Committee Positions / Club Award Criteria

• Chair General and Committee meetings and preserve order.
• Prepare Annual Report for AGM.
• Liaise and attend meetings as required, with Palerang Council, local businesses and the community.
• Sign all documents as required

• Assist and stand in for President as required.

• Contact person for Wamboin Pony Club.
• Record and deal with all correspondence.
• Arrange meetings (Committee, Special & AGM), prepare agendas and record minutes.
• Maintain membership list and provide updates to Zone Secretary & Senior Instructor.
• Prepare affiliation forms and send to PCANSW and Zone.
• Prepare and receive requests for transfers and send to Zone and PCANSW.
• Liaise with Zone and State as required.
• Liaise with Palerang Council and the Canning Close Grounds Committee as required.
• Maintain a list of upcoming Zone competitions & events.
• Forward information of Zone events to Publicity Officer and distribute same to WPC members.
• Co-ordinate with Senior Instructor and Treasurer to accept entries for Zone and State events/activities.
• Ensure WPC entries for Zone events meeting closing dates.
• Ensure new members complete membership form, horse forms, risk form for submission to the Committee for consideration.
• Ensure all members complete horse forms for all owned or leased horses brought to Club activities throughout the year.
• Maintain sufficient copies of all required forms.
• Ensure all members have access to other relevant reading material.
• Prepare annual report for AGM.
• Record attendance at rally days and ensure visitor’s sign Visitors Book.
• Record accident reports and send t o Zone.

• Provide a detailed monthly report to the Committee.
• Keep accurate records of all moneys received and expended.
• Provide receipts for all moneys received.
• Reimburse members for approved out of pocket expenses.
• Liaise with the Merchandise Officer in order to maintain records of deposits and full payments made for merchandise.
• Liaise with the Canteen Manager in order to maintain records of canteen expenses and profits.
• Liaise with any WPC member who assists with fundraising in order to maintain records of fundraising expenses and profits.
• Undertake regular banking.
• Ensure all bills are paid in a timely manner.
• Arrange an annual audit of the Club’s finances.
• Prepare annual report for AGM and present audit.
• Submit annual audit to Office of Fair Trading.
• Advise Office of Fair Trading of amendments to the Constitution and Committee.

• Attend all Zone meetings or arrange a replacement.
• Represent and carry out the wishes of WPC at Zone Committee meetings. This will generally mean that Zone Delegates need to attend WPC Committee meetings monthly.
• Present a positive WPC report to Zone meeting.
• Report back to Committee on the business of the Zone meeting.

• Prepare and distribute the ‘Gibber Gabber’ within one week of WPC Committee meetings.
• Maintain the WPC website
• Advise media outlets of WPC events and/or achievements.
• Ensure all members are kept up to date with all Club/Zone/State activities through the GG, email and the website.

• Be responsible for the welfare of horses on the grounds.
• Speak with Senior Instructor, parents/rider about any horse welfare issues of concern and ensure that all such conversations are handled in a diplomatic way.
• Document and report any ongoing horse welfare issues to the WPC Committee.
• Prepare relevant articles for the newsletter/website as necessary.
• Prepare suitable theory lesson on horse health and welfare and in conjunction with Senior Instructor, present these lessons at rally days throughout the year.

• Ensure all paperwork is filled in as per the legislation.
• Ensure all adult members and regular visitors fill in child protection form and keep all completed forms locked away.

• Clubhouse maintenance including guttering and security.
• Upkeep and safety of grounds and equipment.
• Obtain quotes for works/repairs for Clubhouse, equipment and facilities.
• Obtain Committee approval of quotes and arrange for work to be undertaken.
• Liaise with Senior Instructor for required rally day and event equipment.
• Coordinate setup and pack-up of rally day and event equipment by co-opting parents on ground to assist.
• Working bee activities as required.
• Keep equipment shed tidy.
• Maintain a roster and ensure that sufficient parents/helpers will be available at every rally day.

• Liaise with Committee for budget when planning for event catering.
• Purchase all food and drinks as required.
• Provide receipts and/or record of expenses to the Treasurer.
• Prepare/cook rally day morning tea and lunches.
• Catering for fundraising events as advised.
• Catering for WPC annual gymkhana.
• Catering for WPC Christmas party.
• Maintain a roster and ensure that adequate parents/helpers are available at every rally day.
• Coordinate and maintain a roster of helpers for rally days, gymkhana, Christmas party catering.
• Cleaning of food preparation areas and Clubhouse.

• Manage both new and secondhand clothing pool and ensure that the full WPC uniform is available for purchase by members as required.
• Liaise with manufacturers to obtain quotes and sample for submission to Committee meetings.
• Obtain permission from the Committee to make purchases on behalf of WPC.
• Take orders from members and assist with members queries.
• Refer sales to the Treasurer where possible or if required, provide receipts and forward payment to Treasurer.
• Co-ordinate with the Treasurer to make payments for goods ordered/received.

            Awards

13(1) All riders must attend 5 Club Days in one calendar year to receive awards (this includes rally days and Wamboin Pony Club events)

13(2) All instructors with the WPC who instruct during the year, as per 13(1), are responsible for providing nominations to the Senior Instructor for the rider awards presented by the WPC.

The Senior Instructor has responsibility for the final decision in relation to awards. The Senior Instructor may seek guidance from other WPC Instructors in making her/his final decisions.

13(3) Age Groups are to be determined by 28 February each year. The total age population of the rider membership will determine this. As far as practical an even number of riders will be in each age group.

Age is taken as the age of each rider on the first rally day in February each year.

13(4) (a)Tonka Trophy: may be awarded to any person who has worked hardest for the club during the year. This award acknowledges a person who has contributed to the club in any number of areas; it acknowledges those that contribute as a constructive club member, working for the betterment of the club and its reputation. Any member of the WPC (including riders) may nominate any person for this award. Nominations will be called by the Senior Instructor in November each year.

(a)WPC Riding Member of the Year: Is awarded to the rider (any age) who willingly participates in, and consistently applies themselves to most areas of riding. They may achieve well, but as importantly they demonstrate:

• good sportsmanship,
• consideration for their mount/s,
• attentive listening skills by consistently showing a willingness to put into practice the tasks set by the instructors and,
• behavior that personifies a role model pony club member.

They also give encouragement and support to other riders, senior club members and instructors

(b) Sportsmanship Award Senior: Is awarded to the senior rider (13 years and older) who is genuinely considered to act at all times in the manner that demonstrates the aims and objectives of the Pony Club movement. They typify the qualities of sportsmanship, citizenship, and loyalty. They are always helpful to and encouraging of others, assist both riders and instructors by showing initiative and performing tasks without having been asked.

(c) Sportsmanship Award Junior: Is awarded to the junior rider (12 years and under) who is genuinely considered to act at all times in the manner that demonstrates the aims and objectives of the Pony Club movement. They typify the qualities of sportsmanship, citizenship and loyalty. They are always considerate to their mounts, other riders and instructors.

(d) Best Overall Rider by age group: awarded in 4 age groups (see 13(3)). The rider demonstrates:

• riding ability in most fields, 
• consideration for their mount/s ,
• attentive listening skills by consistently showing a willingness to perform the tasks set by the instructors, and
• behavior that personifies a role model pony club member.

The award is based on riding at Rally Days and WPC Events.

(e) Most Improved Rider by age group:

Awarded in 4 age groups (see 13(3)). The rider demonstrates:

• consistent effort and improvement in most fields of riding, ,
• consideration for their mount/s and
• attentive listening skills by consistently showing a willingness to perform the tasks set by the instructors.

The award is based on riding at Rally Days and WPC Events

(f) Best Pony Club Combination by age group: awarded in 4 age groups (see 13(3)).

This award acknowledges the mount and rider combination. It is focused on acknowledging a combination that participates safely and willingly in most pony club activities. It is about the obvious joy and pleasure the rider/mount combination gain from being pony club members.

Special Encouragement Award: awarded to members, when special skills or circumstances need recognition.

Attendance Awards: Are presented to riders who have attended a minimum of 5 Club Days (see 13(1)) that year. (Aimed at encouraging progression in riding and horsemanship).