6. STRUCTURE
I. Areas and Branches
The Pony Club’s administration in the UK is divided into Areas, which
are defined by Council. Areas consist of a number of Branches, and the
Area Representative will agree the geographical boundary of each Branch.
If a Branch cannot agree its boundaries with the Area Representative, it
will have the right of appeal to the Pony Club Council. It is permissible
for Branches to have overlapping boundaries.
Branches follow the purposes of The Pony Club, as stated in Section 1.I
above, and are governed by the Rules of The Pony Club.
II. The Pony Club Council
The affairs of The Pony Club are directed by The Pony Club Council in line
with its Memorandum and Articles of Association. A copy of this is
available on request from The Pony Club Office, upon payment of a fee. The
Council is situated at the registered office of The Pony Club and that
address will be The Pony Club Office.
The Pony Club Council is the ultimate authority of The Pony Club. Its
Rules may from time to time be added to, cancelled in whole or in part, or
altered as Council considers necessary. Council may also make temporary
Rules for a limited period. The Rules will be published in the Year Book.
Changes or additions to the Rules will be published in the next issue of
The Bulletin. Council can, at its complete discretion, deal with any
dispute in operating the Rules. This will be done in the spirit and best
interests of The Pony Club and its objectives.
The Council will consist of the Chairman of The Pony Club, the Area
Representatives, the Treasurer of The Pony Club, and the Chairmen of the
following Council Committees: -
- Management
- Training
- Eventing*
- Show Jumping*
- Dressage*
- Mounted Games*
- Tetrathlon*
- Polo*
- Polocrosse*
- Centre Membership
The Council Committees marked above with an asterisk comprise the
Competitive Discipline Committees.
In the event that a person is a Council member in more than one
capacity (eg. as an Area Representative and also as a Committee Chairman)
that shall not confer any additional right of representation on Council
and the Council member shall only have one vote.
No alternate may attend meetings of Council or Council Committees in the
place of a member who cannot attend. The Chairman of The Pony Club may
invite a person to attend a Council Meeting for a specific purpose, but
that person shall not have a vote.
Retiring members of Council shall be entitled to attend the first
Council Meeting held after their retirement, but shall not have a vote.
Council may also co-opt members from time to time. Co-opted members may
serve for up to two years at Council’s discretion, but may be co-opted
again.
Decisions of Council will normally be made by open vote. However,
Council may decide to have a secret ballot if a majority of those present
so wish. Save as indicated above, all members, including co-opted members,
will have equality of voting on all matters, although the Chairman of The
Pony Club will have the casting vote in the event of equality of votes. A
quorum will consist of at least ten Area Representatives. Council will
meet not less than four times a year, one in the Spring, another in June,
at which the budget and the subscription rates for the coming year will be
approved, a third in October, after the Autumn Area Meetings, and a fourth
in November, after the Annual Conference.
The Chairman of The Pony Club will be appointed by Council, and will
hold office for three years from November 1st after his appointment. A
retiring Chairman will be eligible for reappointment . The Chairman of The
Pony Club will chair meetings of Council.
Council may terminate the appointment of any Council member (including
the Chairman), or member of a Council Committee, whose conduct is such, in
their opinion, to be injurious to the character or reputation of The Pony
Club or any of its Branches or to the interests of The Pony Club or
Members, or whose conduct shall in the opinion of Council make him unfit
or unsuitable to continue in office. Such a person shall not be entitled
to attend any Council Meetings after the termination of his appointment.
Before Council expels such a person, he will be given reasonable notice
of relevant meetings, and full opportunity to defend himself and to
justify or explain his conduct. This will include making representations
by way of defence, justification and explanation on his behalf. If a
majority of Council present at the inquiry are of the opinion that the
person has been guilty of the alleged conduct, and that he has failed to
justify or explain it satisfactorily, Council shall ask him to resign. If
he will not resign, Council will terminate his appointment.
III. Trustees of The Pony Club
The Trustees of The Pony Club shall be drawn from Council.
IV. Honorary Appointments
Council may make honorary appointments, such as President, or
Vice-President. The holders of such appointments will not, by virtue
solely of that office, be members of Council.
V. Management Committee
The Management Committee of The Pony Club (which will normally meet at
intervals of approximately six weeks, variable as circumstances dictate)
is responsible for the following: -
a) The management of the finances of The Pony Club.
b) Future policy.
c) Monitoring and supporting the Chief Executive in the day to day
administration of The Pony Club.
In pursuit of these responsibilities, the Management Committee is
delegated all of the powers of the Council. Any decisions made by the
Management Committee using these delegated powers must be submitted to the
next Council meeting for ratification. In the event that decisions are not
subsequently ratified, this shall not affect their validity in the interim
period.
No commitment to expenditure of whatsoever kind, (including the
commissioning of books and videos) in excess of £5000 may be made without
the agreement of the Management Committee.
The Management Committee will comprise the Chairman of The Pony Club,
the Treasurer of The Pony Club, and four Area Representatives, the latter
to be elected by Council. The Area Representative members will serve for a
term of two years, although they may offer themselves for re-election. Two
of them will stand down each year, and an election for their replacements
will be held at the November Council meeting, the successful candidates
taking up their appointments immediately. In the event of a casual
vacancy, a ballot will be held at the next Council meeting, and the
successful candidate will serve for the remainder of the normal two year
term of the person that they are succeeding. Should a casual vacancy be
balloted in addition to the normal elections to the Management Committee
at a November Council meeting, then the candidate receiving the third
highest number of votes will be deemed to have filled the casual vacancy.
The Management Committee may also co-opt members from time to time.
Co-opted members may serve for up to two years at the Management
Committee’s discretion, but may be co-opted again.
All members of the Management Committee shall have equal voting rights,
except that the Chairman of the Management Committee shall have the
casting vote in the event of equality of votes. Any four members of the
Management Committee will form a quorum.
Each year, at the first Management Committee after the November Council
meeting, the Management Committee shall choose its Chairman for the coming
year from amongst the members, irrespective of whether they are elected,
co-opted or appointed by virtue of their office. The Chairman shall take
office immediately.
VI. Council Committees
Council will appoint Committees to administer certain activities. These
Committees will be directly responsible to Council, which has the power to
dissolve them, or to create new committees. The Committees will meet as
and when required. All Committee decisions are subject to the agreement of
Council.
With the exception of the Management Committee (see above), the
following rules shall apply to all Council Committees.
Each Committee shall have a Chairman, who will normally hold office for
three years, terminating at the end of the third Pony Club Year, although
he may offer himself for re-appointment. He will continue as a Council
member up to and including the November Council Meeting after the end of
his period of office, and his successor will become a Council member
immediately following that meeting.
At the end of each period of office, each Committee shall consider the
Chairmanship at its meeting prior to the October Council meeting, and
shall make its recommendation to Council for the new Chairman. Council
will then vote on that recommendation. Should the recommendation not be
endorsed, Council may vote to appoint another person as Chairman. Casual
vacancies shall be the subject of recommendations from the Committee to
the next Council meeting, to be voted on as above.
If the Chairman of a Council Committee loses the confidence of his
Committee members, and he is unwilling to resign, then this should be
reported to Council in writing, signed by a majority of the Committee
members. Council will appoint a person to investigate fully and, if
necessary, report the facts to Council. Council, in its absolute
discretion, may end the appointment of a Committee Chairman at any time
upon giving written notice to the individual. Council would normally seek
representations from the individual concerned, and would give reasons for
its decision.
However, in certain circumstances (which it may in its absolute discretion
determine), it may decide not to give reasons.
Each Committee (other than the Training Committee) shall include at
least two Area Representatives, and every eligible Area Representative
shall be offered a place on at least one Committee. Area Representatives
will serve on a Committee for two Pony Club Years (unless they are the
Chairman of that Committee), but may offer themselves for re-appointment.
The Training Committee shall include at least three Area
Representatives, who will serve on the Committee for two Pony Club Years.
At the end of this period, they will not be eligible for re-appointment in
their capacity as Area Representatives, but may be appointed as ordinary
members of the Committee.
A newly appointed Area Representative shall not be eligible for
appointment to a Council Committee (unless he is already a member of such
a Committee), until he has served for one complete Pony Club Year as an
Area Representative. Other than these new Area Representatives, each Area
Representative shall be invited to indicate, no later than October 1st
each year, the Committees on which he wishes to serve. These should be
given in order of preference. The Chairmen of Committees Meeting (or,
failing this, the Management Committee) shall then allocate the Area
Representatives to Committees, subject to ratification by Council.
Other than the Area Representatives, persons will be invited to become
members of Council Committees because of their expertise in a particular
discipline. They will serve for a period of three years, but may be
re-appointed. All appointments to Council Committees require Council
approval.
After consultation with his Committee, each Committee Chairman shall
submit a list of the proposed composition of his Committee for the coming
year to the November Council meeting. Council will then ratify or reject
all the new or re-appointed members on that list. Proposals to fill casual
vacancies shall be submitted to the next Council meeting after the vacancy
arises.
All members of a Council Committee shall have equal voting rights,
except that the Chairman of the Committee shall have the casting vote in
the event of equality of votes. Any three members of a Committee will form
a quorum.
VII. Competitive Discipline Committees
Each Competitive Discipline Committee has overall responsibility for the
administration of their discipline within The Pony Club. With the support
of The Pony Club Office, they are responsible for organising the
Inter-Branch Championships for their discipline. They also maintain a
separate Discipline Rule Book which is published annually for each
discipline, and they adjudicate on any matters requiring resolution within
their discipline. These Discipline Rule Books form part of the Rules of
The Pony Club
Each Committee shall meet in the autumn of each year, prior to the
Chairmen of Committees Meeting, to consider whether any changes are
required to the rules of their discipline. Any such proposed changes shall
then be put to the Chairmen of Committees Meeting.
VIII. Training Committee
The Training Committee has overall responsibility for all training
activities within The Pony Club, including the commissioning of
instructional publications (subject to the approval of the Management
Committee, if this will involve expenditure in excess of £5000). They are
also responsible for the administration of Tests, and for the appointment
and removal of examiners to and from the Panel of Examiners for A Tests.
The Training Committee shall meet in the autumn of each year, prior to
the Chairmen of Committees Meeting, to consider whether any changes are
required to the syllabus of each Test, or to the fees charged for Tests of
B and A Standard. Any such proposed changes shall then be put to the
Chairmen of Committees Meeting.
IX. Centre Membership Committee
The Centre Membership Committee has overall responsibility for the
administration of Centre Membership. It represents the interests of Centre
Members. It is responsible for establishing the standards required of Pony
Club Linked Riding Centres, and for giving approval for individual Riding
Centres to join the Centre Membership scheme. To assist in carrying out
this responsibility, it will appoint Regional Centre Coordinators, to
visit Riding Centres to assess their suitability. It may also remove
Riding Centres that do not maintain the required standards. It will
administer all competitions organised for Centre Members, and will
establish the rules for such competitions, which it will publish.
The Centre Membership Committee shall meet in the autumn of each year,
prior to the Chairmen of Committees Meeting, to consider whether any
changes are required to their competition rules, or to the standards
required from Riding Centres.
Any such proposed changes shall then be put to the Chairmen of Committees
Meeting.
X. Chairmen of Committees’ Meeting
The Chairmen of Council Committees, plus the Chairman of the Management
Committee, and the Treasurer of The Pony Club, shall meet annually under
the chairmanship of the Chairman of The Pony Club, prior to the November
Council meeting. This Committee has particular responsibility for ensuring
consistency of approach throughout The Pony Club. It will make
recommendations to Council on the proposals put to it by the Competitive
Discipline Committees, the Training Committee, and the Centre Membership
Committee, on the competition entry fees, and on the allocation of Area
Representatives to Council Committees.
When there is a change in the Chairmanship of a Council Committee, both
the outgoing and the incoming Chairmen shall attend this meeting, but only
the incoming Chairman shall be entitled to vote. Other than this, all the
attendees shall have equal voting rights, except that the Chairman of The
Pony Club shall have the casting vote in the event of equality of votes. A
quorum shall consist of at least five voting Chairmen of Council
Committees.
XI. Treasurer of The Pony Club
The Treasurer of the Pony Club shall be appointed by Council, and will
hold office for a period of three years. A retiring Treasurer will be
eligible for re-appointment. The Treasurer will be responsible for all
financial matters affecting The Pony Club.
Not later than the end of June each year, the Treasurer of The Pony
Club will submit to Council a budget for the following Pony Club Year,
together with recommendations on Annual Subscriptions and Capitation Fees
for that year. Council will be required to approve or modify these
proposals.
At each Council Meeting, the Treasurer of The Pony Club will give a
Financial Report, during which he will comment on any material variations
from the approved budget.
XII. Chief Executive
The Chief Executive will be an employee of The Pony Club, responsible for
administering The Pony Club within the policies and procedures, and
according to the targets and strategic objectives, established by the
Council and the Management Committee, and in accordance with statutory
requirements and the approved budget. He will attend all meetings of
Council, the Management Committee, and Council Committees, but shall not
have a vote.
The Chief Executive can only hire or dismiss permanent or temporary staff
with the approval of the Chairman of The Pony Club. Any disciplinary
proceedings or action initiated by the Chief Executive will be in
accordance with employment law.
The remuneration of The Chief Executive will be decided upon by the
Chairman of The Pony Club, after taking advice from the Treasurer of The
Pony Club.
In the event of a vacancy for the position of Chief Executive, the
Council (or, failing this, the Management Committee) will establish a
Recruitment sub-committee to recruit a new Chief Executive. This
sub-committee will consist of not more than six members, to include the
Chairman of The Pony Club (who will act as chairman of the sub-committee)
and the Treasurer of The Pony Club. The sub-committee will decide upon the
selection policy and methods, and will have absolute and irrevocable
authority, on behalf of The Pony Club, to make an offer of employment to
the candidate that it chooses. In the event of equality of votes, the
Chairman of The Pony Club will have the casting vote.
As an employee, the Chief Executive is subject to the provisions and
protection of normal employment law, and any disciplinary proceedings or
action will be in accordance with legislation. Such proceedings or action
will only be taken after a majority vote of the Council or the Management
Committee, at which the Chief Executive will be able to make
representations, but may not be present at the vote.
XIII. Secretary of The Pony Club
The Secretary of The Pony Club will be an employee of The Pony Club,
responsible for all secretarial duties required by Council, the Management
Committee, and Council Committees, including collating and distributing
agendas, and taking and distributing minutes of the meetings. He will
attend all meetings of Council, the Management Committee, and Council
Committees, but shall not have a vote
XIV. Area Representatives
The District Commissioners in each Area will elect, from amongst
themselves or from outside, an Area Representative. On a vacancy, or in
June of the third year of an Area Representative’s term, The Pony Club
Office will ask the District Commissioners in that Area to nominate their
choice, having confirmed that the person concerned is willing to stand.
The Pony Club Office will then organise a postal vote. District
Commissioners can nominate themselves.
Area Representatives will be confirmed by Council. They will hold
office for three years from November 1st after the date of their election.
A retiring Area Representative will be eligible for re-election. They will
represent the Area on Council, and will offer help and advice to District
Commissioners and/or their Committees on the organisation and
administration of the individual Branches in their Area either as Area
Representative or as a Member of Council, as required.
The duties and responsibilities of Area Representatives are: -
To ensure that their Branches comply fully with The Pony Club’s
Health, Safety, and Welfare Policy, and other statutory obligations.
To hold at least two Area Meetings each year. (See below).
To co-ordinate with Branches in the Area common topics and interests,
such as the dates of Inter-Branch events, Instructors Courses and training
days, and to arrange organisers, dates and venues for Area inter-Branch
competitions.
To find out the views and wishes of their Branches and put them to The
Pony Club Council.
To pass to The Pony Club Office anything in the Area that requires its
attention.
To advise Council:
On the suitability of new District Commissioners elected by Branches in
their Area.
On new Branches proposed in their Area.
To handle complaints.
To give, when appropriate, general advice, help and support to District
Commissioners and if necessary, to exercise supervision on:
The appointment of new District Commissioners
Branch Committee problems
Branch programmes
Health, Safety and Welfare matters
Transfers between Branches
To accredit Instructors, Trainers and Nominees for the Visiting
Instructors’ Panel and National Examiners’ Panel.
To organise or delegate the responsibility of organising Area Training
courses for Instructors, Examiners for A (Horse and Pony Care) and B Test
levels, and candidates for the higher Tests as required by their Branches.
To approve A Test nominations.
To arrange A (Horse and Pony Care) Test days, have a panel of
Examiners, and either act themselves or appoint an A (Horse and Pony Care)
Test steward for the Area.
To have an up-to-date panel of Examiners for B Tests and send it to The
Pony Club Office each year.
To organise, or delegate the responsibility for appointing, a suitable
B Test Examiner to attend a study day to make sure there is a level
standard of examining for the Test in the Area. Examiners should attend at
least one study day every two years to remain on the Area Panel.
To keep a record of passes at all levels of B Tests.
To advise Regional Centre Coordinators their opinion of any Riding
Centre in their Area applying to become a Pony Club Linked Riding Centre.
To assist Centre Proprietors to find examiners for Pony Club Tests up
to and including C Standard.
To let The Pony Club Office know of any suitable Members from their
Area for overseas visits and other events.
To inform The Pony Club Office of any suitable students for any
nationally organised course, such as the Young Instructors’ Advanced
Course and Senior Instructors’ Courses. All final decisions on these
suggestions must rest with Council.
If an Area Representative loses the confidence of his District
Commissioners, and he is unwilling to resign, then this should be reported
to Council in writing, signed by a majority of the District Commissioners
in the Area. Council will appoint a person to investigate fully and, if
necessary, report the facts to Council. Council, in its absolute
discretion, may end the appointment of an Area Representative at any time
upon giving written notice to the individual.
Council would normally seek representations from the individual concerned,
and would give reasons for its decision. However, in certain circumstances
(which it may in its absolute discretion determine), it may decide not to
give reasons.
Area Representatives are given an annual grant to meet Area expenses
(in addition to their travelling expenses), and an Area training grant. A
supplementary training grant is available if required.
XV. Area Meetings
At least twice per year, Area Representatives shall hold meetings of the
District Commissioners (or their representatives) in their Area. If so
wished, these may be open meetings. The purpose of these meetings shall be
to provide a forum for debating areas of concern. Area Representatives
should obtain the views of their District Commissioners on these matters,
whilst recognising the independence of individual Branches to conduct
their own activities, subject to the ultimate authority of Council. One of
the meetings shall be held in the autumn, prior to the October Council
meeting.
The Pony Club Office will refund the travelling expenses of one Branch
delegate to go to not more than three Area Meetings each year. The
District Commissioner of the Branch should make requests for this refund
direct to The Pony Club Office.
XVI. Pony Club Conference
A meeting of Area Representatives, District Commissioners and those on
Branch Committees will be held at least once a year, at a time and place
set by Council. At this meeting subjects put forward by Branches will be
discussed and any recommendations made will be considered by Council.
XVII. Year Book
The Pony Club Year Book will be published annually. It will include the
Rules (but not the Discipline Rules); subscriptions and test fees; names
of members of Council and Council Committees, and of Branch officials; the
consolidated Balance Sheet and Income and Expenditure Account for the
prior year; statistical information on Branches; details of insurance
cover; information on Pony Club merchandise; the Visiting Instructors’
Panel, the Dressage Judges’ Panel; and dates for the coming year.
XVIII. District Commissioners
Each Branch will be managed by a Branch Committee under a District
Commissioner. The first District Commissioner of a Branch will be
appointed for three years by Council and on the recommendation of the Area
Representative.
When the term of the District Commissioner has expired, the Branch
Committee will elect the person it wishes to appoint for the next three
years. A District Commissioner due to retire can be re-elected. If he is
offering himself for re-election, the retiring District Commissioner
cannot vote in this election, and during the election and the vote, will
retire from the meeting. The other Members of the Branch Committee at that
meeting will appoint a person present to act as Chairman for the election.
In the event of an equality of votes, the acting Chairman will have a
casting vote.
If the retiring District Commissioner is not standing for re-election
then they do not have to retire from the meeting and will continue to act
as Chairman of the Branch Committee only for the election. In the event of
there being more than one candidate for District Commissioner, the
election will be by secret ballot and it will be the responsibility of the
Secretary of the Branch Committee to provide a sufficient number of ballot
papers for each Committee Member present to vote. All candidates nominated
for District Commissioner will retire from the meeting when the ballot is
taking place and will not return until all the votes have been counted and
the result given to the Chairman of the meeting. Candidates will not have
a vote. The newly elected District Commissioner will take office
immediately. The appointment of the District Commissioner elected will be
subject to the approval of Council, which will take the opinion of the
Area Representative into account. Until approved by Council, a new
District Commissioner will run the Branch in an acting capacity.
In exceptional circumstances, and at the discretion of Council, two
Joint District Commissioners of a Branch may be appointed. However, in
this event, one of the District Commissioners must agree to accept the
ultimate responsibility for carrying out the duties and responsibilities
of a District Commissioner, as detailed below.
No person who is financially interested in letting out or selling
horses, in instructing in equitation or keeping liveries for personal
profit will be eligible for appointment as a District Commissioner except
in special circumstances which Council in their absolute discretion will
decide. A District Commissioner need not before his election be a member
of the Branch Committee.
If any person ceases to be a District Commissioner for any reason, or
if a District Commissioner elected by a Branch Committee is not approved
by Council, the Branch Committee will immediately hold a Committee meeting
and will elect a District Commissioner to take the place of the one
ceasing, or whose election is not approved by Council. The District
Commissioner thus elected will hold office for three years. Such an
election will be subject to the approval of Council.
Council generally will, but is not required to, give reasons for not
giving its approval of the appointment of a District Commissioner elected
by a Branch Committee. It may allow representations from the candidate.
A District Commissioner is not allowed to make a cash or other
financial contribution towards the expenses of his Branch. This does not
preclude a District Commissioner from waiving repayment of his travelling
or out of pocket expenses, if he so wishes.
The duties and responsibilities of District Commissioners are to ensure
that:
Their Branch complies fully with The Pony Club’s Health, Safety, and
Welfare Policy, and other statutory obligations.
He is familiar with The Pony Club’s “Safe From Harm” policy
document, and must ensure that a copy is given to every Camp Organiser.
Camps, rallies, lectures and other events are organised for the Branch
Members
A record is kept of all Members of the Branch.
Joining fees and annual subscriptions are collected.
All returns and moneys required by Council are sent to The Pony Club
Office according to the established timetable.
The names of Instructors used by the Branch, and their qualifications,
are sent to The Pony Club Office each year for approval.
Minutes are taken of all Branch Committee Meetings and Annual Meetings,
and are kept in a Minute Book.
Simple financial accounts for the Branch are kept and arrangements made
for the inspection of them by Council when required. A financial statement
should be produced at each meeting of the Branch Committee. Accounts
should be audited yearly by an appropriate person.
Annual accounts are sent to The Pony Club Office on the form provided.
The accounts of all Sub-Committees, Parents’ Associations or Support
Groups must also be included in the Branch Return.
The Branch Committee is made aware of all important information from The
Pony Club Office.
Any other tasks and responsibilities that are given by Council are
carried out.
XIX. Branch Committee and Committee Members
The first District Commissioner of a Branch will within three calendar
months of appointment create a Branch Committee, which will consist of not
less than five people including the District Commissioner.
The Committee will choose the following Officers of the Branch: -
Secretary, Treasurer, Chief Instructor, and Health and Safety Officer. A
person, including the District Commissioner, may hold more than one
appointment. Additionally, the Committee may opt to appoint an Assistant
District Commissioner.
All Officers and Committee members will be appointed for a three-year
term, terminating at the third October 31st after the date of their
appointment, but may offer themselves for re-appointment. A Branch
Committee can at any time increase or reduce its number provided that it
will not be lower than five. To do this or to fill casual vacancies, the
Committee can at any time elect new members to its Committee.
The District Commissioner will be the Chairman of the Branch Committee.
The Branch Committee of each Branch will meet at least four times each
year. A quorum will consist of not less than three members. Questions at
any meeting will be decided by a majority vote. In the case of an equality
of votes the Chairman will have a casting vote.
At the first Branch Committee Meeting after the end of the Pony Club
Year, the Treasurer shall present an Income and Expenditure Account and a
Balance Sheet for the previous Pony Club Year, for approval by the
Committee.
If a Branch Committee loses confidence in the District Commissioner, or
a member of the Committee, and he is unwilling to resign, then this will
be reported to the Area Representative. The Area Representative will
investigate fully and, if necessary, report the facts to Council. Council,
in its absolute discretion, may end the appointment of a District
Commissioner or Branch Committee member at any time upon giving written
notice, both to the individual and to the Secretary of the Branch. Council
would normally seek representations from the individual concerned, and
would give reasons for its decision. However, in certain circumstances
(which it may in its absolute discretion determine), it may decide not to
give reasons.
A Branch Committee may create one or more Sub-Branches in outlying
parts of the District covered by the Branch. These Sub-Branches will be
managed by the Branch Committee who can appoint a Sub-Committee for that
purpose. The District Commissioner and at least one other member of the
Branch Committee will be members of any Sub-Committee. This rule also
applies to parents’ associations/support groups, etc. The funds of any
sub-Branches, parents’ associations, or any other support group and
their use are under the control of the District Commissioner and the
Branch Committee, and they may instruct that all or part of such funds
shall be transferred to the Branch account.
XX. Parents’ Meeting
Each Branch should hold a Parents’ Meeting, open to parents and Members
within 6 months after the end of the Pony Club Year. As a minimum, the
Meeting should include a report from the District Commissioner on the
activities of the past year, the presentation of a simple financial
statement by the Treasurer, and questions and opinions from the floor.
Other reports may be given as appropriate, and awards may be presented.
This Meeting has no authority to impose decisions on the Branch Committee.
XXI. Returns to The Pony Club Office
To comply with charity law, all Branches are required to submit an Annual
Financial Return to The Pony Club Office, by December 31st following the
end of The Pony Club Year (October 31st is also the end of The Pony
Club’s Financial Year). Failure to do this may result in fines being
imposed on The Pony Club, which will be re-charged to the Branch(es)
concerned. The funds of all sub-Branches, parents’ associations, and
other sub-groups must be reported, either separately, or consolidated with
the Branch.
Capitation Returns must be sent to The Pony Club Office twice yearly,
together with the appropriate capitation fee. The First Return is due by
March 1st, and should include all renewals and new members up to and
including January 31st . In exceptional circumstances, which would
generally be of hardship, The Treasurer of The Pony Club may grant a
Branch permission to dispense with the First Return, and to report all
Membership information with the Second Return. In such a case, the
capitation fees will not become due until the Second Return. The Second
Return, which includes all subsequent renewals and new members, forms part
of the Annual Report (see below).
For the purposes of the Capitation Returns and the capitation fees, a
Member who transfers from one Branch to another during the course of The
Pony Club Year shall be reported by the Branch to which he has paid his
subscription. He should be excluded completely from the Return of the
other Branch.
An Annual Report, which includes the Second Capitation Return, together
with statistical information about the Branch and details of Branch
Officers, must be sent to The Pony Club Office, to arrive by October 31st
(the last day of The Pony Club Year to which it refers).
A Branch which has failed to submit any of the following: -
The Annual Financial Return,
The First Capitation Return (unless permission has been given to dispense
with it),
Capitation fees that are due,
The Annual Report in its entirety,
shall not be allowed to enter their Members into the Inter-Branch
Championships at Area level or above, until such time as the default has
been rectified. At the beginning of May each year, The Pony Club Office
will write to the District Commissioners and the Secretaries of all
Branches that are in default, specifying the items that are in arrears,
and reminding them that they their Branch will not be able to participate
in Area competitions unless they remedy the default before the closing
date for entries. If a Return or Report has to be returned to a Branch
because it contains errors, the Branch will remain in default until the
satisfactorily corrected Return or Report (together with any payment that
may be due) is received at The Pony Club Office. The Chairman of The Pony
Club has discretion to waive this Rule if he is satisfied that there are
sufficient extenuating circumstances.
There shall be one exception to the above Rule. Because of the early
closing date for Mounted Games Area Competitions, Branches that are in
default with the First Capitation Return (and/or the associated Capitation
fees) will be permitted to enter Members into this Competition. However,
they will not be allowed to progress beyond the Area stage of the
Competition until the default has been remedied. This exception does not
apply to any other default.
Information is also required twice yearly for the Register of Members.
The First Capitation Return should be accompanied by a listing of all the
Members reported on the Return, detailing name, sex, date of birth,
address including postcode, and telephone number.
Similar information should be included with the Annual Report for those
new Members and renewals since the First Capitation Return. The Register
data may be submitted on a floppy disk, which is available free of charge
from the Pony Club Office. Failure to submit the Register on time will not
incur disqualification from competitions.
XXII. Branch Presidents
A Branch Committee may have a Branch President, but a person shall not by
virtue only of being the President become a Member of the Branch
Committee. Presidents shall serve for a three-year term, terminating at
the third October 31st after the date of their appointment. They can be
re-appointed by the invitation of the Branch Committee.
XXIII. Closing of Branches
If a Branch, for whatever reason, ceases to exist, it is the duty of the
District Commissioner, or, if there is not a District Commissioner, then
of the Secretary of the Branch Committee, to send the following to The
Pony Club Office: -
- All the funds of the Branch and of any Sub-Branch(es) under the
management of the Branch Committee of the Branch.
- All the Branch Membership records, including those of any Sub-Branch(es).
- All financial books and statements of the Branch and any Sub-Branch(es)
- The Minute Books of the Branch and of any Sub-Branch(es).
- All other significant documents held by the Branch and any Sub-Branch(es).
- An inventory of all equipment (such as jumps) held and owned by the
Branch and any Sub-Branch(es).
Council shall decide the disposition of Branch equipment and assets,
although it may delegate this decision to the Area Representative
XXIV. General Complaints
The Branch Committee must consider any difficulty, complaint or
controversy in the Branch. If it cannot satisfactorily be dealt with by
them, a report, signed by at least two Members of the Branch Committee,
should be sent to The Pony Club Office, who will consult the Area
Representative. If the complaint concerns the Area Representative, The
Pony Club Office will refer it to Council, who will consider it in the
manner previously specified.
XXV. Age Limit
No member of Council or of Council Committees, or a District Commissioner,
may continue to hold office beyond the end of The Pony Club Year in which
he attains the age of 75. Members of Branch Committees may continue beyond
that age if approved by the Branch Committee.
XXVI. Bankruptcy
Any member of Council or of Council Committees, or a District
Commissioner, who becomes bankrupt, or makes a composition with his
creditors, shall be disqualified from office, and their appointment shall
be terminated immediately. This Rule shall also apply to any Officer or
member of a Branch Committee who has any responsibility for the financial
affairs of the Branch.
8. REMUNERATION AND EXPENSES
I. Remuneration
No member of Council, or of Council Committees, or any District
Commissioner, shall receive any salary or emolument from The Pony Club or
any of its’ Branches for performing his normal function within The Pony
Club. However, the Management Committee shall have authority to waive this
Rule in exceptional circumstances, in order to employ the particular
skills of an individual for a specific purpose. Applications for such a
waiver should be sent to the Chief Executive, in writing, giving precise
details of the work to be done, and the remuneration to be paid.
II. Payment of Instructors and others
Instructors (and others, such as Camp helpers) may be paid both a fee
and/or their travelling expenses, on production of an invoice. It is
strongly recommended that fees should be negotiated in advance. Those paid
may be members of Branch Committees, but cannot be the District
Commissioner.
III. Expenses
Travelling and out of pocket expenses of Council members, members of
Council Committees, and Visiting Instructors going to Branches, will be
refunded by The Pony Club Office. Branches may also reimburse such
expenses incurred by District Commissioners, Branch Officers, Committee
members, and others acting on behalf of the Branch. Travelling expenses
will be paid at either the Standard Class train fare, or at the currently
approved mileage rate if travelling by car. This rate should be used as
the normal allowance for all Pony Club meetings and events. However, when
using qualified officials (i.e. British Dressage judges or BSJA judges)
their official rate should be paid. Branches using a member of the
Visiting Instructors’ Panel (as listed in the Year Book) to instruct at
camp pay their expenses, except for one return journey, which will be paid
by The Pony Club Office.
9. BRANCH ACTIVITIES
I. Scope
Branches have the right to arrange their own programme of activities,
subject only to compliance with these Rules, and to any directions that
may be given by Council or the Management Committee. A Branch Programme,
listing forthcoming activities, and approved by the District Commissioner,
should be given to all Members at regular intervals.
A Branch will not hold an activity in the District of any other Branch
(unless it is in shared territory) except by invitation or permission of
the other District Commissioner. This should not unreasonably be refused.
This Rule shall not apply to commercial premises.
At Pony Club rallies and other mounted activities, the following are
unacceptable: -
- ponies that are aged four years or under (except at the discretion of
the District Commissioner);
- ponies that are Infirm through old age;
- ponies that are ill, thin or lame;
- ponies that are a danger to their riders or to other Members or their
ponies;
- mares that are heavy in-foal, mares In milk and mares with foal at foot.
As a matter of safety, Members can only ride stallions at Pony Club
activities if they obtain written permission from their District
Commissioner.
All ponies are expected to be properly groomed and well turned out.
If Branches incur expenses to pay for instructors and/or facilities, it
is permissible to charge Members a commensurate fee for attendance at an
activity. However, wherever possible, the proceeds of fund-raising
activities should be used to defray these expenses, wholly or in part.
II. Rallies
Rallies will be held when required, and organised by Branch Committees.
Nobody can hold a rally or give Instruction at a rally unless authorised
by the District Commissioner or Branch Committee.
A working rally is one at which instruction is given and which is open
to all Members of the Branch within the age range for which it is
intended. It may be either a mounted or unmounted rally. An unmounted
rally is usually for horse and pony care instruction. Team practices or
coaching sessions do not qualify as working rallies.
For Area Competitions and above, Members must have been to a minimum of
three working rallies since the previous July 1st, to be eligible to
represent their Branch. Camp counts as one working rally. Below this
level, Branches may adopt their own policy.
III. Practices
Practices for the various discipline competitions shall be announced in
the Branch Programme, so that all eligible Members wishing to take part
may do so. Any additional practices that are arranged within the period
covered by the current Branch Programme, but after the Programme has been
distributed, must have the approval of the District Commissioner.
IV. Pony Club Camps
A Camp is an assembly of the Members of a Branch, together with their
ponies, held over a period of several days, usually during the Summer
Holidays. It may be either residential or non-residential for both Members
and ponies. The object of Camp is to provide an instructional holiday for
Members and their ponies. Instruction should be given each day, but the
holiday element must not be neglected, and there should be a balanced mix
of enjoyable activities and competitions. Not all of these activities and
competitions need to be equestrian in nature. Camp is intended to be fun.
In view of the additional responsibilities for the safety and welfare
of the Members that arise from the very nature of Camp, Branches must plan
Camp organisation very carefully, especially for residential Camps.
Rigorous risk assessments must be carried out at all venues to be used,
and both the District Commissioner and the person in charge of the Camp
(the Camp Organiser) must be fully conversant with The Pony Club’s
“Safe From Harm” policy document on child protection. Camp Organisers
should be given guidance on supervision levels and child protection,
particularly at night. A responsible adult should be available to the
Members at all times of the day and night. There should also be a
qualified First Aider equipped with a mobile telephone and an
appropriately stocked First-Aid Box. Arrangements for catering must ensure
that all food hygiene regulations are fully met.
V. Competitions
A Branch may organise competitions in any of The Pony Club’s
disciplines. These competitions can either be restricted to the Branch’s
own Members, restricted to Pony Club Members from any Branch, or open to
the general public. All competitions organised by Pony Club Branches shall
be conducted under the Rules as printed in the applicable Discipline Rule
Book, unless otherwise stated in the schedule of classes and regulations
published for the competition.
If a Branch organises a competitive event that is open to Members of other
Branches, but not to the general public, then the entry form must require
a visiting competitor’s Branch to be identified. Either the District
Commissioner or the Secretary of the visiting competitor’s Branch must
countersign the entry form.
Cash or other valuable prizes must not be given at Pony Club
competitions. Prizes should normally take the form of rosettes and/or
trophies.
VI. Other Activities
A Branch can arrange other activities for its Members and their families,
such as quizzes, outings, social events, and fund-raising events. These
other activities do not need to be equestrian in nature.
10. THE PONY CLUB TESTS
I. Purpose and Structure
The Tests are intended to assess riding and horse and pony care in a
structured way. There are nine Tests ranging in difficulty from D, which
is the easiest, to the A Riding, the most difficult. The syllabi are
published on Test Cards and leaflets which shall be available from
Branches, or direct from The Pony Club Office.
There will be no set fee for Tests below B standard, except for the BHS
Riding & Road Safety Test, which will be at the rate currently set by
the BHS. However, Branches may charge a fee commensurate with the
expenditure incurred. Fees for B and A Tests will be determined by Council
upon the recommendation of the Training Committee, and will be published
in the Year Book.
II. The D and D + Tests
Both are designed for the younger rider. They may be taken by Branch and
Centre Members alike. The District Commissioner or Centre Proprietor will
arrange simple test preparation and select the Examiner. The Tests are
usually carried out during a rally or at camp. Successful candidates will
be awarded yellow (D) and white (D+) circular felts which are worn behind
the membership badge and signed certificates.
III. The C and C+ Tests
Before attempting the C Test all candidates must have attained their Pony
Club Road Sense Achievement Badge.
Both C and C+ are more demanding tests and require greater skills.
Candidates generally need specific training on all parts of the syllabus
if they are to succeed.
Again, both Centre and Branch Members are allowed to take these tests. The
District Commissioner or Centre Proprietor will arrange C and C+ tests.
The Area Representative will have a list of approved Examiners who have
been selected to examine at this level. Otherwise a Visiting Instructor,
an experienced equine branch official or a B Test Examiner may be used. At
C+ there may often be two examiners, one of whom should be external to the
Branch or Centre. Green (C) and pink (C+) felts and certificates will be
awarded to all successful candidates.
IV. The ‘B’ Test
Before the B Test is attempted all candidates must have passed either the
Pony Club or the British Horse Society (BHS) Riding and Road Safety Test.
The B Test has two parts. The first part is the B Riding Test and the
second the B Horse and Pony Care Test. In order to be awarded the full B
Pass certificate both parts must be passed either together or separately.
The Area Representative will be responsible for the creation and
maintenance of a panel of well qualified experienced examiners in his
Area. Their names must be submitted to the Pony Club Office. Examiners
must be selected from this approved list. All B Examiners must attend a
Study Day every two years if they are to remain on the panel. Candidates
must be examined by two examiners in each part of the Test. Only in
exceptional circumstances, and with the approval of the Area
Representative, will there be less than two examiners.
Candidates must be over 14 years of age. The fee is payable to the Area
Representative who organises the Tests. A small additional sum may be
payable if the Area has to hire a suitable venue at which to hold the
Test. The Test fee will be forfeited if the candidate withdraws in the
three weeks before the day of the Test. Candidates who pass the riding
component will be awarded a beige felt and a certificate. Candidates who
pass the pony care component will be awarded a brown felt and
corresponding certificate. A red felt and certificate for the full B Pass
will be given once both felts have been awarded. Branch Members taking
this Test must have the endorsement of their District Commissioner. Centre
Members must apply directly to the Area Representative, who will include
them in an Area Test. Candidates who fail any part of the Test must wait
at least two months before another attempt is made.
V. The ‘A’ Horse and Pony Care Test.
Candidates must have passed either the full B Test or the B Horse and Pony
Care Test, and possess a satisfactory report on their riding from an A
panel examiner who will be chosen by the Area Representative. All
candidates must be 16 years old, although 17 plus is advised.
The Test may not be attempted on more than three occasions.
Branch District Commissioners should have a stock of the Test
nomination forms. The completed signed form together with the fee must be
sent to the Area Representative, who will organise Tests according to
demand. The Test fee will be forfeited if the candidate withdraws in the
three weeks before the day of the test. Four examiners, taken from the A
Test Examiners’ Panel, will examine a maximum of eight candidates at
each Test. An additional A Panel Examiner may be present, sent from The
Pony Club Office to ensure uniformity of the standard of assessment. At
this level candidates must be prepared to commit a great deal of time and
effort if they wish to succeed. Successful candidates will be awarded an
orange felt and certificate. The examiners may convert a pass into an
honours pass at any time after the Test has ended, and this will be
awarded with a salmon pink felt and certificate.
A Centre Member must become a Branch Member in order to take this Test.
VI. The ‘A’ Riding Test.
This Test may only be taken at one of several regional centres nominated
by The Pony Club Office. Candidates must have a full B pass and their A
Horse and Pony Care Test to proceed to this Test.. All applicants must be
at least 17 years old. The Test may not be attempted on more than three
occasions.
Nomination forms are obtainable from The Pony Club Office. Fully
completed forms supported by the signature of the Branch District
Commissioner and the Area Representative should be returned to The Pony
Club Office together with the fee. The District Commissioner must declare
that the rider is of the required standard to attempt the Test . All
applications will be dealt with in the order that they are received at The
Pony Club Office, so early application is advised. All prospective
candidates and their Branches will be advised by post from The Pony Club
Office when their application has been received and a place has been
offered. Candidates must confirm acceptance. No candidate may take the
Test at a centre where they have received instruction in the previous
three months. The Test fee will be forfeited if the candidate withdraws in
the three weeks before the day of the test. Three examiners, taken from
the A Test Examiners’ Panel, will examine a maximum of eight candidates
at each Test. An additional A Panel Examiner may be present, sent from The
Pony Club Office to ensure uniformity of the standard of assessment.
Successful candidates will be awarded a blue felt. Exceptionally, an
honours pass may be awarded along with a purple felt. Unsuccessful
candidates are allowed to retake the Test after 3 months.
Only Branch Members may take this Test.
A supporter should accompany all candidates from the Branch during the
Test. There is an opportunity for dialogue between candidate, supporter
and Examiner at the end of the Test and often candidates find this aspect
helpful.
All candidates who have to make a round trip of more than 140 miles in
order to take this Test may claim the excess over 140 miles at the rate of
15p per mile from The Pony Club Office.
VII. The Pony Club Riding and Road Safety Test
The Branch will arrange the tests for Members.
Two Examiners will be required: -
1. A riding Examiner who is at least a C Test examiner, and
2. A road safety Examiner, who may be either a local Police Officer or a
Branch Official who has taken part in a one day Local Authority road
safety course.
The Pony Club produces a metal badge and certificate to be given to all
successful candidates.
Alternatively riders may choose to take the BHS Riding and Road Safety
Test at one of their approved centres. Members who intend subsequently to
take BHS Stage Examinations must have passed the BHS Riding and Road
Safety Test in order to be accepted for these examinations.
VIII. Achievement Badges
These are awarded to younger members who have studied a variety of topics
on pony care and the environment. The circular fabric badges are designed
to be sewn onto Branch or Centre sweatshirts.
All examiners for Achievement Badges should be conversant with The Pony
Club Manual of Horsemanship, the relevant Test Card, and the syllabus.
Candidates should be examined in as informal a fashion as possible,
ideally orally in small groups. Achievement Badges are not intended to be
examined by written tests.
11. INTER-BRANCH CHAMPIONSHIPS
Each year, Council will arrange an Inter-Branch Championship for each
of the competitive disciplines that have their own Council Committee. The
Championships will be organised by the Council Committees, with the
support of The Pony Club Office. Wherever possible, all of the disciplines
will hold their Championships at the same venue during one week in the
second half of August, but it is recognised that some disciplines may have
to hold their own separate Championships.
Qualification for the Championships will be through competitions held
by each Area. In some disciplines, these Area competitions may be replaced
or augmented by Zone competitions, in which two or more Areas combine.
The rules for each competition will be approved by Council, voting upon
the recommendations of the Council Committees for each discipline
12. DRESS FOR PONY CLUB MEMBERS
I. Hats
Members and instructors must wear the correct protective headgear when
mounted at all Pony Club functions. Only those hats marked with PAS 015
(with BSI Kitemark or SEI), EN 1384 (with BSI Kitemark or SEI) or ASTM
P1163 (with SEI) are permitted.
Hats must be worn with the chinstrap correctly fastened at all times
when mounted. The hat should fit the head firmly but comfortably.
A Competitor whose hat comes off in any Pony Club activity or
competition must immediately replace it before continuing.
II. Ties and Stocks
The Club’s colours are pale blue, gold and purple, and Members should
wear the approved tie in these colours whenever attending a Pony Club
activity, unless the wearing of a tie is inappropriate to that activity.
Recognising the wide age range of Members, there is also a dark blue tie,
which may be worn by Members who have attained their 18th birthday.
Alternatively, a plain white or cream stock may be worn with a black or
navy jacket, or a coloured stock may be worn with a tweed hacking jacket.
III. Badges
The official metal Membership badge should be worn at Branch rallies,
Shows, Inter-Branch Competitions, Area Competitions and at the
Championships. It should also be worn when hunting.
The badge should be worn on the left lapel of a jacket, or on the left
chest of any other garment. For safety reasons, it must be at least 4
centimetres below the collar bone.
A coloured felt showing the highest Test standard achieved by the
Member is given to Members by Branches. It should be worn behind the
Membership badge.
Cloth Achievement badges should be sown on to the Branch or Centre
sweatshirt.
IV. Body Protectors
The Pony Club does not make the use of body protectors compulsory, except
for the cross-country phases of Tests, Horse Trials, Hunter Trials, and
Tetrathlon. For general use, the responsibility for choosing body
protectors and the decision as to their use must rest with Members and
their parents. When worn, body protectors must be of a standard approved
by BETA for that activity, fit correctly, be comfortable, and must not
restrict movement.
V. Clothing and Footwear
When mounted at Pony Club activities, Members should wear a riding jacket
or Branch sweatshirt, and jodhpurs with leather shoes or jodhpur boots, or
breeches and either leather or rubber riding boots with smooth soles, a
suitable plain-coloured shirt with a collar, and The Pony Club tie.
Whatever type of footwear is worn must have a well-defined square cut
heel. In the interests of safety, Wellington boots, “Muckers”, or
trainers should not be worn. New clothing is not expected, but what is
worn must be clean, neat and tidy. Half chaps can be worn, but they must
be the same colour as the footwear, and must not have tassels. Jeans
should not be worn when mounted.
VI. Spurs
Spurs may be worn at Rallies and other events with the permission of the
District Commissioner or the Branch Chief Instructor. Only blunt spurs,
without rowels or sharp edges, may be worn. If the spurs are curved, the
curve must be downwards and the shank must point straight to the back.
VII. Jewellery
This Rule applies to all Pony Club mounted activities. For safety reasons,
no jewellery (including “sleepers”) may be worn, other than a wedding
ring, a wristwatch, a stock pin worn horizontally, or a tie clip. Branch
and Centre Members who are contemplating piercing their ears or any other
part of their body should be aware that they will not be allowed to
participate in Pony Club mounted activities until such time as the
“sleepers” can safely be removed.
VIII. Competitions
Additional or different dress requirements for competitions may be
specified in the Discipline Rule Books, but, otherwise, these Rules shall
apply.
13. DISPLAYS
Branches will not give displays, or stage competitions, at shows or
other public gatherings, without first obtaining the permission of their
Area Representative.
14. PROHIBITED ACTIVITIES
Because of the risks involved, children’s race meetings and
team-chasing events should not be organised by The Pony Club nor should
Branch teams be entered in such events. Neither is covered by The Pony
Club insurance.
It should be noted also that neither Horseball nor Vaulting are
currently approved Pony Club disciplines, and may not be covered by The
Pony Club insurance. Any Branch wishing to participate in these activities
must write to The Pony Club Office for guidance.
15. FINANCE
Branches shall be largely autonomous in their control of Branch funds.
However, it should be understood that, under charity law, the funds of The
Pony Club, whether they are held by the Branches or by The Pony Club
Office, are all regarded as being part of The Charity. This means that if
any part of The Pony Club cannot pay its debts, its creditors can seek
payment from elsewhere in The Charity.
For this reason, no Branch may enter into a financial commitment that
risks a loss that is larger than 50% of its free reserves at the time of
the commitment, or £2500, whichever is the greater, without the approval
of Council. Free reserves are the assets of the Branch (excluding fixed
assets) less its liabilities, and also less any amounts that have been set
aside for a specific purpose.
16. INSURANCE
The Pony Club has insurance under a number of headings and policies, a
summary of which is provided in the Year Book. In particular, all Branch
and Centre Members are covered for their legal liability for accidental
injury or damage to third parties or their property, arising out of the
use or ownership of ponies at any time, not just on Pony Club activities.
Members and their parents must read the summary of cover carefully, to
ensure that it satisfies their own requirements. It must be understood
that this is liability insurance, and does not cover property belonging
to, or in the care of, the Member or his family. Nor does it cover injury
to the Member or his family.
To comply with insurance requirements, all employees of The Pony Club
(including contractors), paid & unpaid Officials, Instructors,
volunteers, parents, Members of The Pony Club and visitors: -
- must take all reasonable care for the health, safety & welfare of
themselves and others that may be affected by their actions or omissions.
- must co-operate fully with The Pony Club and its Officials on all
health, safety & welfare issues
- must not intentionally or recklessly interfere with or misuse
anything provided in the interests of health, safety & welfare
- must use correctly and as intended all work items, procedures and
personal protective equipment provided by The Pony Club (or other
employers), in accordance with the training and instructions given and
report any loss or defect immediately
- must inform the most senior Pony Club Official present of any
situation they consider represents danger or could result in harm to
themselves or others
- must inform the most senior Pony Club Official present of any
failings or shortcomings as regards health, safety & welfare.
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