Los Alamos Pony Club

2006 Policies 

As accepted by the Club Sponsors, Oct. 2005

 
These Policies contain guidelines and information concerning the rules governing and the operation of the Los Alamos Pony Club (LAPC), as well as member, parent and sponsor responsibilities. It is important for all members, parents and sponsors to become familiar with and to follow these policies. Club Policies are subject to revision from time to time.  Members and parents are required to sign and return the LAPC Policies Acknowledgment form, which is found at the end of these Policies. 

2006 BOARD OF DIRECTORS

 

 1. GENERAL INFORMATION AND MEMBERSHIP 


  The Pony Club started in England in 1929 and in the United States in 1953. Pony Club (USPC) was formed with headquarters in West Chester, Pennsylvania. The headquarters moved to the Kentucky Horse Park in Lexington, KY in 1993.Pony Club is now an international organization with more than 10,000 members worldwide. Pony Club is for the young rider who wants to learn more than can be learned in one riding lesson per week. It is for the family concerned about responsibility, self-discipline and teamwork. Therefore, we teach all aspects of horsemanship and stable management and evaluate these skills through a rating system.

Parental support is expected in the form of making sure that members and their mounts are punctual at the meetings. Parents are also required to participate in various activities throughout the year and are strongly urged to serve a term as a Club officer. 

LAPC maintains a website at www.horsekeeper.com/LAPC.html which includes lots of information about the Club, its calendar of events, activities, members, photo galleries, competition results, links to other Pony Club and related sites, etc. 

2. MEMBERSHIP 

It is the policy of LAPC to admit to membership interested young persons from 8 up to 25 years old who can walk/trot independently while riding with a group. Membership is also conditioned upon the assumption of certain parental/responsible adult commitments and responsibilities described below. 
In Pony Club, the member's age on January 1 determines the age of the member for that year. 
Members have traditionally graduated from Pony Club on December 1st of the year in which they reach their 21st birthday. Thanks to a trial project begun in the summer of 2005, for the next three years USPC will welcome members through age 25.  

Membership Priority

In the unlikely event that the Club membership becomes too large for the facility's resources, additional members will be admitted to the Club according to the following priorities: 1) returning members, in good standing, from the preceding year; 2) former members seeking to return; 3) siblings; 4) new members.

Member in Good Standing

Participating members are considered members in good standing if they have good attendance at Club meetings (participating in no less than 50 percent of clubwide or rating-level activities, or excused by the DC), show a sincere interest in the regular activities of the Club and assist younger members in the learning process. Members are expected to regularly participate in events and activities of the Club, when and where appropriate, according to age, experience and suitability and safety of mount. Members are also strongly encouraged to participate in Pony Club events and activities at the regional and national level. Members away at college or living in two households will be considered on an individual basis.

3. MEDICAL RELEASE

Parents are required to sign a medical release form for each Pony Clubber annually, authorizing emergency medical treatment in case of injury or illness incurred at a Pony Club activity. Four copies are initially on file with the club, renewed as needed. Pony Club does not provide coverage during the travel to or from activities, however. This release is due with the annual registration forms and is required before the Pony Clubber can participate in dismounted or mounted meetings. A copy of this release will be kept at the meeting place at all times.

4. INSURANCE

Each USPC member Club is insured under master policies obtained by the national organization. The insurance is mandatory and includes medical reimbursement for injury to Pony Clubbers during an official club activity. It does not cover property damage or accidents occurring on the way to or from a club activity.
 

5. DUES

Each person who wishes to become a member or maintain membership status in the Club must pay annual Club, regional and national dues. Dues are non-refundable.

Timely Payment of Dues

Dues must be paid by the cut off date for the return of Pony Club annual registration papers. This requirement will be strictly enforced. Any outstanding amount owed to the Club from the previous year must be brought current before members can renew for the next year. Since the
Club is charged late fees by both national and regional, overdue payments will incur a late fee.

2006 Annual Dues

LAPC will offer a 10% discount on dues for a second or further sibling.

Dues and fees will be reviewed each year by the board and voted upon at the annual Sponsors Meeting.
-Membership dues, the annual horse show and other fund-raising events are the primary sources of funds for LAPC. These funds are used first and foremost to support and ensure the ongoing success of the LAPC instructional program.  <>
-Club funds in excess of program maintenance requirements may be used for elective activities and should be allocated among the activities the Club wishes to support. Additional fund-raising may take place if there isn't enough money in the budget to support desired elective activities.
The treasurer will provide a financial update at each parent meeting.

6. FAMILY VOLUNTEERS

LAPC is a volunteer organization and depends upon the support and participation of its parents/guardians and sponsors.
Each member's parent or guardian is required to provide volunteer-service hours or support contributions during each year in order for us to exist as a Club. Pony Club is a commitment for both members and their parents. Thus, parents are required to volunteer for at least one position each year. Fund-raising horse shows, work days, committees, rallies, driving to activities, etc., are all examples of ways that parents can help the Club.
Parent and sponsor meetings are held periodically and parents are expected to attend each meeting, unless excused by the DC.

7. CLUB OFFICERS

 All officers (except the DC and joint DCs, who are appointed by the Regional Supervisor) are elected annually by the sponsors of the Club at a meeting in the Fall. Officers include the District Commissioner, Joint District Commissioner, Secretary, and Treasurer. Officers may serve as many terms as the sponsors wish, although it is recommended that duties revolve among as many parents as possible.

District Commissioner (DC)

The District Commissioner is a corporate member of USPC, Inc. and a sponsor of the Registered Club.The DC shall direct and manage all matters within the Club. The DC, with the concurrence and support of the Sponsors, has oversight and responsibility for the Registered Club and acts as liaison between the Club, Region, and National Office. The DC is responsible for initiating, planning, guiding, and implementing the instructional program of the Club. The DC clarifies Club expectations for the members and encourages them to set appropriate goals for themselves.

Joint District Commissioner (CO-DC)

The Joint District Commissioner(s) is(are) corporate member(s) of USPC, Inc. and sponsor(s) of the Registered Club. The Jt-DC works closely with the DC. He/she accepts duties delegated by the DC, or very often shares such duties with the DC. The Jt-DC presides at Club Sponsors meetings in the absence of the DC, attends activities, and performs any of the functions of the DC as agreed upon between the DC and Jt-DC.

Treasurer

The Treasurer shall be the custodian of the Registered Club funds; shall collect all dues and assessments and receive all monies; shall keep full and accurate accounts and shall present financial statements at the regular meetings of the Club and to the Sponsors of Record; shall present an annual report of the balance sheet and prepare an annual budget for the Annual Sponsors Meeting and shall turn over to successor all books and financial records. The Treasurer is responsible for prompt payment of all dues and fees to the association and for sending copies of the Club financial statement, with all other appropriate forms, to the association office by February 15 of each year.(See USPC's Bylaws of the Registered Club 2.2.2)
The Treasurer shall issue funds and/or make payments for expenditures approved in accordance with Club policies. (See Article III)  The Treasurer chairs the Club's Financial Committee.

Secretary

The Club Secretary is elected by the Sponsors at the Annual Meeting.  The Club Secretary is a sponsor of the Registered Club. The Club Secretary shall keep a correct, classified list of the names and addresses of all members and shall maintain a file of essential records <>on each member, which shall be transferred to the successor at the end of the term of office. (See Bylaws of the Registered Club 2.2.1) The Club Secretary shall keep the minutes and the attendance of the regular meetings of the Club, Annual Meeting, and of any Special Meetings, and a current list of all sponsors of record.

8. OTHER POSITIONS

The Board may appoint interested parents/sponsors to other positions
which will support the Club and its activities.

 Head Instructor

The head instructor has overall responsibility for the Club's mounted  and dismounted instructional program, and provides mounted instruction.
The head instructor meets with the Club officers to formulate lesson  plans and discuss guest and visiting instructors.

 Instruction Coordinator

 The Instruction Coordinator facilitates communication between the Club officers and the head instructor, arranges for guest/visiting
instructors, and the schedules all mounted and dismounted instructional meetings.

Rally Coordinator

The rally coordinator is responsible for getting information about upcoming rallies to Pony Club members. This includes making sure all paperwork gets in on time for members who want to participate and finding a parent willing to be a chaperone at the rally. The chaperone, in turn, helps organize team practices, makes team travel arrangements, organizes team equipment and coordinates details with parents.

Ratings Coordinator

The ratings coordinator is responsible for maintaining up to date records of all member ratings, arranging for the timely scheduling of rating tests, for making arrangements for ratings examiner(s), and for recording tests and test results. 

Fundraising Coordinator

The fundraising coordinator is responsible for coordinating and planning the fundraising activities of the Club, and regularly reports to the Club officers on fundraising activities.

Membership Coordinator

The membership coordinator is responsible for coordinating and maintaining the Club's membership information, including collecting and submitting applications and related paperwork from new and renewing members.

Webmaster

The webmaster is responsible for the content and maintenance of the Club's website.

Parent In Charge

At each regularly scheduled meeting there is an assigned "parent in charge" whose function is to assist the DC or other Club officer, as necessary, provide refreshments for the members, and otherwise help during the meeting. The parent in charge responsibility rotates among the sponsors from meeting to meeting.

9. SPONSORS

 At least one parent of each Pony Club member is required to pay a $5 Sponsor fee, in addition to other dues, which entitles the sponsor to exercise full voting rights at the annual sponsor's meetings and at any meetings called to determine or change Club policy. Individuals other than parents who have expressed an interest in supporting the Club, have been approved by the Board, and have paid the annual Sponsor's fee may also become sponsors. See also: Club Bylaws 

10. SPONSOR (PARENT) MEETINGS

Parents and other sponsors meet once a month to discuss Club policies, instructions and events. One parent or guardian of each Club member is expected to attend each monthly sponsor meeting as important information is often handed out and members are kept updated on activities and funds.

11. PONY CLUB MEETINGS AND INSTRUCTION

LAPC meetings are held two weekends a month. All Pony Clubbers are expected to be punctual and prepared. Common courtesies, including respect of private property, are expected of members and their families. Pony Clubbers are expected to pick up their own trash and leave the facility in a clean condition. The appointed "parent in charge" is expected to help monitor the clean-up activities. Parents must be present to pick up non-boarding members at the end of the Pony Club meeting. Members who are not boarders at PPS should not be left unattended after the Pony Club meeting ends. The NO SMOKING policy is strictly enforced at all times.
 

Mounted Meetings

Pony Club lessons are designed to prepare members for the next rating level and to be fun, non-competitive situations. They will emphasize the basics of flat work and jumping and may include such activities as mounted games, Tetrathlon, fox hunts, polocrosse, vaulting, dressage, show jumping, eventing, clinics, etc.
It is each member's responsibility to obtain an appropriate horse or pony for his/her lessons. For those who don't own a mount, check with the DC or other members for a possible borrowing mount. The club will attempt to assist in finding horses for those needing them, but the final responsibility for choosing, transporting and paying for such animals lies with the member and his/her family. Horses must be properly shod, well-groomed and in good physical condition. If necessary, the head instructor and DC will determine the appropriateness of the horse. Stallions are not allowed at any Pony Club event.
NOTE: For rallies, a horse must be at least five years old. For regular Pony Club lessons, Bs are permitted to bring a horse as young as 4 if its behavior is not a risk to the rider and others in the vicinity.

Dismounted Meetings

Stable management meetings are learning experiences that prepare members for advancement in rating levels. Topics include horse management, stable management, trailer safety, nutrition, diseases, care of tack, etc., and include guests such as a veterinarian and farrier. Members should bring his/her manual, notebook and pencil to each meeting.

12. ATTENDANCE

Each member is expected to attend regularly scheduled meetings. If a member can't attend a regularly scheduled meeting, it is their responsibility to contact the DC by the Wednesday before the meeting.  This is necessary because we must be able to determine how many instructors are needed for each meeting and arrange riding groups accordingly. If you do not phone or e-mail, your absence is unexcused.

A member must attend at least 50 percent of the mounted and dismounted meetings in order to progress in the ratings or have negotiated previously for excuse due to illness, college, multiple households, etc..

13. ATTIRE

Members should always be neat and clean at Pony Club mounted and dismounted meetings. Long hair should be pulled back and secured and any dangling jewelry removed as well as rings. Appropriate attire for meetings consists of riding pants, boots, a Pony Club polo shirt and Pony Club pin. Pony Clubbers will be required to pass inspection by their instructors prior to mounting. T-shirts are permitted for special occasions (special camp shirts, etc.) but polo shirts are the standard wear, especially for lessons with visiting instructors.
 Helmet: Each Pony Clubber is required to wear a properly fitted and adjusted ASTM/SEI approved helmet with chin strap harness properly fitted and securely in place at all times when mounted on a horse or longeing. Helmets are encouraged while grooming and tacking/untacking, etc. 

Footwear: While mounted, rubber or leather riding boots or jodhpur boots with a heel are required at all mounted meetings. While dismounted, acceptable footwear are shoes that are securely fastened, entirely enclosed, cover the ankle, thick soled and in good condition. Canvas or cloth shoes are not allowed.  

Clothing: Riding breeches, with belt if breeches have belt loops; clean Pony Club polo shirt; and Pony Club pin.

14. TACK

  Tack should be English style, in good condition and clean. Certain bits and other tack are not permitted in Pony Club if they are deemed to be excessively severe, with the potential to cause injury to the horse (twisted wire snaffles, abrasive mouthpieces, etc.). Please refer to your Pony Club Manual and check with your instructor on what tack is appropriate. All stitching should be checked regularly for safety (especially on leathers and bridle). Tack will be inspected by an instructor or an assigned C-level rider prior to a mounted event. <> 

15. USPC RATING SYSTEM

The Pony Club rating system is designed to measure the progress of each member's riding ability and horse handling and stable management skills. Each Pony Clubber joins as an unrated member and progresses through the levels at his/her own pace. The beginning level, D1, is given to new riders as soon as they demonstrate simple horse handling and riding skills. Ratings then progress to D2, D3, C1, C2, C3, H, B, H-A and A. Rating tests are positive educational experiences that consist of riding evaluations and verbal knowledge of horses and stable management as members progress up the levels ladder established by the USPC Standards.
To be eligible for advancement, a Pony Clubber must be a member in good standing and have a record of regular (50%) attendance and participation at meetings or have negotiated an arrangement with the DC in the case of illness, college attendance, two households, etc.  <>For the C-3 rating level and above, participation in a mounted rally is required by national policy to prove readiness for the rating.


The USPC Standards of Proficiency

The USPC Standards of Proficiency provide a core curriculum for individualized instruction for young riders by describing a clear progression of skills in riding and horse management. The Standards also provide opportunities for goal setting, as Pony Club members are encouraged to proceed through those skills at a pace that is comfortable for them.

Purpose of a Rating Test

Pony Clubs use the Standards of Proficiency as a plan for instruction programs. Therefore, rating tests are an evaluation of the Pony Club members' progress through the rating levels. At the same time, the rating tests should be a positive educational experience. They must be carried out in an environment that encourages the candidate to “show and tell” what he or she knows.
Riding is a hobby, something we do for fun! We use ratings to recognize achievement and to increase enjoyment by encouraging Pony Club members to gain confidence, independence and good safety habits while working with mounts. Goal setting, teaching and testing are good ways to accomplish this purpose.

Evaluating A Pony Club Member's Readiness For a Rating

The Standards of Proficiency describe the specific requirements for each level. A Pony Club member is ready for a rating test if he or she is able to perform the requirements for that level in a supervised teaching situation. After passing a test, a Pony Club member may or may not be ready to attempt skills required at the next rating level.If not, he or she will continue to receive instruction appropriate to the lower level until a greater degree of proficiency is achieved. Pony Club members are encouraged to progress at a pace that is comfortable for them. Pony Club instructors should be very familiar with the Standards of Proficiency so that the instruction program is based on the clear progression of skills described in the Standards. It is recommended that candidates make arrangements for assistance by an older Pony Club member or knowledgeable adult in preparing for the rating test.  <>The Southwest Region periodically arranges Standards and Ratings Clinics at which examples are shown of different rating levels and detailed discussions allow parents, instructors, raters and pony clubbers to fully understand all the details of ratings readiness and the structured system. 

About Rating Levels

The D Ratings are an introduction to the fun and challenge of riding, establishing a foundation of safety habits and knowledge of the daily care of pony and tack. The D1 through D3 Pony Clubber learns to ride independently and with control, maintaining a reasonably secure position at the walk, trot and canter, and over low fences. All D ratings are given at the Club level.
The C ratings involve learning to become an active horse person, to care independently for pony and tack, and to understand the reasons for what he/she is doing. The C level goes into more depth in all areas. The C shows development towards a secure, independent seat and increasing control and confidence in all phases of riding. The C1 and C2 ratings are given at the Club level. At the C rating level, the Pony Clubber needs to be proficient in his/her knowledge and able to pass it on to younger members in a teaching situation. 
<>The C-3, B, H-A and A ratings are national ratings and require a much greater depth of knowledge and proficiency than the earlier ratings  Successful candidates are competent, all-around horsepersons, and are active and contributing members of USPC who participate in a variety of Pony Club activities. They are also thoughtful leaders who set a good example at all levels and are able to teach other Pony Clubbers.

Testing Information 

As much advance notice as possible will be given all Pony Clubbers before a ratings test date. We strongly recommend parents schedule no other activities for the child on the day of the test, which consist of <>a riding evaluation and a verbal horse management exam. A member must pass all oral and riding sections in order to pass the rating. If more than one-third of the sections are not passed, the candidate must wait until the next regularly scheduled rating to be tested.
 
Retesting: At the D1 through D3 ratings, if a candidate does not meet the Standards in one or more areas (up to one-third of the sections on the Test Sheet), a re-test may be scheduled on sections not passed. Only the original examiner may authorize such a re-test and must so indicate on the candidate's test sheet. Such a re-test must be completed in one day and within one month of the original testing. Failure to pass any part of the re-test will require the candidate to take the entire test again at the next scheduled rating date. If a candidate takes a portion of the test over again with a different examiner, both examiners must sign the certificate before the member is considered to have passed the rating.

At the very first rating, a candidate may receive permission to try for more than one level. After the initial rating is achieved, a Pony Clubber may only advance one rating level at a time.   

LAPC Rating Policy

The DC, after consultation with the Pony Club instructors, has the final say about when Pony Clubbers are ready to take their next rating. All members are given the “Standards of Proficiency” document to let them know what will be expected of them. It is the responsibility of each member to be fully aware of the requirements. LAPC will offer rating dates at least twice a year. To be eligible, a Club member must have attended at least 50 percent of all mounted and dismounted meetings. 
It is the Pony Clubber's responsibility to notify the DC by the required date in order to be considered for a rating. It is also the member's responsibility to contact the DC if he/she is unable to take the test after being accepted for the rating. 
Pony Clubbers must compete at their rating level at rallies.
 
Teaching Experience for Higher Ratings
Pony Club members at C1 level and above are expected to help instruct lower-level riders. For this duty, they should carefully study the Manual of Horse Management and the USPC Instructor's Handbook, and other pertinent material available from the USPC Bookstore. These higher rated members should also attend regional clinics and seminars to help them with their teaching techniques and skills. All teaching by members shall be supervised.  <>

For the C1  The C1 should help with lessons at Pony Club meetings. They may also assist with preparations for horse turnouts, safety inspections, help set up arena jumps, scribe for the instructor and help at dismounted meetings, with supervision. It is highly recommended that the C1 attend a rally as a riding participant or stable manager.
 

For the C2

C2s will assist in mounted and dismounted programs with supervision. Types of teaching activities include trailer safety, tack cleaning, talks on specific subjects, tacking up assistance, grooming, supervision of younger members, assisting with inspections, etc. C2s may help on rating days by scribing for the rating examiner. This is not “teaching” per se, but will be counted toward their educational experience. USPC states that a member must be 13 years of age as of January 1 in order to take the C3 test. Candidates for C3 testing must attend preparation clinics held by the region for this rating. Candidates for the C3 rating must have participated in a mounted rally prior to taking the test. It is suggested that the C3 candidate assist with teaching at both dismounted and mounted meetings. 

For the C3 

C3's will assist in mounted and dismounted programs with the direct supervision of the instructor. C3s may help on ratings days by scribing for the rating examiner. The C3, at the discretion of the DC, instructor and rating examiner, may conduct the actual rating test for D1 and D2 levels. This will count toward educational and teaching time. The C3 rating is held at the national level, coordinated through the Regional Supervisor. C3 candidates must turn in a request form at the deadlines determined by the national office, and they must be aware that testings may be held in the region, but also may occur in other regions, requiring travel. For 2007 this will all change when the ratings become “specialized” and this section of the policy manual will be rewritten.

For the B, H-A and A

 B and H-A candidates need to get as much teaching experience as possible. They should work together with the instructor and the DC to outline their goals in this direction. 
Upper Level ratings require a great deal of independent effort by the Pony Club member. The Club and DC will help all they can, but the initiative must be taken by the individual candidate. 
At the C3, B-HA and A ratings, LAPC will pay part of the cost of the required preparation clinics, funds permitting. It is the Club's policy that no one should be denied an advancement opportunity because of monetary considerations and the board will take appropriate action as needed to help a member who needs financial assistance. 

16. RALLIES 

Rallies are fun, team-oriented competitions held for Pony Club members from throughout the Southwest Region, as well as between other regions. There are several rallies available to interested members each year, including Show Jumping, Dressage, Games, Tetrathlon, Quiz, and Eventing. 
A Pony Club team for a mounted rally consists of four riding members and a stable manager (dismounted). A Pony Clubber must compete at his/her rating level at rallies. All costs (such as transportation, trailering, entry fees, food, lodging, etc.) are paid by the participant's family.  Individual rally fees must also be paid to the Club prior to the entry cost being sent to the region. Anyone who doesn't submit the entry fee on time will not be included in the registration for a rally.

LAPC Rally Code

As a competitor in a rally, each member of the team is there to learn and have fun. Participants should remember these important points:  

Rally Selection

Criteria by which teams are selected for regional rallies include the ability of horse and rider to perform the task at hand, safety, good attendance at meetings, and good sportsmanship. In order to be selected for a team, a Pony Clubber must be a member in good standing and express an interest in participating. Team members are expected to attend scheduled practices and to help in preparing the tack and equipment needed for the rally.
 

Rally Highlights 

A parent of each rally participant must be actively involved in some way and be willing to sign up for some task prior to the member signing up for a rally. Once at a rally, parents aren't permitted on threat of a team penalty to help or converse with members, but are encouraged to  just sit back and enjoy the show.
All Pony Clubbers are encouraged to participate as stable managers to increase their horse management skills. The stable manager is the key position on the team and is responsible for maintaining the rally tack room for inspection (which counts on total team points) and for making sure the riders are in proper attire and get to their scheduled events on time.
A Rally Coordinator will provide sign-up packets and must receive the paperwork and check for the rally by a specific date. This indicates both parent and child are committed to the rally. (Please remember that <>this is not a guarantee that your child can participate). The DC, in consultation with the Executive Board, will decide on team make-up for all regional rallies. National rally teams are chosen by the Regional Supervisor. 

LAPC will attempt to place all members who want to participate on rally teams. Qualifying members who can't go to a particular rally because it is filled will be given priority for the next event that is held. (In some cases rally organizers have "scratch" teams put together with members of various Clubs where the teams were already full).   

17. TRAILERING

Pony Club parents are responsible for transporting their child's horse to mounted activities and for all expenses involved in trailering. If a member relies on another member for trailering, the member with the trailer should be compensated appropriately. Parents should also read the USPC brochure on trailer safety and be aware that horses may be tied to a trailer only if it is securely hitched to a vehicle.
 

Los Alamos Pony Club

<>Policies Acknowledgment  2006

Please sign and date below to acknowledge that you have received and
read the Los Alamos Pony Club Policies for 2006.
 

Member:___________________
 
Date: ___________________


Parent:___________________
 
Date: ____________________

 

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