Marin County Pony Club Policies
MARIN COUNTY PONY CLUB
POLICIES
The name of this Club, a member of The United States Pony Clubs, Inc., and of the Sierra Pacific Region, shall be Marin County Pony Club. In addition to these policies, this club is subject to the National, Regional and Club Bylaws, National and Regional Policies, and other rules and regulations established by USPC.
The colors of the club are Blue and white
PURPOSE
These policies are established to provide guidance for the administration of the activities of the Marin County Pony Club. The policies shall in no way lessen the authority granted the District Commissioner under the By-laws of the United States Pony Clubs, Inc., the By-laws of Regions and By-laws of Registered Clubs of the United States Pony Clubs, Inc.
OFFICERS
In accordance with the Bylaws of Clubs of the United States Pony Clubs Inc.,
Marin County Pony Club will have Administrative Officers (DC and Jt-DCs), Club Officers (Treasurer and Secretary) and any additional Club Officers established by the Club Sponsors.
APPOINTEES
The DC may appoint the following (Club Advisors) for a 1 year term: (Example Junior Board Advisor).
TERM LIMIT
There is no limit on number of consecutive terms for any officer.
BOARD
All Administrative and Club Officers are considered members of the Board. At Board meetings each Board Member shall have a vote.
The Board is responsible for aiding the DC in the creation of the budget, drafting policy amendments and making programming suggestions for presentation to Club Sponsors.
Meetings of the Board are distinct from Sponsors meetings.
COMMITTEES
A Nominating Committee will be formed as per By-law 4.1(e). For 2017 our committee included Amy Harmon, Heidi Sandoval, Lynn Chittick
The Fundraising Committee will be chaired by the Treasurer and is responsible for tasks outlined in Appendix A
SPONSORS
Sponsors are eligible individuals who meet all requirements, including having been accepted by the DC. Sponsors are the voting body of the Club.
Those persons wishing to support the Club, but who do not have an interest in the administration of the Club will be called “Friends of Marin County Pony Club” They will receive newsletters, invitations and updates for club functions, but will not be eligible to vote. A minimum donation amount to be considered a “Friend of the Club” will be determined yearly at the annual meeting of Sponsors.
CLUB MEMBERSHIP FEES
The amount of Club dues for Participating Members will be determined annually through the budget process which is presented and voted on by the Sponsors at their annual meeting.
Membership fees are also paid, per member, to the Region, and to USPC, at rates set by those entities.
Current dues for 2017:
USPC New Member fee $140 paid on line or via MCPC club check
MCPC: $325 ($320 plus a $5 Sponsor fee)
MCPC new member fee of $65 is a one-time fee for materials, pin, and shirts
Sierra Pacific Regional Dues $75
Total $605
MEETINGS
Board meetings are usually held once a month, and as needed, at a time determined by the DC.
Meetings of Participating Members, mounted and un-mounted, are held according to the calendar approved annually by the Club Sponsors. They occur every other week. We schedule 20 meetings a year and some may be cancelled due to weather.
Sponsor meetings will be scheduled and held in accordance with USPC Bylaws for Registered Clubs. Generally we meet every 4-6 weeks
The annual meeting of Sponsors will be held at least 2 weeks prior to the annual meeting of the Regional Council.
RALLY PARTICIPATION
The Club may pay a portion of the entry fee for rallies or championships for competitors who comply with the Member in Good Standing Policy, at the discretion of the DC, in consultation with the Board, and if funds are available.
CERTIFICATIONS
Candidates for national testing's normally pay their own fees, but financial assistance may be offered at the discretion of the DC, in consultation with the Board, if funds are available.
Fees for local testing's (C2 and below) may be paid by the club, at the discretion of the DC, in consultation with the Board, if funds are available.
INSTRUCTION PROGRAM
The Club will develop a mounted and un-mounted instruction program using the USPC curriculum.
All meetings are held at Vanishing Point Ranch in Bolinas, CA unless we have an off-site instruction option. Meetings are held on every other Sunday, throughout the year. We may vote to meet less during summer. Meetings begin promptly at 9:30 and pony clubbers are expected to be punctual and properly attired and prepared.
We hold both mounted and uncounted meetings.
Unmounted meetings include stable management to prepare member for advancement in ratings levels and to prepare for Rallies. Topics include horse management, stable management, trailer safety, nutrition, disease, care of tack, etc and include guest instructors such as veterinarians and farriers.
Each member has an MCPB binder and is expected to update mounted meeting ride details and unmounted meeting details
Mounted Meetings are lessons designed to prepare members for the next level rating and are to be fun, non-competitive events. They emphasize basics of flat work and jumping and may include mounted games, clinics, etc.
Each member is responsible to obtain and appropriate horse for lessons. For those who do not own a mount, Vanishing Point has horses available for a $15 fee for Pony Club meetings. Horses are to be properly shod, well groomed and in good physical condition. Stallions are not allowed. For Rallies horses must be at least 5 years old.
FINANCIAL
Membership dues, the annual horse show (gymkhana) and other fund raising events are the primary sources of funds for MCPC. These funds are used first and foremost to support and ensure the ongoing success of the MCPC instructional program
Funds are disbursed by the Treasurer for expenses previously approved in the Cub budget. Additional expenses may be disbursed after consultation with the DC up to $250.00. This will be reported to the Cub at the next Sponsor meeting. The Club Sponsors must vote upon any expenditure over $250.00 that was not previously approved in the budget.
Club Revenues/Income shall be, but is not limited to, Club Memberships fees, camps, clinics, clinic and riding fees, donations fundraising and Sponsor
Club expenses shall be, but are not limited to, fees for instructors/clinicians, facilities, rallies, certifications, fundraising expenses, club administrative
Club assets categories will include, but are not limited to, Club Equipment, Club Bank Accounts, Spirit Wear, Club Library, Club owned horses
REFUNDS AND REIMBURSEMNTS
No refunds of dues or fees paid are given unless extenuating circumstances exist or the DC has been asked for prior approval and sufficient funds exist.
Reimbursement requests must be accompanied by a receipt and submitted to the Treasurer within 30 days and is subject to the DC’s approval for anything, which is not a normal operating expense.
APPENDIX A:
Fundraising Committee:
Our club works together and every member participate in fundraising efforts. Our largest, and sometimes only, fundraiser is our annual gymkhana.
AMENDMENTS
These policies may be amended at any time by a majority vote of a quorum of the current Club Sponsors of record. Amendments shall become effective after they have been adopted by the Club Sponsors of Record and approved by the RS, subject to review by the Vice President of Regional Administration.
Approved: ___________________
RS Approval: _________________
Amended: ___________________