DC/CA Guide Updated References
The version of the DC/CA Guide you are about to access was produced in 2014. Since its publication, there have been changes in Pony Club that affect various references and information found in the Guide.
The Regional Administration Document Review Committee is currently working on a complete review and update of the Guide to be released in 2018.
In the meantime, when utilizing the current version, please keep the following in mind:
Website: The Pony Club website moved providers and has been reorganized. Links and direction to website pages found in the Guide are no longer correct.
The “Forms” page referenced in the Guide no longer exists. All information, forms, and materials are held on the appropriate informational webpage.
Please use the search feature on the website to find the specific information you are seeking. NOTE: To locate information on restricted pages of the website, you must be logged into the site.
USPC Policies have been renumbered and reorganized. On the Policy webpage there is a link to access a listing of the old policy numbers with their new policy numbers and location.
USPC By-laws have had multiple updates, of which some included renumbering. The By-laws are not long, but if you have any problems finding a By-law reference, please contact the Regional Administration Director – [email protected].
Financial Management: All clubs and regions are to be on the Centralized Financial Reporting System as of January 1, 2018. The CFRS is not mentioned in the Guide. For further information, please visit the Treasurer’s Resource Page.
Horsemasters are now full Participating Members of Clubs and Centers and may progress through the Standards D-1 – A.
The USPC Bookstore is completely online and is now “Shop Pony Club.” You may find it at www.shopponyclub.org.
The DC/CA Guide offers a wonderful overview of information on USPC and the work involved in the different aspects of administering a club or center. However, for the most current information and guidance relevant to the DC and CA position and opportunities for clubs and centers and their members, please visit the Club/Center Resource page of the website – Parent/Volunteers, Resources, Clubs/Centers.
USPC Sportsmanship, Stewardship, Leadership Through Horsemanship
Pony Club DC-CA Guide
Acknowledgements
We would like to take this opportunity to thank the many Pony Club Members, parents, volunteers, DCs, CAs and National Office Staff members who have contributed to this guide.
The United States Pony Clubs, Inc. 4041 Iron Works Parkway, Lexington, Kentucky 40511-8462 Telephone (859) 254-7669 ~ Fax (859) 233-4652
Copying permitted for internal use only by members and volunteers of the United States Pony Clubs.
DC-CA Guide – revised March 2014 i USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Preface
DC-CA Guide Preface
The United States Pony Clubs, Inc. has continued to evolve and grow since its inception in 1954. Over the past 10 years we have extended the traditional membership age limit; offered new types of membership; revised the certification process so that members can adjust the order in which they test according to their individual circumstances; developed and implemented specialized discipline tracks including Western; designed the Horsemasters program to help develop trained volunteers by allowing them to participate in an adult version of Pony Club; and for those without their own horse the Pony Club program is available through the Riding Center's program. We have truly grown from a backyard horse group that taught equine basics to an educational leader in the modern equestrian world. What an exciting time to be a part of this great organization. Will this evolution continue? Of course, it will. We need to keep our organization vibrant and current with today’s fast paced society, offering opportunities for young equestrians across the country to be part of Pony Club. Because Pony Club’s Horse Management curriculum is still second to none in the equine industry it will be a focus in the development of future Pony Club projects. Leadership is key to the future success of Pony Club. With that in mind a new focus has been put on developing training opportunities and new tools for our leaders. The new website/data base system is up and running with many enhancements to help our members, their families and our organization’s leaders.
Thank you for the hard work and dedication you provide to our members and to the United States Pony Clubs, Inc.
Jennifer Sweet Vice President of Regional Administration
DC-CA Guide – revised March 2014 ii USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Substantive Changes
Substantive Changes New Secure Website Just launched last fall, the new secure website at secure.ponyclub.org allows Club/Center leaders to access member and officer information in real time. As DC/CA you can see your Club/Center information. You can email directly from this site to officers, members or parents, or update your Certificates or List of Locations. Currently there is an issue using the Safari browser. Until Safari has fixed it, you must log in using Internet Explorer, Firefox or Google Chrome.
Main Website The Pony Club website has seen significant changes over the last year and it will continue to be upgraded to make the huge amount of information that it contains readily available to our members and leaders. The individual log in will further enhance the use of the website by allowing access to areas that pertain directly to what that person’s needs are (members versus DC/CA versus RS versus parent). Within this Guide, go to the Introduction, then to Navigating the Pony Club Website, for more information.
Western Track US Pony Clubs launched a two year pilot program to introduce Western riding as a potential Pony Club discipline in January of 2012. As of June 2013, the program is open to all clubs and centers to participate in the Western discipline. Standards of Proficiency, Test Sheets and Checklists have been published for the D-1 through C-2 levels. At the Annual Meeting 2014, the Board approved the inclusion of the Western Track. The focus of the Western track is on good Horse Management skills and knowledge and equitation which will be taught through the disciplines of Western Riding, Trail, and Reining. As in English there are many styles of Western and Pony Club members may be exposed to these different styles of riding. Pony Club insurance does not allow participation in or practicing for any rough stock event such as: bull riding, bareback bronc-riding, saddle bronc-riding, or steer wrestling.
Volunteer Development Recognizing the value of volunteers and the importance of providing opportunities for initial and ongoing education and training to support volunteers in their roles, the Board of Governors has developed a standing committee for Volunteer Development. This committee will be responsible for coordinating collaborative efforts of Regional Administration, Activities and Instruction to develop and implement training materials and programs for all level of volunteers.
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Table of Contents Activities, Instruction and Reg. Admin. Councils .....6 Program Administration Council (PAC)...... 7 USPC Office Staff...... 8 DC-CA Guide Preface ...... ii Chapter 3: Regional Structure ...... 9 Substantive Changes ...... iii Overview...... 9 New Website...... iii Map of Regions ...... 9 HMO Now an Elected Position...... iii Regional Governance...... 9 Inactive Status for Clubs ...... iii VP of Regional Administration (VPRA)...... 11 Satellite Clubs/Regions ...... iii Member Services (Regional Administration)...... 11 National Membership...... iii Duties of the RS ...... 11 Online Membership Renewal ...... iii Regional Officers...... 12 E-Membership ...... iv Regional Secretary ...... 12 Youth Protection/Safety ...... iv Regional Treasurer...... 12 Safety Education ...... iv Regional Instruction Coordinator (RIC) ...... 12 Background Checks...... iv Horse Management Organizer (HMO) ...... 12 Volunteer Development ...... iv Other Regional Officers...... 13 Table of Contents ...... vi Appointees of the RS ...... 13 Introduction...... xi Regional Center Coordinator (RCC)...... 13 Purpose...... xi Regional Council ...... 13 Members of the Regional Council...... 13 How to Use this Guide ...... xi Regional Council Meetings...... 13 Navigating the Pony Club Website...... xii Voting Privileges at Regional Council Meetings...... 13 Pony Club Mission...... xiii Chapter 4: The Pony Club Program ...... 14 Pony Club Pledge ...... xiii Overview...... 14 Pony Club Core Values ...... xiii Differences Between a Club & a Riding Center...... 14 Pony Club Code of Conduct ...... xiii Tools & Resources for Club/Center Leaders ...... 15 Chapter 1: USPC Non-Profit Status ...... 1 The RS ...... 15 USPC is Tax Exempt...... 1 Other Available Resources:...... 15 Clubs & Centers Have Different Non-Profit Status . 1 Membership ...... 16 Non-Profit Status Affects Fundraising...... 2 Corporate Memberships (CM) ...... 16 Chapter 2: USPC Structure...... 3 Life Membership ...... 16 Overview...... 3 Horsemasters (Adult Participating Members) ...... 16 USPC Hoof-Print...... 3 Participating Youth Membership ...... 17 By-laws and Policies...... 4 Inclusion...... 17 By-laws ...... 4 New Members...... 17 Policies ...... 4 Prospective Members ...... 18 Hierarchy of By-laws and Policies...... 5 Renewing Members ...... 18 Board of Governors...... 5 Transferring Members ...... 18 Dual Membership...... 19 Board Committees ...... 5 Member in Good Standing Policy...... 19 Advisory Committee...... 5
USPC Nominating Committee ...... 6 Standards of Proficiency (SOP) ...... 20 Board Standing Committees ...... 6 Horse Management...... 20 Ad Hoc Committees...... 6 Pony Club Competitions aka: Rallies……………………20 DC-CA Guide – revised March 2014 vi USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Table of Contents
Disciplines and Activities ...... 21 Chapter 6: The Pony Club Instruction Program...... 36 USPC Championships...... 21 Overview...... 36 USPC Festival ...... 21 Standards of Proficiency (SOP) ...... 36 The USPC Annual Meeting & Equine Symposium...... 21 USPC Manuals of Horsemanship ...... 36 Colors and Logos...... 21 Goal Setting ...... 37 Websites and Social Platforms ...... 22 Basic Instruction Plan (BIP)...... 37 Websites...... 22 Lesson Plans and Activities ...... 38 Social Platforms such as Facebook or Ning ...... 23 Checklists ...... 38 End of Year Awards...... 24 Finding an Instructor ...... 38 Recognizing Accomplishments, Saying Thanks...... 24 Communicating Meeting Schedules...... 39 Mounts ...... 24 Best Practices for Pony Club Meetings...... 39 Adult Code of Conduct...... 25 Mounted Instruction ...... 40 Safety...... 25 Ability Level and Group Size ...... 40 USPC National Safety Committee...... 25 Sites and Equipment for Meetings ...... 40 Youth Safety/Protection...... 26 Mounts ...... 41 Background Checks...... 26 Tack at Club/Center Meetings...... 41 Medical Cards and Armbands...... 26 Attire for Pony Club Members at Club/Center State Warnings and Equine Liability Act...... 27 Meetings...... 41 Preparing for Emergency...... 27 Medical Armband and Medical Card...... 41 Information needed for Emergency...... 28 Helmets...... 42 First Aid Certification...... 28 Footwear...... 42 First Aid Kits...... 28 Clothing...... 42 Head Injury - When to Seek Treatment...... 28 Jewelry ...... 42 Return to Play...... 29 Half Chaps ...... 43 Insurance ...... 29 Vests/Body Protectors ...... 43 Liability Insurance...... 29 Spurs ...... 43 Accident/Medical Insurance...... 29 Safety and Mounted Meetings...... 44 What is Covered ...... 29 Inspection of the Meeting Site ...... 44 What is Not Covered ...... 29 Safety Checks ...... 44 When Coverage Begins...... 30 Transportation...... 30 Unmounted Instruction...... 44 Get Insurance for your Meetings...... 30 Ideas for the Unmounted Program: ...... 45 Insurance: Special Activities & Non-USPC Members .30 Junior Pony Club Program ...... 46 Chapter 5: Pony Club Paperwork ...... 31 Achievement Badges...... 46 Attire for the Unmounted Program...... 46 Overview...... 31 Medical Armband and Medical Card...... 46 Membership Records ...... 31 Footwear when working with/around horses ...... 46 Membership Application ...... 32 Clothing...... 46 Membership Application ...... 33 Jewelry ...... 46 Insurance Paperwork...... 34 Chapter 7: Certificates and Certifications ...... 47 4 Certificate Update Reports ...... 3 Introduction...... 47 Online Certificate Update Report ...... 34 What is a Certificate and a Certification?...... 47 Hard Copy Certificate Update Report...... 34 Purpose of Certificates and Certifications ...... 47 Tech Soup Program ...... 34
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Certificate and Certification Levels ...... 47 Changes in Status of Club Officers...... 64 Club/Riding Center Level Certificates ...... 48 Resignation of DC or Jt-DC ...... 64 National Level Certifications...... 48 Removal of DC or Jt-DC ...... 65 Certificate and Certification Tracks...... 48 Resignation of Club Officer (other than DC or Jt-DC) 65 Certificate and Certification Progression...... 49 Appointments & Committees - Share the Load!....65 DC/CA Responsibilities...... 51 Appointees of the DC ...... 65 Club Committees...... 66 Certificate and Certification Readiness...... 51 Nominating Committee ...... 66 Checklists ...... 51 Additional Committees ...... 67 Certificate and Certification Prep Clinics ...... 52 Club Sponsors ...... 67 Certificate and Certification Applications (Letter of Who are Sponsors...... 68 Intent to Test) ...... 52 How to become a Sponsor...... 68 Preparing for National Level Certifications...... 52 Sponsor term ...... 68 H-B, C-3, B, H-HM/H/H-A & A...... 52 Sponsor Fee...... 68 Chapter 8: Rallies ...... 54 Sponsors’ Rights...... 69 Overview...... 54 Sponsors Responsibilities...... 69 Team Selection...... 54 Meetings of Sponsors ...... 69 Team Captains...... 55 How Often?...... 69 Stable Manager (SM)...... 55 Giving Notice of Sponsor Meetings...... 70 Scramble Teams (aka "short teams") ...... 56 Meeting Protocol ...... 70 Rally Preps...... 56 Required Annual Meeting of Sponsors ...... 70 Mounted Preps...... 56 Club Sponsors’ Change in Status...... 71 Unmounted Prep...... 57 Denying Renewal of Sponsorship...... 71 Special Opportunities for Pony Club Members..... 57 Revoking an Existing Sponsor...... 71 Competition Awards...... 57 Volunteers ...... 72 Contests...... 57 Motivate Your Parents and Sponsors to Volunteer .. 72 Competitive Opportunities...... 58 Consider the need - READY!...... 73 International Exchanges...... 58 Match your volunteers to jobs - SET!...... 73 Chapter 9: The Registered Club ...... 59 Get them started, keep them going- GO! ...... 73 The District Commissioner (DC) ...... 59 Recognize your valued volunteers...... 73 Appointed by the RS...... 59 Participating Youth Members...... 74 Term of Office ...... 59 Denying Membership...... 74 Qualities of the DC ...... 59 Terminating or Denying the Renewal of a Participating Fair ...... 59 Youth Membership ...... 74 Communicates ...... 60 Change in Club Status ...... 74 Delegates ...... 60 Name Change...... 74 Is visible, open minded & decisive ...... 60 Change in Region ...... 75 Duties of the DC...... 61 Club Annual Report...... 75 Joint District Commissioner(s) ...... 63 RS Annual report on Clubs ...... 75 Other Club Officers ...... 63 Regional Provisional Status...... 76 Treasurer...... 63 Discontinuation...... 77 Secretary ...... 64 Becoming a Riding Center...... 77 Additional Club Officers ...... 64 Working Board ...... 64 DC-CA Guide – revised March 2014 viii USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Table of Contents
Club Policies...... 78 Assistant CA ...... 92 Writing Your Club Policies ...... 78 Volunteers ...... 92 Basic Guides for writing policies:...... 78 Facility Contact List...... 93 Required Policy...... 79 Policies...... 93 Additional Policies to consider ...... 79 Denying/Revoking Membership of Participating Financial Management ...... 80 Youth Member ...... 93 Annual Financial Plan (Budget)...... 80 Promoting your Riding Center Program ...... 94 Why create a budget...... 80 Fundraising and your Riding Center Program...... 94 Developing a budget ...... 80 Working with the Treasurer ...... 81 Becoming a Registered Club...... 95 Cooperation...... 81 Facility Scholarship ...... 95 Sponsors’ Meetings ...... 81 Fees Paid to USPC and Regions by Members ...... 95 Annual Financial Report...... 81 Riding Center Annual Report...... 95 Checking Accounts...... 81 RS Annual report on Centers...... 95 Refunds and Reimbursements...... 82 Chapter 11: The Older Pony Club Member ...... 97 Refunds ...... 82 Recognizing Talents and Achievements ...... 97 Reimbursements ...... 82 Mentoring Programs ...... 97 Maintaining Non-Profit Status...... 83 Goal Setting ...... 98 Maintaining Club Records...... 83 Teaching ...... 98 Discount on Technology ...... 83 Junior Boards...... 99 IRS Paperwork ...... 84 Required by the IRS ...... 84 Upper Level Camps and Clinics...... 99 Donations to Clubs ...... 85 Programs for Upper Level Member...... 100 Donation of a Horse/Pony...... 85 Opportunities in Pony Club ...... 100 Member Accounts ...... 85 College Scholarships...... 100 Club Special Awards...... 86 International Exchanges...... 100 Fundraising ...... 87 National Youth Congress (NYC) ...... 101 Choosing an Event ...... 87 National Youth Board (NYB) ...... 101 Promoting your Club - Toot your own Horn!!...... 88 Visiting Instruction Program (VI) ...... 101 Employment Opportunities...... 101 Conflict Management ...... 88 Members who are Away at School...... 102 Chapter 10: Riding Center Program ...... 89 Writing a Letter of Recommendation...... 103 Definition ...... 89 Appendix A: Pony Club Acronyms ...... 104 Commonly used Terms ...... 89 More Acronyms ...... 105 Eligible Client ...... 89 Riding Center Program ...... 89 Appendix B: DC-CA Digest...... 106 Facility...... 89 Overview...... 106 Facility Owner...... 89 Directions For Joining The Digest ...... 106 Facility Operator...... 90 Digest Etiquette & Rules...... 107 Center Administrator (CA)...... 90 Appendix C: Electronic Membership Records ...... 108 The Contract Agreement ...... 90 Setting Up An Excel Workbook...... 108 The Facility Operator(s) ...... 90 Master Individual Member Worksheet...... 109 Duties & Responsibilities of the Facility Operator.....90 Master Individual Member Worksheet - continued 110 The Center Administrator...... 91 Find a Member in Your Database...... 110 Duties/Responsibilities of the CA ...... 91 DC-CA Guide – revised March 2014 ix USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Table of Contents
Appendix D: Instructional Calendars...... 111 How To Create An Instructional Calendar...... 111 Why should Clubs and Centers develop an instructional calendar?...... 111 Every Club or Center will have unique needs and challenges...... 111 Start by having a goal setting session with members and their parent(s)...... 111 Review of the goal meeting, Club/Center leaders should consider...... 111 Developing the calendar...... 112 Communicating the calendar...... 112 Appendix E: Safety Checks...... 113 Appendix F: Sample Agenda for Club Annual Sponsor Meeting ...... 114 Instructions for Use...... 114 Appendix G: Handling Conflict...... 116 Diffusing Conflict...... 116 Twelve Tips for Conflict Resolution...... 116 Dissension Practice...... 117 Appendix H: Teaching Progression ...... 118 Guidelines For Progressing In Teaching ...... 118 Appendix I: Junior Boards...... 119 Overview...... 119 Junior Board Success Story...... 119 Sample Responsibilities of the Junior Board ...... 120 Steps to Forming a Junior Board ...... 120 Appendix J: Writing a Letter of Recommendation.121 Sample Letters Of Recommendation...... 121 Example 1...... 121 Example 2...... 122 Appendix K: Contacting the National Office...... 123 Appendix L: Club Financial Management Recommendations ...... 124 Appendix M: Maintaining Records ...... 129 Index...... 130
DC-CA Guide – revised March 2014 x USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Introduction Introduction
Purpose This Guide has been developed to assist you as you fulfill the duties and responsibilities of your job as a Pony Club District Commissioner (DC) or Center Administrator (CA). It directs you to resources and materials that you will find useful in administering the Pony Club program in your Registered Club (Club) or Riding Center Program (Center). We hope that this Guide will be your first "go to" when you have a question or need some assistance in performing your job.
How to Use this Guide Active links - Indicated by a blue underline, there are active links throughout this document that will redirect you to another page in this Guide, another document or a website/page on the Internet. To activate a link, hold your cursor over the link and click your mouse. On some systems you will need to press and hold the CTRL key and then click your mouse. To go back to your previous spot after going to an internal link, you may press and hold ALT then left arrow (for PC users only) or us the “return to” links. Enjoy your journey!! If you are receiving error messages with the external links, try using a different browser, such as Internet Explorer or Firefox. Symbols that you will find throughout this Guide:
Alert you to important information that you must know, or points out things that you must do.
Offers an idea that you might want to try.
Indicates helpful suggestions.
Pony Club Acronyms - Pony Club uses acronyms and abbreviations for many terms and names. Appendix A lists the acronyms, abbreviations and definitions most commonly used in Pony Club literature. Search - You are able to search this Guide for specific topics using keywords. To conduct a search look under the "Edit" tab and click on "Find." Put the keyword for your search in the window that comes up and click next. You will be directed to the next place in the Handbook that contains that word or words. You can then click on next or previous until you find all references related to your search .
DC-CA Guide – revised March 2014 xi USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Introduction
Navigating the Pony Club Website The Pony Club website has a wealth of information available to you, but sometimes finding what you need can be daunting! Here is a brief overview to help you get started. Once you get to http://www.ponyclub.org you are faced with a home page where you could spend hours just watching the pictures roll by! Running left to right in the gray band across the top of the home page are tabs that will help you to navigate the site. Clicking on any of these tabs will give you a drop down menu of items to choose from. From left to right the tabs are: About Us- Here you will find the ‘nuts and bolts’ of USPC: the by-laws and policies, annual reports, staff and volunteer lists, lists of Clubs, Centers and Regions and general information about the Pony Club program. You will also find pertinent information and important documents under Organizational Documents. Here you will find the Articles of Organization, the IRS letter of determination (non-profit status), the most current annual report, the last audited statement and at least the 2 most recent 990s. News and Media - You will find samples of Pony Club members in the news as well as general press releases and updates. You’ll also find the Pony Club Blog, Pony Club Magazine and Classifieds. In addition, (under eNews) you will find quarterly “Course walks” which summarizes each Board of Governor meeting so you can stay abreast of the direction Pony Club is heading! Events – Here you’ll find the calendar listing, information about the Annual Meeting, Championships and Festival, as well as Alumni events. Member Opportunities – Consolidates all the information our members need about Standards and Testings (in the Pony Club Tack Trunk), the USPC supported Disciplines, National and Upper Level Opportunities. It also includes information about scholarships, contests and awards available to our members. Resources – Links to important information on running your Region are found here, from overall leadership support (such as this handbook) to FAQs, fundraising ideas and testing information. Selecting FAQs provides a second drop down menu with the topic-specific FAQs, a valuable source of information. It is also where you will find all the forms, Rulebooks and information for all the other volunteers in your Region, such as the Treasurer Resource page. Support USPC – Here you will find ways to directly donate to Pony Club, as well as those companies that support Pony Club through direct contributions and/or discounts to our members. Safety – Easy access to the Youth Protection procedures, as well as information about the Heat and Concussion safety measures. The required training and education modules can also be found here.
Insurance – Direct access right to what you need to provide coverage for all your Pony Club activities. Search Box - Located in the middle of the home page and on the upper right side of each subsequent page, you can enter a key word or words and some suggested articles will come up. This will pull up a list of related articles available to you, not locations on the website.
DC-CA Guide – revised March 2014 xii USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Introduction Sign in - Located in the upper right side of each page (above the Bookstore logo on the home page and below the search box on subsequent pages). In order to gain access to those parts of the website that are specific to your job asDC/CA, and to complete required training modules such as the Youth Protection Module, each DC/CA must sign in. By going to “My Profile,” you will be able to enter the “group” pages that you belong to, giving you a direct link to pertinent information to make your tasks easier. In addition, all current Pony Club leaders, members and parents of current members have a website record established for them. However, the National Office can only establish website access for those who are recorded in the National membership database. At the local and Regional level there will be some volunteers who are not on record with the National Office, but still need access to Pony Club program materials in order to be able to assist a local Club, Center or Region. In those cases, DCs, CAs and RSs do have the ability to sign in to the website as their Club, Center or Region and invite an individual to join the website as a “volunteer.” Once the individual accepts the invitation and establishes a username and password, they will be approved by the National Office and will be listed in with the Club, Center or Region’s record as a “sub-account.” These volunteers will have access to the restricted pages of the website and be able to continue to contribute as usual to their Club, Center or Region. To invite in a volunteer, sign in as your Club or Center, then in the right hand column in the gray menu area, click on “manage profile” and then click on “sub-accounts.” Follow the directions to email a link to your volunteer where s/he can set up a profile as a sub-account of your Club/Center. If you need assistance with your Club’s/Center's username and password, please contact Aileen Gordon at the National Office.
Don’t forget to click on links of our Corporate Sponsors!
DC-CA Guide – revised March 2014 xii2 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Introduction Pony Club Mission The United States Pony Clubs, Inc. develops character, leadership, confidence and a sense of community in youth through a program that teaches the care of horses and ponies, riding and mounted sports.
The Pony Club Pledge As a member of the United States Pony Club, I stand for the best in sportsmanship as well as in horsemanship. I shall compete for the enjoyment of the game well played and take winning or losing in stride, remembering that without good manners and good temper, sport loses its cause for being. I shall endeavor to maintain the best tradition of the ancient and noble skill of horsemanship, always treating my horse with consideration due a partner.
Pony Club Core Values Horsemanship with respect to healthcare, nutrition, stable management, handling and riding a mount safely, correctly and with confidence.
Organized teamwork including cooperation, communication, responsibility, leadership, mentoring, teaching and fostering a supportive yet competitive environment.
Respect for the horse and self through horsemanship; for land through land conservation; and for others through service and teamwork.
Service by providing an opportunity for members, parents and others to support the Pony Club program locally, Regionally and Nationally through volunteerism.
Education at an individual pace to achieve personal goals and expand knowledge through teaching others.
Pony Club Code of Conduct Pony Club is proud of its reputation for good sportsmanship, horsemanship, teamwork and well-behaved members. The USPC and the Organizers and Officials of USPC activities/competitions expect appropriate behavior from all competitors, parent(s) and others participating in any Pony Club activity/competition. Inappropriate behavior is, but not limited to: • Possession, use, or distribution of any illegal drugs or alcohol • Assault • Profanity, vulgar language or gestures • Harassment – using words or actions that intimidate threaten or persecute others. • Cheating – failure to follow the rules • Abuse of a horse
DC-CA Guide – revised March 2014 xiii USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 1 USPC Non-profit Status Chapter 1: USPC Non-Profit Status
USPC is Tax Exempt The United States Pony Clubs, Inc. (USPC) is exempt from federal income tax, in accordance with Section 501(c)(3) of the Internal Revenue Code).
Clubs & Centers Have Different Non-Profit Status According to the IRS: . Clubs and Regions that are current/active are tax-exempt. . The IRS has granted USPC a group exemption for all of its subordinate Clubs and Regions. . Centers do not qualify for tax-exemption unless it has independently obtained its own non-profit status. . USPC has a contractual agreement with each Center owner/operator to offer the Pony Club program.
Clubs & Regions Riding Centers Non-Profit? Yes No Are contributions tax Most donations are tax-deductible to the extent deductible for permitted by law. income & estate tax . For specific information concerning purposes? donations, refer to IRS “Publication 526: Charitable Contributions” at http://www.irs.gov. . For specific Pony Club questions, contact the USPC Development Director or Chief Operating Officer (COO). Proof of tax exempt Contact the National Office to obtain: Not Applicable status . IRS Letter of Determination of USPC’s Riding Center Programs are not included in the 501(c)(3) status, and USPC group exemption non-profit status*. . Tax Exemption Letter for your specific Club Any violation of this could jeopardize the entire or Region, with the following: National Organization's non-profit status. • Group exemption information • Your Employer ID Number (EIN) Who may use your tax Only your Club/Region may use the EIN! status & EIN? It is not for an individual’s personal use or to be *Exception: A Center may be able to used by any other organization. independently obtain its own non-profit status. State tax exemption Apply to your state revenue department for exemption from state sales tax.
DC-CA Guide – revised March 2014 1 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship
Chapter 1 USPC Non-profit Status
Non-Profit Status Affects Fundraising
Refer, within this Guide, to Chapter 9 for Clubs and Chapter 10 for Centers for specific details.
Clubs & Regions Riding Centers The United States Pony Clubs, Inc. is a tax-exempt May use the phrase “Recognized Pony Club Riding Center organization under section 501(c)(3) of the Internal Program” to advertise and promote their Center. Revenue code. The IRS has granted the USPC a group When a Center, which is not independently a non-profit, raises funds to benefit the program, they: exemption for all of its subordinate clubs and regions, so . Must clearly state that any monies donated are not current active clubs which have not had their non-profit deductible for income or estate tax purposes, and status revoked are also considered tax-exempt. . May not provide a letter for tax purposes, unless they have their own non-profit status. All fundraising practices for clubs and regions * It is important to stress that a Center cannot use the must follow all local, state and federal guidelines words Pony Club alone to advertise a fundraiser. For and regulations. example, "Pony Club Bake Sale" would not be Donors of cash donations and in-kind gifts should appropriate whereas, "Bake Sale to benefit "XYZ Pony be recognized with an acknowledgement letter Club Riding Center Program" would be acceptable. for their tax records.
DC-CA Guide – revised March 2014 2
USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 2 USPC Structure Chapter 2: USPC Structure
Overview United States Pony Clubs (USPC) is a non-profit, volunteer driven, youth equestrian educational organization. It is directed by a Board of Governors (Board) with the input of various committees and supported by a small number of paid staff members. In this chapter we will explain the governance and structure of the organization at the National, Regional and local levels.
USPC Hoof-Print This chart, the "USPC Hoof-print", shows the structure of the organization, and volunteer to staff relationships.
DC-CA Guide – revised March 2014 3 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 2 USPC Structure
By-laws and Policies
By-laws By-laws are a set of statements that establish the purpose and/or governance structure for an organization. . By-laws are written by the USPC Board of Governors (Board), which is the governing branch of the organization and therefore can only be amended or created by the Board. . Are typically broad in nature. . Drive the USPC policies. . Supersede all other USPC documents (except for USPC’s Article of Incorporation). If there is any conflict the By-laws take priority (except as noted above). There are three sets of USPC By-laws, which are listed here in descending hierarchal order: 1. USPC, Inc. By-laws 2. By-laws of Regions of the USPC, Inc. 3. By-laws of Registered Clubs of the USPC, Inc. By-laws may be found on the Pony Club website using the "About Us" tab from the home page and selecting By-laws in the drop down menu.
USPC and Regional By-laws are applicable to the Club and Riding Center Programs.
Policies Policies are a definite course or method of action selected from among alternatives and in light of given conditions, to guide and determine present and future decisions. . Governed by the By-laws. This means they cannot conflict with the By-laws. . Are narrow in intent. . State the “W’s” – what, when, who and sometimes why. • Should not be confused with procedures or the “how.” There are three levels of USPC policies needed, listed in descending hierarchal order; each level is written by designated appointees from within that level . USPC policies. . Regional policies – cannot conflict with National policies. . Club policies – cannot conflict with National or Regional policies. Refer to Chapter 9 for more information on developing Club policies.
USPC policies may be found on the Pony Club website using the "About Us" tab on the home page and selecting Policies from the drop down menu.
DC-CA Guide – revised March 2014 4 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 2 USPC Structure
Hierarchy of By-laws and Policies
BYLAWS OF THE USPC, INC.
BYLAWS OF REGIONS BYLAWS OF REGISTERED CLUBS POLICIES OF THE USPC, INC.
POLICIES OF REGIONS POLICIES OF REGISTERED CLUBS
Board of Governors The Board of Governors (Board) establishes the philosophy and goals of Pony Club, creates and amends the governing documents (By-laws), determines its programs and provides policies and guidelines by which Pony Club programs are implemented. . The Board is a group of volunteers elected by the Members of the Corporation for the purpose of directing the USPC. . The Board elects from among its members a President, Vice Presidents, Secretary, Treasurer and other Officers as appropriate. These persons comprise the Executive Committee, which is empowered to act on behalf of the Board in most instances, if required, between Board meetings. . The National Youth Board (NYB) was established and the Chair and Vice Chair of the NYB were added as members of the Board in an effort to incorporate the youth members in the decision and policymaking activities of the Board.
Board Committees
Advisory Committee The Advisory Committee serves as advisors to the President and the Board on matters put before them by the board and other matters that the committee feels appropriate to bring to the attention of the President or the Board. Refer to USPC By-laws, Article 6.3 and to Resolution #2 of the USPC Policies for a full list of duties. . Members are volunteers who have served on the Board of Governors or as an Administrative Officer of the Corporation. . All past Presidents of USPC are members of the Advisory Committee.
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USPC Nominating Committee The Nominating Committee is appointed by the Board and is made up of five Corporate Members each serving a three-year term. The Nominating Committee shall submit nominations for such number of Governors as are eligible for election. Refer to USPC By-laws Article 6.2 and to Resolution # 3 of the USPC Policies for a full list of duties.
Board Standing Committees Standing Committees are those committees that help run USPC. These committees are: . In place indefinitely. . Chaired by a member of the Board and often have non-Board members to enhance the work of the committee. Standing Board Committees currently are: . Marketing and Communications . Finance . Governance . Personnel/Compensation . Policy . Audit . Strategic Planning . Safety . Technology . Development Ad Hoc Committees Ad Hoc Committees are charged with a specific task. . They are formed when necessary, at the direction of the President . Board members or other volunteers may staff them. . The committee is dissolved once the specific task is completed.
Activities, Instruction and Regional Administration Councils The Activities, Instruction and Regional Administration Councils are comprised of National Committees that administer the components of the Pony Club programs. The table below shows the makeup of the three councils. Each council includes a Member-at-Large who has served on the council in the past and/or has a wealth of knowledge and experience to bring to the council.
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Activity Council Instruction Council VP Activities - Chair VP Instruction - Chair
Member(s)-at-Large & Committee Chairs of these Member(s)-at-Large, Activity Council Representative and Committees: Committee Chairs of these Committees: . Dressage . C-3 program . Eventing . Curriculum & Standards . Fox Hunting . D-1 to C-2 Program . Games . Horse Management . International Exchange . National Testing . Polo . National Youth Congress/Academy of Achievement . Polocrosse . Regional Instruction Coordinators . Quiz . Visiting Instruction. . Show Jumping . Tetrathlon Resources for: . No resources listed. . Driving . Distance Riding . Vaulting
A complete list of council committees and members’ contact information can be found on the Pony Club website using the "About Us" tab on the home page and selecting Board of Governors in the drop down menu and then selecting the desired council. Program Administration Council (PAC) The Programs Administration Council (PAC) is charged with ensuring effective administration of programs. . PAC is chaired by the CEO of USPC and is made up of staff director/volunteer partnerships.
Partnerships serving on PAC Board of Governors Staff USPC President and First Vice President Chief Executive Officer (CEO) VP of Instruction Instruction Services Director VP of Activities Activities & Events Planning Director VP of Regional Administration Regional Administration & Member Service Director Chair Marketing and Communications Committee Marketing and Communications Director Chair Development Development Director Chair Finance Chief Operating Officer (COO) Chair Safety Committee No Staff Member - aligned with the President Chair Strategic Planning Committee No Staff Member - aligned with the President
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USPC Office Staff The staff at the USPC National Office, under the direction of the CEO, support volunteers and supply information, materials and services to the membership. Go to the About Us tab, then to Office staff for a staff list and short bios Although the National Office Staff is available to you as a resource, USPC believes that when there is a problem it is best dealt with at the level that it occurs. With this basic philosophy, the office staff will refer you back to the RS to discuss your concerns or problems if you have not already done so. If you have questions about programs, activities, or administration, please follow the protocol listed in Appendix K for contacting the National Office. It may be that the person who is contacted refers the individual on to another level if unable to assist or provide an answer to the question.
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Chapter 3: Regional Structure
Overview Pony Club has a nationwide presence including the US Virgin Islands. The country has been divided into 42 Regions for administrative purposes. Each Region is made up of the Registered Clubs and Riding Center Programs in that geographical area.
Most members are members of the USPC, a Region and a Club or Center. National Members are members of USPC, but not designated to a Region, Club or Center.
Map of Regions
Regional Governance A Regional Supervisor (RS) and at least, one Vice Regional Supervisor (VRS) govern each Region. The RS and VRS act as liaisons between the National Organization and the Clubs and Centers within a Region, and as such, are directly responsible for communicating National policy to Clubs and Centers and for conveying the concerns of the Clubs and Centers to the Vice President of Regional Administration (VPRA). The RS and VRS are considered to be Administrative Officers of the USPC and as such are required to be Members of the Corporation (Corporate Members or CM). These officers are recommended by the Regional Council, appointed by the Vice President of Regional Administration (VPRA) and confirmed by the Board. The RS directs, supervises and controls all matters in the Region and in the Registered Clubs and Riding Center Programs assigned to that Region.
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GOVERNANCE STRUCTURE REGIONS, CLUBS AND CENTERS
Regional Administration Council Board Chaired by VPRA This council shall assist the Vice President of Regional Administration in providing support and training to Region, Club, Center and Horsemasters leaders to better enable them to administer and implement pony Vice President of club programs. Committees of the Regional Regional Administration Administration Council include: (VPRA) . Club/Region Policy Guideline Review . Document Review . Leadership Education and Support . Membership . Riding Center Program . Horsemasters RS
Accountable to VPRA
REGISTERED CLUB REGIONAL COUNCIL RIDING CENTER
DC [By-laws of Regions 4.1(a) and The Center Administrator is • Club Officers 4.2(a)] accountable to the RS for matters • Sponsors related to the contents and • As per the requirements of by- laws 4.1.a & 4.2(a) each region implementation of the program Accountable to the RS MUST have the required policies in place that specifies all CAs as members of the RC with a voting right. All members of RC are accountable to the RS
DC-CA Guide – revised March 2014 10 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 3 Regional Structure VP of Regional Administration (VPRA) The Vice President of Regional Administration (VPRA) is responsible for supervising and directing all matters within Regions, Clubs and Centers and as such is in close contact with the RS. The VPRA shall appoint all RSs and VRSs with confirmation by the Board and confirms the recommendation of the RS for all DCs and Jt-DCs. CAs are appointed by the facility.
Member Services (Regional Administration) The focus of the Member Services Department (Regional Administration) is to assist the Clubs, Centers and Regions when needed. They are responsible for all membership documents; providing reports to the Board of Governors with regard to membership statistics; develop and coordinate educational materials or events to assist the leadership of the organization; propose and help implement policy and guidelines to assist the Clubs, Centers and Regions function within USPC’s 501(c)(3) status; aide Centers in providing and delivering the Pony Club program to their eligible clientele; and aide our leaders and members when disputes arise. The Member Services Department is under the supervision of the Director of Member Services and Regional Administration (staff member) who works closely with the Vice President of Regional Administration (volunteer position). Duties of the RS The RS is charged with the ultimate accountability for all activities in the Region. The RS is thoroughly familiar with USPC By-laws, policies and procedures; the RS knows the Region, its strengths and weaknesses, its resources and facilities and serves as the first point of contact to DCs and CAs. • The RS may delegate any of these duties to a VRS, however the final responsibility remains with the RS. The RS is selected by the Regional Council and presented to the VPRA for approval for a one-year term running January 1 to December 31. It is recommended that Regional policy should not limit the number of terms an individual may be RS. A primary duty of the RS is to support the DCs and CAs in the Region. RSs know successful Clubs and Centers are those with dedicated, energetic and informed leadership. Most RSs endeavor to visit every Club and Center in the Region at least once annually, where that is feasible and appropriate. In geographically large areas, the Vice RS(s), the RIC and the RCC may take on part of this responsibility. In addition to monitoring the progress and safety of Regional activities, this allows DCs, CAs, members and parents to communicate and acquaint themselves with the RS. The duties of the RS include, but are not limited to: . Serve as liaison between the Board, National Officers and committees and Clubs and Centers assigned to the Region. . Establish with the Regional Council such policies as may be needed for the efficient administration of the Region. . Ensure that all Clubs and Centers in the Region adhere to all USPC and Regional policies.
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. Assess and evaluate all Club and Center mounted and unmounted instructional programs with the assistance of the RIC. . Organize at least one planning meeting for the Regional Council to conduct business germane to the operation of the Region. . Establish Regional dues and fees in collaboration with the Regional Council. . Organize, or appoint a chairman to organize, at least one Qualifying Rally in each discipline at the Regional level or facilitate opportunities for members to compete at these events in other Regions. . Organize test prep clinics for those members who are preparing for upper level certifications, as necessary. Encourage and support participation in National activities such as the Annual Meeting, Championships and exchanges.
Many RSs and VRSs served at some point as a DC or CA. They know firsthand many of the struggles your Club or Center may face. They are ready to be a resource and support for your Club or Center. They want nothing more than for your Club, Center and members to flourish and grow.
Regional Officers The RS, in addition to being supported by one or more VRS, is also assisted by a Secretary, Treasurer and the Regional Instruction Coordinator (RIC). Regions may have additional officers as defined in Regional policies.
Regional Secretary Duties of the Secretary are defined in the By-laws of Regions Article 2.2.
Regional Treasurer Duties of the Treasurer are defined in the By-laws of Regions Article 2.2.
Regional Instruction Coordinator (RIC) Every Region has a RIC. The RIC works with the RS to identify individual Club and Center instructional needs. One of their responsibilities is to assist DCs and CAs in recognizing and implementing appropriate and effective mounted and unmounted instructional programs. This person is a great resource for your Club or Center as your members’ needs evolve. Don’t be shy – ask for help, input and guidance! Refer to USPC Policy3015 and 3015.A for a list of duties of the RIC. Horse Management Organizer (HMO) The HMO is elected by the Regional Council to a voting seat on the Council. Their primary focus is to promote the teaching of Horse Management. The HMO recruits people to become trained HM Judges for rallies, assists rally organizers in staffing HM positions, organizes Regional HM Clinics and HM Seminars and serves as a resource to DCs and CAs to assist them in developing a strong HM educational program. The HMO is a great resource to find people well versed in HM to teach your members. Refer to USPC Policy3016 and 3016.A for more information.
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Appointees of the RS All appointees of the RS report directly to the RS Regional Center Coordinator (RCC) The RS may appoint an RCC. The role of the RCC is to assist in the development and management of the Riding Center Programs in the Region. This individual would be the first point of contact for the CA or the Facility Owner of a Center with questions or requests for assistance. The RCC assists the RS in meeting the needs of the Riding Center Programs in the Region. A VRS could also fill this position.
Center Administrators should check with the RS to see if there is an appointed RCC. If a Region has an RCC this person is the first point of contact for the CA who is seeking guidance or who has questions. Regional Council Members of the Regional Council Each Region has a Regional Council to provide assistance, advice and the cooperation necessary for the RS to govern the region effectively. All Regional Officers are members of the Council, as are all Administrative Officers (DCs, Jt-DCs) and Center Administrators. In addition, Regions may have a policy to designate others as members of the Regional Council. The majority of the membership of the Regional Council must consist of District Commissioners and Joint District Commissioners. Attendance at Regional Council meetings keeps DCs, CAs and others informed, and allows them the opportunity to speak on behalf of your members.
Attendance at Regional Council meetings is expected of all DCs and CAs. The DC or CA may temporarily delegate another person to serve in their absence at a Regional Council meeting.
Regional Council Meetings Regions are expected to hold a sufficient number of Regional Council meetings to enhance communications between all members of the council. Regional Council meetings may be held throughout the year to foster communication between all members of the council, but at a minimum, each Region is required to hold an Annual Meeting in the fall of each year for the purpose of planning programs and activities for the coming year. All protocol for Regional Council meetings as stated in the By-laws of Regions, Article 4.3 must be adhered to.
Voting Privileges at Regional Council Meetings Each Region must establish a policy that defines the voting rights for Regional Council members. This policy must provide fair and equitable council representation for all Clubs and Centers in the Region.
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Chapter 4: The Pony Club Program Overview The Pony Club program consists of an organized, systematic educational program that includes both unmounted instruction in the care of the horse (Horse Management) and mounted instruction in riding skills. The Pony Club program can be administered in a Registered Club (Club) or through a Riding Center Program (Center). There is no one "right" way to deliver the program. Each Club/Center determines what works best for them and their members, such as holding weekly meetings and combining unmounted and mounted sessions or meeting once or twice a month and holding separate mounted and unmounted instructional sessions. This chapter covers administrative procedures and concepts that pertain to both the Club and the Center. Specifics relative to each are covered in later chapters. Differences Between a Club & a Riding Center Registered Club Riding Center Program . Is a subordinate of USPC. . Operated in a privately owned/operated barn or stable . No contract agreement. (tied to a business). . Enters into a contract agreement with USPC. . Administered by a District Commissioner (DC) with . Administered by a Center Administrator with possible possible assistance from one or more Joint DCs. Club assistance of an Assistant CA. Sponsors' recommend the DC to the RS for appointment. • The Facility Operator appoints the CA and ACA. The DC and Jt-DCs must be CM of USPC. • The CA and ACAs must be CM of USPC. . New Clubs must be recommended by the RS to the Board . The RS recommends new Riding Center Programs to the and file application, Articles of Organization and pay a Board. The Facility Operator must: one-time start up fee. • Sign a contract agreement • Obtain liability insurance at their own expense that names USPC as additional insured, and • Pay a onetime start up fee. . The RS makes recommendation annually as to the . RS recommends status of the contract agreement continued status of the Club. (Active Status, Regional annually. (Renew, Renew with Provisions, Do Not Renew). Provisional Status, Discontinue). . There is an annual administration fee. . Annual renewal fee payable by stated deadline each year. . Requires active parent and volunteer involvement. . Parental involvement varies either by choice of the Facility . Must have 5 Sponsors of Record Operator or by circumstances. • Riding Center Programs do not have sponsors . Decisions are made by Club Sponsors' and implemented by . Decisions are made by the Facility Operator and the DC. implemented by the CA. . Non-profit under the umbrella of the USPC 501(c) 3 status. . Does not fall under the USPC non-profit status umbrella. Can raise funds in its own name or the name of the USPC • Cannot raise funds in its own name or the name of and provide letter to donors for tax purposes. USPC, unless it has its own non-profit status. • Can hold "benefits" using USPC name, but cannot provide a letter to donors for tax purposes, unless they are a non-profit in their own right. . In most cases, fees paid to the Region or USPC are paid in . Fees paid to the Region or USPC may be paid in a a Club check. personal check or a Facility check. Centers must be careful to keep Pony Club Riding Center money separate from the general business funds. . Required to comply with all USPC, Regional and Club By- . Required to comply with all USPC and Regional By-laws, laws, policies and rules. policies and rules. . Tax exempt, must file annual IRS form 990 . Not tax exempt, must file IRS Business tax return
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Tools & Resources for Club/Center Leaders
The RS There are many resources that are available to Pony Club leaders. The RS is generally the first resource person to contact when there is a question of policy, program, procedure or dispute that the DC/CA is unable to answer. Some Regions may have a Riding Center Coordinator who serves as an additional resource for the CA. If the RS is unable to answer the question or help you, he/she will help to find the answer and may steer the inquirer to other resources. Other Available Resources: Regional Resources USPC Resources . Regional Officers . Pony Club website . RIC • Forms page - use the Publications tab on the home page . HMO • Resource pages (Discipline, HM, DC, CA) - use the Resource . Regional Roster (a source of finding other DCs & CAs) tab on the home page . Upper Level Members from neighboring • FAQ - under the Resource tab on the home page –the drop Clubs/Centers down menu has a number of options from which to choose. . Regional website . Standards of Proficiency (Pony Club forms page) . Regional yahoo group or other form of electronic . Pony Club Bookstore - Link to the bookstore found on the Pony communications Club website home page in the top right . USPC Manuals of Horsemanship - D,C, B/HA/A - purchase from the bookstore . Activities/Instruction/Regional Administration Committee Chairs . Yahoo Digests (DC) . Annual Directory (hard copy and online under Resources) . National Examiner and Chief HM Judge lists (Pony Club forms page) . Pony Club News - published quarterly and mailed to all members or found online under Publications . Pony Club Monthly E-News
The DC-CA Digest is a valuable source of information and communication. Every DC and CA should be a member. This is a great source of new information and idea sharing and questions answered by others who are in the same job as you. Refer to Appendix B, within this Guide, to learn how to subscribe to the digest and tips for proper etiquette.
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Corporate Memberships (CM) Adults may be Corporate Members (CMs) of USPC with the right to vote on matters of the corporation. Current and former Pony Club Members aged 18 to 25 are eligible to become CMs with all rights and privileges. Corporate Membership is a requirement for all USPC Board of Governors, Administrative Officers of Regions and Clubs, all CAs and ACAs, RICs, HMOs, members of National Committees, National Examiners, Chief Horse Management Judges and members of Horsemaster groups. All Corporate Members receive communications from the National Office such as Pony Club News (a quarterly magazine), E-News from National (emailed newsletter), Annual Directory (online at no charge; hardcopy for an additional fee) and other mailings.
Corporate Membership is a requirement for all Regional, Club and Center leaders. CM must be renewed annually, is not transferable and fees are not refundable. For the Corporate Membership application and fees, go to the Pony Club website under the Resources tab, then Forms, then “M” for membership.
Life Membership This is a Corporate Membership for the life of an individual. Life Members have all the rights and benefits of a regular Corporate Member. In addition, they receive a pin, certificate and are listed in the Annual Directory to acknowledge their commitment to Pony Club. Life Membership is also available at a significantly reduced rate to Alumni or current members who are between the ages of 18 and 25. A Life Membership is a great way to congratulate National Level Pony Club Members when they graduate, or to acknowledge a dedicated volunteer.
Please note there are IRS requirement that need to be met in bestowing such an honor. Please see Club Special Awards in Chapter 9 for more information.
It is very important for those current Participating Members who are also Life Members to understand that the Life Membership is a Corporate Membership and does not excuse them from paying the annual USPC Dues as a Participating Member (See below).
Horsemasters (Adult Participating Members) The Pony Club Horsemaster’s Program for adult volunteers affords the opportunity for adults to experience many of the same benefits that Pony Club youth members receive. Horsemaster groups follow the Pony Club curriculum in an adult friendly format, allowing adults to explore areas of interest and customize their program of study to best meet their needs. The program was designed with a goal of retaining and recruiting volunteers to work with the youth programs. Members of Horsemasters groups must be CM of USPC and pay an annual activity fee to USPC. In addition, they may be required to pay a fee to the Club/Center or Region with which the group is associated. For more information on the Horsemasters Program refer to Forms page on the Pony Club website under "H.”
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Participating Youth Membership Participating Youth Members are those individuals who meet all eligibility requirements as stated in the USPC By-laws, resolutions and policies, which have been accepted as a member of a Registered Club by the DC of that Club (Traditional) or is an eligible client of a Riding Center Program (Non-Traditional) having paid all the dues and initiation fees established by USPC. Individuals are eligible to be a Participating Member through December 31st of the year of their 25th birthday. Members who join Pony Club through a Riding Center Program are referred to as "non-traditional" because the Riding Center Program has a different administrative structure than that of the Registered Club but they are entitled to the same program and benefits as those who join Pony Club through a Registered Club. For more information, read the applicable By-laws under the About Us tab on the Pony Club website.
Membership in Pony Club is not a vested right and may be terminated at any time with or without cause as provided in the USPC By-laws, Article 3.7.
Inclusion Pony Club is committed to providing an environment free of harassment or discrimination on the basis of nationality, race, religion, culture, gender, disability and sexual orientation.
Please read and become familiar with USPC Policy0110 Inclusion. {return to ch. 9} New Members Being new to Pony Club can be overwhelming! As the leader of your Club or Center it is your responsibility to make your new members feel comfortable and to ensure that they have all of the materials that they will need to get started in Pony Club. New members will receive a New Member Booklet, Pony Club Bookstore catalog, membership card and Pony Club pin from the National Office, after a complete Membership Application and National dues are received. Note: Members must allow up to 4 weeks to receive their new member packet, so if a rally or meeting is coming up, they may need to purchase a pin ahead of time. An extra pin will always come in handy!
It is strongly suggested that you create a "New Member Packet" that is given to all new members/parents upon joining. The packet should contain the following: . A Club/Center roster that lists all members and their contact information and includes website or yahoo group address if there is one for the Club/Center and should also include the Pony Club website address . A calendar of Club/Center activities . Most current newsletter, if there is one . Copy of the "D" Standards of Proficiency, checklists (if used) and "D" test sheets . A list of any materials that the member should have that can either be purchased from the Pony Club Bookstore or downloaded and printed from the Pony Club website. • "D" Manual of Horsemanship • HM Handbook and Rules for Competition • Medical Card and instructions for use • Horse Health and Maintenance Record and guide for use (Pony Club forms page) . A copy of Club policies . A copy of the expectations of the Club/Center on parents of members relative to volunteering to assist the Club/Center as needed for scheduled activities or fundraising activities.
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Consider establishing a mentor program to welcome new members and their parents to the Club or Center to help them as they learn about the Pony Club program. Refer to Chapter 11 for more information on Mentor Programs.
Prospective Members Clubs and Centers may invite prospective members to observe a meeting, mounted or unmounted. The prospective members and their parents should be greeted by someone who is familiar with what is happening at the meeting and who can explain the Pony Club program. This is a great opportunity to promote your Club or Center and Pony Club. You may decide to expand the occasion into an Open House where the program, the operation of the Club or Center and the expectations for members and parents can all be explained. This Open House could include videos and a display of Pony Club publications. Members of the Club or Center may be invited to present information and play an active part in the presentation. Go to the forms page on the Pony Club website to review the long list of PR materials. Pay particular attention to the guide for holding an Open House and Membership Drive Guide, as they will be very helpful to you as you plan your membership drive or Open House. Good luck and have fun!!
Prospective members may not ride or participate in meetings unless additional optional accident/medical insurance has been obtained for that day.
Renewing Members Pony Club Membership is an annual membership that runs January 1 to December 31 of each year. Membership dues are renewable each year in the fall. Club and Center leaders will receive information in the early fall from the National Office that will contain instructions for renewing membership online. If planning to renew by mail, hard copies of renewal applications will be sent upon request. Completed applications and dues must be submitted to USPC by the deadline noted in the instruction letter at the risk of additional late fee.
Transferring Members There may be cause for a member to request a transfer of membership to another Club or Center due to change in permanent address, school, or other. In these situations the DC or CA of the Club/Center to which the member wishes to transfer must accept the member and the DC or CA of the Club/Center from which the member is transferring agrees to the transfer taking into consideration that the member is free of all debts. If this transfer involves Club/Centers in the same Region the two leaders must agree to the transfer and the RS must be made aware of the transfer. If the two Club/Centers are in different Regions the transfer must be with the permission of the two leaders and both RSs notified. For more information, refer to USPC Policy 3002.
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Pony Club dues are paid only once per year, so when a member transfers in the middle of a year there is no need to pay them again until time for renewal for the following year. The new Club/Center may determine to charge dues for the transferring member and if the new Club/Center is in a different Region, that Region may charge dues to the transferring member. The Club/Center accepting the transferred member must submit a Membership Application (no dues) to the National Office to inform them of the transfer. A copy should be sent to the RS.
Dual Membership Pony Club recognizes that there are situations in which a member may desire a Dual Membership. For example, if a member spends the summer in a different location or is away attending school and is unable to be involved with their Center or Club of record. The goal of a Dual Membership is to enable Participating Members the ability to participate more fully in Pony Club activities. The Club or Center through which the USPC dues are paid shall be the "Club or Center of record" and the Region in which that Club or Center is located shall be the "Region of record". In situations where a member desires a Dual Membership, the steps outlined in USPC Policy 3001 must be followed. All requests to advance in the Club/Center level certificates must be with the approval of the DC or CA of the Club/Center of record. The DC/CA of the Club/Center and the RS of the region of record must sign applications for HB or above certification tests. Qualifying for USPC Championships and Championship entries are done through the Region of record.
Member in Good Standing Policy In order to ensure that Pony Club Participating Members are held to the same standards of membership in all Regions, Registered Clubs and Riding Center Programs, the Board of Governors recognizes the importance of a Member in Good Standing policy. USPC Policy 1002 states that a Participating Member will be considered to be in good standing if, when available, they participate in one or more of the following: . Show evidence of sincere interest in the activities of Pony Club at the local, Regional or National level, and . Assist younger members in the learning process, and . Participate in Pony Club activities at the local, Regional, or National level when and where appropriate, according to age, experience and suitability of mount, and . Are current with all dues and fees owed the Club/Center, Region and USPC. You can find a clarification to the Member in Good Standing policy under the Resource tab, then the DC Resource page and click on the Club Policies box. {return to ch. 11} {return to preface} DC-CA Guide – revised March 2014 19 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program
Standards of Proficiency (SOP) The Pony Club Standards of Proficiency (SOP) form the basis of Pony Club's entire educational program. They provide a core curriculum for individualized instruction. The SOP describe a clear progression of skills in riding and Horse Management and they provide opportunities for goal setting, as members are encouraged to proceed through these skills at a pace that is comfortable for them, hence individualized. The Standards are helpful in teaching goal setting, organizational skills and independence. The diversified Pony Club program keeps the "fun factor" in riding and makes learning enjoyable. The SOP are covered in more detail in Chapter 6 within this Guide. Horse Management One of the ways that Pony Club stands out from other youth equestrian organizations is the emphasis that is placed on Horse Management, or care of the horse. Horse Management skills are incorporated into the Standards of Proficiency. Teaching well-rounded horsemanship, with respect to healthcare, nutrition, stable management, handling and riding a mount safely, correctly and with confidence is one of the core values of the Pony Club. The Horse Management (HM) Handbook and Rules for Competition is more than just a rulebook for rallies. There is a wealth of information on best practices for safe care and management of horses. Horse Management (HM) knowledge is applied in a practical manner at all meetings, tested during members' certificate and certification tests and evaluated at Pony Club Rallies. The HM Handbook and Rules for Competition can be purchased through the Pony Club Bookstore or is available for download from the Pony Club website rulebook page. Pony Club Competitions aka: Rallies Competition is a way for members to meet members from outside their own Club or Center and demonstrate their skills in various disciplines while developing teamwork and good sportsmanship skills. Pony Club Competitions, called rallies, are team competitions with 3-5 members to a team. Rallies can be mounted (riding) or unmounted, such as Quiz, which is a verbal test of horse related knowledge. Mounted rallies in Dressage, Eventing, Show Jumping and Polocrosse have 1 member who comes without a horse to serve in the capacity of team Stable Manager (SM). Most rallies are run by a Region, but may be organized by a Club or Center. Each Club or Riding Center sends their own team(s) to compete against members from other Clubs and Riding Center Programs in that Region. If a Club or Center is not able to enter a team they can send individuals to be placed on a team with members from other Clubs or Centers so that they are able to compete. These teams are called "scramble teams". Some of the strongest Pony Club friendships are formed based on a scramble team experience. Rallies have many formats with some being overnight rallies and some being one-day rallies. The specific information for each rally is sent out as an "invitation" to all the Clubs/Centers and all members are encouraged to participate. Rallies are covered in more detail in Chapter 8 within this Guide.
Participation in Pony Club Rallies is not required until a member is ready to apply for a National Level test. To be eligible to test to the HB/C+/C3 level the member must have participated in a mounted rally, at least one time, either as a rider or a team SM.
DC-CA Guide – revised March 2014 20 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program Disciplines and Activities Pony Club’s basic belief in teaching horse care, riding and safety is teamed with a belief that riding should be fun and exciting. Pony Clubs and Riding Centers are encouraged to offer additional activities such as: camps & clinics, Foxhunting or cubbing with the local hunt, field trips, trail riding, Gymkhanas, Vaulting, Trail Riding, Driving and many other fun activities for members and their equine partners that helps to maintain the "fun factor" of riding. Pony Club has competitions (rallies) and written rulebooks for the disciplines of Dressage, Eventing, Games, Polo, Polocrosse, Show Jumping, Tetrathlon and Quiz. Rulebooks can be purchased from the Pony Club Bookstore or downloaded from the Pony Club website and printed. *New for 2012 is the discipline of Polo with the intent of having a written rulebook in place, and if the interest is there, Regions may organize a Polo competitive activity. USPC Championships USPC Championships is the culmination of the "rally season" with teams from Regions throughout the country traveling to compete against teams from other Regions in the mounted disciplines of Dressage, Eventing, Games, Polo, Polocrosse, Show Jumping and Tetrathlon and the unmounted discipline of Quiz. Championships may be organized in the East, Central or West. Members must compete at a Regional Qualifying Rally and have the permission of their RS, who enters all Regional teams and Regional competitors. USPC Festival Festival is a weeklong celebration of Pony Club for which more than 4,000 Pony Club enthusiasts attend. Members and their families come from across the country to participate. Its purpose is to provide a National Championship competition combined with a unique educational learning experience. The USPC Annual Meeting & Equine Symposium The Annual Meeting is an informative, educational and fun packed activity with programs for all ages and all levels. Leadership training opportunities are offered for RS, DC, CA, RIC, HMO and other groups. Pony Club Paddock has a multitude of activities for Pony Club Participating Members. Numerous workshops are offered on the weekend that are geared to members and adults alike with registrants having the ability to select their favored topics, as well as enjoy numerous networking and social opportunities. Colors and Logos It is well documented in sports psychology that having "team colors" (or a mascot or logo) gives members a sense of community and belonging. Clubs and Centers may add their own logo to clothing items, but must also include the USPC logo when doing so. These logos could be used on all materials such as the Club/Center letterhead used for communication relative to Pony Club or clothing items such as shirts, in the Club/Center colors. To obtain the embroidery file of the Pony Club logo, please contact [email protected].
The official Pony Club logo can be used for a Riding Center Program, but should NOT form a part of a logo used by the facility/Center used for general business and non-Pony Club related business of the facility.
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• The logo is the property of USPC for the use of Clubs/Centers/ Regions only. If given to any vendor, that vendor must use them only for products used by the Club/Center/Region. (e.g., a vendor may NOT print sweatshirts with the Pony Club logo and market them him/herself.) • A Club/Center/Region may add their name to the logo but other than that, the logo may not be changed in any manner.
Websites and Social Platforms
Websites Technology has changed the way we communicate. It is not uncommon for Clubs or Centers to have their own website where information can be shared with members, parents, volunteers and sponsors. Often these websites will have photos of members with their mounts. No matter who is building, maintaining and hosting your website, oversight for the contents remains the responsibility of the DC or the CA. You should be very proud that your Club/Center is part of a world recognized youth equestrian group and take every opportunity to let others know this. Including the Pony Club logo and Mission on your Club/Center homepage along with a link to the Pony Club web site is one way of making this known and just might lead others to learn more about Pony Club. While the Internet offers an incredible opportunity for communicating with members, sponsors and parents, it also opens a window for predators. It is unlikely that you will ever have problems, but it is better to be safe than sorry. Basic to maintaining a safe "internet" environment is to never use a member's full name or include any information that will identify them or divulge their location and how to contact them. Use first names and first initial of last name, name of horse, certificate or certification level or other means of identifying the member to others involved with the Club or Center. Pony Club has developed some guidelines to follow when developing a website. To read these guidelines go to the Pony Club website and then using the tab for Publications select Forms in the drop down menu, then select “W” for Website Guidelines.
Web Hosting The National Office is willing and able to host Regional, Club and Center websites. Anyone interested should call the National Office for more information.
Pony Club Website The Pony Club website is valuable resource, and learning how best to use it is a worthwhile use of your time. Please visit Navigating the Pony Club Website in the Introduction of this Handbook for a “leg up” on the learning process.
DC-CA Guide – revised March 2014 22 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program Signing In In order to gain access to those parts of the website that are specific to your job as DC/CA, and to complete required training modules such as the Youth Protection Module, each DC/CA must sign in. Once signed in, check out the sections under “My Profile” in the gray section on the right of the screen. Here you’ll be able to see your profile or go directly to the group resource page that you will find most helpful to do your job. In addition, all current Pony Club leaders, members and parents of current members have a website record established for them. As new members, parents and leaders join Pony Club they will be added to the website, and for those who have a valid email address on record with the USPC, they will be sent directions on how to establish a username and password. However, the National Office can only establish website access for those who are recorded in the National membership database. At the Regional and local level there will be some volunteers who are not on record with the National Office, but still need access to Pony Club program materials in order to be able to assist a local Club, Center or Region. In those cases, DCs, CAs and RSs do have the ability to sign in to the website as their Club, Center or Region and invite an individual to join the website as a “volunteer.” Once the individual accepts the invitation and establishes a username and password, they will be approved by the National Office and will be listed in with the Club, Center or Region’s record as a “sub-account.” These volunteers will have access to the restricted pages of the website and be able to continue to contribute as usual to their Club, Center or Region. To invite in a volunteer, sign in as your Club/Center, then in the right hand column in the gray menu area, click on “manage profile” and then click on “sub-accounts.” Follow the directions to email a link to your volunteer where s/he can set up a profile as a sub-account of your Club/Center. If you need assistance with your Club’s/Center’s username and password, please contact Aileen Gordon at the National Office.
Social Platforms such as Facebook Some of the controls for maintaining the integrity of confidential information are lost on public social platforms as you cannot control what others post. These have become very popular, especially among the younger people. As a Pony Club leader you should set examples for your members and parents and always be aware of what you are posting, especially when posting in your capacity as a Pony Club leader. Remember, you are acting as an ambassador for Pony Club. You should never, ever, divulge any information on these platforms that would allow someone to find a member or parent/sponsor/volunteer. You should never post anything that is a criticism of a Club Member or an adult. If you are going to post congratulation to a member for a recent accomplishment you should give that member and their parent the courtesy of asking if they mind if you make such a posting.
Have a short session at a Sponsors’ Meeting or unmounted meeting to talk about the "etiquette" of email and postings on Facebook and other social platforms. Talk to the kids about postings that are malicious, bullying or derogatory. Remind them of how they might feel if the same posting(s) were made about them.
DC-CA Guide – revised March 2014 22a USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program End of Year Awards
Recognizing Accomplishments, Saying Thanks Everyone likes to be recognized publicly, no matter his or her age or position in the organization. A good way to do this is to have an annual awards ceremony or banquet. This ceremony can be as simple or elaborate as you want it to be. This is a good time to thank volunteers for their hard work during the year. Member's testing accomplishments can be announced publicly and this is a good time to give members their certificates.
. Consider having a committee plan this activity and purchase necessary awards. . Awards can be for members or for parents. Some awards may be silly and these are often the more popular with the kids. Try to think of awards for every member of the Club/Center so that none are left out. Ideas for awards are endless but they might include; • The "Dirty Bottom Club". • Golden pitchfork award for the parent who is the best pooper-scooper. • Most improved "D" and "C" (decided on by instructors). • Most improved horse/pony (decided on by instructors). • The horse/pony that everyone wants to ride (voted on by kids). • Pony Club member of the year - must have clearly defined criteria; can accept nominations and then ask the kids to vote or just ask the kids to vote based on the criteria. • Volunteer recognition awards. For more information within this Guide, go to Chapter 9, then to Volunteers.
Mounts Mounts used by members at Pony Club activities must be serviceably sound, in good overall health and in condition for the activity in question. Stallions are never allowed at Pony Club activities. Mounts must be five (5) years of age. B and up members may participate in clinic and instructional activities on mounts that are four (4) years old with the consent of the clinician, instructor and/or the RIC. However, no mount under the age of five (5) may participate in competitive activities or testings. Refer to USPC Policy 0135.
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Adult Code of Conduct Pony Club is proud of its reputation for good sportsmanship, horsemanship, teamwork and well-behaved members and expects no less from the many adults who are involved with the program. Some Clubs and Centers feel the need to have a signed Code of Conduct specific to the adults who are involved with their program. They may feel this need based on a past experience or to prevent bad experiences and inappropriate behaviors from adults. In an attempt to assist our Pony Club leaders, there is a relatively short and direct Adult Code of Conduct that is available for your use. This form is not required, but if a Club/Center or Region feels the need to have an Adult Code of Conduct they must use this form and are not allowed to create their own. This form, when completed, is not sent to the National Office, but is kept as part of the Club/Center or Regional records. This form can be found on the Pony Club forms page under "A" for Adult Code of Conduct. {return to preface}
Safety Since the time of its founding, the Pony Club has led the equestrian community in promoting safe practices in all aspects of horsemanship. Recognizing that riding is an inherently dangerous activity, the USPC Board of Governors endorses the goal to teach safe practices in all Pony Club activities. Pony Club’s commitment to teach safe practices begins at the D-1 and D-2 level when members learn how to safely approach the pony, safely lead, safely tie and safely pick out the feet. These steps are the foundation for learning the safe handling of a very large animal capable of causing serious bodily injury or death to itself or rider/handler. Refer to USPC Policy 0125 and its attachment. Pony Club was the driving force behind the standardization in safety testing of riding helmets. Until recently, the Pony Club was the only equestrian organization that collected data on accidents and incidents that result from horseback riding or working with horses on the ground. Study of the collected data by the Safety Committee allows for Pony Club to recognize potential causes of accidents unique to horse activities and possible actions that might be taken to prevent or reduce these risks.
While following good safety practices is required of all Pony Club activities, facilities that offer a Riding Center program might consider adopting the same safe practices for everyday use at the facility.
USPC National Safety Committee To further Pony Club’s commitment to safety, the Safety Committee was formed for the purpose of promoting best practices in riding and working with horses and educating those involved with all Pony Club activities in the methods of incident and accident avoidance. A full list of the duties of the National Safety Committee can be found in USPC Policy 2123 and its attachment.
Refer to the Safety Resource page on the Pony Club website under the Resources tab for information, publications, lesson plans and links to other sites.
DC-CA Guide – revised March 2014 24 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program Youth Safety/Protection
Pony Club is committed to providing a safe environment for its members and volunteers. Creating a safe environment goes beyond mounted safety; it is an environment free of physical or sexual abuse, verbal or physical bullying, threats and physical violence. In support of this commitment, USPC has developed a training module and a policy that requires specific volunteers (including DCs/CAs) to complete this module.
It is a good practice to always have two adults present at any Pony Club activity. This serves to protect both the members and the adults.
We all have a duty to prevent and report suspected or actual child abuse. When possible, you should also consider intervening to put a stop to any abuse that you see occurring at the time. Remember that reporting or intervening to prevent abuse may also prevent future cases of abuse.
If a child is in immediate danger, call the police.
If you reasonably suspect a youth member is being abused, contact your local Child Protective Services or authorities. Toll-free numbers for specific agencies in your State, which are designated to receive and investigate reports of suspected child abuse can be found at: http://www.childwelfare.gov/pubs/reslist/rl_dsp.cfm?rs_id=5&rate_chno=W-00082
In addition to reporting to Child Protective Services or local authorities, report all inappropriate or suspected illegal conduct to your RS and/or to the USPC Chief Executive Officer, President or Vice President of Regional Administration. Upon request, and to the extent consistent with the legal obligations of USPC, the identity of a person making a report will be kept confidential. Refer to Policy 0111 for more information.
Background Checks It has become the standard among youth organizations to require volunteers and others working with the youth members to favorably complete a criminal background check. Pony Club is committed to creating a secure environment for our volunteer leaders and our youth members and believes that background screening is an integral part of our due diligence process and risk management procedures. With this in mind the Pony Club established and implemented a policy that requires periodic background screening. The screening is at the volunteer's expense, but Clubs and Centers may choose to reimburse leaders for this expense. All DCs, Jt- DCs, Club Treasurers, CAs, ACAs and Facility Operators are required to favorably complete a background check at the time initially filling this position and then as per policy thereafter. Any DC, CA or officer/ leader must be sensitive to other individual’s privacy. Any discussion regarding the status of a background check is privileged and confidential. Refer to USPC Policy 0721 for more information.
Medical Cards and Armbands A Pony Club medical card must be worn in an armband by all members, at all times, when mounted or working around horses.
DC-CA Guide – revised March 2014 25 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program The purpose of the Pony Club medical card is to allow a Pony Club Member to receive medical treatment in the absence of Parent/Guardian, to provide handy emergency contact information and to provide medical history for emergency medical personnel. Implemented in February 2010, use of the medical card in an armband now puts the responsibility for keeping this information current and up to date on the member and the Parent/Guardian. It also protects the member’s privacy and reduces risk to the adult volunteers. For more information go to the Pony Club website forms page under "M" for Medical Card.
. It is the responsibility of the Parent/Guardian to complete the Pony Club Medical Card, update it as may be necessary and ensure that the member has an armband and is wearing it with the Pony Club Medical Card inserted for all Pony Club activities that involve a horse . Pony Club leaders should not keep a copy of the member’s Medical Card on file due to confidentiality concerns.
Checking that all members have an armband and Pony Club Medical Card in place for all activities involving a horse must become part of the routine. Members who do not have the Pony Club Medical Card are not able to participate in that activity until such time as the Pony Club Medical Card is in place.
. Keep several blank Pony Club Medical Cards and armbands on hand in the event that a member should forget theirs at home. . Suggest to members that they keep their Pony Club Medical Card and armband in their helmet. They can keep a spare in the glove box of their towing vehicle or some other place that it will be less likely they will forget theirs at home.
State Warnings and Equine Liability Act In 2003 the Equine Activity Liability Act (EALA) was passed in effort to provide protection to horse owners, barn owners, non-profit equestrian groups and equine professional trainers/instructors. Business owners are expected to post the warning in a prominent place for all to see. Some states require that the warning be placed on all release forms, clinic or camp and show entry forms. If your Club/Center or Region covers more than one state the warning that is used for a given activity should be that for the state that the activity is held. Pony Club has included the state warning for all applicable states with the Membership Application so that all member parent/guardians are aware of these state warnings.
Preparing for Emergency The best way to handle an emergency is to be prepared and to have a plan in place outlining the steps that will need to be taken if an emergency should arise. Remaining calm and carrying out the plan will help to maintain control and will access the needed assistance in a quicker manner. It is important that everyone involved with a Pony Club program be familiar with the plan for emergencies. For more information, within this Guide, got to Chapter 6, then Best Practices for Pony Club Meetings. {return to ch. 6}
DC-CA Guide – revised March 2014 26 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program Information needed for Emergency . Address of the meeting location This address must be the one used by emergency responders, which may differ from the mailing address. . Directions to the meeting location Obtain directions relative to the closest major marked roads. . Facility phone number if applicable . Owner name/phone if different than Facility phone . Printed directions to the nearest emergency medical center If the facility is used on a regular basis consider posting the above in a prominent location, such as a tack room or office and make everyone aware of the information. Place this information in a clear plastic laminate sheet protector to protect from rain and weather. If an activity is being held at a new location be sure to have the same information available to provide to the adult(s) who will be responsible for this activity.
First Aid Certification Well meaning, but untrained individuals can significantly complicate injuries that are relatively minor. It is important to seek the attention of trained emergency medical personnel in the case of an accident with injury. Those trained in First Aid can provide immediate attention but once professional medical personnel arrive on the scene, the care must be turned over to those with the training and experience. It is strongly recommended that someone who is in attendance at Club/Center activities on a regular basis be certified in First Aid and maintain a current certification.
First Aid Kits There should be a well-stocked Human First Aid Kid available at all Club/Center activities. If horses will be present at the activity there should be a well-stocked Equine First Aid on hand. The adult who is responsible for that activity must know the location of these kits in the event that they are needed. Kits can be the property of the Club or Center or can be provided for each scheduled meeting by the responsible adult. The DC, CA or Instructional Coordinator, if applicable, should be responsible for making certain that these kits will be on hand. Refer to the HM Handbook and Rules for Competition Required Equipment Checklist as a guide for what should be in the equine first aid kit. Any simple "Red Cross" approved first aid kit will suffice for the Human First Aid kit for Club/Center meetings.
Concussion and Heat Illness Two new policies as well as the Safety Booklet direct you to education to help you manage potential Concussion or Heat Illness issues at your Club/Center activities. The Concussion Education Module required in Policy 0126 will help you learn the signs of concussion and the return to play process, as well as information to help educate your parents. The Heat Illness Education Module required in Policy 0127 will help you recognize early signs of Heat Illness as well as best practices to prevent Heat Illness.
DC-CA Guide – revised March 2014 27 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program Return to Play Any member who experiences an injury requiring Emergency medical evaluation will not be allowed to return to the activity unless there is written documentation from the treating physician that clearly states they are fit to return to participate in that activity. In those situations that a parent or legal guardian should decline medical treatment for their charge, the organizer(s) or designated responsible adult for that activity reserves the right to deny continued participation of the member in this activity.
Insurance The Pony Club Insurance Plan is reviewed and updated annually. Early in the year an updated Insurance Packet is made available to all Pony Club leaders. It is very important that Pony Club leaders read this packet to familiarize themselves with all coverage and requirements. Included in this packet are all of the forms necessary for reporting accidents or obtaining "special event insurance". The information contained within, is a brief overview of the insurance program; you must read the current year's Insurance Packet for specific information. Insurance Packet is available on the Pony Club website Forms page.
Liability Insurance The United States Pony Clubs, Inc., and/or its Individual Registered Member Clubs, Regions and Regional Officers, Riding Center Programs, Member Board of Governors, Committee Members, Volunteers, RSs, DCs, CAs, National Examiners, Horsemaster Members & Liaison, Advisors, Individual Members, Technical Delegates, Judges, employees and instructors are all covered for liability while acting within their capacity as such, under the direction of the National Organization or an insured Region or affiliated Club or recognized Center.
Accident/Medical Insurance USPC also carries Excess Medical/Accidental Death & Dismemberment coverage for its registered youth members and volunteers. Excess medical coverage for a member begins upon RECEIPT of their completed Membership Report Form AND membership dues at the National Office. Coverage begins upon arrival at the site of the Pony Club activity and ends with the conclusion of the activity for the day. This coverage is secondary to the individual's own preliminary medical insurance. If the individual has no preliminary health insurance, the USPC insurance would then become the primary insurance.
What is Covered Any Club/Center scheduled educational activity to which the entire Club/Center membership or an entire segment of the Club/Center membership (for example, all D-3s) is invited is covered, even if during the meeting there might be only one rider in the ring at a particular time. If an instructor who normally teaches lessons at a Club/Center scheduled activity also gives private lessons to Pony Club Members outside of the Club/Center scheduled meeting; the private lessons are NOT COVERED.
What is Not Covered There is a list of activities that are not covered under the USPC insurance and it is very important to check the insurance packet for this list as it does change from time to time. DC-CA Guide – revised March 2014 28 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 4 The Pony Club Program When Coverage Begins Liability and Excess Accident/Medical Insurance begins upon arrival at the site of the activity and ends with the conclusion of the activity at the end of the day. No insurance coverage is in force during the time of travel to or from the site.
Transportation All transportation, including travel to and from rallies, is the sole responsibility of the parent or guardian of Participating Members. It is the responsibility of the parents to arrange transportation for their children before, during or after a Pony Club activity. It is the parent's responsibility to decide if they will do the transporting, or if they will allow the child to drive or arrange for another person to provide the transportation.
Get Insurance for your Meetings Any official meeting that is on your Club/Center's schedule and fits the description of an “approved” Pony Club activity will automatically be covered by USPC’s liability insurance PROVIDED that you add the property owner to USPC’s master list of property owners and locations annually, before any Pony Club activities take place on that property. For more information, within this Guide, go to Chapter 5, and then Insurance Paperwork.
Insurance: Special Activities & Non-USPC Members "Special Event" insurance is available to provide coverage for the general public. To obtain coverage you will have to list the facility/property where the activity will be held on the List of Locations and in addition you must obtain the Optional Accident Insurance and have all participants sign the waiver in the insurance packet. For more information, within this Guide, go to Chapter 5, and then Insurance Paperwork.
DC-CA Guide – revised March 2014 29 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 5 Pony Club Paperwork Chapter 5: Pony Club Paperwork
Too much paperwork!
~ A Pony Club leader
Overview Pony Club brings with it a lot of paperwork for Regional, Club and Center leaders. USPC is continuously trying to find ways to ease the paperwork requirements and is working toward electronic versus hard copy as much as possible. In this chapter we have attempted to discuss those paperwork components that you, as a Club or Center leader, are most often faced with and that pertains to both a Registered Club and a Riding Center Program. Information, within this Guide, specific to paperwork for Registered Clubs is found in Chapter 9 and information specific to paperwork for Riding Center Programs is found in Chapter 10.
Membership Records Keeping membership records is a challenge for both DCs and CAs and can result in multiple files and stacks of papers! Information on membership is valuable to you and to future leaders of the Club/Center as well as to the members themselves. You may be called upon to write a letter of recommendation for members who are applying for college, scholarships, National level certifications and International Exchanges. That is when you will most appreciate having all of the information readily available to you. Also, it will eliminate the need to keep multiple papers and reduce the amount of storage space needed for your Club or Center records.
Your record keeping can be one of hard copy (filing system), which requires a lot of space and accumulates a lot of paper. If you are comfortable working with a personal computer it is suggested that you, or an interested parent or adult, develop an electronic record keeping system that will help to reduce the space needed and the amount of paperwork to be kept on hand. Keeping your electronic membership relatively simple is advised since the system is one that will be used by others in the future, so you want it to be as simple and generic as is possible. Club/Center membership records can be kept on a disk and readily passed along to future leaders or those who are delegated to track membership information. Refer to Appendix C, within this Guide, for information on developing an Excel spreadsheet for keeping membership data.
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Membership Application Membership Applications are to be completed and submitted to USPC upon joining the Pony Club and annually thereafter by a stated deadline for renewing membership. Hard copy Membership Applications are to be completed and submitted to USPC upon joining for the first time. This provides the USPC with the required information and signatures for releases and waivers that will become part of that Member’s file kept at the USPC office. Completeness and accuracy is important to establish correct information in the Pony Club database and to avoid an additional fee for submitting an incomplete or late application. Membership renewal may be done online annually by the stated deadline. A link to the online renewal application and the stated deadline for completion will be released by USPC each year in the early fall. The DC or CA will:
. Provide the appropriate Membership Application Form to the member or direct them to the forms page of the Pony Club website under "M" for Membership Application. . Instruct the member and parent/guardian as to the amount of monies due with the application and any special instructions for payment. Monies should include the total of National, Regional and local dues. • For those joining USPC through a Registered Club, checks are payable to the Club. The Club will disperse the funds as appropriate to USPC and the Region with a Club check. • For those joining USPC through a Riding Center Program all fees must be paid in a personal check from the member or the member's parent/guardian. The checks for National and Regional dues will be submitted by the CA to USPC and to the designated person in the Region.
Member and Parent/Guardian Responsibility in completing the Membership Application Member Information - do not enter a "Join Date", • Enter all requested information in this section being sure to include the DC or CA will do this before submitting the membership information for other organizations. application to USPC. • Accuracy in spelling is important as this is the information that will be entered into the Pony Club database Parent/Legal Guardian/Spouse Information • Enter all requested information in this section. Note that if the home address and phone is different than in the Member Information Section, this should be so noted in an attached page. • Box for Pony Club Alumnus should be checked if applicable. Website Opt In and Mailing List Opt Out • If the parent/legal guardian does not want their child to have access to the website or does not want their name released on a mailing list then they must check the appropriate box to indicate this. Code of Conduct • The member must read and sign at the bottom of page 1. If the member is below the age of majority in their state a parent/guardian must sign. Waiver of Liability • The member must read and sign at the bottom of page 2. If the member is below the age of majority in their state a parent/guardian must sign. Return the signed form and check(s) to the DC/CA • All signatures must be original signatures. • Member/parent should keep pages 3 & 4 (State Equine Liability Warnings) for their records.
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Membership Application DC/CA Responsibility in completing the Membership Application Club/Center Number . Enter the Club or Center Number, along with name and Region. . Refer to the Pony Club Annual Directory to find your Club or Center number. Be sure to use the Club/Center number and not the EIN #. Fees . Fees listed on the Membership Application are USPC dues only and do not take into consideration any local or Regional dues to be collected. . Check the appropriate box to indicate if the Membership Application is for a new, renewing, pro-rated or transferring member. . If the member is a transferring member be sure that the name of the Club/Center from which the member is transferring is listed. Join Date . This is the date that you anticipate the member will start taking part in Club/Center activities and will be covered by USPC Insurance. . Allow time for the Membership Application to be received through the mail and processed. It is suggested you add five (5) working days to the date the application is mailed. . It is strongly suggested that you check the Club bank account and verify the National Office has deposited the associated check, or check with USPC to be sure the application has been received before the member takes part in any Club/Center activity to be sure that the member is covered by USPC insurance. Member Information and . Check that all requested information is provided. Parent/Guardian Information Signatures . Check that all required signatures are in place and are original signatures. Additional Fees . Be sure that appropriate fees are submitted to you with the Membership Remember to add any Club/Center or Application. Regional dues to the USPC dues . For those joining through a Registered Club the check for fees should be made payable to the Club and the Club will disperse the funds accordingly. . For those joining through a Riding Center Program checks may be personal checks payable to USPC for National dues and to the Region for Regional dues, or fees can be made payable to the Center and the Center will disperse the funds accordingly.
Routing the Membership Application . Make two (2) copies of the completed, signed application. . Original signature Membership Application and appropriate USPC fee must be submitted to USPC. . Copy of the signed application along with appropriate fee will be sent to the Region as instructed. . Copy of the signed application kept for the Club/Center records.
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Insurance Paperwork Refer to the Insurance Plan Insurance Packet available on the Pony Club website Forms page for more specific information and for all necessary forms, Activity When does this apply? Procedure Regularly scheduled Any official meeting that is on your . Request for insurance coverage for all Club/Center Club/Center Club/Center’s calendar and is open to all regularly scheduled meetings must be made in activities/meetings members or an entire segment of the advance of using a property for the first time in a membership, (e.g., all D members), fits given year. the description of an “approved Pony . This request must be made using the online service Club activity.” The activity will be covered and following the instructions on this page. by USPC’s liability insurance provided that . Dates can be entered in general or you can go back the location, property owner and dates of to the site as needed during the year to add the activities have been recorded with additional dates as they are scheduled. USPC. . There is a onetime fee per year for each location. . Access the online form for List of Locations and Properties and use that link to submit a property. Special Events Activities that will include non-Pony Club . The activity must be listed on the USPC master list Members such as a horse show open to of landowners just as a regularly scheduled activity the general public. is listed. . You must obtain the Optional Accident insurance through the USPC Insurance carrier to extend the insurance coverage to those who are not members of USPC by submitting an Application and required fee to the USPC Insurance Carrier. This may be done online through the Pony Club website by clicking on the Insurance header on the home page, OR: . Application can be found on the Pony Club website forms page under "I" for Insurance. USPC Accident/Incident To be completed and sent to USPC . The Accident Report form can be found on the Report anytime there is an accident or an Pony Club website forms page under "I" for incident (potential for accident) even if no Insurance. medical treatment sought. . The responsible person (DC, CA, RS) should complete this form in full by providing all of the requested information and send by mail, fax or email to USPC at the address noted on the form. Accident Claims Any individual who was injured at a Pony . The parent/guardian must submit the Accident Club activity with a resultant injury that Claim form directly to the USPC Insurance Carrier as required treatment. directed on the Accident Claim Form. . The Accident Claim Form is available on the Pony Club website forms page under "I" for Insurance. {return to ch. 4} {return to ch. 6} {return to ch. 9}
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Certificate Update Reports The National Office keeps a database on the certificate level progression of Pony Club Members. It is important to keep this information current as some opportunities that are level related, such as eligibility for competing at USPC Championships, International Exchanges and available scholarships, are verified by the Pony Club database.
Online Certificate Update Report Interactive form found on the Pony Club website forms page under "C" for Certificate Update Report. Follow the instructions for completing this form. When the form is submitted it is sent directly to the USPC Office. The office automatically sends electronic notification to the RS of the certificate updates.
Hard Copy Certificate Update Report If you opt to use the hard copy form, it is your responsibility to send a copy to the RS. The National Office does not send a copy on your behalf. You may fill in all information prior to printing this form, but you cannot save the form with the information populated unless you have the proper software to do so. Once the form is completed print three copies of the populated form. Send one form to the National Office, a copy to the Region and the third to be saved for your Club/Center records. To get to the hard copy form, use the link above for the online certificate report, scroll down to the beginning of the second paragraph where it says “click here”.
Tech Soup Program Tech Soup is a nonprofit with a clear focus: providing other nonprofits and libraries with technology that empowers them to fulfill their missions and serve their communities. As part of that goal, they provide technology products (software and hardware) and information geared specifically to the unique challenges faced by nonprofits. For more information go to the Pony Club website, then to the Support USPC tab and select Affiliated Partnerships. {return to ch. 9}
DC-CA Guide – revised March 2014 34 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 6 The USPC Instruction Program Chapter 6: The Pony Club Instruction Program
Overview The instructional program is the most important function of your Club or Center. The program for all your members should provide fun activities, safe mounted instruction and unmounted knowledge sessions. Club and Center instruction programs are vitally important. Not only do they provide opportunities for members to learn about horse care and riding, they also provide opportunities for members to take responsibility for TEACHING their peers which is a requirement of the Standards of Proficiency (SOP). The curriculum for your instruction program is the SOP so that there is a very clear progression in the learning skills for members. Refer to Appendix D "How to create an Instructional Calendar".
Read an inspiring article on some of the most successful Clubs in the country - you might get some ideas for your Club or Center. From the Pony Club home page use the Resource tab and in the drop down menu select DC Resources.
Standards of Proficiency (SOP) Pony Club has established Standards of Proficiency (SOP) within the framework of the International Pony Club movement as an outline for a program of instruction and testing of its members. The Standards describe a clear progression of skills in riding and Horse Management from the most rudimentary ability to lead a horse through progressively higher levels of knowledge and skills. The SOP provide opportunities for goal setting, as members are encouraged to proceed through these skills at a pace that is comfortable for them. Members have choices for their certificate and certification paths that include testing the Horse Management skills only, testing Horse Management and flat skills only or testing the Horse Management skills, flat and over fences. These options help to individualize the way each Member progresses through the certificate and certification system. Overall, the Standards are helpful in teaching goal setting, organizational skills and independence. Refer to Chapter 7 within this Guide, for more about certificate and certification options. For copies of the SOP go to the Pony Club Forms page under "S.” {return to ch. 4}
USPC Manuals of Horsemanship Pony Club has three Manuals that are used to complement the study of skills as members progress. The USPC Manual of Horsemanship; D Level is intended to be an introductory level manual. The second manual, the "C" level, is intended to form the bridge between the beginner, or basic level of knowledge and the more advanced levels. The third manual, the "H-B, C-3, B, HA and A" level, brings the reader to the advanced level of knowledge and together with its predecessors rounds out a solid body of knowledge. Members should purchase a copy of the manual appropriate to their level as they progress in their level of skill and achieve higher certificates and certifications. All three manuals can be purchased at the Pony Club Bookstore. DC and CAs should strongly encourage new members to purchase the "D" level Manual of Horsemanship as part of the materials they will need to begin their education.
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Consider a onetime new member fee that covers the cost of the "D" level Manual and a copy of the HM Handbook and Rules for Competition. These two publications provide a good start to the library of materials that members will need for their Pony Club journey.
Goal Setting Being aware of your members’ goals for the year helps you to better accommodate them through the Club/Center instructional program. It is strongly suggested that you meet with members early in the year, or late in the year to plan for the coming year, to discuss their individual goals, and goals that they would like the Club/Center to include in the instructional program. Goals can be very diverse, and may include achieving a basic riding skill, advancing through the certificate and certification levels or qualifying for USPC Championships. When meeting with members to discuss their goals it is important to: . Guide members to setting realistic goals. Consider other factors that will impact their goal setting: ability of their mount, demands on their own time in light of other activities, money, level of parental support and commitment to these goals. . Guide members in making a list of those things that will be needed to achieve their goal and discuss checkpoints that will be helpful in assessing progress along the way. . Periodic review of each member’s set of goals helps to keep them on track and helps to identify areas of instruction that are needed. {return to ch. 11}
Basic Instruction Plan (BIP) There is no one "right" format for an instruction program. Some Clubs/Centers meet weekly while some meet once a month. Some combine their mounted (riding) instruction with their unmounted instruction and meet for longer periods of time. Some Clubs/Centers do most of the unmounted knowledge during the winter months when there is not much opportunity for riding and may bring in speakers to assist with the unmounted instruction, such as veterinarians and farriers. Some Clubs/Centers use all professionals for instruction and others use knowledgeable parents, volunteers and older, upper level members from their own Club/Center or neighboring Clubs/Centers. No matter the format that you choose to provide instruction for your members, there must be a plan to keep the meetings organized. This is where the SOP come in to play. Use the SOP and checklists as the main curriculum for your instructional plan to map out your mounted and unmounted program for the year. This will ensure that the teaching is in keeping with the SOP and that all areas of the SOP are covered. Sessions should be scheduled to develop the skills of the members according to the educational goals they are seeking. Once you have developed the "road map" - your Basic Instruction Plan (BIP) - you can use the same plan from year to year and supplement that plan with additional activities or clinics to enhance the program and keep it interesting and fun. The BIP must be checked each year to be sure that any modifications to the SOP are worked into the plan.
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Use written lesson plans for all meetings. . Ask other DCs and CAs what has worked for them and see if they are willing to share. . Check with the RIC if assistance is needed. There are a number of lesson plans for mounted and unmounted lessons on the Pony Club website. Use the Resource tab from the home page and then select Instruction Resources in the drop down menu and then select the Instruction Resource box.
Lesson Plans and Activities There is a wealth of information available for use by Clubs, Centers and members for instruction. There are lesson plans for mounted and unmounted activities and discipline specific lesson plans. There is more than we can reference in any one link so we suggest that you set aside time to explore the Pony Club website to see just what is available. You might want to start on the Instruction Articles & Ideas page, which will link you to other pages or sites.
Checklists (formerly Flow Charts) The Pony Club Checklists are designed to mirror the skills of the SOP at each level. The Checklists break each level of proficiency down into smaller pieces so that an instructor, member or parent can easily see what needs to be learned to progress in the level of skill. Checklists are valuable to Club/Center leaders as they can be used to determine what is needed in the instruction program. For more information on Checklists, go to “C” on the Forms page.
Finding an Instructor You have set goals for your Club/Center Members and developed the instructional plan. Now you need to find appropriate instructors to implement this plan. There are probably a number of individuals in the community who will help to build a solid foundation of teaching. Supplement the list with help from Regional resources – the HMO or RIC of your Region can help you find them. Resources may include those who do tests, graduates and other instructors and HM judges. Use the extensive knowledge that upper level Pony Club Members have to relate. There are experts in the field, such as veterinarians or farriers, who may be willing to share their knowledge, especially if they understand the mission of Pony Club. Choose good role models for your members.
Send copies of the SOP to presenters ahead of time to acquaint them with topics that may be important in the curriculum.
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Communicating Meeting Schedules Communication is the key to good attendance at all Pony Club functions; it is essential that all meeting schedules be distributed in a timely manner. Scheduling is a critical organizational issue for families. Early notification of Pony Club meetings is an important courtesy and it often makes the difference in whether or not a member can attend. Ideally, Clubs/Centers should publish a calendar that lists all instructional opportunities. This will allow members to better plan their activities. Clubs are required to have a calendar of planned activities presented at the Annual Meeting of Sponsors but this may be more general with the specifics being filled in at a later time. Calendars should include additional opportunities for members outside of the Club/Center program, which might include rally dates, parent meetings and special clinics. Notice of meetings should include the date, time, place, directions, groupings, whom to call if the member cannot attend, cost, and whom to call and what to do in inclement weather.
Develop a calendar that plans out the instruction program, mounted and unmounted, in blocks of time (3 months, 6 months or even 1 year). Provide a copy of this calendar to all members and instructors. . Even if your Club/Center produces a long-range calendar it is suggested that reminders are sent regarding upcoming meetings. Reminders will help to foster participation and attendance.
Remember that all for Club/Center activities a List of Locations must be recorded to have insurance coverage in effect for that activity. For more information, within this Guide, go to Chapter 5, Insurance Paperwork.
Best Practices for Pony Club Meetings
It is a good practice to always have two adults present at any Pony Club activity. This serves to protect both the members and the adults.
. Be certain that the responsible adults are aware of the location of emergency contact information. . Be certain that there is a working telephone available (could be a cell phone). . Be certain that the responsible adults are familiar with the location of the human and equine first aid kits. . Prior to the activity, check the weather forecast and develop a plan, with the responsible adults, for inclement weather. . Be certain that there is a plan in place for mounted activities in extreme heat. . Be certain that the responsible adults understand the importance of ample fluids. . Be certain that a Safety Check is conducted prior to mounting at all mounted activities. Appendix E has more information on how to conduct a Safety Check.
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Provide a copy of the Safety Guide to Dehydration in hot/humid weather. This document can be found on the Pony Club website forms page under "S.”
{return to ch. 4} {return to safety} Mounted Instruction Mounted sessions should be scheduled on the flat, over fences and in the open, depending on the needs and abilities of the members. For example, when pursuing the D-2 or D-3 Traditional certificate, members need to ride in the open and over varying terrain. They must be able to jump cross-country obstacles appropriate for the certificate level on which they are working. If all D-2 members are pursuing a D-3 Flat certificate, you need not include jumping sessions. Ideally, mounted instruction should be offered all year round to avoid lost time in the saddle, but in some geographic areas it is not realistic to schedule mounted instruction during the cold winter months or hot summer months. Pony Club is not intended to be a "riding academy." It is strongly suggested that members take riding instruction outside of the Pony Club program.
Use suppling exercises, games such as Simon Says, trail riding, drill teams, obstacle courses and other informal activities to supplement more traditional instruction during the mounted lessons to teach control, relaxation and a sound balanced position, and to have FUN.
Ability Level and Group Size It is helpful to group members by ability level for mounted instruction, however, sensitivity and discretion is needed in situations where there is a significant age gap between members. It may be that an older member is placed with those of like age for instruction provided that this does not create an unsafe situation or one in which the member's participation will impede the group instruction. Size of the group should be directly related to the instructor's experience and ability and the contents of that lesson. Experienced professionals will be more adept and comfortable in working with groups of 5 or 6 while an upper level Pony Club Member might to best with a smaller group of 3 or 4. While larger groups might be more fun for the members a smaller group can be more conducive to the learning experience. Group size may also be directed by the length of time allowed for each session and the availability of instructors.
Sites and Equipment for Meetings A safe riding area is essential. An enclosed area is especially important for Ds. Access to a Dressage arena is helpful, as is the availability of a field for riding outside the ring. The need for Show Jumping equipment and access to cross-country jumps, etc. varies according to the disciplines and activities in which the Club or Center participates. The primary concern and goal is that the meeting location be safe for all Participating Members. Equipment need not be fancy:
DC-CA Guide – revised March 2014 39 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 6 The USPC Instruction Program . A formal Dressage arena is not necessary as long as a rough Dressage ring can be measured and marked off in a field (add cones for letters). . A few trotting poles, several pairs of standards and a dozen rails will suffice for jumping sessions. . If you lack materials and labor for permanent cross-country fences in the open, you can construct interesting, movable and safe obstacles from hay bales, used tires, woodpiles, brush, etc. Make sure the obstacles are solid, not easily knocked over and, above all, safe. There are many good brochures and booklets, some available from the Pony Club Bookstore, on building cross-country fences suitable for Ds and Cs.
Mounts Mounts must be safe, sound and healthy. They must be appropriate for the level of the rider and must be at a level of training appropriate to participate safely in the activity. Refer to USPC Policy 0135 for more specific information. Mounts used at Pony Club activities must be: . At least 5 years of age (exceptions for B’s and above noted in Policy 0135). . A mare or a gelding. Stallions are never permitted at any Pony Club activity. . The instructor, DC or CA may excuse mounts that are not safe or sound for the activity. Finding the right horse is a stressful task and one for which parents and members should consider enlisting the help of a trusted instructor. Go to the Pony Club website Forms page, then "S," for articles that you may find helpful and that are good reading for the parents of a member who is in the market for a suitable new horse. *Note: It is not the DC’s responsibility to find a suitable mount for a member. If the DC does assist, it is beyond their Pony Club authority and they are acting in an independent capacity.
Tack at Club/Center Meetings All tack used at Club/Center meetings must be safe. Refer to Pony Club HM Handbook and Rules for Competition, for more information regarding safe tack.
Attire for Pony Club Members at Club/Center Meetings Pony Club has specific guidelines for attire for members at both rallies and tests. Refer to discipline specific rulebooks and the HM Handbook and Rules for Competition for required attire for rallies and tests. Attire at Club/Center meetings should promote safety and comfort and show respect for the Club/Center and for the session instructor. Attire should always be neat, clean and workmanlike. Although the DC/CA may state the attire for any scheduled activity, there are certain required items to promote safety.
Medical Armband and Medical Card All members must have a medical armband, with a Pony Club Medical Card enclosed, in place at all times when mounted or working with or around a horse. For more information, see the HM Handbook and Rules for Competition on the Pony Club website under the Publications tab, then Rulebooks.
DC-CA Guide – revised March 2014 40 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 6 The USPC Instruction Program Helmets Every Pony Club Member must wear a properly fitted, approved helmet with the chin harness secured at all times when mounted, longeing, Horse Inspection at rally and at pre-riding inspections such as safety checks or Turnout Inspections at rally. The ASTM-SEI seal must be intact. For more information refer to Policy 0125.A.
Refer to HM Handbook and Rules for Competition Appendix G for information on Helmet Fitting.
Refer new members and their Parent/Guardian to Appendix G of the HM Handbook and Rules for Competition if they are purchasing a helmet for the first time. Suggest that they take this Appendix with them when they go shopping.
Consider having a clinic for members, parent/guardians, instructors and other interested adults on proper helmet fit.
Footwear Footwear for mounted activities must be a conventional type of riding footwear with a heel. Material may be leather, synthetic, rubber. Footwear may be short or tall. Note that "waffle" type soles are not allowed.
Clothing Clothing should be neat and clean and appropriate to the activity. Since attire for mounted sessions may vary considerably it is suggested that the appropriate attire be listed as part of the notice for each meeting. . Shirts must have a sleeve that covers the shoulder and must cover the midriff, no tank tops allowed. The shirt should be tucked in. . Belts must be used if the pants have belt loops. . Britches or jodhpurs are recommended. Other pants are acceptable so long as they are not loose fitting. . Chaps are at the discretion of the DC, CA or instructor.
Jewelry Pony Club pins should be worn with or without the felt background. Only jewelry that lies close to the skin is allowed, such as stud or post earrings. Any jewelry that does not lie close to the body and is at risk for entanglement is not allowed. Body piercings are allowed provided that they do not dangle. Medical alert necklaces and bracelets are allowed, but must be worn under the clothing to keep it from getting caught on anything. Refer the HM Handbook and Rules for Competition for a listing of the felt backings by certificate and certification level.
DC-CA Guide – revised March 2014 41 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 6 The USPC Instruction Program Half Chaps For mounted instruction, half chaps of any material are acceptable. Half chaps must never be used with a riding sneaker unless the riding sneaker has a clear depth of heel that will ensure the half chap will stay in place. As with all equipment, the half chaps must be in good condition and repair. Worn stitching or stretched elastic is as dangerous on half chaps as is worn stitching on stirrup leathers.
Vests/Body Protectors . Pony Club believes that the decision of wearing a riding body protection vest, and in what situations it should be worn in order to achieve any benefit it may provide, must be the decision of each individual rider and his/her parent or legal guardian. Refer to the FAQ for Activities under the Resources tab, then Frequently Asked Questions. . Pony Club recommends the use of a properly fitted riding body protector. USPC cautions its Regions, Clubs and Centers that they MAY NOT require or mandate the use of a riding vest. A USEA-sanctioned Eventing competition requires that a vest or body protector be worn during the cross-country phase, and in addition, some facilities may require their use. Members must abide by these requirements during Pony Club activities at these facilities.
Spurs Spurs should not be worn until the rider's leg is steady enough to keep from accidentally spurring the mount. To use spurs prior to this skill level is unfair and unkind. If spurs are worn, they should be fitted and worn properly. They must be: . Blunt and not too long. Prince of Wales type, about 1/2" long, is the best type with which to start. . Should be worn high on a boot with sides of the spur level (not pointing up or down). . The curved end should be pointing down. . If the boots have a spur rest on the back, the spurs should be just above them. . If there is no spur rest, the spur should run along the upper "welt", or stitching. . The spur buckle should be on the outside of the foot. Long ends of the strap should be cut or tucked neatly under the spur. Check each discipline rulebook in the attire section to specific discipline requirements for spurs. Refer to the "C" Manual of Horsemanship, for more information.
DC-CA Guide – revised March 2014 42 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 6 The USPC Instruction Program Safety and Mounted Meetings Refer to Chapter 4, Preparing for Emergency and Best Practices at Pony Club Meetings. Inspection of the Meeting Site Prior to the start of any mounted meeting the Instructor or a responsible person delegated by the DC or CA, shall check the riding area to be sure that the fencing, footing and all equipment that will be used during the meeting (such as jumps) are safe and in good repair. The area in and around the riding area should be properly mowed and watered if necessary to ensure proper footing.
Inspect the riding ring and the area around it for signs of wasp or ground bee nests. Be prepared with spray if any nests are found.
Safety Checks Prior to every mounted meeting each Participating Member must have a "pre-ride inspection" or Safety Check. The Safety Check will include a check of the member's equipment, including correct attire and proper adjustment and condition of tack, and a check of the mount that is being used. It may be that knowledgeable adults are assigned to assist the instructor(s) in conducting Safety Checks prior to the start of the meeting. Refer to Appendix E for a safety checklist.
Unmounted Instruction When planning the Instructional Program the DC, CA or the designated person must use the SOP and the Club/Center goals as well as the individual members’ goals to best incorporate the unmounted (HM) skills into the overall plan. Use of the Checklists will help members to determine their readiness for certificate and certification advancement. Unmounted meetings can be held all through the cold winter months or hot summer months, when it may not be feasible to ride. These meetings can be held at private homes or barns, or places such as library meeting rooms, if not using a horse.
DC-CA Guide – revised March 2014 43 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 6 The USPC Instruction Program When planning the Unmounted Program the DC, CA or designated person should: . Identify topics of interest expressed by members that may fall outside of the SOP. . Identify the resources available to your Club/Center, including instructors with particular skills or knowledge such as veterinarians, farriers, feed dealers, breeders and others. . Find ways to incorporate unmounted topics into mounted lessons by discussing equipment, breeds, conformation, various tack, etc. . Identify areas where your members may have had problems in tests or in competition and be sure that these areas are covered in the BIP. . Consult Regional resources such as the HMO and RIC to find experienced instructors. . Invite recent HB or C-3 members in the Region to visit the Club or Center and give the lesson they demonstrated during their certification. . Send copies of the SOP to presenters at least two weeks before they visit so that they can tailor their presentation appropriately. Ideas for the Unmounted Program: . Invite the local hunt to send a representative to talk about hunting, hounds and correct attire and etiquette in the hunt field. . Take a group to work as volunteers at a horse trials or equine rescue organization. . Organize field trips to breed farms, tack shops, racetracks, a rodeo, equine hospitals and other places that can interest and inspire members of all ages and levels. . COMPETE AT YOUR REGIONAL QUIZ RALLY. Not only is this a fun activity, preparing for the Rally is also a great way for members to prepare for certificate and certification advancement. . Make horse management a hands-on experience with tack cleaning, team races to assemble a bridle and stall cleaning, as well as learning how to wrap, how to measure temperature, pulse and respiration and how to braid a mane. . Use "C" members to teach "D" members skills such as stall cleaning, tack cleaning, how to tie a quick release knot and the proper way to blanket. The ideas are endless and the kids love to show off what they know, and the younger kids look up to them. This develops a sense of community spirit and pride in belonging to the Club /Center.
When planning a field trip, ensure that the location has been added to your Club/Center’s list of locations to enact the USPC insurance coverage for the activity.
Riding Center Programs may consider assigning those members who do not own their own mount a horse that they can use to keep the required Horse Health and Maintenance Record Book.
Encourage parents to attend lectures and unmounted clinics. Not only will this provide them with an educational opportunity but it will also give them an appreciation for the quality of the Club or Center's instructional program as a complete equine learning experience.
DC-CA Guide – revised March 2014 44 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 6 The USPC Instruction Program Junior Pony Club Program This is a 14-week program designed to introduce the very young member and their parents to Pony Club. This program has been used successfully to recruit new members. The Junior Pony Club program booklet is available for purchase at the Pony Club Bookstore.
Achievement Badges This program awards badges for accomplishments at the D level. There are 15 badges for HM skills and 10 for riding skills. A workbook for members and an instructor's booklet are available. A ribbon for displaying the badges is also available. All materials are available through the Pony Club Bookstore.
Attire for the Unmounted Program The DC, CA or designee, determines attire for the unmounted program. Pony Club expects members to dress in clothing appropriate to the discipline and activity and in a manner that conveys respect for themselves, others, the sport and USPC. Specific attire is required when working with horses (i.e., Medical Armband, footwear, etc.), when longeing (i.e., helmet). This information is listed in the Horse Management Handbook and Rules for Competition. Club/Center meetings and activities provide an opportunity to practice these safety guidelines.
Medical Armband and Medical Card All members must have a medical armband with a Pony Club Medical Card enclosed in place at all times when mounted or working with or around a horse. Refer to the HM Handbook and Rules for Competition for more information.
Footwear when working with/around horses Unmounted footwear must meet the following criteria: . Thick-soled shoe or boot (short or tall). . Cover the ankle. . Made of leather, rubber or synthetic material and in good condition. . Entirely closed and securely fastened.
Clothing Clothing should be neat and clean and appropriate to the activity. Since attire for unmounted sessions may vary considerably it is suggested that the appropriate attire be listed as part of the notice for each meeting.
Jewelry Refer to Pony Club HM Handbook and Rules for Competition for information or go to the Jewelry subheading earlier in this chapter.
DC-CA Guide – revised March 2014 45 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 7 Certificates and Certifications Chapter 7: Certificates and Certifications Introduction In an effort to bring more professional recognition to work undertaken by Pony Club, and the achievements of our members, it was decided to change our word usage from “rating” to more industry recognized terms of “certificate” and “certification.” In taking this step, legal counsel for USPC was consulted, and a review of literature pertaining to common industry practices was undertaken. Therefore, beginning January 1, 2012, members tested at the local level will receive a “certificate” upon completion of their respective examinations (tests) and those completing a National examination will be awarded a “certification.” Certificates and certification are more industry, business and educationally recognized terms. Our Pony Club Members, particularly upper level members, will now be able to state that they hold a Certification—a B or H-A Certification—of achievement. This change in nomenclature will clearly identify the achievements of our members and provide added value for when they apply for college, jobs, course credits at school, etc. {return to preface} What is a Certificate and a Certification? Certificates and certifications refer to the system used to evaluate and identify a member’s skill level when compared to the expectations outlined in the Pony Club Standards of Proficiency found on the Pony Club website Forms page under “S.” Members are evaluated using the specific, detailed requirements of the level of Standards of Proficiency (SOP) being tested on that day. The member will earn one of three scores on each section of the Test Sheet. They may exceed the expectations of the Standards (ES), meet the expectations of the Standards (MS) or fall below the expectations of the Standards (DNMS). ES and MS are passing scores. Purpose of Certificates and Certifications Pony Clubs and Riding Centers use the Standards of Proficiency as a plan for instruction programs. Certificates and certifications are an evaluation of the Pony Club Member’s progress through these test levels. At the same time, the tests should be a positive educational experience. Riding is a hobby, something we do for fun! Tests are offered to recognize achievements and the progression of skills, confidence and good safety habits while working with mounts. Members advance through the levels at their own pace. At each level, new unmounted and mounted skills are practiced, knowledge learned and higher levels of responsibility taken. Certificate and Certification Levels Club/Center Level Certificates National Level Certifications D-1 C+ (C-3 mounted before H-B unmounted) D-2 H-B (unmounted test) D-3 C-3 (mounted) C-1 B (mounted) C-2 H-HM/H/H-A (unmounted tests) A (mounted)
DC-CA Guide – revised March 2014 46 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 7 Certificates and Certifications Club/Riding Center Level Certificates Certificates at the D-1 through C-2 levels are organized and hosted at the Club/Center level. Since a Club/Center’s instruction program is based on the SOP, a certificate measures the member’s progress in that program. . Registered Clubs and Riding Center Programs should offer testing opportunities to their members twice each year, or more often if there are numerous candidates prepared for their certificate. . Tests may be held jointly with neighboring Clubs or other Centers. • If you have a member ready to test, but your Club/Center is not planning a test at that point in time, ask the DCs/CAs from neighboring Clubs/Centers if the member may participate in their test, rather than keep the member waiting, so as to not discourage their interest in progressing.
All Club/Center tests must be set up by the DC or CA. Never by a member or parent.
Your RS, RIC or RCC can help you in finding someone to conduct a test or refer to the Regional resource list if there is one available. When organizing a test refer to the Guidelines for local level certificates D-1 to C-2 found on the Pony Club website Forms page under "G". Test sheets can be downloaded from the Pony Club website forms page and then select the letter for the certificate level such as “D” for D-1 test sheets.
National Level Certifications National Level certifications are facilitated on a National basis and hosted by a Region. Successful candidates are competent, all-around horsemen, active and contributing members of Pony Club, who participate in a variety of Pony Club activities, as well as thoughtful leaders who set an example for all levels. Information, test requirements and test schedules may be found on the Pony Club website on the National Level Testing page, found under the Resource tab.
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Certificate and Certification Tracks
Pony Club recognizes that not every member will advance through the certificate and certification levels in the same manner. Starting at the D-2 level, members may choose to advance in: . Horse Management skills only, or . Horse Management skills & riding skills combined. o Riding skills may be pursued on the flat only, through the Traditional Track or the Hunter Seat Equitation Track. . C+ is a member who tests to the C-3 riding skills before testing to the H-B level of Horse Management. This member becomes a C-3 when he/she successfully completes the H-B test. . H-HM is an H-B member who successfully completes the H-A test. . H is a C-3 member who successfully completes the H-A test before testing to the B riding level. This member becomes an H-A when he/she successfully completes the B riding test. To help with an understanding of the choices for skill advancement, please refer to the Chart of Learning found below.
Certificate and Certification Progression Members are provided with several options as they progress through the certificate and certification levels. For their first test, all members must test the full D-1 Standard of Proficiency (SOP). The chart below shows the choices for progression through the levels. Horse Management (the care of the horse) is central to the Pony Club program; therefore, all members must advance in their Horse Management knowledge at every certificate and certification level before they may gain recognition for advancing in their riding skills. Example: A D-2 candidate attends a test with the intention of testing to the D-3 level. On the day of the test s/he does not pass the D-3 Horse Management portion of the test. The member remains a D-2 until the Horse Management portion of the test is retested and all sections are passed. This is the case even if that member met the standard (MS) on the riding skills. When the member retests and meets Standards on the D-3 HM sections, s/he is then recognized as a D-3 member. Members may choose to advance their riding skills on the flat; or they may choose to advance their riding skills on the flat and over fences, in either the “Traditional” track or the “Hunt Seat” track. Keep in mind that members can pursue part of a track (alternative progression), but the HM must always progress with or ahead of the highest riding level. So a member can be a C-1 HM, a D-3 Flat and a D-2 Traditional all at the same time. For more information on Alternative Progression, go to the Pony Club website under the Resources tab, then to Frequently Asked Questions, then to Alternative Progression.
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DC-CA Guide – revised March 2014 49 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 7 Certificates and Certifications DC/CA Responsibilities The responsibilities of the DC/CA are detailed in the Guidelines for local level certificates D-1 to C-2 found on the Club/Center Testing page under the Resources tab.
Certificate and Certification Readiness Deciding to test, and the level to test to, is a decision that each member must make. Members should never feel pressured by anyone to test until such time as they feel they are ready. Instructors, Club/Center Instructional Coordinators and DC/CA are all available to assist members, as requested, in making this decision. Whether a member is planning to test to the D-2 level or the A level, that member must have the recommendation of the DC/CA and for National level tests, the RS must also recommend them to the National Testing Committee as a viable candidate. Developing an instructional plan, using the Standards of Proficiency as the outline, will help to prepare the members for the test. No matter how hard one tries there is always risk for favoritism if a member is a regular student, family member or riding your mount. To be sure that there is no bias in the recommendations made to a member there are several things, listed in following paragraphs, that can help to determine a member’s readiness to test, in an objective manner.
Members are reminded that only the DC or CA can put in place a testing opportunity for them.
Checklists Checklists give a visual picture of where a member is in knowledge progression and riding skill level. The Checklist breaks all the information a member needs to know for advancement into bite-sized pieces. Checklists can be found on the Pony Club website forms page, under "C.”
If using the Checklist as a means of determining testing readiness there must be a clear understanding that all boxes must be completed and checked off, date by which the completed Checklist must be presented to the DC or CA and identify who can check off the Checklists. It is important that members understand that the Checklist is a tool by which they can see what areas they need to work harder in and NOT an indication that they will MS. The DC/CA must use the Checklist as a tool to identify areas in the Club/Center instructional program that needs some "beefing up" BUT should not use the Checklist to keep a member from testing. The Pony Club leader can advise a member to wait if there is a lot of material yet to be checked off but must leave the decision to test to the member.
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Certificate and Certification Prep Clinics A test “Prep” Clinic with an experienced examiner approximately one month before a Club/Center test may provide candidates with an assessment of their skills evaluated against the SOP for the level to which they are preparing to test. Someone who does not work with the members on a regular basis may be able to help them and their parents understand what an examiner will look for on the day of the test. Based on this input it may be that a member decides to wait and put off testing until a later date. You may decide to invite members from other Clubs and Centers to help defray associated expenses. Your Region may hold clinics for UL candidates who intend to test to a National level. Members may also take part in prep clinics with other Clubs, Centers or Regions with permission from the appropriate DCs, CAs and/or RSs.
While it is helpful to schedule a prep clinic, these preps may not be mandatory or a contingency in order for the member to test.
Certificate and Certification Applications (Letter of Intent to Test) Clubs/Centers may require members to submit a completed testing application (Letter of Intent to test) by a stated deadline. Benefits to the DCs/CAs: . Allows the DC/CA to adequately plan and organize the test day, since they will have a better count of how many candidates at each level plan to test on that day. Benefits to the members: . Learn the importance of meeting deadlines. . Learn how to complete a test application, which will be required once they reach the National level Certifications. . Learn how to critique and summarize their test preparations. . Another tool to evaluate certificate and certification readiness.
Preparing for National Level Certifications
H-B, C-3, B, H-HM/H/H-A & A Assist UL members who intend to test to the H-B or above by: . Discussing the candidate’s certification level goals for the year and what they can do to achieve this goal, including possible instructional opportunities (clinics, Regional prep sessions, possible competitions). . Appropriateness of their mount, possible options. . Expenses – National application fee, necessary tack and equipment, lodging, meals, Regional fee, stabling, etc.
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Provide information on where to locate: . Current SOP and the appropriate Test Sheet(s). Both of which can be downloaded from the Pony Club website by going to Publications, then Forms, then “S” and “T,” respectively. . Test Applications (H-B through A), which can be downloaded from the Pony Club website Forms page under “T” for testing. o Upper Level Testing Applications will now be done online, however the RS will be asked to verify that the applicant is a Member in Good Standing as per USPC Policy 1002. . Current instructions to UL Candidates found on the Pony Club website Forms page under “T.” Remind them to check for any additional requirements, such as First Aid requirements for the H-HM/H/H-A, so that they can complete the necessary course with enough time to have the card attached to the application. . Scheduled tests may be found on the Pony Club website. . Application deadlines may be found on the Pony Club website. Go to Upper Level Test Schedule under the Opportunities tab. Check with your RS for earlier Region application deadlines. Provide and seek opportunities for these members to teach younger members under proper adult supervision as required by the SOP. This includes welcoming UL candidates from neighboring Clubs and Centers to work with your members. . This benefits the UL candidate, as well as your members by providing them with a role model they might not otherwise have. Members who are preparing to test to the HB or above are often busy with school and other extra-curricular activities in addition to Pony Club. They are often competitive academically and in other sports or they may be working a part time job to afford the care and upkeep of their horse. Some of these members are away at college and unable to participate fully in their local Club/Center activities or in any Pony Club activities during the school year. DCs and CAs must be sensitive to the constraints that are placed on these members and remember the value and significance that their ongoing dedication to Pony Club plays in influencing younger members with lower level certificates.
{return to ch. 6}
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Overview Did you know that the term "rally" is used because they are much more than a competition? They are educational experiences as well. Rallies are where the Pony Club values of teamwork, leadership, horsemanship and sportsmanship all come together. Pony Club Rallies provide an opportunity to demonstrate proficiency in an atmosphere of cooperation, teamwork and fun. Rallies allow members to test their skills against others. In addition, rallies are educational experiences that expose participants to new ideas and ways of doing things. Rallies teach members about themselves, about support of and reliance on a team, about sportsmanship and about the personal growth involved in winning and losing. Competitive rallies can be unmounted, as in Quiz where teams compete in a knowledge “bowl” or “bee.” Other Pony Club competitive rallies are mounted and involve teams of three, four or five riders, and in most disciplines, an unmounted team Stable Manager. In mounted rallies, Horse Management is judged and is a vital part of the team's final score.
Rally participation should be strongly encouraged as part of the learning experience, but is not required until a National level testing at which time the SOP state the member must have participated in at least one mounted rally, either mounted or as a team Stable Manager.
Rallies can be small, low key and informal such as a "D" rally within the Club or Center or with neighboring Clubs/Centers. "D" members may be allowed to compete with plenty of encouragement and assistance, as may be needed. Often older members serve as assistants, advisers and/or officials at these rallies. Larger, more formal and more competitive rallies, such as Regional rallies, are ones where teams of members try their skills without assistance. Judges and officials are available at these rallies for support and guidance, and adults are available to maintain a safe environment. The top level of Pony Club competition is the annual USPC Championships. Teams represent their Region in what are often close contests among the competitors. Teamwork and cooperation are stressed, and no outside assistance is allowed, with the exception of coaching in restricted situations.
Team Selection There are different philosophies about competition and there are different manners in which teams are selected. Usually the DC/CA selects teams and may ask for the input of the Jt-DC/ACA, Instructional Coordinators or instructor(s) who have been working with members to prepare them for rally. Regardless of the philosophy for team selection members who wish to participate in rallies should demonstrate good sportsmanship, a general good attitude, a commitment to hard work, the ability to function as a member of a team. No matter the manner of team selection it is important that this process is made known to everyone before the start of rally season.
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When selecting teams it is important that the DC/CA be consistent in determining that all members meet the same criteria. The DC/CA may want to consider requests from the members, but it is not advisable to allow members to select the teams as this often results in cliques and popularity contests. . Some Clubs/Centers use an "equal distribution" method when putting teams together. This works well for rallies that are of mixed certificate and certification levels with the older, more experienced members being put on teams with less experienced members so that they can assist them during the rally. This fosters the philosophy of older members "giving back" and mentoring younger members. . Some Clubs/Centers draw names for teams. To avoid all of the "strongest" or more experienced members from being on one team it may be that the DC/CA assigns them to the Team Captain positions and then draws names for the other team members. . Many Clubs/Centers pay for the team SM to go to rally with their team, or the other team members may split their expenses equally. In addition, the Club/Center may pay the entry fee of other team members.
Team Captains When selecting Team Captains, past rally experience should be a factor. Team Captains should demonstrate a strong understanding of the rules for the discipline, must show strong leadership and organizational skills and foster teamwork and collaboration.
Stable Manager (SM) It is strongly suggested that every team be entered with an unmounted team Stable Manager. This person is a very important member of the team. Although every team member is responsible for the care of their horse and for horse management as per the rules, the team SM is the one who organizes and coordinates the team efforts. The job of the Stable Manager begins before arrival at rally. The team SM and the team Captain work closely together in planning before and during the rally. Refer to the job description for the team Stable Manager found on the Horse Management Resource page under the Disciplines tab on the Pony Club website. Many DCs/CAs state that they cannot find any member willing to go to rally as a team SM and parents have been known to say that they are not paying money to have their child go to rally "just to be the team SM". It is a challenge for the DC/CA to educate parents and members as to the importance of the team SM. Rallies have been won or lost based on the team Horse Management scores. Many Clubs/Centers pay for the team SM to go to rally with their team. The Club/Center may pay the SM entry fees, or the other team members may split their expenses equally.
DC-CA Guide – revised March 2014 54 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 8 Rallies Scramble Teams If a Club or Center cannot field a team of at least 3 riders they can enter 1 or 2 members to "scramble". These members will be placed with competitors from other Clubs/Centers who found themselves in the same situation. In some situations, you may know that a neighboring Club/Center has 1 or 2 members to enter and it may be that you contact the organizer to ask if those members can be placed on a team with your members to make a 3 or 4 rider team. In these situations each will enter their members to "scramble" with all the required forms and fees sent to the designated person. Being a member of a Scramble team provides an opportunity to learn how different Clubs/Centers do things and for members to meet new friends from other parts of the Region.
Rally Preps Prep sessions for rallies, mounted and unmounted, are critical to getting your members ready to rally.
Mounted Preps You should make every attempt to schedule 4 to 6 prep sessions for each mounted rally. These sessions would likely be in addition to the regular calendar and geared to rally participants but opened to any member who would like to take part. Once rally participants have been assigned to teams and the Captain and Stable Manger have been identified the planning for rally can begin. The team Captain and Stable Manager must work together well in advance of mounted rallies to ensure that all of the required team equipment gets to rally. They must set as a goal that the team will work together and function as a whole. Once they arrive at the rally site and get ride times it is important that they plan each competition day so that team members will help each other to get their work done and to present on time to scheduled inspections and rides. . Dressage: Ensure that each member has a copy of the tests they will ride at rally. Encourage even the youngest member to memorize their test. Suggest that they set up letters in their yard or house and walk the test on foot, having a sibling or parent help them to learn the test. Mounted instruction should focus on riding the tests. If a D member will be having the test read, it is important that they practice this, preferably with the person who will be reading the test at rally. . Show Jumping and Eventing: Sessions should be scheduled with members working on fences at the correct competition height. It is important that they work on riding a course in a ring and for Eventing, in the open. Warm up and schooling is important and making certain members know the rules regarding warm up. If the coach is not one of the regular instructors it suggested that they work with members at least once before the rally. This will give them the opportunity to see the competitors they will be coaching in a setting that is less stressful than a competition, know how the horse moves, what teaching method is best for each member and will help to develop member and coach rapport. . Games: Because Games competition is one in which team members and ponies must ride and perform numerous cooperative skills, Games teams must practice together over a period of weeks.
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Unmounted Prep Once rally teams have been selected it is important for the teams to meet together so that they can plan their strategy. The team should make certain that they know who is bringing what items on the required equipment list, who is making stall cards, feed charts and so on. The team should review both the discipline and Horse Management rulebooks and make certain that they have current copies of all of the required rulebooks and annual newsletters as per the rally prize list (Entry).
If the team is familiar with the facility they might want to draw a layout of the tack room to follow upon arrival and set up. It is a good idea to have a specific list of job assignments so that it is clear who will be doing what upon arrival at the rally site.
Consider having a "mock" Horse Management day before the start of the mounted rally season and divide members up into teams with a designated Captain and Stable Manager. Have more experienced members organize and assist in carrying out the activities of this day. This is a great teaching opportunity for members. Teams should: . Set up tack stalls as they would at rally - use both stalls and trailers so members are exposed to both. . Bring all required equipment with some teams being assigned for one-day rallies and some for overnight rallies. . Have stall cards made out for horse stalls. . Have some members bring a horse so that a Turnout Inspection can be demonstrated and turnbacks can be explained and demonstrated. . Review Horse Management rules and score sheets. . Review the procedure for inquiry and protests and have teams practice. . Have members bring their helmets for helmet fitting checks. {return to ch. 4}
Special Opportunities for Pony Club Members
Competition Awards There are many Special Awards available through Pony Club. There are awards that are breed specific, others that are discipline specific and several that are given at USPC Championships. For more information go to the Opportunities tab on the Pony Club website, then Activities & Contests and choose Awards.
Contests There are contests for individuals as well as team and club contests. For more information go to the Opportunities tab on the Pony Club website, then Activities & Contests and choose Contests.
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Competitive Opportunities In addition to local rallies, Regional rallies and Championships, each year there are several special competitions for which members can apply. For more information go to the Opportunities tab on the Pony Club website, then Activities & Contests and choose Competitive Opportunities.
International Exchanges Games, Foxhunting, Tetrathlon and Quiz offer discipline specific cultural and competitive International Exchanges on a rotating basis. In addition there is the Inter-Pacific exchange with competition geared mostly toward Show Jumping. All exchanges are age and certificate or certification level specific. For more information go to the Opportunities tab on the Pony Club website, then International Exchanges.
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Chapter 9: The Registered Club
The District Commissioner (DC) The DC is the Club's Chief Administrator and is responsible for directing and managing all matters in the Club. The DC may be assisted by one or more Joint-DCs (Jt-DC). The DC is a role model, mentor and friend to all members of the Club. The DC and Jt-DCs are considered "Administrative Officers" of the USPC.
The By-laws of Registered Clubs require that there be a Nominating Committee for the purpose of presenting a slate of officers and recommendations for DC and Jt-DC at the Annual Meeting of Sponsors. Refer to By-laws of Registered Clubs, Article 4.1 (e).
Appointed by the RS The DC and Jt-DCs are appointed by the RS, based on proposals from Club Sponsor's, and shall be confirmed by the VPRA.
Term of Office The DC, Jt-DC and all Club Officers serve one-year terms that run January 1-December 31 of each year. Terms may be consecutive or may be limited by Club policy.
Qualities of the DC A good DC is:
Fair This is the most important quality of the DC. Regardless of the size of the Club, the program, or the interests of his/her own Pony Club Member, fairness is essential! . All members must be treated equally, regardless of their degree of talent, the quality of their mounts or their level of commitment. . All phases of the program are equally available to all members, according to their own capabilities. . DCs provide appropriate progress for ALL levels and do not focus inappropriately on activities for their own children. . The DC encourages members of the Club to ask questions about things that they don’t understand. . A child’s talents, capabilities and mounts affect his or her safety and progress through the Pony Club Standards. Pony Club Members should be equally treated and encouraged to participate, unless such participation compromises their safety or the safety of their peers.
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Communicates . Communicate regularly and often. . Communicate in writing so that everyone gets the same information. • Newsletters are a good way to communicate information • Club Calendars are invaluable to communicating information on meeting dates/times/locations . In addition, follow up with face-to-face communication as often as possible.
Good communication is one of the most important keys to a successful Club. Keep everyone on the same page!
Delegates . Divides duties with a Jt-DC. • The DC may delegate tasks and duties to Jt-DCs, however the final responsibility remains with the DC. . Involves others in the operation and management of the Club. • Appoint an Instruction Coordinator to recruit instructors. Allow this individual to oversee a comprehensive program for all Club Members using the SOP as the curriculum. • Assign every parent or sponsor to at least one committee! It is important for all parents to have a sense of ownership in the program. Participation will allow them to feel part of the teamwork that creates a successful Club.
Is visible, open minded & decisive . There is no substitute for attending Club activities. This is essential in monitoring the progress and safety of lessons and activities. Your presence encourages members and parents to get to know you and ask questions in informal settings. • Potential concerns and problems can be addressed simply, before they escalate. • The DC is the leader of the Club. However, it is important to remain flexible in charting goals, planning instruction and activities. . Consider decisions carefully and stick to them. The DC is ultimately the last word in the scheduling of an event or instruction, a candidate’s eligibility for a certificate or certification, etc. You may have to make an unpopular decision. This is an unpleasant responsibility of the office. By demonstrating the qualities outlined above, most decisions will receive a high degree of acceptance by members, parents and sponsors. . Involve sponsors in decision-making. Successful DCs maintain a high level of enthusiasm and participation in the Club by encouraging questions, suggestions and new ideas within the ranks. Be sensitive to the will of the Club Sponsors' and members for the good of all.
The DC is the most important volunteer in your Club. The job can seem overwhelming. Being organized will help. Don’t try this all alone! Involve Club Officers, parents and sponsors to help carry the load. There is a wealth of information on the Pony Club website. The DC-CA Digest is a valuable tool for idea sharing and questions with other Club and Center leaders.
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Duties of the DC The DC has many duties and responsibilities. At times this can seem overwhelming. It is nearly impossible for one person to manage a Club and all its programs without a lot of assistance. Delegating duties to a Jt-DC or a Club Sponsor is a very important and wise decision. The DC must state very clearly what the expectations are and any reporting deadlines and then step back and allow the person to do their assigned "job" without micro- managing them. This can be very hard to do, especially since the DC may delegate duties, but cannot delegate the responsibility for ensuring that the task is done. Using parents and sponsors as Club committee members helps disperse the workload and allows others to feel as if they are contributing to the operation of the Club. DC duties and responsibilities include, but are not limited to the following: Duties/Responsibilities of the DC To the Club To the Region To USPC . Must be a Sponsor of Record when . Participate in Region Council meetings . Be a USPC Corporate Member (CM). taking office and throughout term. as appropriate . Acts as liaison between USPC, the . Respond promptly for requests for . Favorably complete the required Region and the Club Members. information from the RS or other background check, Youth Protection • Communicate information. officers of the Region. Module, Concussion Module and • Answer questions from members, Heat Illness Module prior to taking parents and/or sponsors. office and periodically as required • Clarify information as needed. thereafter. . Must be familiar with all USPC and . Attend all Regional clinics organized . Attend USPC Annual Meeting. Regional and Registered Club By-laws for volunteer/adult education. This . Attend all nationally organized and Policies and ensure the Club may include Standards & Certifications leader training seminars or clinics. adheres to them. clinics. . Responsible for drafting policies . Send copy of Club policies when . Submit all member applications and needed for the effective management revised or when sponsors have dues in a timely manner as they are of the Club and periodic reviews of adopted a new policy for the review received. current policies. Policies become and approval of the RS. effective when adopted by the . RS MUST APPROVE POLICIES. sponsors and approved by the RS. . Respond to all requests for . Submit copy of all membership Send to National Office all reports membership in a timely manner. applications along with Club check for . and information/updates to . Submit all member applications and Regional dues to the designated include: dues in a timely manner. person in the Region. • Club annual report packet. Members are not covered by USPC • • Membership applications & dues. insurance until the application is • Certificate update reports. received in the National Office. • List of Officers. (Contact Member Services to see if complete application was received). . Initiate, guide and implement the . Copy the RS on all reports and . Comply with all requirements to Club's instructional program in information/updates sent to the ensure that Pony Club insurance accordance with the SOP. This may be National Office to include: coverage is in effect for all Club done with the assistance of an • Club annual report packet. activities. Within this Guide, refer to Instructional Coordinator. • Membership applications & dues. Chapter 5, Insurance Paperwork • Certificate update reports. for more information. • List of Officers.
DC-CA Guide – revised March 2014 60 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Duties/Responsibilities of the DC, continued To the Club To the Region To USPC . Attend as many Club functions as . Attend all Regional Council meetings. possible. Be sure that a Jt-DC or other May send a representative. appropriate person is present in your place when you cannot attend. . Actively assist members to set goals . Copy the RS on notice of the Club for themselves and aid them in Annual Meeting of Sponsors. assessing their progress towards achieving these goals. . Provide appropriate opportunities, . Keep the RS informed of any . Inform the office of changes in the resources and information for those problems in the Club before they get status of Club Officers including: members who are preparing for a out of hand. • Contact information. National level certification. • Change in officer (Send a new List of Officers). . Organize tests for D-1 to C-2 . Support the Region: members as needed but at least twice • Host or co-host Regional activities each year. Work with those members as requested. who cannot test at a Club test to find • Encourage member participation alternatives. in Regional activities. • Support Regional fundraising efforts. . Record all certificate updates in Club . Ensure RS is kept informed of . Report all certificate updates to the membership data certificate updates. If using the online office in a timely manner. certificate update report, the RS automatically receives a copy. If completing hard copy, it is your responsibility to send copy to the RS. . Assist members in completing application for National level tests in timely manner, by stated deadline.
. Ensure that members have . Keep the RS informed of all Club . Submit the required Club Annual appropriate SOP, test sheets, matters: Report and all related fees by stated checklists (if used) and study • All rosters deadline. Copy to the Region (if materials for the next certificate or • Any newsletters done electronically, you do not certification level. • Invite RS to join all of the Club’s need to send a copy to the Region) forms of electronic and keep one copy for Club records. communication. . Keep the Club solvent . Copy RS on end of year financial . Ensure Club Treasurer files end of report. year financial report by February 15th of each year, for the previous year. . Ensure Treasurer fulfills everything required by the IRS listed in this Guide, in Chapter 9.
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Joint District Commissioner(s)
The Jt-DC is there to help lighten your load.
. Is proposed by the Sponsors of the Club, appointed by the RS and confirmed by the VPRA. The Jt-DC should exhibit leadership qualities of a DC. Is a sponsor of the Club. . Must be a Corporate Member of USPC. His/her contact information will be listed on the Pony Club website and in the Annual Directory as a point of contact for any who are interested in the Club. . Must favorably complete a background check, Youth Protection Module, Concussion Module and Heat Illness Module prior to taking office for the first time and periodically thereafter. . Works closely with the DC. Accepts duties assigned by the DC. . Presides at Club Sponsors’ Meetings in the absence of the DC. . Attends and supports Club activities. Other Club Officers
Treasurer . Is elected by sponsors with input from the Nominating Committee. . May NOT serve as DC/Jt-DC simultaneously OR be a family member of either the DC or Jt-DC. . Is a sponsor of the Club. . Must favorably complete a background check before taking office and thereafter as required by USPC Policy 0721. . Assists DC in preparing an annual budget. Tracks compliance with budget during the year. . Is familiar with USPC National By-laws, By-laws of Regions and Registered Clubs and policies of both the Region and Club. . Manages all income and expenditures. . Maintains financial records in an orderly manner, including members’ dues, receipt of sponsors’ fees, payment of bills and records receipts. • Document expenses of officers and committee chairs. . Prepares a detailed financial report for EACH Sponsor’s Meeting. . Complies with all legal requirements of 501(c)(3) designated entities. See IRS website for details. . Prepares (or provides information to a professional tax preparer) the IRS form 990, due May 15th. . Prepares (or provides information to a professional tax preparer) the IRS form 1099 MISC form for any person to whom the Club has paid in excess of $600 for services during the year (i.e., instructors, judges, etc.) and sends Summary 1096 to IRS. . Presents a year-to-date financial statement to the sponsors at the Club’s Annual Meeting to be recorded with the Minutes of that meeting. . Prepares the year-end financial statement and works with the new Treasurer to submit it to USPC by February 15 of each year. . See Maintaining Non-Profit Status, later in this chapter for important information.
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Secretary . Is elected by sponsors with input from the Nominating Committee. . May NOT serve as DC/Jt-DC simultaneously OR be a family member of the DC or Jt-DC . Is a sponsor of the Club. . Maintains accurate information on each member. . Maintains a current list of Sponsors of Record. This is the list that determines who has voting rights at Sponsors’ Meetings. . Is familiar with USPC National By-laws, By-laws of Regions and Registered Clubs and policies of both their Region and Club. . Sends notice of all Sponsors’ Meetings, including Annual Meeting of Sponsors. Notifies members at least a month in advance of the beginning of scheduled activities each year. . May call a Special Meeting of Sponsors in accordance with the USPC By-laws of Registered Clubs. Notice of this meeting must state time, place and business to be transacted at such Special Meeting. It must be mailed or delivered to each sponsor in accordance with the requirements for an Annual Meeting of Sponsors. Refer to By-laws of Registered Clubs, Article 4.2 (g) (h). . Records minutes of each Sponsor's Meeting, Special Meeting and the Annual Meeting of Sponsors. Maintains appropriate files and records. . Is responsible for general correspondence of the Club.
Additional Club Officers Club Sponsors may establish other Club Officers to assist in the efficient management or operation of the Club in accordance with the By-laws. The responsibility of any additional officers must be so stated in a Club policy.
Working Board If the Sponsors of a Club are considerable in number, committee chairs and members at large may be designated to serve as a working board to assist and cooperate with the DC and other officers in developing policy and in planning and carrying out the activities of the Club. If your Club has a working board there must be a Club policy that defines its membership and clarifies the duties. These duties may not conflict or supersede the DC’s or Sponsors’ duties.
Changes in Status of Club Officers
Resignation of DC or Jt-DC A DC or Jt-DC may resign at any time by delivering notice of this intent to the RS or VRS in charge. The resignation is considered effective when notice is delivered. The RS or VRS in charge may fill the vacancy subject to confirmation by the VPRA. The newly appointed officer must favorably complete a criminal background check as per Policy 0721 as well as the Youth Protection Module, Concussion Module and Heat Illness Module. A List of Officers, signed by the RS, must be submitted to the Regional Administration department at the National Office.
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Removal of DC or Jt-DC A DC or Jt- DC may be removed at any time with or without cause as follows: . By the RS with the advanced written consent of the VPRA. . By the VPRA after consultation with the RS and with the consent of the USPC Executive Committee. . By the USPC Board of Governors or USPC Executive Committee.
Resignation of Club Officer (other than DC or Jt-DC) Club Officers may resign at any time by giving written notice to the DC, or the Jt-DC in charge in the absence of the DC. The DC may fill vacancies by appointment until the next Sponsor's Meeting, at which time the sponsors will either confirm the appointment or replace the appointee. A new Club List of Officers must be submitted to the National Office and the Regional Supervisor. Any Club Officer may be removed at any time with our without cause as follows: . By the vote of a majority of sponsors present at any meeting during which the required quorum is present. Subject to review by the VPRA. . By the DC with the advanced written consent of the RS and subject to the review of the VPRA. . By the RS with the advanced written consent of the VPRA and after consultation with the DC. . By the VPRA after consulting with the RS and with the consent of the USPC Executive Committee.
Appointments & Committees - Share the Load! While the sponsors directly elect a Treasurer and Secretary, your Club might also find other job descriptions and positions helpful. None of the following positions are required, but many Clubs find that involving a greater number of sponsors in the administration of the Club can reduce burnout, add to the creativity of problem- solving and decision-making processes in the Club, and give parents a greater stake in the health of the Club. Remember, you cannot do this job without the help of others.
Appointees of the DC The DC can appoint individuals to certain positions. Appointees are accountable to and report to the DC. These are usually just one individual (rather than a group) who is delegated to specific tasks. Some possible appointments include: . Instructional Coordinator (can be one for "D" and one for "C," or one for the entire Club). . Junior Board Advisor. . Testing Coordinator. . Rally Coordinator. . Fundraising Coordinator.
DC-CA Guide – revised March 2014 64 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Club Committees Involve parents and Club Sponsors by having them serve on a Club committee. Strongly encourage parents and sponsors to serve on at least one committee with the belief that their involvement will enhance and strengthen the Club program. The DC shall appoint a committee member to serve in the capacity of committee chair for the purpose of keeping the committee organized and accountable for the delegated tasks with which they are charged.
Nominating Committee Each Club is required to have a Nominating Committee as per the By-laws of Registered Clubs, Article 4.1(e). This committee must: . Be nominated by the DC for election by the sponsors at least 3 months before the date of the Annual Meeting of Sponsors. . Shall consist of no less than 3 and no more than 5 current Sponsors of Record. . The committee shall select a chair from its members. . This committee shall propose a slate of officers and recommendations for DC and Jt-DCs to be presented in a report, by the chair, at the Annual Meeting of Sponsors. • The committee can take suggestions from Club Sponsors but the slate presented at the Annual Meeting of Sponsors shall be a committee decision and not necessarily what the majority of sponsors desire. • This slate shall present the names of those individuals that the committee feels would best serve the Club. • The committee shall be dissolved upon completion of the Annual Meeting of Sponsors.
Election of the Nominating Committee is a good "excuse" for calling a meeting of the sponsors in the spring. This is also a good time to review the Club's program and discuss things that may need to be added to the program. If it is highly unlikely that you will schedule a meeting of sponsors in the spring you might consider adding the election of the Nominating Committee to the agenda of the preceding year’s Annual Meeting of Sponsors so that you are certain you will be in compliance with the requirements of the By-laws.
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Additional Committees Following is a list of possible committees that your Club may have, but which are not required. . Policy Committee (usually chaired by DC). . Rally Committee. . Camp Committee. . Fundraising Committee (usually chaired by Treasurer). . Membership Chair. . Marketing and Communications (may be chaired by Secretary). . Hospitality.
The RS should be invited to all Sponsors’ Meetings and has the right to attend all meetings. Send a copy of the minutes of all Club Sponsor meetings to the RS. Send a copy of the minutes of all Special Sponsors’ meetings, the Annual Meeting of Sponsors and any meeting where Club status or Club Officer changes were made, to the National Office and the VPRA.
Have a "sign up" sheet at the Annual Meeting of Sponsors that lists the committee and the "job description" for each committee. This will allow people to see what the committee choices are and what the expectations are for each job before they sign up for something that they are not well suited or in which they have no interest.
Well-written job descriptions can mean the difference between chaos and camaraderie. Job descriptions should define the duties/responsibilities, reporting expectations, timelines and expected outcomes. Job descriptions help to set people up for success and avoid confusion as to expectations.
Club Sponsors
Each Club must maintain a minimum of five (5) current sponsors as required by the By-laws of USPC. Refer to Article 8.4, Registered Clubs.
Sponsors are the of a Club The sponsors of a Club are truly invested in the welfare of their local Pony Club. Sponsors provide suggestions to the DC for the operation and administration of the Club at Sponsors’ Meetings. They vote to recommend the DC and Jt-DC(s) for their Club to the RS. With the sponsors’ recommendation under consideration, the RS will appoint the Club DC and Jt-DC(s). Sponsors also have the power to elect officers other than the DC and Jt- DC(s). They are the adults committed to the success of the program, making decisions that will affect all Club Members.
DC-CA Guide – revised March 2014 66 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club The Secretary is responsible for maintaining the current list of Sponsors of Record for the Club. Some Clubs find it helpful to keep track of sponsors by having a Sponsor Application. An example is available on the DC Resource page under Running a Meeting.
Who are Sponsors A sponsor includes those individuals who executed the Articles of Organization and continuously paid the annual sponsor fee; a parent of a Participating Member who has paid the annual sponsor fee; and other individuals who have expressed an interest in supporting the Club and paid the annual sponsors fee. All persons becoming Sponsors must be approved by the DC, be at least 18 years of age and not be a current Traditional Participating Member.
While it is an option available to parents it is not required that a parent be a Club Sponsor. This cannot be made a contingency for youth membership.
How to become a Sponsor All those becoming a sponsor must be approved by the DC and pay the determined sponsor fee. A person can become a sponsor at any time during the year except for the thirty day period prior to the Annual Sponsors’ Meeting and the period of time from the day notice is given of any Sponsors’ meeting until after the conclusion of said meeting.
Sponsor term Sponsor terms run from January 1 (or the date all criteria for becoming a sponsor is met) through December 31 of each year. For renewing sponsors, the sponsor fee is typically collected at the fall Annual Meeting of Sponsors for the coming year.
Sponsor Fee The sponsor fee is determined each year by the sponsors at the required Annual Meeting of Sponsors for the next year. . This fee shall be in keeping with the economy of the local area and shall be separate from all other fees. Sponsor fees vary greatly around the country, but an average is $5. . This fee is clearly separate from any other fees such as member dues.
Each sponsor joins on an individual basis, thus if both parents wish to become sponsors, each must pay the sponsors’ fee. A Club may decide to set a reduced fee if more than one parent in a family wishes to be a sponsor, but each individual has a separate and independent status and a separate vote.
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Sponsors may establish a separate non-sponsor, non-voting category for support of the Club, such as “Patron” or “Friend of ABC Pony Club,” for individuals who wish to financially support the Club, but who don’t intend to participate actively in the Club’s program or decision-making authority. These funds are to be recorded separately.
Sponsors’ Rights . Sponsors shall be notified of all Sponsors’ Meetings. They are entitled to attend and participate in Sponsors’ Meetings with the power to move, discuss and vote on matters properly before such meeting. . Sponsors may provide suggestions for the operation and administration of the Club and to do so effectively they are entitled to examine: • By-laws of USPC, Regions and Registered Clubs. • Current Club policies. • Records of Sponsors’ Meetings. • The list of Sponsor's of Record (kept by Secretary). • Club financial records. • DC Guide (this guide), and • Any other documents pertaining to the Club. Sponsors may propose amendments to current Club policy or the draft of a new policy at a regularly scheduled Sponsors’ Meeting.
Sponsors Responsibilities . Attend all Sponsors’ Meetings. . Establish the sponsor's fee annually at the Annual Meeting of Sponsors. . Recommend persons for appointment to the DC and Jt-DC(s) positions for consideration by the RS. . Elect individuals to fill the positions of Club Officers based on the report of the Nominating Committee or nominations from the floor. . Vote on amendments of Club policies to be recommended to the RS for approval. . Approval of a financial plan for the coming year (including dues). . Assist the DC in the management of the Club as requested or needed. . Vote on all matters put before the Club Sponsors at a Sponsors’ Meeting.
Meetings of Sponsors
How Often? Clubs shall have a sufficient number of Sponsors’ Meeting to enhance communication within the Club, but at a minimum is required to have the Annual Meeting of Sponsors in the fall of each year. Most Clubs schedule several Sponsors’ Meetings during the year, as needed. These meetings, considered to be "Regular" meetings, are one of the best ways to increase input about Club programs and support for Club activities. Seek advice. Encourage sponsor participation. Your Club will benefit.
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From time to time, under unusual circumstances a "Special" Sponsors’ Meeting may be needed. The Jt-DC, the Club Secretary, the RS or the VPRA may convene this meeting. It is called by written request to the Secretary of 20% of the Current Sponsors of Record. Notice must be delivered with a 15-day notice and following the protocol as noted below.
Giving Notice of Sponsor Meetings Your Club Secretary should give written notice of all Club Sponsors’ Meetings. Notice can be delivered in person, faxed, electronically sent(email) or "snail mail" to the sponsor's address. . Notice for all regular or special meetings of sponsors shall be given 15 days prior to the date of the meeting. . Notice of the Annual Meeting of Sponsors must be delivered with a 30-day notice and a copy of the meeting agenda must accompany that notice. All parents who are not Current Sponsor's of Record should be notified of scheduled Sponsors’ Meetings, although they will not be able to vote. . No new sponsors may be accepted during those periods of time from between the notice of a Sponsors’ Meeting until after the conclusion of said meeting.
Meeting Protocol Sponsors of Record, the RS, any Executive Officer of the USPC, members of the USPC Board of Governors, USPC staff and parents who are not Current Sponsors of Record may attend Sponsors’ Meetings. . The DC or designated individual shall chair the meeting Following Roberts Rules of Order will help to keep the meeting orderly. Refer to the DC Resource page on the Pony Club website for a link to Roberts Rules. . Discussion is opened to anyone but only Current Sponsors of Record may vote. . Sponsors must be present to vote. Voting by proxy is never allowed. A quorum of 33% of the Current Sponsors of Record must be present, in person, to conduct matters of business that require sponsor's vote.
Required Annual Meeting of Sponsors All Clubs are required to have, at a minimum, an Annual Meeting of Sponsors in the fall of each year. This is the meeting at which Club Officers will be elected for the coming year and sponsors will select individuals to present to the RS for the consideration of the positions of DC and Jt-DC. . Agenda for this meeting is to be as stated in the By-laws of Registered Clubs, Article 4.2(e). Refer to Appendix F of this Guide, for a template for the agenda for the Annual Meeting of Sponsors. Agenda items must include, but not be limited to: • Report of the DC on the Club activities for the year. • Report by Treasurer on the balance statement of Club accounts. • Presentation of the proposed financial plan for the coming year: DC-CA Guide – revised March 2014 69 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club
o This may include proposed fundraising activities for the coming year. o Determine the sponsor fee for the coming year. o Determine the Club dues for the coming year. o Proposed purchases of Club equipment for the coming year. • Establishment of an activity calendar for the coming year (including any known Regional or National dates). • Amendments to Club policy. • Report of the Nominating Committee and election of officers. • Recommendations for a DC and one or more Jt-DCs. • Additional agenda items may include: o Club goals. o Appointees of the DC. . A copy of the agenda for this meeting must be sent with the notice of the meeting. . A copy of notice of the meeting must be sent to the RS. . The DC should instruct the Treasurer to prepare a report of the balance sheet for Club accounts for the year to date for presentation at the meeting. . The DC shall work with the Treasurer to develop a budget for the coming year to be presented to the sponsors at the meeting.
Club Sponsors’ Change in Status
Denying Renewal of Sponsorship When a sponsor's term expires at the end of each year (December 31) they must request the approval of the DC to be accepted as a sponsor for the current year and must pay the required annual sponsor fee. The DC, with or without cause, may deny the request for renewal of existing sponsorship.
A quorum of 33% of all Current Sponsors of Record must be present, in person, to have the required quorum to conduct business. If you have a Club Sponsor that never attends Sponsors’ Meetings you might consider denying their renewal since they are jeopardizing the needed quorum to conduct business at Sponsors’ Meetings.
Revoking an Existing Sponsor (By-laws of Registered Clubs, Article 4.3)
A sponsor may be removed, with or without cause in the following ways: . By the DC with the advanced written consent of the RS, subject to review by the VPRA. . By the RS with the advanced written consent of the VPRA and after consultation with the DC. . By the VPRA after consulting with the RS and with the consent of the USPC Executive Committee. If the sponsor who is revoked is also a parent, this action alone has no effect on their child's membership in USPC or the Club. DC-CA Guide – revised March 2014 70 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Volunteers It is impossible for one person to plan and implement a solid Club program without a lot of help. As the DC you must rely on others to help you in putting together a strong program for your members and in raising funds to keep that program going. Parents and sponsors should have a clear understanding of what is expected of them to assist in the operation of the Club and to assist with all Club fundraising activities. Horsemaster programs are an additional source of volunteers for Clubs. It is your responsibility, as the DC, to motivate people to come to the assistance of the Club. They need to know why their help is needed, when it is needed and what it will mean for the Club and its programs. This is often best expressed through relating what this means for their child. They need to want to help you in running the Club.
Satisfied volunteers become loyal and productive volunteers who can ensure the future leadership of your Club. They are essential to the longevity of a Club.
Develop a list of expectations of members and of parents and include this in new member packets. Consider giving everyone a copy of these expectations when membership dues are paid for the coming year.
Motivate Your Parents and Sponsors to Volunteer
Make it very clear why their help is needed and what their efforts bring to Club Members, including their own child. A few examples would be: . Your Club holds weekly meetings and is able to do so because adults have volunteered to be the responsible adults. Without these volunteers the Club could not meet weekly, as the DC cannot be present at meetings every weekend. . Your Club pays the cost of all instruction using Club dues and money raised from successful fundraisers. Without the volunteers the Club could not hold the fundraising activity and it is probable that the dues will have to increase. . Your Club holds a summer camp each year and pays for 1/2 the cost of camp entry using money from successful fundraisers. Without volunteers the cost of camp would have to be paid in full by each camp participant.
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Consider the need - READY! . Develop your wish list of volunteer jobs by taking the calendar for a year and listing week-by-week activities, and the volunteer jobs that will be needed to carry out each activity. Match your volunteers to jobs - SET! . Match your volunteers to jobs to which they are well suited for. If they have demonstrated a talent or interest in a specific area try to involve them in tasks that involve that area. Most people are more comfortable doing something with which they are familiar and are more apt to volunteer for those jobs with which they will be comfortable. No one wants to meet failure. . Give them clearly defined tasks and expectations (job descriptions). Get them started, keep them going- GO! . Give them any necessary training and the tools needed to do the job. . Let the volunteer do their job. Supervise "gently". . Emphasize teamwork and mentoring. a. Assign a "veteran" to be a newcomer's buddy. . Ask the volunteer for feedback as the activity progresses. . Express appreciation - early and often. Recognize your valued volunteers. Consider awards at your Club's annual awards banquet such as; . Consider recognizing volunteers at your Club's annual awards banquet. Volunteer awards could be humorous or serious. a. Least horsey volunteer. b. Best cheerleader. c. Most creative. . Host a special dinner or luncheon just to honor the volunteers and have the kids act as the "wait staff". . Say “Thank you,” frequently. Thanking volunteers in public and in private (Thank You cards) goes a long way towards making the individual feel appreciated.
Consider National recognition of that special, dedicated volunteer. The USPC Volunteer Recognition award is a color, frameable certificate, and information is posted in the Pony Club News about this individuals dedicated service to your Club. You can find more information about this award on the Pony Club website Forms page under “V” for volunteer.
If your Club is lucky enough to have a volunteer who has been actively involved with the Club for 20 or more years, then you are among the very fortunate!! You might want to recognize this dedicated volunteer by nominating him/her for a Local Legend award. This special award is reserved for only the most dedicated volunteer at the Club/Center or Region level. You can find more information about this award on the Pony Club website Forms page under “V” for volunteer.
{return to ch. 4} {return to ch. 10} DC-CA Guide – revised March 2014 72 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Participating Youth Members The Participating Youth Member is one of the levels of USPC Membership. Refer to Chapter 4, Participating Youth Membership, within this Guide for more information. Membership in the Pony Club is not a vested right. The DC must accept a prospective member into a Registered Club in order to participate. Members may join at any time during the year. Before accepting a new member into your Club, it is strongly advised that you meet with the prospective member and his/her parents/guardian to determine whether your Club will be able to meet their needs and expectations, or if they might be better served with another Club or Center.
Denying Membership On r are occasions, a DC may find themselves in a situation where he/she does not want to act acep potential member or renew the membership of an existing member for the coming year. The By-laws state that membership in the Pony Club is not a vested right and a DC of a Registered Club may deny prospective members. Request for membership or renewal of membership may be denied, with or without cause.
Terminating or Denying the Renewal of a Participating Youth Membership Terminating (revoking) or denying the renewal of an existing Participating Membership is a very serious matter and should never be taken lightly. Hopefully every attempt has been made to be sure that the member understands the expectations of the USPC, the Region and the Club, and that efforts to resolve any issues have been made, but were not successful. The By-laws state that Participating Membership may be revoked at any time with or without cause in the following manner: . By the DC with the advance written consent of the RS, subject to review by the VPRA. . By the RS with the advanced written consent of the VPRA, and after consultation with the DC. . By the VPRA, after consultation with the RS and with the consent of the USPC Executive Committee.
Change in Club Status Change is a part of life. Occasionally, major changes are needed or desired to meet the goals and needs of members.
Name Change Once a name has been used for a Club it is no longer available for use, even if the Club that used that name is no longer active.
If your Club is considering a name change, check with the Member Services Department Staff at the National Office to see if the name or names that you are considering are available for use.
DC-CA Guide – revised March 2014 73 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Name changes must be recommended by the RS and may be used immediately but are not "official" until reported to the Board. The Executive Committee may act on behalf of the Board. A letter will be sent to the DC and copied to the RS within one week of Board's decision. To change the name of your Club you must: . Hold a Sponsors’ Meeting and put the name change before the sponsors for vote. . Submit a copy of the minutes from this meeting to the National Office and the RS. . Receive the written recommendation from your RS. This recommendation must be submitted to the USPC office.
Wait until you have the letter confirming the Board's decision giving the "go ahead" to change Club's name before making changes on bank accounts or having anything with the new name made.
Change in Region As activities shift location within a Region, a Club may find that they are participating more with a neighboring Region or for some other reason may want to make a change in Regions. This is not a decision to be made lightly. Clubs may not repeatedly change Regions. However, if a Club does find the need to change Regions the following steps are to be followed. 1. A Sponsors’ Meeting with the required quorum for voting must be held and the change of Region be placed on the agenda for discussion and vote at that meeting. 2. Minutes of this Sponsors’ Meeting must be submitted to the RS of the current Region. 3. Both RSs must agree to the change and provide written recommendations for the change to be sent along with a copy of the minutes from the Sponsors’ meeting to the Regional Administration Department at the USPC office and to the VPRA. 4. The change of Region must be put forward to the Board for final approval.
Club Annual Report Each year in the fall the DC will receive notification that the Club Annual Online Renewal is open and ready for processing. A Club may request a packet of materials from the National Office with instructions for completing a paper Renewal Packet. In addition to the instructions for completing the report there will be pre- printed membership applications for the current Pony Club members, CM application, List of Officers, Sponsors List, year-end questionnaires which always includes the non-renewing member questionnaire, but may also cover other topics, Life Membership flyer, payment summary form, Annual Fund information and any other information pertinent to what is going on in Pony Club at the current time. There will be an additional fee for this service. RS Annual report on Clubs The RS will complete a report on each Club located in the Region. The report will include the recommendation for the status of the Club for the coming year. Status will include:
DC-CA Guide – revised March 2014 74 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Regional Provisional Status Regional Provisional Status is a tool which can be used by an RS any time there is a concern that a Club is not operating in full compliance with USPC’s mission, By-laws, Policies, Rules, etc.; the Club is not following the SOP through their instruction program; or the Club is in some other way failing to appropriately operate as an active Club (e.g. lack of appropriate communication). Regional Provisional Status is not intended to be punitive, but rather away in which the RS can outline very specific concerns, as well as offer suggestions for regaining compliance. This is done within a specific time frame, with a specific review process and with a clear pathway of communication to the RS or designated Regional Official. Regional Provisional Status generally lasts for 6 months to 1 year, depending upon the issues, and during which time, all members of the Club are able to fully participate. It is in some ways like a required mentoring process, and in fact, some RSs place all new Clubs and Centers on Regional Provisional Status, just to help them get off to a good start.
An RS has the authority to discontinue a Club, but will make every effort to keep a Club healthy and active. Thus Regional Provisional Status is a good thing, as it may help to rejuvenate a Club in trouble!
DC-CA Guide – revised March 2014 75 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Discontinuation Once all avenues of keeping the Club active and healthy have been exhausted, without positive results, the RS will have to make the decision to officially close the Club. The RS, after discussion with the DC, will recommend discontinuation to the Vice President for Regional Administration (VPRA) for action at the next meeting of the Board of Governors. If there are Sponsors of the Club, a meeting needs to be held to vote to discontinue the Club. The minutes of the meeting must be sent to the National Office and to the RS. If there are no remaining sponsors, the existing officers should indicate such on the final reports and written request for discontinuation. Written minutes and financial reports, signed by the existing Club Officers, must be sent to the Regional Supervisor and the National Office. Disposition of assets must be completed. A division of assets between remaining members and/or sponsors is illegal. Section 6.2 of the Club By-laws says that “assets shall be transferred by the VPRA, after conferring with the RS, to a Region or another Registered Club, or any other Corporation having a 501(c)(3) or like designation as provided in the Internal Revenue Code of the United States.” The RS will facilitate the transfer of any remaining members to another Club.
Once a Club is discontinued, it cannot be reactivated. All of its assets are reallocated. Should the members wish to reactivate, they will have to establish a brand new Pony Club, including paying the start up fee and applying for a new EIN.
Becoming a Riding Center A Registered Club cannot become a Riding Center Program. The Club can determine that it would like to be discontinued, perhaps due to lack of leadership or membership. In those cases the Club must follow the steps as noted above. If there is someone involved with the Club, or in the general vicinity of the Club, who is interested in starting a Riding Center Program, then that person or persons must contact the National Office to initiate the process for becoming a Riding Center. This would be separate from the Club and will require the initial start up fee for Riding Center Programs.
Any individual(s) who wishes to offer the Pony Club program at their riding facility must contact the National Office and follow the procedures for recognition to be a recognized Pony Club Riding Center Program.
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Club Policies Club policies shall describe the standard criteria and processes for the management of the operations and activities of the Club. . The DC, or a committee designated by the DC, shall be responsible for drafting initial policies to present to the Current Sponsors of Record. . Sponsors shall review all policies and amendments and vote to adopt, amend or reject them. . Policies do not become effective until they have been adopted by the sponsors and put forward to the RS for approval, subject to review by the VPRA. . Any officer or sponsor may propose an amendment to a policy. . Policies should be reviewed on a regular basis and amended as necessary.
It is a good practice to communicate Club policies to all sponsors, parents and members annually. This lessens the chance for misunderstanding.
Writing Your Club Policies
Basic Guides for writing policies: . Keep policies clear so that anyone who reads them will have a clear picture of how the Club is managed. . Policies must be enforceable. . Be cautious not to make the policies so rigid that nothing can be done without a sponsors’ vote. . DO NOT BOX YOURSELF INTO A CORNER. Allow some flexibility for extenuating circumstances. . Avoid the tendency to write a policy for everything; you really do not want the Club to be so "regulated". . Always use words that are decisive, such as shall, must or will. Avoid words, which allow a choice, such as may, can or should.
You will find two valuable tools on the Pony Club website that will help you as your Club develops Policies. From the home page use the Resource tab and in the drop down menu select DC Resources. On the next page select Club Policies and you will find links to a guide for writing Policies and a template that you can use for your Club Policies.
Keep Policies to policy! Remove all other information that you wish to share with your members/parents/sponsors and put that information in a separate Club Handbook or Best Practice Handbook.
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Required Policy The By-laws of Registered Clubs require that every Club develop certain policies as follows: 1. 5.1(a) Funds: Have a policy that details income, expenses and assets by categories. 2. 2.2(c) – Additional Officers: If the Club has any officers other than those listed in the By-laws, the responsibilities of this/these position(s) must be defined. 3. 2.3 Terms of Office – All terms are for 1 year but the Club may determine to limit the number of consecutive terms. o Give careful thought to limiting terms of an Officer as it is sometimes difficult to identify leadership. If someone is doing a good job in their respective position and they are willing to continue on, then the Club Sponsors may wish to recommend they stay in their position. o Remember that there is an election process that takes place each year at the Annual Meeting of Sponsors and this is the opportunity for Club Sponsors to replace an officer if they are not happy with their performance in this role.
Additional Policies to consider . Financial (in addition to the required Policy noted above): • Which, if any, of the DC's expenses are paid by the Club. (Such as the CM fee, travel to USPC Annual Meeting, etc.) • Club dues - Suggest that you do not put in a dollar amount so that the Policy does not need to be changed if dues are changed. A statement that the Club dues will be set each year by the sponsors at the Annual Meeting of Sponsors or some similar statement is sufficient. • Establish any other categories such as "Friends" or "Patrons" and define their duties and rights. • Define process for reimbursement of expenses for Club activities. . Record Retention Policy: • Address document retention and eliminate accidental destruction. Refer to Appendix M of this Guide for guidelines. . Expectations of Parents: • Parent expectations cannot in any way impact membership of their child. . Tests (cannot require rally participation for test eligibility): • Eligibility to test - must be in accordance with the SOP for each certificate and certification level. • Certificate and certification application and process. . Rally: • Eligibility for rally participation in situations where the Club pays rally entry fees. (Rally entry packet states the criteria for participation in a rally.) • Team Selection. . Instruction Program: • RSVP - State whether or not an RSVP is required. o If there is a separate lesson fee, whether or not a member is committed to pay once they respond in the affirmative to the RSVP. {return to preface} DC-CA Guide – revised March 2014 78 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Financial Management Please refer to Appendix L for more details on Club Financial Management.
USPC By-laws of Registered Clubs 5.3 establish the fiscal year for all registered Clubs as January 1-December 31.
Annual Financial Plan (Budget)
Why create a budget Besides being good sense, the By-laws of Registered Clubs require that the DC present an annual financial plan to the sponsors at the Annual Meeting of Sponsors. Many of us are challenged when it comes to developing and then applying a budget. As the leader of the Club you assume financial responsibility for the solvency of the Club. This is a big responsibility and it is very important that people know how the Club's money will be spent. It is the responsibility of the DC, with assistance from the Treasurer, to develop a reasonable financial plan each year.
Developing a budget When developing a budget you are basically making an educated projection of those sources of revenue that the Club can expect and how those revenues will be expended. Another way to state this is that you will be developing a projected profit and loss statement. To develop a fairly realistic projected budget one must have the supporting cash flow statement and balance sheet of the banking accounts of the Club. These will show how the money was actually spent in the present year and will help you to decide how to plan the financial picture of the Club for the coming year. Your Treasurer will be able to assist you by providing you with a copy of the most current cash flow statement and balance sheet.
Your Club should have a policy that defines the categories of income, expenses and assets and this will be the framework or outline for your budget. Refer to By-laws of Registered Clubs 5.1(a).
Don't forget to factor in expenses that may be incurred by the DC or parents/sponsors for out- of-pocket expenses for a Club activity.
DC-CA Guide – revised March 2014 79 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Working with the Treasurer
Consider using a published software program such as Quicken or QuickBooks for Club book keeping records.
Cooperation By working with the Treasurer, the DC is able to fully oversee all financial activity in the Club. You may want to ask the Treasurer to provide you with a monthly report as well as copies of the monthly bank statements so that you are kept fully abreast of all financial matters. Club funds and accounts should only be used for official business of the Club. Clubs should use appropriate and sufficient financial practices, policies and processes to enable the Club Treasurer to accurately account for all income and expenditures of the Club. All disbursements should have accompanying receipts, contracts or internal “Check Requests,” “Refunds Request,” or “Reimbursement Request” forms for tracking of expenses prior to disbursement. Refer to Appendix L of this Guide for sample forms. Appropriate and sufficient documentation should be retained, organized and maintained by the Club Treasurer to meet internal Club, USPC and IRS reporting needs. The DC should maintain oversight over all financial transactions. Sponsors’ Meetings The Club Treasurer shall prepare a financial report for EACH Sponsor’s Meeting. This should detail income and expenses for the year-to-date by categories established in Club policy. Sponsors and parents need to feel part of the picture – understanding the income and expenses involved in running the Club – so they know where their dues and donations go. Annual Financial Report At the end of the fiscal year, the Treasurer prepares a financial statement called the Summary of Cash Receipts and Disbursements that discloses fully the source and utilization of all funds obtained and disbursed during the past year. As part of the Group Tax-Exempt Status, granted by the IRS, the USPC must obtain annual financial statements from all Clubs and Regions. Clubs that do not submit these records may be permanently discontinued. The USPC form (Summary of Cash Receipts and Disbursements Form) may be used, or a similar Balance Sheet and Income Statement from a computerized accounting program may be substituted. The DC and Treasurer should review these reports together. These must be sent to the RS and to USPC by February 15 of each year.
As a fiscal best practice for non-profits, all Clubs are expected to complete a peer review/audit annually for large Clubs and biannually for small Clubs AND at any time there is a new DC or Club Treasurer. For complete information about conducting this review/audit, please see the Treasurer Resource page on the website.
Checking Accounts The Club Treasurer, DC and perhaps one Jt-DC (designated by the DC) should be signatories on the Club’s bank accounts.
DC-CA Guide – revised March 2014 80 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club . The Club should establish in policy, a threshold amount over which both signatures are required (i.e., expenses over $100). . All checks should be sent directly to the Treasurer or collected by individual event organizers, compiled, documented and then sent together to the Treasurer for depositing to the appropriate accounts. . All account deposits should be made by the Club Treasurer within 30 days of receipt and documented with detailed breakdowns of the sources of funds.
A Club may wish to consider two or more checking accounts: one for ordinary Club expenditures and another for a major event, such as hosting a rally or horse show.
Refunds and Reimbursements Refunds . It is important to establish "Refund Policies" within the Club. The DC should have sole discretion on the optional payment of all refunds and may approve refunds of any portion of the requested amount.
USPC does not refund National dues.
Reimbursements
. Develop Club policies that define the criteria for reimbursable expenses. . Develop a way to track expenses prior to disbursement, i.e., “Check Request,” “Refund Request,” or “Reimbursement Request.” Review these methods of requesting and honoring reimbursement annually. Refer to the Appendix L of this Guide for sample forms. No account signatory should sign a check payable to him/herself unless preceded and documented with a “Reimbursement Request” approved and signed by another Club Officer. . Clubs may want to consider reimbursing the DC, and others, for expenses directly related to the business of the Club, subject to the restrictions and limitations of USPC Policies. Club Sponsors must have determined before an expense is incurred, that reimbursement is important to the Club in accomplishment of its goal.
DC-CA Guide – revised March 2014 81 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Maintaining Non-Profit Status Registered Clubs must maintain the non-profit corporation status of the United States Pony Clubs, Inc., as defined in Section 501(c)(3) of the IRS Code or similar provisions of any future law. Each new Club should obtain an Employer Identification Number (EIN) and comply with all other legal requirements imposed on IRS Code Section 501(c)(3) designated corporations. New Clubs must provide a copy of their EIN assignment to the National Office within 30 days of registering. The Treasurer is responsible for compliance with all IRS financial requirements. There are several things that would jeopardize the 501(c)(3) status of the Club, which include: . Failure to comply with the required paperwork requirements as noted in the following table. . Failure to file form 990 for three consecutive years. . Activities that are political in nature. . Activities that are considered as lobbying. . Activities that will substantially benefit the private interest of any individual or organization. . Inurement - No part of an organization's net earnings may inure to the benefit of a private shareholder or individual. This means that a 501(c)(3) organization is prohibited from allowing its income or assets to accrue to insiders. The prohibition of inurement is absolute. Any amount may jeopardize the 501(c)(3) status of the organization. . Accepting inappropriate donations as tax write-offs to the donor. {return to treas.}
Maintaining Club Records Many Club leaders have asked how long they must keep records and which records must they keep. Computers and electronic documents have significantly changed what hard copy records needed to be kept. Electronic record keeping has reduced the size of Club files. Appendix M of this Guide has a table that shows which records to keep in Club files, how long the records must be kept and which records can be discarded. A good rule to follow is, when there is any doubt about a record, contact your RS or Regional Administration at the National Office to ask about the need to keep a particular record.
Discount on Technology For more information on how to obtain discounted software and hardware to run your Club, see the Tech Soup Program in Chapter 5.
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IRS Paperwork
Required by the IRS Registered Clubs must follow these instructions to satisfy the USPC group tax exemption. Paperwork Requirements Deadline for completion Annual Summary of cash receipts . Required annually of all Clubs and Regions. February 15th of each year and disbursements . Form can be found on Pony Club website forms page under "C" for Cash Disbursements. . If using a computerized accounting program may be submitted as an Income Statement and Balance Sheet. . Send to USPC and kept on file for presentation to the IRS if needed or requested. IRS E postcard (990-N) - those . Log on to the IRS website at http://www.irs.gov and follow directions May 15 of each year Clubs/Regions with gross receipts for completing the 990-N. of less than $50,000 . Must know your Club EIN to complete this form. This can be found at the back of the Pony Club Annual Directory. . Use USPC 's group exemption #(GEN) 3887. IRS 990 or 990-EZ - those . Form can be downloaded from the IRS website at http://www.irs.gov May 15 of each year Clubs/Regions with gross receipts of $50,000 or more
W-9 Form • A signed W-9 Form should be collected for any and all individuals that you January of each year anticipate paying at least $600 in a calendar year. IRS 1099-Misc . This form must be filed with the IRS for all individuals that are paid January 31 of each year $600 in a calendar year. Payment is for services only and not reimbursable expenses such as travel. . The completed 1099-Misc shall be given to the person named on the form (keep 2 copies). IRS 1096 Summary Form . Copy of the 1099-Misc and the Summary Form 1096 shall be sent February 28 of each year to the IRS. . For information on the 1099-Misc and the 1096 Summary use this link http://www.irs.gov (forms must be ordered). {return to dc resp.}
Visit the IRS website, for more information about tax-exempt 501(c)(3) organizations, or Email the Finance Manager at [email protected] with any questions you may have.
Use of tax-exempt status may be used only by the Club and is not intended for use by any other group or individual.
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Donations to Clubs Check carefully that charitable donations made to the Club, in the form of products or services, are handled properly. The tax-exempt status of the Club may be endangered by unknowingly accepting inappropriate donations as tax write-offs to the donor, by improper acknowledgement or improper disposition of donations. Check out the IRS website, Publication # 526, Charitable Contributions for more information. If the donor wishes to claim this deduction on taxes you must provide a letter that states the amount of the donation. However any donation, no matter how large or small, should receive a written thank you. Refer to the sample letters for donations on the Pony Club website DC Resource page and then select Club Finances/Fundraising.
Donation of a Horse/Pony While the donation of a horse or pony to a Club is a very generous offer, do not accept the offer without first giving a lot of consideration to a number of factors. In addition to the IRS regulations, careful consideration should be given to: . Where the horse/pony will be kept and at whose expense? . Should the horse be insured and if so who should pay for it? . If the horse/pony is leased what happens when the lease ends? . What if the horse/pony runs up large vet bills? . What if the horse/pony becomes unusable? Read the document on Donation of a Horse or Pony found on the Pony Club website DC Resource page for Club Finances/Fundraising.
Consult with an experienced tax accountant before accepting the donation of a horse or pony.
Member Accounts In the past some Clubs had established individual accounts for each member for the purpose of tracking any money that the member may have "earned" through teaching at Club meetings or participation in a Club fundraising activity. The IRS does not allow this practice with the concern that the organization may be operating with a few private interests rather than for the benefit of all. Registered Clubs are expressly forbidden to set up individual accounts for each member, even if this is just a matter of bookkeeping and the money is all in the Club's general account. All money taken into the Club treasury must be used for the general operation of the Club and made available to all members of the Club. The only exception to this might be Club "special awards" discussed below. To read more on the topic of member accounts, go to the Resources tab on the Pony Club website and click on Fundraising.
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Club Special Awards
Clubs are bound by the IRS definition of a scholarship: an amount paid to a student at an eligible educational institution for the purpose of study.
Your Club may want to establish scholarships but it is not likely that a Club scholarship would meet the IRS definition. Finding a way to support members as they strive for a particular goal, such as taking an upper level certification or competing at the USPC Championships, becomes more of a challenge and you will have to be creative. One way that you can put in place programs that support your members is to offer "Special Awards ". These "Special Awards" are similar to scholarships in that the recipient must apply and there are specific stated eligibility criteria. There must be a policy that defines the structure of the award and criteria for receiving monies associated with this award. It may be that a percentage of money raised at each fundraising event is earmarked for each "Special Award" with the remaining money that was raised being placed into the general operating fund. These "Special Awards" qualify as taxable income for the individual receiving the award. If the amount were over $600 your Club would have to provide a 1099-MISC at the end of the year to the recipient of the award.
There should be an application form and procedure with stated deadlines for submitting application. Criteria for eligibility for such awards must be clearly stated in this policy. The DC and a designated committee shall be responsible for reviewing all applications and determining the recipient(s). It may be that the fund will allow more than one award in a given year dependent on the success of fundraising activities and dependent on how the fund is structured and what is defined in the policy.
Before establishing a "Special Award" the DC should appoint an Ad Hoc Committee composed of interested parents/sponsors for the purpose of exploring this concept in detail. This committee should report back to the DC with their findings and their recommendations. O nce this committee has given their report it should be dissolved. The committee report should provide a good base for the development of a written policy that defines a "Special Award,” its use and the eligibility criteria. It is strongly advised that before establishing a "Special Award," you check with the USPC Finance Manager to be sure that this will in no way effect the tax-exempt status of the USPC.
{return to ch. 4}
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Chapter 9 The Registered Club
Fundraising
Before undertaking a fundraising activity there are several things that you need to know:
. What types of programs do you want to offer to your members? . How much money is needed to offer these programs? . How much is brought in by Club dues? . What other sources of revenue are in place? . Who is the prospective audience for fundraisers? . Who is committed to helping with fundraisers? Will they follow through?
Once you have answered these questions you will have a better idea of how much money you need to raise and who will be available to help you in planning, organizing and carrying out the fundraising activity.
Choosing an Event
. Make it simple, keep it fun, involve the members and streamline the time involved. There are many different types of fundraising activities that you can plan for your Club. . Remember to get the Special Event Insurance if your fundraiser will involve non-Pony Club Members and horses, such as a horse show.
NOTE: Depending on the type of fundraising activity, a seller’s permit may be required, and sales and/or use tax collection and reporting may be required in your state. Please check with your state’s Department of Revenue if you have any questions.
Funds raised must be for the benefit of all members of the Club, other than any monies that may be put into a "Special Awards Fund". Clubs cannot:
. Make accessing funds raised related to the number of hours a member or member's parents worked at the activity. . Require a specified number of hours worked, by the member or the parents', the number of sponsors raised by a member or a fee to be paid in lieu of such as a requirement for accessing funds raised. . Participation in fundraising activities cannot effect member's participation in Club activities or the testing eligibility of a member. . Raise funds designated for one individual. . Allow a parent to work at a fundraising activity in exchange for something such as dues, certificate application fee, clinic entry fees. The IRS views this as a form of "income" for the individual even though no money has changed hands. • The underlying philosophy is that the parent works the fundraiser for the good of the group and not for some self-serving reason. {return to ch. 1}
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USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 9 The Registered Club Promoting your Club - Toot your own Horn!! Finding new members can be time consuming but also very rewarding. New members are what will keep a Club alive and vibrant. Your Club may have a Membership Chairman who should be actively involved in ways to promote your Club and attract new members. Involving current members makes a good impression on those who are interested in the Pony Club program as they see the benefits the members have gained.
Pony Club has created a multitude of materials that can be used to promote your Club. This includes fill in the blank press releases, flyers, posters, articles and brochures. They can all be found on the Pony Club website on the Forms page under “P” for Promote Your Club.
Promoting your Club and having membership drives may just be one of the most important things that you can do to keep your Club healthy. Plan an open house using the materials on the Pony Club website but specifically the Membership Drive Guide under the Resources tab, then DC Resources, then Promotional Materials. Create handout packets that tell about Pony Club and your Club. Have members involved and dressed in Club colors. It is very impressive to have a 15 or 16-year-old talk with confidence and poise about all that Pony Club has done for them! Your members are your best advertisement. Take every opportunity that you can to get your Club in the news. Send news bulletins reporting on member certificate and certifications achievements of competitive accomplishments, in or out of Pony Club. The more your Club's name is out to the public the more people will be aware that you exist and may have an interest in joining your Club. Remember to check with members and their parent/guardian to make sure that they have no objections to use of their child's name or photo in the paper or other public media and be sure to follow safety guidelines outlined in Chapter 4 of this Guide, under Websites. You are entitled to 50 free brochures from USPC each year, which can be used to help you in promoting your Club. In addition, copies of old editions of the Pony Club News are available as well. To request any of these materials contact the Marketing and Communications Director at USPC at: [email protected]
{return to ch.1}
Conflict Management Conflict is defined by Webster's as competitive or opposing actions of incompatibles; antagonistic state or action. When we hear the word "conflict" we immediately think of something that is negative and we become uncomfortable. Conflict does not have to be uncomfortable and the ability to discuss divergent views is important to keep conflict from being negative. Anytime you have a group of people working together for the same means, it is likely that there will be conflict at some point. As the Club leader, it falls upon you to keep conflict from invading the group and causing discomfort and becoming so pervasive that the group can no longer function. Rarely does conflict resolve on its own and it must be addressed before it become invasive. Refer to Appendix G of this Guide for some tips on handling conflict. {return to ch. 5}
DC-CA Guide – revised March 2014 87 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 10 The Riding Center Program Chapter 10: Riding Center Program
Definition The Pony Club Riding Center Program is one of a contractual agreement between the USPC and an independent equestrian facility/barn that provides a non-exclusive license allowing the facility to offer the Pony Club program to its eligible clients. An eligible client is one that has been accepted by the facility as a client and who meets all of the requirements of the USPC and Regional By-laws and Policies. Becoming a member of the Pony Club is not a vested right. There is no requirement for owning a horse, tack or a trailer. The Pony Club Riding Center Program provides group instruction and interaction with peers of similar interests. Members of the Riding Center Program join the Pony Club National Organization and benefit from all privileges of membership. A Pony Club Riding Center is committed to teach and test to the Pony Club Standards of Proficiency, and its members progress at their own rate to become well-rounded equestrians. The Riding Center Program affords members with the opportunity to participate in group activities with members of Riding Center Programs and Registered Clubs at the local, Regional and National level. Like Registered Clubs, Riding Center Programs are assigned to a USPC region for the purpose of activities, guidance and program administration Refer to USPC Policy 0115 Pony Club Riding Center Program.
Commonly used Terms
Eligible Client An eligible client is one that has been accepted by the facility as a client and who meets all of the requirements of the USPC and Regional By-laws and policies. Becoming a member of Pony Club is not a vested right. Refer to By-laws of the USPC Article 8.6(a).
Riding Center Program More commonly shortened to Riding Center or Center. This refers to the Pony Club program that is offered at that facility. The Riding Center Program is just one of the "services" that the facility may offer to eligible clients.
Facility Refers to business that has entered into the Contract Agreement with USPC and more commonly to the barn or stable at which the program is offered.
Facility Owner Refers to the person(s) who owns the property. The Facility Owner might have no involvement or role in the Riding Center Program.
DC-CA Guide – revised March 2014 88 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 10 The Riding Center Program Facility Operator The Facility Operator is the person(s) that runs the business, desires to offer the Pony Club program through this business and is the one who signs the contract agreement with USPC. The Facility Operator may also be the Facility Owner or could be an individual that has leased the property from the Facility Owner for the purpose of running an equestrian related business.
Center Administrator (CA) The CA is the person responsible for the administration and delivery of the Pony Club program offered at the facility. The CA may also be the Facility Owner and/or the Facility Operator.
The Contract Agreement The "Contract Agreement", hereinafter the "Agreement" is referred to as an "evergreen contract" which is one that is automatically renewed each year upon payment of the designated annual fee by the stated deadline, unless there is reason to make modifications or cause to terminate the agreement. Each facility is required to obtain and maintain throughout the term of the "Agreement", at their own cost, a policy of commercial general liability insurance naming USPC as an insured as per the specifics of the "Agreement". The RS will provide input as to the recommended status of each Riding Center Program in the fall of each year. Within this chapter, refer to, RS Annual Report on Centers for more information.
The Facility Operator(s) The Facility Operator is the person(s) that runs the business, desires to offer the Pony Club program through this business and the one who signs the contract agreement with USPC. The Facility Operator may also be the Facility Owner or could be an individual that has leased the property from the Facility Owner for the purpose of running an equestrian related business.
Duties & Responsibilities of the Facility Operator To the Center To the Region To USPC . As per the duties of the CA if . As per the duties of the CA if . Sign and submit the Contract functioning in that capacity. functioning in that capacity Agreement by stated deadlines. . Submit proof of required additional liability insurance naming USPC. . Submit a signed Center Contact List appointing the CA and any ACAs for each year of the contract agreement. . Submit a new Center Contact List if there are changes in the CA or the ACA during the year.
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The Center Administrator The Center Administrator (CA) is the individual responsible for the administration and delivery of the Pony Club program within a facility. It is highly likely the CA has other duties/responsibilities at the facility. Every Riding Center program must have a designated CA. The CA: . Is appointed by the Facility Operator and may or may not be one and the same. . Must be a Corporate Member (CM) of the USPC. . Must satisfactorily complete a background check prior to acting in the capacity of the CA. Refer to Policy 3010 and its attachment for more information on the Administration of the Riding Center Program and the duties of the CA.
Duties/Responsibilities of the CA To the Center To the Region To USPC . Chief Administrator. . Meet all requests for information by . Ensure the membership applications . Instructional Coordinator responsible stated deadlines. and dues are submitted to the USPC for development & implementation of . Attend Regional Council Meetings or National Office immediately upon the yearly Basic Instruction Plan (BIP) appoint a delegate to attend in your receipt. for D-1 to C-2 using the SOP as the absence. . Ensure all required steps are followed base. . Maintain frequent communication and forms are submitted to ensure . Liaison between the Center and the with the RS. insurance coverage for Center USPC, the Region, neighboring . Copy RS on Center calendars, rosters, activities. Center(s) and Registered Clubs. newsletters, group emails and invite . Comply with requests for information . Communicate information from the RS to join any electronic form of and submit required reports to USPC USPC and the Region to Center communication used by the Center. by stated deadlines. Members. . Communicate information from the . Must be a Corporate Member of . Clarify the Riding Center Program's Region to Center Members. USPC, renewable each year with the expectations for the members and . Attend Regional clinics set up for annual report packet. encourages them to set appropriate volunteer development: Instructors, . Favorably complete a background goals for themselves and aid them in Standards & Certifications, Horse check, Youth Protection Module, their progress. Management, leadership training. Concussion and Heat Illness . Ensure safety is always foremost and . Attend Regional rallies and ensure that Modules prior to assuming the proper adult supervision is in place for your Center's obligations at Regional duties of the CA and periodically all Center Pony Club activities. rallies are fulfilled. thereafter as required by Policy. . Attend activities held away from the . Ensure that Center obligations to the . Assist the Facility Operator in Center whenever possible. Region are fulfilled. completing the Annual Report packet . Ensure each member has appropriate . Provide copy of all reports to the by stated deadlines. materials, study materials and current Region. Standards and test sheets for his/her . Update the Center Contact list if there next certificate or certification level. are changes or additions to any "key . Organize tests for D-1 to C-2 levels, as volunteers" that will have cause to needed, but recommended at least communicate with the National Office. twice a year and more frequently as may be needed. . Provide members the opportunities for peer teaching and mentoring.
DC-CA Guide – revised March 2014 90 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 10 The Riding Center Program To the Center To the Region To USPC information and resources to older and upper level Pony Club Members (C-2 and up) who are preparing for HB, C-3, B, H, HA and A certifications. . Provide access to competitive opportunities for Pony Club Members. . Implements the policies and programs of the USPC Board of Governors and of the Region for all Pony Club activities.
Assistant CA The administration of the Pony Club program can be time consuming, especially since the CA most likely has other responsibilities to the facility outside of the Pony Club program. The Facility Operator may decide that the CA needs some assistance in the administration of the Pony Club program and as such may appoint an individual to serve as an Assistant Center Administrator (ACA). This person may be another staff member, a parent, or other adult volunteer who will assist the CA as directed. The ACA is an optional position and is appointed by the Facility Operator. The ACA may serve in the absence of the CA. The ACA: . Is appointed by the Facility Operator. . Must be a Corporate Member (CM) of the USPC. . Must satisfactorily complete a background check prior to acting in the capacity of the ACA.
Volunteers Some CAs welcome the assistance of others in carrying the load of managing and implementing the Pony Club program and the many associated tasks. The CA often has duties in addition to those related to the Pony Club program and finds that volunteers are a valuable asset. If you feel that you could use assistance in completing your duties as the CA, look to parents, members and others who have expressed an interest in the Pony Club program to find your volunteers. Develop a list of those tasks that can be completed by a volunteer and have brief job descriptions that outline the expectations of the volunteer so that they will have a clear understanding of what they will be asked to do. Remember that using a volunteer may serve to relieve some of the burden placed on the CA in completing all the tasks involved in administering the Pony Club program but it does not relieve the CA of the responsibility. Refer to Chapter 9 in this Guide for more information on Volunteers. There are also articles about recruiting volunteers on the Pony Club website.
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Facility Contact List The Facility Operator is required to sign a Facility Contact List that names the CA and any Assistant CA that may be appointed and submit this with the "Agreement". Any volunteers who have been authorized to serve in a capacity that will have a regular contact and ongoing communication with USPC and/or the Region should also be noted on the Contact List. A new Contact List, signed by the Facility Operator must be submitted to USPC and copied to the Region any time there is a change in the CA or ACA, if one has been appointed. The CA can submit an updated Contact List if there is a change in a key volunteer as the Facility Operator does not necessarily appoint volunteers, and a Riding Center Program may or may not use volunteers to assist them in completing tasks associated with the Pony Club program. Remember to submit a Facility Contact List if a volunteer will be in communication with USPC or the Region on a regular basis (i.e.; Membership Coordinator who submits Membership Applications and dues). This can be done by either the Facility Operator or the CA.
Policies USPC is very sensitive to the need of avoiding interference with the operation of a private business but recognizes that there are policies to which all Pony Club programs must adhere, including those programs that are administered in a private facility. The signed contract agreement specifies that each Riding Center Program must adhere to all USPC and Regional By-laws and policies for the Pony Club program only. It is not intended that these policies apply to any other aspects of the facility's business. It is the responsibility of the Facility Operator and/or the CA to be familiar with applicable By-laws and polices as they may pertain to the Pony Club program. The policies can be found on the Pony Club website using the "About US" tab on the home page and then selecting Policies from the drop down menu.
Denying/Revoking Membership of Participating Youth Member Pony Club Members join USPC through a Registered Club or a Riding Center Program. Facilities that offer a Riding Center Program are at liberty to decide that they will no longer serve a member of that program and decline renewal of the membership or notify the member that they are no longer an "eligible client" of that facility, and as such are no longer able to participate in the Riding Center Program that is offered at said facility. This decision is one of the facility, and the USPC has no authority or control over the decision of this facility. It must be understood that such a decision does not revoke the USPC Membership for that individual. In such situations, the Participating Member may transfer membership to another Riding Center Program or Registered Club provided the member is accepted by the Facility Operator as an eligible client or the DC of the Registered Club. In situations where a Facility Operator or CA has concerns about a member's behavior, it is suggested that these concerns be shared with the RS who will determine need for any further action. If the RS should determine that the USPC membership should be revoked this will be done in accordance with the By-laws of the USPC, Article 8.6(b).
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Promoting your Riding Center Program The Pony Club program is well known to many in the equestrian world and you should be honored to be able to offer such a program to your clients. The program may be a way for you to promote your business in the community and attract new clients. Pony Club has a lot of information that has been created for the purpose of promoting the program. This information is available for your use and can be found on the Pony Club website by going to the Forms page and then select "P" for PR. You are entitled to 50 free brochures from USPC each year that can be used to help you in promoting your program. In addition, back issues of the Pony Club News are available as well. To request any of these materials contact the Marketing and Communications Director at USPC at: [email protected]
Fundraising and your Riding Center Program A fundraising endeavor can be run by any Center to raise funds for its own benefit & operations. Examples would be a for-profit horse show or camp. The participants in the fundraiser pay a fee to participate that helps the Center cover the expenses of the activity and may also provide a profit to the Center. Any fees paid to the Center are not tax deductible as a charitable expense to the donor/participant. Sometimes a fundraiser is run “as a benefit for” another organization, which usually is a non-profit. An example would be a 5k run which is a benefit for the local humane society. Profits from the activity would be forwarded to the non-profit after the expenses of the activity were paid. A center could run a fundraiser and it could be a benefit for USPC, their USPC Region, another local club or another local charity—meaning, the profits of the fundraiser would pass through to another entity. However, these fees are still not tax-deductible to the donor because the funds were not donated directly to a qualified charitable organization. The only donor who would be eligible for a tax donation letter from the charity in this case would be the center. The “as a benefit” part merely serves as a message to the public about the intentional use of some part of any profits that might be made by the fundraiser. Centers may use “recognized Pony Club Riding Center” as part of their advertising and promotion. However, we need to caution centers against using this terminology in any way that might mislead donors into thinking their donations/entries/dues would be tax-deductible. This is clearly spelled out in the contract agreement under “Status of Parties” which specifically prohibits a Center from making statements that infer tax-exempt status associated with being a USPC Riding Center or statements which infer that any money given to the Center will entitle the donor to a tax exemption. The IRS regulations on this have been significantly beefed up in the past few years so that you MUST have a written acknowledgement from the tax exempt organization in order to be able to claim any charitable contribution on your Schedule A Itemized Deductions, and a USPC Center does not qualify to produce such a document unless it has independently obtained its own tax exempt status. {return to ch. 1}
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Becoming a Registered Club From time to time, situations change and a Riding Center Program may wish to become a Registered Club. It may be that the business is moving or closing but the parents have an interest in keeping a Pony Club program going for their children. In these situations the Facility Operator or an interested parent should contact the National Office to begin this process. All steps for the formation of a new Club will be followed which will include filing the Articles of Organization and paying the new Club fee.
Fees Paid to USPC and Regions by Members All fees payable to USPC and a Region for Participating Members who have joined Pony Club through the Riding Center Program may be collected from the member or member’s family via a personal check or by a Facility check. Centers must be careful to keep Pony Club Riding Center money separate from the general business funds.
{return to ch. 5}
Riding Center Annual Report Each year in the fall the CA will receive information in the early fall from the National Office that will contain instructions for renewing memberships online. If planning to renew by mail, hard copies of renewal applications will be sent upon request. In addition to renewal information, the CA will receive a CM application, a facility Contact List, year-end questionnaires which always includes the non-renewing member questionnaire, but may also cover other topics, Life Membership flyer, payment summary form, Annual Fund information and any other information pertinent to what is going on in Pony Club at the current time.
RS Annual report on Centers The RS will complete a report on each Riding Center Program located in the Region. The report will include the recommendation for the status of the Center for the coming year. Status will include:
DC-CA Guide – revised March 2014 94 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 10 The Riding Center Program . Renew the contract agreement. . Renew the contract agreement with Regional Provisional Status: • In situations that the RS has a concern that the Center is not operating in full compliance with the USPC's mission, Bylaws, Policies or Rules; not following the Standards of Proficiency through their instructional program; or is in some other way failing to appropriately operate as an active Center, the RS can place that Center on Regional Provisional Status. o Regional Provisional Status is not intended to be a punitive action but one that will serve to improve or strengthen the program. o Regional Provisional Status is in some ways like a required mentoring program, and in fact, some RSs place all new Centers on Regional Provisional Status to help them get off to a good start. • The RS will develop a written plan to outline the steps that will be taken to correct the concerns and work towards regaining compliance or strengthening the overall Pony Club program offered at the facility. It must be stressed that Regional Provisional Status and the written plan will refer only to the Pony Club program offered at the facility and no other aspects of their business. • Regional Provisional Status is done within a specific time frame, usually 6 months to 1 year • The written plan will specify a review process, and a clear pathway of communication to the RS or designated Regional official. • Members are able to fully participate in local, Regional and National activities during the Regional Provisional Status period. . Do not renew the contract agreement. {return to preface} {return to ch. 5} {return to rs rep.)
DC-CA Guide – revised March 2014 95 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 11 The Older Pony Club Member Chapter 11: The Older Pony Club Member
Recognizing Talents and Achievements In today's competitive environment it is highly likely that our Pony Club Members are actively involved in other organizations. It is likely that they excel in academics, athletics and other extra curricula activities. Our members are active members of their communities and have many activities that they are involved in. Many volunteer through community or church programs. Take the time to learn what your members are doing outside of Pony Club and outside of the equestrian community, you may be very surprised at what you learn. Use every opportunity to sing their praises when praise is due offering them congratulations and recognition for their accomplishments. Let them and everyone in the Club/Center know how proud you are of them. Ask them to share their experiences with other Club/Center Members, perhaps giving a short talk at the start or end of one of the Club/Center's regularly scheduled meetings, or a slide show of an exciting trip they took. Demonstrate a sincere interest in what your members are doing and do not hesitate to broadcast just how great you think they are!!
Corporate or Life Memberships are a nice way of thanking your older members for their contributions made to the Club/Center and are a good way to keep them connected with Pony Club.
Mentoring Programs
Some Club/Centers have found it very rewarding to have mentoring programs, which match an older, more experienced member with a newer member. In some cases the mentoring program involves the entire family in which the family of an older, more experienced member is matched with a new member and family. Recognizing that Pony Club can be overwhelming to the new member and their family with so many unfamiliar terms and with established routines and the often heard "Pony Club way"- the goal of a mentoring program is to allow the experience of the older member and family to assist the newer member and family as they start their Pony Club experience. Mentors answer questions that ease the "mystery" of the first few Pony Club meetings. Mentors are available to assist the new member as they prepare for their first Pony Club certificate. Mentoring programs give the older member a role in the Club/Center and helps to give more of a "welcome" and "family" type environment versus one that is competitive. Members often develop strong bonds and will remain close throughout the Pony Club experience and well after. {return to ch. 4}
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Goal Setting Club/Center leaders are encouraged to meet annually with members to discuss their goals for the coming year. Older members often have many demands placed on their time and sometimes feel they are pulled in multiple directions. As they advance in school, they will find it is expected that they be "well rounded" and have a multitude of activities to place on their college admission applications. It is very important that Pony Club leaders are sensitive to the demands that are placed on older members. Learning what their goals are for that year is important, as it may be that activities can be offered that will assist the member in accomplishing these goals. It may be that some of the Pony Club activities can serve to meet goals for other areas as well. Having some activities that are of interest to the older member will serve to keep them involved and coming to Club/ Center meetings. Taking the time to find out what their available time is will allow the Pony Club leader to be more sensitive to their specific needs and will result in a more active member. Refer also to Goal Setting, in Chapter 6 of this Guide.
Teaching Teaching is an excellent way to involve older members. They must teach as this is a requirement of the SOP starting at the C-1 level with some very basic, simple instruction. Many Clubs/Centers involve even the youngest of "Ds" to "teach" other, newer and less experienced members. Pony Club leaders must incorporate members into the teaching program and educate parents and others as to the value of members teaching members (peer-to-peer teaching). Teaching should be started gradually and sometimes done as team teaching where members pair together to present a topic with the gradual transition to more responsibility for teaching. Members start by teaching unmounted topics, advance to assisting instructors with mounted instruction to gradually teaching under the supervision of an instructor. Leaders should discuss teaching expectations with each member to determine their area of comfort and level of supervision needed. Written lesson plans should always be used and leaders should provide assistance to members as they learn to develop lesson plans. Every teaching session should end with a critique of the teaching session and words of encouragement. At no time should a member ever be left to teach without direct adult supervision. There are many different approaches to "teaching" members to teach. Talk to your older members to see what ideas they might have. Some might want a weekend clinic or retreat with an experienced clinician who will work with them to develop skills needed for effective teaching. These clinics are also great team builders and allow members to have time to get to know each other better in a non-competitive, more relaxed setting. Refer to Appendix H in this Guide for information on Teaching Progression.
When you are asking your members to teach, it is important to remember to "teach" your members how to teach. Pony Club Members need instruction on "how to teach" and to provide them with the opportunity to practice these skills under the supervision of an experienced instructor. Members must be taught the basics of running a lesson, developing a lesson plan and how to implement that plan. The Pony Club website has a lot of information related to teaching and you are encouraged to explore the website so that you know how to direct your members to the information that they need.
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Junior Boards Junior Boards provide youth members the opportunity to develop leadership skills and team skills. They provide a mechanism for youth members to be involved in the administration of the Club/Center or Region. Junior Boards can help to shape the program that is offered to members, take an active part in fundraising activities and organize activities for Club/Center Members. Junior Boards provide a "voice" for members to communicate to leaders what they liked or did not like, choice of instructors, what activities they would like to see made available. There are a number of different structures for Junior Boards. Boards should meet on a regular basis. Expectations of the Junior Board need to be stated clearly so that the members know what is expected of them. Other DCs/CAs are a good source of information as to what has worked for their Club/Center and what might be helpful to you as you strive to form your own Junior Board. Refer to Appendix I in this Guide for more information on Junior Boards. Upper Level Camps and Clinics Upper level camps and clinics are exclusive, usually to those members who are preparing for the HB/C-3 and up certifications. Often they are focused on the riding aspects of certifications but in many cases there is unmounted instruction as well. It is becoming more common to have "tracks" at the upper level camps or clinics specific to the HB and/or HA certifications as well as the riding components of certification levels. Instructors are often National Examiners who have an experienced eye to the SOP and can give camp/clinic participants critiquing as to how they compared to the SOP. Sometimes well-known clinicians with a focus on a specific discipline, such as Dressage, may be brought to the camp to give the participants instruction in their area of expertise. Professionals such as veterinarians, farriers and sports psychologists may be brought in to work with participants. While the emphasis is on learning, these camps/clinics provide the opportunity for social interaction between participants who often develop a special bond.
One of the benefits of upper level camps is participants in the camps may test at the same time and have the benefit of knowing each other. They are much less likely to feel a competiveness and more apt to work together at the test. In addition, it may be that they had the opportunity to ride each other's horse, which could be the "switch horse" that they are assigned to at the test.
Members must be reminded that feedback that they get from instructors at the camp is based on what is seen on that day, during that ride. It is not intended to tell a member they will or will not meet the standard at a coming test.
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Programs for Upper Level Member Meeting the needs of your upper level members (those certified HB or above) is as important as meeting the needs of the D-1 member, but offers a different set of challenges. It is often more difficult to identify and attract the resources needed to meet the needs of the upper level member, and Club/Centers with only one or two upper level members find it difficult to organize and sustain a program from such a small group. You may find it helpful to appoint an individual who can devote the time to plan a program and seek the resources that are needed to carry out such a program. It may be that efforts are best combined with neighboring Clubs/Centers who find themselves faced with the same challenge. Some Regions provide a program for all upper level members of that Region and offer clinics or camps. Neighboring Regions may invite members from other Regions to participate in their planned programs. Your RS is a good source of options that are available to members that are preparing for an upper level certification. It is your duty to do all possible to support your upper level members, particularly those who are pursuing a National level certification. Be sure that your Club/Center offers them the needed opportunity for teaching, that they have all materials needed for their certification level or inform them where they can get these materials. Be sure that they are aware of all deadlines so that any applications are submitted in a timely manner. At their goal setting meeting discuss their intentions for that year and what the Club/Center can do to assist them as they work towards these goals.
Opportunities in Pony Club For more information on any of the following programs go to the Pony Club website home page and using the tab for Opportunities select the desired topic from the drop down menu.
Be sure that your members are made aware of these opportunities by the time they reach their junior year of high school so that they are informed of available options.
College Scholarships Pony Club administers a number of college scholarship opportunities with new ones being added on a regular basis. Found on this same page of the Pony Club website is a list of colleges and schools that offer scholarships to Pony Club Members.
International Exchanges Pony Club offers several opportunities for older/upper level members to have an International Exchange (IE). These exchanges provide a once in a lifetime opportunity affording each participant a new cultural, educational and competitive team endeavor whether hosted in the US or abroad. Each team represents Pony Club and the US as ambassadors. Regular exchanges are scheduled in Games, Tetrathlon, Quiz and the Inter-Pacific exchange. There are also opportunities for exchanges in Foxhunting and Polocrosse. DC-CA Guide – revised March 2014 99 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 11 The Older Pony Club Member National Youth Congress (NYC) The Pony Club NYC was established in 1998 in order to recognize outstanding older Pony Club Members from all over the country and to bring them together for a program intended to expand their awareness of themselves and the rapidly changing external world into which they will soon graduate. The NYC experience includes workshops, mentoring and networking with members of the Academy of Achievement, a program to honor Pony Club Alums for their success and accomplishments in their chosen career. Each Region is allowed one delegate for the NYC. Delegates for the NYC must be nominated by their Club/Center to the Regional Supervisor and selected by the Regional Council.
National Youth Board (NYB) The NYB is a small group of 20 dedicated, older members of Pony Club, which function to increase communication between the organization's government and its member. NYB members provide input to the USPC Committees with a member's insight into different aspects of the organization as well as bringing forward ideas and proposals on topics that the NYB feels need further attention. Each Region is assigned to one of 10 areas and each of these areas is allowed to have 2 representatives on the NYB. Members of the NYB serve a two-year term with 10 of the 20 members rotating off the NYB each year. The Chair and Vice Chair of the NYB serve a two-year term as members of the USPC Board of Governors.
Visiting Instruction Program (VI) The VI program provides a unique opportunity for matching older and upper level members with Clubs, Centers or Regions that are looking for Pony Club knowledgeable instructors at an affordable price. Members must be at least 18 years of age, have a B or higher certification and have solid recommendations. This program provides members with an opportunity to gain more experience in teaching, travel to different parts of the country and meet many new friends and get paid a small fee for doing something that they love to do. Visiting Instructors are capable, and they are wonderful role models to those who participate in the camps that they teach.
Employment Opportunities Assisting older members with seeking employment is another way that you can show them that you are concerned and care. People in the community may contact you to ask if you can recommend someone to help them with barn chores and/or "horse and pet sitting” while they go out of town. Having a competent and knowledgeable Pony Club Member to take on these responsibilities is a comfort to them and having the recommendation of someone that they know and trust validates the recommendation. There are many "working student" positions available throughout the country and in a variety of disciplines. There are as many differences from one program to the next as there are available programs and it can be confusing. You can help your members as they work through the decision to apply for a specific working student program by helping them to come up with a list of questions to ask before they take a working student positions, such as:
DC-CA Guide – revised March 2014 100 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Chapter 11 The Older Pony Club Member . The specifics of the job duties. Is there a written "job description"? . What hours will he/she be expected to work? . Is there any compensation? (Be sure to note that earning income for some services may affect their amateur/professional status for open competitions). . How often will they receive instruction? . Can they bring their own horse, and if so what costs are associated? . Is there any travel involved? . Is room and board included? Where? . Is it necessary to have a vehicle?
Members who are Away at School When summer ends and school is back in session, many older Pony Club Members go away from home and would like to remain active in Pony Club activities during the school year, but it is also important that they feel they are still connected to their home Club/Center. There are several things that you can do to help our members maintain a connection to Pony Club when away at school. . Check the Pony Club Annual Directory to find the names and contact information for the DCs and CAs of any Clubs or Centers that are in close proximity to the member's school. Be sure to provide this information to your member. . Encourage your members to contact Clubs and Centers to make their presence and interest known to the DC or the CA. . Ask your members if they would object to you making contact with these same individuals to offer recommendations from you. Make every effort to keep your members who are away at school up to date with what has been going on back at home. If you do not have a website, blog or presence on Facebook or other social platform, you might want to send an email on a regular basis to all members who are away at school with news to keep them in touch. You can ask for a member to volunteer to take this on and they are likely to rise to the challenge and be quite creative. Don't forget: A Pony Club Member may participate in any Pony Club activity with the permission of the DC/CA, whether it is their home Club/Center or a Club/Center close to their school. Members may decide to participate as an invited guest, they might decide to transfer their membership to the other Club/Center or they might decide to have membership in both Clubs/Centers (dual membership). Refer to Membership in Chapter 4 of this Guide for information on these membership options.
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Writing a Letter of Recommendation Pony Club leaders and volunteers may be asked to write a letter of recommendation for college admission applications for a member. This is one of the most important and sometimes difficult things to do in light of the fact that many, or most college admission counselors know little about Pony Club. The challenge is to introduce Pony Club in a few well-chosen words and then to factually document the member’s progress and accomplishments over a sustained period of time. To do this, one needs information. Hopefully, your Club/ Center has good records that will provide you with the historical information of involvement for each member noting dates of certificates and certifications, competitions and other achievements. The actual letter can take many different formats and you should choose the one that you feel is most favorable in telling about this member. Avoid the use of too many adjectives and list documented accomplishments versus your personal feelings about this member. It is not necessary to repeat academic accomplishments in any detail such as grades, test scores or school extra- curricular activities as these will be well documented in school transcripts and recommendations for those who have been involved with the member's education. You may be asked to write a letter of recommendation for things other than a college application. The same general format and process can be followed. Refer to Appendix J in this Guide for more information on Letters of Recommendation.
It is a good idea to meet with the member to go over the draft and invite information from them that will help to strengthen the letter. This is a good time to find out what the member's career goals are and how their Pony Club experience might influence that choice and contribute to the success of the member in achieving this goal.
DC-CA Guide – revised March 2014 102 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix A Pony Club Acronyms Appendix A: Pony Club Acronyms Common Pony Club Acronyms AC - Activities Council; includes all committees that EC - Executive Committee; refers to the Officers of develop rulebooks and plan activities related the Board of Governors. to competition and horse sports. The Activites ES - Exceeds Standards; testing term. Council is under the purview of the Vice President of Activities (VPA) FI - Formal Inspection; inspection of the turnout of the horse and rider, most often at a rally. ACA – Assistant Center Administrator HM - Horse Management; refers to those aspects AHMJ - Assistant HM Judge; works under the related to care of the horse and unmounted Chief Horse Management Judge at a rally. education (longeing, bandaging). ASTM-SEI - American Society for Testing and HMJ - Horse Management Judge; evaluates Horse Materials/Safety Equipment Institute; All Management competition at a rally. helmets must meet the standards set by this group; SEI sticker must be in place in the HMO - Horse Management Organizer; elected by the helmet. Regional Council to assist the RIC in creating a balanced instructional program and ensuring BBP - Basic Balanced Position (seat). appropriate HM staffing for rallies. BIP - Basic Instruction Program (at the Club/Center IC - Instructional Council; refers to those level). committees of the USPC that develop the Board - Board of Governors; the policy setting body instructional programs, the standards of of the USPC. proficiency and testing. The IC is under the purview of the Vice President of Instruction CA - Center Administrator; the administrative and (VPI). instructional leader of Pony Club Riding Center Programs; an appointee of the facility owner. IMP - Incident Management Plan; readiness plan for natural disasters that might occur in your locale. CHMJ - Chief Horse Management Judge; the lead Horse Management Judge at a rally; must be on IO - Impartial Observer; ensures fairness during a the list of approved CHMJ for a rally to be a test. qualifying rally. JC - Joint Council; the melding of the Activities CIC - Club/Center Instructional Coordinator and Instruction Councils. responsible for the development and Jt-DC - Joint District Commissioner; implementation of Club or Center instructional Administrative Officer of a Registered Club program. who assists or stands in for the DC in his/her CM - Corporate Member; adult member of the absence. USPC; required for all Board, USPC LOO - List of Officers; form completed at the Club Administrative Officers (e.g., RS, VRS, DC, Jt- Annual meeting; submitted to RS and used for DC), CA, ACA, CHMJ, Committee members, appointment of DC and Jt-DC(s). National Examiners, Horsemasters. MS - Meets Standard; testing term DC - District Commissioner; Registered Club’s Administrative Officer. NE - National Examiner; conducts National level certification tests; must be on approved list of DNMS - Does not meet standard; testing term. examiners produced annually by the USPC EBTH - Everything but the Horse Rally, a horseless Testing Committee. rally. DC-CA Guide – revised March 2014 103 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix A Pony Club Acronyms NYB - National Youth Board; a small group of RIC - Regional Instructional Coordinator; elected upper level members who serve to increase by the Regional Council to assist with communication between the USPC Board and developing Regional instructional programs and its members. to serve as a resource for Clubs/Centers to help strengthen their instruction programs. NYC - National Youth Council; a program designed for upper level members to bring them together RS - Regional Supervisor; the administrative leader for two days of conference that will increase and manager of the Region. their self-awareness and the external S & C - Standards & Certifications; usually refers to environment that they will soon be entering. a clinic taught to increase the understanding of PAC - Program Administration Council; a shared the expectations of the Pony Club Standards of partnership of volunteers and staff counterpart Proficiency. for ensuring effective administration of SM - Stable Manager; an unmounted position on programs. rally teams. PIP - Primus Inter Pares (first among equals or first SOP - Standards of Proficiency; curricula for the among peers); pertains to the lead examiner at a Pony Club instructional program; details the test with multiple examiners, usually a National skills and knowledge level needed at each certification. certificate and certification level. RA - Regional Administration; All matters that USPC - The United States Pony Clubs, Inc. pertain to the administration, supervision and direction of all Regions, Registered Clubs, VPA - Vice President of Activities; chairs the Riding Center Programs and membership of the Activities Council. USPC. VPI - Vice President of Instruction; chairs the RC - Regional Council; the governing body of Instruction Council. regions composed of Club and Center VPRA - Vice President of Regional Administration; administrators and others identified in Regional has authority over Regions, Clubs, Riding policy. Center Programs and member services; RC – also used when referring to a Riding Center. chairs the Regional Administration Council. RCC - Riding Center Coordinator; appointed at the discretion of the RS to assist with the oversight of Riding Center Programs in that Region. More Acronyms Pony Club is not the only organization with Acronyms - here are more that you are apt to see. AHC – American Horse Council USEA – United States Eventing Association APA – American Polocrosse Association USEF – United States Equestrian Federation a.k.a. “The Federation”; governing body for most MFHA – Masters of Foxhounds Association horse shows NAYRC – North America Young Riders USET – United States Equestrian Team Championship USHJA – United States Hunter Jumper Association PATH – Professional Association of Therapeutic Horsemen (formerly NARHA) USPA – United States Polo Association USDF – United States Dressage Federation {return to intro}
DC-CA Guide – revised March 2014 104 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix B DC Digest Appendix B: DC-CA Digest
Overview The DC-CA Digest was created as a communication forum for DCs and CAs nationwide. The digest is used to discuss issues that a Club or Center may be experiencing, sharing of information and ideas. The Digest is moderated. Subscribers can set up their account so that they receive each digest posting individually as they are made or they receive all postings together, which are made in a 24-hour period.
Directions For Joining The Digest Individuals must request a subscription. (It takes about 24 hours for a membership to be accepted.) Step Action 1 Go to www.yahoogroups.com 2 Log on if you're already a member of Yahoo! Groups or Assign yourself a user ID and password. 3 "Search" for DCDigest (no spaces) 4 Once you find DCDigest, request to become a member When you submit your membership request, you must state your name, Club or Center and position.
DC-CA Guide – revised March 2014 105 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix B DC Digest
Digest Etiquette & Rules Never Share Never share email addresses from the Digest. Email Addresses . Do not send the Digest address lists to anyone else. . Do not use the addresses for commercial purposes for yourself. This is a violation of USPC Policy. Think Through Re-read your message before you send your post: Your Post . When in doubt, save your message overnight and read it again in the morning. . The Digest is a public forum and is read by many Pony Club volunteers and even some members and may be forwarded to many others. If you wouldn't (or shouldn't) say it in front of your own children, don't say it on the Digest. . Don’t criticize individuals or organizations by name on the Digest. If you wouldn't say it to someone's face in front of associates, don't say it on the DCDigest. Would you like to see YOUR name or YOUR Club/Center identified as a "bad guy" on the Digest? (But compliments by name are always fine!) . Hundreds of people will each take several seconds to read what you write - perhaps a minute or more if you are long-winded. If everyone takes just a few seconds to read a short message, it can add up to HOURS of total Pony Club volunteer time. Watch Your If you can't say it politely, don't say it here. Don't send your message in ALL CAPS. Using all caps on the Tone Internet is considered to be yelling - bad manners at best. Enough Already! If the point you want to make has already been made, you don't need to repeat it. Avoid the, "I agree with Joe Smith" type message. If the point is a good one, it will stand on its own without you voicing your support. Subject Line Include a Clear & Specific Subject Line: . If you are responding to a Digest, the default subject line is just the number of the digest you are replying to, so be sure to type in the subject you are speaking about. "Digest #357" is NEVER an appropriate subject line. Remember, subjects do change as discussion proceeds. A good way to shift topics is to use a subject like "Hackamores in Pony Club (was Rally Tack)." Provide Context Provide some type of context for your post: . You may see a post like "3'3" is the answer." Yes, but what was the question? However, it is usually excessive to include the entire e-mail to which you are responding. Stay "On-Topic" There are millions of potential discussion topics in the world of horses. However, people subscribe to the Digest because they want information about one very specific part of the horse world: how to be a better DC or CA. Regardless of how profound or inspiring your information about other aspects of the equestrian community may be, if it doesn't directly relate to the role of the DC/CA, it is "off-topic" here. Don't Spam Spam includes such things as virus alerts (usually hoaxes, by the way), sales lists, jokes and inspirational messages - actually, anything that is not specifically about running a Club or Center. Do NOT Hit Do NOT hit "reply" to send a message to the Digest. This sends your message to the entire digest "Reply membership: . To post a message, create a new message at Yahoo! Groups. . If someone posts a question or comment that does not need a group answer/discussion, click on their personal email address and answer them privately, so you are not posting to everyone on the digest. Automated Don't reply to the automated message that you have "received" a message. Message To Unsubscribe Follow the directions if you need to unsubscribe from the Digest. Do NOT send a message to the list asking to unsubscribe. Others find your request discouraging and rude. Tweak Your If you need to tweak your settings, log onto Yahoo! Groups and follow the directions. Settings Most of your questions/problems can be solved here. {return to ch. 4}
DC-CA Guide – revised March 2014 106 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix C Electronic Membership Records Appendix C: Electronic Membership Records
Setting Up An Excel Workbook Keeping membership records is often a challenge for both DCs and CAs and can result in multiple files and stacks of papers! Information on membership is valuable to you and to the future leaders of the Club/Center as well as to the members themselves. You may be called upon to write a letter of recommendation for members who are applying for college, scholarships and International Exchanges. That is when you will most appreciate having all of the information readily available to you. Also, it will eliminate the need to keep multiple papers and reduce the amount of storage space needed to handle your Club/Center records. A fairly simple way to keep membership records electronically is to set up an Excel Workbook and entering all membership information in this workbook. When you open Excel you will have a workbook and at the bottom of this workbook you will see tabs that say Sheet 1, Sheet 2, Sheet 3. All work that you start entering will be on sheet 1. The Membership Data worksheet is the worksheet that will provide historical information on your Club/Center membership. Set up an Excel worksheet as shown below. Rename sheet 1 to Membership Data or some such name. To make it a useful tool for you, follow the steps below:
1. Each time a member joins your Club/Center for the first time, either as a member new to Pony Club or a member transferring from another Club/Center they should be added to this worksheet. 2. Start the data entry by assigning each new or transferring member a member number. 3. Enter all requested data on each new member on the Membership Data worksheet. 4. Once all data is entered on the Membership Data worksheet, be sure you save to preserve the data that you have entered.
Membership Data Worksheet
Name of Club/Center: Date Started: # Location/ Region: N - New Member; NPR - New, joining after Sept 1; NT- New, Transfer from another Club/Center Mbr # Last Name First Name DOB Date Joined Status use key above 1 Marks Harpo 12-15-23 7-9-96 N 2 Marks Groucho 11-4-77 10-2-96 NPR 3 Sunshine Susie 1-2-01 4-7-04 NT
DC-CA Guide – revised March 2014 107 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix C Electronic Membership Records
Master Individual Member Worksheet
Member # Last Name: First Name: Date Joined: DOB: Parents: Address: City/State/Zip Home Phone: Cell: Email: Membership History (Key: R-renew; RL-renew late; T-transfer; AO-aged out) Year Status Year Status Year Status Year Status Year Status Year Status Year Status Year Status Year Status Year Status Year Status Year Status Certificate and Certification History: D-1 D-2 - HM D-3- HM C-1 - HM C-2-HM H-B C+ C-3 B H H-A A D-2-F D-3-F C-1-F C-2-F D-2- J D-3-J C-1-J C-2- J D-2-HS D-3-HS C-1-HS C-2-HS Rally Participation: M – mounted; SM - Stable Manager; UM – unmounted Year Dressage Eventing Games PLX Quiz SJ Tet Polo
Championships: Year Disc/Division/M/SM/UM Year Disc/Division/M/SM/UM Year Disc/Div/M/SM/UM
Year Disc/Division/M/SM/UM Year Disc/Division/M/SM/UM Year Disc/Div/M/SM/UM
Year Disc/Division/M/SM/UM Year Disc/Division/M/SM/UM Year Disc/Div/M/SM/UM
Special Awards Year Award Year Award Year Award
Year Award Year Award Year Award
DC-CA Guide – revised March 2014 108 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix C Electronic Membership Records
Master Individual Member Worksheet - continued
Attendance Month Year Year Year Year Year Year Year January Feb Mar April May June July August September October November December The Master Member worksheet is the worksheet that you will use to input information on individual members. Set up an Excel worksheet as shown above. Rename it Master Member. To create a worksheet for each member, follow the steps below: Right click on the tab at bottom of workbook on the sheet named Master Member. 1. Select “Move or copy” in the list of choices. 2. Highlight “Master Member Sheet” from the list of choices, click the box before “Create a Copy” and select OK. 3. You will see a tab at the bottom of the workbook with the name “Master Member Sheet 2”. Right click this tab, select “rename” and rename this sheet by inserting the member's number. Using the member number vs. name will make it easier to find this member sheet at a later point when there are a lot of members entered for your Club/Center. 4. Right click the tab with the new member number again, select the “move to end”, click OK and this will move your newly created sheet to the end of your workbook. All your sheets will be in numerical order. 5. Be sure to enter all info for new members and update info on individual member sheets on a regular basis to keep data current. 6. If you should track attendance you can do so on the individual Member Sheet and at the end of each year add a new column for the new year.
Find a Member in Your Database To find data specific to a member once several Member Worksheets have been created, go to the Membership Data worksheet. Select Edit in the toolbar. Select Find. In the window that pops up in the box next to “Find What,” enter the last name of the member you are searching for. Select “Find All.” A list of all members with that last name will appear telling you in which row you can find that member listed. If there is more than one member with same last name, you can check each of those listed to find the correct one. Go to the corresponding Member Worksheet with that member number on the tab. {return to ch. 5}
DC-CA Guide – revised March 2014 109 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix D Creating an Instructional Calendar Appendix D: Instructional Calendars
How To Create An Instructional Calendar Taken from a handout created by Dawn Marie Mauer, Northwest Region
Why should Clubs and Centers develop an instructional calendar? . When Clubs/Centers use a curriculum designed to be covered systematically over a year’s time, the membership is more likely to get the instruction they need to advance. . DCs/CAs and Instruction Coordinators will be able to track what portion of the standards has been addressed and what areas are yet to be covered. . Instructors will know what to develop their lesson plans around and what goals the members have set.
Every Club or Center will have unique needs and challenges. . Some will meet weekly or twice a month or monthly. . Some will do the bulk of their unmounted meetings in the winter and not ride at all, others will use free time in the summer to cover the most ground. . There is no “right” schedule for every Club or Center.
Start by having a goal setting session with members and their parent(s). . Members can say if they hope to test, rally, move up a level of competition, or just improve certain skills (Daisy wants to learn to recognize her leads). . Determine how often parents are willing to meet, as they will likely be providing the transportation for their child. . Do members and parents want to combine mounted with unmounted meetings? Do they want to keep them separate? . Club/Center leadership can use the information to create a curriculum that will help as many members as possible reach their goals. . By matching up the curriculum with goals, members will feel supported, not dictated to.
Review of the goal meeting, Club/Center leaders should consider. . How often are the families willing to meet? Is there a day of the week and time that works best for the majority? . What weather or facility restrictions does the Club/Center have? . How many members of similar age/level have similar goals . How many members of what ages and levels do they need to teach to? . Do the members’ goals match up with what the Club/Center is able to provide under the schedule the families are willing to support? . Are mounted and unmounted meetings to be combined or kept separate?
DC-CA Guide – revised March 2014 110 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix D Creating an Instructional Calendar
Developing the calendar. . Armed with the information from the goal setting meeting the Club or Center leaders and the Instructional Coordinators, if there is one, are now ready to develop the calendar: • Should have copy of the Standards of Proficiency D-1 to C-2, copy of the Regional Calendar of events, know dates of major shows/competitions that take place outside of Pony Club that members are likely to take part in. . Looking at the SOP determine which unmounted sections are best taught in conjunction with a mounted meeting (bandaging and longeing as examples) . . Be certain to provide teaching opportunities for older, higher level members so that they can meet the expectations of their certificates and certifications. . Consider providing instruction in different formats such as camps, competitions outside of Pony Club (perhaps a Dressage Show to learn Dressage tests and managing the horse/pony away from the stable). . Consider instructors that you would like to have teach and contact them to determine dates of availability so that this can be worked into the calendar.
Communicating the calendar. . Once the calendar has been developed it is important to communicate and share it with all members. {return to ch. 6}
DC-CA Guide – revised March 2014 111 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix E Safety Checks
Appendix E: Safety Checks Rider Bit . SEI/ASTM helmet, properly fitted and fastened. . Check for correct adjustment and size - ¼ - ½" wider than . Medical Armband with required Medical Card in place. horse's mouth. . Hair away from face, not used to make helmet fit. . Snaffle - 2 small wrinkles at corners of lips. Cheek pieces . No jewelry that dangles, except medical do not bow away from face when reins are tightened. bracelets/necklaces, which must be worn under clothing. . Pelhams/Kimberwickes - 1 small wrinkle at corners of lips. Watches, wedding bands, stud earrings are allowed. No . Curb chain - Twisted so links are flat and adjusted so that studs in airway or tongue. Pony Club pin. when the bit rotates 45 degrees the curb chain comes into . Safe, neat, workmanlike attire. Shirt tucked in, belt if belt contact with the chin groove to tighten the chain. loops. . Lip strap - Runs through the center (fly) link and buckles to . Safe footwear with a heel for riding. tiny rings on bit shank. Mount Saddle . Check overall fit, tree, condition and cleanliness of leather . Well groomed in accordance with the rider's level. and stitching. . Check condition of feet, picked out. Shoes secure, if any. . Safety bar down/open. . Galls, cuts or other wounds attended to. . Stirrup leathers - Check soundness of buckles, leather and Tack stitching. They should be appropriate length and at least 2 spare holes above and 1 below the buckle. Bridle . Stirrup irons - Appropriate size, 1" wider than rider's boot. . Check overall fit and all stitching for signs of wear and Pads in good condition, not worn and should fit snuggly in condition of leather. the stirrup. Fillis stirrups must have pads. . Cavesson- 1 to 2 fingers below cheekbone, snug but not . Buckle/billet guards: Required except for saddles with uncomfortably tight long billets. They should cover the buckles. . All strap ends in keepers, buckles and hooks secured. . Girth - Check for cleanliness and wear. It should have at . Cheek pieces - they should be of equal length. The buckle least two buckles on each end. It should be adjusted the should be 1-1½" above eye and there should be 1-2 spare same on both sides with at least two holes above the holes above the buckle. buckle and one below. Saddle pad strap goes through one . Crown piece/brow band - Fits without rubbing or pinching of the active billet straps. ears . Billets - First billet must be used, but using either the . Throatlatch - Loose enough for the neck to flex, tight second or third billet is acceptable depending on the fit. enough so that it can't be pulled over the cheekbones, . Saddle pad - Straight, fitted to the saddle, pulled up into about a fist width with 1-2 spare holes above the buckle . the gullet and off the withers. . Dropped nosebands- rests on edge of nose bone, just Other equipment above the soft part of the nose, snuggly, yet able to fit a finger underneath . If used, breastplates, martingales, bell boots, etc. must be . Flash noseband - the chinstrap buckles below the bit, in checked for condition, cleanliness and proper fit. Fitting the chin groove. It should not pull the Cavesson down. may vary on size of horse and brand of equipment. Be . Figure-eight noseband - The upper strap goes under the sure it is safe and comfortable and is appropriate to the jaw behind the cheekbones, inside the bridle. The lower activity/sport. strap buckles below the bit, in the chin groove. The small Synthetic Tack pad rests on the nose bone, where the straps cross. Both . Bridles and reins must have a breakaway section. straps should be snug but not tight. . Leather stirrup leathers are recommended but not . Reins - check at bit and buckle for signs of wear. Check required. stitching and length. - Thanks to Nancy MacIsaac, CHMJ {return to bp.} {return to saf.ck.} DC-CA Guide – revised March 2014 112 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix F Sample Agenda for Club Annual Sponsor Meeting Appendix F: Sample Agenda for Club Annual Sponsor Meeting
Instructions for Use This template includes the required items that are to be included on the agenda for this meeting as per By-laws of Clubs, Article 4.2(d). For those things that have Action Item listed on the right side of the page a vote is needed. Customize this to suit the needs of your Club – either adding to the list of agenda items to be brought to the Club Sponsors or deleting those items that do not pertain. Delete these instructions and those items that are in parentheses and blue font before use. An example is below: Agenda for the Annual Sponsor Meeting
Name of Club: ______Meeting Date: ______
Meeting Location: ______I. Call to Order at _____. (The DC shall call the meeting to order.) II. Roll Call to establish presence of a quorum: (Secretary can conduct the roll call using the list of Current Sponsors of Record; should also pass around a sign in sheet.) III. Adjustments to the agenda, if any. (This is where you may change the order of the items on the agenda or add an item to the agenda.) IV. Old Business . Presentation of Minutes from previous Sponsor Meeting (Secretary) Action Item (The Secretary shall provide copy of the minutes for each Sponsor and then proceed to read the minutes. Following the reading of the minutes the Secretary would call for a motion to accept the minutes as read. If corrections are made the motion on the floor will need to be amended or withdrawn and a new one made. "I move that the minutes be accepted as read with the corrections as stated".) Motion: ____ Second: ______Discussion: ______Need for changes____ Vote: ____ Note: If minutes were distributed prior to the date of this meeting the Secretary can dispense with the reading of the minutes by doing the following: "You have all received copy of the minutes from our last meeting on _____. Are there any corrections to these minutes? [Pause] Hearing none, if there is no objection, the minutes are approved as distributed by general consent. " No motion, second or vote is needed. . Summary of the year’s activities - Informational (DC to give this report. This should include reports on Club tests, certificates and certifications achieved, rally participation, camps and any other special Club activities. Might include any special Club acquisitions, special awards or achievements of any members.) . Committee reports or other business carried from previous meetings, if any. (Remove this item from agenda if none.)
DC-CA Guide – revised March 2014 113 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix F Sample Agenda for Annual Sponsor Meeting
V. New Business . Treasurer Report – year-to-date financial statement Informational . Report of Nominating Committee Action Item a. Report of Committee (Presented by chair of the Nominating Committee.) b. Call for nominations from the floor (Should be done by DC.) c. Close the floor for nominations. Motion: ___ Second: _____ Discussion: _____ Vote: _____ (Remember that sponsors are voting to elect the Secretary and Treasurer and to “approve” the names of those persons that they would like to have put forward to the RS for appointment to the position of DC and Jt-DCs.) . Committee/Team Sign ups Informational Explanation of the duties of each committee. (State expectations for each parent or sponsor for serving on Club committee/team.) . Appointments of the DC Informational (If there are any, such as Club Instructional Coordinator/committee chairs.) . Financial Plan: a. Determination of sponsor fee for coming year. Action Motion: ____ Second: _____ Discussion: _____ Vote: _____ b. Determination of Club Member dues for the year following. Action Motion: ____ Second: _____ Discussion: _____ Vote: _____ c. Proposed budget. (Prepared by the DC with assistance/input from Treasurer.) Action Explanation of proposed financial plan Motion: ____ Second: ____ Discussion: _____ Vote: ___ . Calendar (Tentative) Action Motion: ____ Second: ____ Discussion: _____ Vote: ___ . Fundraising Action Motion: ____ Second: ______Discussion: ______Vote: ____ . Policy Review/Amendments (if any) Action Motion: _____ Second: ______Discussion: ______Vote: _____ Vi. Other Business: (Always put this at the end of meeting agenda and before calling for motion to adjourn. Ask if there is any other business to be brought before the group. If no one has anything to bring forward, then call for motion to adjourn the meeting.) VII. Adjourn: Action Motion: _____ Second: ______Discussion: ______Vote: _____ “If there is no further discussion the meeting will adjourn at ______.” {return to ch. 9} DC-CA Guide – revised March 2014 114 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix G Handling Conflict Appendix G: Handling Conflict
Diffusing Conflict
Twelve Tips for Conflict Resolution 1. Identify and articulate the conflict without pointing fingers. Don’t try to find out who “started it.” Instead, work together to find a solution. 2. Don’t ignore the problem. Clubs/Centers sometimes ignore conflicts or assume – or hope – that they will miraculously disappear. While the latter is a possibility, conflict generally takes effort to bring about resolution. 3. Separate issues. Often when people are troubled by one thing, they confuse it with something else. Getting to the root of the problem will not only save time and hurt feelings, but will make solving the conflict that much easier. 4. Follow up with a positive and constructive suggestion on how to solve the problem. 5. Attack problems, not people. There should be no winners and no losers, just a solution. 6. Listen to the other person and try to understand his or her concerns without judging. Remember: other people’s needs may be valid – even when they are different from yours. 7. Tell the other person about your concerns. Start your sentences with “I,” not “You.” Especially avoid, “You always,” followed by a re-cap of past disputes. Focus on the future. 8. Be respectful. Avoid name-calling and inflammatory words. Use language that leads to a solution of the problem rather than escalates the level of anger. 9. Be aware when you are too emotionally involved. When you are, delegate your authority to someone who isn’t. Just as no parent or child would perform surgery on a family member, appoint surrogates when emotions run too high. 10. Know your objective. What do you want the other person to do? How do you want him or her to change behavior? What are you own needs? What are the needs of the Club/Center? Be specific. Be ready to listen and to work on meeting needs of both sides. 11. Empower all parties in the conflict. For people to “buy into” a decision, they need to be a part of the decision-making process. If they feel that they have been left out, that others didn’t understand the facts of the situation or fully listen to “their side” of the story, there will be resistance to whatever decision is made. 12. Don’t be afraid to seek mediation or outside advice. Your RS or other outside volunteers may be able to offer just the impartiality needed to resolve a thorny problem.
DC-CA Guide – revised March 2014 115 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix G Handling Conflict
Dissension Practice As DCs and CAs, we want to enjoy a relationship with parents where all problems are minor, handled quickly and with good will. But we don’t always do a good job of preparing for problems. Many times, parents’ instinctive reaction is to defend their child’s behavior, and under the stress of confrontation, the relationship with the DC, CA or instructor may become blurred and strained. Both sides would be better served with established guidelines. Draw up and discuss a document such as the one below at a meeting early in the year. Then ask that your parents to refer to it as needed. When a problem arises, should I call the DC/CA or go to my child’s meeting in person? Minor issues can generally be addressed successfully over the phone, but talking directly with the DC/CA is probably better when a major problem arises. If you feel a face-to-face visit is necessary, be sure to schedule the meeting. Appearing unannounced means that you may have to wait until the DC/CA is available. I’m afraid using my name when I report a problem might lead to retribution directed toward my child. Parents often express concern that their child will suffer retribution if his or her name is associated with a complaint. On the contrary, DCs, CAs and other volunteers, appreciate it when you present your concerns in a way that shows you are willing to solve problems, and they can assure you that retribution is not tolerated. Talking directly to the DC/CA, rather than first discussing the problem with other parents or volunteers, lends credibility to your complaint and allows for quick follow-up to ensure that the problem has been investigated thoroughly and resolved properly. When a problem comes up, how should I deal with it? The best place to begin is with the DC/CA, who is likely to have the most information about the problem. Starting with the DC/CA also demonstrates your respect. If you cannot find satisfaction at this level, you should speak with the Regional Supervisor. Try to keep an open mind, get the facts and write them down. You will then be in a better position to clearly discuss what you see as the issue to be resolved. Who should I believe when told about an incident that happened at Pony Club? Often, the conflict and emotions that arise from an incident cloud the retelling. You should try to look for the facts and suspend judgment until you have heard and considered all sides of the story. What’s the best way to contact my DC/CA about a problem? Let the DC/CA know by phone or in person that you have a problem you wish to discuss. It’s a good idea to have prepared notes, including questions, clarifications and specific points. Please try to listen without interruption to the DC’s/CA’s response, while taking additional notes if necessary. It’s important to avoid confusion and maintain civil contact with the DC/CA about your child. If you are dissatisfied with the outcome of the discussion, tell the DC/CA that you plan to bring the matter to the attention of the Regional Supervisor. What’s the best strategy for contacting the RS about a problem? Generally, you should either call or write to the RS. Whichever you choose, be sure to let the RS know that you have spoken with the DC/CA. If there was a discussion or letters written, use your notes and other documentation to describe the outcome. If for some reason there was no discussion (and this should virtually never be the case), be prepared to explain why the DC/CA was bypassed. In either case, understand that the RS will not address your problem until he or she has spoken with the DC/CA, who may be invited to sit in on future conversations with you. {return to ch. 9}
DC-CA Guide – revised March 2014 116 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix H Teaching Progression Appendix H: Teaching Progression
Guidelines For Progressing In Teaching Reprinted from an article by Marilyn Yike, former Vice President of Instruction Would you send a student to a math test if the student had not been taught math? Of course not! Then why send Pony Club Members to tests without teaching them the subject matter? Teaching is a requirement for every certificate and certification beginning with C-1. Pony Club Members need instruction in how to teach and regular opportunities to practice teaching. This is a general guideline for the progression of Pony Club Members learning to teach. Teaching can begin with a mentor program from new members. It can be a mentor activity, with Cs and older Ds helping new members and lower-level Ds learn the ropes. A knowledgeable adult should be present at all times. Horse management lessons can be taught to new members and younger Ds by older Ds and C-1s, who begin with team teaching. Lesson plans are a must to ensure that what should be taught is taught, when and how it should be. The best lessons taught and learned are those made up of small, manageable sections of the Standards. Once again, an adult should supervise. C-1s can assist instructors at mounted lessons. They not only will learn, but also can be a lot of help. As they help, instructors will teach them how to teach. These student teachers can provide more direct help and get good teaching experience by doing individual work with group members. C-2s should begin by team teaching- with an adult or with other C-2s - then progress to solo teaching as they gain experience. Lesson plans made by these members should be approved or made by the adult instructor, who then supervises the lessons when given. Instruction in how to teach should continue and never cease - just become more refined and advanced as the Pony Club Member gains experience, ability and knowledge. C-3s can individually teach Ds and C-1s, using lesson plans approved by an adult instructor. A knowledgeable adult supervises the teaching sessions. B's and up should be experienced and capable of giving lessons, teaching from lesson plans made or reviewed by an instructor. A knowledgeable adult designated by the DC or CA must be present. Any program for teaching Pony Club Members to teach should be set up and supervised by an instructor who knows the Standards well. The instructor should be the one to make assignments and should always review lesson plans. It is up to the judgment of the supervising instructor as to when a member gains the skills and knowledge and demonstrates the maturity to step up to the next level of teaching responsibility - from team teaching, to solo teaching of Horse Management, to assisting with mounted lessons, to giving mounted lessons. No Pony Club Member should ever teach Pony Club lessons without a responsible and knowledgeable adult present. As a Pony Club Member grows in confidence and competence direct instructor supervision will and should decrease. {return to ch. 11}
DC-CA Guide – revised March 2014 117 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix I Junior Boards Appendix I: Junior Boards
Overview Where do you start when trying to put together a Junior Board? What will a Junior Board do in your Club/Center? How much responsibility should you give them? How do you establish goals and tasks for a Junior Board? The DC/CA doesn’t have to take on the Junior Board. Instead, the DC/CA may appoint a Junior Board Advisor. The Advisor must enjoy working with kids and must be willing to spend time guiding Junior Board members in assuming responsibility, setting goals and implementing action. The Advisor functions as the liaison between Pony Club Members, officers and sponsors. He or she encourages Pony Club Members to participate on the Junior Board and facilitates Junior Board meetings as appropriate and requested by the DC/CA. The Advisor provides input on instructional and social programs planned by the Junior Board members and initiates ideas for activities for the Junior Board to propose for approval by the DC/CA and Club Sponsors. Junior Boards may also initiate and participate in fundraising to support special programs. Advisors may serve on committees or undertake special assignments at the DC’s/CA’s request, fundraising for a special event for example. It is important, however, for the DC/CA to establish the expectations and parameters of the Junior Board. It would be disappointing for the members of the Junior Board to plan an extravagant, in-depth event only to have it completely rejected by the DC, CA or sponsors. By discussing expectations in advance (with the Junior Board Advisor), the DC/CA can ensure that the Advisor steers the Junior Board in a positive direction.
Junior Board Success Story One Junior Board was formed because the kids wanted a D through C-2 cross-country course, nice stadium fences and higher quality instruction. Older, more mature members organized the first meeting with the DC. An Advisor was requested, and in this case it was the DC. It was decided that membership on the Junior Board was open to all the members. Subsequently, the Junior Board met and voted that each family would be responsible for providing one jump a year – either a stadium jump or a cross-country obstacle. Then the Junior Board went to work on their parents. Members without willing parental help were successful in enlisting surrogate “parents” (either an older member, a friend, a grandparent, or other “interested” Pony Club parent or sponsor). Suddenly, the Club had gates, a picket fence, a coop, a brush jump, a drop, a bank jump, a box, a table, a ditch, a cordwood pile, a tire fence, a Helsinki and an oxer. Weed trimmers and mowers worked hard to keep up with fence building!
DC-CA Guide – revised March 2014 118 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix I Junior Boards
Sample Responsibilities of the Junior Board . Drafting a code of conduct for other Club/Center members. . Assisting with planning the calendar. . Writing a column in the newsletter or for the website. . Developing educational programs and teaching schedules for younger members. . Consulting with Club Sponsors, DC or CAs on budgeting decisions (such as going to Championships). . Assigning mentors to assist others (forming study groups, partnering to overcome weaknesses, buddying up with new members, (etc.). . Coordinating a specific portion of an Inter- Club/Center or Regional event. . Organizing community service and/or public outreach projects. . Research the local school district’s requirements for getting Physical Education credit for Pony Club activities.
Steps to Forming a Junior Board 1. List three possible candidates for Advisor. As you write them down, think about how your choices will fulfill the Advisor responsibilities discussed on the previous page. 2. Discuss your ideas with each candidate. Try to gauge their interest/enthusiasm. 3. Invite the members to the next Sponsors’ Meeting and make the Junior Board an agenda item, or for Centers plan a meeting with members and their parents: . Be prepared to discuss how the Junior Board will benefit the Club or Center. . Listen to what members and other sponsors think about the idea. . Ask everyone to brainstorm about potential responsibilities of the Junior Board. . Write down what rewards Junior Board members might reap (leadership, etc.). i. Ask for a motion to approve a committee to form a Junior Board. (Clubs) ii. If the motion is approved, have the committee (made up of members, sponsors and potential advisors) appoint the first advisor, write a mission and responsibilities statement and prepare a timeline for actions and goals. {return to ch. 11}
DC-CA Guide – revised March 2014 119 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix J Writing a Letter of Recommendation Appendix J: Writing a Letter of Recommendation
Sample Letters Of Recommendation NOTE: The sample letters of recommendation shown here, are the result of cooperative projects, each fully involving the candidate.
Example 1 Susan Jones
Although I have known Sue Jones for about five years and I am familiar with her fine record at Madison High School, it is through her unusually rapid advancement in, and contributions to, the United States Pony Clubs (USPC) that I know her best. To understand the significance of this comment, an explanation of Pony Club is in order. USPC is part of an international equestrian organization for young riders through the age of 25. USPC currently has approximately 10,000 members in more than 620 Clubs and Centers across the nation. (See www.ponyclub.org) A unique feature of Pony Club is a testing system, which at each developmental level, places emphasis equally on horse care and riding skill. Sue’s progress in Pony Club has been most unusual. She joined as a new member in 1996. Two summers ago, she earned her H-A and this past summer, the A certification; less than 1% of Pony Club Members attain this level. Along the way, she has qualified through Regional competitions for the National Championships in knowledge and riding skill competitions. Sue has twice been named “Most Exemplary Stone County Member.” For many years, I was involved in secondary education and have written dozens of college recommendations. Assuming adequate academic credentials, the best candidates time and again were those who had become involved early on in an area of strong personal interest and commitment and, over a period of time, had progressed through the inevitable setbacks and successes to levels of genuine accomplishment. Sue Jones has clearly demonstrated this pattern through her interest in horses and her membership in the United States Pony Clubs. She is, indeed, a most unusual young woman. Bright, well organized, self-directed and motivated to achieve over the long haul, I would say Sue is an excellent bet for success at the college of her choice.
DC-CA Guide – revised March 2014 120 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix J Writing a Letter of Recommendation
Example 2 Barbara Jane Smith
I am pleased to recommend Barbara Smith, a senior at Maplewood Regional High School, as a candidate for admission to Crawford University. I am told she is an A/B student, with good SAT and Achievement scores and ranks in the top 10% of her class. My association with Barb has been through her membership in the United States Pony Clubs, Inc. (USPC). Pony Club (the name is misleading because it refers to the age of the rider, not the size of the mount) is an organization for young riders through age 25. Its primary purpose is sound instruction in riding and horse care, using multiple levels of proficiency as a guide. On average, only 4% of the approximately 10,000 National members will achieve the highest certifications. This past summer, Barb successfully met the demanding standards of the second-highest certification, and I have confidence that she will soon achieve the highest certification. Barb presently cares for and rides two horses of her own, in addition to keeping a full schedule of academic and extra-curricular activities at school. To help with expenses, she works part-time at a local stable. One day each weekend, she has full responsibility for the thirty-horse barn. Pony Club activity has been more than just local for Barb. For two years running, she qualified regionally for the National Eventing Championships. This past summer, she rode in the National Dressage Championships. In all three instances, team selection was highly competitive and required long and dedicated hours of training. Barb describes herself as an independent thinker, a nonconformist. I would add that she is thoroughly responsible, self-directed and well organized. These traits become clearly evident when one adds the following activities to Pony Club involvement and daily riding and horse care: four years of varsity cross-country, four years of spring track, President of the Student Service Club and seven years of flute instruction. Not surprisingly, Barb plans a career in animal sciences. She has selected Crawford for its excellent programs and, in all probability, will pursue a pre-veterinary course of study. It has been my observation over the years that success in any serious endeavor, including college, is closely related to one’s ability to make an early commitment along the uneven path of disappointments to levels of genuine achievement. Barbara Smith has already demonstrated this trait in her progress as a Pony Club Member and in her activities at Maplewood Regional High School. Accordingly, she has my enthusiastic recommendation as a candidate for this fall’s freshman class. Sincerely, {return to ch. 11}
DC-CA Guide – revised March 2014 121 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix K Contacting the National Office Appendix K: Contacting the National Office Give a copy of this procedure to your parents or include it in new member information packet. Select "current page" in your print options to print out this page only.
Contacting the National Office Before calling the National Office with questions, first try to get answers at the "local" level as noted below. Questions About Contact Programs, Activities or . Parents contact the DC or CA. Administration . DCs contact the RS. . CAs and Facility Operators contact the Riding Center Coordinator (RCC), if applicable, or the RS. . RS contact the respective Committee Chair or the respective Director at the National Office, or the VPRA. Membership . Contact Member Services at the National Office. Insurance or Fundraising . DCs, CAs or Facility Operators and RS contact the COO at the National Office. Riding Center Contract Agreement . The CA or the Facility Operator should contact the Riding Center Liaison at the National Office for contract matters, but the RCC or the RS for all other matters. Disputes or Disagreements . Parents of members should discuss with the DC, CA or Facility Operator. . If dispute is not resolved, contact the RS, or in the case of a Riding Center Program, the Regional Riding Center Coordinator, if applicable, or the RS. . If the dispute remains unresolved contact the Director of Member Services and Regional Administration at the National Office, or VPRA. {return to ch. 2}
DC-CA Guide – revised March 2014 122 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix L Club Financial Management Appendix L: Club Financial Management Recommendations
1. The DC will develop and implement a plan to provide funds for expenses associated with club administration and activities. Each year, the DC must develop and present a proposed operating budget for the approval of the Sponsors. The budget must estimate the income from the plan and establish an allocation to club expense categories. The club Treasurer will assist in the development of the proposed operating budget and in the administration of the funds in accordance with the approved operating budget and the provisions of these Bylaws. 2. The club Treasurer must prepare a financial report for each Sponsors’ Meeting as well as when requested by the DC. The report will detail income, expenses and assets for the fiscal year-to-date by categories established in club policy. 3. The club Treasurer will, at the end of the fiscal year, prepare a financial statement that discloses fully, the source and utilization of all funds obtained and disbursed for expenses during the past fiscal year. Copies of the Annual Financial Statement will be sent to the National Office, the Vice President of Regional Administration (VPRA) and the Regional Supervisor by February 15. 4. The club Treasurer & DC will be responsible for compliance with the Federal and State tax requirements imposed on IRS Code Section 501(c)(3) compliant entities. The Annual Financial Statement will serve as the basis for determining if State and Federal tax returns need to be filed. The Treasurer and DC will notify the RS that this has been completed. The RS will follow up if not notified. 5. Registered Clubs must maintain the non-profit corporation status of the United States Pony Clubs, Inc., as defined in Section 501(c)(3) of the IRS Code or similar provisions of any future law. Each Registered Club must obtain an Employer Identification Number (EIN) and must comply with all other legal requirements imposed on IRS Code Section 501(c)(3) designated corporations. Clubs must provide a copy of their EIN assignment to the National Office. 6. The fiscal year for clubs is from January 1 to December 31. This date is established by the USPC Bylaws of the Registered Clubs, Section 5.3. All clubs must use these dates as their fiscal year. 7. Clubs will use appropriate and sufficient financial practices, policies and processes to enable the club treasurer to accurately account for all income and expenditures of the club Appropriate and sufficient documentation will be retained, organized and maintained by the club Treasurer to meet the internal, USPC and IRS reporting needs The DC will maintain oversight over all financial transactions. 8. All account deposits must be made by the club Treasurer, and will be documented with detailed breakdowns of the sources of funds. Checks can be deposited by any responsible club officer as long as copies of the checks are maintained along with a detailed deposit ticket and then both are provided to the Treasurer. Treasurer will appropriately account for the deposit to the appropriate financial accounts. 9. Clubs must work from an annual Financial Budget, based on prior years’ history and experience and planning for the year. The budget will be presented to the Sponsors for approval and explanation each year. DC-CA Guide – revised March 2014 123 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix L Club Financial Management
10. All disbursements will have accompanying receipts, contracts or internal “Check Request,” “Refund Request,” or “Reimbursement Request” forms for tracking of expenses prior to disbursement. 11. Signatures of both the DC and Treasurer are required for large individual expenditures. The amount whereby two signatures become necessary will be discussed and decided upon by the Sponsors, subject to the approval of the DC. The RS decides in any areas of disagreement. 12. No account signatory will sign a check payable to him/herself. 13. Clubs should avoid the use of credit and debit cards. Upon request, clubs may want to consider reimburse the DC and treasurer for one reasonable annual fee each for credit cards to be used only for business of the club. The DC and treasurer should have personal responsibility for the cards and should devise a “Reimbursement Request” form for reimbursement of acceptable expenses on behalf of the club. 14. A Club may keep a “Petty Cash Account.” If a “Petty Cash Account” is kept the DC should only write and individually endorse checks on the “Petty Cash Account.” This is always an area of great contention. The balance in this account should be minimal. Funds in this account should be replenished by the club treasurer when acceptable backup documentation has been provided by the DC. Individual payments larger than $50 should be submitted directly to the treasurer for payment from the Main Disbursement Account. The DC should remain a signatory on all accounts but only have check stock for the Petty Cash Account. 15. Club funds, accounts and credit cards (per # 13) should only be used for official business of the club. 16. The club Treasurer, DC and one Jt-DC (designated by the DC, approved by the Sponsors) should be signatories on the club’s bank accounts. 17. All refund requests for payments previously made to the club by a member or other party will be submitted to the DC using a “Refund Request” form. Please remember that there are no refunds for national dues. 18. Clubs should offer to reimburse the DC or any person making expenditures on behalf or for the Club directly related to the business of the club, subject to the restrictions and limitations of USPC Policies, including Policies 0700 and 0720. 19. Reasonable and customary meal expenses of club officers will be reimbursable when an officer is traveling on official business or entertaining official guests of the club.
DC-CA Guide – revised March 2014 124 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix L Club Financial Management CHECK REQUEST FORM All requests for checks must be accompanied by bills or invoices.
Name: ______Date: ______ITEMS PURCHASED Quantity Description Cost per unit Total
Total
Reason for purchase: ______Make check payable to: ______In the amount of: ______Send check to: ______Signature: ______Approved by: ______signature of appropriate club officer
For club use: Received ______Date paid ______Check # ______
DC-CA Guide – revised March 2014 125 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix L Club Financial Management
REFUND REQUEST FORM
Name: ______Date: ______
Original Payment Check # ______Amount $______Date Rec'd ______
______@ $ ______@ $ ______@ $ ______@ $ ______
Amount to be refunded $ ______Reason for refund: ______
Make check payable to: ______Send check to: ______
Signature: ______Approved by: ______signature of appropriate club officer required Date
For club use: Received ______Date paid ______Check # ______
– DC-CA Guide – revised March 2014 126 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix L Club Financial Management EXPENSE FORM All requests for reimbursement of expenses must be accompanied by receipts. This applies to tolls, parking, meals, etc.
NAME: ______DATE: ______I request reimbursement for amounts expended by me associated with the following:
FUNCTION: (CIRCLE ONE):
Rally (state discipline): ______Clinic (date/level) ______
Certification Test: Date/Level)______
Other (describe):______
______
ALL REQUESTS FOR REIMBURSEMENT MUST BE ACCOMPANIED BY APPROPRIATE RECEIPTS
1. TRAVEL:_____Mileage(.___/mile) ______Air,Car Rental $ ______2. LODGING (Region pays for ½ of room/night): $ ______3. FOOD $ ______4. POSTAGE:______$ ______5. PRINTING/COPY (attach invoices):______$ ______6. ADMINISTRATIVE EXPENSES (supplies,etc.) $ ______7. OTHER (Describe): ______$ ______
TOTAL $ ______DONATION TO REGION (state any or all) ______- $ ______Amount due $ ______
RS/ORGANIZERS APPROVAL(sign) ______:
Signature of person making request ______OFFICIAL USE ONLY: Date Received: ______Make check payable to: ______Amount Paid: ______
SEND CHECK TO: ______Check #: ______Date Paid: ______
{return to fin. mgmt.} {return to co-op} {return to reimb.}
DC-CA Guide – revised March 2014 127 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Appendix M Maintaining Records Appendix M: Maintaining Records
The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored.
The following table provides the minimum requirements. This information is provided as guidance in determining your organization’s document retention policy.
Type of Document Minimum Requirement Accounts payable ledgers and schedules 7 years Audit reports Permanently Bank Reconciliations 2 years Bank statements 3 years Checks (for important payments and purchases) Permanently Contracts, mortgages, notes and leases (expired) 7 years Contracts (still in effect) Permanently Correspondence (general) 2 years Correspondence (legal and important matters) Permanently Correspondence (with customers and vendors) 2 years Deeds, mortgages, and bills of sale Permanently Depreciation Schedules Permanently Duplicate deposit slips 2 years Employment applications 3 years Expense Analyses/expense distribution schedules 7 years Year End Financial Statements Permanently Insurance Policies (expired) 3 years Insurance records, current accident reports, claims, policies, Permanently etc. Internal audit reports 3 years Inventories of products, materials, and supplies 7 years Invoices (to customers, from vendors) 7 years Minute books, bylaws and charter Permanently Patents and related Papers Permanently Payroll records and summaries 7 years Personnel files (terminated employees) 7 years Retirement and pension records Permanently Tax returns and worksheets Permanently Timesheets 7 years Trademark registrations and copyrights Permanently Withholding tax statements 7 years ©2004 National Council of Nonprofit Associations, www.ncna.org {return to pol.} {return to rec.}
DC-CA Guide – revised March 2014 128 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Index
Index H Head Injury ...... 27 A Helmets...... 41 Accident/Medical Insurance ...... 28, 29 Horse Management... 7, 13, 14, 16, 20, 35, 45, 48, 53, 54, Achievement Badges ...... 45 56, 90, 103, 117 Activit Council...... 7, 103, 104 Horse Management Organizer...... 13, 103 Additional Club Officers...... 63 Horsemasters...... 16, 103 ies Adult Code of Conduct...... 24 I Alternative Progression ...... 48 Annual Meeting of Sponsors 38, 58, 61, 63, 65, 66, 67, 68, Incident Management Plan...... 103 69, 78, 79 Inclusion...... 17 Instruction Council...... 6, 7, 103, 104 B Insurance...... 28, 29, 33, 86, 122 Background Checks ...... 25 Insurance Paperwork ...... 33 Basic Instruction Plan ...... 36, 90 International Exchanges...... xii, 30, 34, 99, 107 Best Practices for Pony Club Meetings...... 38 J Board of Governors...... 3, 4, 5, 7, 16, 19, 24, 28, 64, 69, 75, 76, 90, 100, 103 Jewelry ...... 41, 45 Board Standing Committees ...... 6 Joint DC ...... 14 Junior Boards ...... 98, 118 C Junior Pony Club Program ...... 45 Center Administrator...... xi, 13, 14, 89, 90, 91, 103 L Certificate Update ...... 34 Checklists ...... 37 Liability Insurance...... 28 Clothing ...... 41, 45 .. .. . M Club Sponsors.14, 59, 62, 63, 65, 66, 68, 70, 78, 81, 113, 118, 119 Maintaining Records ...... 82, 128 Contacting the National Office...... 122 Map of Regions ...... 9 Member in Good Standing...... 19 D Membership Application ...... 17, 26, 31, 32, 92 Denying Renewal of Sponsorship...... 70 Membership Records...... 30, 107 District Commissioner ...... xi, 13, 14, 58, 62, 103 Mentoring programs ...... 96 Dual Membership ...... 19 Mounted Instruction ...... 39 Duties of the DC ...... 60 Mounts...... 23, 40 Duties of the RS ...... 11 N F National Youth Board...... xii, 5, 100, 104 FaceBook ...... 22, 101 National Youth Congress...... 7, 100 Financial Management...... 79, 123 New Members...... 17 Finding an Instructor...... 37 Non-Profit Status ...... 82 First Aid Certification...... 27 P First Aid Kits ...... 27 Footwear...... 41, 45 Participating Youth Members ...... 17, 73 Preparing for Emergency ...... 26 G Prospective Members...... 18 Goal Setting...... 36, 97
DC-CA Guide – revised March 2014 129 USPC Sportsmanship, Stewardship, Leadership Through Horsemanship Index
Q T Qualities of the DC...... 58 Team Captains...... 54 Team Selection...... 53, 78 R Tech Soup...... 34 Rallies...... 20, 45, 53, 54 Transferring Members...... 18 Rally Preps...... 55 Transportation...... 29 Refunds...... 80, 81 U Regional Council...... 9, 11, 12, 13, 61, 90, 100, 104 Regional Governance...... 9 Unmounted Program ...... 44, 45 Regional Instruction Coordinator...... 7, 12 USPC Code of Conduct...... xiii Regional Officers ...... 12, 13, 15, 28 USPC Core Values ...... xiii Regional Provisional Status...... 14, 75, 95 USPC Insurance ...... 32, 33 Regional Resources...... 15 USPC Manual of Horsemanship...... 35 Reimbursement of expenses ...... 78 USPC Mission ...... xiii Removal of DC or Jt-DC...... 64 USPC National Safety Committee ...... 24 Renewing Members...... 18 USPC Nominating Committee ...... 6 Resignation of DC or Jt-DC...... 63 USPC Office Staff...... 8 Return to Play...... 28 USPC Pledge ...... xiii S USPC Resources...... 15 USPC website...4, 7, 16, 20, 21, 22, 26, 31, 33, 34, 37, 39, Safety ...... 6, 7, 24, 27, 38, 43, 103, 112 40, 50, 62, 69, 77, 83, 84, 87, 92, 93, 97, 99 Safety Checks ...... 43, 112 V Scramble Teams ...... 55 Sponsor meetings ...... 66, 68, 70 Vests/Body Protectors...... 42 Sponsorsxii, 14, 22, 59, 60, 62, 63, 64, 65, 66, 67, 68, 69, Visiting Instructor...... 100 70, 71, 74, 76, 77, 78, 79, 80, 85, 86, 113, 114, 118, Volunteers...... 28, 71, 91 119 W Spurs...... 42 Standards of Proficiency.xii, 15, 17, 20, 35, 46, 50, 59, 88, Working with the Treasurer...... 80 95, 104, 111 Y
Youth Safety/Protection...... 25
DC-CA Guide – revised March 2014 130