CHARLOTTE PONY CLUB POLICY ATTENDANCE AT UN-MOUNTED MEETINGS
1. A Charlotte Pony Club (CPC) member must participate in all stable management (unmounted meeting) as scheduled for the year unless excused due to extenuating circumstances. Those members that have unexcused absences will have time removed from their mounted lesson at the discretion of the Officers.
2. All CPC members are permitted to attend the stable management clinic reguardless of having a mount.
3. Any CPC member without a horse is encouraged to observe the mounted riding lessons.
4. If a CPC member is late to stable management (unmounted), he or she will risk losing the opportunity to participate in her/his mounted riding lesson. It will be the Officers decision whether to permit the member to participate in the following mounted lesson.
5. If a member continually misses the riding or stable management portion of the meeting (that is, continually arrives late or leaves early), then he/she must speak to the DC.
6. All members will bring their record book to all meetings.
MEMBER IN GOOD STANDING
The following criteria constitute the requirements for a Member in Good Standing of the Charlotte Pony Club (CPC):
The member has paid local, regional and national dues.
The member has paid any other debts to the CPC treasury, such as lesson fees, rally fees, equipment fees, etc.
The member has demonstrated good sportsmanship and willingness to help with the CPC program and has abided by the United States Pony Club, Western New England Region and Charlotte Pony Club policies.
Every member family is expected to participate in a minimum contribution of 3 hours of work per event. If under extenuating circumstances a family member can not participate a minimum contribution of $30 (thirty) per member per event can be paid to CPC. This covers 3 hours of work at $10/ hour.
Being in good standing means having met your work hours or paid the contribution fees.
MOUNTED MEETINGS at HIGH WIND FARM 4:00pm – 7:00pm
1. Mounted meetings will be held from 4:00 – 7:00. Timeliness, readiness, being prepared, and adhering to the safety standards of USPC will determine whether a member can participate in a mounted lesson that day (see Attendance Policies for Un-mounted Meetings).
2. Lesson times will be posted for each group of riders by 4:00 pm that same day.
3. Members will be notified if there is a cancellation of mounted meeting by 2pm via email.
4. Members are expected to remain at mounted lessons until all lessons have concluded and mounts are securely in trailers. If a rider has to leave permission must be obtained by the DC or person in charge the day before the mounted lesson.
5. Proper attire for CPC meetings includes polo-style shirts with short sleeves, with britches or jodhpur pants. A belt is required if the member’s pants have belt loops. Members must wear boots that cover the ankle and have a heel, but do not have a rough hiking tread. Tall boots or half chaps are acceptable. All members must wear an approved helmet, medical arm band/bracelet, and a jumping vest .
6. All individuals supporting riders around mounts, trailers, and courses must wear appropriate foot wear that covers the foot and be over the ankle bone.
7. All horses and ponies must be clean and groomed to the member’s level. Tack should be in good repair, well-fitted, clean and supple.
8. Prior to reporting to your safety check all horses should be jogged out after unloading from their trailer to check for soundness and temperament issues.
9. All safety checks will occur at the trailer and members must be prepared for a safety check of their mount, tack, and trailer prior to warming up for their lesson.
10. Any member under the age of 16, unless rated C2 or above , must be accompanied throughout the mounted meetings by a parent or a designated adult.
11. There shall be no interference in a members lesson by parent or guest.
NEW MEMBER POLICY
The following criteria will govern the way in which new members are admitted to the Charlotte Pony Club (CPC):
Anyone interested in joining the Club should contact the DC.
Current members of the Club who are contacted by individuals interested in joining CPC should refer them to the DC. The club member also can contact the DC to provide information about the potential member to the DC.
Before making a final decision about the admission of new members, the DC will consult with the other officers of the Club.
The decision as to whether someone can join the Club will be in the Officer's discretion, and may be based on (but not limited to) such considerations as the current size of the Club, the age and skill level of the child, the suitability of the membership, etc.
1. All ratings will follow the guidelines and policies established by the USPC National Office and Charlotte Pony Club (CPC).
2. If a member of CPC is interested in obtaining a certification he/she must inform the DC. The DC in turn will inform the RIC (Regional Instructional Coordinator) of the member’s interest.
3. The DC will set up a time to talk to the candidate to make sure that he/she has all the needed materials and understands the CPC guidelines on how to prepare for the certification.
4. Any CPC member who wants to obtain a certification needs to have a non-parent sponsor that will act as an independent observer on their behalf.
5. All CPC members must arrive at their certificatiom with their identified information completed on their test sheet . The test should be printed on single sided sheet.
6. The DC has the right to refuse a candidate to obtain certification if the DC feels that the candidate has not fulfilled their obligations as listed on the USPC Standard of Proficiency, or if the member is not a Member in Good Standing as defined in CPC policy.
7. Every rider has the option to file a greviance with the support of their sponsor.
8. The DC, with the assistance of the RIC will keep an updated list of area clinics that may assist the candidates with certification preparation.
9. Any candidate should feel free to contact the DC with questions or concerns about his/her certification preparation.
10. All CPC members must participate in events based on their certificiation unless permission has been granted by the DC.
11. All members must obtain a certification in order to participate in rallies, unless permission is granted by the DC.
VOTING AT MEETINGS
1. Decisions can be made at all meetings by majority vote of a quorum as long as:
(a) a quorum of the Executive Board has given their prior approval of the item subject for vote; (b) the meeting date and place has been communicated to all members and Sponsors; and (c) a proposed agenda has been sent out one week prior to the meeting.
2. Only a Sponsor, as defined below, is eligible to vote. Fifty percent (50%) of Sponsors represented in person or by proxy, if permitted, shall constitute a quorum. Seventy five percent (75%) of the Executive Board shall constitute a quorum for the transaction of business at any meeting of the Executive Board. If a meeting cannot be organized because a quorum has not attended, no decisions shall be made except to adjourn to a future time. Voting by proxy is not permitted at Annual Meetings but voting by proxy is permitted at regular meetings.
3. If a member or Sponsor wishes to discuss or vote on an item on the agenda but cannot make the meeting, he or she may contact the DC by email prior to the meeting. The DC will convey the member’s or Sponsor’s position or thoughts on the agenda item to the members present at the meeting. For items voted upon at a regular meeting, a Sponsor may convey by proxy his/her vote via email to the DC prior to the meeting.
4. No policy can be adopted at any meeting unless it has appeared as an item on the agenda at least one week prior to the meeting.
5. Because all meeting notices will be sent out by e-mail, all members must contact the DC to let her know whether or not the member received the agenda and whether he/she will be attending the meeting.
6. The DC will contact by telephone any member who has not contacted her after the meeting notice and agenda has been sent out. This task is extremely time-consuming and burdensome, so PLEASE, if you receive the information, be courteous and let the DC know. Your return reply can be by e-mail or telephone!!
7. CPC meetings, although informal, will be conducted according to Roberts Rules of Order to make sure that all business on the agenda is addressed and all have an opportunity to participate. The DC (or joint DC, in the DC’s absence) will run the meeting.
1. If you plan to attend a rally, it is important that all the necessary paperwork be completed BY THE STATED DEADLINE. Timeliness is important because the rally organizer has to compile all the entries for the club, write one check for the total amount, and then send all the Clubs paperwork with the check to the hosting club. If one person has not sent in all the necessary paperwork, paid entry fee, or responded to requests for information, the club's entire registration is delayed. It is therefore essential that deadlines be honored.
2. Forms that are required for a rally;
A completed entry form.
Competitors must bring their own current USPC medical cards in an armband.
Current Coggins/rabies test for your horse. This can be a copy, as long as it is legible.
A completed volunteer form.
3. Rally teams consist 3-4 riders and a stable manager. Each team also must have a chaperone and two volunteers , all adults, who will have responsibilities during the entire rally. Every team must have at least 2 volunteers. Volunteers (parents) are expected to help during the rally, in most cases for the entire rally. There are lots of different jobs for volunteers at any rally, and often parents not listed as a team volunteer also help out.
4. Show jumping teams also need a coach to assist riders during warm-up at the rally. The coach should be someone who is experienced riding instructor but cannot be a parent of a team member. The person who will be the jumping coach must be approved in advance by the clubs rally organizer. Jumping coaches charge a fee, which is divided among the riding team members.
5. The DC will choose the teams for the club. If more people sign up than will fit on teams, some members will be assigned to a "scramble" team, which is a team with kids from more than one club. Scramble teams are common, and are a great way to meet people from other clubs and you wont be far from other Charlotte Pony club kids.
6. At the rally, all riders will need a stall card and a feed chart for your horse.
7. Teams also will need to have all of the equipment from the Required Equipment Checklist, and each team will need to have a complete set of the required team equipment.
8. Every rider also must have his/her own equipment, as described on the Individual equipment list. Review the specific ( Dressage, show jumping, etc.) rally rulebook on the USPC Website be sure to read any addendum's as well.
9. Each team must meet at least two times before the rally in order to prepare. At the first meeting, the team will decide who is responsible for each item on the required equipment list. At the second meeting, the team will make sure that item on the list has been obtained.
10. Member who is new to rallies should ask another club member for help if they have questions or need assistance. Rallies are a lot of fun, especially if everyone is well prepared ahead of time.
11. In order to participate in rallies you should have obtained at least your D1 certification, and be in good standing with your obligations to Charlotte Pony Club.