MISSION

The United States Pony Clubs, Inc. develops character, leadership, confidence and a sense of community in youth through a program that teaches the care of horses and ponies, riding and mounted sports.

CORE VALUES – “HORSE”

Horsemanship with respect to healthcare, nutrition, stable management, handling and riding a mount safely, correctly and with confidence

Organized teamwork including cooperation, communication, responsibility, leadership, mentoring, teaching and fostering a supportive yet competitive environment

Respect for the horse and self through horsemanship; for land through land conservation; and for others through service and teamwork

Service by providing an opportunity for members, parents, and others to support the Pony Club program locally, regionally and nationally through volunteerism

Education at an individual pace to achieve personal goals and expand knowledge through teaching others

VISION STATEMENT

The USPC program is available to and accessible by a wide and diverse range of youth through multiple means of delivery.

• Multiple forms of membership
• Fully enabled by technology
• Marketed to multiple target audiences
• Recognized and recognizable nationwide
• Trained and capable volunteers

Short descriptive phrase:

Sportsmanship

Stewardship

Leadership

THROUGH

Horsemanship

Refer to By-laws of the Regions, The United States Pony Clubs, Inc. for references.

Regional Policies 2011.doc

           
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. In addition to these policies, this region is subject to the corporate by-laws National Policies and other rules and regulations established by USPC.

Colors of this region are black and gold.

            OFFICERS

In addition to the required officers of the Region, the Camino Real Region, shall have Vice Regional Supervisors and other officers as determined by the Regional Council. The number of Vice Regional Supervisors shall be determined annually. There is no limit on consecutive terms for any officer.

Regional Council     The Regional Council is to provide the assistance, advice and cooperation necessary for the Regional Supervisor (RS) to effectively execute their duties and responsibilities. The HMO is appointed by the Regional Supervisor and is a member of the Regional Council.

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. 

Meeting Protocol

The votes shall be as follows:

Regional Administrative and elected officers shall have one (1) vote each

Clubs/ Riding Centers shall have one (1)  vote each

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 or Regional Horsemaster Liaison, that individual will have only one (1) vote.

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. 

Annual Regional Council Meeting The Annual Regional Council meeting is mandated by the USPC By-laws to be held in the fall of each year for the purpose of transacting the Regional business on the agenda.  The date of the meeting will be determined by the Regional Council and is subject to change.  The meeting will be held no later than November 15.  Club renewal packets are due to the RS by this date. At this meeting the rally and clinic dates for the Regional calendar will be finalized and resolve any agenda items from the Activities & Planning meeting not completed.

The Activities and  Planning Meeting   Shall be held in September to start planning the Regional Activities for the next year and conduct any business as needed.

FUNDS

INCOME The income for the Region is normally limited to the following sources: Annual dues, Regional rallies, Regional rally entry fees, clinics, Championship fundraisers, sale of authorized items (such as pins, shirts and saddle pads), Regional Camp and other Regional Fundraisers. The Region will, however, endeavor to obtain funding through grants and other patronage available in our area. 

Membership Fees:    The Annual Membership Fee for the Region will be determined each year and included in the budget proposal that is presented and voted upon by the Regional Council meeting. The Regional membership fee 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 a prorated fee will be determined each year and included in the budget proposal that is presented and voted upon by the Regional Council meeting. The prorated fee provides Regional membership for the balance of the current and the whole of the coming year. One half of the Regional Membership fee will be allocated to the Championship fund.

Returned Checks   A fee of $25.00 may be imposed upon any club, or individual whose check or payment method is returned due to insufficient funds. 

EXPENSES The expenses for the Region shall be defined in the annual budget presented and voted upon by the Regional Council.

Funds are dispersed by the Treasurer or RS for expenses previously approved in the Regional budget. Additional expenses may be dispersed after consultation with the RS up to $ 500.00, but will be reported to the Regional Council at the next meeting. Any expenditure over $500.00 that was not previously approved in the budget must be voted on upon by the Regional Council.

REFUNDS AND REIMBURSEMENTS No refunds of dues or fees paid are given unless extenuating circumstances exists or the RS has been asked for prior approval and sufficient funds exists. Reimbursement requests must be accompanied by receipts and submitted to the Treasurer within 30 days and are subject to the RS’s approval for anything which is not normal operating expense.

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.

MEMBER IN GOOD STANDING POLICY #1002 USPC Policy Statement – See attached

 
INSTRUCTION

 General   In keeping with the Pony Club Mission, the Region wishes to help Clubs improve the quality of instruction within the Region. In support of this goal, the Region will hold instructional clinics for members, instructors, parents and any others interested in learning and/or being able to teach or test to the standards established by USPC. Any questions or concerns about your instructional program should be directed to the Regional Instruction Coordinator (RIC).

 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.

 RATINGS AND TESTING

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-3 be performed by examiners who are not currently teaching the Club of the candidate being rated. The DC shall ensure the examiners have been provided with a copy of the most current standards and the appropriate tests at least two weeks prior to the test.  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.

The region will keep a list of Recommended Examiners for clubs and riding center’s use.  This list is those who have fulfilled requirements as documented in the Appendix.  This list is for the DC/CA’s convenience and the use of these examiners is not required.

Ratings Report    District Commissioners shall insure that the USPC National Ratings Update is completed and mailed within 14 days of the rating to the USPC National office and a copy to the RS.  A copy of the form should be kept by the club.  The DC can also complete the on-line Rating update form and the USPC office will send the RS the rating information.

NATIONAL Ratings   The Region will attempt to offer preps for all National level test annually using whenever possible, National Examiners as the clinicians. Clubs will be requested to host the test(s) when a National rating is held within the Region. The Region will appoint an “Impartial Observer” and conduct the test according to the “USPC Guidelines for Upper Level Test”.

RALLIES

GENERAL    The Region will support Club and Regional Rallies in the various disciplines of Pony Club to improve and evaluate knowledge and so provide fun activities for the members.  The Region will request its Clubs 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.  The DC will certify the members attending the Rally fulfill the requirements of “Member in Good Standing.” (USPC Policy #1002)

Championship Qualifiers  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 Championship venues.  A Chief Horse Management Judge 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. Rules for Qualifying are determined by USPC Discipline Committees and the Board of Governors and are documented within each specific rulebook.

CHAMPIONSHIPS  

 General   The Regional Supervisor is responsible for the make-up of regional teams for Festival and Championships. The criteria and method shall be clearly delineated in the appendix under Championship Procedures. In special circumstances, members may qualify for National competition in regions other than their own with the permission of both Regional Supervisors.

Championship Team Costs    The cost of sending a Regional Team to the USPC Festival or Championships is significant.  The cost varies greatly with the location of the Championship competition.  The cost must necessarily be shared by the Region and those members chosen to be on a Regional Team.  The budget for Championships will be determined annually at the Regional Council Meeting.

Regional Costs:  The Region shall pay the following:

·         Team Entry Fees

·         Team and Coach Polo Shirts

If Budget allows the Region will pay a portion of the following expenses:

·         Horse Transportation - allocated by % of monies available

·         Coaches  Housing or Transportation

·         Team Housing

MEMBERS COST    The Team Member and/or their family shall pay the cost of the following;

·         Food for member

·         Housing for member

·         Transportation to Championship (airfare)

·         Feed, bedding, vet & farrier costs  for member’s horse

·         Local transportation cost at Championship - to be shared with team members if possible

·         % of horse transportation if  Regional budget is unavailable

Regional Rally Experience:  The Qualifier’s participation in Rallies, Clinics, or other Regional activities shall be given significant consideration in team selection. One point shall be awarded for each rally, clinic, and camp.  All candidates shall be given consideration, even those without participation points, 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, and qualifying rally score.  Points are counted from January 1^st  of the prior year through the date of the application. A member receives one (1) championship point for attending Championships, regardless of the number of times or what year a member attended Championships.

Appendix A – Championship Procedure

Appendix B – Rally Procedure

Appendix C – Regional Recommended Examiners List

Appendix – D – USPC Policy Statement #1002 – Member in Good Standing Policy
Appendix

A - Championship Procedure

The Region shall endeavor to field a team in each discipline offered at the USPC Festival or Championship.  All members within the Region who meet the 1) age and rating requirements for a discipline, and2) Member in Good Standing requirements may be invited to attempt to qualify at the Championship Qualifying Rallies in those discipline(s).  Regional Teams will be chosen only from eligible members who have completed the Qualifiers Registration Form and qualified per the guidelines in the specific Discipline Rulebook at the appropriate Championship Qualifying (CQ) Rally.

 QUALIFYING Letters    Each year, the Regional Supervisor (RS) will publish a series of Championship Qualifier Letters which shall provide qualifying information, rules and procedure.  The initial letter will be e-mailed to all Club officers to be forwarded to all eligible Pony Club Members of record.  The letters will explain the procedures and costs of qualifying and competing at Championships.

Qualifiers Application      The parents and member must make a sincere attempt (or desire) to attend the Championships if chosen and that they will support the effort to prepare the team and get them to the Championships.  Qualifiers will share of the costs of participating in the rally. 

Qualifiers Application Form Completion of this form is mandatory as follows 

·         Application must include the discipline(s) in which the member wishes to qualify.

·         Applications must be signed by the member, the member’s D.C. or Center Administrator and the member’s parents verifying desire, and rating.

·         A Registration fee of $50.00 is required with the application.  This fee is refundable, at the discretion of the RS and must be requested PRIOR to the Qualifying rally.  Fee is used towards team Championships shirts and entry fees.

·         Qualifier Applications must be received by the RS at least 2 weeks prior to the Qualifying Rally

·         If a member needs to attend a Qualifying Rally in another region they must contact the RS at least one month prior to that Rally to discuss reasons.  RS will contact RS from the other region to get permission and arrange for scores to be sent

·          

·         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 at the qualifying rally.

 Eligibility – Member must:

§  Be the appropriate age and rating as per specific current discipline rulebook and/or Discipline Annual Newsletter

§  Be a Member in Good Standing

§  Be recommended by their District Commissioner or Riding Center Administrator

§  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

§  Meet the discipline’s established criteria for qualifying

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. 

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 Qualifier Application.

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.

QUIZ If allowed by the organizers and if budget is available, the region will attempt to send two teams in each division. 

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.  The Region will not pre-specify team levels but will allow members to compete at the discipline level of their choice.

 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.

 Championship Preparation Meeting     The Region will attempt to organize a preparation meeting before Championships.  The region may elect to complete all paperwork/organizational issues via e-mail if needed.

Substitutions    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 Chair.

B - Rally Procedures

General  All rallies will be hosted by a Regional Club and can be assisted by another club or Riding Center.  The hosting club is responsible for preparing a premium and budget to be approved by the RS.  The host club takes financial responsibility for the collection of funds and payment of all expenses for non-qualifying rallies.  As Riding Centers cannot fundraise or have RC checking accounts they will not be responsible for the financial portion of any rally.

The Region will collect funds and pay expenses for all qualifying rallies.  Excess income from qualifying rallies will be earmarked for Championships.  The region will absorb any loss from a qualifying rally.

Financial Requirements   A budget which details estimated income and expenses must be prepared early to allow establishing the Entry Fee.  Entry fees must adequately cover expenses, but should not intentionally produce excessive profits.  Budget must be approved prior to distribution of rally premium.  The budget shall be submitted to the RS at least 4 weeks prior to the rally for approval.

A $15.00 per individual Competitor (rider & Stable Manager and Quiz competitors if Quiz is not a Qualifying Rally) fee shall be added to the entry fee and be included in the rally budget.  Competitors are all Riders, Stable Managers and quiz competitors (for non-qualifying quiz rallies)

Within 15 days after a rally, a Regional Rally Financial Report and a Club check for the Competitor fees collected shall be submitted to the Regional Supervisor

Rally Premium The rally premium details all the needed information about the rally – date(s), location, schedule, costs, etc.  The draft should be submitted to the RS at least 7 weeks prior to the rally.  The premium should be e-mailed to all DC’s at least 4 – 6 weeks prior to the rally by either the RS or Regional Secretary who will maintain a complete list of all Club Officers and Center Administrators. 

All required documents for each rally should be combined into one PDF document. This will allow ease of distribution and reduction of missing documents submitted to the rally secretary.  The RS will keep a list of those capable of converting the documents to PDF and combining them.  In addition to the premium, the PDF should contain a USPC Activity Rally Release, Competitor Information page, Code of Conduct, Volunteer form, Chaperone form, Coaches form, maps and other forms as needed depending on the rally. 

Records – The RS will maintain folders or binders for each rally sorted by discipline as well as electronic versions of each document.  The folders or binders will contain the premium, financial information (budget and final report), volunteers and competitors and will be kept for a period of 3 – 5 years.  This information will be available to the clubs so they can utilize the past information to help them efficiently plan their rally.  Several of the disciplines have Organizer guides which have detailed instructions on planning and executing the rally. 

Clubs who have run specific discipline rallies (such as Stadium Jumping or Dressage) are asked to keep notes and pass them on if a new club takes on the organization of that discipline.

Quiz – As quiz requires more planning and pre-rally preparation than other rallies it is highly recommended that one club act as the organizing club to be assisted by at least 3 other clubs or riding centers.  The organizing club should be responsible for the financial planning, premium, reserving a location, officials, classroom judge(s), schedule and secretarial duties.  The other clubs will take on developing questions for the following phases:  Station, Barn and Mega.  These clubs must submit their questions to the Technical Delegate at least 45 days prior to the rally for approval.  The RS will be sent questions for classroom and the written tests by the Quiz Organizing Committee. 

The RS will bring Quiz material and binders (by phase) to the Regional Planning meeting so the organizing clubs can begin working on the topics they wish to present and take the appropriate materials back to their club to prepare their questions.  This will help prevent duplication of question topics within those three phases.

At the conclusion of Quiz the clubs will add their questions to the phase binders and return the materials to the RS for storage.

Qualifying Rallies  Regional Clubs are asked to host and help run qualifying rallies.  The region will collect fees and pay all expenses.  The Rally Organizer must plan ahead so the required officials are booked well in advance.  As with regular rallies the Organizer is asked to keep notes to pass on to the next year’s Organizer.

C – Regional Recommended Examiners List

The RIC with the assistance of the RS will maintain a list of examiners who have either been mentored within the region or who have provided documentation detailing their experience and qualifications in performing ratings exams following the Standards of Proficiency.  Instructors and members who wish to be included on the list should contact the RIC.  This list is provided for the convenience of the DC’s and Center Administrators.  DC’s and Center Administrators are responsible for club level ratings and are able to contact examiners of their own choosing.

The DC or Center Administrator should negotiate the rating fee and covered expenses prior to booking any examiner.   

Minimum qualifications to be listed on the Regional Recommended Examiners List

·         Volunteer as able at Regional Activities

·         Experienced examiners from outside the Region may submit a resume to the RIC detailing prior Examiner experience.

·         Attend a Standards & Ratings clinic at least every 2 – 3 years.

·         Experienced instructors from within the Region may submit documentation regarding their prior Examiner experience

·         Current, active Pony Club Members may be eligible to perform specified ratings contingent upon review by the R.I.C. or by fulfill Mentoring program by assisting Examiners at a minimum of three (3) ratings

·         Must be 16 years old.  If clubs use an examiner under the age of  21 they shall provide an experienced Impartial Observer to:

 1. To watch the conduct of the test and note any unusual circumstances regarding horses, facilities, weather conditions, schedule, etc., which might affect one or more candidates.

2. To encourage a positive and friendly atmosphere.

3. To explain the order of the test to parents, DC’s and other observers.

4. To act as a buffer between DC’s, parents, spectators, and Examiners

5. To gather information from parents and DC’s comments during the testing, and listen to any expression of negative feelings.

6. To report to the RIC impartiality on the conduct and circumstances of the test, on the candidate, examiner, spectator relationship, and the overall atmosphere of the test.

7. Comments that are overheard about an individual candidate’s progress are strictly confidential and not to be discussed with anyone during or after the testing.