1. Purpose
The Wilderness Trace Pony Club (or WTPC) has established the following policies to extend the policies set forth in the Bylaws of The Registered Clubs of The United States Pony Clubs, Inc. (or USPC). Taken in conjunction with the USPC Registered Clubs Bylaws, this document (WTPC Policies) provides the framework for the organization and management of Wilderness Trace Pony Club.
2. Goals and Philosophy
The Wilderness Trace Pony Club is dedicated to upholding the USPC Mission Statement and Guiding Beliefs, as outlined in the USPC Manual of Horsemanship.
3. Organizational Structure
3.1 Sponsors
In accordance with the USPC Bylaws, WTPC Family Sponsors may include those individuals who executed the Articles of Organization; a parent of a child in WTPC who has paid the annual Sponsors’ fee; and other interested individuals who have been approved by the District Commissioner and have paid the annual Sponsors’ fee. In addition to the Sponsor’s responsibilities set forth in the Registered Club Bylaws, WTPC
requires the following:
3.1.1 Sponsorship. Each family represented by WTPC
membership is encouraged to designate at least one adult
(parent, guardian, or other interested individual) to serve as the club
family Sponsor of Record for that family.
3.1.1.1 Sponsors’ Dues. Sponsors pay annual dues, which
entitle them to one vote at all Sponsors’ meetings and at the Annual Meeting.
3.1.1.2 Membership in Good Standing. Each family’s Sponsor
must be willing to offer appropriate financial, educational, and moral support for their child(ren). Because WTPC is a volunteer organization, Sponsors are strongly encouraged to take an active part in all Club activities.
3.1.2 Sponsors’ Term. The deadline for closing Sponsor membership shall be 30 days prior to the annual sponsor’s meeting, and the Annual Sponsor’s Meeting shall be
held in October of each year. Anyone who becomes a Sponsor after the closing date shall be a Sponsor for the following year. Sponsor membership terminates at the close of the Annual Sponsor’s Meeting.
3.2 Administrative Officers
The following is a list of duties of the WTPC Administrative Officers, in addition to the duties set forth in the Registered Club Bylaws. Administrative Officers and Club Officers serve terms of one year.
3.2.1 District Commissioner
-attends DC Meetings regionally
-oversees all activities conducted by WTPC
-develop and present a proposed operating budget for the
approval of the Sponsors at the annual meeting
-selects teams for Regional and National Pony Club competitions
-ensures that all teams participants have satisfied their attendance requirements
-maintains attendance sheets and monitors participation levels for each Sponsor and child
3.2.2 Joint District Commissioner(s)
-assists D.C.
-fills capacity of D.C. in the event that the D.C. is unavailable
3.3 Club Officers
3.3.1 Secretary. In addition to the duties set in the Registered Club Bylaws, the WTPC Secretary shall act as Entry Secretary for WTPC-hosted rallies and events.
3.3.2 Treasurer. In addition to the duties set in the Registered Club Bylaws, the WTPC Treasurer shall:
- prepare an informal Treasurer’s Report for each Sponsor’s meeting
- perform other duties as assigned by the District Commissioner
3.4 Volunteer Positions
The following positions shall be filled by WTPC Sponsors and members according to the needs of the club as determined by the Administrative Officers. Volunteers shall serve a one-year term of office that shall extend from January 1st to December 31st.
3.4.1 Volunteer Positions.
3.4.1.1 Fundraising Coordinator/Committee
3.4.1.2 Camp Coordinator/Committee
3.4.1.3 Education Coordinator/Committee (Mounted and Unmounted)
3.4.1.4 Webmaster
3.4.1.5 Show Coordinator/Committee
3.4.1.6 Awards Committee
3.4.1.7 Equipment Coordinator/Committee
3.4.1.8 Rally Team Coordinator
3.4.1.9 Librarian
3.4.1.16 Other positions as determined by the Officers
3.4.2 Job Descriptions for Volunteer Positions. Written job descriptions for each volunteer position will be maintained by the DC and updated periodically by the Officers. A copy of the appropriate job description will be given to each volunteer who fills that position.
4. Membership
In order to participate in ratings and rallies, all WTPC members must be members in Good Standing, which requires payment of dues and participation in Club activities as follows:
4.1 Payment of Dues
Payment of dues and other outstanding fees must be made in full.
4.2 Attendance Requirements
4.2.1 Children’s Attendance. All children must attend 50% of the mounted and 50% of the unmounted meetings. In addition:
4.2.1.1 A-Level Pony Clubbers. Must instruct at least six (6)
mounted meetings for junior club members during each year.
4.2.1.2 B-Level Pony Clubbers. Must instruct at least four (4)
mounted meetings and two (2) unmounted meetings for junior club members during each year.
4.2.1.3 C-Level Pony Clubbers. Must assist in instructing junior pony clubbers at four (4) mounted meetings and instruct at two (2) unmounted meetings during each year. [C-Level riders may substitute service as a C-advisor at a D Rally or other Pony Club sponsored event for one (1) unmounted meeting.]
4.2.2 Sponsors’ Participation. Parents and/or Sponsor(s) representing each WTPC family are expected to attend a minimum of ten (10) club-sponsored activities each year AND to fill one or more of the Club Officer or Volunteer positions as outlined in the WTPC Policies 3.2 – 3.4. Exceptions may be made at the DC’s discretion.
4.3 Records of Participation
It is the responsibility of the WTPC member to sign the attendance sheet at each meeting to ensure participation credit. It is the responsibility of the DC to maintain attendance sheets and to monitor participation levels for each Sponsor and child; however it is the parent or Sponsor’s responsibility to track his/her family’s participation to make sure that attendance requirements are met to maintain Good Standing.
4.4 Resignation and Termination of Membership
A WTPC member may resign membership in WTPC at any time by delivering written notice of resignation to the District Commissioner.
5. Rally/QUIZ Team Selection
Rally/quiz teams are selected by the DC, with recommendations from the JDC’s. Criteria for team selection include:
o ability of horse and rider to perform the task at hand
o safety
o membership in Good Standing
o good sportsmanship
o effort and serious work
o good attitude
o Horse Management skills
o individual’s ability to be a good team member
o availability of parent to participate in event/overnight event
6. Ratings Eligibility
In addition to those expectations set down in the USPC Standards of Proficiency for progressing from one rating to the next, WTPC requires the following of its members:
6.1 New Member Rating
New members must attend two (2) club meetings before receiving their initial rating from the DC.
6.2 Current Member Rating
Current members must be in Good Standing to advance to a higher rating. For D1-C2 members a rating’s request form must be completed and signed 30 days prior to the rating date. C3 and up will follow the National guidelines.
7. Financial Policy and Budget
The annual budget prepared by the DC and Club Treasurer will be presented for approval at the Annual Sponsor’s Meeting in October. WTPC has adopted the following policies to supplement the guidelines for financial policy outlined in the Registered Clubs Bylaws:
7.1 Club Revenue
WTPC income can be attributed to one of the following sources: Dues, Donations, Rallies, and Fundraising.
7.1.1 Membership Dues (Riders). Membership dues are determined from time to time by a vote of the Sponsors at the Annual Meeting. Dues are payable in full by Nov. 1 of each year. Membership dues are not prorated. Dues shall be comprised of the following fees:
o National and Regional dues
o WTPC dues
7.1.2 Sponsor Dues. Sponsors pay an annual fee to the Club for voting privileges. Sponsors dues are not prorated. Sponsors dues are payable in full at the annual renewal date (Nov.1), or at least thirty days before a meeting in which the Sponsor wishes to vote.
7.1.3 Donations. Donations of cash, goods or services to WTPC are always welcome! Donations may be allocated for specific purposes or deposited in the general treasury as determined by the Officers.
7.1.4 Rallies. Profit from WTPC-hosted rallies, according to
Regional and National policies.
7.1.5 Fundraising. WTPC will conduct such fundraising events as deemed necessary to help finance the educational and competitive programs budgeted each year. Active participation of all club members and Sponsors in these events is encouraged. Revenue may be allocated for a specific purpose or deposited in the general treasury as determined by the Officers.
7.1.6 Mounted Instruction Dues. Members pay Instruction dues for mounted lessons when a paid instructor is present. Instruction dues are determined from time to time by a vote and must be paid prior to riding at a mounted meeting.
7.2 Reimbursement of Expenses
The USPC has been and must remain essentially a volunteer organization. DC’s and other Officers must donate their time and talents while serving in their administrative capacities. In keeping with the volunteer nature of the USPC, Officers and others are
encouraged to pay for minor WTPC-related expenses themselves.
7.2.1 Reimbursable Expenses. Expenses outside the approved annual budget of $100.00 or less can be approved by a majority of the Executive Committee (prior to the expenditure) and are to be reviewed at the Quarterly Sponsors’ Meeting: expenses outside the approved annual budget of more than $100.00 must be approved by the Sponsors (majority of a quorum at a meeting).
7.2.2 Reimbursement. Expenses to be reimbursed must be turned in to the Club Treasurer on a WTPC Expense Form and receipts must be attached.
7.3 Utilization of Club funds
7.3.1 Operational expenses necessary for business administration
of WTPC activities.
7.3.2 Corporate membership dues of DC and Joint DC.
7.3.3 Mounted and unmounted educational activities.
7.3.4 Ratings:
7.3.4.1 C3 and up - 50% of C3 and up national examination
fee one time per member per rating level.
7.3.4.2 D1-C2 – expenses not covered by $25.00 per
member fee one time per rating. Re-test
fees are responsibility of member.
8. WTPC Equipment & Pony Club Materials
All equipment donated to or purchased for the Club belongs to WTPC. Members who borrow club equipment, or USPC materials maintained in the Club library, are responsible for returning items in a timely manner. Items that are damaged or lost by a WTPC member will be replaced by the member at his/her own cost within 30 days of discovery and notification. Failure to do so will result in loss of member in good standing status. Club owned equipment (jumps, games, props, etc.) shall be used only by or for the benefit of WTPC members. Any other uses of the WTPC club property shall be brought to a vote by the Sponsors of record prior to the activity to which they are being requested to be used.
9. Safety
The safety of horse and rider are a priority at all mounted meetings and events. All policies contained in USPC handbooks, policy manuals, and rulebooks are to be upheld at WTPC events.
9.1 Medical Release Forms
The DC or JDC or representative shall be present at all mounted sessions. This person shall have the Club’s file of current Medical Release Forms in his/her possession.
9.2 Rider Safety
Members must adhere to the following safety guidelines to be eligible to participate in ANY mounted activity:
9.2.1 Medical Release Form. The member must have a current Medical Release Form on file with the DC. Sponsors should alert the DC to any medical changes (i.e., new doctor, insurance coverage, or prescription medication) on the Medical Release Form.
9.2.2 Safe Attire. Members not wearing appropriate attire, safe footwear, and headgear that meet the current standard of the USPC (ASTM-SEI certified) will not be permitted to ride.
9.2.3 Safety Inspections. There will be a safety inspection before all mounted sessions to confirm the safety and appropriateness of saddlery, mounts, and attire. The member will have the opportunity to correct the problem before being refused permission to ride.
9.3 Transportation Safety
Sponsors and members should be aware that
USPC Insurance does not cover transportation to or from a USPC activity, and the safety of riders and mounts during transportation is a matter of personal responsibility. All appropriate releases must be signed.
9.4 Equine Safety
9.4.1 Coggins Tests. Each CHPC member is required to provide a copy of a current negative Coggins test for each mount participating in any WTPC sponsored activity.
9.4.2 Appropriateness of Mount. Each pony or horse used for mounted instruction or rallies must be approved by a DC or JtDC to insure that it meets the USPC standards for training and safety.
10. Conflict Resolution
WTPC has developed materials to guide Sponsors and members through WTPC-related problems.
10.1 WTPC and Member’s Code of Conduct
Members shall read and sign a copy of the Code of Conduct for inclusion in the DC’s files. Members shall also retain a copy of each document for their own records.
10.2 WTPC Conflict Resolution Guidelines
Individuals should refer to these materials, contained in the Wilderness Trace Pony Club Parents’ Guide, as required to resolve WTPC problems in a timely, appropriate manner.
11. Waivers
The WTPC Officers may grant, if special circumstances warrant, exceptions to the above policies. Waivers shall be consistent with the history and philosophy of the policies and bylaws of the Wilderness Trace Pony Club and The United States Pony Clubs, Inc.
12. Modification
Sponsors may modify WTPC policies by a majority vote of sponsors at the annual meeting.
Last Revision 2006