to the Health and Safety of everyone who 1.12 Health and Safety is to be given priority over may be affected by that activity; any other Pony Club activity. vi. Ensure that adequate safeguarding procedures are notified to Area Other Legislation Representatives, District Commissioners 1.13 It is also the policy of The Pony Club to take and Centre Proprietors for implementation account of, and to implement as required, at all Pony Club activities; legislation on human rights, legislation which vii. Maintain effective communications on impacts voluntary youth organisations, and RULES OF THE PONY CLUB Health and Safety issues with employees, which regulates the care and supervision Area Representatives, District of young people. Commissioners and Centre Proprietors; viii. Require accidents to be investigated to 1.14 In relation to equity, equality and diversity, identify the causes so that actions may be The Pony Club taken to reduce the possibility of a i. aims to ensure that all people, irrespective recurrence. of race, gender, ability, ethnic origin. social status or sexual orientation have equal 1.8 District Commissioners shall operate their opportunities to take part in equestrianism Branches in accordance with the Rules of The at all levels and in any roles; Pony Club and statutory requirements and ii. seeks to educate and guide Pony Club with due regard for the health and safety of Members, their employees and volunteers their Members, parents and guardians, on the ownership, adoption and volunteers and any other person who may be implementation of its Equity, Equality and affected by the activities organised by the Diversity Action Plan; Branch. iii. intends to raise awareness of equity, ADMINISTRATIVE NOTES equality and diversity through the 1.9 Area Representatives are responsible implementation of this policy and the for monitoring the Health and Safety adoption of the Equity, Equality and performance of the Branches in their area. Diversity Action Plan; and, as a result of this process 1.10 Pony Club Linked Riding Centres are iv. aims to monitor, review and evaluate responsible for their own Health and Safety progress in achieving the stated aims and arrangements. These will be monitored by objectives and to feed back to member their Area Centre Co-ordinator and reported bodies on progress made. to The Pony Club Office as part of the Centre annual visit. 1.15 The Pony Club will ensure that its recruitment and selection procedures are fair, transparent Responsibilities of Employees, Officials, and meet the appropriate legal requirements. Volunteers, Coaches and Contractors. 1.11 All persons acting on behalf of The Pony Club 2. DEFINITIONS
or carrying out work for The Pony Club must - 2.1 In these Rules: INFORMATION i. Take reasonable care for their own Health and Safety; “Area” means a geographic sub-division of Great ii. Consider the safety of other persons who Britain and Northern Ireland. may be affected by their acts or omissions; iii. Work within the limits of their own training “Area Centre Co-ordinator” means the person and competence and the information and responsible for inspecting Centres within an Area instructions they have received; and for advising on Centre Membership issues iv. Refrain from intentionally misusing or within that Area. recklessly interfering with any equipment provided for Health and Safety reasons; “Area Representative” means the person
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responsible for overseeing Pony Club activities “Equestrian Professional” means a person who is within an Area. financially interested in letting out or selling horses, in instructing in equitation or keeping liveries or “BETA” means the British Equestrian Trade other equestrian facilities. Association. “BEF” means the British Equestrian Federation. “Handbook” means the annual publication giving information about The Pony Club. “Branch” means an operating sub-division of The Pony Club, organising Pony Club activities at a local “he” means either he or she and “his” means either level. his or her. “Branch District” or “District” means a geographic “Health and Safety Policy” means the Policy as
GENERAL INFORMATION sub-division of an Area, forming the territory within stated in the introduction to these Rules. which a Branch operates. “Management Committee” means the executive “Branch Member” means a member of a Branch. body responsible for the day-to-day operation of The Pony Club, whose membership is defined in “Branch Membership Year” means the period from Rule 4.9. 1 February to the following 31 January. “Non-Riding Member” means a Branch member “Branch Operations Director” means a person who is eligible to take part only in unmounted appointed by the Management Committee Pony Club activities (e.g. Horse and Pony Care, Quiz, to assist relationships and communication, Triathlon and unmounted rallies). when required, between Branches and Area Representatives, and the Pony Club Office, and “Parents” shall include individuals with parental also to mediate in inter-Branch or intra-Branch responsibility. disputes. He will be appointed for 3 years but may
RULES OF THE PONY CLUB offer himself for re-appointment. “Pony” means either a pony or a horse, except where the terminology is clearly specific to a pony. “Centre Member and Centre Plus Member” means a member of a Centre. “Pony Club Linked Riding Centre” or “Centre” means a Riding Centre that has been approved to “Centre Membership and Centre Plus Membership participate in the Centre Membership Scheme. Subscription Year” means the period of twelve months commencing from the first day of the “Pony Club Office” or “The Office” means the month in which the Centre Member’s subscription central office maintained by The Pony Club, which was paid. is also the registered address of The Pony Club.
“Centre Membership Scheme” means the “Pony Club Year” means the period from 1 January scheme administered by The Pony Club for the to the following 31 December. membership of Centre Members “Championships” means The Pony Club “Riding Member” means a Branch Member who ADMINISTRATIVE NOTES ADMINISTRATIVE Championships. is eligible to take part in all Pony Club activities whether mounted or unmounted. “Charity” means “The Pony Club” as constituted as a Registered Charity. “Rules” and “Rules of The Pony Club” mean the Rules of The Pony Club, as published in the “Children of the family” includes siblings, half Handbook, and displayed on the website. The Rules siblings, adopted children, foster children, and are determined by the Trustees (in the spirit and children who have a guardian residing at their best interests of The Pony Club and its objectives). address. The Rules may be added to, cancelled in whole or in part or altered, as the Trustees or the Company “Company Member” means a person who is Members at a general meeting deem necessary. entitled to vote at general meetings of The Pony The Trustees may also make temporary rules for Club a limited period. Changes or additions to the INFORMATION Rules will be published on the website. Any query “District Commissioner” means the person about the operation of the Rules or request for responsible for administering Pony Club activities clarification should be referred to the Trustees. within a Branch. “Website” means the website of The Pony Club,
28 pcuk.org ANNUAL HANDBOOK 2019 available at pcuk.org 4.5 The Chairman of the Area Representatives’ Committee and the Chairman of the Centre
3. PERIOD OF OFFICE Membership Committee cannot be a Trustee GENERAL INFORMATION 3.1 The Chairman, Vice-chairman and Treasurer whilst holding that position. shall serve in that capacity for a maximum of two terms of 3 years. No Trustee may Honorary Appointments serve for more than three consecutive terms 4.6 The Trustees may make honorary of three years. They may then stand again appointments, such as President, or Vice- after a period of 3 years has elapsed, up to President. The holders of such appointments a maximum of a further three consecutive will not, by virtue solely of that office, be terms of three years. members of any Pony Club Committee. 3.2 In exceptional circumstances, the Trustees may agree to an extension for a person who Finance Committee otherwise would have to retire, but for a 4.7 The Finance Committee will monitor maximum of 1 year. the integrity of The Pony Club’s financial statements and internal controls. It will 3.3 This Rule shall prevail if it is in conflict with any also review the budgets, the management RULES OF THE PONY CLUB other Rule. accounts, the statutory accounts and the risk management systems, and will report on 4. STRUCTURE these to the Trustees at each meeting (so far The Trustees as applicable). The Committee will also make 4.1 The Trustees are the ultimate authority of The recommendations to the Trustees in relation Pony Club (subject to review by the Company to the appointment and remuneration of the Members at the Annual General Meeting) and auditors. are responsible for the general administration and management of the affairs of The 4.8 The Finance Committee will be chaired by Pony Club. The Trustees may delegate their the Treasurer and shall include the Treasurer, authority to subsidiary bodies, officials and another Trustee, two members nominated employees. A register shall be maintained of by the Area Representatives, and such other all delegations and authority limits. persons of appropriate expertise as may be nominated by the Trustees. The Committee 4.2 Reporting to the Trustees will be the will meet as required, but at least twice each Management Committee, the Finance year, and the Director of Finance (or other ADMINISTRATIVE NOTES Committee, the Health and Safety and member of staff nominated by the Chief Safeguarding Advisory Committee and the Executive) shall attend each meeting. Chief Executive. Management Committee 4.3 The Chairman of The Pony Club will be 4.9 The Management Committee is the executive nominated by the Trustees after consultation body charged with the administration of The with the Volunteers and Officials Committee. Pony Club in accordance with the policies and The Trustees’ nomination will then be subject guidelines established by the Trustees. to confirmation by the Company Members at the Annual General Meeting. The Chairman 4.10 The Vice-chairman of The Pony Club will will hold office for three years from 1st January chair the Management Committee and its after his appointment and, subject to Rule membership will be: 3, a retiring Chairman will be eligible for re- The Vice-Chairman appointment. The Trustees will also appoint a The Chief Executive Vice-chairman of The Pony Club after a similar The Director of Finance and Operations
process of consultation, to assist the Chairman The Director of Growth and INFORMATION in the performance of his duties. The Vice- Development (NV) chairman shall have the same length of term The Director of Communications, Projects of office as the Chairman. and Planning (NV) The Chairman of the Training 4.4 If the appointed Chairman or Vice-chairman Committee is already a Trustee or an Area Representative, The Chairman of the Health and Safety he will resign his original position. In such and Safeguarding Advisory Committee an event, the vacancy shall be filled in the The Chairman of the Centre manner described in the Rules. Membership Committee
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The Chairman of the Area Representatives’ matters. The Chairman of the Management Committee Committee will have the casting vote in the Two members elected by the Area event of equality of votes. A quorum will Representatives consist of not fewer than five members of On e member elected by the Chairmen of the Management Committee entitled to the Sport Committees vote. The Chairman of the Rules and Compliance Committee Rules applicable to all committees. The Chairman of the Finance Committee The Chairman of the Volunteers and 4.18 Unless specifically provided for elsewhere in Officials Committee these rules, the following Rules shall apply
GENERAL INFORMATION to all committees, with the exception of the 4.11 Other members of the staff of The Pony Club Appeals Committee: - may attend the meetings at the invitation of the Chairman of the Management Committee 4.19 Each committee shall have a chairman, who will normally hold office for three years, 4.12 The elected Area Representatives will serve terminating at the end of the third Pony Club for a period of three years. When required, Year, although he may offer himself for re- an election for a new Area Representative appointment. member of the Management Committee will be held at the last meeting in the year 4.20 Nominations for the Chairman can be of the Area Representatives’ Committee, made by the relevant Committee members with the appointment to be effective from and by Company Members. If more than the following 1st January. Each member of one nomination is received, the relevant the Management Committee shall have a Committee members and the Company nominated substitute who shall be entitled Members will vote on the appointment.
RULES OF THE PONY CLUB in the absence of that member to attend the Management Committee in his stead. 4.21 If the chairman of any committee loses the confidence of his committee members, and 4.13 It will not normally be appropriate for a he is unwilling to resign, then this should be member of the Management Committee reported to the Management Committee in who is not a member of staff to hold the same writing, signed by a majority of the committee position for more than three consecutive members. The Management Committee will terms of three years but he may stand again appoint a person to investigate fully and, after a period of one year has elapsed to a if necessary, report back on the facts. The maximum of a further three consecutive Management Committee, in its absolute terms of three years. discretion, may end the appointment of a committee chairman or any other committee 4.14 The same Area Representative may not serve member at any time upon giving written in that capacity at the same time as a Trustee notice to the individual. The Management and on the Management Committee. Committee will normally seek representations ADMINISTRATIVE NOTES ADMINISTRATIVE from the individual concerned and will 4.15 The member elected by the Chairmen of normally give reasons for its decision. the Sport Committees will serve for a period of three years and may not immediately 4.22 Persons appointed to committees established stand for re-election to the Management under these rules are expected to contribute Committee. fully to the working of that committee and therefore any persons who, without 4.16 The Management Committee will meet at reasonable excuse, fails to attend (either regular intervals. in person or by conference call) three consecutive meetings of the committee shall 4.17 Management Committee decisions will cease to be a member of that committee. normally be made by open vote. However, the Management Committee may decide 4.23 Each committee shall include at least two INFORMATION to have a secret ballot if a majority of those Area Representatives. Every eligible Area present so wish. Save that those members Representative shall be offered a place on at of the Management Committee marked least one committee. Area Representatives “NV” above shall not be entitled to vote, all will serve on a committee for 3 Pony members will have equality of voting on all Club Years. Other than in exceptional
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circumstances an Area Representative will Appeals Committee not be eligible for re-appointment in their 4.30 In the event that any matter cannot be
capacity as Area Representatives but may resolved by the Area Representatives, the Area GENERAL INFORMATION be appointed as ordinary members of the Centre Co-ordinators, the Branch Operations committee. Directors, the Management Committee, the Centre Membership Committee or the 4.24 A newly appointed Area Representative relevant Sport Committee, the Chairman of shall not be eligible for appointment to a the Management Committee will establish a committee (unless he is already a member committee of 3 or more Company Members, of such a committee) until he has served retired Area Representatives or retired for one complete Pony Club Year as an Area Chairmen of a Sports Committee at least one Representative. Other than these new Area of whom must be an Area Representative. Representatives, each Area Representative The committee will choose one of their shall be invited to indicate, no later than 1st number to act as chairman. The members August each year, the committees on which chosen must not have a conflict of interest. he wishes to serve. These should be given in order of preference. The Management 4.31 The Chairman will have the casting vote in the RULES OF THE PONY CLUB Committee shall then allocate the Area event of equality of votes. Representatives to committees. 4.32 The decisions of the Appeals Committee shall 4.25 Other than the Area Representatives, persons be final. will be invited to become members of committees because of their expertise in a 4.33 Any three members of the Appeals particular area. They will serve for a period Committee will form a quorum. of three years but may offer themselves for re-election. All vacancies must be advertised Sport Committees on The Pony Club website. All candidates 4.34 There shall be formed a committee for each must be nominated in writing by a Company Sport comprising two Area Representatives Member. If there are more nominations than plus other persons with knowledge and there are places available, then a vote will experience of each sport. The committee be held. Those entitled to vote will be the will in each case have responsibility for the existing members of the Committee, both administration of their sport within The continuing and retiring, and the Company Pony Club. With the support of The Pony ADMINISTRATIVE NOTES Members. Club Office, the committee is responsible for organising The Pony Club Championships for 4.26 A list of the proposed composition of each their sport. They will also maintain a separate committee for the coming year shall be Sport Rule Book which is published annually submitted to the Annual General Meeting for and they adjudicate on any matters requiring ratification. resolution within their sport. These Sport Rule Books form part of the Rules of The Pony 4.27 Proposals to fill casual vacancies shall Club. be submitted to the next Management Committee meeting after the vacancy arises. Each Committee shall meet each year to consider whether any changes are required to 4.28 All members of a committee shall have equal the rules of their sport. voting rights, except that co-opted advisors shall not have a vote. The chairman of the 4.35 With the approval of the Management committee shall have the casting vote in the Committee, a newly appointed or re-
event of equality of votes. Any three members appointed Sport Chairman may ask up to 50% INFORMATION of a committee will form a quorum. of the Sport Committee to resign.
Area Representatives’ Committee Training Committee 4.29 The Area Representatives’ Committee will be 4.36 The Training Committee has responsibility chaired by an elected Area Representative for all training activities within The Pony and will meet at least twice a year. The voting Club, and for all elements of horsemanship members of the committee will be the 19 and horsemastership within competitions, Area Representatives. The Branch Operations and also for the commissioning of coaching Directors shall be entitled to attend meetings and training publications. They are also of the committee but shall not have a vote. responsible for the administration of tests and
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for the appointment and removal of assessors to co-opt additional members from time to to and from the Panel of Assessors for ‘A’ Tests. time. It is recommended that one member of the Committee should have legal experience. 4.37 The Training Committee shall meet each year to consider whether any changes are required Volunteers and Officials Committee to the syllabus of each Test, or to the fees 4.43 The Committee will be responsible for the charged for ‘B’ test and above. recruitment of volunteers to The Pony Club and for determining and maintaining the Centre Membership Committee processes by which they are elected. The 4.38 The Centre Membership Committee has Committee will also approve and/or ratify new responsibility for the administration of the District Commissioners.
GENERAL INFORMATION Centre Membership Scheme. It represents the interests of Centre Members. It is 4.44 The Committee will ensure that suitable responsible for establishing the standards training and development is provided for required of Pony Club Linked Riding Centres volunteers and that they are duly rewarded and for giving approval for individual Riding and recognised. The Committee will consult Centres to join the Centre Membership with volunteers as it sees fit. Scheme. To assist in carrying out this responsibility, it will appoint Area Centre Co- 4.45 The Committee will elect a Chairman ordinators to visit Riding Centres to assess from amongst its number. Membership of their suitability. It may also remove Riding the Committee will comprise of persons Centres that do not maintain the required appointed by the Company Members in standards. general meeting but must include at least two Trustees and two Area Representatives. 4.39 It will administer all national competitions The Chairman of The Pony Club shall be ex organised for Centre Members and will officio a member of the Committee and may
RULES OF THE PONY CLUB establish and publish the Rules for such attend at his discretion. The Committee will competitions. have power to co-opt additional members from time to time. Health and Safety and Safeguarding Advisory Committee Treasurer of The Pony Club 4.40 The Health and Safety and Safeguarding 4.46 The Treasurer of the Pony Club shall be Advisory Committee has responsibility for appointed by the Trustees and will hold implementing and reviewing the Health office for a period of three years. Subject to and Safety Policy of The Pony Club. It is also Rule 3, a retiring Treasurer will be eligible for responsible for implementing and reviewing re-appointment for a further term of 3 years. safeguarding issues, and for ensuring The Treasurer, with the support of the Finance compliance with the requirements of the Committee and the Director of Finance and DBS, Access NI or PVG (as appropriate). The Operations, will be responsible for all financial Group shall meet as required. matters affecting The Pony Club. ADMINISTRATIVE NOTES ADMINISTRATIVE Rules and Compliance Committee 4.47 Not later than the end of October each year, 4.41 The Committee will be responsible for the Treasurer of The Pony Club will submit maintaining the Rules of The Pony Club and to the Finance Committee a draft budget for recommending changes to the Trustees as the following Pony Club Year, together with they may be required. The Committee will recommendations on annual subscriptions scrutinise the various rule books to ensure and capitation fees for that year. The Finance consistency and set codes of conduct and Committee will then forward to the Trustees standards to apply throughout The Pony Club. its recommendations as to the budget for the All complaints and disputes will be dealt with following Pony Club Year for approval (with or by the Committee. without modifications) by the Trustees.
4.42 The Committee will elect a Chairman from 4.48 At each Meeting of the Trustees, the Treasurer amongst its number. The Branch Operations and/or the Director of Finance and Operations INFORMATION Directors will be members of the Committee. will give a financial report, during which they Two Area Representatives will also be will comment on any material variations from members and the Committee will have power the approved budget.
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Chief Executive apply to any officer or member of a Branch 4.49 The Chief Executive will be an employee of Committee who has any responsibility for the
The Pony Club, responsible for administering financial affairs of the Branch GENERAL INFORMATION the activities of The Pony Club and the Office within the policies and procedures 5. CONFLICT OF INTEREST established by the Trustees and in accordance 5.1 At all levels of The Pony Club, from the with statutory requirements and the Trustees to Branch Sub-Committees, approved budget. He will report to the avoidance of any potential conflict of interest Chairman of The Pony Club and, through him, must be strictly observed. Whenever an to the Trustees. He will attend all meetings of individual has a personal interest in a matter the Trustees, and all general meetings and to be discussed at a meeting of a committee such committee meetings as he may choose. of which he is a member, he must: - He will have the right to speak at each such a) Declare his interest before discussion meeting but shall not have a vote, except on begins. the Management Committee. b) Be absent from the meeting for that item, unless expressly invited to remain to 4.50 The Chief Executive can only hire or dismiss provide information. RULES OF THE PONY CLUB staff with the approval of the Chairman of The c) Not be counted in the quorum for that part Pony Club. of the meeting. d) Be absent during the vote and have no 4.51 In the event of a vacancy for the position of vote on the matter. Chief Executive, the Trustees will establish a Recruitment sub-committee to recruit a 5.2 Normally, no Equestrian Professional will new Chief Executive. This sub-committee be eligible for appointment as an Area will consist of no more than six members, to Representative, a District Commissioner, include the Chairman of The Pony Club (who or as a member of any committee or sub- will act as Chairman of the sub-committee) committee established under these Rules and the Treasurer of The Pony Club. The other (except for membership of the Centre members of the sub-committee will be drawn Membership Committee or the Training from the Trustees. The sub-committee will Committee). The Management Committee decide upon the selection policy and methods however, at its discretion, may decide to and will have absolute and irrevocable approve the appointment of an Equestrian authority, on behalf of The Pony Club, to make Professional and may attach to the approval ADMINISTRATIVE NOTES an offer of employment to the candidate that such conditions as the Management it chooses. In the event of equality of votes, Committee in its absolute discretion considers the Chairman of The Pony Club will have the appropriate. In such a case, the person must casting vote. submit a written declaration that he has read and understood the Conflict of Interest The Handbook Policy of The Pony Club, as defined in this 4.52 The Pony Club Handbook will be published Rule, and that he will adhere to it. Equestrian annually. It will include these Rules (but Professionals who are members of any not the Sport Rules); annual subscriptions committee (including the Centre Membership and test fees; names of the Trustees, the Committee and the Training Committee) committees established under this Rule 4, or the Management Committee must also Branch officials, Area Centre Co-ordinators submit such a declaration. This Rule shall not and Centre Proprietors; statistical information; be applied retrospectively. details of Insurance cover and information on Pony Club merchandise. The Handbook may 5.3 A person empowered to take decisions on
be released in electronic form. behalf of The Pony Club must ensure that INFORMATION those decisions are made in the best interests Bankruptcy of The Pony Club. 4.53 Any Trustee, Company Member or District Commissioner, who becomes bankrupt or 6. MINUTES makes a composition with his creditors, 6.1 All meetings of the Trustees, the Finance shall be disqualified from office and Committee, the Management Committee, his appointment shall be terminated and the committees established under these immediately. No person who is an Rules must be minuted, and copies of the undischarged bankrupt may be appointed minutes will be distributed to all members of to any of these offices. This Rule shall also these bodies, whether they were present at
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the meeting or not. Copies of the minutes will Membership subscription year. As insurance also be distributed as follows: - cover will also cease at the same time, it is - the Finance Committee – to the Trustees essential that a lapsed Member should not be - the Management Committee - to the permitted to take part in any Branch or Centre Trustees, the Rules and Compliance activities, except those that are open to non- Committee, Area Representatives and Members, until such time as he rejoins The Branch Operations Directors Pony Club. - the committees established under these Rules – to the Management Committee, 7.7 A District Commissioner may at any time the Rules and Compliance Committee, Area recommend to his Branch Committee that Representatives and Branch Operations they end the Membership of any Branch
GENERAL INFORMATION Directors Member who, in the opinion of the District Commissioner, shows insufficient interest in 7. MEMBERSHIP their Branch. The District Commissioner may, Eligibility at his own discretion, make a Branch rule 7.1 Membership is available to Branch Members that Members, to remain in membership of until the 31st of January following the end of the Branch, participate in Branch activities, the Calendar year in which they become 25 be selected to represent the Branch in any years old. Membership of a Branch may be as competition or be nominated to represent a Riding Member or Non-Riding Member. The Pony Club, must go to a certain number or percentage of the working rallies of the 7.2 Membership is available to Centre and Centre Branch in a calendar year unless prevented Plus Members until the end of the Centre from doing so by illness, absence from home Membership subscription year in which they or any other reason which in the opinion of become 25 years old. the District Commissioner justifies absence.
RULES OF THE PONY CLUB 7.3 It is open for anyone to apply for Branch 7.8 If it is proposed to end the Membership of Membership. It is desirable that they should any Members, notice will be given to the have the use of a pony. Membership is of a Members, after consultation with their Branch and a Member cannot join more than Area Representative who then may make one Branch at one time. Usually Branches appropriate representations. The Chairman accept any application for Membership from of The Pony Club or the Chief Executive may people resident within their Branch District. suspend any Member whose conduct is under Applications to join other Branches must be investigation. agreed with the Area Representative. 7.9 The Rules and Compliance Committee may 7.4 Centre Membership is intended for anyone expel or exclude any Member whose physical, who does not have their own pony, (either verbal or online conduct is such, in its opinion, owned, hired or on loan), who ride at a Pony to be injurious to the character or reputation Club Linked Riding Centre. However, anyone of The Pony Club or of any of its Branches who owns a pony, keeps it at a Pony Club or Centres or to the interests of The Pony ADMINISTRATIVE NOTES ADMINISTRATIVE Linked Riding Centre and has no means Club or its Members. The request for such an of transporting it, may apply for Centre expulsion will be initiated by the decision of Membership. a Branch Committee to recommend to their Area Representative the expulsion of the 7.5 A Centre Member who subsequently acquires Member. The Area Representative will then a pony, and has transport, should move to present the case to the Rules and Compliance become a Centre Plus Member or join a Committee. Alternatively, the Rules and Branch. In such an instance, The Pony Club Compliance Committee may decide to Office may give a partial refund of the Centre suspend the Member for a fixed period. In Membership subscription. the case of a Centre Member, or Centre Plus member an Area Centre Co-ordinator will Termination of Membership recommend the expulsion to the Chairman of 7.6 If the Renewal Subscription of any Branch the Centre Membership Committee, who will INFORMATION Member has not been paid by the end of present the case to the Rules and Compliance February Membership is terminated from Committee. that date. Membership will also be terminated for any Centre Member who has not paid his 7.10 Before the Rules and Compliance Committee renewal subscription by the end of his Centre expels or suspends a Member, he will be given
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reasonable notice of relevant meetings, and may also refuse to renew the membership full opportunity to defend himself, and to of a Member. Reasons for such action would
justify or explain his conduct. This will include normally be given. GENERAL INFORMATION making representations by way of defence, justification and explanation on behalf of the 7.17 If a District Commissioner refuses to renew Member by the parents. If a majority of the a Member’s membership, that person may Rules and Compliance Committee present at apply to join another Branch. In such a case the inquiry is of the opinion that the Member Rule 8 (Transfers) will apply, save for the has been guilty of the alleged conduct and following: - that the Member or parents of such Member ∙ The Transfer Form does not need has or have failed to justify or explain it the approval of the refusing District satisfactorily, the Rules and Compliance Commissioner. Committee shall decide either to expel or ∙ The 14 months rule will apply to the suspend the Member from The Pony Club. Member refused. However, any other children of the family may elect to transfer 7.11 The Rules and Compliance Committee to the same Branch, without the imposition may also terminate the membership of a of the 14 months rule. RULES OF THE PONY CLUB Member on medical grounds, if it considers that the continuation of membership would 7.18 On the ending of Membership, whether be dangerous or detrimental to either the because of age, non-payment of subscription, Member himself or to others. In reaching resignation, expulsion or any other reason its decision, the Rules and Compliance whatever, the Member will forfeit all the Committee shall take into account such privileges of Membership and all rights medical reports that may be available to it, against The Pony Club. Subscriptions will not, but the absence of any medical reports shall except as provided above, be returnable and not preclude the Rules and Compliance the Member will still be liable for all annual Committee from terminating the Member’s subscriptions that had become due and membership. remained unpaid at the date of ending of his Membership. 7.12 Before the Rules and Compliance Committee terminates membership on medical grounds, Parents and Supporters the Member will be given reasonable notice 7.19 The Pony Club publishes on its website of relevant meetings, and full opportunity to information on the role of parents and expects ADMINISTRATIVE NOTES justify his continued membership. This will parents and those with parental responsibility include making representations by way of to comply with the guidance set out there. justification and explanation on behalf of the Member by the parents and/or by appropriate 7.20 Where the behaviour of a parent or medical professionals. supporter is considered to be detrimental to the conduct of Branch activities it may 7.13 If a majority of the Rules and Compliance be necessary first to give a warning and Committee present at the inquiry is of the ultimately (although The Pony Club may opinion that the Member’s medical condition dispense with a warning in exceptional cases) satisfies the criteria specified above, then his to ban them from attending Pony Club membership will be terminated. activities. The parent or supporter should be informed of any such decision by means of a 7.14 The Area Representative or the Chairman letter from the District Commissioner which of the Centre Membership Committee (as should indicate the reasons for the decision appropriate) has the authority to suspend and indicate that the parent or supporter
the Member from membership pending the can appeal against the warning to the Rules INFORMATION Rules and Compliance Committee inquiry. and Compliance Committee within three weeks of receipt of the letter and that if this 7.15 On the termination of membership for appeal is not successful they may appeal to medical reasons, the Member will be entitled the Appeals Committee. They should also be to a pro-rata refund of the subscription and/or informed that the member with whom they fees paid for the current year. are associated is still welcome at Pony Club activities and that the District Commissioner 7.16 A District Commissioner may refuse to will indicate on entry forms to competitions accept an application for Membership. With run by other branches that they have been the approval of the Area Representative, he banned from attending Pony Club activities.
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8. BRANCH MEMBERSHIP AND TRANSFERS family membership must all live at the same Subscription permanent address and must be Members of 8.1 The Trustees will set the rate for the annual the same Branch. subscription and will publish this in the Handbook. They will also determine the 8.7 Where there are already one or two children capitation fee, which is that part of the annual in a family who are Members, and additional subscription that is paid by Branches to The children of the family join for the first time in Pony Club Office. A new Branch is exempted July or August, thereby qualifying for Family from paying the capitation fee in The Pony membership, the parent may opt either Club Year in which it is formed, and also in the to pay the balance of the Standard Family following Pony Club Year. Subscription, or to pay the individual Reduced
GENERAL INFORMATION Subscription(s). 8.2 The annual subscription is due on 1st February for the following Branch Membership Year. The capitation reporting will follow the The first annual subscription is due when first decision of the parent. In such cases, the applying for membership. All applications for renewal for following years must be at the membership must be made on the official Standard Family Subscription, provided that Branch Membership Application Form or there are sufficient children of the family in the official Branch Membership Renewal Membership to qualify. Form issued by the Office. If branches require additional information that is not included on 8.8 For the purposes of the Capitation Return, these forms, they should collect it by means of new or Renewing Members joining between a locally produced supplementary form, but September and December shall be treated as this must be in addition to the official forms, new Members joining in the following Branch not replacing them. Membership Year.
RULES OF THE PONY CLUB 8.3 For the purposes of this Rule, a renewing 8.9 Annual subscriptions are paid to the Branch Member is one who renews his membership to which application for Membership has for the following Branch Membership Year been made. Renewal Subscriptions are also and who has at any time in the past been a paid to the Branch. member of any branch of the Pony Club. His previous branch may not necessarily be the Visiting Members branch that he is now applying to join. 8.10 All Branch Members will be welcomed as occasional visitors at working rallies or other 8.4 A new Member is somebody who joins a Branch activities of a Branch other than their Branch for the first time and has never own Branch, provided that the agreement previously been a Branch member (although of both District Commissioners is obtained. he could have been a Centre Member). A Visiting Member cannot represent the Branch that he is visiting in any Pony Club 8.5 A renewing Member will pay the Standard competitions. He may not take tests (other Subscription, which will cover his membership than Achievement Badges) at that Branch ADMINISTRATIVE NOTES ADMINISTRATIVE for the Branch Membership Year. A new without the permission of the District Member joining between February and Commissioner of his own Branch. June will also pay the Standard Subscription, for membership for the rest of the Branch Transfers Membership Year. A new Member joining 8.11 Members wishing to transfer between in July or August will pay a Reduced Branches are actively discouraged from doing Subscription, which again gives membership so, as The Pony Club believes transfers are for the remainder of the Branch Membership not in the best interests of The Pony Club as a Year. A new Member joining between whole. September and January will pay the Standard Subscription set for the following Branch 8.12 A Member, who changes Branches, other Membership Year and will enjoy membership than because of a permanent change until the end of the following Branch of residence, may not compete in any INFORMATION Membership Year. Championship qualifying competition as a Team Member for 14 calendar months from 8.6 Family membership is available to three the date of transfer. This does not apply to or more children of the family as defined the Regional Championships, the Quiz, and in paragraph 2. Children to be covered by the Horse and Pony Care competitions. Such
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a Member may, however, compete as an Commissioners, an appeal may be made by individual. Any transferred Member ineligible or on behalf of the Member to the Rules and
under the 14 months rule to compete at an Compliance Committee, which will have the GENERAL INFORMATION Area Team qualifying competition shall not absolute discretion and authority to approve be eligible to compete at the later stages or reject any transfer and will generally give of the competition in the Pony Club Year reasons for doing so. It will be determined that the restriction expires. A Member may what, if any, representation of interested appeal to the Appeals Committee against the parties is appropriate and, in relevant imposition of the 14 months rule. circumstances, reasonable and adequate notice of meetings will be given. The decision 8.13 On permanent change of residence into of the Rules and Compliance Committee shall another Branch’s district, a Member may be final. choose either to remain with his existing Branch or transfer to the Branch into whose 8.17 In the year of transfer, no part of the Annual district he has moved. Provided he requests Subscription of a Member will be payable a transfer within 12 calendar months of to the “receiving” Branch, unless the the change of residence, the 14 calendar Subscription is paid to the “receiving” Branch RULES OF THE PONY CLUB months restriction on competing in any after the transfer. Championship qualifying competition or Championships will not be imposed. Equally, Centre Plus to Centre Plus if a Member changes Branches within 12 8.18 A Centre Plus Member who changes months of first joining The Pony Club, he may Centres, other than because of a permanent do so without the imposition of the 14 months change of address, may not compete in any restriction. Championship qualifying competition as a Team Member for 14 calendar months from 8.14 If the transfer is requested because the the date of transfer. In other circumstances Branch to which the Member currently where the Centre Plus Member changes belongs does not offer the opportunity to take Centres, cases will be managed on an part in Mounted Games, Polo or Polocrosse at individual basis by the Centre Membership any level, be it rallies, friendly competitions or Committee. Area Competitions, the fourteen month rule will not apply to that sport, but it will apply Centre to Branch 8.19 If a Centre Member wishes to transfer to ADMINISTRATIVE NOTES to those other sports in which he could have a Branch, they must contact their chosen taken part. Branch and join as a new Member. They may contact the Pony Club Office for a refund on 8.15 In the case of a Renewing Member, anyone any Centre fee outstanding. No 14 months who applies to join a different Branch is restriction on competing for the Branch subject to the transfer provisions as set out applies, but the Member MUST meet all other above and a 2019 Transfer Form must be eligibility rules. submitted. For competition purposes, the new membership will be deemed to start from the Centre Plus to Branch date that the subscription is paid, or March 1st, 8.20 If a Centre Plus Member wishes to transfer whichever is the later. Individual consideration to a Branch, they must contact their chosen will be given in cases where Membership has Branch and join as a new Member. They may lapsed for two years or more. contact the Pony Club Office for a refund on any Centre Plus fee outstanding. No 14 8.16 Every request for a transfer must be made months restriction on competing for the
to the Area Representative and a 2019 Branch applies, but the Member MUST meet INFORMATION Transfer Form will be issued. The Transfer all other eligibility rules. Form must be completed by the respective District Commissioners of the Branches Centre to Centre Plus concerned and returned, for consideration, 8.21 If a Centre Membership comes to an end by the Area Representative(s). Any transfer and the Member transfers to Centre Plus for agreed by the Area Representative(s) and by their subsequent renewal of Membership, it both District Commissioners can go ahead must be made clear on submitted renewal without reference to The Pony Club Office. documentation. The Proprietor must also If the proposed transfer is not agreed by be informed. If the transfer from Centre to the Area Representative(s) and both District Centre Plus Membership takes place mid
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subscription, the Pony Club Office should be 9. AREA AND BRANCH ORGANISATION contacted who will manage the transfer. Areas and Branches 9.1 The Pony Club’s administration in the UK Branch to Centre Plus is divided into Areas, which are defined 8.22 The transfer from Branch to Centre Plus by the Area Representatives Committee. Membership will follow the same procedure Each Area will be headed by an Area as transferring from Branch to Branch. Representative. Areas consist of a number of Branches and the Area Representative Branch to Centre will agree the geographical boundary of 8.23 The transfer from Branch to Centre each Branch. The creation of a new Branch, Membership will follow the same procedure or the amalgamation of existing Branches,
GENERAL INFORMATION as transferring from Branch to Branch. must have the prior agreement of the Area Representative. If a Branch cannot agree its Branches outside the UK boundaries with the Area Representative, 8.24 The Rules of The Pony Club apply only to it will have the right of appeal to the Great Britain and Northern Ireland. Management Committee. It is permissible for Branches to have overlapping boundaries. 8.25 Any Club situated outside Great Britain and Northern Ireland and having objects similar to 9.2 Branches must follow the purposes of The those of The Pony Club may, with its approval, Pony Club, as stated in Rule 1.1 and are be affiliated to The Pony Club and when and governed by the Rules of The Pony Club. so long as it is affiliated it must be known by a name indicating that it is a Branch of The 9.3 The Rules and Compliance Committee shall Pony Club. have the power to suspend or expel a Branch or an officer or committee member of that 8.26 Any affiliated Club, Advisory Board or Branch, if it believes there to be a breach
RULES OF THE PONY CLUB Committee will make any rules for its of this requirement. Similar action may be constitution and organisation as it shall think taken if it believes that The Pony Club is being fit, but these rules must first be sent to and brought into disrepute. approved by The Pony Club who may require any amendments and additions and deletions 9.4 Before the Rules and Compliance Committee as it thinks proper. suspends or expels a Branch, the District Commissioner and Branch Secretary will be 8.27 In any event approval will be withheld unless given reasonable notice of relevant meetings, the rules incorporate the objects and spirit of and full opportunity to defend the Branch and the Rules of The Pony Club. to justify or explain its conduct.
8.28 A Member of an affiliated Overseas Branch 9.5 This will include making representations by can transfer to a UK Branch and become a full way of defence, justification and explanation Member. The same conditions will apply as for on its behalf. If the majority of the Rules and British Members (see Transfer rule). Compliance Committee present is of the ADMINISTRATIVE NOTES ADMINISTRATIVE opinion that the Branch is in breach of its obligations and that its representatives have 8.29 Affiliated Clubs will contribute an affiliation failed to justify or explain it satisfactorily, fee to The Pony Club, which will be set by the the Rules and Compliance Committee shall Trustees. decide either to suspend or to expel the Branch. 8.30 Any approval by The Pony Club given to Affiliated Clubs may at any time be withdrawn 9.6 In the case of the proposed suspension or when all privileges will be terminated. expulsion of an officer or committee member, Adequate notice will be given, along with they shall be entitled to similar notice periods reasons for withdrawal, in reasonable time. and entitlement to defence. The Pony Club from time to time may also vary the conditions of Membership and the Area Representatives INFORMATION Rules of Affiliated Clubs, upon reasonable 9.7 The District Commissioners in each Area notice. will elect, from amongst themselves or from outside, an Area Representative. On a vacancy, or in June of the third year of an Area Representative’s term, the Pony Club
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Office will ask the District Commissioners in of organising Area Training courses for that Area to nominate their choice, having Coaches, Assessors for ‘AH’ and ‘B’ Test
confirmed that the person concerned is levels, and candidates for the higher Tests GENERAL INFORMATION willing to stand. The Pony Club Office will as required by their Branches/Centres, then organise a vote. District Commissioners as per the minimum Area Training can nominate themselves. Requirements set out by the Training Committee. 9.8 Area Representatives will be confirmed by ∙ To approve ‘A’ Test nominations. the Management Committee. They will hold ∙ To have an up-to-date panel of Assessors office for three years from 1st January after for ‘B’ Tests and send it to The Pony Club the date of their election and will be eligible Office each year. for re-election. They will represent their Area ∙ To organise, or delegate the responsibility on the Area Representatives Committee for appointing, suitable ‘B’ Test Assessors to and will offer help and advice to District attend a study day to make sure there is a Commissioners and/or their committees on level standard of examining for the Test in the organisation and administration of the the Area. Assessors should attend at least individual Branches in their Area one study day every two years to remain on RULES OF THE PONY CLUB the Area Panel. 9.9 The duties and responsibilities of Area ∙ To keep a record of passes at all levels of ‘B’ Representatives include: Tests. ∙ To ensure that their Branches are aware of ∙ To advise Area Centre Co-ordinators of and adhere to the Health and Safety and any views from their Area on new riding Safeguarding Policies, and other statutory establishments applying to become a Pony obligations. Club Linked Riding Centre. ∙ To hold at least two Area Meetings per year. ∙ To assist Centre Proprietors to find ∙ T o co-ordinate with Branches and Centres Assessors for Pony Club Tests up to and in the Area the dates of competitions, including ‘C+’ Standard. coaching courses and training days and to ∙ To let the Pony Club Office know of any arrange organisers, dates and venues for suitable Members from their Area for Area competitions. overseas visits and other events. ∙ To find out the views and wishes of their ∙ To inform the Pony Club Office of any Branches and represent those views when suitable students for any nationally required to the Office. organised course, such as the ‘A’ Test ADMINISTRATIVE NOTES ∙ To liaise with appropriate committees and Coaching Camp. or members of staff. ∙ To pass to the Pony Club Office anything in 9.10 If an Area Representative loses the confidence the Area that requires its attention. of his District Commissioners, and he is ∙ To advise the Volunteers and Officials unwilling to resign, then this should be Committee of the suitability of new District reported to the Rules and Compliance Commissioners elected by Branches in Committee in writing and signed by a their Area and of new Branches proposed majority of the District Commissioners in the in their Area. Area.
To handle complaints. 9.11 The Rules and Compliance Committee ∙ To give, when appropriate, general will appoint a person to investigate fully advice, help and support to District and, if necessary, to report. The Rules and Commissioners and Centre Proprietors and Compliance Committee in its absolute if necessary, to exercise supervision on; discretion may end the appointment of an
∙ To assist with the appointment of new Area Representative at any time upon giving INFORMATION District Commissioners, written notice to the individual. ∙ Branch Committee problems, ∙ Branch programmes, 9.12 The Rules and Compliance Committee ∙ Health and Safety and Safeguarding will normally seek representations from matters, the individual concerned and will give ∙ Transfers between Branches. reasons for its decision. However, in certain ∙ To accredit Coaches and Nominees for circumstances (which it may in its absolute the Visiting Coaches Panel and National discretion determine) it may decide not to Assessors’ Panel. give reasons. ∙ To organise or delegate the responsibility
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9.13 Area Representatives are given an annual 9.19 If he is appointed after 30th June, his term will grant to meet Area expenses (in addition end at the fourth 31st December after the date to their travelling expenses), and an Area of his appointment. A District Commissioner training grant can be available on application. does not need to be a member of the Branch Committee before election. Area Meetings 9.14 At least twice per year, Area Representatives 9.20 If the retiring District Commissioner is not will hold meetings with the District standing for re-election then he does not have Commissioners (or their representatives) in to retire from the meeting and will continue their Area. If so wished, these may be open to act as Chairman of the Branch Committee meetings. The purpose of these meetings until the end of his period of office.
GENERAL INFORMATION shall be to provide a forum for debating areas of concern. Area Representatives 9.21 A retiring District Commissioner may not should obtain the views of their District serve as a Committee member of the same Commissioners on these matters, whilst Branch for a period of one year from the recognising the independence of individual date of his retirement except in exceptional Branches to conduct their own activities, circumstances and with the approval of the subject to the ultimate authority of the Rules and Compliance Committee. Management Committee. One of the meetings shall be held in the autumn, prior to 9.22 In the event of there being more than one the Annual General Meeting. candidate for District Commissioner, the election will be by secret ballot and it will 9.15 The Pony Club Office will refund the travelling be the responsibility of the Secretary of the expenses of one Branch delegate to go to no Branch Committee to provide a sufficient more than three Area Meetings each year. The number of ballot papers for each Committee District Commissioner of the Branch should Member present to vote. All candidates
RULES OF THE PONY CLUB make requests for this refund direct to the nominated for District Commissioner will Pony Club Office. retire from the meeting when the ballot is taking place and will not return until all the District Commissioners votes have been counted and the result given 9.16 Each Branch will be managed by a Branch to the Chairman of the meeting. Candidates Committee under a District Commissioner. will not have a vote. The newly elected District The first District Commissioner of a Branch Commissioner will take office on the next will be appointed for three years by the 1st January, unless the position of District Volunteers and Officials Committee on the Commissioner is vacant, in which case he will recommendation of the Area Representative. take office immediately.
9.17 When the term of office of a District 9.23 The appointment of the District Commissioner has expired, the Branch Commissioner elected will be subject to Committee will elect his successor, although the approval of the Volunteers and Officials the retiring District Commissioner may Committee which will take the opinion of the ADMINISTRATIVE NOTES ADMINISTRATIVE offer himself for re-election. If he is offering Area Representative into account. If the new himself for re-election, the retiring District District Commissioner has not yet attended a Commissioner cannot vote in this election, branch officials training day, his appointment and must retire from the meeting whilst the will be conditional, and will not be confirmed election and votes take place. The Assistant until he has attended such a day. If the new District Commissioner (where appointed) District Commissioner has not attended a will chair the meeting in the absence of the District Commissioners’ Training Day within District Commissioner or the other members 12 months of receiving conditional approval, of the Branch Committee at that meeting will his Area Representative must either revoke appoint a person present to act as Chairman his appointment or grant him an extension of for the election. In the event of an equality of time. The maximum extension allowed is one votes, the acting Chairman will have a casting further period of 12 months. Until the approval vote. and training process is completed, a new INFORMATION District Commissioner will run the Branch in 9.18 If the new District Commissioner is appointed an acting capacity. before 1st July in the calendar year, his term will end at the third 31st December after the date of his appointment.
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9.24 In exceptional circumstances, and at the Branch on the on-line Membership discretion of the Volunteers and Officials Database.
Committee, two Joint District Commissioners ∙ Joining fees and Annual Subscriptions are GENERAL INFORMATION of a Branch may be appointed. However, in collected. this event, one of the District Commissioners ∙ All returns and money required by the must agree to accept the ultimate Rules are sent to the Pony Club Office responsibility for carrying out the duties and according to the established timetable. responsibilities of a District Commissioner, as ∙ The names of Coaches used by the Branch, detailed below. and their qualifications, are entered on the Coach Directory section of the Pony Club 9.25 No Equestrian Professional will be eligible database. for appointment as a District Commissioner ∙ Minutes are taken of all Branch Committee except in special circumstances which Meetings and Annual Meetings and are the Volunteers and Officials Committee in kept in a Minute Book. their absolute discretion will decide. (See ∙ Simple financial accounts for the Branch Rule 5.) Conditions may be applied to the are kept and arrangements made for the appointment. inspection of them if required by the RULES OF THE PONY CLUB Trustees. A financial statement should be 9.26 If any person ceases to be a District produced at each meeting of the Branch Commissioner for any reason, or if a Committee. District Commissioner elected by a ∙ Accounts are audited yearly by an Branch Committee is not approved by the appropriate person or reviewed by a Volunteers and Officials Committee, the member of the Branch Committee who in Branch Committee will immediately hold a either case is not related in any way to the committee meeting and will elect a District Treasurer and does not live at the same Commissioner to take the place of the address as the Treasurer. existing one. The District Commissioner thus ∙ Annual accounts are sent to The Pony elected will hold office for three years. Such an Club Office on the form provided. The election will be subject to the approval of the accounts of all Sub-Committees, Parents’ Volunteers and Officials Committee and the Associations or Support Groups must be training process as detailed above. included in the Branch Return. ∙ A register is kept of all the fixed assets 9.27 The Volunteers and Officials Committee (land, buildings, vehicles, caravans, trailers, ADMINISTRATIVE NOTES generally will, but is not required to, give jumps, trophies and other equipment reasons for not giving its approval of the belonging to the Branch, whether or not appointment of a District Commissioner the Branch capitalises fixed assets in elected by a Branch Committee. It may allow its accounts. Items costing or valued representations from the candidate. (whichever is the greater) less than £100 need not be entered on the register 9.28 A District Commissioner is not allowed to Property comprising a set should be priced make cash or other financial contribution as a set, not as individual items. This towards the expenses of his Branch. This does register must be physically checked at not preclude a District Commissioner from least once every year. waiving repayment of his travelling or out of ∙ The Branch Committee is made aware of pocket expenses, if he so wishes. all, important information from the Pony Club Office. ∙ Any other tasks and responsibilities that 9.29 The duties and responsibilities of District are given by the Management Committee
Commissioners are to ensure that: are carried out. INFORMATION ∙ His Branch complies fully with the Health and Safety and Safeguarding Policies, and Branch Committee and Committee Members other statutory obligations. 9.30 Th e Branch Committee will consist of no ∙ He is familiar with The Pony Club’s Health less than five people including the District and Safety Rule Book and Safeguarding Commissioner. Policy and must ensure that a copy is given 9.31 The Committee will choose the following to every Camp Organiser. Officers of the Branch: - Secretary, Treasurer, ∙ Camps, Rallies, lectures and other events Health and Safety Officer, and Safeguarding are organised for the Branch Members, Officer. It is also recommended that a ∙ A record is kept of all Members of the Chief Instructor be appointed. A person,
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including the District Commissioner, may use any proprietary software (including serial hold more than one appointment, except numbers and activation codes) must be that the Treasurer may not be the District owned by the Branch. Accounting records Commissioner, nor may he be anybody kept in a computer must be securely backed residing at the same address as the up at regular intervals, at least monthly. If District Commissioner. Additionally, the the computer system is password protected, Committee may appoint an Assistant District the password must be known by another Commissioner. member of the Branch Committee as well as the Treasurer. 9.32 All Officers and Committee members will be appointed for a three-year term, terminating NB Regulation of charities has
GENERAL INFORMATION at the third 31st December after the date of become increasingly strict, particularly their appointment, but may offer themselves in regard to the management of for re-appointment. A Branch Committee finances. A pamphlet “Guidelines can at any time increase or reduce its number for Branch Treasurers” is issued to provided that it will not be lower than five. all Branch Treasurers and District Commissioners and is also available To do this or to fill casual vacancies, the on the website. This gives advice Committee can at any time elect new on the duties and responsibilities of members to join the Committee. Treasurers.
9.33 In exceptional circumstances, after 9.37 Should it appear that a Treasurer or any consultation with and with the approval of other person carrying out the functions of the Area Representative, a newly appointed a Treasurer, or any other person performing DC who has attended a branch officials financial functions for the Branch (such as training day, may ask up to 50% of the Branch cheque signing or handling cash), is not
RULES OF THE PONY CLUB Committee to resign. providing the required level of financial stewardship, the Rules and Compliance 9.34 The District Commissioner will be the Committee may suspend them from Chairman of the Branch Committee. However, office, and order that all of the Branch’s if he is unable to be present at a Committee financial records and documents should be meeting, the Assistant DC (if appointed) surrendered to a named person. In the period will be the Chairman. Otherwise the other between Rules and Compliance Committee members present shall choose one of their meetings, the Treasurer of The Pony Club may number to chair the meeting. The Branch initiate the suspension. Committee of each Branch will meet at least four times each year. A quorum will consist 9.38 The Rules and Compliance Committee shall of not less than three members. Questions order an investigation into the complaint at any meeting will be decided by a majority against the suspended person. Depending vote. In the case of an equality of votes on the outcome of this investigation, he may the Chairman will have a casting vote. If a either be reinstated or removed from office. ADMINISTRATIVE NOTES ADMINISTRATIVE member of the Branch Committee cannot In the latter case, he shall have the right to attend a meeting, they cannot nominate an appeal to the Appeal Committee, the decision alternate person to attend on their behalf. of which shall be final.
9.35 The Treasurer must present an Income and 9.39 If a Branch Committee loses confidence in Expenditure Account and a Balance Sheet for the District Commissioner, or a member the previous Pony Club Year, for approval by of the Committee, and he is unwilling to the Committee. This should be done no later resign, then this will be reported to the Area than the first Branch Committee meeting Representative. The Area Representative will after the end of February. investigate and report the facts to the Rules and Compliance Committee. 9.36 The accounting records of the Branch (including, but not limited to, ledgers, bank 9.40 The Area Representative or the Rules and INFORMATION statements, invoices, cheque books and Compliance Committee may also initiate such counterfoils, paying in books and counterfoils, an investigation. The Committee may deem pass books and computerised records) are the it appropriate that a person other than the property of the Branch. Should the accounts Branch’s Area Representative should carry out be kept on a computer, then the rights to any investigation. The Rules and Compliance
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Committee, in its absolute discretion, may end appropriate capitation fee. The first return the appointment of a District Commissioner is due by 31st March, and should include
or Branch Committee Member at any all renewals and new Members up to and GENERAL INFORMATION time upon giving written notice, both to including the end of February. In exceptional the individual and to the Secretary of the circumstances, which would generally be of Branch. The Committee would normally hardship, the Treasurer of The Pony Club may seek representations from the individual grant a Branch permission to dispense with concerned and would give reasons for its the first return and to report all Membership decision. However, in certain circumstances information with the second return. In such a (which it may in its absolute discretion case, the capitation fees will not become due determine) it may decide not to give reasons. until the second return. The second return, which includes all subsequent renewals 9.41 A Branch Committee may create one or more and new Members up to and including 31st sub-branches in outlying parts of the District August, forms part of the Annual Report (see covered by the Branch. These sub-branches below). will be managed by the Branch Committee who can appoint a sub-committee for that 9.47 For the purposes of the capitation returns and RULES OF THE PONY CLUB purpose. The District Commissioner and the capitation fees, a Member who transfers at least one other member of the Branch from one Branch to another during The Pony Committee will be members of any sub- Club Year shall be reported by the Branch to committee. This rule also applies to Parents’ which he has paid his subscription. He should Associations/Support Groups, etc. be excluded completely from the Return of the other Branch. 9.42 The funds of any sub-branches, Parents’ Associations, or any other Support Group and 9.48 The Annual Report, which includes the their use are under the control of the District second Capitation Return, together with Commissioner and the Branch Committee, statistical information about the Branch and and they may instruct that all or part of such details of Branch Officers, must be sent to The funds shall be transferred to the Branch Pony Club Office, to arrive by 30th September. account. 9.49 A Branch which fails to submit any of the Parents’ Meeting following- 9.43 Each Branch must hold a Parents’ Meeting ∙ The Annual Financial Return ADMINISTRATIVE NOTES annually, open to Parents and Members. As ∙ The First Capitation Return (unless a minimum, the Meeting must include a permission has been given to dispense report from the District Commissioner on the with it) activities of the past year, the presentation of ∙ The Second Capitation Return a simple financial statement by the Treasurer, ∙ The Annual Report and the Capitation Fees and questions and opinions from the floor. that are due within six weeks after the Other reports may be given as appropriate, specified due date shall incur a late and awards may be presented. This Meeting submission fee. If the item is still has no authority to impose decisions on the outstanding three months after the Branch Committee. specified due date, a further late submission fee will be incurred. The fee(s) Returns to The Pony Club Office will be published in the Handbook or 9.44 To comply with charity law, all Branches on the website. The invoice for the are required to submit an Annual Financial fee will be addressed to the District Return to the Pony Club Office by 28th Commissioner of the Branch.
February following the end of The Pony Club INFORMATION Year. Failure to do this may result in fines 9.50 If it is not paid within 28 days from the date being imposed on The Pony Club, which will of the invoice, the Branch and/or one or more be re-charged to the Branch(es) concerned. of its Officers or Committee members may be suspended from membership of The Pony 9.45 The funds of all sub-branches, Parents’ Club until such time as it is paid, and the Associations and other sub-groups must be Return is received. If a Return or Report has to reported, either separately, or consolidated be returned to a Branch because it contains with the Branch. errors, the Branch will remain in default until 9.46 Capitation returns must be sent to the Pony the satisfactorily corrected Return or Report Club Office twice yearly, together with the (together with any payment that may be
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due) is received at The Pony Club Office. The 10. BRANCH ACTIVITIES Chairman of The Pony Club has discretion to Scope waive this Rule if he is satisfied that there are 10.1 Branches have the right to arrange their sufficient extenuating circumstances. own programme of activities, subject only to compliance with these Rules and 9.51 Following consultation with the Area to any directions that may be given by Representative, the Management Committee the Area Representatives Committee or may impose different reporting requirements the Management Committee. A Branch upon Branches that are persistently late in Programme, listing forthcoming activities filing their Returns. approved by the District Commissioner, should be given to all Members at regular
GENERAL INFORMATION 9.52 It is a requirement of The Pony Club’s insurers intervals. that a list of the Members covered by public liability insurance can be made available to 10.2 A Branch will not hold an activity in the them if required. To satisfy this requirement, District of any other Branch (unless it is all Branches must submit details of their in shared territory) except by invitation current Membership by means of the on-line or permission of the other District Members Database. Commissioner. This should not unreasonably be refused. This Rule shall not apply to Branch Presidents commercial premises. 9.53 A Branch Committee may have a Branch President, but a person shall not by virtue only 10.3 At Pony Club Rallies and other mounted of being the President become a member activities, the following are unacceptable: - of the Branch Committee. Presidents shall ∙ ponies that are aged under four years. serve for a three-year term, terminating at ∙ ponies that are infirm through old age; the third 31st December after the date of their ∙ ponies that are ill, thin or lame;
RULES OF THE PONY CLUB appointment. They can be re- appointed by ∙ ponies that are a danger to their riders or the invitation of the Branch Committee. to other Members or their ponies; ∙ mares that are heavy in-foal, mares in milk Closing of Branches and mares with foal at foot. 9.54 If a Branch, for whatever reason, ceases to exist it is the duty of the District 10.4 Stallions can only be ridden at Pony Club Commissioner, or if there is not a District events by Members if they obtain written Commissioner then of the Secretary of the permission from their District Commissioner Branch Committee, to send the following to and must wear identifying discs on their The Pony Club Office: - bridle in the interests of safety. ∙ All the funds of the Branch and of any sub branch(es) under the management of the 10.5 All ponies are expected to be properly Branch Committee. groomed and well turned out, with correctly ∙ All the Branch Membership records, fitting tack. including those of any sub-branch(es). ADMINISTRATIVE NOTES ADMINISTRATIVE ∙ All financial books and statements of the 10.6 If Branches incur expenses to pay for Coaches Branch and any sub-branch(es) and/or facilities, it is permissible to charge ∙ The Minute Books of the Branch and of any Members a commensurate fee for attendance sub-branch(es). at an activity. Membership of The Pony Club ∙ All other significant documents held by does not confer any right to free rallies, the Branch and any sub-branch(es). although these may be given if funds permit. ∙ An inventory of all equipment (such as jumps) held and owned by the Branch and Working Rallies any sub- branch(es). 10.7 Rallies must be advertised at least seven days prior to the date of the rally, and authorized by 9.55 The Management Committee shall decide the Branch Committees. Nobody can hold a Rally disposition of Branch equipment and assets, or coach at a Rally unless authorized by the although it may delegate this decision to the District Commissioner. INFORMATION Area Representative. 10.8 A working Rally is one at which coaching is given and which is open to all Members of the Branch within the age range or ability level for which it is intended. It may be either
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a mounted or dismounted Rally. Team night. There should also be a trained First practices/coaching do not qualify as Working Aider equipped with a mobile telephone
Rallies. and an appropriately stocked First-Aid Kit. GENERAL INFORMATION Arrangements for catering must ensure that 10.9 For Area Competitions and above, Members all food hygiene regulations are fully met. must have been to a minimum of three working rallies since the previous 1st July, to Competitions be eligible to represent their Branch. Camp 10.14 A Branch may organise competitions in any counts as one Working Rally. Horse and of The Pony Club’s sports. These competitions Rider – The District Commissioner or Centre can either be restricted to the Branch’s own Proprietor has discretion in the case of those Members, restricted to Pony Club Members who are working or in further education. from any Branch or open to the general Individual sports may adopt more stringent public. All competitions organised by Pony requirements. Below this level, Branches may Club Branches shall be conducted under the adopt their own policy. Rules as printed in the applicable Sport Rule Book, unless otherwise stated in the schedule Practices of classes and regulations published for the RULES OF THE PONY CLUB 10.10 Practices for the various sport competitions competition. shall be announced in the Branch Programme, so that all eligible Members 10.15 If a Branch organises a competitive event wishing to take part may do so. Any additional that is open to Members of other Branches, practices that are arranged within the period but not to the general public, then the entry covered by the current Branch Programme, form must require a visiting competitor’s but after the Programme has been Branch to be identified. Either the District distributed, must have the approval of the Commissioner or the Secretary of the visiting District Commissioner. competitor’s Branch must countersign the entry form. Pony Club Camps 10.11 A Camp is an assembly of The Pony Club 10.16 Cash or other valuable prizes must not be Members, together with ponies, held over given at Pony Club competitions. Prizes a period of several days, usually during the should normally take the form of rosettes and/ summer holidays. It may be either residential or trophies. or non-residential for both Members and ADMINISTRATIVE NOTES ponies. The object of Camp is to provide an Other Activities instructional holiday for Members and their 10.17 A Branch can arrange other activities for its ponies. Training should be given each day, but Members and their families such as a Quiz, the holiday element must not be neglected outings, social events and fund-raising events. and there should be a balanced mix of These other activities do not need to be enjoyable activities and competitions. Not all equestrian in nature. of these activities and competitions need to be equestrian in nature. Camp is intended to 11. CENTRE AND CENTRE PLUS MEMBERSHIP be fun. Purpose and Scope of Activities 11.1 Centre Membership is intended to enable 10.12 In view of the additional responsibilities for anyone who rides at a Centre, , to become a the Health, Safety and Safeguarding of the Member of The Pony Club. Centre Members Members that arise from its very nature, are able to take Pony Club Tests up to Camp, and particularly residential Camp, must and including A Standard as well as the be very carefully organised. Rigorous Risk Progressive Tests. They can also take part in
Assessments must be carried out at all venues the Achievement Badges scheme. INFORMATION to be used, and the person in charge of the Camp (the Camp Organiser) must be fully 11.2 Centre Plus Membership is for Members conversant with The Pony Club’s Health and that have their own pony and transport Safety Rule Book and Safeguarding Policy. arrangements. A Centre Plus Member can Camp Organisers should be given guidance remain within the Centre to take part in all on supervision levels and safeguarding, activities and compete for the Centre. This particularly at night. type of Membership is a progressive step from Centre Membership or as an interim before 10.13 A responsible adult should be available to Branch Membership. As with all Pony Club the Members at all times of the day and Membership, third party liability insurance
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applies. The Centre Plus Membership fee will failed to justify or explain it satisfactorily, the be equal to the Branch Membership fee. Centre Membership Committee shall ask the Member to resign. If they do not resign the 11.3 Centre and Centre Plus Members are eligible Centre Membership Committee will expel the to participate in all sports and competitions, Member from The Pony Club. although the Centre Equitation competition is 11.11 The Pony Club Office may refuse to renew the for Centre members only.. Membership of a Member. Reasons for such action would normally be given. 11.4 Centre and Centre Plus Members have third party legal liability insurance cover. 11.12 On the ending of Membership, either because of age, non-payment of subscription,
GENERAL INFORMATION 11.5 Centre and Centre Plus Members may take resignation, expulsion or any other reason part as individuals, or as teams, in Branch whatsoever, the Member will forfeit all the competitions restricted to Members of The privileges of Membership and all rights Pony Club. against The Pony Club.
Centre and Centre Plus Membership 11.13 Subscriptions and/or fees will not in such 11.6 The Trustees will set the rate for the Annual circumstances be returnable and the Member Subscription and will publish this in the will still be liable for all annual subscriptions Handbook. and/or fees that had become due and remained unpaid at the date of ending of the 11.7 The first Annual Subscription is due when Membership. first applying for Membership. The initial Membership application must be endorsed by Area Centre Co-ordinators the Centre Proprietor. 11.14 The duties and responsibilities of an Area Centre Co-ordinator are:
RULES OF THE PONY CLUB 11.8 The Annual Subscription runs for twelve ∙ To visit all riding schools who apply to months from the first day of the month become a Pony Club Linked Centre and in which the Subscription is received. A report their findings to the Pony Club renewal reminder will be sent to the Member Office. one month before the end of the Centre To revisit each of the existing Pony Club Membership Subscription Year. Email renewal Linked Centres in their Area annually and reminders will be sent to the Member in report their findings to the Pony Club the month leading up to the end of the Office. Subscription Year ∙ To be a point of contact for the Centres in their Area for advice and assistance with 11.9 The Centre Membership Committee may Pony Club Tests and other aspects of Pony expel any Member whose conduct is such, Club within the Centre. in their opinion, as to be injurious to the ∙ To liaise with the Area Representative character or reputation of The Pony Club, to ∙ To assist the Pony Club Office and Area any of its Centres or to the interests of The Representative in communicating ADMINISTRATIVE NOTES ADMINISTRATIVE Pony Club or Members or whose conduct national or regional events, qualifying shall in the opinion of the Centre Membership competitions and training opportunities to Committee, make a Member unfit or the Pony Club Linked Centres. unsuitable to continue as a Member. Pony Club Linked Centres 11.10 Before the Centre Membership Committee 11.15 When a Riding Centre Proprietor applies to expels a Member, they will be given join the scheme, the Area Representative will reasonable notice of relevant meetings, be informed and the Riding Centre will be full opportunity to defend themselves and visited by an Area Centre Co-ordinator. to justify or explain their conduct. This will include making representations by way 11.16 Provided that the Pony Club Office is satisfied of defence, justification and explanation that the Centre meets the required standards, on behalf of the Member by the parents. the Centre Proprietor will be invited to INFORMATION If the majority of the Centre Membership enter into a legal agreement regulating the Committee present at the inquiry are of the relationship between himself and The Pony opinion that the Member has been guilty of Club. The Riding Centre will become known the alleged conduct and that the Member as The xxxxxx Pony Club Centre and its or parents of such Member has or have participation in the scheme will be renewable
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annually through an affiliation fee. 11.26 The E Standard Test is optional, but all other Tests (except for B+) must be taken in
11.17 The Centre Membership Advisory Committee sequence. GENERAL INFORMATION may recommend the withholding or termination a Centre’s participation in the 11.27 It will be the responsibility of the Proprietor Centre Membership Scheme at any time if to order any badges, felts, and certificates for the Centre is unable to provide, or ceases to presentation to successful candidates. provide, the benefits of Centre Membership 11.28 The Proprietor or Test Organiser should as determined in Section 11.1 above, or ceases update the Membership Database with badge to meet the standards required by The Pony and test results. Club. Adequate notice will be given, along with reasons for withdrawal, in reasonable 11.29 Candidates may be charged a fee by the time. Centre to cover the cost of Assessors’ expenses, normal hire charges, and other 11.18 Linked Centres will display a Pony Club Centre costs. plaque. 12. REMUNERATION AND EXPENSES RULES OF THE PONY CLUB 11.19 All Centres will hold a current licence under Remuneration the Riding Establishments Acts 1964 and 1970 12.1 No Trustee shall receive remuneration from or The Riding Establishments Regulations The Pony Club in any circumstances. No Area (Northern Ireland) 1980 (as appropriate) Representative nor any District Commissioner or The Animal Welfare (Licensing of Activities shall receive any salary or emolument from Involving Animals) (England) Regulations The Pony Club or any of its Branches for 2018 (as appropriate). performing his normal function within The . Pony Club. However, the Management 11.20 All Centres must have current Public Liability Committee shall have authority to waive this Insurance Cover, which must include cover for Rule for Area Representatives and District all their Pony Club activities. Members riding Commissioners in exceptional circumstances, Centre owned ponies will be covered by The in order to employ the particular skills of an Pony Club Third Party Legal Liability Insurance individual for a specific purpose and provided Policy when taking part in any Pony Club that such payment is legally permissible. activity. However, the pony itself will not be covered by this Insurance. 12.2 Applications for such a waiver should be ADMINISTRATIVE NOTES sent to the Chief Executive, in writing, giving 11.21 Centres are required to provide the benefits precise details of the work to be done and the of Membership, including mounted and remuneration to be paid. dismounted instruction to Members. Payment of Coaches and others 11.22 All Health, Safety and Safeguarding 12.3 Coaches and others such as Camp helpers requirements are the responsibility of the may be paid a fee on production of an invoice. Centre. It is strongly recommended that fees should be negotiated in advance, and that they Pony Club Tests at Pony Club Linked Centres should not be paid in cash. Those paid fees 11.23 Centre and Centre Plus Members may take may be members of Branch Committees but The Pony Club Tests up to and including A cannot be the District Commissioner. Standard. Expenses 11.24 The Centre Proprietor must contact his Area 12.4 Travelling and out of pocket expenses of
Centre Co-ordinator, Area Representative and/ Trustees, members of committees, and INFORMATION or the local District Commissioner if necessary, approved Recommended Coach visits going in order to find suitable Assessors for the to Branches/Centres will be refunded by The Test to be taken at D, D+, C or C+ Standard. Pony Club Office in accordance with the Pony Thereafter, the Proprietor must consult the Club expenses policies. Area Representative as to how and where further Tests are to be taken. 12.5 Branches may also reimburse such expenses incurred by District Commissioners, Branch 11.25 The riding component of the C Test must be Officers, Committee members and others taken outside and not in an indoor school. acting on behalf of the Branch. Branches may, if they wish, pay a flat sum or a rate per
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capita to their District Commissioner, but they with a chinstrap fastened and adjusted so should be aware that the Inland Revenue as to prevent movement of the hat in the may require the District Commissioner to event of a fall. This rule defines the quality of justify the amount paid. Travelling expenses manufacture that is required. The individual will be paid at either the Standard Class train sports also have additional requirements fare or at the currently approved mileage rate with regard to colour and type. It is strongly if travelling by car. This rate should be used recommended that second hand hats are not as the normal allowance for all Pony Club purchased. meetings and events. However, when using qualified officials (i.e. British Dressage judges 16.2 The hat standards accepted as of 1st January or BS judges) their official rate should be paid. 2019 are detailed in the table below: GENERAL INFORMATION
13. THE PONY CLUB TESTS Allowed Safety at the 13.1 Details regarding conditions of tests and Hat Standard Mark following badges can be found in the Administrative activities: Notes section of the Handbook and online at PAS 015:1998 or 2011* with pcuk.org. All activities BSI Kitemark
14. COACH AND INSTRUCTOR ACCREDITATION VG1 with BSI Kitemark All activities 14.1 The Pony Club accredits its coaches and instructors in line with the detailed notes laid Snell E2001* onwards with out in the “Coaches and Training” section of the official Snell label and All activities the Administrative Notes in the Handbook number
and on the website. The Pony Club grants ASTM-F1163 2004a onwards All activities this accreditation to coaches and instructors, with the SEI mark and reserves the right to remove or suspend
RULES OF THE PONY CLUB the accreditation of any coach or instructor AS/NZS 3838 , 2003 or 2006/ All activities if it considers it necessary. If a coach or instructor has their accreditation removed or suspended, they may not instruct for ∙ For cross-country riding (over 80cm) any Pony Club Branch or Centre until their including Eventing, Tetrathlon, Horse accreditation is reinstated. Trials, Pony Racing (whether it be tests, rallies, competition or training) and 15. THE PONY CLUB CHAMPIONSHIPS Mounted Games competitions, a jockey 15.1 Each year, the Management Committee skull cap must be worn with no fixed will appoint a Championships Committee peak, peak type extensions or noticeable to arrange a championship for each of the protuberances above the eyes or to the sports. Wherever possible, all of the sports front, and should have an even round or will hold their championships at the same elliptical shape with a smooth or slightly venue during one week in the second half abrasive surface, having no peak or peak of August, but it is recognized that some type extensions. Noticeable protuberances ADMINISTRATIVE NOTES ADMINISTRATIVE sports may have to hold their own separate above the eyes or to the front not greater championships. than 5mm, smooth and rounded in nature are permitted. A removable hat cover Qualification orf the championships will be with a light flexible peak may be used if through competitions held by each Area. In required. some sports, these Area competitions may be ∙ It is strongly recommended that a jockey replaced or augmented by Zone competitions, skull cap is worn for cross-country riding in which two or more Areas combine. over lower fences (less than 80cm) as there is research evidence that a fall onto the 15.2 The rules for each competition will be fixed peak can result in an over extension approved by the relevant committee for each of the neck backwards with the potential sport. for serious injury. ∙ No recording device is permitted (e.g. hat INFORMATION 16. DRESS AND SADDLERY cameras) as they may have a negative FOR PONY CLUB MEMBERS effect on the performance of the hat in the Hats event of a fall. 16.1 It is mandatory for all Members to wear a ∙ The fit of the hat and the adjustment of protective helmet at all times when mounted the harness are as crucial as the quality.
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Members are advised to try several makes before they go to any Pony Club event. Also, to find the best fit. The hat should not they are responsible for ensuring that the
move on the head when the head is tipped manufacturer’s guidelines with regard to fit GENERAL INFORMATION forward. Most helmet manufacturers and replacement are followed. recommend you visit a qualified BETA (British Equestrian Trade Association) fitter. Ties and Stocks ∙ Hats must be replaced after a severe 16.7 The Pony Club’s colours are pale blue, gold impact as subsequent protection will be and purple, and Members should wear the significantly reduced. Hats deteriorate with approved tie in these colours whenever age and should be replaced after three to attending a Pony Club activity, unless the five years depending upon the amount of wearing of a tie is inappropriate to that use. activity. ∙ Hats must be worn at all times (including at prize-giving) when mounted with a 16.8 Recognising the wide age range of Members, chinstrap fastened and adjusted so as to there is also a dark blue tie, which may be prevent movement of the hat in the event worn by Members who have attained their of a fall. 18th birthday. Alternatively, a plain white or RULES OF THE PONY CLUB ∙ For Show Jumping and Mounted Games cream stock may be worn with a black or navy the cover, if applicable, shall be dark blue, jacket, or a coloured stock may be worn with a black or brown only. tweed hacking jacket. It is permitted to wear a ∙ For Dressage, hats and hat covers must Pony Club stock with any coloured jacket. be predominately black, navy blue or a conservative dark colour that matches Badges the rider’s jacket for Area competitions 16.9 The official Membership badge should be or above. The Pony Club Hat silk is also worn at all Pony Club activities when a jacket acceptable. is worn. ∙ The Official Steward / Organiser may, at his discretion, eliminate a competitor riding 16.10 Branches and Centres give Members a in the area of the competition without a coloured felt showing the highest Test hat or with the chinstrap unfastened or standard achieved by the Member. It should with a hat that does not comply with these be worn behind the Membership badge. standards. 16.11 Cloth Achievement Badges should be sown ADMINISTRATIVE NOTES Hat Checks and Tagging on to the Branch or Centre sweatshirt. 16.3 The Pony Club and its Branches and Linked Centres will appoint Officials, who are familiar Body Protectors with The Pony Club hat rule, to carry out hat 16.12 The Pony Club does not checks and tag each hat that complies with make the use of body the requirements set out in the hat rule with protectors compulsory, an aquamarine Pony Club hat tag. except for all Cross Country riding and Pony Racing 16.4 Hats fitted with an aquamarine Pony Club, whether it be training or British Eventing (BE) or British Riding Club competition. If worn for any Pony Club activity (BRC) hat tag will not need to be checked on a Body Protector must meet BETA 2009 Level subsequent occasions. However, the Pony 3 standard (purple label) or BETA 2018 Level 3 Club reserves the right to randomly spot standard (blue and black label). check any hat regardless of whether it is already tagged. 16.13 For general use, the responsibility for
choosing body protectors and the decision as INFORMATION 16.5 Pony Club (aquamarine) hat tags are only to their use must rest with Members and their available to purchase from the ‘Officials Area’ parents. It is recommended that a rider’s body from The Pony Club online shop. protector should not be more than 2% of their body weight. When worn, body protectors 16.6 Tagging indicates that a hat meets the must fit correctly, be comfortable and must accepted standards, NO check of the fit and not restrict movement. BETA recommends condition of the hat is implied. It is considered body protectors are replaced at least every the responsibility of the Member’s parent(s) / three to five years, after which the impact guardian(s) to ensure that their hat complies absorption properties of the foam may have with the required standards and is tagged started to decline.
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16.14 BETA 2009 Level3 (purple label) body treads individually. Laces on boots must be protectors will continue to be accepted at taped for Mounted Games only. Pony Club competitions until 31st December 2024. 16.21 Plain black or brown half chaps may be worn 16.15 Riders who choose to use the Woof Wear with jodhpur boots of the same colour. Tassels Body Cage EXO must lodge a key with the and fringes are not allowed. Event Organiser when they collect their number. 16.22 Stirrups should be of the correct size to suit the rider’s boots. They must have 7mm (¼”) Air Jackets clearance on either side of the boot. To find 16.16 When an air jacket inflates the sudden noise this measurement, tack checkers should
GENERAL INFORMATION startles horses in the immediate vicinity move the foot across to one side of the stirrup, thereby causing difficulties for the other with the widest part of the foot on the tread. members of a ride if used in a group ride From the side of the foot to the edge of the in a confined area, e.g. an indoor school or stirrup should be 14mm. outdoor manège. Air jackets are therefore not encouraged for group rides. Note: There are now many types of stirrups marketed as “safety stirrups”. All riders must 16.17 If a rider chooses to wear an air jacket in Cross ensure that their stirrups are suitable for their Country or Pony Racing, it must only be used type of footwear and the activities in which in addition to a normal body protector which they take part and that the stirrup leathers are meets the BETA 2009 Level 3 standard (purple in good condition. label) or BETA 2018 Level 3 standard (blue and black label). Parents and Members must 16.23 There are no prescribed weight limits on be aware that riders may be permitted to metal stirrups. However, with the advent of continue after a fall in both competition and stirrups of other materials, weight limits are
RULES OF THE PONY CLUB training rides for Cross Country and/or Pony seen to be given by manufacturers. Anyone Racing, provided the rider has been passed who buys these stirrups should take particular as fit to continue by First Aid Providers. In note if weight limits are on the box or on the the event of a fall, it must be fully deflated or attached information leaflets. removed before continuing, after which, the conventional body protector will continue to 16.24 Neither the feet, nor the stirrup leathers nor give protection. Air jackets must not be worn irons, may be attached to the girth, nor may under a jacket and number bibs should be the feet be attached to the stirrup irons. fitted loosely or with elasticised fastenings over the air jacket. 16.25 New clothing is not expected, but what is worn must be clean, neat and tidy. Jeans Medical Armbands should not be worn when mounted except 16.18 Medical armbands are advised if members when specifically allowed by certain sports. are not accompanied by a responsible Polo shirts in Branch colours are allowed at adult, including hacking on roads and rallies and at camp. ADMINISTRATIVE NOTES ADMINISTRATIVE are compulsory for Pony Racing and for Endurance rides. Spurs 16.26 Spurs may be worn at Rallies and other Clothing, Footwear and Stirrups events. Any misuse of spurs will be reported 16.19 When mounted at Pony Club activities, to the District Commissioner/Centre Members should wear a riding jacket or Proprietor, Area Representative and Training Branch sweatshirt, jodhpurs with leather Chairman and riders who are reported will shoes or jodhpur boots or breeches and either be recorded and monitored. Sharp spurs leather or rubber riding boots, a suitable are not permitted. Only blunt spurs, without plain-coloured shirt with a collar and The Pony rowels or sharp edges, and spurs that have Club tie or a stock. a smooth rotating ball on the shank may be worn. If the spurs are curved, the curve must 16.20 Only standard riding or jodhpur boots with be downwards and the shank must point INFORMATION a well-defined square cut heel may be worn. straight to the back and not exceed 4 cm in No other footwear will be permitted including length. The measurement is taken from the wellington boots, yard boots, country boots, heel of the boot to the end of the shank. “muckers” or trainers. Boots with interlocking treads are not permitted, nor are the boots or
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Jewellery 18. DISPLAYS 16.27 For safety reasons jewellery, other than 18.1 Branches will not give displays, or stage
medical jewellery, a wristwatch, a wedding competitions, at shows or other public GENERAL INFORMATION ring, a stock pin worn horizontally or a tie clip, gatherings without first obtaining the is not allowed. It is recommended that stock permission of their Area Representative. pins are removed for cross country. Members who are contemplating piercing their ears or 19. PROHIBITED ACTIVITIES any other part of their body should be aware 19.1 Because of the risks involved, team-chasing that they will not be allowed to participate in events or practices must not be organised any Pony Club mounted equestrian activities by The Pony Club, nor should Branch until such time as the “sleepers” can safely be teams be entered in such events. The removed. The reason for this is that sleepers same restriction applies to Racing, other have in the past caused injuries following falls. than racing sanctioned by The Pony Club This rule will be strictly enforced. Racing Committee. Team-chasing and other unauthorized racing is not covered by Pony Competitions Club insurance. 16.28 Additional or different dress requirements for RULES OF THE PONY CLUB competitions may be specified in the Sport 20. COMPLAINTS PROCEDURE Rule Books, but otherwise, these Rules shall Competition Complaints and Objections apply. 20.1 Complaints and objections arising from within competitions should be dealt with in Saddlery accordance with the procedure detailed in 16.29 Side reins, grass reins and balance support the relevant sport rule book. Decisions made reins are permitted to be used at rallies and in this way are final, and no appeal will be general Pony Club activities. Side reins must entertained. be loosely fitted and clipped on from the bit Should a breach of eligibility subsequently be to the ‘d’ ring. The height limit for jumping discovered, then the Sport Committee may is 50cms. Other than this only saddlery disqualify the offending team or individual. permitted in the Sport Rule Books may If the said individual was a member of a be used at Rallies and general Pony Club qualifying team, and their score contributes to activities relating to that sport. the qualification, the team will be disqualified unless the qualification holds up using the 17. SAFEGUARDING discard score. In the event of disqualification, ADMINISTRATIVE NOTES 17.1 The Pony Club believes that it is essential that the next best placed team or individual will children and young people are encouraged be promoted. Decisions made by the Sport to take part in outdoor activities and sports as Committee shall be final. No issue of eligibility part of their development to adulthood. Their can be considered after the Championship participation in sport must be in a secure, safe competition has been held. and fun environment and be protected from harm. The positive effects of involvement Other Complaints and Problems with horses can help develop self-esteem, 20.2 If a problem arises within a Branch or a teamwork and leadership. This can only Centre, it is for the District Commissioner or take place if equestrian sport is effectively Centre Membership Executive Officer/Area regulated and managed by well trained staff Centre Coordinator to try initially to resolve and volunteers. the problem. If they are unable to do so, then they should enlist the help of the Area 17.2 The full Safeguarding Policy contains the Representative, who will consult with the necessary policies and procedures which relevant Committee Chairmen if necessary. If
should be implemented and adhered to, the problem still cannot be resolved, then the INFORMATION including but not limited to: Area Representative (with the assistance of ∙ The appointment of a Branch / Centre a Branch Operations Director if required) will Safeguarding Officer refer the matter to the Rules and Compliance ∙ Dealing with safeguarding concerns / Committee, who will make a decision. The allegations decision will be advised to the complainant in ∙ Requirements for those who carry out roles writing. in regulated activity / work ∙ Safer recruitment procedures 20.3 Any appeal to the Appeals Committee will be considered only after the above procedure has been carried out. If the complainant wishes
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to lodge an appeal, they must do so within 28 Conduct Authority. days of the date of the decision letter. They must also pay a deposit to The Pony Club 21.5 Duplicate paper bank statements must Office. This deposit will be refunded if the be obtained at not greater than monthly appeal is upheld. The amount of the deposit intervals, with one copy being sent to the will be shown in the Handbook. Treasurer, and the other copy to the District 20.4 Complaints received by The Pony Club Office Commissioner. If the Branch has a building will be referred to the appropriate official/ society account, the Treasurer must bring the officials. pass book to every committee meeting and make it available for inspection. The following 21. FINANCE rules should be followed regarding access to
GENERAL INFORMATION 21.1 Branches shall be largely autonomous in their Branch funds: control of Branch funds. However, it should be i. Cheques understood that, under charity law, the funds Single signatures may be allowed on of The Pony Club, whether they are held by cheques up to £200. Payments above this the Branches or by The Pony Club Office, are amount must bear dual signatures. all part of The Charity. This means that, if any ii. Telephone Banking part of The Pony Club cannot pay its debts, Disbursements may not be made by payment must be made from elsewhere in telephone banking. The Pony Club. iii. On-line Banking On-line banking is permitted, provided 21.2 For this reason, no Branch may enter into that the Bank has a feature that requires a financial commitment that risks a loss two separate people to authorise the that is larger than 50% of its free reserves transaction. at the time of the commitment, or £2,500, iv. Credit Cards whichever is the greater, without the approval Credit cards are not allowed.
RULES OF THE PONY CLUB of the Finance Committee. Free reserves are v. Debit Cards the assets of the Branch (excluding fixed Debit cards may be used, but the Treasurer assets) less its liabilities and also less any may not be the holder of a Debit Card. The Restricted or Designated Funds. Restricted person who is the holder must give the Funds are monies that have been given by a transaction dockets to the Treasurer at not donor with conditions on how they are to be greater than monthly intervals, together spent. Designated Funds are funds that have with an explanation of the reason for each been earmarked by the Trustees for specific purchase. projects. A Branch that wishes to assign Designated Funds must obtain the consent of 21.6 These rules relate to all sub-groups, such the Finance Committee. as Parents’ Associations, that belong to the Branch. 21.3 Any purchase or rental of land (irrespective of value), and any capital expenditure in excess PayPal of £20,000, requires the prior approval of the 21.7 The use of PayPal by Branches is permitted. ADMINISTRATIVE NOTES ADMINISTRATIVE Trustees. However, this requirement does not However, it should be used in accordance with apply to casual hiring of facilities, provided the relevant rules laid out in The Pony Club’s that the hire period does not exceed one Treasurer Guidelines, which are available on month. A Branch does not have the legal the Treasurers and Finance section of the capacity to buy or rent land or buildings in website. its own name. All such transactions must be in the name of “The Pony Club”, with the 22. INSURANCE interest of the Branch being noted. All costs 22.1 The Pony Club has Insurance under a number incurred, such as legal fees, are to be paid by of headings and policies, a summary of which the Branch. is provided in the Handbook. In particular, all Branch and Centre Members are covered 21.4 Legally, The Pony Club is a charitable for their legal liability for accidental injury company, governed by its Memorandum and or damage to third parties or their property, INFORMATION Articles of Association. In order to comply arising out of the use or ownership of ponies with the Memorandum and Articles, Pony at any time, not just on Pony Club activities. Club funds may only be deposited with or lent A full policy summary is shown on The Pony to an institution, such as a bank or building Club website under Parents Info. society, which is regulated by the Financial
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22.2 Members and their parents must read the 24. GENERAL summary of cover carefully, to ensure that 24.1 Every eventuality cannot be provided for in
it satisfies their own requirements. It must these Rules. In any unforeseen or exceptional GENERAL INFORMATION be understood that this is liability Insurance circumstances it is the duty of the relevant and does not cover property belonging to, officials to make a decision in the spirit and or in the care of, the Member or his family. ethos of The Pony Club and to adhere as Nor does it cover injury to the Member or his nearly as possible to the intention2 of these family. Rules. To comply with insurance requirements, all employees of The Pony Club (including contractors), paid and unpaid officials, instructors, volunteers, parents, Members of The Pony Club and visitors must: - ∙ Take all reasonable care for the Health and Safety and Welfare of themselves and others that may be affected by their actions or omissions. RULES OF THE PONY CLUB
∙ Co-operate fully with The Pony Club and its Officials on all Health and Safety and Safeguarding issues. ∙ Not intentionally or recklessly interfere with or misuse anything provided in the interests of Health and Safety.
∙ Use correctly and as intended all work items, procedures and personal protective equipment provided by The Pony Club (or other employers), in accordance with the training and instructions given and report any loss or defect immediately.
∙ Inform the District Commissioner or ADMINISTRATIVE NOTES activity organiser of any situation they consider represents danger or could result in harm to themselves or others.
∙ Inform the District Commissioner or activity organiser of any failings or shortcomings as regards Health and Safety and Welfare.
∙ Report accidents either by making an entry in The Pony Club Accident Book or by informing the District Commissioner or activity organiser.
23. LEGAL LIABILITY
23.1 Save for the death or personal injury caused INFORMATION by the negligence of anyone for whom they are in law responsible, neither the Pony Club nor any agent, employee or representative of these bodies, accepts any liability for any accident, loss, damage, injury or illness to horses, owners, riders, spectators, land, cars, their contents and accessories, or any other person or property whatsoever, whether caused by their negligence breach of contract or in any other way whatsoever.
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