OLD DOMINION REGION PONY CLUBS
POLICIES


November, 1992

(Revised March 1995, January 1998, June 2000, February 2002, February 2003, February 2005, November 2005, February 2006, February 2007, November 2007)

 

OLD DOMINION REGION POLICIES

ARTICLE L PURPOSE AND APPROVAL

Section 1.     Purpose
These policies are established to provide guidelines for the administration of the activities of the Old Dominion Region. 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. (Article 8.3.b thereof; ) and the By-laws of Regions (Article 2.1 thereof, . These policies are intended to be the means to carry out the Mission Statement (Article I, Section 2) and the Guiding Beliefs (Article I, Section 3) of the United States Pony Clubs, Inc.

Section 2.     Mission Statement
The mission of the United States Pony Clubs, Inc. (USPC) 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.

Section 3.     Guiding Beliefs
The Guiding Beliefs of the United States Pony Clubs, Inc. are:
• USPC is an educational organization which progressively develops the well-rounded horse person.
• The well-rounded horse person 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.
• The USPC is committed to safety.
• The local club is the core of the USPC.

Section 4.      Changes
Changes to regional policy may be required from time to time and shall be proposed by the Regional Policy Review Committee to the Regional Council for their approval before presentation to the Vice President of Regional Administration for final approval.

Section 5.     Deviations and Waivers
In situations with special circumstances, the Regional Supervisor may authorize deviations to or waivers of regional policy, if such deviation or waiver does not conflict with the By-laws.

ARTICLE II. REGIONAL ORGANIZATION 

Section 1.
USPC By-laws of Regions (see attached)

Section 2.
Duties and Responsibilities of Regional Supervisor (Rev 2/07)
(refer to By-laws and RS Handbook)  

Section 3.
The policies shall in no way lessen the powers and authority granted theRegional Supervisor under the By-laws of the United States Pony Clubs, Inc. (Article 8.3.b thereof; )
and the By-laws of Regions (Article 2.1 thereof).

Officers will be elected by the regional council at a fall meeting. Offices to be filled are Regional Supervisor (RS), <BR>Vice Regional Supervisor (VRS), Secretary, Treasurer, the immediate past RS, or if that person is unavailable, a Member at Large (who should have a good historical background of the region and who shall not be a DC).
The Nominating Committee, nominated by the RS for election by the Regional Council at least 3 months before the annual Regional Council meeting (Bylaw of Regions Article 4.1.2) will present a slate of candidates and the names of individuals proposed to fill the positions of RS and VRS. The RS and VRS will be selected by the Regional Council and put forward for the approval and appointment by the the Vice President of Regional Administration. These officers along with the RIC and if different, a representative elected by the Junior Leadership Council, and the HMO form the basis of the Regional Advisory Board (RAB). . Newly elected officers to the RAB will take office for a period of one year commencing on January 1 of the year immediately following the election. There shall always be no less than 6 members on the board. The RAB may at times invite Committee Chairs to participate in RAB meetings at which decisions concerning that Chair's activity may be necessary. At the start of the RAB meeting the Board will take a vote on allowing the Committee Chair to cast vote on the subject related to their activity. This voting privilege will only be for matters pertaining to their activity and shall be for the date of that meeting only. If it is necessary to have Committee Chairs present at more than one RAB meeting, this decision will be made on each occasion.

Section 4.    Regional Council (Rev 2/07)

The Regional Council (RC), comprised of the officers of the region and the DCs of each member club, is the voting body on regional policy and major business transactions. If a DC is unable to attend a meeting of the RC, only the Joint DC (Jt-DC) may vote in the DC's stead. In the absence of both DC and Jt-DC and with prior notification to the RS, another club sponsor appointed by the DC may have voting privileges. Other club members are welcome to attend Regional Council meetings with no voting privileges. Each member club of the Regional Council is allowed to cast one vote during any election or motion vote.

Section 5.    Junior Leadership Council (rev by JLC 2/03)

A member of the Junior Leadership Council (JLC) must be a pony club member in good standing. To be a member of the JL one must be 12 years of age as of 1/1 of the current year. Each club will have one voting member of the JLC. Clubs may decide how to select their voting member. For those clubs who have no members 12 years of age on 1/1 the DC may select the member that she feels will best represent the club.

Section 6.    Regional Meetings (Rev 2/07)

RC will have two regular meetings each year, one in the fall and one in the spring. The fall meeting will serve as the required annual RC meeting as per the By-laws of the USPC and the By-laws of Registered Clubs. The spring meeting agenda will include a review and update of plans for the current year, a report on the USPC Annual Meeting, a financial report, action on proposals for changes to regional policies, and any other business to come before the council. Additional meetings of the RC may be called by the RS, VRS, the USPC President, the USPC VP of Regional Affairs, or by written petition of 20 % (one-fifth) the DCs of the member clubs. Each member club is expected to send a representative to Regional Council meetings to ensure a quorum representing a majority of the Registered Clubs and at least 3 members of the RAB, one of which must be the RS or VRS. Jt-DCs and all sponsors are welcome and encouraged to attend RC meetings, but are reminded that they are not voting members of the council unless the Jt-DC, or other designated sponsor, is acting on behalf of the absent DC. The RAB will meet as needed, to transact routine business, oversee the planning of activities and prepare recommendations to the RC. Others whose presence may be requested as necessary at certain advisory board meetings are RS appointees, such as the various rally organizers, and the Clinic Organizer.

Section 7.     Active Club (Rev 2/07)

Registered clubs are required to fulfill the following to maintain active status in the region:
1. Submit to the USPC all required reports by stated deadlines and provide a copy to the RS.
2. Respond in timely fashion to all requests for information to the region.
3. Send a representative to all Regional Council meetings.
4. Sponsor, cosponsor, or assist with a regional activity at least once a year.
5. Send pony clubbers to regional activities.
6. Keep the RS informed of club activities by sending newsletters or periodic reports.
7. At the fall Regional Council meeting, provide copy of the club annual report to the RS
    to include a summary of activities for the past year and a tentative calendar of events for the coming year.
8. Hold ratings at least twice yearly as required by the USPC.
9. Hold regularly scheduled meetings, both mounted and unmounted, as required by the USPC.

ARTICLE III. EDUCATION

Section 1.     General

The region encourages all clubs to hold regularly scheduled mounted and unmounted meetings, in keeping foremost the goals of Pony Club as stated in the Mission Statement. In support of this goal, the region will institute activities to assist member clubs that may need help in improving their instruction.

Section 2.     Clinics

A Standards and Rating clinic will be considered bi-annually to produce instructors and examiners knowledgeable to the current USPC Standards of Proficiency.
A HM clinic will be considered bi-annually with two focuses: 1) to certify Assistant Horse Management Judges by training participating members 18 years and older and interested adults; and 2) to teach participating members and DCs current horse management skills
The Regional Council will assess needs and determine each fall what clinics should be planned for the coming year. The Regional Advisory Board may add or delete clinics between Regional Council meetings, if necessary. Clubs will be expected to assist with these clinics.  

Section 3.     Program Review

One duty of the RS is to ensure that instruction within the region is in keeping with the Pony Club mission and standards; therefore, the instruction programs of each of the member clubs shall be reviewed regularly. If a club requests assistance in implementing suggested changes, the region shall provide such help. It is the responsibility of the Regional Instruction Coordinator (RIC) to assist the RS in this responsibility.

Section 4.     Regional Instruction Coordinator (RIC)/Clinic Organizer(s)

The RIC shall be responsible for obtaining necessary instructional assistance for member clubs and may act as advisor to the Junior Leadership Council. The Clinic Organizer will be responsible for planning the scheduled clinics, as outlined above. These organizers will be appointed by the RS, with the advice of the Regional Council. The RIC is appointed by the RS and is required to be a Corporate or Life Member of the USPC. Ideally, the RIC should serve a three year term to allow for consistency in programming. The RIC will oversee the development and maintenance of a list of resources for conducting ratings and providing instruction. Member clubs are expected to assist the RIC in identifying resources and for sharing information on newly found resources.

ARTICLE IV. RATINGS (Rev 11/07) 

Section 1. Standards of Proficiency

USPC has a well outlined system to determine levels of proficiency, each being progressively more in depth. The Standards of Proficiency are a means of measuring the progress and level of achievement of its members. Please refer to the current rating guidelines and rules for eligibility as presented in the current USPC Standards of Proficiency.

Section 2.    National Ratings (Rev 11/07)

Candidates for the National Level Ratings (HB, C3, B, H/HA and A) and above rating are recommended by the DC and the RS to the USPC and must apply by the stated deadlines to enable testings in a given year. . .
The region will make every effort to schedule National Level rating tests each year based on the projected number of potential candidates at each level. The RS and the RIC are available to assist and advise those members who must, for any reason, test out of region. All club leaders are strongly advised to check the “Testing Information for Candidates” on the USPC web site at the beginning of each year to stay informed of any changes to rating application dates, fees and requirements.
A minimum of five (5) candidates is necessary for the region to hold a test . .
All HB and above Candidates for a National Rating must have fulfilled the requirements as set for in the Region’s policy on Active Participation (Article VII, Section 1 ODRPC Policies). In addition, Candidate applications must be accompanied by a completed Regional Service log for that application to be considered complete. Members are responsible for keeping their Regional Service Log updated with all required signatures. A copy of this form may be found on the Old Dominion web site using the link to forms.
All HB and above tests will have an Impartial Observer (I0) appointed by the RS in consultation with the RIC The region will solicit help in providing food and other aspects of hosting a test from clubs or parents of those testing.

ARTICLE V. REGIONAL COMPETITIONS

Section 1.     Region's Responsibilities

• Set dates for regional competitions at fall RC meeting (or further in advance if possible) and decide which clubs will organize which rally.
• The region must oversee planning for competitions since the RS is ultimately responsible. The RS or a liaison appointed by the RS should: Pass on information and supplies from the previous year's rally; ensure that all USPC guidelines are followed: assist organizing club with any problems they have; review all materials before they are mailed out by the organizers.
• Losses will be reimbursed by the region up to the budget approved by the RS. Profits will be turned over to the region to be used as proposed in annual budget and approved by the RC.  

Section 2.     Organizers Responsibilities

• Obtain USPC rules and guidelines for the competition being organized at least six months in advance.
• Consult with RS or liaison to review plans and budget.
• Make arrangements for a safe facility to be used unless contracted by the region.
• Provide for safety and comfort of pony clubbers and their horses (meals, water, toilets, lodging if required, etc.).
• Consult with the Horse Management Organizer to provide qualified judges for stable management and mounted portions.
• Consult with the RS on the rally budget prior to establishing an entry fee.
• A competitor's fee, determined annually by the Regional Council at the Annual Meeting, shall be collected from each competitor to be used for Championships.
• Team Stable managers will not pay an entry fee for any rally.
• Prepare Rally Entry packet with pertinent information on cost, rules, tentative schedule, required paperwork, entry form etc, and the addition of penalty fee for late or incomplete entries.
• Team awards are to be a reflection of total scores under the guidelines of competition. Horse management awards are based on total scores for horse management excluding any riding scores.
• Within 60 days after the rally, a financial report shall be submitted to the RS, along with a written critique of suggested improvements and a list of things that worked particularly well.

Section 3.     Individual Participation in Regional Activities

No member of a member club, other than an active member transferring from another pony club within the region, may participate in any regional activity until the RS has been in receipt of that person's membership for at least one month and all dues to USPC and the region have been paid.

ARTICLE VI. USPC CHAMPIONSHIPS

Section 1.     General (Revised 2/07)

The goal of the region is to field at least one team in each division of each discipline offered at the USPC Championships. All members must a) meet the age and rating requirements for the discipline in which they intend to compete; b) meet the Member in Good Standing Policy of their local club; c) have the recommendation of their DC and d) meet the region’s policy on Active Participation are invited to qualify for these regional teams. The member must attend the Regional qualifying rally to be eligible for regional team selection. Those who have conflict with regional qualifying rallies may qualify out of region with the consent of the RS. The RS will contact the hosting region to make the necessary arrangements.

Section 2.     Rally Costs (Revised 2/06)

The cost of sending a regional team to the USPC Championships is significant and varies greatly with the location of the Championships and the discipline. Those who commit to participating as a member of a Regional Championship team must be prepared to bare the cost of such participation as noted within. The Region will assist participants when and as able. :
• Members costs: The team members and/or their families shall pay the costs associated with championship entry fees, team training, transportation of horses, if applicable; transportation, Regional shirts, room and meals for the team members. Coach expenses to include fee, meals, lodging and travel are to be shared by the riding members of the team. The Region reserves the right to collect a fee above the entry fee to help cover these costs. Such additional fees will be made known to the competitor and parents prior to making their decision to commit to participate.

Section 3.     Team Selection (Revised Feb 05)

Team selection will be made on the basis of final score placings with the top 4 being given priority. Members must commit by the deadline as stated by the RS or will lose their place on the team in which case the RS will go to the next placed rally participant. Criteria for eligibility are as follows:
Quiz – Members who score in the top 35% of their division and meet all age/rating criteria are eligible to participate in Quiz Championships. Decision to commit for a place on the Quiz team may be delayed until after all riding rallies are completed.
Eventing – Qualifying criteria as stated in the current Eventing rulebooks will be utilized. All members must participate in the Regional Qualifying Event Rally, unless an exemption/exception has been granted by the RS and must be in the top placings at this rally. In addition, participants must provide copy of the required Qualifying Affidavit from the second qualifying HT to the RS by the stated deadline.
Dressage – Those placing in the top positions and meeting all discipline criteria will be eligible to participate in Dressage Championships.
Show Jumping – Participants will be chosen from those Qualifying Rally
Participants who meet criteria as stated in Show Jumping rulebook, place in the top positions with no more than a total of 15 penalty points.
Games – Participants must have competed as a team and placed first in the division at the Qualifying Rally.
Polocrosse and Tetrathlon participants must have met the criteria for eligibility as stated in the current rulebooks and have attended a Qualifying Rally.
The team Stable Manager from the top scoring HM team will be offered the opportunity to participate in Championships as the team HM, provided they meet all age and rating criterias for that discipline.
Every effort will be made by the RS to seek qualifying opportunities for regional members in those disciplines that a Regional Qualifying Rally are not held. Members of the region cannot rally outside of region with the intent to qualify for a place on a Regional team without the consent of the RS.
In the event that there are not enough registrants for a full team for Championships, every effort will be made to form a scramble team with riders from other regions.
The team selection data will be retained and used to fill any last minute vacancy. The next ranked member will be offered the vacant place on the team. Only withdrawals for illness of a team member or horse will receive a refund of their registration fee as stated in the Gold Book

Section 4.     Team Training (Revised 2/06)

The region will endeavor to facilitate training opportunities for team members and will utilize funds collected from Regional Competitor Tax fees to defray these costs. As many training sessions as are practical and reasonable will be scheduled. It will be the responsibility of the team member to get to the training session and share in the cost of such training for instruction received.

Section 5.     On-Site Policies at Championships (Revised 2/06)

A block of rooms for competitors and their families will be reserved by the region. Those filling championship teams will be provided the specifics for securing one of these rooms. Teams are encouraged to stay together so that they can discuss team strategies and the activities of their day.
The region will identify the “Official Team Chaperone” who shall be responsible for ensuring that team members have an adult contact during the day, to assist in providing adequate fluids/snacks, etc. The “Official Team Chaperons” will be expected to remain on the competition grounds and be readily available to championship organizers and team members if needed.
Transportation to and from the competition site will be determined at the discretion of the parent/guardian of each team member. Team members are not to drive from the time barns open each day of competiton to the closing of barns each day of competition. Decisions for lodging and chaperoning outside of the hours of competition are made at the discretion of the parent/guardian with all arrangements being made by the parent/guardian. The Region assumes no responsibility for these decisions.

ARTICLE VII. GENERAL POLICY

Section 1.     Active Participation (11/07)

Members of the Old Dominion Region must meet the Active Participation criteria as stated in this policy to be eligible for recommendation for a National Level Rating:
• The member must meet their local club Member in Good Standing policy and be recommended by the DC
• The member must have no outstanding debts to the region
• The member must have performed a minimum of 10 hours of regional service within a 2 year period of the date of rating application, examples of regional service include but are not limited to;
. Rising Star Advisor (must be at least 13 years of age and hold a “C” rating
. Planning/organizing a Quiz Rally activity
. Assisting in the “D” Rally,
. Assisting Horse Management at a regional activity
     A list of those regional activities that can be used to meet this criteria will be posted on the region’s website each year. Any member who would like to use an activity that is not listed is encouraged to contact the RS for consideration and approval of this activity. Consideration will be given for those members who are away at school and those members must contact the RS to discuss their specific situation.

ARTICLE VIII. ADMINISTRATION

Section 1.     Regional Dues

The annual membership fee for the region is $20 per member. The fee for renewing members is due with the Annual Club Status Report and is late as of December 15th. . A late charge of $5 per member or $25 per club, whichever is greater, shall be added after December 15th . The fee for new members joining between January and August is due within 30 days of accepting the membership. For those new members joining between September and December, the fee shall be $25 and provides membership for the balance of the year and the whole of the coming year.

ARTICLE IX. FINANCIAL (Revised 2/07)

Section 1.     General

The income, expenses, and financial operation of the region will be explained in this article. It is expected that this article will be amended frequently as sources of income and regional expenses change. Amendments will be added to this document when the occasion arises.

Section 2.     Fiscal Year (Revised 2/06)

The fiscal year for the region shall be as determined by USPC

Section 3.     Annual Financial Report

As required by the USPC an annual financial report of the region's activities will be filled by February 15th of each year covering the period of January 1 to December 31 of the previous year. A copy of this report will be provided for each member of the RC as soon as this report is prepared.
The financial statement shall report and total the income received from the sources enumerated in Section 5 a. of this article and report the total expenses in the categories enumerated in Section 5.b of this article. Details of the expenses in each category shall be maintained in the accounting books of the region.

Section 4.     Audit of books (Rev 2/07)

Any time that there is a newly elected treasurer the region's books will be audited by at least two (2) independent persons. These two (2) persons could be parents in the region who have some basic accounting knowledge and understanding of financial record keeping or the treasurers of two (2) clubs in the region. Volunteers will be solicited at the annual RC meeting to accomplish this audit at no expense to the region.;

Section 5.     Proposed Budget (Rev 2/07)

The proposed budget shall be developed each year by the RS with the assistance of the Treasurer and shall be presented to the Regional Council for approval at the annual meeting. The budget shall contain the items as listed below

Section 5.a     Income allocation

• General Fund                     Membership fees, Interest on accounts, dividends, allocation of rally profits, allocation of fund raising
• Testing/educational fund     Testing fees, prep clinic and camp registration fees, allocation of rally proceeds, allocation from fund raising Regional Testing Fund
• Competition Fund rally entry fees, competitor tax, championships entry fees

Section 5.b     Expenses

General Fund                     CM fees, postage,phone, USPC Annual meeting, NYC, regional officers travel (mileage), miscellaneous (gifts, donations, equipment)  

Testing/education fund      DC Retreat, Prep clinics, testing expenses

Competition fund               rally expenses, championship expenses (shirts, coaches, preps)

Reserve:                            This shall be used to support any other expense category where expenses exceed the budget but the
                                            RS deems it necessary to continue the activity even though over budget.

Section 6.

Life Membership for “A” members (Established 2/07) The region shall pay for the cost of a Life Membership in the USPC for any member who obtains the “A” rating.

Section 7     Reimbursements

Requests for reimbursement for expenses must be made in writing using the ODRPC expense voucher form (attached).
Vouchers must be accompanied by appropriate receipts. If receipts should be lost, suitable written explanation may be accepted.
Vouchers must be authorized by the RS or designee and shall be submitted within sixty (60) days of the activity/event.
Hotel rooms/lodging will be reimbursed at ½ rate unless otherwise pre-authorized. Mileage will be reimbursed at the standard USPC mileage rate.

Section 8.     Payment to Region

All monies submitted to the Region for regional activities, such as rally entries, HM Clinics, Standards and Rating clinics, etc., shall be submitted as a check from the local club.
Personal checks will be accepted for upper level prep clinics and prep camps and HB and above testing fees. In the event of checks returned for insufficient funds, the member shall have thirty (30) days to correct the situation by insuring that the check and any bank fees are paid in full. If the member fails to correct the situation within the thirty days the member will not be able to participate in any regional activities until such time as the situation is corrected.
The region reserves the right to ask for payment in the form of money order or cashier check