MEMBER’S INFORMATION

HANDBOOK

Welcome to Riddells Creek Pony Club

The Riddells Creek Pony Club was formally established in 1963.

The aim of the club is to provide a safe and happy environment where members can learn an extensive range of horsemanship skills, including dressage, jumping, games, cross country, polo-cross and many other activities.

The information in this handbook has been prepared to help you upon your arrival at the club, and during each rally or activity you may attend.

We hope that every time you come to the Riddells Creek Pony Club, it is an enjoyable and rewarding experience.

The ClubOur Club commenced in the Recreation Reserve of the township and has since relocated to “Candlebark” in Sutherlands Road, Riddells Creek, comprising our own 2.4 hectare (6 acre) enclosed site surrounded on three sides by a leased 32 hectare (or 80 acre) paddock (called Triangle 1).

The Club grounds contain the “Watson Pavilion” clubrooms, sand ménage, safety training yard, and extensive horse yards and parking areas.

Many years of hard work has established a top class cross country course on the leased property, and we also use this paddock for show jumping, dressage, games, and other pursuits. With the kind permission of the Clarke family we are able to host many visitors at several events each year on this marvellous property.

We will continue to strive to improve the facilities, and further strengthen our Club.

It is hoped that every rider and family member will seek to leave the Club a little better than when they first came to it.

GENERAL INFORMATION

RalliesRallies are held on the first Sunday of each month. If you are unable to attend, inform the District Commissioner (DC).

During the year we have various guest speakers, for example a farrier, horse dentist, mounted police or instructors specializing in jumping, dressage, games and others with horse knowledge to pass on to the members.

In January we do not have a rally at the Pony Club grounds. Instead we may hold a weekend camp or other activity. This is normally classed as a rally for the purposes of qualifying a horse.

Newsletter and NoticeboardsThe newsletter is very important. Pick up a copy from the clubrooms. Newsletters contain a lot of relevant information so it is important that you read it so that you know what is going on in our club. If you have been to an event or show during the month you can pass on the results to the newsletter editor, and the results will be put in the next edition. A list of upcoming shows and events are also included in the newsletter so that you can plan ahead.

There are two noticeboards in the clubrooms; one containing general information and the other detailing the latest news from the Junior Committee. Please ensure you check these at each rally.

Parents and Roster SystemParents are an important part of Pony Club. They can assist in so many ways and any offer of help will always be greatly appreciated. One parent must be in attendance with the member for the full rally day. If a parent cannot attend please make sure that another adult is responsible for the member for the day and let the DC know.Pony Club is not a baby sitting venue.

We have set up a roster system for each family (either parent) to take a turn in canteen duties, setting up equipment, cleaning, and other specific duties such as building and maintenance of our cross country course. It is only by every family being actively involved in the Club that costs can be kept low, facilities can be improved, and the Club can fulfil it’s aims and objectives. While many people often choose to do more than is asked of them, we must still ensure that the responsibilities are shared as widely as possible.

If you are unable to attend rostered duties, it is your responsibility to arrange a suitable replacement. This does not include children or the riding member.

Informing a committee person that you will be absent is not sufficient.

Roster duties are a condition of membership.Failure to fulfil rostered duties may result in your membership being withdrawn, or your application for renewal of membership being declined.

The appropriate co-ordinator will fill you in on your duties for the day, if you are not aware – this is spelt out on the Roster, as well as at the rear of this handbook.Each family receives a copy of the Roster, and there is one on the noticeboard. Information is in each newsletter and is posted on the activities whiteboard at every rally. It is impossible to miss! Failure to actively attend rostered duties will result in a penalty of $30 being levied by invoice on the first occasion. This is levied because someone else has had to unfairly complete those duties. Subsequent failure to attend, or refusal to promptly pay, will result in the case being placed before the next committee meeting where membership must be withdrawn unless genuine extenuating circumstances exist.This is a club membership condition, and is not discretionary.

You may be requested to work at specific working bees for a full morning. Whilst these do not occur frequently, they are very important. The more people we get to help, the quicker the jobs will be done. These duties are also a great way to meet other parents and help the club at the same time.

All work benefits the young riders of the club.

Introduction of new membersTo assist in welcoming new members to the club and to help them to learn how things operate, we introduce them to experienced members in the same group.If you are asked to assist a new member, please ensure that their first few rallies are made less stressful by assisting wherever you can.

InsuranceThe member’s Pony Club Association of Victoria (PCAV) insurance must be in place (registered with PCAV) before being allowed to ride at a rally, so it is important to avoid disappointment and ensure that you arrange to have your membership and insurance current, and if attending for the first time, in advance of your first rally.

The annual renewal requests are published in the newsletter by the Secretary well before they fall due at the June rally. This is also notified at “line up” at May rally.If you are joining as a new member, see the Secretary or Treasurer to complete your membership form and pay the necessary fees. Your fees and details will be sent to PCAV and a Membership Card will be returned to our club. This can take up to three weeks, so should be arranged as early as possible.

There is a copy of the Insurance schedule available for review. Ask the Secretary.

Gear CheckThe rider and pony will be inspected at each rally before activities are commenced. This is done immediately prior to the “line up”. The object is to ensure the safety and relative comfort of the horse and the rider – it is not about aesthetics or having fashionable gear. PCAV and the club have set only a few rules regarding gear, virtually all of them related to safety.Please note that any safety breach will result in the member not being able to ride until it is rectified. The club DC has the final word on any matter related to the safety of gear.There is a pamphlet available on gear checking giving you details on what is checked etc. please see the gear checking coordinator to obtain a copy. Some guidance is given at the rear of this handbook, and on the general noticeboard. For each area checked, i.e. cleanliness, horse, gear, uniform etc., there are a total of ten points and the gear checker will make deductions for things that are not satisfactory. The gear checker will explain the reason for any deduction, so that improvement can be made. At the end of the year the points are added up and the members with the highest number of points receive an award.

The club is always looking for interested people to take up gear check duties. It is in the best interests of the rider and the horse if a family member knows the safety rules related to gear checking, and high level advice is always available – so please step forward and get involved.

Committee MeetingsCommittee meetings are held in the clubrooms at 8:00pm on the Monday prior to each rally. Everyone is welcome to attend.

If you have any questions about the club or ideas that would help to improve the running of the club, please come along and share your ideas with the committee. Only elected committee members are allowed to vote on issues, but everyone’s ideas are most welcome.

What does the Committee do??A Committee was once described as “a lane down which ideas are led to be quietly strangled”. Your Committee tries very hard to avoid the described behaviour, and while some of the business may be bland, involvement can also be quite exciting. There is always something new on the horizon.

The Committee exists primarily to support the District Commissioner and the young riders of the Club. It oversees areas which are not within the DCs duties, such as financial, facilities, equipment, canteen, hygiene, zone matters, and so on. To ensure the flow of communication is maintained, the minutes of all meetings are posted on the noticeboard in the clubrooms, and are freely available on request. Please take a look – you might be surprised.

The Junior Committee meeting is held on the Friday night prior to club rallies (commencing at 8:00pm), or at lunchtime of the rally, again in the clubrooms. They generally discuss fundraising ideas, how to improve your involvement in the club, activities for the future, and ways to improve the club facilities. This is also a social activity for junior club members.

An adult supporter attends to provide guidelines on matters of club policy, logistics, senior committee priorities, etc. but does not control or take an active role in the proceedings. The agenda and all deliberations are set by the junior members. There have been some great initiatives which have grown from the involvement of the Junior Committee. The more junior members in attendance the merrier.

Membership feesMembership fees are set at the Annual General Meeting each year with renewals due in June. The fees include Insurance and PCAV affiliation costs, and so are subject to change in accordance with Insurance and PCAV changes.We try to keep the fees as low as possible, whilst ensuring that we can still provide good instruction and facilities. It should be noted that fees rarely cover the full cost of instruction at rallies, the difference being made up from fundraising activities such as events and the canteen.

Books and Manuals

There are books for sale such as the “Syllabus of Instruction” and “Dressage for the Pony Club” available from the uniform sales coordinator, who will be more that willing to help you look for what you need.

These books are not expensive and are a valuable asset.

NORMAL DAILY TIMETABLE

9:30am Sharp Gear Check & Line Up

At 9:30 am the bell will be rung and both rider and pony will be inspected by a “gear checker”. You should wait in your group until a “gear checker” has checked the pony, rider and gear (unmounted).

At 9;45 am the “line up” is held immediately outside the club rooms. The mounted rider and pony should line up in the appropriate colour section. The DC and President will speak to the whole club, children and parents, on things that will happen that day and any other relevant or important information will be presented at 12.30pm in the Club Room announcements.

You are not permitted to ride until the gear check is completed.

N.B. If you arrive late your gear must still be checked by either the gear checkers or the DC. It is your responsibility to seek out someone to conduct a gear check

10:00am Activities

Rider and pony will now go to their group activity (check the whiteboard to see where your group will be having their lessons). Each activity will last about one hour (two lessons before lunch and two lessons after lunch). Members are expected to ride in all four lessons. (see notes under the heading “Attendance”)

12:00 (approximately) Lunch

The Lunch break lasts approximately 3/4 hour. You should unsaddle and tie up your pony in a stall or next to your float (only if the float is attached to a vehicle). Give your pony a bucket of water and a small feed, and rug if necessary.Once the pony has been seen to there is a full canteen service available in the clubroom or you can bring your own lunch.

Club News …… a newsletter is available for collection from the clubrooms during lunch break. This newsletter is your regular source of information – don’t miss it!

12:45pm (approximately) Activities

You will have another two lessons after lunch. (be sure to check the whiteboard).

Activities for the day are listed on the whiteboard.

Be sure to collect your Newsletter, and check the noticeboard for special information about current and upcoming events!!

AttendanceIf the member for one reason or another cannot attend all four lessons, it is important that you discuss the situation with the DC who will make a decision as to whether the member can be given a qualifying rally. Members who repeatedly attend only specific (favourite) activities and leave the rally, will be asked to relinquish their membership to someone on the waiting list who may make better use of the facilities and instruction.

If a horse is unable to be ridden due to health problems, the member can attend a rally unmounted in full pony club uniform with his/her card and still receive the 100% attendance points. The member will be asked to help in some way around the club or help an instructor with the junior groups. The significance of receiving full attendance points is that if the member attends all rallies for the year (11 rallies in all – February to December) he or she will be awarded an attendance medal at the presentations held on the December rally day.

Activities may include:

Flat (Dressage) GamesJumping TheoryCross Country Active Riding

CertificatesRiders can progress in Pony Club by sitting for Efficiency Certificates. These endeavour to give the member a knowledge of horsemanship and riding. The member has to be of a certain age before they are permitted to sit for each test.

The minimum ages for candidates doing the tests are as follows:

D 8 years

D Star 10 years

C 12 years

K 14 years

B 16 years

H 17 years

A 17 years

CompetitionsIf you wish to attend a Pony Club event i.e. gymkhana, pony club ring at shows, one day events, show jumping, or games days you must have attended two rallies on the pony on which you wish to compete, and have attended at least 50% of the rallies held in the previous 12 months.

Your Pony Club card must be taken to all competitions and will be checked to ensure you and your pony qualify for the event you wish to enter, and for accuracy.Eligibility rules for an event are formulated by the organisers of the event, and are determined from the Pony Club card.It is the responsibility of the member to ensure that their card is accurate and up-to-date, not that of their club DC or Card Secretary. It is also the responsibility of the member to plan well ahead – don’t expect to pass your panic onto someone else due to your own lack of preparation.

During any events, the Judge’s decisions re eligibility and placings are final.

The PCAV Handbook explains eventing, show jumping, dressage rules, etc. The club has this handbook available to check at the clubrooms, but not to be taken away. As it is not expensive, you may wish to purchase a copy for your own information.

Specific Club Rules

The following Rules are additional to those outlined elsewhere within this handbook. They are imposed for reasons of safety of personnel and ponies and protection of property.

Stallions, colts and “rigs” are not permitted at rallies. Mounts under 4 years old may not be allowed to jump at rallies and cannot

jump in Pony Club competition. If the DC considers any pony to be ill, injured, lame, unsuitable, unsafe, or

otherwise in need of attention, it may not be ridden at a rally. Ponies must never be tied to any float which is not connected to a vehicle or

otherwise suitably restrained. In the parking area, or otherwise congested areas of the club grounds, riders are

not permitted to trot or canter. Walking pace only is required. Riders must not leave a group, or join another group, without the permission of

the instructor or person in charge of the activity. Transfer to another group can only be approved by the DC.

Alcohol is not permitted to be consumed on the premises during any youth based activity, and only at other times specifically approved by the Committee.

Club grounds and facilities may only be used for “Pony Club approved” activities. Members are not allowed to enter the premises without permission.

Awards

Each year there are prizes and awards presented, mainly at the December rally.These are outlined below, along with the general method of selection.

LIFE MEMBERSHIPThis is the highest award any club can bestow for “outstanding and committed service to the club”. The service must be sustained over a long period of time, and the person must have been an exemplary representative/ambassador for the club on all occasions. This award is voted on by the full Committee at AGM.The contribution of any person nominated for Life Membership should be quite obvious to others involved with the club. This honour is never granted lightly.

PAPER TIGERThe Paper Tiger is awarded to a “Good Club Member”. It is presented to a Pony Club member for outstanding contribution in any year, and has nothing to do with riding ability, events or competitions. The trophy was donated in 1982 by S Sporys,

TIME AND EFFORTThis trophy is presented to an adult member for “putting in” at club level over the course of several years.The trophy was donated in 1989 by Amanda Maxfield, whose father Ken was president of the club in 1987.

EXCELLENCE OR PERFORMANCE AWARDS These awards are normally granted to members for outstanding effort or achievement in pursuits other than normal Pony Club activities, eg. Zone, State, National events.These awards are attained by accomplishment, and as such are not normally subject to selection within our club.

MUSCAT TROPHYThis trophy is awarded for an equitation round in show jumping; presentation, position of rider, correctness, rhythm, line and tempo are all taken into account. In recent years this has been judged at our November Show Jumping event.The trophy was donated in 1974 by Tom Healey, who was president of the club when it started in 1963, and continued in that position for 7 years.

ENCOURAGEMENT AWARDAwarded to an improved Junior rider.This trophy was donated in 1987 by Stuart Abrahams, whose mother was DC and Chief Instructor in 1979.

BENSON TROPHYAwarded to an improved Senior rider.This trophy was donated in 1991 by the Benson family, with Anne being Secretary in 1987 followed by 3 years as DC.

HELEN COUGLE TROPHYAwarded to an improved beginner. This trophy was donated in 1993 by Jane Gerber in memory of her mother Helen, whose grand daughter Rebecca has been a member for more than 13 years.

ALLIED PERSONNEL TROPHYAwarded to an improved Intermediate rider.This trophy was donated in 1994 by Sharyl Walsh Rose and Michael Rose, who was president in 1994.

BOLINDA VALE TROPHYAwarded for Cross Country riding.This trophy was donated by the Clarke family in 1999, the year the Candlebark Cross Country course first opened. Susannah Clarke was Treasurer of the club from 1995 to 1998 and then DC for 2 years.

THE REBECCA DREW TROPHYThis award is for improvement in Dressage.This memorial trophy was struck in 2000 in memory of Rebecca, a much-loved member of the club for eight years, who was killed in a car accident that year. The trophy and the criteria by which it is awarded, written by Rebecca’s mother Sue Cordell, are displayed in the clubroom.

BK BLACKJACK TROPHYAwarded to the overall winner of the Grade 1 Pony Club section of our Pony Club Horse Trials.This trophy was donated in 2003 by Susannah Clarke. Joanna Clarke and “Jack” shared considerable success in Dressage, including Grade 1 State Horse Trials.

Where an award is not related to specific results in events, such as “improvement” awards, the process of selection is exhaustive, involving substantial liaison between the Chief Instructor, DC, instructors and appropriate committees.Whilst selection processes may not be perfect, every attempt is made to ensure the awards are bestowed after thorough, objective consideration.

PCAV PoliciesOur club has adopted several PCAV policies regarding subjects like Alcohol, Smoke Free Environment, Bullying and Harassment, and “Sun Safe” practices. These policies are displayed on the notice board in the clubrooms.

Roster Duties

EQUIPMENT DUTY

Starts at 9:00AM as all gear needs to be set out prior to 9:30AM.Gear is returned to the trailer and clubroom at the end of the rally. The finishing time is dependant upon the scheduled events of the day.

Advice on the placement of equipment should be sought from specific instructors or from the coordinator.

CANTEEN DUTY

Starts at 9:00 AM. Finishes at approximately 1:00 PM. A checklist is available with the basic tasks to be performed with approximate times indicated.It is important that the guidance notes are followed, to ensure smooth operation during peak times. Advice from the co-ordinator is also available, but this person is not expected to be in attendance all the time.

At least 2 people are needed to be in attendance at all times throughout the day, and this needs to be sorted out in a fair and responsible manner.

CLEANING DUTY There are two cleaning rosters – Canteen and General

CANTEEN CLEANING starts after the lunch break at 1:30PM. The canteen is closed during cleaning and all requests for service are to be refused.

All food preparation areas, benches, stove, equipment, utensils, etc. are to be thoroughly cleaned. Rubbish is to be placed into bins.All foodstuffs, confectionery, cloths, etc. are to be placed into the plastic tubs provided and sealed to ensure protection from dirt, rodents, etc.Fridge to be stocked with drinks, and all opened dairy products to be removed.Canteen is to be set up ready for next use, and floor cleaned thoroughly.

GENERAL CLEANING starts at 2:15 PM. It consists mainly of sweeping the clubroom and making sure the rubbish is binned and placed at the gate, ready for the collection service.Toilets are also cleaned at the end of the day.All required cleaning agents etc. are kept in the shelf unit in the disabled toilet.

SPECIFIC REQUESTS SHOULD BE DIRECTED TO THE APPROPRIATE COORDINATOR.

General Gear Check outline

Rider: Must be clean and neatly presented. Jodhpurs clean. Correct helmet to standard AS?NZS3838, EN1384 or ASTMF1163, correctly

fitted. Badge and Tie, no earrings. An obvious attempt to clean boots must have been made.

Pony: An obvious attempt to clean pony must have been made.

(If pony has been ridden to Pony Club, appropriate allowance will be made) No bot eggs or manure in tail. Feet well shod or trimmed, and maintained.

Horse colour preference, breed, pulled/unpulled mane, etc. have no bearing on score.

Saddlery: Must be safe for use. Saddle must fit the pony properly. It must not press on the pony’s spine or sit

low on the withers. Saddle Cloth must be fitted correctly so that no edge/ridge under saddle to

cause soreness. Stirrup size must be appropriate for rider’s foot. Leathers must be clean and in reasonable condition. Girth to be tight enough.

This is a SAFETY check.Gear need not be colour matched. PVC gear is OK if safe and clean.Quality of gear is not important if it is safe. Cleanliness and responsible care and maintenance of equipment is expected.Any gear which is unusual, of new design, or suspect will be referred to the DC for a ruling on it’s suitability. If there is any doubt, it must not be used until approval is sought from PCAV.

The people conducting Gear Check are acting in a voluntary capacity, and are attempting to ensure the safety of the rider and the pony. They try to be fair and consistent. Gear checking is not an auction process, and points allocated are not subject to negotiation. Any disagreement with a ruling on equipment safety must be resolved calmly and sensibly. Reference to the DC is always available, and if the DC is not immediately available the member will have to wait while other gear checks are conducted.

Aggressive behaviour toward gear checkers will not be tolerated under any circumstances, and will result in the immediate suspension from the rally.

Your first day ??The pony should be clean and free from Bot eggs, hooves should be trimmed and neat but not necessarily shod. Gear should be clean and well fitted and the stitching on stirrup leathers, bridle and girth points etc. should not be frayed.The rider must wear an Australian Standards Association approved (AS 3838) safety helmet, and riding boots (no runners or training shoes). The rest of the uniform can eventually be purchased as your budget allows.

Firstly, you should go into the clubroom and put your Pony Club Card into the box provided which is located on the table in the centre of the room. If you have not yet received a Pony Club card, you should refer to the Card Secretary or the DC. The attendance book is also on the table and this book should be filled in with the name of the rider, the name of the horse and a “Yes” that your card is in the box.

Next you should find out what “group” you have been placed in. Depending on your child’s age and ability the District Commissioner (DC) of the Club will place your child in a “colour group” - Black group being for beginners on a lead rope through to Purple group for the most experienced of our riders. A list of groups is noted on the large white-board in front of the clubrooms. The child’s name will be on the board under the appropriate group. A mandatory gear check will be conducted when you join the appropriate group.

When you join your group you will also be introduced to more experienced members who have been asked to assist you to settle into the club routines. These members will be able to answer many of your questions, but remember that the club President is available to make sure you get all the information you need. Your first day will also include a guided tour of the facilities (unless this has already occurred).

A “Contact List” is posted on the notice board inside the clubrooms, detailing the names and phone contacts for current position holders. These may be very useful to you until you settle in and find your way around our club. Write the names and numbers into this handbook on the last page.

Food and drink is available from our canteen during most of the morning (includes breakfast) and up until approximately 1:00 pm. All involved personnel are volunteers, and all profits are used for high quality instruction for the riders, and to better the club facilities.

Don’t forget to collect your Pony Club card from the Card Secretary prior to leaving at the end of the day if you are currently competing. If not competing you are welcome to leave your card with the Club for the next rally day.

Important Contacts

District Commissioner (DC) Judith Climas

Phone 5428 7468Chief Instructor Meaghan Sutherland

Phone 0419 367 194President Warwick Slade

Phone 9744 4417Treasurer Debra Tobin

Phone 5428 1325Secretary Heather Fiorentino

Phone 5428 7138Card Secretary / Memberships / Gear Checking Co-Ordinator Jenni Waldhauser

Phone 5428 7005

Junior Committee Amanda Bird

Phone 0417 007 879Equipment Coordinator Jim Borle

Phone 5428 7532Canteen Coordinator Joanne Hazelden

Phone 5428 6036

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RIDDELLS CREEK PONY CLUB INC.ARN A3079

MEMBERS

INFORMATION HANDBOOK

5th editionPublished

Aug 2005