PURPOSE
These policies are established to provide guidelines for the administration of the activities of the Camino Real Region of the United States Pony Clubs, Inc. The policies shall in no way lessen the powers and authority granted the Regional Supervisor under the By-Laws of the United States Pony Clubs, Inc. and the By-Laws of the Regions (Article 2) (RBL). These policies are intended to be the means to carry out the Mission Statement and the Guiding Beliefs of the USPC, Inc.
MISSION STATEMENT
The Mission Statement of the United States Pony Clubs, Inc is to provide a program for youth which teaches riding, mounted sports and the care of horses and ponies, thereby developing responsibility, moral judgment, leadership and self-confidence.
GUIDING BELIEFS
USPC is an educational organization, which progressively develops the well-rounded horse-person.
The well-rounded horseperson is capable of riding safely and tactfully on the flat, over fences and in the open.
Knowledgeable care of horses and ponies (horse management) is basic to the well-rounded horse person.
USPC is committed to the well being of the horse.
Fair and friendly competitions develop teamwork and sportsmanship.
Fun and friendship are part of Pony Club.
USPC requires parental and volunteer involvement and support.
USPC is committed to safety.
The local Club is the core of USPC.
Refer to By-laws of the Regions, The United States Pony Clubs, Inc. for references. Article numbers sections 1 - 6 are the same as the By-Laws of the Regions of the United States Pony Clubs, Inc.
1 ESTABLISHMENT
1.1 THIS REGION of the USPC shall be called the Camino Real Region, USPC, Inc. hereafter called The Region. The Board of the Region is organized to assist in promoting the policies and purposes of the USPC as outlined in the USPC and REGION By-Laws May 2008.
1.2 The Clubs of this Region Shall be approved by the Regional Supervisor and assigned to the Region by the Board of Governors of USPC and are governed by the By-Laws (May 2008) and Policies of USPC and the REGION.
1.3 Participating Members Participating Members are children who have become members of a Registered Club or Riding Center. Horsemaster members are also participating members. Participating Members shall become eligible to take part in Regional activities after complying with the Active Participation Policies of the Region as defined in Article 5.5.1.
2 OFFICERS
2.1 ADMINISTRATIVE OFFICERS OF THE REGIONAL COUNCIL The REGION shall have the following Administrative Officers who shall serve under the By-laws of USPC. All Administrative Officers of USPC must be Corporate Members in accordance with UPSC By-Laws. No person, or more than one member of a family, shall hold more than one administrative office within the same region without the written approval of the Regional Council
2.1.1 Regional Supervisor
2.1.2 First Vice Regional Supervisor
2.1.3 Two (2) Vice Regional Supervisors
2.1.4 District Commissioners of Clubs
2.1.5 Joint District Commissioners
2.2 Regional ADMINISTRATIVE Officers Shall be elected by the Regional Council for appointment
by the USPC Vice President for Regional Administration. All duties, responsibilities, actions and decisions of Regional officers shall be subject to the direction, supervision, control or approval of the Regional Supervisor. These officers shall be:
a) Regional Supervisor
b) First Vice Regional Supervisor
c) Two (2) Vice Regional Supervisors
2.2.1 Secretary The Regional Secretary shall be elected by the Regional Council. Secretary of the Region shall not be the Regional Supervisor, a Vice Regional Supervisor nor a member of the family of these Officers. The Secretary shall be responsible for (a) giving notice of all Regional Council meetings in accordance with the provisions of these Bylaws; (b) recording and filing the minutes of Regional Council meetings; (c) determine the presence of a quorum at Regional Council meetings; (d) maintain Regional Policies, and (e) performing other assigned duties.
2.2.2 Treasurer Shall be elected by the Regional Council. The Treasurer of the Region shall not be the Regional Supervisor, a Vice Regional Supervisor or a member of the family of these Officers. The Treasurer shall be responsible for (a) collecting dues and fees that constitute the Regional income, (b) making disbursements to pay the Regional expenses; (c) examining the validity of expenses incurred and tracking compliance with the budget; (d) keeping accurate records of the funds; (e) preparing financial statements in accordance with these By-laws; and (f) performing other assigned duties as assigned by the Regional Supervisor and Vice Regional Supervisor.
2.2.3 Additional Officers The Regional Council may establish other Regional offices required to efficiently manage the operations and activities of the Region in accordance with USPC By-laws. The responsibilities of the newly created officer shall be defined in Regional Policy.
2.3 Term of OFFICE Administrative and Regional Officers shall serve a one-year term that shall extend from January 1st to December 31st and may serve additional consecutive terms.
2.4 Resignation/Removal of Officers Regional officers may resign at any time by giving written
notice to the Regional Supervisor or a Vice Regional Supervisor when acting for the Regional Supervisor. The Regional Supervisor may fill vacancies due to resignation by appointment until the next Regional Council Meeting, at which time the Council may confirm or replace the appointee. The Regional Supervisor, with the consent of the Vice President of Regional Administration, may remove any regional officer at any time, with or without cause. Any Regional Supervisor or Vice Regional Supervisor may be removed at any time with or without cause as follows: (i) by the USPC Board of Governors, (ii) by the USPC Executive Committee or (iii) by the USPC Vice President of Regional Administration with the advance consent of the Executive Committee. (RBL2.4)
3 APPOINTEES
3.1 Regional Advisors The Regional Supervisor may from time to time appoint Regional Advisors to
one-year terms to make available to the Region their expertise and assistance. Regional Advisors may be directed to assist in any part of the operation of the Region and may be assigned the task of organizing all or part of Regional activities. Advisors are not members of the Regional Council.
4 REGIONAL COUNCIL
4.1 Regional Council The Regional Council is to provide the assistance, advice and cooperation
necessary for the Regional Supervisor to effectively execute their duties and responsibilities. The H.M.O. & R.I.C. are appointed by the Regional Supervisor and hold positions on the Regional Council.
4.1.1 Membership All Regional officers and anyone designated by the Regional Council in a Regional policy shall be members of the Regional Council, providing that the majority of the membership consists of District Commissioners, Joint District Commissioners and Center Administrators. Temporary membership may be conferred by any absent council member upon his/her designated representative. The votes shall be as follows;
4.1.1.1 Regional Administrative and elected officers shall have one (1) vote each
4.1.1.2 Clubs/ Riding Centers shall have one (1) vote each
4.1.1.3 Clubs/Riding Centers shall provide a policy to stipulate the distribution of their one (1) Vote
4.1.1.4 H.M.O. and R.I.C shall each have one (1) vote
4.1.1.5 Regional Horsemaster Liaison shall have one (1) vote
If one of the Regional Administrative elected officers is also a District Commissioner of one of the Region Clubs or the Center Administrator for a Riding Center, that individual will have only one (1) vote.
4.1.2 Nominating Committee A nominating committee shall be selected at the Annual Regional Council Meeting in September. The committee shall consist of three to five members of the Regional Council. The majority of who shall be District Commissioners or Joint District Commissioners. Ninety (90) days prior to the next year the Committee shall determine if the current officers will stand for re-election and then consult with all members of the Regional Council to ascertain if they have any nominations to stand for election in opposition to the current officers. Each candidate shall be interviewed by the committee. The nominating committee shall propose a slate of Regional Officers and recommendations for Regional Supervisor and Vice Regional Supervisors(s) for presentation at the Annual Council Meeting.
4.2 Regional Council Meetings The Regional Council shall meet at least twice each year. The Annual Meeting is held in September followed by the Activities and Planning Meeting held in November. Additional meetings may be called by the Regional Supervisor whenever regional business requires.
4.2.1 Meeting Protocol Meetings of the Region shall be conducted in accordance with the USPC and Regional
By-Laws, as well as procedures according to Roberts Rules of Order. Council Members representing a majority of the Registered Clubs and Riding Centers shall constitute a quorum for the conduct of business. At each Annual Regional Council Meeting and the Activity and Planning Meeting the choice of using either a prepared written ballot or verbal open vote may be presented for a vote by any Regional Council Member.
4.2.2 Annual Regional Council Meeting The Annual Regional Council meeting is mandated by the USPC
By-laws. The meeting shall be held in September on the Saturday of the second week-end nearest to the 15th. In addition to the nomination and election of officers for the coming year, the successes, failures, financial status and goals of the Region shall be reported and discussed. Budgets for the coming year shall be presented, modified and adopted as modified. The Regional Calendar will be discussed and tentative dates for rallies and clinics will be set.
4.2.3 The Activities and Planning Meeting shall be held the first or second weekend in November to plan
Regional Activities for the next year. At this meeting the rally and clinic dates for the Regional calendar will be finalized. Notice of such meeting shall be postmarked or delivered no less than 15 days prior to the date of the meeting.
4.2.4 Annual Meeting Notice Notice shall be sent to all members of the Regional Council by the Regional Secretary, at least 30 days prior to the date of the meeting. A copy of the meeting agenda shall be sent with the notice.
Agenda Shall include:
(a) report of the Regional Supervisor on activities and general financial status; (b) presentation and approval of the proposed
financial plan for the next year; (c) recommendations for Regional Supervisor and three (3) Vice Regional Supervisors; (d) election of Regional Officers for the next year, based on the report of the Nominating Committee and nominations from the floor; (e) proposed amendments to the Regional Policies; (f) discussion for proposing, planning and establishing a Regional Activities Calendar (g) discussion of the value of the USPC national organization and appeal for donations to the USPC annual fund, and (h) such other issues that are germane to the effective operation of the Region.
4.2.4.1 Annual Meeting Attendance There will be two Regional Council Meetings each year, the Activities and Planning Meeting in November and the Annual Meeting in September. All Clubs and Riding Centers shall be represented at these meetings by their District Commissioner, Joint District Commissioner, Center Administrator or a duly authorized individual who has sufficient knowledge, information and authority to speak for the Club or Riding Center.
4.2.4.2 Annual Meeting Minutes The Regional Secretary shall record, prepare, sign and submit a copy of the minutes of the Annual Meeting to the Regional Supervisor as well as to the Vice President of Regional Administration in a timely manner. The minutes shall include copies of the agenda, and all documents (e.g.: plans, budgets, rosters, lists, schedules, calendars, etc.) approved by the Regional council at the meeting. A year-to-date Regional Financial Report shall also be included with the minutes.
4.2.5 Regional Newsletter the Region shall endeavor to publish a newsletter in a manner and frequency to be
determined by the Regional Council.
4.2.6 Regular Meetings The Regional Supervisor may from time to time call a meeting of the Regional Council for purposes such as planning and organizing activities, discussing and resolving problems, or any other purpose needed to maintain the efficient operation of the Region. Notice of such meetings shall be no less than 15 days prior to the date of the meeting.
4.2.7 Special Meetings A special Meeting of the Regional Council may be convened, in unusual situations, by the Vice Regional Supervisor, the Secretary of the Region, or the Vice President of Regional Administration. It shall be called upon the written request to the Secretary of 20% of Regional Council Members. Notice of a Special Meeting must be given at least 15 days prior to the date of the meeting. A copy of the minutes of the Meeting shall be submitted to the Vice President of Regional Administration promptly following the meeting.
4.2.8 Notice of Meetings Notice of any Annual, Regular or Special Meetings shall be give by written notice that is delivered either (a) personally, (b) by first class mail to the person’s address of record, (c) by facsimile transmission to the person’s facsimile number of record or (d) by electronic mail to the person’s electronic mail address of record.
4.2.9 Annual Club Sponsor Meetings All Clubs shall hold their Club Annual Sponsor Meeting in the fall after the Regional Annual Council Meeting in September but before October 31st. Sponsors of Record with that Club, Regional Supervisors, and any USPC Executive Officer, Member of the USPC Board of Governors or USPC staff may attend any Sponsor’s Meeting. Discussion may be open to all, but only Sponsors of Record may vote.
4.2.9.1 Send the Notice of Annual Club Sponsor Meetings to the Regional Supervisor.
4.3 Regional Annual Membership Renewal Member Clubs shall prepare their Annual Membership Renewal Packet on or before October 31 and deliver it to the Regional Supervisor via US Mail, or hand delivery no later than November 15th. The Membership Renewal Packet must contain copies of the following along with a club check for the regional dues;
200_ List of Officers
Annual Meeting of Sponsors Form (with signatures) with Club minutes for meeting and Treasurer’s Financial Report
Sponsor List
200_ Participating Membership application (signed, front and back)
200_ Payment Summary
Any and all documentation which may be required per the Renewal Packet Instructions provided annually.
4.4 Riding Center Annual Membership Renewal The Center Administrator shall prepare copies of their Annual Participating Memberships and deliver them to the Regional Supervisor via US Mail or hand deliver no later than November 15th with personal checks for the member’s Regional Dues. Include copies of any documents required in the Renewal Packet instructions provided by the National office.
4.5 Horsemaster’s Annual Membership Renewal The Group Liaison shall prepare copies of the Annual Horsemaster’s Member Applications and deliver them to the Regional Supervisor via US mail or hand deliver no later than November 15th with a club check for the member’s Regional Dues. Include copies of any documents required in the Renewal Packet instructions provided by the National office.
5 MANAGEMENT OF THE REGION
5.1 INCOME/FUNDS The guidelines for the financial management of the Region are described in this Article herein to enable the membership to better understand the income, expenses and financial operation of the Region.
The income for the Region is normally limited to the following sources: Annual dues, regional rallies & clinics, Championship fundraisers, Regional Camp and other Regional Fundraisers. The Region will, however, endeavor to obtain funding through grants and other patronage available in our area. Such funds will usually be sought on an ad hoc basis; however, any single gift may be allocated to the income or distribution categories as defined below.
5.1.1 Membership Fees: The Annual Membership Fee for the Region is $25.00 per year per member, which is due within 30 days of accepting the new Participating Membership or with the Participating Membership Renewal. Renewals are delinquent on November 15th. A late charge of $5.00 per member shall be added after November 15th. For new members joining between September and December inclusive the fee shall be $34.00 and provide membership for the balance of the current and the whole of the coming year.
All income shall be allocated to the General Administrative Fund.
5.1.2 Clinic Fee Fees will be kept reasonable to allow all Pony Clubbers to participate. Income from clinics shall be allocated to the Regional Clinics Fund
5.1.3 Competition Fees All fees imposed on Regional Competitions as required are to be included in this income source.
5.1.4 Regional Championship Fund Income shall be allocated to the Regional USPC Championship Fund
5.1.4.1 Qualifiers Registration Fees All fees collected from Qualifiers List Registration will be allocated to the Regional Championship Fund.
5.1.4.2 Regional Championship Fund Clubs and Riding Centers are expected to conduct fund raiser (s) each year for the benefit of the Regional Championships Fund as members of both Clubs and Riding Centers are eligible to benefit from this fund. The fund-raiser (s) shall be conducted before March 1st of each year with the proceeds to the Regional Treasurer by March 1st. The fund raiser (s) should be selected to raise at least $350.00 with a much higher goal. Income shall be allocated to the Regional USPC Championship Fund. Newly formed clubs and riding centers shall be exempt from this fundraiser for their 1st year.
5.1.5 National Testing Fund Fees collected for the National Testing Prep Clinic shall be allocated to the National Testing Fund.
5.1.6 Sales Receipts Income derived from the sale of any Regional novelties, as authorized by the Regional Supervisor and shall be allocated to the Regional Sales Fund.
5.1.7 Returned Checks A fee of $25.00 shall be imposed upon any club, or individual whose check or payment method is returned due to insufficient funds. If this fee is not paid upon written demand by the Regional Secretary, the club or member may be barred from future pony club activities at the club and regional level.
5.1.8 Regional Camp Fund Income derived from camp fees shall be allocated to the Regional Camp Fund.
5.2 General Administrative Fund Distributions
5.2.1 Supervisory Communications This part of the General Fund shall be used to cover phone, mailing, fax and shipping expenses incurred by Regional Administrative Officers to communicate with Member Clubs, Riding Centers, Horsemaster’s groups and the National Office.
5.2.2 Administrative Officer Expenses This part of the General Fund shall be used to cover transportation and lodging expenses for the Administrative Officers for attending USPC Meetings and conducting such Regional business as may require excessive transportation expenses. A budget for Regional Administrative Officer’s travel shall be established annually to cover travel to the USPC Annual meeting, the Annual Regional Meeting and visits to the Region’s clubs, riding centers and Horsemaster’s groups as deemed necessary for conducting USPC business. Other expenses to include USPC Corporate membership fees if the Officer does not have their membership paid through a club.
5.2.3 Other Expenses This part of the General Fund shall be used to cover expenses incurred by other
Regional Officers, RIC or HMO on Regional business when authorized by the Regional Supervisor. The region will pay for the HMO & RIC’s USPC Corporate memberships if they do not have their memberships paid through a club.
5.2.4 Reserve This part of the General Fund shall be held in reserve to support any other expense category
where expenses are exceeding the budget and the Regional Supervisor deems it necessary to continue the activity even though over budget.
5.2.5 Regional Newsletter This part of the General Fund shall be used only to pay the expenses incurred in
printing and mailing the Regional Newsletter.
5.2.6 National Testing Fund The National Testing Fund shall be used to pay the expenses required for Examiners conducting National level Tests and National Ratings Prep Clinics unless those fees are paid by USPC. National Testing Funds will also be used to pay for hotel, food and other expenses associated with the National Test or Prep. Should the Fees charged for these activities fail to provide sufficient budget to cover the costs, additional budget will be provided from the General Fund.
5.2.7 Regional Clinics Fund The Regional Clinics Fund shall be used to pay any and all expenses associated
with conducting a Clinic.
5.2.8 Regional USPC Championship Team Fund The Regional USPC Championship Team Fund shall be used to pay the Region’s share of the cost for fielding USPC Championship Teams as defined. Should the income allocated to this fund fall short of estimates or expenses exceed estimates, the Regional Supervisor may increase the budget from the General Fund Reserve, but such increase shall only fund those teams voted on by the Regional Council.
5.2.9 Regional Sales Fund Distribution The Region is hereby authorized to develop and produce Regional
Novelties for sale to Members and all others interested. The Regional Supervisor reserves the authority to authorize such development.
5.2.10 Regional Camp Fund – The Regional Camp Fund shall be used to pay any and all expenses associated with Regional Camp.
5.2.11 Financial Reports Each year at the Annual Council Meeting the Treasurer shall present the Annual
Financial Report.
5.2.12 Annual Financial Statement The Financial Statement shall report all income and disbursement as
required by the By-Laws. Additional sources shall be added as required for sources peculiar to that year and these amounts also reported, Income details shall be maintained in the accounting books of the Region. All other requirements of the By-laws shall be noted.
5.2.13 Federal and State Taxes The Regional Treasurer shall be responsible for compliance (without limitation) with IRS Code 501(c) (3) for both Federal and State Tax requirements imposed on the Region. (RBL 5.1(c))
5.3 Tax Status The Region shall maintain the non-profit status of USPC, Inc as defined in Section 501 (c) (3) of the IRS code or similar provisions of any future law. Each Region shall obtain an Employer Identification Number (EIN) and shall comply with all other legal requirements imposed on IRS Code Section 501 (c) (3)
5.4 Fiscal Year The Fiscal Year for the Region shall be from January 1 to December 31.
5.5 Policies The Region shall develop and/or change policies that establish the standard criteria and process
for management of the Regional operations and activities. The Regional Supervisor, or a committee designated by the Regional Supervisor, shall be responsible for drafting the proposed policies. Any member of the Regional Council may propose a policy amendment. The Regional Council shall review all policies and amendments. Policies and amendments shall become effective when adopted by the Regional Council and approved by the Vice President of Regional Administration.
5.5.1Active Participation for Members and Clubs of the REGION Shall include, but not limited to at least
the following:
5.5.1.1 Regular attendance at Club instructional activities as defined by each Club
5.5.1.2 Participating in the following as appropriate to their rating level
5.5.1.3 Teaching un-mounted and/or mounted skill appropriate to rating level
5.5.1.4 Coaching for Club or Regional activities appropriate to rating level
5.5.1.5 Participate as a member of a club team or regional team at club or Regionally sponsored activity
5.5.1.6 Member clubs and Riding Centers shall have the DC, Jt. DC, Center Administrator or appointed representative attend Regional meetings.
5.5.1.7 The Region will take into consideration special circumstances that may limit a member, Club’s or Riding Center’s participation. Special circumstances must be discussed with the Regional Supervisor.
5.5.2 Member in Good Standing Each Registered club/Riding Center shall develop a policy that defines a member in good standing. Such policy shall consider and acknowledge special circumstances that may limit a member’s participation. The club/riding center policy must be compatible with Regional policy on Active Participation. Guidelines for attendance, rally participation and ratings eligibility for D-C2 level members may be as follows;
5.5.2.1 Having paid all club dues and fees
5.5.2.2 Having a record of regular attendance in club mounted and un-mounted instructional programs and activities
5.5.2.3 Teaching and assisting with younger members in a manner appropriate to the member’s rating
5.5.2.4 Demonstrating good sportsmanship and respect for themselves, their mounts and others.
6 MISCELLANEOUS
6.1 Amendments Policies are defined in the “Introduction to National Policy Book” as a definite course of method of action selected from among alternatives and in light of given conditions, to guide and determine present and future decisions. Policies are narrow in intent. Policies State the rules – the “W’s” – what, when, who and sometimes why. They should not be confused with procedures or the “hows”. Policies are governed by the By-Laws meaning they cannot conflict with the By-laws. There are three levels of policies needed, listed in descending hierarchal order; each level is written by designated appointees from within that level.
USPC, Inc. policies
Regional policies – cannot conflict with national policies
Club policies – cannot conflict with national or regional policies
By-Laws are defined in the “Introduction to National Policy Book” as a set of statement /rules that establish the purpose and/or governance structure for an organization. They supersede all other documents.
Changes to Regional Policy will normally be proposed by the Regional Supervisor or Vice Regional Supervisor, but can be proposed by any member of the Regional Council or the Regional Advisory Committee. Changes to the Regional Policies must be reviewed and approved by the Regional Council, however they are not official until they have been reviewed and approved by the USPC Vice President of Regional Administration.
6.2 Transfer of Assets Should the Region be dissolved or otherwise terminated, its assets shall be
transferred by the Vice President of Regional Administration to another Region or Registered Club, or any other Corporation having a 501 (c) (3) or like designation as provided in the IRS code of the United States.
6.3 Severability of Provisions If any provision of these By-laws or its application to any person or
circumstances shall be held invalid by a court of competent jurisdiction, that invalidity shall not affect any other provisions or applications of these By-laws that can be given effect without the invalid provision or application, and, to this end, the provisions of these By-laws are severable.
6.4 Associations Region shall not be a chapter or branch of any other organization. The Region may be a
member of, or establish an association with, horse councils, land conservancies and similar organizations with the consent of the Vice President of Regional Administration.
6.5 Trademarks The Region may use the USPC Trade-marks in printed materials and publication and on
clothing and other saleable items, subject to the terms and conditions of a trademark license granted by the Board of Governors.
6.6 Deviations and Waivers In situations with special circumstances, the Regional Supervisor, after
consultation with Regional Administrative Officers, will authorize deviations to or waivers of Regional Policy, if such deviation or waiver does not conflict with the By-Laws of USPC.
7 INSTRUCTION
7.1 General In keeping with the Pony Club Mission, the Region wishes to help Clubs improve the quality and
quantity of instruction within the Region. The Region will encourage all Clubs to hold meetings, be they mounted or un-mounted, as will accomplish that end. In support of this goal, the Region will institute the activities defined in this Article to assist those member Clubs which may need help in improving their instruction. If requested by member Clubs, the Region will also endeavor to assist in providing instruction for members interested in ratings to HB/C3 or higher.
7.2 Regional Instruction Coordinator (R.I.C) The Regional Instruction Coordinator (R.I.C)
(Chief Instructor of the Region) shall be the focal point of Regional instruction assistance. The Coordinator shall be responsible for organizing the clinics, reviewing the instructional programs of member Clubs and implementing the support activities specified in this Instructional Section.
7.3 Available Resources Instructional resources available within the Region will be sought, interviewed
and listed. These resources shall include professional instructors/trainers, qualified Pony Club instructors, and graduate and rated members with teaching skills.
The resources may offer only a specialty or a broad spectrum of expertise, but in either case capability, interest and availability shall be determined in the interview and specified in the listing. Member Clubs desiring help in identifying instructional resources should contact the Regional Instruction Coordinator (R.I.C) Member Clubs and Riding Centers are requested to share information on newly found resources with the Regional Instruction Coordinator (R.I.C)
7.4 Standards and Ratings Clinics The Region shall schedule at least one clinic each year for the
purpose of familiarizing members, parents, Club Officers, sponsors and instructors with the USPC’s Standards of Proficiency. The Clinic shall include both mounted and un-mounted elements of the USPC’s Standards of Proficiency (SOP). The Region shall organize these Clinics which shall be hosted by a member Club. Target fee shall be approximately $15.00.
7.5 Instructors Clinics The Region shall schedule clinics for the purpose of familiarizing instructors with
the Pony Club Standards of Proficiency and teaching philosophy. At least one clinic shall be held each year. Member Clubs and Riding Centers are requested to have their instructors and C level and up members attend these clinics, even if compensation is required. Failure of the club’s instructor to attend the Instructor’s Clinic may constitute a visit from the R.I.C. to evaluate, or observe the club’s instructional program. Target fee shall be approximately $15.00.
7.6 Examiners Clinics The Region shall schedule an Examiners Clinic at least one clinic every two years to instruct potential examiners and update current examiners. Region may review the qualifications of potential examiner’s by examining the individual’s level of participation in regional activities at these clinics. Member Clubs and Riding Centers are encouraged to have their most qualified people attend these clinics. Examiners wishing to remain on the Region’s Recommended Examiner’s List must attend this clinic at least once every two years. This clinic may be combined with the annual Standards and Ratings Clinic. Target fee shall be approximately $15.00.
Minimum qualifications to be listed on the Regional Recommended Examiners List;
(a) 18 years old; (b) volunteering as able at Regional Activities; (c) fulfill Mentoring program by assisting Examiners at a minimum of three (3) rating or by submitting a resume to the RIC detailing prior Examiner experience with contact information from another region; (d) current, active Pony Club Members may be eligible to perform specified ratings contingent upon review by the R.I.C.; (e) attend Examiners Clinic at least once every two years.
7.7 INSTRUCTIONAL PROGRAM Review It is the policy mission of the Region to assure that instruction within the Region is in keeping with the USPC Standards of Proficiency and Philosophy. A review of the instructional programs of each of the member Clubs or Riding centers shall be conducted for the purpose of fulfilling the Pony Club Mission and suggesting, if needed, means to improve the program. Should a Club or Riding Center decide to implement the suggestions, the Regional Instruction Coordinator (RIC) shall assist in implementing the suggestion, if requested by the District Commissioner or Center Administrator.
7.8 Regional Camp The Region shall endeavor to provide Regional Camp each year for the purpose of
giving members a broad range of instruction to the USPC Standards of Proficiency. Qualified Pony Club Instructors will be hired that will teach each of the three basics of the Standards i.e. Riding on the Flat, Riding over Fences and Riding in the Open. Ratings may be offered up to and including C2 at this camp.
8 RATINGS AND TESTING
8.1 Club Ratings The readiness of Candidate for the D1, D2, D3, C1 and C2 ratings is evaluated within the
member Club by reviewing the member club’s Member In Good Standing requirements as per section 5.4. (a) of the By-Laws of the Registered Clubs of the USPC, Inc., and as appropriate to their level. All Ratings shall be conducted as defined in the “Testing Guidelines and Policies for Club Ratings D2 - C2” available under “Forms” on the USPC website.
8.1.1 Preparation Candidates are required to complete a Prep Guide for their level and all other preparation
requirements as specified by their Club or as required by the Pony Club Standards of Proficiency of USPC, Inc.
8.1.2 Application As may be required by the members Club.
8.1.3 Examiners In order to ensure proper evaluation of members being tested, D1 through C2 rating examinations are the responsibility of the D.C. It is strongly recommended that ratings above D-2 be performed by examiners who are not currently teaching the Club of the candidate being rated and whose qualification to perform the test have been reviewed by the RIC., to ensure the examiners have been educated to the most current standards. D1& D2 rating examinations may be conducted by examiners from the candidate’s Club. It is recommended at every rating, that an adult club officer or Impartial Observer be present to back up the examiner in case a parent disagrees with the examiner’s decision.
8.1.4 Ratings Report District Commissioners shall insure that the USPC National Ratings Update and Regional Ratings Forms are completed and mailed within 14 days of the rating. The Regional Ratings Form is mailed to the RS. The USPC National Ratings Update Form is sent into the USPC National Office and a copy to the Regional Supervisor. A copy of both forms should be kept by the club.
8.2 Regional Ratings Coordinator (RRC) - HB/C3 and Up
The Regional Ratings Coordinator shall be the focal point for all Regional and National Prep, and Testing. The Coordinator shall be responsible for assisting the RS with scheduling and organizing the National Ratings Level Prep and Test.
8.3 REGIONAL RECOMMENDED Examiners Persons whose qualifications and examining techniques have been reviewed by the RIC at a Standards and Ratings or Instructors clinic and who meet the requirements below are endorsed to conduct ratings tests at the levels indicated below within the Region. It is highly recommended but not required that Clubs use Examiners listed on the Regional Recommended Examiners List.
8.3.1 D1 through C2 An adult 21 or older; or have a National Pony Club Rating and are at least 18 years of age; an adult 24 years or older who has attended a Regional or National Examiners clinic within the previous two years; an experience examiner from another region who has provided the RIC with a resume detailing their previous experience.
8.4 NATIONAL Ratings Candidates for all National Ratings are evaluated and certified by the USPC National Examiners. The Region will ask the USPC Office to schedule a National Testing in those years in which the number of candidates complies with USPC National requirements. A member Club will be requested to host the test when a National rating is held in the Region. The Region will appoint an “Impartial Observer” and conduct the test according to the “USPC Guidelines for Upper Level Test”.
8.4.1 Preparation for National Ratings Candidates capabilities must comply with the current requirements of the USPC Standards of Proficiency and their demeanor shall indicate the maturity to undergo a rigorous test. Region requires that ALL candidates attend a Prep clinic which will be scheduled at least 3 weeks prior to the application due date. The Regional Supervisor’s approval of a candidate’s application is contingent upon successful completion of the Prep Clinic. No candidate will be encouraged to take the test “for the experience”. Candidate must have successfully completed the Prep Clinic to the Standards at the Prep Clinic within 18 months of the scheduled test. Candidates must attend one (1) rally, as a mounted, un-mounted team member within 15 months of application due date to the Regional Supervisor. Failure to attend will make the candidate ineligible for that test. Consideration shall be given to those candidates with special circumstances.
To have successfully completed a HB/C3 and above level Prep Clinic the candidate must fulfill these requirements:
a) Submit all applications, fees and other materials as requested as required by the due date, as specified, to the RS for signature no later than ten days prior to the due date of USPC National Testing Committee. Applications are submitted based upon the scheduled date of the rating. Due dates are listed on the application form.
b) Attend and fully participate in all activities at the prep clinic. Submit all required written materials to the clinician as required by the guidelines of the test, such as, record book, lesson plans, etc.
c) Receive the recommendation of the Prep Clinician that candidate has met the conditions of the clinic and is
prepared to take the test in the areas covered by that clinic. The Candidate should show the maturity to undergo a rigorous test.
d) Met all requirements outlined in Article (s) 5.5.1 Active Participation For Members and Clubs of the Region and Article 5.5.2 Member In Good Standing of the Region.
8.4.2 Application Applications and fees shall be as required by USPC, Inc. Applications must be signed by both the candidate’s District Commissioner and the Regional Supervisor. Application must be in the Regional Supervisor’s hands no later than ten days prior to the due date of USPC National Testing Committee.
8.4.3 National Testing Only certified National Examiners conduct all C3, B, H/HA and A tests. Candidates must select three testing sites/dates on their application.
8.5.4 Rating Prep Clinic The Region will, if there are sufficient candidates, schedule and organize Prep
clinics for C3, B, H/HA and A rating levels. The required number of candidates shall be as required for the tests. While separate Prep clinics for each rating level is ideal, “mixed rating” Prep Clinics (C3 through A) may be held when there are only a few candidates at each level. Appropriate clinicians shall be obtained for those Prep Clinics. To attend the clinic each candidate must submit a reservation form and a Club check which must be in the National Ratings Coordinators hands four (4) weeks before the scheduled clinic. Fees may be refundable with written notification from a vet or doctor.
8.5.5 Cancellations Unforeseen cancellation of the Prep may happen due to weather circumstances, unavailability of Clinicians or Examiners, lack of candidates, etc. Every available effort will be made to keep the Prep schedules.
9 HORSE MANAGEMENT
9.1 General Horse Management (HM) authority within the Region resides with the Horse
Management Organizer, as does the oversight of adherence to USPC Horse Management principles and philosophy, and the development of HM activities needed to improve Horse Management within the Region. Having good HM Judges within the Region is essential to improving the HM of our members. The Region needs Assistant HM Judges to work under the direction of a Chief HM Judge at our Rallies. This is the first step toward becoming a Regional and National Chief HM judge. This article provides the means to fill the Region’s needs and define the responsibilities of the Horse Management Organizer.
9.2 Horse Management Organizer The Horse Management Organizer (HMO) is the focal point for
horse management clinics and judging within the Region. The HMO is responsible for organizing all HM clinics, having access to the Chief HM Judges List, and compiling and providing the names of CHMJ’s and approved Assistant HMJ’s to Rally organizers.
9.3 Horse Management Clinics Horse Management Clinics will be organized by the Region alone or/in
coordination with rallies. Clinics shall be organized for several purposes and be organized and conducted to instruct and evaluate candidates as Assistant HMJs. Clinics shall also be conducted to educate instructors, Club Officers, sponsors, parents and members in HM principles and philosophy. The HMO shall obtain knowledgeable CHMJs to assist in the instruction during these clinics.
10 RALLIES
10.1 GENERAL The Region will encourage the conducting of Rallies in the various disciplines of Pony Club to improve and evaluate knowledge and so provide fun activities for the members.
10.2 Mock Club Rallies Mock Rallies may be conducted within a Club or Riding Center for fun, knowledge and experience. Rallies conducted with several neighboring Clubs and/or Riding Centers for the same reasons or as demonstrations to increase membership are called Club rallies. If any help in planning of such activities is needed questions should be directed to the Regional Rally Coordinator.
10.3 Regional Rallies The Region will request its Clubs to host rallies open to all Clubs and Riding Centers assigned to the region and to Clubs and Riding Centers from other Regions if space allows. As a minimum, one rally will be held in each of the following disciplines: Dressage; Show Jumping; Eventing; Tetrathlon; Quiz and Games. All these rallies are subject to Regional Financial Requirements for Rallies. Only members who fulfill the requirements of “Active Participation”, and “a Member in Good Standing” are eligible to participate in Regional Rallies.
10.3.1 Open Rallies For the purpose of evaluating skills, learning team work, sportsmanship and competition strategy, and having fun. These rallies shall be organized to accommodate as many rating levels as possible under the competition rules.
10.3.2 Championship Qualifiers Either in conjunction with Open Rallies or alone, the Region shall offer Championship Qualifying Rallies for the purposes of qualifying eligible members for the Regional Teams that will participate in the USPC National or Western Championship. The organizers must include in these rallies as many levels of competition as The Regional Council votes shall be the Regional teams for each discipline. A CHMJ from outside the Region is required. The Rallies shall be open to all members but MUST be conducted to support those members attempting to qualify for the Championship Teams.
10.3.3 Financial Requirements A budget which details estimated expenses must be prepared very early to allow establishing the Entry Fee. Entry fees must adequately cover expenses, but should not intentionally produce excessive profits.
10.3.4 Regional Competitors fees A $15.00 per individual Competitors fee shall be added to the entry fee from the rally budget. The target entry fee including Competitor fee is $240.00 per team for a one day rally and $465.00 for a two day rally.
10.3.5 The Rally Budget Shall be submitted to the Regional Supervisor on the Regional Rally Budget Form at
least 60 days prior to the rally for approval. Failure to submit the rally budget may cause the rally to be cancelled at the discretion of the Regional Supervisor.
10.3.6 Financial Report Within 15 days after a rally, a Regional Rally Financial Report on the Regional form and a Club check for the Competitors fees collected shall be submitted to the Regional Supervisor.
11 CHAMPIONSHIPS
11.1 General The Regional Supervisor (RS) is responsible for the make-up of regional teams for National
competitions. Criteria and method shall be clearly delineated in regional policy. Efforts shall be made to send all members who are properly qualified, safe, and who express a desire to go. The National competitions and the tri-annual Festival are the ultimate reward for participation in Pony Club, as well as a showcase for Pony Club at its best. In special circumstances, members may qualify for National competition in regions other than their own with the permission of both Regional Supervisors.
The Region shall endeavor to field a team in each discipline offered at the USPC or Western Championship Rally. All members within the Region, who meet the age and rating requirements for a discipline (s), and the Regional Active Participation requirements and are Member in Good Standing requirements may be invited to attempt to qualify at the Championship Qualifying Rally in that discipline (s). Regional Teams will be chosen only from eligible members who have completed the Qualifiers Registration Form and qualified at the appropriate Championship Qualifying (CQ) Rally.
Alternative Each year, rules, circumstances and costs change, thus, rigid policies are impossible. This article establishes the general policies around which the composition of Championship qualifying rallies and the rules and policies governing qualifying will be developed by the Administrative Officers of the Region.
11.2 QUALIFYING Letters Each year, the Regional Supervisor will publish a series of Championship Qualifier Letters which shall provide qualifying information, rules and policies. The initial letter will be sent to all eligible Pony Clubbers of record. Subsequent letters will be sent only to those registered to qualify. The letters will explain the procedures and costs of qualifying and competing at Championships.
11.3 Championship Team Costs The cost of sending a Regional Team to the USPC or Western
Championships is significant. The cost varies greatly with the location of the Championship. The cost must necessarily be shared by the Region and those members chosen to be on a Regional Team.
11.4 CLUB/ Riding Center Championship Fund see section 5.4.1.2 for fund information
11.5 Regional Costs: The Region shall pay the following. Team Entry Fees; stabling of team horses during
National Championship-Festival; horse transportation; Coach and Regional team member polo shirts, and team housing. If funds are limited the funding allocation shall be as follows, at the discretion of the Regional Supervisor.
11.5.1 Team Entry Fees
11.5.2 Horse Transportation - allocated by % of monies available
11.5.3 Coaches Housing
11.5.4 Team Housing
Alternatives The plans for the budget shall be developed by the Regional Supervisor and published in the
Championship Qualifiers Letter.
11.6 Members Costs The Team Member and/or their family shall pay the cost of the following;
11.6.1 Food for member
11.6.2 Transportation to Championship (airfare)
11.6.3 Feed and bedding for member’s horse - if in a riding discipline
11.6.4 Local transportation cost at Championship - to be shared with team members
11.6.5 % of horse transport if Regional funding fails to meet projected costs
11.6.6 All expenses for family or friends (if not Coach) which we hope will come to support their team member, shall be the obligation of the member.
11.7 Qualifiers Application Qualifying requires a commitment on the part of the member and their family. The parents must commit and guarantee that the member will attend the Championships if chosen and that they will support the effort to prepare the team and get them to the Championships. The commitment also involves a share of the costs of participating in the rally. Refunds at the discretion of the Regional Supervisor.
11.7.1 Qualifiers Application Form Completion of this form is mandatory as follows
1) Application must include the discipline (s) in which the member wishes to qualify.
2) Members may select as many as five (5) disciplines indicating their choices on the application
3) Members who have not selected the discipline in which they wish to compete cannot qualify for that discipline
4) Applications must be signed by the member, the member’s D.C. or Center Administrator and the member’s parents verifying desire, rating and commitment.
5) A Registration fee of $50.00 (Club check ONLY – personal check for Riding Center members) is required with the application. This fee is non-refundable, except in special circumstances.
6) Application for registration should be submitted to the Regional Supervisor by March 31st. For Quiz qualifiers must be submitted their applications at least 3 weeks prior to the Quiz rally.
7) Quiz applications shall have a separate form and date submission.
8) A current copy of a negative Coggins test must be submitted
11.7.2 Qualifying Requirements Registered members must compete at the designated Regional qualifier Rally for the discipline(s) selected and complete all phases of the competition in compliance with the Championship Rules for the discipline. In riding disciplines it is the horse and rider combination which qualifies. All Registered Qualifiers shall be placed on teams.
Eligibility – must be:
the appropriate age and rating as per specific current discipline rulebook and/or Discipline Annual Newsletter
10 years of as of January 1st of the competition year for Quiz
a Member in Good Standing
recommended by their District Commissioner or Riding Center Administrator
be on the Qualifier’s List
meet participation requirements
compete in your disciplines at the Qualifying rally (s)
complete Qualifying Affidavits if required as specified in the discipline Annual Newsletters
be members of USEA and USEF if required by discipline
document evidence of sufficient Regional rally experience
meet the discipline’s established criteria for team selection
must make the qualifier’s commitment
meet Regional criteria for team selection detailed in the Qualifiers Letter
Regional Rally Experience: The Qualifier’s rally experience shall be given significant consideration in team selection. While credit is given for all rally experience, the most significant credit is given for championships, followed by qualifying, multi-day and one-day rallies in that order. Other competitive experience is of value in developing riding skills which are necessary for an excellent performance at the CQ Rally, but are not considered rally experience. Candidates must submit a copy their Regional Membership Record, signed by the District Commissioner, on which the member’s rally experience has been noted by the DC. A point system shall be developed to rank qualifiers on rally participation. One points shall be awarded for each Regional rally, clinic, camp that each qualifier attends. All candidates shall be given consideration, even those without experience, and it is possible for candidates without much experience to make a team. Team selection shall be selected by the Regional Supervisor based on the qualifying criteria. In ranking order of most significant shall be; eligibility, participation, experience, CQ rally score. Points are counted from January 1 of the prior year through the date of the application. For example – for the 2009 Championships, points would be counted from Jan 1, 2008 through March 31st 2009 for those applying for a riding discipline. A member may only receive one (1) championship point regardless of the number of times a member has gone to Championships.
11.8 Long List After each Qualifying Rally, a long list of those who qualified will be published. This
is a top down ranking by individual score of all registered members who qualified. This list does NOT consider member’s choices of discipline. The ranking is based on the rules and policies published in the Championship Qualifiers Letter.
11.9 Team Selection Team selection will take place following the last Qualifying Rally to allow for
placement of qualifying registered members on their choices as designated on the Registration Form.
11.10 Short List The short list is a list of the four team members and the four reserve members. Reserve members
shall be eligible to fill any vacancy for that discipline. The short list for each discipline shall be selected from the long list depending on member’s choices as listed in the Qualifiers Application Form. In the event that a registered member has qualified for more than one team, the member must select/commit to the team of his/her choice as requested by the Regional Supervisor and instructed in the Qualifiers Letter; and then their name shall be removed from the long list in all other disciplines.
11.11 Lack of qualifiers In the event that a full team does not qualify for Championships the qualifying members can be sent to be added to a scratch team in their discipline.
11.12 Horse Manager Selection The Horse Manager (s) shall be selected by the Regional Supervisor from registered Horse Manager candidate (s) at the Qualifying Rally for the appropriate discipline. The selection criteria shall be specified in the Championship Qualifier Letters. If there are no horse manager candidates for a discipline, the Regional Supervisor shall select a horse manager for that discipline at his/her discretion. A Qualifier Application is required for those wishing to fill the Horse Manger position on each team and must show experience by attending rallies as either a rider or Horse Manager. All Horse Manager applicants must participate as a Horse Manager at the Qualifying Rally of his/her discipline choice.
11.13 Championship Preparation Camp – “Champ Camp” The Region will organize a Championship Prep Camp for the purpose of finalizing travel plans, complete any required paperwork, horse transportation and check through the team equipment prior to leaving for Championships. The other purpose is to have the teams meet with their teammates, Coaches and Chaperones prior to Championships. Teams will discuss potential foreseeable problems and brainstorm ideas for solutions to problems or team conflicts. The details of the meeting will be listed in the Short List Letter.
11.13.1 No Team member will be excused from this activity. Substitutions will be made on the spot for any Team Member that does not attend at the discretion of the Regional Supervisor.
11.13.2 Substitutions (If anything can go wrong it will - Murphy) The Short list, and if needed the Long List will be used to select substitutions for any vacancy. Once registered and selected, the only acceptable excuse for withdrawing is illness of horse or rider. In the event that there is no one on the Short or Long Lists and a Team Member must withdraw because their horse becomes ill or lame, substitution of a horse may be made if allowed by discipline rules and has been approved by the Regional Supervisor and discipline chairmen.
12 JUNIOR COUNCIL
12.1 General The Region shall endeavor to maintain a Junior Council, whose responsibilities shall be to
represent the participating members.
12.1.1 Junior Council Membership Clubs shall appoint one (1) member to represent their club to the Junior Council matters.
12.1.2 Junior Council Activities The Junior Council may present activities of interest to the Administrative
Officers of the Region for approval, and then to members of the Regional Council for a vote. Those activities which are submitted to the Regional Council and voted on by same may be carried out under supervision by the Junior Council Advisor and monitored by the Administrative Officers of the Region.
12.1.3 Fund Raising All fund raising endeavors shall be presented to, and approved by the Regional Supervisor and funds disbursement shall be submitted to the Regional Supervisor for approval and shall remain under his/her discretion. The goal of the Jr. Council fund raising shall be that it provides educational experiences for PONY CLUB members. At the end of each year a % of monies raised shall remain for the next year’s operating expense.
12.1.4 Communication Responsibilities The Junior Council shall, in a timely manner, inform the Regional
Supervisor of the successes and failures of their activities and receive from the Regional Supervisor, any assistance relative to their activities.
12.1.5 Financial Budget Report Form Shall be submitted for approval 6 weeks before adopted activity with a detailed written plan. A detailed summary report and Final Financial Statement shall be due 15 days after each activity. Failure to submit the Activity Budget may cause the activity to be cancelled at the discretion of the Regional Supervisor. Failure to submit the Final Financial Statement may cause future activities to be cancelled.
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