Club Policies
Wekiva Basin PONY CLUB
POLICIES
The name of this Club, a member of The United States Pony Clubs, Inc., and of the Sunshine
Region, shall be Wekiva Basin 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 teal and burgundy.
PURPOSE
These policies are established to provide guidance for the administration of the activities of the
Wekiva Basin 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.,
_Wekiva Basin Pony Club will have Administrative Officers (DC and Jt-DCs)
and Club Officers (Treasurer and Secretary).
APPOINTEES
The DC may appoint Club Advisors for a 1 year term.
TERM LIMIT
Officers serve 1-year terms. There is no limit to consecutive terms for any officer.
rev date 1/23/17
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).
SPONSORS
Sponsors include all Club Officers, as well as 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 Wekiva Basin 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 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.
MEETINGS
Board meetings are held as needed, at a time determined by the DC.
rev date 1/23/17
Meetings of members, mounted and un-mounted, are held according to the calendar approved
annually by the Club Sponsors.
Sponsor meetings will be scheduled and held in accordance with USPC Bylaws for Registered
Clubs. The annual meeting of Sponsors will be held at least 14 days 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 testings 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 testings (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.
FINANCIAL
Funds are disbursed by the Treasurer for expenses previously approved in the Club budget.
Any expenses exceeding the budgeted amount may be approved by the DC up to $100.00.
Expenditures beyond that amount must be approved by a vote of Club Sponsors prior to
spending.
Club Revenues/Income shall be, but is not limited to, Club member dues, sponsor fees,
Southern States SHOW Program redemptions, lesson fees, donations, fundraising, other.
Club Expenses shall be, but are not limited to, Club packet renewal fee, corporate fees for
officers, DC background check, Treasurer background check, insurance, annual web hosting fee,
rally kit replenishment, social activities, DC Annual Meeting registration fee, regional meeting
fees, mounted instruction, unmounted instruction, testing, other.
rev date 1/23/17
Club Asset Categories will include, but are not limited to, Wells Fargo bank account
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
14 days and are subject to the DC’s approval for anything which is not a normal operating
expense.
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: ___________________
rev date 1/23/17