The Queensland Government provides $134,800 per annum to Pony Club Queensland to support :

Coaching/Official Education & Accreditation programs, Rider Training and Development, Competitions & Events And Club Administration & Management Support

to increase Queenslanders participation in sport and recreation activities.’

THE PONY CLUB ASSOCIATION OF QUEENSLAND INC, TA

PONY CLUB QUEENSLAND PROUDLY SUPPORTED BY DEPT OF NATIONAL PARKS, SPORT AND RACING QLD

PCQ EXECUTIVE COMMITTEE FOR 2018

State President Mr Grant Lynham Vice President Mrs Sarah Standen Vice President Mrs Tracey Camilleri Vice President Ms Tonia Murtagh Secretary Mr Jacob McLoughlin Treasurer Mrs Donna Barnes State Chief Instructor Mr Michael Carlson Publicity Officer Mrs Kirstie Olive

-o0o- Patron Mrs Grace Brodie

OBJECTS OF PONY CLUB

To encourage young people to ride and to learn to enjoy all kinds of sport connected with horses and riding.

To provide instruction in riding and horsemastership and to instil in members the

proper care of their animals.

To promote the highest ideals of sportsmanship, citizenship and loyalty, thereby cultivating strength of character and self-discipline

PCQ Office: The Hub, 3/14, Ashton Place, Banyo, QLD 4013 P.O. BOX 293, Northgate, Qld, 4013

Telephone: (07) 3216 1255 Email; PCQ Office: admin@pcaq.asn.au Website: pcaq.asn.au PCQ Accounts: accounts@pcaq.asn.au

2 SECTION 1

3 SECTION 1

The 2017/2018 PCQ Administration Handbook, has been fully revised in an endeavour to ensure our members are informed and able to function happily and efficiently within the Pony Club environment The Handbook is intended as a tool to assist members, in particular, management committees of clubs and zones. The information provided is, at the time of printing, in line with association and government rules, regulations, policies and procedures. This handbook does not seek to provide an alternative to Legal advice and clubs and members should seek counsel as they see fit. It is intended to provide concise and clear guidance for Administrators and other Members of Pony Clubs in Queensland. Queensland rules and laws are presented here and are applicable unless a Federal rule or law applies. Please bear in mind, that Government legislation varies from State to State and Territory, so if members are contemplating operating outside the Queensland border, they should familiarise themselves with the requirements of the other State or Territory. At the time of its release every endeavour was made to ensure that the information contained herein was correct and current. It is important to be aware however, that laws and rules change, sometimes rapidly and without notice. For this reason, members should check the latest information or links on the PCQ website www.pcaq.asn.au., which will contain either the latest information or direct them to it. PCQ urges our members to become familiar with the contents of this handbook and use it in day to day management of clubs and Zones. It should be readily available to all club members, who may also purchase a copy from PCQ. The answers to many frequently asked questions and a wealth of other information is contained herein. Unfortunately disputes will arise in every organisation the Handbook sets out processes and procedures to assist those that are called to deal with them. The Disputes Process, Member Protection Policies and Codes of Conduct are there for every member’s protection; where doubt exists, PCQ has a Member Protection Information Officer, an experienced and well informed Executive and Management Committee and the Chief Instructors Panel to assist and advise. With support from the Queensland Government Sport and Recreation Development Program, PCQ is able to provide a free copy of this book to each Club, when their annual affiliation is received; also to each Zone, Regional Director of Coaching, members of the State Chief Instructors Panel and PCQ Executive Committee. In conclusion I urge members to bear in mind the Aims and Objectives of Pony Club, they are the philosophies on which our organisation was founded and are as relevant now as they were at that time. Grant Lynham President, PCQ

Foreword By

PCQ President, Grant Lynham

4 SECTION 1

TABLE OF CONTENTS

CONTACT INFORMATION, OFFICE BEARERS and OBJECTS Section 1 The Essence of Australian Sport Foreword by PCQ President, Grant Lynham Table of Contents

IMPORTANT INFORMATION FOR CLUB SECRETARIES Section 2 WHY PONY CLUB? Section 3

The Objectives of Pony Club The History of Pony Club

STRUCTURE & HIERARCHY OF PONY CLUB MOVEMENT IN AUSTRALIA WHAT ARE YOU ACTUALLY A MEMBER OF? HONORARY LIFE MEMBERSHIPS

Honorary Life Members of PCQ PONY CLUB AUSTRALIA AWARDS HOW PONY CLUB IS MANAGED Section 4

How we are Funded Governance & Primary Governance Documents PCQ Management Committee PCQ Executive Committee Coaching Panel & Standing Committees PCQ Standing Committees Management Meetings The State Office Database PCQ Payments, Claims, Fees and Refunds

NOTES ON CONSTITUTIONS AND RULES Section 5 Constitutional Checklist

PCQ BY-LAWS Section 6 The By-Laws contained herein were correct at the time of printing but the latest version is found on the website

PCQ CODES OF CONDUCT Section 7 SUMMARY OF CODE OF CONDUCT CODES OF BEHAVIOUR

Codes of Behaviour Notice for notice boards etc AUSTRALIAN SPORTS COMMISSION CLUB DEVELOPMENT NETWORK

ZONE & CLUB MANAGEMENT COMMITTEES Section 8 Conducting Meetings Correspondence Zone and Club AGMs Annual Returns Club Coach Requirements Club Sub Committees

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FORMING A NEW CLUB Section 9 REQUIREMENT FOR CLUBS TO APPOINT ACCREDITED INSTRUCTORS INSURANCE – NEW CLUBS CLUB TRANSFERRING BETWEEN ZONES CLOSURES

Temporary Closure of a Club Closing a Club

MAINTAINING ORDER IN A CLUB Section 10

Procedure for Discipline of a Member Disputes or Complaints Procedure PCQ Power to Discipline & Procedures

CLUB RISK MANAGEMENT Section 11

Signage and Emergency Plans Emergency Action Plan Approved Signage for Clubs Biosecurity Safety Rules for Rallies Managing Weeds

INSURANCE Section 12 GUIDE FOR PRESIDENTS Section13 GUIDE FOR TREASURERS Section 14 GUIDE FOR SECRETARIES Section 15

Constitutional Duties Minutes Recording Minutes Access and Distribution of Minutes Secretaries’ Clerical duties Correspondence Annual Returns and Compliance Zone Secretaries’ Duties

CLUB/ZONE DETAILS AND INFORMATION THE SECRETARY’S FILE Section 16

Reviewing Secretaries File Official Email Addresses Blue Cards

MEMBER AFFILIATION Section 17

Member Forms Club Forms Summary of Code of Conduct Affiliation fees payable to PCQ

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REGISTERING ON PCQ DATABASE (cont.) Section 17 Application for Membership Process Affiliation fees payable to PCQ Consent to passing on Personal Details Duration of Membership

MEMBER TRANSFER/CLEARANCE INFORMATION

PCQ Newsletter and subscription information Stationery Uniforms Names and addresses of Club Secretaries Location of Club Grounds Agistment Club Junior Committees Ready Set Trot

PROFICIENCY LEVELS Section 18

A Certificate Holders APPLICATIONS FOR INSTRUCTOR ACCREDITATION Section 19

Instructor Appointments Instructor Transfer information

COMPETITION RULES Section 20

Riders Competing Away From Home Club Horse Lease Information

PERFORMANCE CARDS

Graded Re-issue, recording points Recording State Qualifiers Ungraded Performance Cards

PCQ TRAVEL GUIDELINES Section 21

OPEN DAYS Section 22 PCQ OFFICIAL EVENTS Section 22

Running an Official Event Requirements for Officials Days Scoring at Official Events Insurance Cover Appeals Committee

ZONE CHAMPIONSHIPS Section 23 PCQ STATE CHAMPIONSHIPS

Qualifying Criteria Additional Criteria for all events Extenuating Circumstances Recent Introductions

APPLYING TO HOLD A STATE EVENT Section 24

Process Criteria for Holding a State Event

RECENT DISCIPLINE INTRODUCTIONS Section 25

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PCQ INTERSTATE TEAM SELECTION Section 26 PONY CLUB AUSTRALIA NATIONAL COMPETITIONS INTERPACIFIC PONY CLUB EXCHANGE

Qld Inter Pacific Riders INTERNATIONAL MOUNTED GAMES

Qld International Mounted Games Representatives INSTRUCTIONAL ORGANISATION Section 27

Standing Committees and the CIP Duties of the CIP Members of the State Chief Instructors Panel Appointments to the CIP The Structure of the Instructional Organisation Regional Directors of Coaching Regional Panels & RDCs Zone Chief Instructors Club Chief Instructors Horsecare Officers

COACHING ACCREDITATION STRUCTURE

PCQ INSTRUCTORS GENERAL GUIDELINES Section 28 PCQ INSTRUCTOR ACCREDITATION PROCESS

Term of validity Instructor appointments Cancellation of Accreditation Cancellation of appointments Right of appeal on non-appointment or termination of appointment Invalid or Lapsed Accreditations Reinstatement of Cancelled or Revoked Accreditations Leave of Absence Transfer of Instructors Interstate Instructors

INSTRUCTOR ACCREDITATION PROCEDURE Section 29

Minimum Requirements Preparation of Refresher Clinics Knowledge required Recognition of Prior Learning

PCA NATIONAL COACHING ACCREDITATION SCHEME (NCAS)

NCAS Contacts NCAS Preliminary, Level 1 and Mounted Games Specialist Coach Accreditation NCAS Coach Accreditation NCAS Level 1 Coach Why National Accreditation NCAS Candidate Information NCAS Zone/ Club Information Current Level Cs and the NCAS System Ready Set Trot Program

TECHNICAL OFFICIALS Section 30 TECHNICAL DELEGATES (PCQ STEWARDS)

PCQ Technical Delegate Pathways 2016 ZONE CLUBS & COLOURS & ZONE LOCALITY MAP Section 31 CLUB UNIFORM COLOURS and LOCATION OF GROUNDS

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Important General Information for the Club Secretary: Affiliation fees for 2018: Riding $88.88 inc GST Social $35.00 inc GST Pedestrian Equestrian $88.88 inc GST Fees are set at the PCQ AGM each year, and are structured to include the premium for Public Liability, Personal Accident (including voluntary workers), Directors and Office Bearers’ (Association liability) and Professional Indemnity insurance policies. There will not be a separate premium payable by clubs and zones towards the cost of these policies. NOTE: Helmet compliance expires 5 years from date of manufacture. PCA finds that any helmet tested and meeting the VGI helmet standard is acceptable for use in all Pony Club activities. Helmets need to comply with the following standards: AS/NZS 3838 (AU) and ARB HS 2012; PAS 015 (UK); ASTM F 1163 (USA); VGI (Europe) EN1384 – Only for helmets with manufacture date up to and including 2015 Body Protectors: PCQ requirements for body protectors as from 1st January 2011 are that body protectors must be worn by all riders in the Cross Country phase of One Day Events and other Horse Trials. There is presently no Australian Standard for Body Protection in equestrian sports and members must make their own judgment as to the suitability of the product they choose or is chosen for them. PCQ Policies: Are available for download from the website www.pcaq.asn.au. It is important that your members are made aware of these policies, and the PCQ Procedures, and that your club ensures that they are enforced. Applicants who were previous members of another club: When signing on new members, please remember to check whether they have belonged to another affiliated Queensland Pony Club in the last 2 years. If so, be sure that you have received a Member transfer/clearance form from the previous club before accepting the new membership. Instructors: While the Instructor’s PCQ Accreditation remains with them for its term. Their appointment by clubs lasts only for the duration of the current club membership year. Instructors must apply and be re-appointed by their club annually. An instructor’s PCQ affiliation card, which contains confirmation of their accreditations, will be issued.

Annual Check List Have you completed and returned the following information to PCQ:

1. 2018 Club/Zone Annual Return 2. 2018 Open Day Schedule 3. Paid the 2018 Tour Fund levy ($20.00) 4. Ordered Additional Newsletter subscriptions

Copies of these forms can be found in the back on the PCQ website Was your AGM held in accordance with the Constitution and Act and have you appointed a Member Protection Information Officer?

Is your Secretary’s file up to date and contain Current:-

21. PCQ and Club Constitution and By Laws 22. Certificate of Incorporation 23. OFT annual return 24. Management Committee Meeting Minutes 25. All the PCQ and Club Policies 26. PCQ Club Risk Management policy 27. PCQ Club Member Protection policy 28. 2018 Certificate of Insurance Cover 29. 2018 Insurance Summary 30. 2018 Certificate of Affiliation

Yes? Excellent.

No? Then please gather these documents and include them in the file ASAP

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WHY PONY CLUB?

THE OBJECTIVES OF PONY CLUB The objectives of Pony Club have always been the same, namely: • To encourage young people to ride and to learn to enjoy all kinds of sport connected with horses and riding.

• To provide instruction in riding and horsemastership and to instil in members the proper care of their animals.

• To promote the highest ideals of sportsmanship, citizenship and loyalty, thereby cultivating strength of character and self-discipline.

To be involved in Pony Club activities, a member is required to own, lease or borrow a horse, from a member of their own club. Unfortunately this is not always immediately possible, so the Pedestrian Equestrian and Ready Set Trot Programs were developed to assist those riders. Participating Club members provide horses for ‘Pedestrian Equestrian/Ready Set Trot’ to members for use at Rallies and Musters and they in turn assist and learn about their upkeep and care. This program is also of assistance to Parents to enable them to assess the likely long-term interest of their children, in becoming Pony Club members, before investing in horses, equipment and transport vehicles. Not all Pony Clubs offer Pedestrian Equestrian and Ready Set Trot programs. The Aims of the Association are as stated above and Affiliated Pony Clubs offer their members the opportunity to aspire to achieve a higher standard of riding and horsemastership than they might otherwise reach. Pony Club Queensland wants to foster enthusiasm among its young members and have them properly taught about the many facets of horsemastership, with the hope that they will become the capable horsemen and horsewomen of tomorrow. By setting standards appropriate for Australia and educating junior members accordingly, it is expected that those members will know exactly what is expected of them when they take part in competition and other Pony Club activities, that they will be quite confident that they will be judged on that standard. It is important that members should enjoy themselves and form strong friendships, so that when it comes to competition they will think more of the fun of competing, than in the accolades or rewards. In return all Pony Club members should be mindful that their instructors and club officials spend valuable time passing on knowledge gained through years of experience and training. Those fortunate to receive assistance from this group of dedicated volunteers can best show their appreciation by at all times being loyal to and respecting their Pony Club and its officials and by keenly supporting all its endeavours to progress and increase club membership. Members should always heed what they are told, by their Instructor in charge of rallies and should help other members whenever necessary. All tuition at Pony Club follows a National Syllabus prescribed by Pony Club Australia. Members work their way through the Syllabus at their own pace with the aid of a Proficiency Workbook and their Instructor or mentor. As each level of Proficiency is attained, Certificates are awarded starting with an "E" Certificate and working up to "A". Details of how to gain these certificates are given in the Syllabus of Instruction Booklet. A copy of this can be obtained from the Club or from PCQ.

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The History of Pony Club Australia has the largest pony club membership in the world with just under 50,000 financial members. In Australia. Pony Club Australia teaches young people to ride horses through over 800 member clubs; spread over the seven states and territories. Miss Ann Howitt formed the first Pony Club in Australia in 1938 at Ingleburn, New South Wales. The Dandenong Ranges Pony Club in Victoria was formed in 1947. At first, clubs all ran by their own version of the rules. When one Club visited another, a decision had to be made on the rules of the day as there was no uniformity what so ever. In 1956 the Pony Club Association of New South Wales was established. This was soon followed in 1959, when members of some of the individual Queensland clubs attending the RNA, met and agreed to form the Pony Club Association of Queensland. This was later incorporated and Sir Wallace Rae was elected the first President of the Pony Club Association of Queensland (PCAQ). The first tasks for the PCAQ was to formulate the Ideals and Codes of Behaviour, for Pony Clubs, Uniform Rules, Standards of Instruction and a workable Constitution and by-laws for Affiliated Clubs and PCQ itself. The continued and stable nature of our Association, and the number of outstanding riders who commenced their careers in Pony Club testifies to the success of this undertaking. The Structure And Hierarchy Of The Pony Club Movement In Australia For a number of reasons, including the need to interact with Government and other Sporting organisations at different levels, as well as funding and governance requirements of the Government and Australian Sports Commission, the Pony Club Structure is hierarchical. Many facets of the operations of the individual State Associations are similar but not all rules and practices are uniform. It is important to understand that when you are involved in activity in another State or Territory, their rules apply and they might be quite different from those in your own State. This also applies to State Government Legislation. The one thing that is uniform however is the requirement of each level of the hierarchy to adopt and adhere to the Policies and By-laws of the level above it. This also applies to Pony Club Australia (PCA) who have Australian Sports Commission, (ASC) requirements to adhere to. It is important for you to understand the hierarchy and where you and your club fit into it. The structure is as follows:

Pony Club Australia (PCA)

– Our National Sporting Organisation (NSO) • PCA is the National Body for Pony Clubs in Australia. • It deals with Organisational Matters and Government at a National level. • PCA receives funding under the Australian Sports Commission and is administered under a Board

Structure • States and the Northern Territory are members of PCA. Each is represented by a Coaching Delegate.

(ACT is combined with and administered by NSW) • PCA develops the National Coaching Syllabus and Syllabus of Instruction • It also develops the National Policies and Procedures • PCA does not have any “human” members, only State Pony Club Associations. Pony Club Queensland (PCQ)

– Our State Sporting Organisation (SSO) ▪ PCQ is the State body for Affiliated Pony Clubs in Queensland. ▪ It deals with Organisational Matters and Government at a State level. ▪ It represents Queensland Pony Clubs on a number of boards and committees including Disaster Crisis

Committees, Qld Horse Council etc ▪ PCQ does not have any “human” members other than non-voting “life members”.

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▪ Affiliated Pony Clubs in Queensland are the members of PCQ and as such may be subject to disciplinary action by the Association.

▪ PCQ is an Incorporated Association and managed through an Executive Committee and the State Management Committee, members of which are either elected or appointed each year.

▪ The Executive Committee, consisting of the Elected Office Bearers and the Chairperson of the State Coaching Panel, is elected annually and appointed to enable matters affecting the Association to be dealt with as required between meetings of the Management Committee.

▪ The Management Committee is comprised of Executive Committee and two delegates from each Zone (appointed) as well as the Patron and the Chair of the State Chief Instructors’ Panel.

▪ The duties of the State Chief Instructors Panel is to organise, arrange and control all matters of instruction with the Rules and By laws of the Association on behalf of the Management Committee

▪ After each meeting, minutes of the PCQ Management Committee meeting including reports from various sub-committees are circulated in the PCQ Newsletter.

▪ The Newsletter is distributed free to all Clubs and Zones. It is important that the Club and Zone Secretaries open and read these minutes immediately, be conversant with any changes and keep their President, Committee and Club members informed. The smooth running of the Club and Association depends upon this.

▪ To facilitate better governance and administration, Queensland is divided into: • Three Greater Regions, (Southern, Central and Northern) for State Events etc • Ten (10) Coaching Regions and twenty five (25) Zones.

PCQ Regions (Coaching) • Queensland is divided into 10 geographical (Coaching) Regions. • This is purely to enable better management of the Instructional Systems. • Regions are not represented nor have voting rights on the PCQ Management Committee or the PCQ

Standing Committees. • A map depicting Regional boundaries is available on the website www.pcaq.asn.au. • Regional Directors of Coaching (RDCs), supported by a panel of assistants, manage the

Instructional programs for their particular regions throughout the State. • RDC’s report to and work with the State Chief Instructors Panel. • RDCs are not currently required to be members of the CIP. • Incorporation is not mandatory for Regions, but being so may afford extra funding opportunities

PCQ Zones • The PCQ Management Committee determines the number of Zones in the State.

(Queensland is currently divided into 25 geographical Zones). • Prior to the 2008 Council amalgamations, Zones generally followed shire boundaries but this is no longer

the case. • Individual clubs are attached to the Zone usually of choice in their area and appoint delegates to represent

them in Zone matters at PCQ Management Committee meetings. • Zones are responsible for ensuring the Zone Instructional program is conducted under direction from the

relevant RDC) • Zones are responsible for managing Zone competitions in their area. • They also provide support with Governance and Administration to clubs in their Zone. • Zones are also Incorporated Associations and managed by a Zone Management Committee that is

elected each year. • Clubs are represented and form the Zone Management committee through a number of delegates (refer

Zone constitution) • Zones do not have any “human” members other than non-voting “life members”. • Affiliated Pony Clubs in Queensland are members of the Zones. • PCQ determines to which Zone a club will be attached in consultation with that zone.

PCQ Affiliated Pony Clubs • There is approximately 215 individual Incorporated Queensland Pony Clubs that are affiliated

with the PCQ with a total of approximately 8,500 members.

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• Clubs are also Incorporated Associations and managed by a Club Management Committee that is elected each year.

• Affiliated Pony Clubs in Queensland, as members of PCQ, may be subject to disciplinary action by PCQ. • Clubs are the only organisations in the Pony Club Hierarchy that do have “human” members, i.e. Social,

Riding, etc. These may also be non-voting “life members”. • Individual members may also be subject to disciplinary action by PCQ. If the PCQ Management

Committee is of the opinion that the Member has failed to comply with the Association Rules and/or is guilty of conduct that is prejudicial to the interests and objects of the Association.

• Affiliated Pony Clubs in Queensland are members of the Zones and PCQ. • PCQ determines in which Zone a club will be attached. • Clubs are represented on the Zone Management committees by a number of delegates. What are you actually a member of? It is important to understand that people are only members of their own Club. They are not members of the Zone or PCQ. They are affiliated with PCQ but not their Zone. Therefore Members may only be dealt with individually on ANY matters in the first instance by their own club (unless they are attending Zone or State events as a representative of their club or zone) or the member is considered to have been guilty of conduct that is prejudicial to the interests and objects of the Association. Honorary Life Memberships The PCQ Life Membership may be bestowed in the following forms: (a) A Club or Zone may nominate whoever has served the State Association to the extent of Life Membership Merit. This recommendation must come through the Club Annual General Meeting or Special General Meeting, be passed through the Zone, and be received by PCQ in time to be considered at the April Management Committee meeting. The PCQ Management Committee will consider these Life Membership nominations once a year at this time and successful recommendations will be finally considered or confirmed by the Association’s Annual General Meeting. (b) State Honorary Life Membership. The Management Committee may recommend for Honorary Life Membership of the Association whomsoever has served the Association to the extent of Life Membership Merit be they a financial member or not. The Honorary Life Membership may be bestowed after successful consideration of the PCQ Management Committee nomination and subsequently by approval at the Association General Meeting. (c) Zone Honorary Life Membership may be bestowed by a Zone for service to that Zone on whomsoever has served that Zone to the extent of Life Membership Merit be they a financial member or not. The Life Membership may be bestowed after consideration by an Annual General Meeting of the Zone. (d) Club Honorary Membership may be bestowed by a Club for service to that Club to the extent of Life Membership Merit be they a financial member or not. The Life Membership may be bestowed after consideration by the Annual General Meeting of the Club or after consideration by a Special General Meeting of the Club. Most Honorary Life memberships do not bestow voting rights, unless stated otherwise in the relevant constitution, In all cases VOTING RIGHTS ARE RESTRICTED to Financial Members, an Honorary Life Member may become a Financial Member if they so desire.

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Mr Luton White Mr Ned Twohill OAM* Mr Allan Ticehurst * Mr Jim Goodwin Mr Steve Steiger Mrs Ruth Henry * Mr Clive Black * Mr Harry Irvine Mrs Alice Upham Mr Emmanuel Manousso Mr Barty Deane Mr Alan Hession * Mrs Bev Hamilton Mr Dennis Craig * Mr Bob Hickson Mr John Mawhinney Mr Lou Stacey Mr Dudley Moore * Mr Col Austin *

Dr Michael Moreny OAM Mrs Jan Morland Mr Robert Goss * Mr Jack Makin * Mr Percy Bishop AM * Mrs Zita Denholm Mrs Audrey Condie Mr Col Stoker Mrs Kay Keys Mrs Grace Brodie Mrs Alicia Dahms Mr Don Nixon Mr Danny Marr Mr Colin Meagher OA * Mr Ken Hutchinson Mrs Beryl Marshall Mr Peter Bondfield * Miss Colleen McLaughlin BEM Mr Jim Shaw

Mrs Shelagh King OAM * Mrs Hazel Larard BEM * Mrs Audrey Stoker * Mr Kevin Kelley Mrs Iris Kleinhanss Mrs Pat Hartness * Mrs Carol Paterson Mrs Merril Mawhinney Mrs Chris Hall Mrs Di Elder Mrs Margie Davidson Mr Gary Price Mr Gary Bryce Ms Megan Wray Mr Kevin Walsh Mr Clive Gordon Mrs Beryl Burkhardt Mr Michael Carlson

* deceased

Honorary Life Members Of PCQ

Pony Club Australia Awards The awards recognise the achievements and contributions of our Riders, Coaches and Volunteers. Nominations for the Pony Club National Awards close in March annually. The categories are:

• Best Achievement by a rider under 17 years • Best Achievement by a rider aged 17 to 25 years • Pony Club Alumnus • Coach of the year • Volunteer of the year • Club of the year

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How Pony Club Is Managed How We Are Funded PCQ is generously funded by the Queensland Government Department of National Parks Sport and Recreation with the balance of our budget being met from membership fees, registrations and sales of merchandise. Governance And Primary Governance Documents PCQ is governed, by the Executive and Management Committees; under the terms of the Act and Regulation, its Constitution (or rules), its by-laws and its policies. Please note that these are different from those of individual Clubs. At Club or Zone level, the Act and PCQ by-laws and policies apply, but the individual Club’s Constitutions (or rules) takes the place of the PCQ constitution. PCQ Management Committee The PCQ Management Committee is comprised of the Executive Committee including the Chair of the State Chief Instructors Panel, the Patron and two delegates from each Zone. The names of these zone delegates should be notified to PCQ annually. PCQ Executive Committee The PCQ Constitution requires that an Executive Committee attend to matters that need addressing between PCQ Management Committee Meetings. This committee, which consists of the Elected Office Bearers, and the Chair of the CIP, is also responsible:

I. To meet at least twice a year and at other times as necessary; II. To develop, as a minimum, a three (3) year plan; III. Development of regional planning; IV. Programming and development in accordance with government regulations. V. To do all that is necessary to achieve the objectives of the Association within the powers contained

herein. The Executive Committee of the Association shall be entitled to, following a minimum 75% of the full executive majority vote:

1. Make directions relating to the interpretation of this Constitution, By-Laws and Rules, alter By-Laws and Rules

2. Make determinations to permit or revoke decisions made by the Management Committee, Zones, Clubs or members.

The Executive Committee shall have authority to interpret the meaning of the rules and any matter relating to the Association on which this Constitution, By-Laws or Rules are silent.

Coaching Panel & Standing Committees Following the AGM, the President will appoint a member of the Executive Committee to the position of Chairperson of each Standing Committee and upon recommendation by the State Coaching Panel, a Technical Advisor to each of the sub-committees. The appointed Chairperson and Technical Advisor will be entitled to all voting rights of those sub-committees. Standing Committees Standing Committees are established by the Executive Committee, as per constitution they consist of:

a. Show Jumping & Jumping Equitation b. Horse Trials c. Mounted Games d. Sporting and Campdraft e. Dressage and Combined Training

Each Standing Committee may comprise of a chairperson, technical delegate plus one delegate from each affiliated zone.

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Management Meetings Quorum for Management Meetings The minimum number of attendees to allow a PCQ Management Meeting to proceed is:

▪ 25% of the number of Zones entitled to vote, together with ▪ 50% of the Elected Office Bearers.

At all meetings of the Management Committee, the President or in his/her absence the Chairman of the meeting shall have a casting vote only. Frequency and venue of PCQ Management Committee Meetings This Committee is required to meet at least five times a year in addition to the AGM, but generally meets at PCQ House, The Hub, 3/14 Ashton Place, Banyo, on the first Thursday of each month at 7.00pm (except January or if this coincides with the running of a State Championships when the meetings are normally not conducted). The management meetings are preceded by the sub-committee meetings, which commence at 6pm. Matters Discussed at Meetings The standing business of the Association, as well as matters raised by the Zone delegates or by correspondence from clubs is discussed and decided upon. The decisions reached by the meeting are binding on all facets of Pony Club in Queensland. A broad, fair and overall view must be maintained by those at the PCQ Management Committee who must at all times act within the authority afforded by the Constitution, rules, by-laws and legislation. Proxies for Zones/Clubs unable to attend State Meetings Zones are entitled two votes at Management Committee and also at State General Meetings, Clubs are each entitled one vote at State General Meetings. Zones or clubs who have no representative available to travel to the PCQ meetings may appoint proxy delegates to attend on their behalf or may direct their votes through the State President. If votes are directed through the State President they cannot be opened and they must be deliberative, i.e. either in the positive or in the negative to a specific motion. It is therefore imperative that motions to Association meetings be clearly worded and be supported by all supporting information. The instrument appointing a proxy (Club or Zone) must be signed by the relevant president and secretary and relayed to the State secretary at least 7 (seven) days before the start of the meeting at which the person named in the instrument proposes to vote. The instrument may be sent by Postage, Courier, Facsimile or electronic mail (SMS or social media posts are not acceptable). Minutes and the Newsletter Minutes of the PCQ Management Committee meeting (including reports from various sub-committees) are circulated in the PCQ Newsletter. The Newsletter is distributed free to all Clubs and Zones each month. It is important that the Club and Zone Secretaries open and read these newsletters and minutes immediately Secretaries should be conversant with any changes to keep the President, Committee and Club members informed. The smooth running of the Club and Association depends upon timely and accurate distribution of the minutes and other information contained in the newsletter. Annual Newsletter subscriptions are available for members wishing to receive personal copies of the newsletter – refer to PCQ website for application and subscription fee.

Correspondence Zones should be sent a copy of Club correspondence sent to the Association, so that the Zone Delegates, to the PCQ Management Committee, are familiar with the matter and can speak, if necessary at a PCQ Management Committee meeting.

Request for Assistance from PCQ If office staff are able to deal with the request, it will be dealt with immediately. This includes orders for stationery etc. NB Orders must be accompanied with the appropriate payment.

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If this is not appropriate, then a procedure, which best suits the issue, is followed: • a copy is sent to the State Chief Instructors Panel if relevant, or • a copy is sent to the Chairperson of the relevant subcommittee, who formulates the reply, or • The letter is tabled at the next sub-committee meeting, executive meeting or management committee

meeting and dealt with there. Once the matter is dealt with by the PCQ Executive Committee, Management Committee, or the relevant subcommittee, the letter is answered in the PCQ minutes or through the office systems. All correspondence to be dealt with by the Executive Committee or Management Committee should be forwarded by the Club or Zone Secretary. PCQ does not respond to issues or complaints submitted by individual members, this should be forwarded through the club or zone secretary. A letter should confirm arrangements made by telephone with any of the Management Committee. Letters concerning any of the disciplines will be referred to the relevant sub-committee for attention Changes of Club or Zone office bearers must be advised to PCQ within 7 days on a Club/Zone Annual Return (complete this entirely, do not just insert the changed information).

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PCQ State Office

PCQ’s State Office is located at: The Hub, Unit 3, 14 Ashton Place,

Banyo, QLD 4014

Postal Address; P.O. BOX 293, Northgate Qld 4013

Email: admin@pcaq.asn.au

The State Office carries out all the daily functions of a commercial enterprise; this includes all customary statutory and workplace health and safety requirements. It also carries out the registration and recording duties required by a State Sporting Association as well as providing a strong customer service function for members, affiliated clubs, committees and the State Management Committee The office is the catalyst from which much of the communication to clubs and zones occurs, including the monthly PCQ Newsletter: PCQ News is written, printed, collated and distributed from the State Office.

Our Staff At present, the staff consists of 2 full time members, Office Manager Mrs Margie Davidson and Executive Assistant Mrs Mary Genocchio plus part time Administration Assistant Mrs Karen Kerber; there are also other casual employees who work as required in administrative support roles. PCQ staff report to the President.

Please note, PCQ Staff do not give advice on Constitutional or Club affairs. Members and Clubs should refer to their Club Constitution, PCQ Administration Handbook, PCQ Policies and Procedures (also available on PCQ website) and the Qld. Office of Fair Trading for information on these matters. Recording Data All centralised records are kept at our office through our Files and Data Base which includes:

Affiliation Details Instructor Accreditations

Archives Proficiencies attained

Club Secretaries Horse Register

Performance Cards Rules of Competition

Minutes Correspondence

Financial Records Interstate Nominations

As of 2016 PCQ began participation in the PCA National Database. This is developed in three sections:

1. Membership 2. Horse Registrations 3. Event Management

The system incorporates a new State website with the capacity to allow Clubs and Zones to develop their own sites if they so wish. PCQ is providing training and a structured rollout across the state through Regions and Zones.

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Payments, Claims, Fees and Refunds Email for Accounts Payable and Receivable or enquiries re accounts: accounts@pcaq.asn.au The Following PCQ Policies Apply Payments to PCQ • Payments for assessment fees, nominations, registrations etc can be made using the following options:

• Option 1: direct deposit into PCQ bank account – please ensure identification is clear • Option 2: cheques (forwarded to postal address)

• Requests for stationary or merchandise should be made on appropriate form and must be accompanied by payments

Claims from PCQ • Out of pocket Own Vehicle Travel expenses of 50c per kilometre travelled are met for approved activities,

with a minimum payment of $50 per journey claimed. • A further payment of $10 food allowances is allowable for car journeys in excess of 200kms whether driver

or passenger • When billet not available, meals & accommodation up to $150.00 per day will be met. • Tolls, parking and other incidentals to travel will also be met. • All claims for reimbursements or other expenses must be accompanied by invoices and copies of original

receipts and made within 60 days of the expense being incurred • Claims should be made on General Expense Claim with all fields completed. • Direct Deposit is the preferred method of payment by PCQ so claimant’s Bank details must be supplied

PCQ Fees • As of the 1st January 2016 Assessment fees of $50 apply for coaches and instructors.

This fee is payable to PCQ prior to the commencement of the accreditation/updating process. • A further $15 ASC fee applies for NCAS coaches registering or updating registration details.

This includes coaches who are renewing their accreditation details on expiry of the four year registration period

• PCQ Newsletters subscriptions may be purchased by members at a cost of $45 per annum (subject to change)

• Payments for Stationery, Performance Cards and other requisites are to accompany orders or be paid to PCQ before items can be sent or collected

Refunds from PCQ • An administration fee, of $20 applies to all cancellation refunds from PCQ. • Refunds are only applicable to cancellations received a minimum of 3 days prior to the relevant activity. • Any cancellations received later than the prescribed 3 days prior to the event;

▪ must be accompanied by a Doctors or Veterinary's Certificate, to be considered for a refund ▪ Administration fee will still apply

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Constitutional Checklist – (2011)

NOTES ON CONSTITUTIONS or RULES

One of the primary sources of all governance of any Association is its Constitution or Rules. It is important that a copy of the current version be maintained in the Secretary’s File and be available for members within a reasonable time. PCQ Management Committee is governed by the State Constitution, which was amended in August 2014. However most clubs, while still responsible to adhere to PCQ requirement under their own constitutions, have adopted the Model Rules.

If you need any assistance or further information on any of these matters, please contact the PCQ Office, who will refer you to the relevant person.

The notes (in italics following the questions) do not constitute legal advice and are the view of PCQ only.

CONSTITUTIONAL CHECKLIST:

• Are you incorporated under the Associations Incorporations Act or the Corporations Law?

- Go to www.fairtrading.qld.gov.au/check-a-charity-or-association.htm. You can conduct generic searches if unsure of the exact name. - If in doubt ring the Office of Fair Trading on 13 13 04

• Are the documents filed with the Office of Fair Trading or ASIC current? Therefore is the copy of the Constitution held by them the same as your current Constitution? - You should have a copy ready for perusal by members in the Club Secretary File - If in doubt ring the Office of Fair Trading on 13 13 04. - The latest version can be obtained for a nominal fee.

• When was the last time you reviewed/ amended your Constitution? - It is a good idea for incoming Management Committees to make their first task to review this with the By-laws, Risk Management Policy and Member Protection Policy.

• Are you aware of the changes made to the Associations Incorporations Act in 2007 and 2009? - You should have a copy ready for perusal by members in the Club Secretary File - To find the latest version go to www.legislation.qld.gov.au/LEGISLTN/CURRENT/A/AssocIncorpA81.pdf - The Office of Fair Trading will NOT interpret any part of the Legislation for you.

• Are your AGM's held in accordance with the timing set out in the Constitution and the Legislation? - Be aware that AGMs may NOT be held prior to the end of the current financial year of the Association or without presentation of annual financial report. - This date is contained in the Constitution or rules.

• Do the Members appoint the auditors at each Annual General Meeting? - Rules for determining if you need to appoint are contained in the Legislation, but bear in mind that if your Constitution or rules say that you must produce Audited financial statements, then you must do this, even if it is not required by the Legislation. - To change this you must hold a General Meeting to change your Constitution or rules.

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• Do you have By-Laws, and are your By-Laws appropriately approved by the Board, Management Committee or Members, as provided for in your Constitution? - You should have a copy ready for perusal by members in the Club Secretary File - If new Management Committees are unaware if there are any by-laws, they should hold a meeting, revoke any existing by-laws and approve any new ones. - The Members have the power to overturn or change by-laws as contained in the Constitution or rules.

• Do you have Disciplinary By-Laws, and if so, do people know where they are and do Disciplinary Proceedings proceed in accordance with the Disciplinary By-Laws? - You should have a copy ready for perusal by members in the Club Secretary File - If new Management Committees are unaware if there are any by-laws, they should hold a meeting, revoke any existing by-laws and approve any new ones. - The Members have the power to overturn or change by-laws as contained in the Constitution or rules. - Note that people are only members of their own club. They are not members of the Zone. - Clubs are members of the Zone. - People are not members of PCQ but are affiliated by virtue of their club membership and payment of their affiliation fee, which provides benefits such as Insurance. - For this reason disciplinary measures are usually only instigated and applied by their own club However, PCQ does have the power to discipline both Clubs and members: Refer Constitution clause 32: Power to Discipline

• Do members have a right to appeal decisions relating to disciplinary matters or termination of membership? - Even if these rights do not appear in your constitution or rules or by-laws they are contained in the Legislation and apply. - Clubs should be extremely conscious of the fact that before a membership is terminated the member has the right to present a defence. - Natural Justice and Procedural Correctness must apply in all cases.

• Are the Management Committee / Board actually elected strictly in accordance with the provisions of your Constitution, including the form of nomination and the timing for same? - The nominators, seconders and the nominee MUST be financial members at the time of the nomination. - Membership cannot be backdated to overcome this and neither can this be ratified at a later meeting. - If written nominations are required, then receiving even a single nomination for a position precludes the calling of further nominations from the floor of the meeting.

• Do you have provisions in your Constitution which deal with conflicts of interest of Board or Management Committee Members? - You should have a copy ready for perusal by members in the Club Secretary File (as distributed by PCQ)

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• Do you file your annual returns with the relevant Government Department and notify changes of Officer Bearers? - The Office of Fair Trading will forward an annual return to the Secretary at the address lodged with the OFT - This must be returned completed (even if the details are the same as the previous year) together with the fee and the financial statements - You should have a copy ready for perusal by members in the Club Secretary File - Members accepting positions on the Management Committee should make a point of seeing proof of these returns. - If in doubt ring the Office of Fair Trading on 13 13 04

• Do you make changes to the Constitution in accordance with the obligations contained in the Act and your Constitution for the passing of special resolutions? - These requirements are contained in Section 48 of the current Act. - Note that unless any changes are notified to the Office of Fair Trading and the correct fee paid within 3 months of the meeting, the motion will lapse. - If this happens another meeting will have to be held to re-approve them. - Any amendments do not come into force until approved by the OFT. Approval or rejection of proposed amendments will be made in writing by the OFT;

• If you are an Incorporated Association, does your Constitution, pursuant to Section 47, provide that the model rules do not apply, or if the model rules apply, do you have regard for the model rules in appropriate circumstances? - You should have a copy of the model rules ready for perusal by members in the Club Secretary File and compare them to your Constitution or rules - Unless you say otherwise in your Constitution or rules, everything in the Model Rules applies, ie if you don’t preclude the use of proxies, then they are allowed.

• If your organisation has adopted the Member Protection By-Laws, are you actually aware of how to apply these By-Laws, and do you understand the different application of the Member Protection By-Law to general Disciplinary By-Laws? - These are Policies and not by-laws. - They pass down hierarchically from PCA to PCQ then to Zones and Clubs. - You should have a copy ready for perusal by members in the Club Secretary File, signed off and dated by the Management Committee. - Every new Management Committee should review the Member Protection Policy immediately upon appointment. - Every club must have a trained Member Protection Information Officer. Ideally, this person should NOT be a Management Committee Member. - The name and contact details of the MPIO should be available to members without having to ask for them.

• Have you as directed by your national body or otherwise, adopted Grievance By-Laws, and do you understand how these operate? - These are contained in the Member Protection Policy- You should have a copy of the Member Protection Policy ready for perusal by members in the Club Secretary File, signed off and dated by the Management Committee.

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• Do you actually comply with the provisions of your Constitution in relation to the admission of new Members? - There is no such thing as a “renewal” of membership. Membership lasts only for the current membership year. - Members must pay the annual fee and complete all of the application forms, declarations and waivers and be accepted by a Club Management Committee meeting each year.

- There is no such thing as an “honorary” member in Pony Club but there are life members

• If one of your Members has not paid their annual fees, do they continue to be a Financial Member, do they become an un-financial Member, or do they cease being a Member, and is this what your Constitution says? - There is no such thing as an “un-financial member” in Pony Club - If the fee isn’t paid the person can’t be a member ie no joining on credit, but the club can set a fee basis that allows for other than annual fees. - Regardless of the club fee structure, the full PCQ affiliation fee must be paid immediately upon the person being accepted as a member.

• Do you allow motions from the floor at your Annual General Meeting without prior notice, and does your Constitution give you the power to do this? What is the authority of such a resolution? - The AGM has certain mandatory inclusions contained in the rules and LEGISLATION - Most current Constitutions are silent about Motions without notice. - If the rules determine that all motions must be advised in advance, a motion, if moved can only be withdrawn, accepted or rejected. - A change to a Motion is effectively a new motion without notice.

• Does your organisation have proxies for Members and is this consistent with what your Constitution says? - If your constitution or rules is silent on the subject of proxies, then the model rules apply (including the format shown in the model rules) - Proxies must be declared before the commencement of the meeting and recorded by the Secretary. - They cannot be suddenly produced at an appropriate time mid meeting.

• Do you appropriately record proxies and ensure that these are voted strictly in accordance with the Constitution? - Proxies must be declared before the commencement of the meeting and be recorded by the Secretary.

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• Is it clear who is a Member of your organisation, and is it clear as to what rights the various categories of membership have including the right to vote or to be elected? - These matters are all contained in the constitution or rules. If the constitution or rules are silent then the Model Rules apply. - Note that people are only members of their own club. They are not members of the Zone. Clubs are members of the Zone. - People are not members of PCQ but are affiliated by virtue of their club membership and payment of their affiliation fee, which provides benefits such as Insurance. - For this reason disciplinary measures can only be instigated and apply by their own club, not by the Zone however in some circumstances PCQ has the Power to Discipline. - A membership register must be kept and made available to members within a reasonable time upon request. The Secretary is able to access a list of all members through the online database. - If requested to or if the Management Committee determines that it is advisable, then all personal details (other than the member’s name) can be withheld from disclosure.

• How do you advise Members of meetings and is this in accordance with your Constitution? - It is important that members are aware of this. - Usually constitutions or rules leave the choice of method up to the Management Committee, but a by-law will prevent misunderstandings or disputes about advice. - It is important that the timetable set down for notice is strictly adhered to.

• Are your Life Members elected in accordance with your Constitution? - Note that even if Life Members do not have to pay club fees, the PCQ affiliation fee has to be paid else the member does not have any benefits such as Insurance. - Usually clubs pay the PCQ affiliation fee on behalf of their Life Members.

• Is your Constitution easy to read and understand? - You should have a copy ready for perusal by members in the Club Secretary File. - It must be in human readable form (ie not in electronic format) - It must be made available in a reasonable time, but if a copy is requested then a reasonable fee can be demanded for the copy.

• Finally, do you have a copy of your Constitution, By-Laws and Rules readily available? - You should have a copy ready for perusal by members in the Club Secretary File. - If in doubt, a copy can be obtained from the Office of Fair Trading for a small fee.

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PONY CLUB QUEENSLAND BY-LAWS (explanatory notes are shown in italics)

Note: Hereafter throughout these By Laws where the word ‘he’ is used, this shall be taken to mean he or she. 1. STALLIONS AND RIGS

No stallion, colt, entire or rig is eligible to take part in or attend any Event, Competition or otherwise, at any function conducted by the Association or any of its Affiliated Clubs, when run under PCQ rules.

2. OWNERSHIP OF MOUNTS (for competitions)

A horse must be either: a) Owner ridden b) Leased for not less than six months, such lease to be registered with and approved by PCQ.

Leased horses are not eligible for competition until three (3) weeks from the date of the lease.

c) Owned by a financial member of the same club as the rider and regularly ridden at that club, by a Junior or Associate member of the club, to which both the rider and owner belong.

Members may be required to prove on the competition day, that their mount is one that they regularly ride, at Pony Club musters/rallies.

3. MOUNTS

At all Pony Club fixtures, a rider shall be confined to the use of one mount, except where special rules permit otherwise. A horse may only have one rider at any event.

4. DANGEROUS RIDING/ABUSE OF HORSE

Any act or series of actions which, in the opinion of the Technical Delegate, can clearly and without doubt be defined as abuse of horse or dangerous riding, shall be penalised by elimination. Similarly, any rider who affects the safety of any horse, rider or third party will be considered to have acted dangerously, and will be penalised by elimination or a penalty.

Abuse of Horse includes:

A. _ excessive use of whip and/or spurs B. _ rapping. C. _ riding an exhausted horse. D. _ excessive pressing of a tired horse. E. _ riding an obviously lame horse.

Officials must report such actions as soon as possible to the Technical Delegate supported where possible by a statement from one or more witnesses. The Technical Delegate must decide if there is a case to be answered. A. EXCESSIVE USE OF WHIP, SPURS, BIT

a. WHIP The use of a whip must be:

• For a good reason;

• At an appropriate time;

• In the right place;

• With appropriate severity. Reason: The whip must only be used either as an aid to encourage the horse forward or as a reprimand. Thus it must never be used to vent a rider’s temper - any use for such a reason is automatically excessive and therefore a breach of these Rules. Time: As an aid, the appropriate time is when the horse is reluctant to go forward under normal aids of seat and legs. As a reprimand, the only appropriate time is immediately after a horse has been disobedient, e.g. napping, refusing (but not after elimination, when it will always be excessive).

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The whip should not be used after a horse has jumped the last fence on a course. Place: As an aid to go forward, the whip may be used down the shoulder or behind the leg. It must never be used ‘over-arm’, e.g. a whip in the right hand being used to the left flank. The use of a whip on a horse’s head or neck is always excessive use. Severity: As a reprimand only, a horse may be hit hard. However, it should never be hit excessively (as a guide more than 3-4 times for any one incident). If the horse is marked by the whip, eg the skin is broken or there is a welt, its use is excessive.

b. SPURS Spurs must not be used to reprimand a horse. Such use is always excessive, as is any use that results in a horse being marked by a spur.

c. BIT The bit must never be used to reprimand a horse. Any such use is excessive.

B. RAPPING Any form of rapping, whether done by hand or by any means of a pulley, at any time and in any place, whether in view of the public or not, is forbidden under penalty of disqualification.

C(D/E). UNFITNESS OF HORSES &/OR RIDER

If at any time during the competition a horse is lame, sick or exhausted, or unfit to continue, it may be eliminated on the authority of the Technical Delegate, or Appeals Committee or Official Veterinary Surgeon, or Chief Cross Country Judge

Competitors are warned that competing with a horse in such a condition can amount to cruelty. Similarly these Officials or the Official Doctor may at any time exclude from the competition any competitor who in their opinion is severely injured or unfit, for instance as a result of a fall.

C.i BLEEDING (Nostril)

If a horse bleeds in the competition, then the horse is automatically banned from competition for three (3) months from the day of the competition.

C.ii VETERINARY TREATMENT

If during any Pony Club activity it is necessary to treat a horse with a drug that is calming, anti-tetanic, fortifying or stimulating, a Veterinary Surgeon appointed by the person in charge of such activity must be notified immediately and he must verify the expedience or necessity of the treatment to be given. Expense to be borne by the owner.

C.iii DESTRUCTION OF SEVERELY INJURED HORSES

If a horse is so severely injured that on humanitarian grounds it ought to be destroyed, the following procedure will apply:

1. If the owner or his authorised representative is present, his agreement will first be obtained by the Official Veterinary Surgeon.

2. If the owner or his representative is not available, the Technical Delegate, acting on the advice of the Official Veterinary Surgeon, may order the destruction of a horse.

5. DOPING

It is forbidden to use or administer or cause to be used or administered, on or to any horse a tranquiliser, stimulant, depressant or drug of any kind in any manner whatsoever, either before or during any Pony Club activity or competition, subject to Paragraph 5. Any member of an affiliated Pony Club owning, riding or entering such horse in any such activity shall be called before the Disputes Committee and if a breach of this By-law be found shall be:

a) disqualified for the day and b) be brought before the relevant club Management Committee which may at its discretion impose

disqualification or suspension.

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The certificate of a duly qualified Veterinary Surgeon to such an effect shall be ‘prima facie’ evidence that any such tranquiliser, stimulant, depressant or drug has been used or administered. Random swabs may be taken at the discretion of the organising body.

6. DEFINITION OF A FIXTURE

A fixture shall be defined as; one program held on one or more days, by the one organising committee. Special rules apply for State Championships as deemed by the Management Committee.

7. GUARANTEE OF AGE FOR COMPETITORS

At Association, Zone or Club fixtures an Official of the Club must guarantee the age of the Competitor. The competitor MUST REMAIN in their correct age group as at the date of the first day of competition.

8. ELIGIBILITY OF PONY CLUB COMPETITORS

In all Pony Club Events, whether conducted by a Pony Club organisation or a Show Society, only financial members of an Affiliated Pony Club of Queensland or any other Australian State shall be considered eligible to compete provided that the Club is aware and agrees to the rider representing their Club. Proof of this may be required. A current Pony Club receipt may be required to be produced and sighted.

9. PROTESTS Only the owner, his agent or the rider of a horse taking part in a competition (or the Chef d’Equipe/Team Manager) may loge a protest. Protests must be made to the Secretary of the Event, in writing and accompanied by a deposit of $50, not later than half an hour after the happening that gave rise to the protest. In the case of the qualifications of a competitor, the protest must be lodged not later than 30 minutes before the start of the competition. The deposit is forfeited unless the protest is upheld or it is decided that there is a good and reasonable grounds for lodging the of a protest

10. ALCOHOL ON PONY CLUB GROUNDS Sale of alcohol is not permitted during the running of events or competitions, under Pony Club control, which are attended by Pony Club members with their horses. Alcohol may be available at Pony Club social functions or following the conclusion of events or competition when horses are no longer being ridden. (Please see PCQ Alcohol Policy)

11. DOGS ON PONY CLUB GROUNDS

It is preferable that no dog be allowed on Pony Club grounds. If a dog is taken onto the grounds, it MUST be kept away from the competitive area and it MUST be kept under control and on a leash at all times. When tied up, dogs must not be able to move outside the perimeter of the vehicle. This rule must be enforced.

12. AWARDS

No prize money is to be awarded for any Pony Club event or competition. Awards are to consist of ribbons, rosettes, suitable trophies and/or other awards such as lead ropes, halters, rugs or similar. Except at A.P& I. and R.N.A. Shows where token money may be awarded.

13. DISPUTES COMMITTEE FOR EVENTS A Disputes Committee shall be elected at all fixtures conducted by the Associated Clubs and Zones. The Disputes Committee shall consist of one senior member from each competing club (except where rules vary).

14. REGISTER OF MEMBERS Clubs shall keep a register of Junior, Associate and Senior Members. This should be kept current and must also be divided into Riding, Pedestrian Equestrian and Non-Riding members with all details clearly shown on member registrations.

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15. MEMBERSHIP APPLICATIONS a. Club Membership Applications Each individual applying for pony club membership must • Apply for club membership, through PCQ website: ‘My Pony Club”, each year in the format required by

PCQ for that year. • Pay the required fees either through the site or directly to the club they are joining. • Effective from 1st January 2018, all payments must be via credit/debit card NB: A new application must be completed for each Membership year. Once Club has accepted the membership application, the member’s Receipt and annual Affiliation Card are generated though the ‘My Pony Club’ system. These are generally emailed to member or to the club secretary if they have completed the application on the member’s behalf. In this instance the printed receipt and affiliation card should be handed to the member as soon as they are received. Club Application forms and Records should be held for the statutorily required period. Further: • if an incident report is lodged for injury or damage for which a claim for damages or an insurance claim

might result, then • the application forms for that person for that period must be kept until the finalisation of the claim. Where the applicant is a child: Due diligence must be exercised to ensure that the adult sanctioning in the capacity of Parent or Guardian has the legal right to do so. • In particular, note that persons who are the partner of the child’s parent or grandparent may not have

parental control. • Similarly, unless so granted by some legal status, grandparents do not have parental control and may

not sanction a child’s membership application. • Failure to apply due diligence in this process may render the applications invalid as evidence in court

and potentially deny the club any protection under its insurance policies.

b. Indemnity and Waiver Forms All applicants must complete and sign the Liability, Waiver, Release and Indemnity form as part of their online membership application each year. These release forms also give permission for their details to be passed on to other parties where necessary and for their image* to be used for club publicity purposes. Failure to agree to these will cause the PCQ office to return the person’s affiliation fees to the club thus declining affiliation with the Association. (Refer Aug 99 AGM). * NB Members may refuse to have their images taken on such grounds as religion, safety, privacy

etc: If this occurs an explanatory letter should be sent with application form The forms are to be kept with other membership records at the club and under the same conditions that apply to applications for membership.

c. Volunteer Blue Cards In Queensland, organisations that provide services to, or conduct activities mainly involving children are required by law to have a risk management strategy in place that helps to reduce the likelihood of any risk or harm to children. Blue Cards are required by volunteers providing services directed mainly towards children or conducting activities mainly involving children as part of sport and active recreation and those acting as a member of a board/committee for any such community organisations. (Some exemptions do apply). PCQ recommends that as part of a Clubs’ Member Protection strategy, all Pony Club Volunteers over the age of 18 years should complete either:

• Blue Card application; and • Link an Applicant or Cardholder

The latter enables the club to register an interest in this person’s card to ensure notification of any change of status with the card; this is otherwise only supplied to organisations noted on the card registration

Volunteers under 18 are exempt from requiring a blue card unless they are a trainee student doing a practical placement as part of their studies with an education provider e.g. Trainee or junior coach (For further information refer also to Secretary’s file)

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d. PCQ Affiliation Cards With the introduction of the My Pony Club online portal PCQ Affiliation Cards are no longer posted to members. A member receipt is electronically issued upon payment of all fees and acceptance by clubs. This can be printed off by the member and folded down to wallet-size for presentation at events. • Details of any accreditation of technical officials and instructors, including year of validation of

instructors, will appear on the receipt. • Proof of affiliation may be required to be produced when attending any pony club fixture. • Affiliation receipts are dated and may not be altered in any way. • Any alteration to this receipt invalidates the membership. e. Clubs: Accepting Membership Applications: The Secretary must complete the “clubs only” section on the PCQ Database or at the foot of the application form, to indicate that the correct (acceptance or rejection) process has been applied to each application. • Management Committees must consider any application accompanied by the relevant fee, at their next

meeting and the applicant must be advised of the decision thereafter. • Applications cannot be held over for consideration until the next meeting. • The Management Committee may hold a special meeting for the sole purpose of considering

membership applications even if this is outside the normal meeting schedule. 16.AFFILIATION FEES

Fees are set each year in August at the PCQ Annual General Meeting. Affiliation fees are paid to PCQ when members pay their registration via the online database. All PCQ affiliation (and insurance cover) expires on the 31st December each year. For a Club to be affiliated it must have at least one affiliated member and/or the annual tour levy paid to PCQ. Once this occurs the club is affiliated and is covered through PCQ insurance. Insurance cover will commence on the day the first affiliation return for the year is received by PCQ and will not be backdated. It is therefore vital that at least the Club Management Committee members re-affiliate before the 31st December each year.

17. MEMBER TRANSFERS

Members shall belong to only ONE PCQ Club at any one time. When absent from their Home Club for an appreciable time, and by an appreciable distance, members may apply to become honorary (i.e. temporary) Members of another Club and compete in that club’s events, and with written approval from their Home Club. They may also represent the second club and zone in inter-club or inter-zone events at which their Home Club or Zone is not present. A. Transfer/Clearances for Members Transfer/Clearances for members wishing to transfer to another Club are made through the PCQ Website ‘My Pony Club’: • All transfer/clearances will be made through this site, unless an open clearance is sought. (i.e. new

club not named) in which case clearances will be in writing through the Club Secretary. • Clearance will date from the time an application is approved and must not be delayed. • All members applying for Transfer must be free of all financial or material debt to their present club. • Clearances can be withheld until such debts are discharged but for no other reason. • No club fees will be refundable to a member transferring. • Open Clearances for members should be provided to members in writing if they are uncertain as to

which Club they will join following resignation/leave/transfer from a Club or moving B. Clubs Receiving a Transferee If a transfer takes place during the membership year, (i.e. the transferee is a current financial member of a Club and affiliation fee to PCQ has been paid for the current year) then: • Transferee is required to only pay fees as specified by new Club. • Once the Club has accepted the online membership application, the transfer will be finalised.

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When a Club accepts a Transferee: • The transfer is binding for 6 months unless special circumstances occur. • A 30 day waiting period must be observed before competition if transfer is within the same Zone.

(This does not apply to a Member of a Club who joins another Club after the end of the previous membership year ie December)

C Transfer of Instructors In addition to the online Member transfer requirements; a written record of an Instructor transfer must be supplied to the PCQ office for updating of records: • This must be on the member transfer form available from the PCQ website or Office. • The Secretaries of both the transferring and accepting Club shall: o Approve/accept the transfer o Forward it to PCQ for approval and notation in next PCQ Newsletter.

C.i. Transfer of an Instructor from Interstate The state accreditation of a pony club Instructor from another state, (other than NCAS accreditation) is NOT transferable, • These Instructors must firstly join a PCQ affiliated club • They are then required to follow the PCQ re-accreditation procedure ie: attend a 2 day Refresher

School for their appropriate level, this includes an open book rules test. Until such time as this is completed he/she may offer assistance to the new club.

• However, Coaches who have gained their pony club accreditation through the National Coaches Accreditation Scheme (NCAS) do not require re-accreditation although they should familiarise themselves with PCQ rules and regulations.

• Regardless of this, the new club must notify PCQ of the coach’s membership details and the coach’s accreditation details, when completing the membership return for that member

C.ii. Transfer of Zone Chief Instructors/Regional Panel Members Should a ZCI or RPM change his/her place of residence to outside the Zone/Region of which he was appointed ZCI/RPM, they no longer retain that appointment.

C.iii. Transfer of Club Chief Instructor If an appointed Club Chief Instructor changes Clubs, they no longer retain that appointment

D. Leave of Absence for members May be granted, at the pleasure of the Club, to members when other commitments may keep them from attending their home clubs for a period of time. Leaves of absence (LOA) do not extend for more than twelve months; the member must re-apply annually for the re-issue of the LOA. D.i. Leave of absence for Instructors An Instructor may obtain a "Leave of Absence" from their Club should they feel that they cannot fulfil their commitments because of work, health or any other valid reason accepted by the Club. • The Instructor applies in writing to the Club requesting a LOA • The Club Secretary writes a covering letter and forwards both letters to PCQ. • The LOA is noted in the next PCQ Management Committee meeting. • The Club Secretary should indicate on the database that the Instructor is on a "Leave of Absence."

18. INSTRUCTORS

To hold a PCA/PCQ Instructors Certificate the person must: • Be a current financial member of an affiliated club.

NB It is not sufficient to be an honorary (life) member, they must also be financial. • Attend a Refresher School every two years (Jan 2018). • Failure to attend a Refresher School will result in their accreditation being reduced to a lower level until

a Refresher is attended, after which the original grading will be restored.ie: ▪ Level C will become a Level O* until a Refresher is attended, after which they return to Level C. ▪ Level B will become C*.

• Attend 25% of muster/rally days at their home club each calendar year • Have their appointment renewed by their club management committee each year

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An instructor should not charge an instructional fee at a Pony Club school, rally or muster, which has been organised by their home club.

a. Professional Instructor Professional instructors may be members of Pony Club but MUST NOT charge an instructional fee at a Pony Club school, rally or muster, which has been organised by their home club. A Pony Club has the right to pay fees to suitably qualified instructors (EA, PCQ, PCA, NCAS accredited or equivalent overseas accreditation) who are not its members; such instructors would be covered by Pony Club professional indemnity policy. No Professional Instructor may canvas for students at Pony Club. b. Trainers and Horse dealers are not be permitted to hold PCQ Instructor Certificates. • Trainer: One who educates trains or schools horses for any Pony Club work and receives payment for

such. (Horse breakers excluded) • Horse Dealers: Professional Horse Dealers must not use Pony Club to canvas the sale of horses.

19.PERFORMANCE CARDS

• Performance cards are required in official events by all riders for Show Jumping and by riders 13 years and under 26 years for Combined Training, ODE and Dressage.

• Please note that the issue of a showjumping card no longer affects the grading of the horse for combined training. (Refer to the relevant discipline rulebooks).

• Applications to register a horse should be completed in full, signed by both rider and Club Secretary and forwarded to PCQ accompanied by the appropriate fee for the cards required.

• Applications to register a horse are available from PCQ Website and Office. • An option to register the horse is now available on line through the My Pony Club database. If using

this option please ensure the Official box is ticked otherwise it does not register at PCQ. • It is recommended that initial grading should only be applied for when the horse is of sufficient

standard to compete in that discipline. 20.UNIFORM AND SADDLERY RULES

Pony Clubs must conform to the rules of PCQ regarding uniform and saddlery. Saddlery is listed in the current edition of the Gear Check Book. Each club’s shirt, tie and pullover (sleeved or sleeveless), jodhpurs and saddlecloth colours are registered with PCQ. Use of coats or rain jackets may be permitted during wet weather at the discretion of the organising committee on the day but shall NOT in any way be adopted as part of the official Pony Club uniform.

Pony Club uniform shall comprise:

• Jodhpurs colour as agreed by the club, approved and registered with PCQ • Stockman-cut Trousers or Jeans in club colours (and or various shades of that colour) may be worn at

club and zone level at the club discretion • Stockman-cut trousers are permitted for Sporting, Campdraft and Mounted Games at all levels within

Queensland, • Shirt - long sleeved • Tie - fly away • Pullovers/Vests (optional) long sleeved or sleeveless, plain colour, v-necked. Trim allowable on

neckband, waistband and/or cuff. • Approved boots. (Refer current Uniform and Saddlery Rules for Gear Check).

NB: Enclosed footwear must be worn when handling horses or ponies • Gaiters (Refer current Uniform and Saddlery Rules for Gear Check).

Helmet • Equestrian helmet to Australian Standard AS/NZ 3838, ASTM F1163, VG1or better with fastened,

effective chin strap. (AGM August 2003). EN 1384 manufactured up to December 2015 allowed while still in compliance*. *Helmets are in compliance for five years from their date of manufacture

• An equestrian helmet, tested to one of the acceptable standards must be worn whenever mounted. Colour at Clubs discretion. State Uniform remains unaltered.

NB Mounted Voluntary Helpers must wear the regulation headgear. • Riders must keep helmets on during Mounted Presentation of Awards and while saluting. • Loss of helmet while riding incurs elimination.

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21. ZONE UNIFORMS

Zones are allowed to have a registered uniform but it is NOT compulsory at any event. Saddlecloths in Zone colours, provided they carry the zone number measuring 100mm high on both sides of the cloth, are allowed but are not compulsory.

For full rules uniform and saddlery, please refer to the current Gear Check Book and PCQ Website.

22.RULES

Pony Clubs MUST conform to the rules of PCQ regarding events as laid down in the Handbook. Members are referred to the relevant discipline rule books to be read in conjunction with these By-laws.

22. PCQ POLICIES

PCQ has adopted a number of policies by which all members, clubs and zones must abide. These policies are printed in a separate Handbook and may also be downloaded from our website www.pcaq.asn.au

23. YEAR

Throughout these By-Laws, the word ‘year’ refers to the Calendar Year.

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PCQ CODES OF CONDUCT

SUMMARY OF CODE OF CONDUCT

To be read in conjunction with the Pony Club Queensland Codes of Behaviour and to be given to each person when joining a Pony Club

It is a condition of entry to any event, muster or function run by Pony Club Queensland or any affiliated club or organisation that you agree to abide by the following Code of Conduct.

You are required to:

• Abide by the rules of the Sport.

• Follow the directions given by officials.

• Respect the rights of others in the facility.

The person or persons in charge on the day are authorised to require you to leave the facility if you breach the Code through:

• Verbal or physical abuse of horse or another person.

• Harassment of individuals or a group.

• Questioning of Officials’ decisions.

• Ridicule, baiting or uttering obscenities.

• Engaging in behaviour that is not respectful of others. Please be aware that you will be asked to leave the facility if your behaviour continues after you are

advised that you are in breach of the Pony Club Codes of Behaviour.

Also be advised that if you are asked to leave, any of your family taking part on that day will almost certainly be excluded from further participation and will have to leave with you.

We all want Pony Club to be carried out in an enjoyable and supportive environment. Your compliance with the Codes of Behaviour will help ensure that all participants find their Pony Club experience both pleasurable and fulfilling. Further action may be taken once a person is asked to leave the Pony Club activity. This may include civil or criminal charges. Thank you for your co-operation.

PCQ CODES OF BEHAVIOUR (Adopted 8th August 2005, Reviewed 07.07.2012 (refer also PCQ Member Protection Policy) Riders.

• Play by the rules. • Never argue with an official. If you disagree, have your captain, coach or manager approach the

official at a suitable time. • Control your temper. Verbal abuse of officials and sledging other competitors, or deliberately

distracting or provoking an opponent are not acceptable or permitted behaviours in any sport.

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• Work equally hard for yourself and /or your team. Your team’s performance will benefit, so will you. • Be a good sport. Applaud all good performances whether by your team or the opposition. • Treat all participants in your sport as you like to be treated. Do not bully or take unfair advantage of

another competitor. • Cooperate with your instructor, teammates and opponents. Without them there would be no

competition. • Participate for your own enjoyment and benefit, not just to please parents and instructors. • Respect the rights, dignity and worth of all participants regardless of their gender, ability, cultural

background or religion.

Parents ▪ Remember that children participate in sport for their enjoyment, as well as yours. ▪ Encourage children to participate, do not force them. ▪ Focus on the child’s efforts and performance rather than winning or losing. ▪ Encourage children always to play according to the rules and to settle disagreements without resorting

to hostility or violence. ▪ Never ridicule or yell at a child for making a mistake or losing a competition. ▪ Remember that children learn best by example. Appreciate good performances and skilful plays by all

participants. ▪ Support all efforts to remove verbal and physical abuse from sporting activities. ▪ Show appreciation for instructors, officials and administrators. Without them, your child could not

participate. ▪ Respect the rights, dignity and worth of every young person regardless of their gender, ability, cultural

background and religion. Administrators

• Involve young people in planning, leadership, evaluation and decision making related to the activity. • Give all young people equal opportunities to participate. • Create pathways for young people to participate in sport not just as a player but also as a coach,

referee, administrator etc. • Ensure that rules, equipment, length of participation and training schedules are modified to suit the

age, ability and maturity level of young riders. • Provide quality supervision and instruction for junior riders. • Remember that young people participate for their enjoyment and benefit. Do not over emphasise

awards. • Help instructors and officials highlight appropriate behaviour and skill development, and help improve

the standards of instruction and officiating. • Ensure that everyone involved in junior sport emphasises fair play, and not winning at all costs. • Give a code of behaviour sheet to spectators, officials, parents, instructors, riders and the media and

encourage them to follow it. • Remember you set an example. Your behaviour and comments should be positive and supportive. • Support implementation of the National Junior Sport Policy. • Make it clear that abusing young people in any way is unacceptable and will result in disciplinary

action. • Respect the rights, dignity and worth of every young person regardless of their gender, ability, cultural

background or religion. Officials

▪ Compliment and encourage all participants. ▪ Be consistent, objective and courteous when making decisions. ▪ Condemn unsporting behaviour and promote respect for all opponents. ▪ Emphasise the spirit of the competition rather than the errors. ▪ Encourage and promote rule changes that will make participation more enjoyable. ▪ Be a good sport yourself. Actions speak louder than words.

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▪ Keep up to date with the latest trends in officiating and the principles of growth and development of young people.

▪ Remember you set an example. Your behaviour and comments should be positive and supportive. ▪ Place the safety and welfare of the participants above all else. ▪ Give all young people a ‘fair go’ regardless of their gender, ability, cultural backgrounds or religion.

Instructors/Coaches

• Remember that young people participate for pleasure and winning is only part of the fun. • Never ridicule or yell at a young rider for making a mistake or not coming first. • Be reasonable in your demands on riders’ time, energy and enthusiasm. • Operate within the rules and spirit of your sport and teach your riders to do the same. • Ensure that the time riders spend with you is a positive experience. All young people are deserving of

equal attention and opportunities. • Avoid overplaying the talented riders; the just average riders need and deserve equal time. • Ensure that equipment and facilities meet safety standards and are appropriate to the age and ability of

all riders. • Display control, respect and professionalism to all involved with the sport. This includes opponents,

instructors, officials, administrators, the media, parents and spectators. Encourage riders to do the same.

• Show concern and caution towards sick and injured riders. Follow the advice of a physician when determining whether an injured rider is ready to recommence training or competition.

• Obtain appropriate qualifications and keep up to date with the latest coaching practices and the principles of growth and development of young people.

• Any physical contact with a young person should be appropriate to the situation and necessary for the player’s skill development.

• Respect the rights, dignity and worth of every young person regardless of their gender ability, cultural background or religion.

CODE OF CONDUCT FOR ALL MEMBERS Members should also be aware that:

• Pony Club is a youth movement and has always maintained a high standard of behaviour and presentation;

• When representing Pony Club in any shape or form, their behaviour must never compromise, bring into disrepute or embarrass the Pony Club Association;

• They are ambassadors of the PCA/PCQ and their actions will reflect upon everyone, including members or teams representing the PCA/PCQ in future Interstate, International and/or National events; and they should be proud of their involvement in the Pony Club movement and in their Pony Club uniform.

CODE OF CONDUCT FOR OFFICIALS and CHAPERONES A Coach, Manager and or Chaperone of riders representing PCA/PCQ at National or International events must exercise their duty of care in being responsible for the safety, health and wellbeing of riders under their supervision from the time they leave their home state until they return. During this time, riders are expected to behave appropriately and to obey instructions and or directions given by the Coach, Manager or Chaperone. ▪ Be consistent, objective and courteous when making decisions. Remember, you set an example. Your

behaviour and comments should be positive and supportive. ▪ Ensure riders comply with the Code of Conduct for riders. ▪ Condemn unsporting behaviour and promote respect for all opponents. Emphasis the spirit of the sport

rather than the errors. ▪ Be a good sport yourself. Actions speak louder than words. ▪ Keep up to date with the rules of the competition. ▪ Place the safety and welfare of the riders above all else. ▪ Give all riders a ‘fair go’ regardless of their gender, ability, cultural background or religion. ▪ A high standard of behaviour is essential and specifically includes:

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▪ Compliance with PCA/PCQ policies; the Member Protection Policy, Alcohol Policy, Anti-Doping Policy and Smoke Free Policy;

▪ No use or possession of recreational or illicit drugs; ▪ No sexual liaisons, physical aggression or assault; ▪ No theft or vandalising of facilities or property; and ▪ The official uniform is to be worn when representing PCA/PCQ and at all times as appropriate.

CODE OF CONDUCT FOR RIDERS Riders come under the supervision of the Coach, Manager and or Chaperone from the time they leave their home state until they return, during this time riders are expected to behave appropriately at all times and to obey instructions and or directions given by either the Coach, Manager or Chaperone. • Ride by the rules. • Never argue with an official. If you disagree, have your Team Manager approach the official during a

break or after the competition. • Control your temper. Verbal abuse of officials and sledging other players, deliberately distracting or

provoking an opponent are not acceptable or permitted behaviours in any sport. • The use of bad or abusive language may entail disqualification from any event. • Work equally hard for yourself and/or your team. The team’s performance will benefit, so will you. • Treat all participants in your sport as you like to be treated. Do not bully or take unfair advantage of

another competitor. • Cooperate with your coach, team-mates and opponents. • Respect the rights, dignity and worth of all participants regardless of their gender, ability, cultural

background or religion. A high standard of behaviour is essential and specifically includes: • Compliance with PCA/PCQ policies; the Member Protection Policy, Alcohol Policy, Anti- Doping Policy

and Smoke Free Policy; • No use or possession of recreational or illicit drugs; • No sexual liaisons, physical aggression or assault; • No theft or vandalising of facilities or property; • No leaving a billet or group without permission; • No cruel actions or abuse of horses; • The official uniform is to be worn when representing PCQ/PCA and at all times as directed by the Coach

Manager or Chaperone; • No rider is to be a passenger in a vehicle driven by a person under 18 years of age.

Should a rider experience any difficulties while staying with a host family, it is important that they advise their Coach, Manager or Chaperone or immediately. Failure by a rider to comply with the above Code of Conduct may result in him/her being dismissed from the team and required to return to their home state immediately. Parents, Guardians or Riders aged 18 years and over, will be responsible for any additional costs incurred should a rider be required to return home prior to the scheduled departure date.

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PARENT/GUARDIAN’S CODE OF CONDUCT ▪ Remember that children participate in sport for their enjoyment. ▪ Encourage children to participate, do not force them. ▪ Focus on the child’s efforts and performance rather than winning or losing. ▪ Encourage children always to play according to the rules and settle disagreements without resorting to

hostility or violence. ▪ Never ridicule or yell at a child for making a mistake or losing a competition. ▪ Remember that children learn by best example. Appreciate good performances and skilful performances

by all participants. ▪ Support all efforts to remove verbal and physical abuse from sporting activities. ▪ Respect event officials’ decisions and teach children to do likewise. ▪ Show appreciation for volunteer coaches, officials and administrators. Without them, your child could not

participate. ▪ Please also note that for the entirety of the Tour, Team Officials appointed by the PCA and/or PCQ are

the sole arbitrators of the Team and Members ▪ Respect the rights, dignity and worth of every young person regardless of their gender, ability, cultural

background or religion.

SPECTATOR’S CODE OF BEHAVIOUR • Respect the decisions of officials and teach young people to do the same. • Never ridicule or scold a young rider for making a mistake. Positive comments are motivational. • Condemn the use of violence in any form, whether it is by other spectators, coaches, officials or riders. • Show respect for your team’s opponents. Without them, there would be no competition. • Do not use violence, harassment or abuse in any form (that is, do not use foul language, sledge or harass

riders, coaches, officials or other spectators) • Respect the rights, dignity and worth of every person regardless of their gender, ability, cultural

background or religion.

Members are also referred to ‘True Sports Lives Here’ http://www.playbytherules.net.au

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All Clubs are asked to display the following notice prominently at their grounds when events/musters are taking place

Are you...

Applauding good performance and efforts by all riders. • When watching or taking part in a team event, congratulating all teams upon their performance

regardless of the game’s outcome • Showing respect for your club coach, club officials, the judge, officials, stewards and opponents.

Without them, there would be no competition, event or muster. • Demonstrating appropriate social behaviour by not using foul language, and not harassing

administrators, coaches, riders, judges or officials. • Recognising and respecting the value and importance of administrators, coaches, judges and

trainers and all the many volunteers who contribute and make Pony Club possible. They give up their time and resources to provide Pony Club activities for all people and deserve your support.

• Being a model of good sporting behaviour for children and others to copy. • Respecting the rights, dignity and worth of every person regardless of their age, gender, ability,

cultural background or religion. • Putting emphasis on effort and having fun rather than only on winning.

Please Remember:

Most riders, in particular children, participate in Pony Club for fun. They are not taking part just to win nor are they participating for the entertainment and pleasure of you and spectators.

AND It is a condition of entry to any Pony Club event or venue that you agree to abide by the

Pony Club Codes of Behaviour.

If it comes to the attention of Pony Club Queensland or the person/s in charge on the day that your behaviour is in breach of the Pony Club Codes of Behaviour you may be asked to leave. For example:

Verbal or physical abuse of another person; Harassment of individuals or a group;

Questioning of umpires decisions; Ridicule, baiting or uttering obscenities; and/or

Engaging in behaviour that is not respectful of others

Please be aware that you will be asked to leave the facility if your behaviour continues after you are advised you are in breach of the Pony Club Codes of Behaviour. Please also be advised that if you are asked to leave, any of your family taking part on that day will be excluded from further participation and

will have to leave with you.

We all want junior sport to be carried out in an enjoyable and supportive environment. Your compliance with the Codes of Behaviour will help ensure that all participants find their Pony Club experience both

pleasurable and fulfilling. All members are given a summary of the Codes of Behaviour when joining or renewing membership and

the complete Codes of Behaviour are available on our web site www.pcaq.asn.au in the section Rules/Policies.

Our Club thanks you for your co-operation.

PCQ also strongly recommends that clubs take advantage of the Club Development Network provided by the Australian Sports Commission.

Membership is free and there is a great deal of very useful information on the website, including the legal

ramifications of running a club, committee management, financial management etc.

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Australian Sports Commission

CLUB DEVELOPMENT NETWORK

1300 130 121 www.ausport.gov.au/clubs

About the Australian Sports Commission Club Development Network

The Club Development Network is a free web-based program that supports the development and management capacity of sporting clubs. The aim of the network is to assist clubs across Australia to identify ways in which they can develop their clubs so they can provide the best possible service to the members. The principle upon which the network has been established is one of promoting continuous improvement. To be a successful, well-run club you need a clear understanding of leadership, planning, people and organisational performance, while maintaining a strong member focus. These areas are emphasised in the Club Development Network By developing and promoting products and services from the ASC, National Sporting Organisations (NSO’s) and other groups, clubs can improve their management On becoming involved in the Network a club/association undertakes an internal review using a simple checklist. The checklist helps to identify how the club is performing in various aspects of its management and operation. In doing so it identifies a number of areas for improvement and develops an action plan for addressing those areas From here, the club can access the Resource Library, which has a wealth of club friendly resources to help address its agreed actions. Members have asked for examples they could print off and distribute at their next committee meeting. Resources range from a template for a strategic plan through to a fact sheet on how to run a safe sausage sizzle. It is all there waiting for you to log on and print it off Members will benefit from regular updates via the club development electronic newsletter, E-news. The newsletter covers a wide range of topics dealing with aspects of running an effective club Over six thousand clubs are already members of the network and your club can join by logging onto www.ausport.gov.au/clubs, and then by clicking on free membership

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ZONE and CLUB MANAGEMENT COMMITTEES Zone and Club Management Committees operate in a similar way to the PCQ Management Committee. They are elected annually at their annual general meeting and hold their positions for 12 months. All of the requirements above, are contained in the Zone and Club Constitutions and Rules, as well as the provisions of the Associations Incorporation Act and Regulation (including the Model Rules). The club needs to be aware of them and operate within their guidelines. Management Committee members have a duty to the incorporated association. This means they may be held accountable if they:

• Deliberately fail to act in the best interests of the incorporated association • Abuse their powers as committee members • Fail to avoid conflict of interests • Fail to exercise due care, skill and diligence

Members of Management Committees should hold current working with children Blue Cards (refer also to Blue Cards Section 6 -12.c).

CONDUCTING MANAGEMENT COMMITTEE MEETINGS: If not done correctly, one of the biggest frustrations and causes of friction in clubs, can be the way in which Management Committee meetings are conducted. This is mostly just non-adherence to proper procedures, but there are also some traps for inexperienced committees and clubs especially in their formative stages. It is essential for Committees to be conversant with the Club/Zone Rules and the Legislation. To avoid some of the pitfalls here are some things to consider: Who Chairs the Meetings: Unless the Club/Zone rules contain words to the contrary or unless unwilling to, or unable to, the President is charged with chairing Club/Zone meetings. The role of the Chair is to ensure the meeting is conducted in an orderly and proper manner. Things that are said at Committee meetings: Everyone attending meetings must realise that they cannot take the floor and say anything that comes to mind. Being a Committee Member does not carry with it the same protection against defamation and libel that things such as Parliamentary sittings enjoy. This is particularly so of general meetings that without proper stewardship can quickly reach this point. Control of this is an important part of the President’s duties. Ensure that only members are allowed to address the meeting, i.e. excluding interested bystanders or observers (unless invited by the Chair). Record of Proceedings Taking Minutes form an essential part of most meetings. Their purpose is firstly to record Action Points, i.e. what actions have been decided upon, who is responsible and what the milestones and deadlines are. Secondly, they record summaries of the discussions held at the meeting MANAGEMENT COMMITTEE MEETINGS VS GENERAL OR OPEN MEETINGS: General members should be aware that they do not have the right to attend and vote at meetings of the Management Committee; however they do have that right at General Meetings. Some matters cannot be dealt with at general or open meetings and the Management Committee is charged, by the Club Constitution or Rules, with the running of the club. This requires a considered and skilful balancing act but the Management Committee needs to be given space to act within their charter but at the same time not exclude members from the process altogether. Some clubs hold Management meetings every month and general meetings less frequently. This enables both to occur. SIZE OF THE MANAGEMENT COMMITTEE AND QUORUMS: The number of elected office bearers should be limited (but still within the requirements of the rules and the Legislation) to a number that can be relied upon to attend meetings. The minimum required is a President, Treasurer and Secretary. Not all Management Committee positions are Elected Office Bearer positions. Ensure that at AGMs it is stated and minuted which positions are which.

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If the number is set to an unreasonable level it is unlikely that the club will ever be able to raise a quorum or hold a valid and legal meeting. This applies to both Management and General Meetings as the number of Elected Office Bearers sets the Quorum for both. Constitutions vary but most require more than half the Management Committee to be present for a Management Committee Meeting, and more than double the number of Elected Office bearers for a general meeting. The Club Constitution or rules should be consulted to determine this. Remember that a quorum only includes current financial VOTING members: this excludes members under the age of 18, also honorary members (unless they are also financial) and proxy voters/votes TIMELY ADVICE OF MEETINGS: The minimum advice period for meetings MUST be adhered to and everyone who requires it MUST be advised in an appropriate manner. The time for this notice is stated in the club constitution. If it is a Special General Meeting then the agenda MUST be published in advance and only the agenda items can be addressed at the meeting. FINANCIAL STATEMENTS It is essential that properly prepared financial statements be presented at every meeting. Expenditure MUST be pre-approved or ratified as required by the club rules and the Legislation. It is also advisable that the monthly bank statement be tabled at each meeting and signed as sighted and read by the chairperson. This simple process ensures transparency and safeguards all members of the committee. Financials are especially important at AGMs where failure to produce financial statements is in breach of the Constitution and the Legislation. Failure to produce financial statements also prevents the elected Office Bearers from ensuring that the Club/Zone is not trading insolvent. CORRESPONDENCE All correspondence MUST be tabled and acted upon. Please note PCQ Office does not give advice on Constitutional or Club Affairs. Members and Clubs should refer to Club Constitution, the PCQ Administration Handbook, PCQ Policies and Procedures provided to clubs and also available on the PCQ website ZONE and CLUB AGMs One of the most important meetings that Zones and Clubs will hold is the Annual General Meeting (AGM). The Constitution and the Legislation Requirements for the conduct of AGMs are contained in the Club’s Constitution and the Model Rules (Schedule 4 – Rules 31 - 34), the latter available from www.fairtrading.qld.gov.au/incorporated-association-forms.htm or PCQ website. It is of utmost importance that the organisation is familiar with these requirements. Timing of AGM:

• The AGM must be held AFTER the end of the financial year, NOT BEFORE i.e. if financial year ends 31st December, the AGM can’t be held before 1st January.

• The club’s AGM cannot be held early and ratified at a meeting after the end of the financial year. • It is essential that the proper notice of an AGM be given and that the proper closing of nominations and

posting of nominations for positions be adhered to. • Constitutions and rules vary but the majority say:

• 28 days’ notice for an AGM • 14 days before the AGM, nominations for positions close • 7 days before the AGM, the nominations must be posted for view by members.

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Things That Must Be On The Agenda For The AGM (Minimum As Per The Model Rules): • Receiving the statement of income and expenditure, asserts, liabilities and mortgages,

charges and securities affecting the property of the association for the last financial year. • Receiving the Auditor’s report on the financial affairs of the association for the last

financial year • Presenting the audited statement to the meeting for adoption • Electing members of the management committee • Appointing an auditor • Determining whether Public Liability Insurance will be held for the current year

(this will always be the PCQ Broad Form Liability Cover available from the web site) Do You Need To Have Audited Accounts? This Is Covered By The Club Constitution And Model Rules. Note: that while the Model Rules may not require your level of association to provide audited financial reports, but your Constitution does, then the Constitution applies. (Model rules normally only come into play when the association constitution is silent on the matter). To change this, a general meeting needs to be held to rescind the existing wording and accept new wording. The Office of Fair Trading must be advised and approve any amendments/changes. NB: The changes won’t apply until written approval is received from the Office of Fair trading, so changes cannot be made at a meeting just prior to the AGM and expecting the changes to apply at the AGM. Who May Nominate And Second Members Of The Management Committee (In Writing)? Only adults (18 years or older), who were current paid up members at the date of nomination may nominate or second a nomination for a position on the Management Committee. Similarly only adults may hold positions on the Management Committee. A person may not be nominated unless they are a current paid up member at the time of nomination.

What if there are insufficient nominations for Management Committee positions? The Legislation requires a President, Treasurer (not the same person) and a Secretary. PCQ also requests 2 Vice Presidents, one of whom should be from the Club’s Instructor Panel. The chair may call for nominations for any unfilled positions from the floor. These need a nominator and a seconder and have to be accepted by the nominee. Who may vote at AGM’s? ONLY PAID UP ADULT MEMBERS may vote at meetings It is commonplace to hold a management committee meeting to accept new members immediately prior to an AGM, but the committee cannot backdate acceptance to ratify a nominator or seconder or nominee who wasn’t accepted when the nomination was made. If a membership application has been lodged but not accepted, that person may not vote Are Proxy Votes Allowed? Unless your constitution say ‘no’, then Model Rule 20 (j) says ‘yes’ and applies, and shows the proxy format. Proxies must be lodged in writing with the secretary BEFORE the meeting commences. They cannot be suddenly produced during the meeting. ANNUAL RETURNS Clubs and Zones must hold their Annual General Meeting at a specified time (refer club constitution) after the close of their financial year.

• It is recommended that club memberships coincide with PCQ membership year; ie January to December each year and that

• They also consider a financial year that runs from 1st October to 30th of September. Which then enables AGMs to be conducted before commencement of the next membership year in January

Clubs and Zones must complete Annual return Forms and return it to PCQ within 7 days of the AGM. They are also required to return the incorporated organisations’ annual return to the Office of Fair Trading.

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COACH REQUIREMENTS All Qld Pony Clubs must have or have access to a PCQ Level A, PCQ Level B, PCQ Level C/PCA NCAS Level 1 Coach or a PCA NCAS Preliminary Coaching working to attain either qualification, in order to be affiliated or conduct rallies and other activities.

CLUB SUB-COMMITTEES: The formation of subcommittees to organise events such as gymkhanas, ODE etc is advisable to spread the Club workload. These sub-committees are answerable to the Club's committee at all times. If a subcommittee has not been appointed, a Secretary must organise: programmes, judges, open day insurance cover etc. for Club fixtures and make sure the Canteen is properly detailed, (unless the Club has a Canteen Convenor).

43 SECTION 9

FORMING A NEW PONY CLUB Steps to take when forming a new club:

1. A public meeting is called by interested persons to discuss the formation and planning for new club. 2. A Club name is selected and steering committee is elected. 3. The Steering Committee should then apply to PCQ for Affiliation kit 4. PCQ will forward application forms, copy of a suggested Club Constitution, Stationery Price List, copy

of the latest Newsletter and the name and telephone number of the nearest Zone Secretary. 5. The Club Executive should then apply to the Office of Fair Trading for Incorporation. 6. A letter from the Zone, supporting the formation of a new club must be submitted to the PCQ

Management Committee. 7. After receipt of the application forms, the PCQ Management Committee will appoint a Commissioner to

inspect the new Club Facilities and offer advice. 8. The Commissioner’s travelling expenses are divided equally between the Club concerned and PCQ.

The Club is to pay the Commissioner an amount equal to 50c per total kilometres travelled. 9. The Club then writes to PCQ advising the details of inspection and total cost. PCQ will then reimburse

50% of this cost. 10. Upon completion of the inspection, the Commission is to write a report for presentation to the next

PCQ Management Committee Meeting. 11. When inspecting a new Club, a Commissioner should consider the following points:

• Inspect the grounds, equipment, and facilities for suitability, safety, availability, and tenure etc • Number of riders or potential riders • Continuity of members • Instructors or lack of • Committee running the club • Reasons for formation of the club • Other points considered relevant

12. After a favourable written report is received from the Commissioner, the PCQ Management Committee will accept or reject the application and advise the applicant accordingly.

13. If the application is accepted and upon receipt of the first affiliation registration form, probationary affiliation is granted.

14. The Club is then eligible to travel to other affiliated clubs for competition and other participation (i.e. rallies/musters) if invited.

15. After 6 months, a second inspection is made and upon a favourable written report by the Commissioner, full affiliation is granted.

16. New Clubs are required to accept the PCQ Policies and by-laws but may adopt their own rules and by-laws providing they do not conflict with any established rule or procedure of PCQ.

17. PCQ Management Committee and Zone Management Committee must be advised of any by-laws adopted.

18. The club will be required to have an instructor as per below:

REQUIREMENT FOR CLUBS TO APPOINT ACCREDITED PCQ INSTRUCTORS All clubs affiliated with the PCQ are required to have at least one member working towards assessment for their Instructor’s Accreditation, within 12 months of affiliation.

• In the interim Clubs need to obtain the services of a PCQ/PCA NCAS Accredited Coach/s. • When application for affiliation is received, the club will be allocated to a zone. • Clubs without an accredited coach should contact ZCI Panel for assistance. Refer to ZCI.

INSURANCE - NEW CLUBS As with existing clubs PCQ Insurance cover commences when the first affiliation registration is completed and affiliation fees are paid.

44 SECTION 9

CLUBS TRANSFERRING BETWEEN ZONES A club may apply to be assigned to a neighbouring zone (must be adjacent to the existing Zone boundary) by:

1. Applying to the zone they wish to join to ascertain acceptance of that Zone. 2. If that Zone is agreeable, the club must then give resignation and apply for clearance from current zone 3. The Zone secretary completes a clearance form and gives it to either the Club requesting the transfer or

to the other Zone secretary. 4. There are no grounds for not immediately issuing a club transfer except if the club owes the

existing Zone any money, equipment or other item that is the property of the zone. 5. The new Zone then forwards the transfer to PCQ for tabling as inward correspondence at the next

Management Committee meeting. 6. At the PCQ Management Committee Meeting the transfer is presented. 7. If the transfer is accepted, the change is noted on the PCQ computer records.

TEMPORARY CLOSURE OF A PONY CLUB A club may be temporarily closed down upon a resolution of members at an annual meeting or Special General Meeting called for that specific purpose. Upon such a resolution being carried, all property and assets of the club, after payment of all properly incurred debts and liabilities of the club, shall be vested to either an entity pursuant to Part 10 of the Act or the Association as nominated by the special resolution of the club pursuant to Part 10 of the Act (Associations Incorporation Act 1981).

CLOSING A PONY CLUB It is important that the winding up and settling of affairs of the club is carried out strictly in accordance with the Legislation.

▪ If a club cannot continue to function and fulfil its obligations under the Act, it must close. ▪ Please advise PCQ and all assistance will be provided. ▪ A club does not have the ability to go “into recess” but it can continue to exist with the minimum

members and committee to satisfy the legislation. ▪ Full details are available from the Office of Fair Trading website or contact the OFT on 13 13 04. ▪ Any necessary forms are also available from this website. ▪ In particular, distribution of the assets of the club must be completed as directed by the Legislation,

and the club rules/constitution and carefully documented. ▪ Upon winding up assets may not be distributed to any current or expired members of the club, but

should be passed on to a like organisation.

Dependent on wording of club constitution; For example the Model Rules Say:

49 Distribution of surplus assets to another entity (1) This rule applies if the association—

(a) is wound-up under part 10 of the Act; and (b) has surplus assets.

(2) The surplus assets must not be distributed among the members of the association. (3) The surplus assets must be given to another entity—

(a) having objectives similar to the association's objectives; and (b) the rules of which prohibit the distribution of the entity's income and assets to its members.

(4) In this rule— surplus assets see section 92(3) of the Act.

Clubs may give their assets to a ‘like-minded’ association, for example: In the case of a Volunteer Based, Equine Organisation: they would consider another Volunteer Based Association that is engaged in providing horse-based experiences to members of the Community.

45 SECTION10

MAINTAINING ORDER IN A CLUB PCQ’s members are its Clubs and PCQ is responsible for ensuring that all its member clubs and zones operate according to its constitution, by-laws policies and legislation and taking action if any of them do not. Conflicts within clubs often cause disruption in running club activities and, in most cases, a reduction in all the club members’ enjoyment of pony club. PCQ can assist with suggestions and information on how such disputes might be resolved but all clubs, although affiliated with PCQ, are incorporated in their own right, with their own constitutions, and as such, the responsibility of conducting the affairs of the club and solving member conflicts rests with its members.

PCQ does have a Member Protection Information Officer (MPIO) to help zones, clubs and members with information pertaining to their rights and obligations. Please note the role of the MPIO is to provide information and support NOT to give advice or guidance. AUSPORT provides training for Member Protection Information Officers through their web portal:

www.ausport.gov.au/clubs The following is the process which allows natural justice principles to be applied when it is felt by the Management Committee that disciplinary action should be taken against one it its members. PROCEDURE FOR DISCIPLINE OF A CLUB MEMBER If clubs are having problems with a member/s not complying with rules or codes of conduct of a club the Committee may take disciplinary action if needed. However, prior to taking any action, the committee should ensure that the member has been given fair and timely warning that their actions are unacceptable. This should be in both verbal and written form. Should the behaviour continue the following process should be followed. The Member should:

• Be advised in writing that the Management Committee has a problem with his/her behaviour and the precise allegation should be set out.

• Be advised of the date of the Management Committee meeting where the matter will be discussed and invited to attend to give his/her point of view.

• Be advised of the disciplinary options open to the Management Committee i.e. warning, termination of membership or dismissal of the allegation.

• Also be advised of his/her right to call any evidence he/she feels might be of assistance in settling the issue.

If the member does attend the meeting, the committee should allow a reasonable time for his/her point of view to be expressed. The member would then leave the meeting and the Management Committee would decide by majority vote what action to take. Discipline, if it is decided to be necessary, may be in the form of an official warning or as prescribed in the club rules or by-laws and considered by the Management Committee to be appropriate for the behaviour involved. Remember that only disciplinary measures allowed in the Club rules can be imposed. The member must then be advised in writing:

1. Of the outcome of the meeting. 2. Any disciplinary measure decided upon. 3. Also that they have the right of appeal to a full meeting of financial club members 18 years & over.

The time in which the member may lodge such appeal with the Club Secretary will be as prescribed in the club rules or by-laws. If a member is suspended by any club, they are automatically suspended from all pony clubs and the suspension should be advised to PCQ. (NB suspension can only occur if the club rules specifically allow it) If the member employs the right of appeal, then the Secretary, as per the constitution, should call a Special General Meeting.

46 SECTION10

Notice of the Special General Meeting must be issued in accordance with the club rules or by-laws and sent to all financial members 18 years and over, and also to the member concerned. (Check the club rules to ascertain the correct period of notice for a Special General Meeting). The reason for the meeting must be given and must be in the form of a motion and will usually be the only business of the meeting. There can be no "other business" raised at the meeting other than those items listed on the agenda. The Management Committee, through an appointed spokesperson/s, will put its case supporting its actions to the meeting and the member is given the opportunity to put forward his/her case. The members present at the meeting then votes on whether to uphold or alter the Management Committee's decision. The decision of the Special General Meeting is final. Points to bear in mind:

• Be careful when disciplining a member that you do not punish the rest of the family for that member's behaviour. Discipline would only apply to the member or members considered to have misbehaved.

• Provided you have advised the member to be disciplined of the meeting/s, it is in order to continue with the business of that meeting relating to his/her disciplinary hearing if he/she does not attend.

• To avoid any likelihood that the member might say he/she had not received the club's letter, it is advisable to use registered delivery or hand deliver it.

DISPUTES or COMPLAINTS (Refer also to PCQ Procedures) Please note complaints should only be escalated through the following channels:

a. Club Management Committee b. Zone Management Committee c. Regional Director of Coaching d. PCQ Management Committee

Complainants who not following this procedure will be referred back to the appropriate Committee for resolution.

On receiving a formal complaint and based on the material you have provided, these Committees will decide whether:

• They are the most appropriate person/people to receive and handle the complaint; • The nature and seriousness of the complaint warrants a formal resolution procedure; • To appoint a person to investigate (gather more information on) the complaint; • To refer the complaint to mediation, at the expense of the named parties involved;

PCQ POWER TO DISCIPLINE Subject to the Constitution, the Management Committee, after conducting a properly convened meeting for that purpose, may:

(a) Expel a Club from the Association; (b) Suspend a Club from the Association for a period not exceeding twelve months; (c) Direct or instruct a Club to take action against one of its Members or adult supporters; or (d) Fine a Club, subject to the provision in the Act and the Regulations,

A club expelled, suspended or disciplined has the right to appeal to a Special Meeting of the Executive Committee of PCQ. The LAW OF NATURAL JUSTICE must also be served.

47 SECTION10

PROCEDURE If the Management Committee is of the opinion that the Club/s or Member/s has failed to comply with the Association Rules and/or is guilty of conduct that is prejudicial to the interests and objects of the Association then:

1. A Management Meeting must be held to discuss and vote on a resolution 2. As soon as practicably possible the Association must serve the Club or Member with a notice of

resolution prior to the Resolution Meeting setting out; a. The resolution and the grounds for the resolution; b. The date, time and place of the Resolution Meeting; and c. The Club or Member’s rights to either have a representative attend the meeting or submit a written response seeking revocation of the resolution

3. If the club representatives choose not to attend, the meeting may proceed in their absence. 4. At the Resolution Meeting the Management Committee shall;

a. Give the Club’s representative/s or Member the opportunity to be heard; b. Read and give due consideration to any written response submitted by the Club or Member; and c. By vote, determine whether to confirm or revoke the resolution.

5. If a Club or Member wishes to appeal a decision made at a Resolution Meeting, a Club or Member may within one calendar month from the date of the Resolution Meeting, lodge a notice of appeal with the Association.

6. Where the Association receives a notice of appeal, the Association must hold a Special Meeting of the Executive Committee within 45 days to discuss the notice of appeal.

7. The Club or Member must be advised by written notice prior to the Special Meeting of the Executive Committee the date, time and place of the Special Meeting of the Executive Committee to discuss the notice of appeal.

8. At the Special Meeting of the Executive Committee: a. No other business other than the notice of appeal may be discussed; b. The Executive Committee may present at the Special Meeting the details on the grounds for

the resolution; c. A representative from the Club or member shall be given the opportunity to be heard; and d. The Executive Committee shall vote by secret ballot to either confirm or revoke the resolution. e. If 66% of the members of the Executive Committee vote in favour to confirm the

resolution, the resolution will be confirmed. f. If less than 66% of the members of the Executive Committee vote in favour to confirm the

resolution, the resolution will be revoked.

48 SECTION11

CLUB RISK MANAGEMENT The foundation for this is simply following Pony Club rules and procedures, which have been developed over more than fifty years of dealing with horses and children. Clubs should be proactive with risk management, preventing accidents before they occur. With this in mind, it is most advisable for clubs to carry out an annual club risk assessment: this is best done, by two people, possibly the President and the Club Chief Instructor, who together, inspect the grounds and facilities, recording any problems that they find. A suggested risk management template is available on the PCQ website.

The results of this assessment are then documented:

• Identifying the problem; • The degree of risk i.e. high priority, low priority, etc; • What needs to be done to fix it; • Who is responsible; and • When it must be done. A record should also be kept of when and how each problem was

addressed.

Club committees should ensure that all members are well informed: Induction days, Club information booklets, Newsletters, Noticeboards, etc are all important tools for this.

Member Induction days should be held at the start of each year, to introduce members to each other, the committee, the instructors, the rules and give them any information that will be relevant. Induction days are also useful for events, workings bees and other club activities to ensure everyone knows what is expected of them, as well as the safety and other considerations.

Induction days ensures everyone knows:

• What the rules are; • What is expected of them; • How the club operates; • What services it provides to members.

SIGNAGE and EMERGENCY PLANS All Clubs should have a simply Emergency Plan that sets out the hierarchy and procedures that apply in the case of an emergency (refer to sample on next page). If the club has a large clubhouse or building where members congregate, an evacuation plan should also be developed and displayed. Another important tool for risk management is signage such as the recommended signage for Pony Club Entrances. This was updated in 2011 and clubs should ensure their own sign complies with the current wording. Other important signs could include, but are not limited to:

• Evacuation Areas • Driveways Signs • Pedestrian Areas • Riding Areas • Restricted Areas etc

49 SECTION11

CLUB EMERGENCY ACTION PLAN LOCATION OF GROUNDS: Queensland

IN THE EVENT OF AN EMERGENCY THE SENIOR INSTRUCTOR OF THE DAY IS FIRST IN CHARGE They will: • Stop the activity and only recommence when they deem it safe to do so. • Access The Situation Ensuring No Further Risk To Themselves Or Others • Take Appropriate Steps

IF PERSON INJURED refer to a Medical Officer who will; A. Treat on grounds or B. Arrange transport to Doctor or C. Call Ambulance and D. Notify Parent or next of Kin

IF ANIMAL INJURED: Assess and, if able, treat injury: If unsure call Vet of owner’s choice IN CASE OF FIRE: Consider safety of people and animals; Call Fire Brigade; Move to Evacuation Area FOR INCIDENTS INVOLVING PROPERTY: call Police if considered necessary

• Complete Incident Form, which is to be passed onto Club Secretary • Notify Club Chief Instructor and President IT IS THE RESPONSIBILITY OF THE SENIOR INSTRUCTOR OF THE DAY TO:

• Carry a mobile phone (or have immediate access to one)

• Know the location of • The Venue • The Emergency Phone Numbers • First Aid Kit • Medical Forms of Members

EMERGENCY CONTACTS

AMBULANCE 000 POLICE 000 FIRE 000

Doctor Police Non Urgent 131444 Dentist

Hospital Vet Club Med Officer

Club Chief Instructor Club President Club Secretary

50 SECTION11

BIOSECURITY All clubs should consider Biosecurity as part of their risk management. Horse Health Declarations are required at all events and clubs should keep a record of members’ Property identification Codes (PIC) numbers in case an issue should arise. As of March 2013 PCQ strongly recommends that clubs also keep a record of the ‘Hendra’ vaccination status of members’ horses.

PCQ draft for biosecurity measures can be found on PCQ website under “Risk Mitigation Plan”

http://www.pcaq.asn.au/Resources/Forms.aspx

Before moving horses within Queensland you must: • Become a registered biosecurity entity (RBE) to be allocated a property identification code (PIC) • Complete a movement record • Understand and follow animal welfare transport standards • Ensure that you have met cattle tick minimisation requirements as per the biosecurity manual (PDF,

1MB) when travelling between cattle tick zones. Members should also check waybill requirements when selling or moving horses or if using travel permits. Further information on Hendra Virus and DAFF recommendations for Biosecurity etc may be found at Qld Government DAFF Website:

http://www.daff.qld.gov.au/animal-industries/animal-health-and-diseases/a-z-list/hendra-virus/horse-industries-owners/guidelines-for-holding-equestrian-activities

APPROVED SIGNAGE FOR ENTRANCES TO PONY CLUB GROUNDS For equestrian purposes, the use of the obstacles and equipment on these premises is restricted to members only and such other persons, as may from time to time, have authority from the club’s management committee. All other riders who ride without the permission of the club are at their own risk absolutely. All horse, riders, and handlers within these grounds while mounted must wear approved safety helmets of a Standard AS/NZ 3838, ASTM F1163, PAS 015, VG1 (Europe) or better and correct footwear (i.e. enclosed footwear). Neither the …………………………………... Pony Club Inc. nor PCQ accepts any liability for any accident, damage, injury or illness to horses, riders, grounds, spectators or any other person or property whatsoever. …………………………………………..............Pony Club Inc. Management Committee

51 SECTION11

52 SECTION11

RULES FOR RALLIES/MUSTERS A few simple rules can also be set in place with the club. By Laws to ensure rallies and other activities can be conducted with the least possible risk to riders, coaches, other volunteers, spectators and visitors to the club These could include:

MANAGING WEEDS Weed control on club grounds can be another important part of risk management. Some weeds if ingested can be potentially toxic to horses. Weeds are easily spread by horses. Poor manure management often results in the spread of weed seeds and can also lead to the higher levels of parasitic worms in horses, as well as polluting waterways. If manure removal is impractical or infrequent, spreading manure by harrowing should be practiced to spread plant nutrients and organic matter. Harrowing can be achieved by a piece of weldmesh or logs tied together and dragged by a vehicle or by hand. Declared weeds such as Mother of Millions, Parthenium, Giant Rats Tail Grass and Annual Ragweed should be dealt with promptly as they are highly poisonous or very invasive. Other common weeds that horses don’t eat include Khaki Weed, Cobblers Pegs and Balloon Cotton. Weeds can grow quickly in areas where the soil conditions are right, such as compacted and degraded areas. Preventing weed growth is much more effective than managing them once they are fully established and promoting healthy grass cover is one of the best measures. If weeds have become established on club grounds, identify them in the first instance and find the best method to eradicate them. Clubs can contact Regional Council weed control officers or the Queensland Department of Agriculture on 13 25 23 for advice.

CORRECT HELMET AND RIDING BOOTS MUST BE WORN BY ALL RIDERS

WALK OR LEAD YOUR HORSE BETWEEN AREAS OR GROUPS (We have pedestrians and many are quite young or not so young!)

DO NOT USE EQUIPMENT UNLESS UNDER SUPERVISION OR WITH PRIOR

PERMISSION

AT LEAST ONE HAND ON THE REINS AT ALL TIMES WHILE MOUNTED

NO CANTERING, GALLOPING OR JUMPING UNLESS UNDER INSTRUCTION OR WITH APPROPRIATE SUPERVISION

CONSIDER OTHER RIDERS

USE SUNSCREEN AND KEEP YOUR FLUID LEVELS UP

THINK OF YOUR HORSE, REMEMBER THEY ARE NOT MACHINES; THEY NEED PROPER WARM UPS AND COOL DOWNS AS WELL AS REST AND

WATER, PARTICULARLY DURING HOT DAYS

53 SECTION 12

INSURANCE For details on 2017/2018 Insurance Policies refer to:

Gow Gates Website: http://www.gowgatessport.com.au/ponyclub/?page_id=937 Or for Current PCQ Insurance Certificate of Currency:

PCQ website: http://www.gowgatessport.com.au/ponyclub/?page_id=937 NB: ONLY CLUBS AFFILIATED WITH PCQ ARE COVERED BY PCQ INSURANCE

PCQ AFFILIATE CLUBS: Committee Members, Judges, Officials, Administrators and Voluntary Workers: Officials and voluntary workers of PCQ Affiliate Clubs, Zones and Regions are covered whilst acting on behalf of, or working at events organised and/or run by a PCQ Affiliate. They are also covered while participating in approved activities authorised and/or sanctioned by PCQ where they are liable for causing bodily injury or property damage to others. Cover includes: Associations Liability This available cover is arranged into different policy sections:

i. Insured Persons Liability ii. Company Liability iii. Employment Practices Liability iv. Statutory Liability v. Commercial Crime vi. Internet Liability

Personal Accident Directors, Officials, Employees, Executive Officers, Office Bearers, Committees, Sub-Committees, Managers, Administrators, Coaches, Course Builders, Selectors, Judges, Referees and other Officials, Medical Officers, Physiotherapist, Masseurs & Ambulance Officers of PCQ (2 years to 80 years of age) are covered for the following:

• Personal injuries sustained during any equestrian activity performed in the course of their duties for and on behalf of PCQ including whilst travelling to or from the site of the activity.

Voluntary Workers (2 years to 80 years of age) are covered for:

• Personal injuries sustained whilst engaged in non-income earning voluntary work performed in the course of their duties for and on behalf of PCQ excluding while travelling directly to or from the site of the event at which they are working.

MEMBERS Public and Products Liability If you are a Financial Riding Member you are automatically insured for legal liability in respect of your personal equestrian related activities, provided that you are normally domiciled in Australia or New Zealand. If your horse is kept at agistment or is loaned to someone else, and used for non-business purposes, you, as the owner, are still covered. Personal Accident 24/7 Cover for Financial Riding Members, (2 year to 80 years of age) Covers personal injuries sustained whilst engaged in any non-income earning activity involving riding, caring for or handling horses or ponies, including attending and participating in equestrian events* *No cover is given in respect of Bodily Injury caused by cattle or other non-equine livestock, unless sustained whilst attending equestrian activities organised and / or sanctioned by PCQ. Financial Riding Members of PCQ, (2 years to 80 years of age) Are covered for personal injuries whilst engaged in PCQ Sanctioned Events (excluding Registered Day Participants and Open Competition Riders).

54 SECTION 12

REGISTERED DAY MEMBERS of PCQ Affiliated Club Public Liability Those who are Registered Day Members, and who pay the appropriate insurance fee per day, are covered for Public Liability, whilst attending and/or participating in PCQ approved activities organised and/or run by the PCQ Affiliated Club where you are liable for causing bodily injury or property damage to others, excluding whilst travelling to and from such event. N.B – NO PERSONAL ACCIDENT COVER is provided for Registered Day Members

COACHES

Legal Liability:

ALL current PCQ coaches are covered while coaching members of PCQ at approved events and activities.

ONLY NCAS Level 1 are covered whilst coaching an up to date Financial Riding Member of PCQ at coaching activities outside of usual PCQ organised activities. It is important to note that no cover is provided under this policy for coaching individuals who are not current Financial Riding Members of PCQ. If supplementary cover is required to protect you whilst coaching non-PCQ members, or for any other equine related activities such as agistment or training, please contact the Insurers directly.

Gow Gates also offers pony club members various discounts on the suite of Gow Gates’ Equestrian Related Insurance products, these include: • HORSE INSURANCE, which can include Mortality & Theft (including Transits) • Economic Slaughter and Permanent Loss of Use • Veterinary Fees • Life-Saving Surgical Fees • Stallion Total Permanent Disability • Property Loss or Damage • Float Insurance • Public Liability • Care Custody and Control • Farm Pack

55 SECTION 13

A GUIDE FOR PRESIDENTS The President is the spokesperson for the club, whose role is to unite the members and encourage positive and open relationships within the club. The President should:

• Lead by example. • Encourage involvement and new ideas. • Engender a sense of usefulness and belonging in all members. • Be prepared to be assertive at times. • Ready to enforce the rules and regulations should the need arise. • Take a leadership role, act as an example for other members, assisting with activities, courteous

and efficient.

Duties of the President • Welcome and induct new members • Act as a spokesperson for the club • Represent the club at functions • Understand the Constitution and be conversant with the rules of the Club • Be approachable and willing to listen to members • Call other members into line • Mediate disputes between members

Chairing Meetings One of the important duties of the President is to Chair meetings. In the Chairman’s absence, this is usually attended to by a Vice President. Therefore the Chairman must understand the purpose of the meeting. The Chairman should: • Assist in preparing Board meeting agendas. • Read all correspondence and the Agenda beforehand. • Not take the Chair until ready to start the meeting. • Start on time, and declare the meeting officially open. • Ensure the Agenda is adhered to as much as possible. • Keep the meeting moving in the direction desired. • Remain impartial. • Ensure Legal formalities are observed. • Allow time for fair discussion on all subjects. • Insist all discussion be through the Chair and kept to the point. • Ensure all points are brought out but avoid repetition. • Rule on ‘points of order’ (topics getting off track). • Maintain order at all times, but not so as to restrict relevant discussion. • Help facilitate agreements to be reached. • Summarise points, which have arisen from discussion. • Develop a retentive memory or keep notes. • Call "special" or "extraordinary" meetings when required. • See that the wishes of the meeting are carried out. • May call for a temporary adjournment. • May have a casting vote. This is determined by the Constitution. • At the end of the meeting, rise and leave the Chair. Any further discussion is then informal and

leaderless. Motions and Resolutions

A motion is a formal recommendation put by a member to a meeting for debate and consideration. Motions proposed (except motions from the Chair), must be supported (seconded) by another Member, before the motion can be discussed. Motions should be simple, precise, clear and not in any way ambiguous. A supporting member may immediately second the motion without waiting for the Chair’s recognition. If a seconder does not automatically support the motion, the Chair must ask for a seconder. If no one offers support, the motion lapses and the meeting moves on. All motions with support must be minuted and the secretary may ask that a motion be repeated to ensure it is correctly worded. The Chairman may rule that motion be put in writing.

56 SECTION 13

Once the motion is moved, seconded and minuted: ▪ If no one speaks, then the motion should be put to a vote. ▪ If someone does wish to speak against the motion, then, the order of debate should be: Speaker

‘against’, then speaker ‘for’ (alternating). ▪ No speaker should speak more than once. ▪ The mover of the motion has a formal right of reply.

A summary of discussion may also be minuted and the outcome of the vote is recorded in the minutes as CARRIED or LOST. If a motion is passed, it becomes a resolution.

Amendments to the Motion: Motions can be amended before they have been voted on - the same procedure is used as when the motion was originally proposed, but the mover and the seconder of an amendment should not be the same as those of the original motion. Amendments may add, subtract or alter the wording or substitute words within the motion. They must be clear, precise and must not negate the original motion. If an amendment is not contentious (such as the correction of a name or grammar) and is acceptable to the mover and the seconder of the original motion, it may be incorporated without a vote. The Chair need not accept an amendment if they consider it “vexatious” i.e:

• Just made to cause trouble; • Cause annoyance with insufficient grounds; • Unnecessarily delay a decision; or • Alter the original intention of a motion.

If an amendment is moved and supported, it must be discussed and voted on to decide if the amendment is to be accepted before the main (substantive) motion is discussed. If the amendment is carried it is incorporated into the main motion. The meeting then returns to the main motion:

• With the included amendment if carried • Without it if the amendment is lost.

The motion is then discussed and voted on. If required, motions can be put to further amend a motion but this should be kept to a minimum and not used as a tactic to delay a decision, alter the original intention or be vexatious. Voting on Motions The club constitution provides details of the voting power of the Chairman. Voting may be through:

• Vocal – ayes/nays, • Show of hands, • Standing, or • Secret ballot.

57 SECTION 14

A GUIDE FOR TREASURERS The duties of the Treasurer are not beyond the powers of any responsible person. Bookkeeping is simply the recording of financial transactions. Correct practices will ensure transparency, which is vital for financial reporting. Sound practices also ensure success of clubs by enabling committees to make informed decisions and provide a solid foundation on which clubs can plan for the future. The Treasurer must keep the Club informed at all times regarding transactions and finances and is responsible for

• Receipting all monies, • Paying all authorised accounts, • Keeping records and books of accounts showing all transactions relating to Club funds and property.

Three types of financial statements can be derived from the transactional records:

1) Profit & Loss report is Revenue MINUS Expenses (R - E = P&L) 2) Balance Sheet – Assets MINUS Liabilities = Equity/Reserves (A – L = E) 3) Cash Flow – For maintaining and forecasting your Cash position

Necessary records include a carbon duplicate receipt book, cheque book, cash book, bank deposit book, and payment vouchers (see below) in support of payments made. In some cases, a petty cash book may be required.

Money Received:

Every deposit must also have appropriate documentation, and supporting documents to show what type of payment the deposit is. Carbon copy receipt books are appropriate if unable to access computerised accounting/bookkeeping software. Never use cash receipts to pay accounts or sundry expenses. This is unacceptable to an Auditor and complicates club records. Banking Use a carbon deposit book and make deposits at regular intervals, even if only a small amount is banked. The Inward cash book should be written up before preparing the deposit slip so that the banked amount agrees with the receipts issued. If you are not aware of the method of keeping a cash receipts and payments book, it is very simple and an accountant or banker will be happy to show you the correct method.

Grants If the deposit is for an approved grant, keep the application forms legible and correctly filed, as they need to be easily accessible. It is worthwhile setting up a simple spreadsheet to track grant expenditure and this does expedite the acquittal process. Bank Statements It is a good practice for the treasurer to table the monthly Bank Statements at meetings and for this to be checked prior to being signed and dated by the Chairman. Cheque/Bank signatures Two signatures/authorities are required on club cheques or direct deposits. A signatory should never sign a cheque form or authorise a payment that has not been fully detailed. Any extraordinary payments, donations, asset purchases etc must be specially authorised by a resolution of the Committee.

58 SECTION 14

The Cash Book Should be added and checked to the Bank Statement each month to give the figures necessary for the financial report to the club. Remember:

• For every withdrawal, you must have appropriate documentation. Every payment that you make will need to be verified with a Tax Invoice.

• If the supplier is not registered for GST this should be noted on the invoice: eg a voluntary coach’s reimbursement of travel or Out of Pocket (OP) expenses.

• If you have made the purchase through a retail outlet, a Tax Invoice or Receipt is appropriate. However an EFTPOS receipt is NOT. Make payments by cheque or direct deposit.

• Any small payment may be made from petty cash but should be receipted and noted in the Petty Cash Book.

Accounts should be passed for payment by a meeting but if immediate payment is required and the Treasurer and other signatories are aware that the club has approved the payment in principle, the transaction can be arranged and this action ratified at the next meeting. Chart of Accounts It is best to group costs/income together to show how much is spent on each activity. By grouping Revenue (Deposits) and Expenses (Withdrawals) into the same categories, it will provide an essential tool for future planning and cash flow forecasting: e.g: Instructional Expenses, Insurance, Memberships etc. This is called creating a “Chart of Accounts”. Statement of Receipts and Payments Depending on club Constitutional requirements, the books of account may be required to be audited. Regardless books must be finalised for each financial year prior to and presented at the Annual General Meeting of the Club. Copies of the financial reports should be provided for members to peruse at that meeting. Statement of Assets and Liabilities This statement must also be made available for the Club AGM. The assets of the club should be valued and totalled, the liabilities deducted. This gives members some idea of the approximate worth of the club. Assets should include bank balance, cash on hand, investments, stock on hand (eg: shirts, canteen, building, fencing, furniture, tractor etc). Liabilities should include bank overdraft and payments due to creditors. ABNs and GST Registration Selling of goods and services does not necessarily mean clubs need to register for GST however they are required to have an ABN (1 January 2014). Applying for an ABN is a simple process and can be done at anytime. If an ABN is quoted, GST amounts cannot be withheld for goods or services. It only becomes mandatory to register for GST if a Not-for-Profit organisation’s turnover is greater than $150,000.

59 SECTION 15

A GUIDE FOR SECRETARIES The Secretary has a very important role to play in any club. Put simply, everything happening in the Club involves the Secretary. They should be enthusiastic, tolerant, diplomatic and a team player, encouraging and supporting the Committee to be progressive in their approach to Club activities. It is therefore essential to have a good working relationship with the President and Committee. It is the Secretary who has to put the policy and decisions of the Committee to work. They should, within the confines of their position, have the ability and common sense to make ‘on the spot' decisions on every day club problems. The President should be regularly consulted and be kept informed of any changing Club business. Time permitting, all important decisions should be made through a meeting. Should time not permit, then decisions must be made through the Club Executive by phone, email or by executive meeting. Further, any such decisions must be ratified at the following management committee meeting. The Secretary must carry out faithfully any decisions made by the executive or committee even if they do not conform to his/her own ideas. Liaison between the members, the executive and the Instructors, is also a very important facet of the Secretary's duties.

SECRETARY’S CONSTITUTIONAL DUTIES

▪ Convene meetings of the Club, or of any Committee of the Club, as and when directed by the Committee or by the Club rules.

▪ Have a clear knowledge of who is entitled to vote at any Management Committee meeting or General Meeting of the Club (i.e. financial members over the age of 18 years).

▪ Attend to all correspondence. ▪ Carry out such duties as the Club or Committee may from time to time prescribe. ▪ Keep accurate minutes of all decisions and proceedings of the Club and of the Committee or any other

Committees thereof and give effect thereto.

MINUTES Recording Minutes: Minutes are meant to give an outline of what happened in the meeting, not a record of who said what, they should:

• Not be recorded verbatim – it is unnecessary. • Focus on understanding what is being discussed and on recording what has been assigned or

decided on. Focus on action items, not discussion. • The purpose of minutes is to define decisions made, and to record what actions are to be taken, by

whom and when. • Be objective. Write in the same tense throughout and avoid using people’s names except for

motions or seconds. This is a business document, not about who said what. • Avoid inflammatory, defamatory or personal observations. The fewer adjectives or adverbs you use,

the better. Dull writing is the key to appropriate minutes. • If you need to refer to other documents, attach them in an appendix or indicate where they may be

found. Do not rewrite their intent or try to summarise them. • Publish minutes as soon as possible and as accurately as possible after meetings.

Access and Distribution of Minutes Minutes must be kept up-to-date in a minute record book and should be tabled and/or read at the next meeting, where they are then confirmed as being a true and accurate record. • It is important when taking minutes that all motions are read back to the meeting before they are put

to the vote. All motions must be moved and seconded. • Accurate minutes of all meetings should be taken and a copy distributed to the Management Committee

for checking prior to being circulated, if possible, to club members. It may not be within a Club's resources to achieve this but this should be done wherever possible so that members are kept informed of Club business.

• Should there be a discrepancy in the minutes this must be discussed and the minutes amended accordingly, they are then moved as being ‘correct with the amendment’.

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• Communication with members leads to more interest in Club activities. Keep your members informed. • Motions proposing and accepting Club Memberships, including the names of each individual member

should also be recorded in club minutes. However, • Names of applicants should not be mentioned if their membership is rejected unless they then chose to

appeal the rejection. In which case it will be necessary to name them for appeal purposes. • Minutes must be made available to any financial member upon request. This viewing is to be at a

convenient time for both parties. • Members may request copies of minutes, however the club may charge the cost of printing.

SECRETARY’S CLERICAL DUTIES • Attend to all correspondence of the Club, both inwards and outwards. • Attend to all forms from PCQ or Zone, completing them accurately and within the prescribed time limit. • Ensure that club delegates are aware of the Club's position in regard to matters, which may require

voting upon at Zone meetings. • Make provision for examinations for Certificates by riders, in consultation with the Chief Instructor. • Be aware of members of the Club who may wish to be accredited as Instructors and nominate such

people for Instructor’s schools and apply for the appropriate work manuals. • Clubs may apply for Official Events or State Championships. The Secretary should bring this to the

Club's notice. • Attend to member clearances of Instructors and Riders who may be moving from or to another Club

(See Clearances and Transfers). • Bring to the notice of members any rule changes as circulated in the PCQ minutes/Newsletters. • Order stationery items from PCQ. NB: Payment for stationery must be forwarded with order. • Inform members about nominating for State Events, Official Days, interstate teams and other

competitions. (Some clubs choose to appoint a “Nomination Secretary” to handle this responsibility)

CORRESPONDENCE: • All correspondence should be handled promptly. • Notify the President of any important matters that need attention so they may be dealt with promptly. • Correspondence to PCQ should be duplicated to the Zone to which the Club belongs so that the Zone

delegate will be able to speak on behalf of the Club and explain any points that may need clarifying. This is a courtesy to the Zone and to your Zone delegate. Correspondence from PCQ should be read carefully and the relevant parts marked and relayed at the Club meeting.

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ANNUAL RETURNS AND COMPLIANCE Annual returns are required following the club’s Annual General Meeting. These should be on the appropriate form and remitted to:

• The Office of Fair Trading • Zone to which the club is affiliated • Pony Club Queensland

These are necessary to ensure the club is compliant and the correct people are registered as representatives of the club. Clubs should also complete the Annual Compliance Checklist and update the Club Secretaries File accordingly. Every club committee should ensure they conduct and check to ensure they are compliant with legislative requirements. This is done by reading and completing the PCQ Compliance Checklist and updating the Club Secretary. This is required to be completed by March each year. ZONE SECRETARY Zone secretaries have specific duties for their Zone, they should: • Ensure accurate minutes of all Zone meetings are recorded. • Maintain a list of Club Secretaries and their contact details. • Attend to correspondence and convene Zone meetings. • Attend subcommittee meetings and keep minutes. • Organise Zone events and arrange judges, trophies etc. • Assist the Zone Chief Instructor to organise schools of instruction; and • Have the necessary resources available when required. • Forward a copy of Zone meeting minutes to each Club Secretary.

CLUB / ZONE DETAILS AND INFORMATION PCQ Staff endeavour to ensure records are kept up-to-date and the information provided to members through the State Newsletter, Website and this Handbook is accurate. Unfortunately, they do not have access to the same level of information as members or in particular club secretaries. It is therefore vitally important that the Club & Zone secretaries check: PCQ Newsletter, PCQ Website, Judges and Official Lists, and the Administration Handbook to ensure all details with PCQ of are accurate. These include:

• Club/Zone Office Bearers • Coaches and Officials Lists • Delegates to Zone and State Sub Committees • Addresses, both Postal and Email • Location of Grounds • Club/Zone Uniform requirements • Competitions and Event Dates

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THE CLUB SECRETARY’S FILE The Associations Incorporation Legislation requires that certain documents and registers are maintained and made available to members within a reasonable time. The combined volume is large so in 2010 PCQ issued the “Club Secretary’s File” that contained all the generic documents and requested that clubs complete the File by adding their club specific documents. By so doing all Clubs and Zones will be fully compliant with the Legislation and will have a valuable file to pass on to subsequent Management Committees. It is essential that this file is complete and that the file is kept current when updated documents are issued by PCQ. Annual Review of Secretaries Files Websites where secretary’s file information can be obtained are as follows: • Certificate of Incorporation • Constitution or Rules

Available from Office of Fair Trading Brisbane Telephone: 13 13 04 http://www.consumer.qld.gov.au

• Associations Incorporation Act 1981 and Regulations 1999 a) The Act http://www.legislation.qld.gov.au b) The Regulations http://www.legislation.qld.gov.au c) The Model Rules (Schedule 4 in the Regulations) http://www.legislation.qld.gov.au or http://www.justice.qld.gov.au/3914.htm

• Club Risk Management Policy • Club Member Protection Policy • Social Media Policy • Equal Employment Policy • Privacy Policy • Alcohol Policy • Smoking Policy • Sunsafe Policy • PCQ By-laws * Current Edition Contained in Administration Handbook • Revised PCQ Policies http://www.pcaq.asn.au/PCAQ%20Policies.htm • Child and Youth Risk Management Strategy

http://www.ccypcg.qld.gov.au/about/news/2010/February/rmst.html • Working with Children Check: Volunteer Blue Card Register

http://www.ccypcg.qld.gov.au/employment/index.html • Register of Members

Club Management Committees should ensure that a review of the Secretary’s File, is completed by 31st March annually.

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THE CLUB SECRETARY’S FILE MUST CONTAIN CURRENT VERSIONS OF THE FOLLOWING DOCUMENTS & REGISTERS Section Reference If unavailable obtain one from 1 1.1 Certification of Incorporation

1.2 Incorporation Currency Cert 1.3 ABN Details 1.4 PCQ Affiliation Certificate 1.5 OFT Annual return

http://abr.business.gov.au ABN lookup PCQ http://www.pcaq.asn.au Office of Fair Trading

2 1.1 Club Constitution or rules 1.2 PCAQ Constitution* 1.3 AIA Schedule 4 Model Rules

Office of Fair Trading PCQ http://www.pcaq.asn.au Qld Legislation website

NB * The Constitution is registered under PCAQ, which trades as PCQ 3 1.1 PCQ By-Laws

1.2 Club By-Laws PCQ Website Club Management Meeting

4 4.1 Associations Incorporation Act www.legislation.qld.gov.au/legisltn/current/a/associncorpa81.pdf 5 5.1 Associations Incorporation

Regulations www.legislation.qld.gov.au/legisltn/current/a/associncorpa81.pdf

6 6.1 Club Risk Management Policy 6.2 Annexures A Pages 16 – 18; and

F Pages 26-27 PCQ http://www.pcaq.asn.au

7 7.1 Club Member Protection Policy PCQ http://www.pcaq.asn.au 8 8.1 PCQ Social Media Policy

8.2 PCQ Equal Employment Policy 8.3 PCQ Privacy Policy 8.4 PCQ Alcohol Policy 8.5 PCQ Smoking Policy 8.6 PCQ Sunsafe Policy 8.7 Club Policies

PCQ http://www.pcaq.asn.au Club Management Meeting

9 9.1 Summary of Insurance 9.2 Claims Procedures 9.3 Claim Forms

PCQ http://www.pcaq.asn.au

10 10.1 Register of Members (Current) Club financial records 11 11.1 Employee Blue Card Register

11.2 Working with Children Notices 11.3 Child & Youth Risk Management Strategy

Working with Children Notices http://www.ccypcg.qld.gov.au/bluecard/index.html Club Management Meeting

12 12.1 Meeting Minutes Club Records

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CLUB/ZONES OFFICIAL EMAIL ADDRESSES

In 2010, PCQ allocated an official email address to all Zones, Clubs and other groups such as Elected Office Bearers and the CIP. This is the address to which all PCQ emails to a zone or club will be sent.

The format of the address is: “club name in full”@pcaq.asn.au.

Please note that no abbreviations are included in the name e.g. Mt is “mount” and St is “saint”.

Secretaries have a responsibility to maintain the mailbox, which has a 48MB limit. It is possible to have mail to that email address redirected by contacting the PCQ Office.

DELEGATES Clubs are eligible to nominate delegates to attend Zone Meetings on behalf of their club. These delegates should take notes so they can report back to their Club, regardless of whether minutes are circulated. Zones may nominate 2 Delegates to attend PCQ management committee meetings to represent and vote on the Zone’s behalf. Zones may also nominate one representative for each discipline sub-committee. Proxies may be nominated if the appointed delegates are unable to attend meetings. This should be submitted to the PCQ Secretary in writing at least seven days prior to the meeting (refer to Proxies). BLUE CARDS

The Blue Card System: • Is a key prevention and monitoring system of people working with children and young people in

Queensland. • It aims to minimise the risks of harm to children and young people by contributing to the creation of safe

and supportive environments; and • It is founded on the principle that all children have a fundamental right to be protected from harm. Volunteers and trainee students (coaches) need a blue card if their work or practical placement in sport or active recreation includes, or is likely to include, providing services that are directed mainly towards children, or conducting activities that mainly involve children, unless an exemption applies.

Exemptions: Teachers and Police Officers can be exempt but may require exemption cards. Volunteer parents are exempt under certain categories when providing services or conducting activities that relate to their own children; however the child should be in attendance with the parent for this to apply.

Forms: New forms are now available. Please ensure that you access the most current version of forms to avoid processing delays. Was Now Called

Authorisation to confirm a valid card/application Link an applicant/cardholder to this organisation Identification verification by a prescribed person Confirmation of Identity form Authority to Liaise with an authorised person Consent to discuss information form.

All other adults should provide proof of notice of a current Blue Card. The club should be either:

1. The registered entity on the card (New Card Applications or those members registered through the club) 2. Registered as having an interest in the card (See above) Forms are available from www.bluecard.qld.gov.au

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MEMBERSHIP RECORDS and PCQ AFFILIATION RECORD It is essential to keep a complete and up-to-date list of names and addresses and birthdates of all members. This has been made considerably simpler and more accurate through the new PCQ website and Database. Membership lasts for the financial year of the club (unless the Rules state different dates) PCQ affiliation year commences 1st January and finishes 31st December. Clubs may choose to offer 'family membership fee structures' however each person is a single member in their own right. Please notify PCQ using a Club Annual Return if the name, address or phone number for the Club Secretary changes. (NB Please complete the Return in full, not just with the changes)

Member Applications, which are now done online, include: • Member Application

Filled out annually and accepted/ refused at next Club Management Committee Meeting • Member Declaration

Member declarations are provided by PCQ and every adult member must complete and sign these every year; before competing in club activities.

• Liability, Waiver, Release, Indemnity Liability, Waiver, Medical and Indemnity must also be completed and signed by the parent or legal of all junior members

• Medical Forms These forms are to be kept with club membership records

A Summary of Code of Conduct should be given to all members at the time of their acceptance as members.

Club Forms and Information • Annual Office Bearer Return - to be sent to PCQ and the Zone following the club’s AGM • Monthly Returns

Only applies for those members joining or renewing membership who have received a Get Started Voucher. Clubs may submit a manual return for these members only to PCQ along with payment. NB Members must be either accepted or rejected at the next Management or meeting called specifically for that purpose. Their names should be recorded in the meeting minutes as well as the club database.

• Open Day Advice Must be approved by zone and sent to PCQ prior to event to ensure the event and event organisers are covered by public liability insurance.

• Tour fund Levy Is obligatory for club affiliation. To be completed and paid annually to PCQ.

• Incident Reports To be completed and a copy sent to PCQ if any follow up Medical treatment/consultation is required.

• Annual Risk Management Checklist To be completed and a copy sent to PCQ by 31st March annually.

• Proficiency Certificate Return To be completed and returned to PCQ as riders attain new levels.

• Exemption Applications Used for riders who are affected by disability or impairment and require special aids or conditions.

• Instructor Accreditation Forms Includes application to train and Assessment Application Forms. Please check lodgement dates.

• Stationary Application Forms Available from website, orders to be accompanied by payments.

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Summary of Code of Conduct The sheet summarising the requirements of our Code of Conduct is provided below and a copy should be given to each person upon acceptance of membership.

SUMMARY OF CODE OF CONDUCT To be read in conjunction with Pony Club Queensland’s Code of Behaviour and to be explained to each

person when joining a Club It is a condition of entry to any event or function run by Pony Club Queensland, or any affiliated centre or

organisation that you agree to abide by the following Code of Conduct.

You are required to:

• Abide by the rules of the Sport.

• Follow the directions given by officials.

• Respect the rights of others in the facility. The person or persons in charge on the day are authorised to require you to leave the facility if you breach the

Code through:

• Verbal or physical abuse of another person.

• Harassment of individuals or a group.

• Questioning of officials/judges decisions.

• Ridicule, baiting or uttering obscenities.

• Engaging in behaviour that is not respectful of others. Please be aware that you will be asked to leave the facility if your behaviour continues after you are advised that you are in breach of the Pony Club Queensland’s Codes of Behaviour. Also be advised that if you are asked to leave, any of your family taking part on that day will almost certainly be excluded from further participation and will have to leave with you.

We all want Pony Club to be carried out in an enjoyable and supportive environment. Your compliance with the PCQ Code of Behaviour will help ensure that all participants find their Pony Club experience both pleasurable and fulfilling. Further action may be taken once a person is asked to leave the PCQ activity, this may include civil or criminal charges. Thank you for your co-operation.

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AFFILIATION FEES PAYABLE TO PCQ: As of January 2018, as members join, re-join or transfer to your Club, using the My Pony Club online portal, their affiliation fee is captured in the membership fee charged and diverted to PCQ. (PCQ Annual Fees are displayed on PCQ website) REGISTERING YOUR CLUB ON THE MY PONY CLUB ONLINE DATABASE As of January 2017 all clubs and members will register through the PCQ online database. The process is simple and explained through clear step by step instructions. STEP 1: a) Login into your Club online through the club portal

b) You will then receive an email with your club login details including setup instructions. c) Under ADMINISTRATION/ Club Profile, check your club details and complete profile. d) Ensure your bank account details are correct and your preferred club email address and contact phone numbers are up to date. e) Tick the three boxes at the bottom of profile and click on update.

STEP 2: a) Affiliate Your Club For 2018

b) Navigate to ADMINISTRATION/Manage affiliation c) Ensure the contact details for President, Treasurer and Secretary are correct. d) Scroll down and affiliate online e) Pay the club tour fund levy of $20 (may be paid by EFT or Credit/Debit Card)

STEP 3: a) Setup your Club Membership Fees for 2018

* Club’s should aim to have the new year’s membership option set up prior to the December to ensure riders can renew their membership and insurance at the beginning of the new year.

Full instructions for Club and Member registrations are available on PCQ website:

http://pcaq.asn.au/News/StateNews/TabId/10616/ArtMID/23972/ArticleID/2110/Setup-Instructions-for-My-Pony-Club.aspx

A Certificate of Affiliation will be forwarded to each Club upon completion of the club registration and receipt of annual Tour Fund Levy.

APPLICATION FOR MEMBERSHIP - The procedure is as follows: • Applicant is supplied with a copy of the Club’s Bylaws, and any other relevant information such as Fees,

Uniform requirements and Codes of behaviour etc. • If satisfied with those, the applicant completes online the Club's Membership Application, Liability, Waiver

and Release, Medical and Member Declaration Forms and pays the prescribed fee with credit or debit card. • If, at that time, the Management Committee is thinking of not accepting the application they must advise the

applicant of the reason and give them an opportunity of presenting their case for acceptance. • The application is discussed and approved/rejected by a majority vote at the next meeting of the Club’s

Management Committee. • Applications cannot be held over for consideration at the next Management Committee Meeting. • The Management Committee may hold a special meeting for the consideration of membership applications

even if it is outside the next meeting schedule. • Applicant is notified (preferably in writing) of the result of the application and given any other necessary

information, such as muster (rally) dates etc. (It is very helpful to have a club information booklet to give to all members either new or re-joining, at the beginning of each year).

• If unsuccessful, the applicant is advised in writing that the application was unsuccessful and the full fee is refunded. The letter should also offer the applicant the right of appeal to the full membership of the club. Advice should also be given that any request for an appeal must be received by the club Secretary, within the requisite amount of time listed in the club constitution.

• If a request for an appeal is received, then the Secretary must call a special meeting of the club, notifying all financial members eligible to vote and giving the reason for the meeting and the notice required in the club constitution. The person or persons making the appeal should also be invited to be present.

• Representations by the person making the appeal and any members of the Management Committee will be heard. No other representations are to be made.

• The decision by vote of the majority of eligible members at this meeting is then final.

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The same procedure applies to people wishing to transfer from another Club or join at the commencement of a new year. They will also need to provide a clearance form from their existing club if they have been a member of an affiliated pony club within the past two years.

PCQ Affiliation Cards As affiliation registration is now processed using the My Pony Club online database, PCQ no longer produces affiliation cards. Consent to Passing on of Personal Details All members are required to consent their details being passed on to the insurance company, sponsors etc. This is a required field in the My Pony Club online database. DURATION OF MEMBERSHIPS Membership of a club lasts only for the current membership year NB (PCQ membership year is 01 January – 31st December annually). ▪ Unless stated otherwise in the club rules or by-laws this corresponds with the club financial year stated in

the rules. ▪ Everyone has to apply as a new member from the first day of the new membership year. ▪ All members who have paid their fees during the month (i.e. actually paid their membership fees and been

issued with an official receipt) should be listed as either a riding or social member. ▪ For insurance purposes a person will be considered a member if he/she can produce a My Pony

Club online receipt for membership paid to an affiliated pony club.

TRANSFERRING MEMBERS Member Transfer/Clearance to Another Pony Club A member wishing to change membership from one club to another should do three things: • Resign in writing from the current club • Request a member (or Instructor) transfer/clearance • Transfer/Clearance forms may be left ‘open’ at the transferring member request (i.e. new club not cited) • Complete new membership forms at the new club. • From 2017 member transfers should be completed via the My Pony Club online database. The only grounds for not immediately issuing a member transfer/clearance is if the member owes the existing club any money, equipment or other item that is the property of the club.

Club membership fees paid to the existing club do not have to be refunded to the transferring member. Refunding is a matter for the club to decide. The new club is entitled to charge its full membership fee, however, if the person’s affiliation fee to PCQ has already been paid, there is no need for the receiving club to pay again. Many clubs reduce their membership fee by this amount. Further provisions: 1. If the transfer/clearance is within the membership year and within the same Zone, then the rider must wait

30 days from the date of the application for transfer/clearance before competing for his/her new club. 2. A transfer to a new club is binding for six months unless special circumstances occur e.g. moving to a new

area. 3. Transfer/Clearance forms are required for any person who has been a member of any Qld Pony Club

within the previous 24 month period prior to applying to join another Qld Pony Club.

PCQ NEWSLETTER • Funded through Queensland Government QSRIDP, PCQ News is included as part of the club/zone

affiliation. A copy is sent to each Club, Zone and Region as well as delegates to PCQ Management Meetings.

• It is most important that the Secretary familiarises themselves with the contents of every Newsletter, particularly the Secretaries Column, Calendar of Events and any inserts enclosed.

• The Newsletter is produced every month except December. • Clubs or members may purchase extra copies. This is done by completing the newsletter subscription

application and sending to PCQ, together with the subscription fee. • Newsletter subscription renewal forms are sent out with the November issue each year.

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STATIONERY The Secretary should retain both the PCQ Handbook and the Secretary’s file. These should be passed on should the secretary change. It is advisable to keep a current set of all rule books, plus an adequate supply of instructional books and proficiency books for members. The updated stationery price list and order forms are circulated through the PCQ Newsletter and are available from the PCQ website.

▪ To order, fill out details of the items required and send form to PCQ together with payment. ▪ Orders will be returned to you as quickly as possible. ▪ Items not able to be supplied (i.e. out of stock) will be back ordered and sent to you when PCQ receives

stock. ▪ Stationery prices are shown excluding and including postage. ▪ Please note that we also have “Pony Club It’s Fun” merchandise for sale. ▪ Members of your club may directly order publications, rule books etc. on their own behalf.

CLUB UNIFORMS Rules for Uniforms and Saddlery are provided in the Gear Check Book, which is available in hard copy and on the PCQ website www.pcaq.asn.au. Details of all Club and Zone uniforms are also on the website. If your club/zone uniform is not correct, notify the PCQ office and have the information corrected. Clubs must first apply to their Zone and PCQ before implementing any change to their uniform. GENERAL Riding members of the Club should be given the opportunity to participate in all phases of Pony Club. The Secretary should bring any problems in this regard to the Committee's notice. It is essential that a common sense approach be maintained at all times within the Club. All decisions must be for the benefit of the Club as a whole, and not just a few selected members.

NAMES AND ADDRESSES OF CLUB SECRETARIES Club Annual Office Bearers’ Return forms are circulated to all clubs in the PCQ Newsletter in the latter part of each year and are available on the PCQ website. Following each Club's AGM, details of the Secretary, President and Treasurer are to be completed on this form and returned to PCQ. Once these are received, the Secretary Listing tab on the website is updated. Around March the following year, a complete list of Clubs secretary’s names and addresses is circulated with the Newsletter to all Clubs. Updated lists can also be downloaded from the website. LOCATION OF CLUB GROUNDS Addresses of Club Grounds are provided in a later section of this book or on the website www.pcaq.asn.au. If your club address is not correct, notify the PCQ office and have the information corrected. AGISTMENT It is important to note that PCQ insurance policies do not offer cover for Pony Clubs undertaking agistment. If your club is providing agistment, this classified as a separate occupation and is outside of PCQ authorised events and activities. If your club does provide agistment, Broadform Liability Insurance will be required to cover the club’s legal liability to third parties for personal injury or property damage arising from proven or alleged negligence. The standard limits are $10,000,000 and $20,000,000 however for all equine undertakings $20,000,000 is recommended and most often required by interested parties such as Councils, Lessors etc.

CLUB JUNIOR COMMITTEES A Junior Committee generates good Club spirit, welcoming new members and helping younger members. Membership of a Junior Committee gives the junior members insight into the workings of a Club and they often prove very helpful to the Senior committee. • The committee should be elected from the members over 12 years and under 17. • A Junior President, Secretary and Treasurer form the ‘executive'. • Junior Committee meetings are held during the lunch break or before the muster or rally and all ideas

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are submitted to the Club Management Committee at the monthly meeting of the Club. • Junior Committees may have their own bank account if desired. • The signatories of this account must be the signatories of the Club account ie: the Club Secretary,

Treasurer or President. • Junior Committee members are not permitted to sign cheques or withdrawal forms. • The Junior Committee may help organise fund raising activities, run stalls, BBQs etc. • On rally days, they may help with equipment. A member of the Senior Committee should supervise

these activities. • It is also good training for young members for later years when they may be required to run meetings

and be involved in general Club management. • It is most important that all ideas are referred to the Senior Committee before they are implemented.

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READY SET TROT is an equestrian junior participation program for children with an interest in horses but who may not have one of their own.

This program has a great deal of potential for Pony Club and can easily be incorporated into our ‘Come and Try’ philosophy using the existing ‘Pedestrian Equestrian’ membership. The program aims to introduce young people to horses and provide them with a better understanding of horsemanship, regardless of whether they have access to a horse or not.

The Ready Set Trot program consists of two types of programs that offer a range of opportunities to all children:

1. Ready Set Trot - Playground Skills (A school-based program funded by Sporting Schools grants) The aim of this program is to provide young people with an introduction to horses through a series of free games and activities and the opportunity to have some contact with a horse. Ready Set Trot - Playground Skills requires minimal resources such as balls and hoops so it can be delivered anywhere, anytime. The program has been developed to be delivered within the school sports programs either during school or before or after school. There are 3 different programs (basic program, unmounted incursion or mounted incursion) that schools can apply to have delivered by an NCAS accredited coach, introducing children to active play and to equestrian sports. The active play program can be delivered by anyone, anywhere, anytime providing young people with an introduction to horses through a series of fun games and activities, either on campus or off campus.

Suggested delivery models include School Sport or before or after school sport activities.

1. Ready Set Trot - Stable Skills Introduces children to the fundamentals of horsemanship and the basic elements of horse riding without them having to own their own horse. This is a group program delivered through an NCAS accredited Coach, by a local accredited delivery provider such as a Pony Club or riding centre. The program provides participants with the opportunity to learn about basic horse welfare and the fundamentals of horse riding. The Ready Set Trot - Stable Skills program has been designed to be delivered flexibly while ensuring consistent outcomes and expectations are delivered to participants and parents. As such, the delivery provider coaches will be given a handbook as a guideline of what outcomes are desired to be met for a participant to be signed off and move onto the next certificate level.

Suggested delivery models include:

• Weekend lessons at a pony club muster etc working through the certificate requirements before moving onto the next level when the participant is ready to advance.

• After School lessons during the term or during School Holiday lessons with participants working at their own pace as above.

Upon registration online at https://www.readysettrot.com (including payment of fee), Stable Skills participants receive a participant pack, which is sent directly to their home address prior to them starting the program. The Ready Set Trot - Stable Skills program fee is a national fee that is consistent for every delivery provider, with additional coaching lesson fees to be paid directly to your accredited coach. Before mounted activities commence, participants must increase their membership to ‘Pedestrian Equestrian’ status to meet insurance requirements. Ready Set Trot - Stable Skills is an affordable way, for parents considering buying their child a

72 SECTION 17

horse, to allow their children to learn the basics before the parents commit to the significant investment of purchasing a horse. It is also a great way for Pony Clubs to encourage new members. Clubs can apply to become accredited delivery centres FREE of charge and all NCAS Pony Club Coaches are eligible to deliver the program. Further details can be obtained through the ‘Ready Set Trot’ website: https://www.readysettrot.com

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PROFICIENCY CERTIFICATES Proficiency (Efficiency) Certificates, which are based on the PCA Syllabus of instruction, are a valuable means of encouraging young riders to continue seeking new skills and knowledge. Certificate Levels are from E (introductory level for under 7 years) through to A level which is considered to be pinnacle of achievement for Pony Club Riders

PCQ ‘A’ Certificate Holders 1967 John Mawhinney Nambour 1983 Stephen Stacey Albert River

1970 Lyn Meisom Mount Gravatt 1984 Julie Sellwood Nambour

1971 Jan Twohill Southport 1986 Malcolm Kerridge Millaa Millaa

1972 Deborah MacNicole Le Vale 1986 Anne Gordon Southport

1974 Claudette South Springsure 1986 Greg Watson Calliope

1975 Di Weightman Argylla 1986 Jonathon Barker Oxenford

1978 Sue Dolan Southport 1987 Felecity Cribb Musgrave

1978 Dianne Bignell Paroo 1987 Trudi Casper The Gap

1978 Sally Mills Le Vale 1988 Maxine Jensen Calliope

1978 Paul Le Bherz Moggill 1992 Fiona Snell Park Ridge

1978 Jeanette Campbell-Brown Springsure 1996 Christine Chicken Kingsthorpe

1979 Nicholas Markwell Beaudesert 1998 Bridgette Bennett Southport

1979 Raymond Stacey Albert River 1998 Rachell Whan Toowoomba

1979 Dianne Schultz Kurrajong 2001 Deborah Windhaus Mareeba

1979 Lyndall Stirling Kurrajong 2009 Rachel Lornie Southport

1980 Wesley Connolly Mossman 2009 Danae O’Keefe Toowoomba

1983 Lisa Kidd Moggill 2010 Kirstie Fossett Alton Downs

1983 Jenny Poole Southport 2015 Tamara Bondfield Warwick

1983 Trevor Anderson Nambour

Full details of the syllabus and the certificate levels are contained in the Syllabus Book. When your club members have been awarded their Proficiency Certificates, please complete the Proficiency Certificate schedule and return it to PCQ so correct computer records can be kept. It is a requirement for riders wishing to attend State events to attain D Proficiency for 12 years and under and C Proficiency for 13 years and older.

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The following table outlines the Instructor/Coach accreditation level to assess proficiency certificates PROFICIENCY CERTIFICATE

E D D* C C* K B H A Pre

Assessment A

NCAS Preliminary Yes Yes

NCAS Level 1 Yes Yes Yes Yes

PCQ Level C Yes Yes Yes Yes

PCQ Level B Yes Yes Yes Yes Yes Yes

PCQ Level A Yes Yes Yes Yes Yes Yes Yes

Club Chief Instructor Yes Yes Yes Yes

Zone Chief Instructor Yes Yes Yes Yes Yes Yes Yes Yes

Zone Panel Yes Yes Yes Yes Yes Yes Yes

Regional Director of Coaching Yes Yes Yes Yes Yes Yes Yes Yes Yes

State Chief Instructor Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

State Chief Instructors Panel Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

APPLICATIONS FOR INSTRUCTOR ACCREDITATION When a member requests to become an instructor this request should go to a club management committee meeting for endorsement and recording in the minutes. Applications for Workbooks must be made by the Club Secretary (copy of form will also be found on the PCQ Website). Names are then passed on to the Zone Chief Instructors and Regional Directors so that applicants may be included in the region’s instructional program and advised of the dates of pre-schools. Candidates are also required to register and pay the relevant fee by 30th September each year for their assessments. This enables planning for assessors, rider venues, information and dates to be organised through PCQ, the RDC and zones. The fee may be carried over for a further 12 months but candidates must notify PCQ if they will not be attending the assessment. INSTRUCTOR APPOINTMENTS From 2017, instructor appointments should be advised to PCQ on the State Database.

A club may apply to the State body to have a member, whose accreditation has been revoked, to re-enter the accreditation process. Each application will be treated on a case by case basis. Assessment will be a minimum of 2 CIP members.

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INSTRUCTOR TRANSFER TO ANOTHER PONY CLUB A member who is an Instructor with the existing club and wishing to change membership to another should do four things: • Resign in writing from the current club • Requesting a member (or Instructor) transfer and clearance • Complete new membership application at the new club. • Apply to the new Management Committee to be accepted as an Instructor/Member. • As of 2017, Instructor Transfers can be completed via the My Pony Club online database.

The only grounds for not issuing an instructor transfer/clearance is if that person owes the existing club any money, equipment or other item that is the property of the club. At the next PCQ Management Committee Meeting the transfer is presented. If the transfer is accepted, the change is noted on the PCQ computer records. The new club is entitled to charge its full membership fee, however, if the person’s affiliation fee to PCQ has already been paid, there is no need for the receiving club to pay again, and many clubs reduce their membership fee by this amount. If the transfer is within the same Zone, and if the instructor is also a rider, then he/she must wait 30 days from the date of the transfer/clearance application before competing for his/her new club. A transfer to a new club is binding for six months unless special circumstances occur e.g. moving to a new area. KNOWLEDGE OF COMPETITION RULES The Secretary should have a good working knowledge of the rules and rulebooks. Knowing the rules and regulations, including the Club Constitution, will solve many problems on the spot. It is the responsibility of riders to ensure they are also aware of, and familiar with, the rules of an event before competing at the event. Riders are expected to remain at events until presentations are completed, unless, under extenuating circumstances, they are granted permission to leave by the organising committee. Please note rider who do choose to leave events without permission from the organising committee, may forfeit all ribbons and awards. RIDERS COMPETING AWAY FROM HOME CLUB

• The home Club Secretary should be advised where members are competing away from their home club.

• Ensure that all members are financial and in the correct group at events. • Rules regarding uniform, saddlery and mounts must be policed at all times. • Riders may be requested to produce evidence of their membership (My Pony Club online receipt)

and PCQ affiliation. • Nominations/Entries for all official events/state events must be made by the club secretary to

the Zone and accompanied by a club cheque. HORSE LEASE FORMS What is a horse lease? It is a document signed by two parties that permits the use of a non-owned horse at Pony Club. Who needs to complete a horse lease? Anyone who wishes to ride at Pony Club, a horse which does not belong to them, or belong to another member of their Club. If the horse belongs to a person who is a member of another Club, or is not a member of Pony Club at all, a lease must be signed. How to get a horse lease: A draft lease may be obtained from the office or downloaded from the PCQ Website. Both parties involved complete and sign the lease. A total of four copies of the lease agreement are required. Send one copy of the completed form to PCQ; one to the lessee's Club; one to the lessee and one to the lessor. The lease will be presented to the following Management Committee meeting and noted in the Minutes and database and circulated in the PCQ Newsletter.

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Note: A rider may not compete on a leased horse until 3 weeks has elapsed from the date of the lease. PERFORMANCE CARDS NB: It is the horse that is graded, not the rider or combination of horse & rider. GRADED CARDS Performance cards are required for horses ridden by members who wish to compete in OFFICIAL competitions: Showjumping, ODE, Dressage and Combined Training. Whilst Jumping Equitation is an Official discipline there are no cards issued. Performance cards are required for all age groups for Official Competition, including riders under 13 years. How do you obtain a performance card? There are now two options for a rider to register a horse with Pony Club Queensland:

1. The rider completes the form "Application to Register a Horse" (found on the Forms page of the website), and returns it to PCQ with the required fee of $6 per card.

2. The information is processed and performance cards issued and posted to the Club Secretary.

OR if a horse has not previously been registered with PCQ

1. The rider completes a request via the My Pony Club portal, under “My Horses” by selecting to “Add a Horse” * Riders must ensure to select “Official”. Failure to do so will result in no payment and no card being sent.

2. The rider completes the online application form, ensuring the correct discipline is selected for a PCQ performance card and all fields are completed.

3. The required fee is paid via credit or debit card online 4. The performance cards sit in a Pending File on the database until approved. Cards are then posted to

the owner. It is very important to record all details of the horse, including past owners and, where applicable, existing EA registration number, grade and points in that grade. Pony Club rules state that a horse may not be graded any lower for pony club competition than its existing EA Grade and points. For example a horse graded Novice with 10 points for Dressage with EA must be at least Novice with 10 points in pony club. If the horse subsequently upgrades in EA competition to higher than its current PCQ grading and points, then the rider MUST send the card to PCQ for alteration. Applications may be returned if the necessary details are not completed. Please allow PLENTY of time for these forms to reach PCQ, be processed and posted back. Except where requested that they be returned to the Club Secretary, cards are normally sent straight to the applicant.

Members should be advised that they must always take the relevant performance card to official events. Organising committees can withhold ribbons and trophies if this card is not presented.

• The performance card is primarily for the horse concerned. • Provided the rules of Pony Club regarding eligibility of mounts are followed, a different rider may use

the card. • Any member (of the correct age) of the family owning the horse, or a member of the same club, may

use the existing performance card.

REISSUING OF PERFORMANCE CARDS If a performance card is lost or destroyed, write to PCQ stating horse’s name and/or number and request replacement cards. There is a fee for replacement cards, including postage which must be paid by direct debit or by a cheque sent with the letter requesting replacement.

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RECORDING POINTS ON PERFORMANCE CARDS The organising Secretary of an Official or State event, is responsible for entering points on performance cards, however it is the responsibility of riders to check the entries are correct before leaving the event. For those horses with EA grading, this cannot be higher than Pony Club grading i.e. horse with B 45 Points EA grading must be at least B 45 Pts. Pony Club. If the horse is upgraded in EA, then the rider MUST send the card to PCQ for alteration. On official cards, points for placings, up to 6th place in some disciplines are recorded. If in a Dressage Test a rider obtains less than 55% the results are not recorded. There must be a minimum of 6 riders in an event for points to be compulsorily awarded. 3 riders constitute a competition and points will be recorded automatically if there are less than 6 riders in the group. However, should the rider wish to NOT accept the points, they may do so provided they notify the organiser prior to the results sent into PCQ. NB Points from Zone Events, other than Zone Official Days, are not recorded on Performance cards. However, any such placings, that are eligible as qualifiers for a State Event, are recorded as Q’s.

RECORDING STATE QUALIFIERS Performance cards have a column in which to write the letter ‘Q’ if the rider’s results meet the qualifying criteria for the relevant discipline. Qualifiers are outlined further on the PCQ website and in this book UNGRADED PERFORMANCE CARDS Ungraded performance cards are available for Sporting, Campdraft and some other Disciplines. These cards are used for selection of interstate teams. Campdraft cards must be produced to be eligible to ride in State Campdraft. If cards are needed, just write/email PCQ requesting the card and remit $6.00 per card including postage.

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PCQ TRAVEL GUIDELINES Travel allowance is payable to Judges, Course Builders, Technical Delegates, Chief Scorers and people travelling on official business at the request of PCQ. Method of Travel This will be paid at the least expensive of the following, whenever practical: Air, train, bus fare or vehicle allowance. • Driving in a vehicle, travel allowance to be 50c per kilometre driven each way. One claim only per

vehicle allowed and paid to the owner of the vehicle. • Driving in a vehicle to meet up with other arranged transport, vehicle allowance to be at 50c per

kilometre driven each way, one claim only per vehicle allowed and paid to owner of the vehicle. Out of Pocket Expenses • Parking at airport or taxi to/from airport. (Cheapest option to be taken) • Tolls and/or airport transfers (taxi/bus) • $10 per travel day meal allowance will be paid whether driver or passenger for motor vehicle travel over

200km each way Accommodation • Preferred accommodation by local billet • When suitable billet not available for accommodation and meals, an amount up to a max of $150 per day

may be approved by PCQ or event organising committee. Rules Pertaining to Travel

Claims: 1. Expense claims must be substantiated with a receipt. 2. Cheapest journey cost must be selected whenever practical. 3. Air travel to be taken where cheaper than alternatives 4. Discount fares to be sought and used wherever possible. 5. Motor vehicles to be shared whenever possible, meeting at a central point when suitable secure parking

is available. 6. Travel allowance will be paid on presentation of receipts or for distance actually travelled in own

vehicle only. No payment will be made when travelling as a passenger in another person’s vehicle (except for official day fee (refer expense form) or as per 7, below)

7. PCQ or event organising committee may approve Travel allowance, for travel in a vehicle owned by a fellow member going to the same event.

a. Only one claim per vehicle is payable with payment to be made direct to vehicle owner. (This rule permits travel in a vehicle such as a horse truck with a fellow PCQ member who will then receive the travel allowance provided for official’s travel*) *PCQ or event organising committee (whosoever’s money is being used to pay) to have final authority to decide the preferred method of travel.

8. Anyone wishing to travel by a different or more expensive method than that chosen by PCQ or event organiser may do so and will receive travel allowance equal to that which it would have cost to travel by the preferred transport.

9. Anyone wishing to travel by a method less expensive than that chosen by PCQ or organizers may do so and will receive travel allowance at actual cost or if driving at the rate of 50c per kilometre actually driven.

10. PCQ executive or event committee has the power to vary travel allowance under exceptional circumstances only when there is no alternative. Details and reason for variation to be presented to the following Management Committee meeting.

11. If an official is already attending an official event and is asked to assist as a judge or technical official while there, they are entitled to claim the official day fee as per expense claim form and not the full travel fee as above.

79 SECTION 22

OPEN DAYS PCQ does not prevent clubs from running Open Days but is in no way involved in these events. Open Days are defined as events at which not all the participants are Pony Club members and unlike PCQ Events, Prize Money may be offered. However neither the organisers nor the participants will be covered by PCQ Insurance if the following requirements are not met in full: 1. All Open Days must be pre-approved by both the Zone and PCQ. 2. Open day events are to be run to Pony Club Rules both general and competition. 3. PCQ “One Off Ride fee” is payable for each non-member competing at the event 4. These fees, along with completed Open Day Return, MUST be returned to PCQ, within 14 days of the

event 5. All non-members must sign a Participants Agreement prior to participation 6. All non-members must also complete and sign “One Off Ride” insurance application and pay the

subscribed fee - this gives them Day Member Status for Insurance Purposes. 7. Non-members (Day Members) will be covered by PCQ Public Liability insurance however, there is No

Personal Accident Insurance provided for Day Members. 8. Clubs must print on the program the:

a. Competition Rules (PCQ); b. By-laws; c. Disclaimers; d. Reservation of Rights; and e. Conditions under which the Open Day will be held.

9. All participants must comply with equipment rules of Pony Club, especially with regard to Helmets, Boots, Spurs and equipment used.

10. Judges should be PCQ instructors for gymkhana or from a list of suitably accredited Judges or Course builders for specific disciplines

11. Organisers must not sell alcohol while activity with horses is being conducted and must abide by the PCQ alcohol and Smoking Policies

12. Financial members of an affiliated PCQ club will be covered by all insurances providing ALL applicable rules are adhered to.

NB As of 4th May 2017: Clubs may hold one (1) open day competition for each official event run under PCAQ rules, provided that the official day proceeds the open day competition.

OFFICIAL EVENTS What is an Official Event? Only Showjumping, Horse Trials, Dressage and Combined Training Disciplines have Official Days, which are used to gain qualifiers for selection purposes for PCQ State Events. However, State qualifiers are required for all disciplines (including sporting and campdraft). Clubs and Zones may apply to hold Official Events 1. They should have successfully conducted two unofficial events before applying for an official day. 2. The date for an Official Event should be approved through Zones prior to submission to PCQ. 3. The Club then submits an Official Event application, which must be signed by the Club Secretary, to

PCQ by 1st November each year. 4. Application forms are online and sent out with a PCQ Newsletter. 5. As of January 2013 Official Day Sanction Forms MUST be completed and returned with the

application to hold Official events 6. There will be a second round of applications, which should be submitted to PCQ by 1st March. These

will be allocated any dates which may still be available. 7. Once both forms are received, applications are considered and approval given by PCQ Management

Committee to ensure events are not run in competition with each other. You will be advised whether these are approved or any changes suggested.

8. Approved dates are then published in the PCQ Newsletter and you will be advised of the outcome 9. You will be sent an Official Day Kit containing lists of approved Judges and Course Builders, to help with

conducting of the day. This kit will also include a suggested programme, information and advice on all aspects of running the official competition.

10. The Program, Technical Delegate and Judges must also be approved through PCQ prior to the event. Clubs are then notified of the approval or if anything needs to be altered. Any revisions should be re-submitted for final approval.

11. Failure to do this may result in your day being declared unofficial.

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12. The result sheet provided in the kit, should be copied as necessary and used to record all competition results. A computer printout is acceptable, provided it contains all the necessary information.

13. Results must also note, with (Q), which placings are classified as qualifiers for a State Event and where points have been voluntarily taken.

14. Official Results and the TD’s Report must be supplied to PCQ by the Organising Committee within 7 days of the event.

15. This is to ensure the relevant information is entered onto the PCQ database and records. These results are published in the PCQ Newsletter.

Requirements for Official Days ▪ All entries should be made through the rider’s club secretary and paid for by club. Clubs are asked not

to take entries from individuals. ▪ All riders under 26 years, riding a horse with an appropriate performance card, are eligible to compete

and should hand in a performance card before the start of the day. ▪ If the competitor cannot produce the card for any reason, any awards won for the day should be withheld

until the card is sighted and the points recorded. Riders cannot be stopped from competing. ▪ Ribbons should be to fifth place at official competitions, wording should include that it is an official event. ▪ Cash or cheques may not be presented as prizes at PCQ Official or unofficial events. ▪ Clubs may run unofficial events in conjunction with official days but they must not impede the conducting

of official classes. Senior riders may choose to ride in the official section where they will compete with the Official riders.

▪ Teams may be included at the discretion of the Organising Committee. Scoring at Official Events Rules for scoring can be found in the relevant Rule Books and the PCQ Scoring Handbook, which will help those assigned the task of scoring for an event. Some Points to note are: ▪ Placings achieved by senior riders will count to overall points for the senior group on the day and the

senior will be awarded a placing, but will not displace any official riders Eg: John is a senior and chooses to ride 80cm at an official showjumping. In the AM5 John achieves 2nd placing Ian is a 14 year old rider in the 80cm AM5 and he places 3rd. Both John and Ian are awarded 2nd ribbons and nine points towards their overall score

▪ Teams shall consist of the best 4 riders from one club, with the best 3 scores to count. A team of 3 is competitive and may beat a team of four. Clubs may have more than one team.

▪ Where there are insufficient numbers, classes may be combined with the next lower grade. ▪ Points should be recorded on cards as events are completed and the cards given back to competitors.

Points are only automatically awarded where there are 6 or more competitors in a group, however, the rider may choose to accept points where there are less than 6 competitors.

▪ Less than 3 competitors in a class will be unofficial and cannot form part of a team.

Insurance Cover Official Events are an authorised (sanctioned) Pony Club Activity and as such are covered by all normal insurance cover (Provided sanction form is remitted to PCQ (see point 6)

Appeals Committee

1. An Appeal/Disputes Committee consists of a Technical Delegate, or Judge-in-Chief, Chief Steward and Judge, and shall be appointed when necessary by the Organising Committee to hear any appeals or matters referred to it. In the case of equality of votes, the President shall have the casting vote.

2. The President and members of the Appeals Committee should be technically qualified and have a sound knowledge of the rules.

3. The Committee has the duty of allowing or dismissing appeals against the judgements of the judge and/or confirming, altering or setting aside any penalty.

4. The committee, in determining any matter brought before it, shall regulate its own procedure and may consider such evidence as it considers proper. It shall have power to do more than one of the following:

a. Disqualify any competitor and/or horse from any competition or competitions at the Event b. Order any prize/s won in any competition/s at the event to be forfeited.

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5. Objections and Appeals during an Event a. Objections may only be made by a Team Manager at State, Regional/Zone competitions or by

a rider at Official competitions. b. All objections must be in writing and accompanied by a deposit of $50 and delivered to the

Secretary of the Event. The deposit is refunded if the objection is upheld or at the discretion of the organising committee.

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ZONE CHAMPIONSHIP EVENTS Many Zones hold their own competitions and formal events, these may be closed to allow only riders from within the Zone, or open to riders from other Zones. Placings gained at Zone Championships may be used as qualifiers for State Events provided they are run under the same rules and conditions as the relevant State Event. Such Zone competitions enable riders to gain practice and experience, without the requirement to amass points that may affect their competition grading. Should Zones wish to run an Official Competition where points are allocated, it is designated as a Zone Official Day as opposed to a Zone Championship. NB: All Official Days must be approved through PCQ.

PCQ STATE CHAMPIONSHIPS Each year PCQ holds 3 State Events on rotation throughout the State. The Events are divided into the various discipline Championships for:

▪ Showjumping & Jumping Equitation ▪ Dressage, Combined Training & Horse Trials* (*may be at different locations) ▪ Gymkhana, Sporting, Campdraft & Mounted Games

Minimum age and Standards for riders to compete at State Events:

• Minimum Age 7 years; must also hold a minimum of D Proficiency Certificate • Riders 12 years & over; must also hold minimum of C Proficiency Certificate

QUALIFYING CRITERIA FOR STATE EVENTS 2018 (always check the website for current criteria) Horse & Rider combinations must, in the 12 months following the previous State Event, qualify for the relevant disciplines as follows NB: There are no pending results for any State Event; Qualifying is at close of nominations. Showjumping 1. Qualifying events are Official or Zone Championships or previous State Championship where criteria

was achieved: e g: Johnny had 1 clear first round at previous State. This will give the combination 1Q of the four (4) required.

2. To gain a Q at any competition horse & rider must have had at least one(1) clear first round in Table A 3. In the twelve (12) months following the previous State Event, horse and rider combinations must have

had four (4) clear first rounds in Table A Classes at any number of competitions. Power section of Power & Speed (Two Phase) counts and second round of Grand Prix if not clear in first round provided it is not a jump-off round. Jump-off rounds and Table C do not count.

4. Any rider may qualify for a number of heights, but only one height at a single event. 5. Where the combination has competed in multi classes at an Open day, Q’s will only be awarded for the

highest height class. A maximum of 3 Q’s may be achieved at any single event. 6. At State Championships horse/rider combination will compete at the highest height for which they have

qualified. 7. A horse may be ridden by a different rider (as per PCAQ rules), but not on the same day, and that

horse/rider combination may also gain qualifying results in the same or different heights. 8. For State Championships, previous qualifications will be accepted for riders turning 13 years of age,

after the close of nominations. However, horse/rider combinations in this situation are allowed to ride HC (taking part in all second rounds as applicable) in the new age group/height for up to 3 months preceding turning 13 years to gain experience at the new level prior to the State Event. If the combination qualifies under these conditions all qualifying rounds will be accepted.

9. One HC Performance will count as a Q. Showjumping: Overall Awards At Official days where trophies, sashes and awards are made to overall winners, these are based on points. 10 points for 1st descending to point to 1 point for 10th. Awarding Overall Championships is not mandatory. If awarded it is recommended that trophies offered could increase in value/importance as the heights increase.

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The Organising Committee is not required to give an award of the same value to the overall winner of any class with less than three riders, but this situation should not arise now that the groups are combined when there are less than three riders. Whether rider/horse combination qualifies has no bearing on their places on the day. Jumping Equitation 1. Qualifying events are Official or Zone Championships or previous State Championship. 2. To gain a Q at any competition horse & rider must have obtained 55% in any 4 rounds regardless of

jumping penalties at any number of competitions. 3. The number of Q’s achieved at any competition will be recorded next to rider’s name in the results and

forwarded to PCQ. One 55% achieved = Q1, two 55% achieved = Q2. E.g. Annabelle achieved 55% or over in one round the result will show Q1.

4. State Championship nomination forms will have provision to show where 4Qs were obtained. 5. Whether rider/horse combination qualifies has no bearing on their places on the day. 6. Where a rider’s age necessitates going up an age group, or from 12 & Under to graded competition,

before the State Championship, horse & rider combinations who have qualified as above will be considered qualified to compete at the new level. Any one turning 13 years or going up a grade after the close of nominations, previous qualification will be accepted.

7. One HC Performance will count as a Q1.

Dressage 1. Qualifying events are Official or Zone Championships or previous State Championship. 2. To gain a Q at any competition horse & rider must have obtained 55% in any 4 tests at any number of

competitions. 3. The number of Q’s achieved at any competition will be recorded next to rider’s name in the results

forwarded to PCQ. One 55% achieved = Q1, two 55% achieved = Q2. i. E.g. Emma achieved 55% or over in two tests Her result will show Q2.

4. State Championship nomination forms will have provision to show where 4Qs were obtained. 5. Riders 10 years & under, 12 years & under, 13 years & Under 26 years must have their horse

registered & produce the card at all competitions to ensure they will be competing in the correct group. Nominations that do not have Registration No. entered and do not have performance card on the day will compete HC

6. Whether rider/horse combination qualifies has no bearing on their places on the day. 7. Where a rider’s age necessitates going up an age group, or from 12 & under to graded competition,

before the State Championship, horse & rider combinations who have qualified as above will be considered qualified to compete at the new level. Any one turning 13 years or going up a grade after the close of nominations, previous qualification will be accepted.

8. One HC Performance will count as a Q1. Combined Training 1. Qualifying events are Official or Zone Championships or previous State Championship. 2. To gain a Q at any competition, horse & rider must have obtained a Dressage score of 50% or more

AND NO MORE THAN 4 Showjumping penalties (June 2012) in the Showjumping phase. 3. A Q obtained at any competition will be recorded next to the rider’s name in the results forwarded to

PCQ. 4. State Championship nomination forms will have provision to show where 2Qs were obtained. 5. Riders 10 years & under, 12 years & under, 13 years & under 26 years must have their horse

registered & produce the card at all competitions to ensure they will be competing in the correct group. Nominations that do not have Registration number entered and do not have performance card on the day will compete HC.

6. Whether rider/horse combination qualifies has no bearing on their places on the day. 7. Where a rider’s age necessitates going up an age group, or from 12 & under to graded competition,

before the State Championship, horse & rider combinations who have qualified as above will be considered qualified to compete at the new level. Any one turning 13 years or going up a grade after the close of nominations, previous qualification will be accepted.

8. One HC Performance will count as a Q1.

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Horse Trials 1. Qualifying events are Official or Zone Championships, previous State Championship or EA Official

Competitions. 2. To gain a Q at any competition, horse & rider must have a dressage score of 50% or more, with 20

jumping penalties or less in the cross country phase, in at least two (2) competitions. One of which is to be a Pony Club Official ODE or a Pony Club Zone Championship ODE; the other may be the previous year’s Pony Club State Event or an EA Official Event.

3. A Q obtained at any competition will be recorded next to the rider’s name in the results forwarded to PCQ If using an EA event for the second qualifier, a copy of the official results should be forwarded with the nomination.

4. State Championship nomination forms will have provision to show where 2Qs were obtained. 5. Riders 13yo & U26 must have their horse registered & produce the card at all pony club competitions to

ensure they will be competing in the correct group. Nominations that do not have Registration Number entered and do not have performance card on the day will compete HC.

6. Whether rider/horse combination qualifies has no bearing on their places on the day. 7. Where a rider’s age necessitates going up an age group, or from 12 & under to graded competition,

before the State Championship, horse & rider combinations who have qualified as above will be considered qualified to compete at the new level. Any one turning 13 years or going up a grade after the close of nominations, previous qualification will be accepted.

8. One HC Performance will count as a Q1. Sporting Times achieved at previous State Event (or as directed by the Sporting Sub-Committee) are given as a Guideline only. The rider should be able to achieve times within two (2) seconds of these qualifying times. Formal Gymkhana Top five (5) placing at a Formal Gymkhana run by a Club or top ten (10) placing at Zone Formal Gymkhana. Campdraft 1. Rider’s minimum age is 12 years of age 2. Riders must have competed and placed at two (2) separate competitions in the previous (12) months

and obtained a score in all sections of a campdraft (either pony club or non-pony club) and have scores of 60 plus on two (2) occasions. These qualifications may be obtained on different horses.

3. Riders must supply a legible copy of both sides of their registration card when nominating and produce the card at the event, showing that they have satisfied the criteria in point 2 above. Achievements meeting the criteria obtained at the previous year’s State event are eligible as one qualifier.

4. Whether rider/horse combination qualifies has no bearing on their places on the day. 5. Where a rider’s age necessitates going up an age group, before the State Championship, horse & rider

combinations who have qualified as above will be considered qualified to compete at the new level. Any one going up an age after the close of nominations, previous qualification will be accepted.

ADDITIONAL CRITERIA WHICH APPLIES TO ALL DISCIPLINES: 1. To count as a Qualifying Event, Zone Championships must be run in the same format as a State Event

and have been applied for and approved by the relevant PCQ Sub-Committee. 2. Qualifying and grading will be at the close of nominations. 3. To attend a State Championship, all riders 13 years & over are required to hold a minimum “C”

Proficiency Certificate or Level C Instructor’s certificate (Aug.09), all riders under 13 years are required to hold a minimum “D” Proficiency Certificate (Aug.10). A photocopy of the Certificate will be required with the nomination.

4. All riders nominating must have attended at least TWO musters (rallies) in the past twelve months at their club or previous club, in the case of transfers, or club where they are attending as an ‘honorary’ member because of education or work commitments.

5. Zone Secretary and/or Zone Delegate to check qualifying criteria have been met, (or if extenuating circumstances apply) also that a copy of proficiency certificate is attached and attendance requirements verified, before sending in nominations.

6. Club Secretary to check all requirements for nomination are complete and correct before forwarding to zone. Riders to complete nomination correctly as incomplete forms will be returned. Riders found not to be qualified may be stopped from competing.

7. One acceptable HC round will count as a Q1.

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8. “Pending” Qualifications will no longer be allowed (refer also extenuating circumstances). EXTENUATING CIRCUMSTANCES On a case by case basis, where there are genuine extenuating circumstances for non-qualifying, rider may apply to a Zone Committee made up of Zone Chief Instructor, Zone President and/or Secretary plus the discipline delegate to the PCQ Sub-Committee. This committee will recommend whether or not the rider/horse combination is of sufficient standard to compete. Injured horse or substitution of horse Refer Extenuating Circumstances above. The same Zone Committee - being satisfied that the horse originally qualified and nominated is unable to compete - would approve any substitution of horse after due consideration and agreement on whether such horse is of sufficient standard to compete in its nominated group. Special Consideration Where a 12 & Under rider will move to graded competition after the close of nomination, he/she will be allowed to ride HC (taking part in all second rounds as applicable) in the new grade for up to 3 months preceding turning 13 years to gain experience at the new level prior to the State Event.

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HOLDING A STATE EVENT Pony Club Queensland conducts three State Events that include the State Championships for the various major disciplines, taught and competed at, in Pony Club. The events are held on rotation around the three areas of the State, being Southern, Central and Northern Areas. The intent being to give riders from throughout Queensland opportunities to participate at State Level Competition in their chosen discipline. Zones and Clubs from around the State also have the opportunity to participate by hosting these events on behalf of PCQ. PROCESS Application

1. Application form distributed in a PCQ Newsletter. 2. Application must be completed in full and all relevant information/documentation supplied. 3. The check list, which is distributed with the nomination form, must also be completed and

signed by a member of the Chief Instructors Panel following inspection of the venue/s. Events may be held at different venues, but they must be in close proximity and the events are to be held on consecutive days. Locations for State Events If necessary, a postal ballot will be held between applicants for the three events: Showjumping and Jumping Equitation; Dressage, Combined Training and Horse Trials; and the Sporting, Campdraft, Formal Gymkhana and Mounted Games events, which will go out at the same time as ballots for elected office bearers. The CIP is responsible for the allocation of the ODE Championship, which may be held at a different venue from the Dressage and Combined Championships, should conditions warrant this consideration. The successful applicants will be announced at the PCQ AGM and each applicant will be advised in writing by PCQ. They will be provided with an information kit to assist with running the event. Rules For State Events The Competition Rules are found in the PCQ rule book for each discipline. These books are available for purchase from PCQ or may downloaded from PCQ website. Details regarding each Championship are outlined on the nomination forms sent out by PCQ well before the event. PCQ will provide:

1. Nomination forms to all Clubs and Zones 2. All replica trophies and Medallions 3.Financial assistance from PCQ will be provided towards the cost of running a State Event: ▪ Showjumping & Jumping Equitation $2.500 ▪ Sporting/Campdraft/Mounted Games, Gymkhana $2,500 ▪ Dressage/ Combined Training $2,500 ▪ Horse Trials* $1,500

(*Also get $1,000 subsidy for Cross Country Course) Entry fees are paid directly to the Organising Committee and are to be used to help fund the event. Payment of PCQ subsidy PCQ, through NPSR State Development Funding, provides a subsidy towards the cost of conducting State Events. This will be made, when qualifying criteria set by the PCQ Management Committee have been met as follows:

▪ Names of the officials and organisers supplied and approved by PCQ ▪ Program provided and approved by PCQ.

In addition, PCQ will also meet 100% of the travelling costs and accommodation of the Judge-in-Chief, Technical Delegate and Official Scorer. PCQ will advise the host club/zone how to claim this subsidy. After the event, all results, equipment /trophies etc are to be returned to PCQ as soon as possible.

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CRITERIA FOR HOLDING A STATE EVENT Before being eligible to host State Events, organisers should have recently conducted two similar official events in that discipline. Venues Must be inspected by a member of the State CIP, and the completed and signed form, regarding such inspection, must be forwarded with the application to hold the event.

Facilities Refer to Checklist, which must be completed and signed by a member of the State CIP. Catering The host club/zone must be able to cater for all meals (incl breakfast if necessary) and have a dining area set aside for official judges and stewards. Equipment It is the responsibility of the host club/zone to supply all necessary equipment which is to be of a standard to comply with PCQ rules and of sufficient quantity to build all necessary courses to guarantee the smooth efficient running of the event. This includes all flags, numbers and timing equipment. Accommodation for Officials Suitable accommodation and meals for officials are to be provided by the organising committee. Sashes/Replica Trophies The host zone/club is responsible for supply of all sashes and replica trophies. PCQ will provide a list of requirements for each particular State event. Personnel The applicants must be able to supply the majority of personnel including stewards, time keepers, gear check stewards, ring announcer, scorers and any others deemed necessary for the conduct of the event. Please remember medical/first aid responsibilities require the presence of an ambulance, doctor, certificated nurse, St. John’s ambulance personnel or, as a minimum requirement, a person holding a current senior first aid certificate. The First Aid person must have no other duties and should wear a clearly visible armband or bib designating this duty. A First Aid station must be provided. In the case of horse trials, both the showjumping and cross-country phases are to have separate first aid personnel. Emergency vehicles must be able to access all parts of the ground. Local ambulance and hospital must be advised of the location of the event. Riders who have fallen are to be assessed by First Aid Personnel before continuing the event. The Organising Committee must arrange adequate communication involving all emergency services, officials and cross-country crash crew (i.e. two-way radios). Stock for Campdraft Applicants will have to supply cattle of suitable type and quantity for the various age groups competing. Organisers should check with the Sporting and Campdraft sub-committee on this point. Charges Refer to "Application to hold State Events" Applicants must submit with their application a schedule of all proposed charges such as stabling, camping and entry fee (including charges for evening functions) which will be subject to approval at PCQ Management Committee meeting. All of the charges will be finalised and included on the nomination form when it is time for nominations to be sent out.

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Refund of Nominations Prior nominations will be refunded providing the Organising Body is advised of the scratching in writing or by telephone before the commencement of the event. A written request for a refund of nomination, including a vet or doctor’s certificate to be received by the organising committee within one week of the event. 10% of the entry fee may be retained by the organising committee to cover administration costs. Insurance Note: State Events are authorised Pony Club activity, and as such, are covered by PCQ Insurance policies, i.e. Public Liability, Personal Accident, Professional Indemnity, Elected Officers, and Voluntary Workers. Separate Cover should be put in place for the cattle used in the Campdraft and any other insurance not covered by PCQ policy. This will be at the expense of the Event organisers. Organisers should also ensure they have a Biosecurity Plan and Contingency Plans in place for the Event.

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RECENT DISCIPLINE INTRODUCTIONS Short Course Eventing Designed to assist clubs to introduce their members to the sport of horse trials when they may not have access to a full course of obstacles and distance required. Short Course Eventing is run under the same rules and regulations as Horse Trials with a few amendments, as follows: Cross Country Phase:

• Distance 1,000 metres • No of Obstacles - 12 to 20 for all groups • Maximum number of showjumps to non-showjumps (fixed or portable) – 40% • Minimum number of non-showjumps – 60%

Heights Times (due to restricted space, will be conducted at) Beginners 60cm 300mpm Intro/12&U 80cm 350mpm Prelim 95cm 400mpm

Dressage Phase: no changes Showjump Phase: no changes Penalties on C/C course, same as for Horse Trials, with addition of rail knocked down on showjump obstacles: 4 penalties

Tetrathalon Now included as part of the Pony Club Australia’s National Competition. The Aim of the Pony Club Tetrathlon is to provide participants with a challenging competition requiring sound practical horsemastership and general athletic ability. The Event consists of four phases; Riding, Running, Swimming and Shooting (laser) and is held over one to four consecutive days. The competition may be run either as Individual or Teams event. Teams will consist of 6 individual competitors; each individual competitor will be awarded an overall score for the competition with top 3 scores to count. During the 2017 Nationals in Toowoomba, PCA ran the following classes:

Age Group at 1st January Run # Swim # Shoot Jump Maximum

Seniors 17-25 years 3000m 200m Laser pistols 10m 90cm

Juniors 13-16 years 2000m 200m Laser pistols 10m 85cm

Sub-Juniors 10-12 years 1000m 100m Laser pistols 10m 80cm

# Scoring based on participant’s result compared to optimum time for their age group All teams are mixed genders with a maximum of 3 males per team. All teams have the opportunity to practice with laser pistols prior to competition. A license is not required to use laser pistols in Queensland. The scoring system is similar to the modern Pentathlon method in that competitors score positive points according to the standard of their performance in each phase. In the running, swimming and riding phases, competitors having marks deducted according to their performance standard. In the shooting phase, positive marks are awarded for shots on target. Ideally, each phase should have an equal influence on the final result (except riding should have slightly more weight). Stockman’s Challenge Run under Australian Stockman’s Challenge Association Rules as they pertain to Pony Club. Two phase competition comprising of Dry Work and Cattle Work as the recommended standard competition.

1. Committees may include Two Handed Cutting or Working Cow Horse at their discretion.

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• This event is to be ridden two handed. There will be no penalty for the use of one hand e.g. at a walk during herd work, cutting, cracking whip, or at entry or leaving arena.

2. Classes of Competition • State Campdrafting Championships: Under 12 years - Dry Pattern

3. Finals • Challenges with up to 50 competitors have a final for the ten highest scoring horse and

rider combinations. For every ten riders over 50 the next highest scoring competitor is to be included in the final.

• In the event of a tie for first place a run off should be held over all phases of the competition.

• It is not compulsory to hold a final. Dry Work A dry work pattern may consist of the following variation of gaits: such as walk, trot, canter, fast canter and/or gallop, lead changes (simple or flying), at least one spin each way, one roll back each way, back up, stops, circles and whip cracking. It is suggested that committees use one of the patterns approved by the Australian Stockman’s Challenge Association. The judge may deviate from the traditional order of the performance and he/she may also deviate from the exact printed pattern due to arena conditions.

Small Arena Campdrafting Small Arena campdrafting is conducted under the same rules as Large Arena Campdrafting. The recommended minimum width of the arena will be 40 metres and the recommended minimum length will be 70 metres. Comments: Any work using the arena fence and work taking the beast outside the course proper and returning to commence the course will be penalised and judged accordingly in horse work points. It will be up to the judge to determine when a rider has lost control and end the work. Riotous or other behaviour at any PCQ Campdraft is considered a civil matter and should be dealt with by the appropriate authorities. Team Penning As per Pony Club Team Penning Rules the arena is set up in two (2) sections, with a pen set up as per ATPA dimensions and placement at one end. A White line is drawn separating cattle & riders. This is used as the cattle line. The Judge gives the team the signal to cross the line and will give them their designated colour/number once the first rider crosses the cattle line. Time commences at this point. Team has a designated time, which is advised prior to the event, in which to complete event with three (3) or less head penned. A warning whistle is sounded when the team has thirty (30) seconds remaining. Time will be advised prior to the commencement of the event. No more than five (5) head of cattle are allowed at any time over the pen side of the line. If there are more than five (5) head of cattle the team is disqualified. Once all three (3) head of designated cattle have crossed to the pen side of the line, all three (3) riders MUST cross to pen side of line as soon as practical and pen the cattle, no rider can then cross back over to the herd side of the line, this results in disqualification. If only one (1) or two (2) head of designated cattle are over the line, then the three (3) riders may recross the line, in a manner deemed to be acceptable by the Judge.

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Stockman’s Polo Stockman’s Polo (three on three) is a uniquely developed Australian Game that is played in an arena with two x three player teams; each player uses a mallet with the aim to knock an inflatable rubber ball through the other team’s goal. TEAMS Teams shall consist of 4 players:

▪ One Centre ▪ One Goal Defender ▪ One Goal Attack ▪ One Reserve

Game will consist of 4 chukkas played no less than 10 minutes apart. Centres can play centre zones only. Goal Attack and Defender can only play in opposite zones. Crossing zones will result in a penalty. Reserves can only be called in on a timeout or goal. Centres cannot enter either end zone. No player can enter the centre zone before the ball is put into play. The player’s horse shall not be in a forward motion at hit off (penalty, loss of ball). Team play (blocking) is allowed. Undue rough play is not allowed.

Tent Pegging Tent pegging is an exciting and skilful horse sport, and like dressage, show jumping and eventing, has its origins in the military. The first Australian civilian tent pegging team was formed in Deniliquin in N.S.W. in 1964. Following this, several other teams were formed and tent pegging competitions are now held regularly each year, bound by the rules of the Australian Tent Pegging Association formed in 1981. The Event The competitor approaches the start flag at Marker A on the course and comes to a halt. Salutes the judge by raising the sword to the front, at shoulder height in a vertical line with the arm held straight out to full length. If a lance is used, the butt of the lance is held on the rider’s foot/boot and the lance is held at shoulder height by the rider’s hand. For the salute it is thrust forward at shoulder height with the butt remaining on the rider’s boot. Once the salute is complete, the arm is brought to the recover position. When the judge is ready, they will then signal for the competitor to commence the run. No runs are to be commenced without the signal from the judge. The competitor commences the run and follows all the drill procedures that are required in this event. The competitor picks up the line of the peg and commences into a hand gallop. The emphasis is to attain full gallop before or at marker B riding a line that will take them to about 45 centimetres to the left or right of the peg depending on the rider’s master hand. To the left for right handers and to the right for left handers. The strike – the instant the peg is struck with the point of the sword/lance, the eye of the rider will be on the peg and the point of the sword/lance. As the peg is passed, the arm is kept straight and the sword/lance is allowed to at least swing back to the horizontal position behind the rider before being brought back to the front with a graceful underhand sweep and returned to the slope. The rider follows the tip of the sword/lance with their eyes at all times in this action. The gallop is maintained until the F marker and then returned to the halt at the end of the course. The sword is still at the slope position and the halt maintained briefly before the competitor leaves the course. The same applies for the lance, except that it is returned to the boot of the rider in the recovery position. Judging commences as soon as the run has begun and continues until the halt at the other end of the course.

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School Horse Sports A joint initiative between registered schools and PCQ. School students who are registered financial pony club member will be eligible to represent their school in a team. If a School is low in numbers, then combined Schools are permitted. A Team Manager is appointed for each School Team and is responsible for student supervision and behaviour on the day of competition. The Champion School is the one with the highest accumulated score of their top 4 riders. All events will be conducted under PCQ Rules and Regulations in conjunction with School Horse Sport Terms and Conditions. A recommended program is available in PCQ Sporting and Campdraft Rule Book.

Quiz Pony Club Quiz has been a part of the International Event for sometime, however 2017 was the first time that the Pony Club Quiz was also part of the National Competition. The Quiz is conducted under two classes, both comprised of written questions, oral questions and hands-on challenges. Classes Seniors 17 - 25 years, mixed gender team of 4 with best 3 scores counted

Each team member to have at least a C* certificate Juniors 10 -16 years, mixed gender team of 4 with best 3 scores counted

Each team member to have D, D*, C or C* certificate.

Entries will be accepted from all States and the Quiz team will be selected based on knowledge and ability. Applicants receive a selection test early in the year of the competition. Expressions of interest are invited for the rider/quiz competitor roles through Pony Club Australia. Full rules and details are available through PCA PCQ will be developing the Pony Club Quiz and is looking to incorporate it at State level events in the future.

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INTERSTATE TEAM SELECTION Every year, PCQ is invited to send a team of riders to compete in State Championships in NSW. Dates for these events are given in the "Calendar of Events" printed in the PCQ Newsletter. Nomination forms for these teams are sent to Club secretaries at least 2 months before the closing date of the event. Members who would like to nominate should contact their Club Secretary to get the nomination form, which should be completed in full, signed by the club secretary and chief instructor and returned to PCQ before the closing date. NB: It is very advisable to check the requirements of other States with regards to Hendra vaccination before commencing plans to travel and compete interstate. Minimum Criteria For Interstate Selection 1. All applicants must be a financial member of PCQ 2. Have attended at least three rally/muster days during the past twelve months. Nominations Must:

1. Be received by PCQ by the closing date 2. Be signed by the Club Secretary 3. Be accompanied by clear copies of performance cards, and/or details of performances

achieved on the nominated horse in the past 12 months. Selection Selection for teams is made by the appropriate sub-committee, taking into account performance details submitted and their own observations of the horse and rider at State Events and official days. The decision of the Selection Committee is final and no debate will be allowed. A Team Manager is recommended by the CIP to the Management Committee for approval. Members are reminded that these are PONY CLUB teams, so emphasis is placed on performance at Pony Club State Events and Official Days. Acceptance Acceptance forms, together with other relevant details, are sent to the selected riders. These must be returned by the date indicated with fees as set out on the form. Riders signing acceptance of team membership agree to accept decisions of the Team Manager/s regarding training and travel to competition. State Team uniform must be worn, details of which are supplied to team members. Please note that for competition in NSW, riders must wear a helmet approved to AS/NZ 3838. Approaches to the host organising committee of the event, for any reason, may only be made through the Team Manager, not by individual riders or parents. PCA NATIONAL COMPETITION National competition – Junior Mounted Games are held every year –National Championships are held every two years, including the Olympic disciplines, Tetrathlon, Quiz and senior mounted games. Venues for the National Championship in 2013 was Western Australia; in 2015 South Australia and in 2017 Queensland was the host state. 2019 National Championships will be held in New South Wales. Information about the National Titles are circulated to our Clubs through the PCA and PCQ Newsletters.

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INTERNATIONAL QUIZ Quiz Team consists of 4 members, aged 16 years and over at 1/1/2018 with at least a C certificate. Entries will be accepted from all states and the Quiz team will be selected based on knowledge and ability. Applicants receive a selection test early in the year of the competition. Expressions of interest are invited for the rider/quiz competitor roles through Pony Club Australia.

INTERPACIFIC PONY CLUB EXCHANGE History The idea of Inter Pacific Pony Club Exchange originated from a visit in 1960 of Victorian and New South Wales Pony Club members to the Pebble Beach Pony Club in California. This first "exchange" was such a success that the Pony Club Association of Victoria issued an invitation to the USA, Canada, New Zealand and all Australian States to participate in an "exchange" in Victoria in 1961. During this visit the first Inter Pacific Committee was formed. It was agreed that exchanges should take place every second year. The Purpose of these Exchanges is to enable Pony Club members of different countries, bonded together by their strong common interest, to visit each other, to become friends, to learn about each other's countries and customs and exchange ideas especially about horses and the various methods of riding, training and caring for them. The exchange happens every two years and consists of a month long tour of the host country, visiting various areas and various Pony Clubs. The teams also participate in two competitions and spend many hours in training for the competitions. One competition is the Horse Trials, a three phase combined event consisting of Dressage, Cross Country Jumping and Showjumping. The teams for this event are scrambled, that is, teams are made up of one member from each country. They compete for the "Kangaroo Cup". The other competition is a Teams Showjumping Event for the "Goodwill Trophy". The teams from each country compete against each other under Nations Cup Rules. Since their inception, Qld Riders in the Inter Pacific Exchanges have competed in: 1963 Canada Ron Patterson 1991 Australia Tracey Nazzari

1965 USA John Mawhinney 1993 Canada David Mawhinney

1967 New Zealand Alan Harding 1995 Japan Sophie Clarke

1969 Australia Norman Miller 1997 Hong Kong Toni Rolfe

1971 Canada Peter Richardson 1999 USA Travis Templar

1973 Japan 2001 New Zealand Rachel Morland

1975 USA Malcolm Andrews 2003 Australia Laura Blay

1977 New Zealand Raymond Stacey 2005 Canada Claire Bondfield

1979 Australia David Green 2007 USA Ayla McIntyre

1981 Canada Stephen Andrews 2009 Hong Kong Elise Norman Hunkin

1983 Japan Jenny Poole (Sillitoe) 2011 New Zealand Tamara Bondfield

1985 Gt Britain Stephen Stacey 2013 Queensland Kathleen Barnes

1987 Hong Kong Gregory Watson 2015 Canada Jaydn Bromley

1989 New Zealand Shiranne Richards 2017 America Blake Jones

In 2013 Queensland hosted The Interpacific Exchange : both the Kangaroo Cup, a Combined Training Competition, and the Nations Cup were won by Australia.

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In 2017 the Inter-Pacific Exchange was held in North and South Carolina from June 28 until July 12, Riders from WA, NSW, Queensland and Victoria were selected to compete. Riders must have obtained their B certificate and be aged up to 25 years by 1st January to be eligible to compete in the Inter Pacific.

INTERNATIONAL MOUNTED GAMES Every year, Australia participates in the International Mounted Games Exchange. The primary objective of such visits is the meeting, exchange of views and better understanding between Pony Club members from the Nations taking part, and to broaden the scope of the Pony Club Movement. Competition is restricted to Australia, Canada, Great Britain and the United States of America. It has been agreed that it would not be practical financially to extend the exchange formula beyond the present four Nations, in the foreseeable future. * The host nation may invite a fifth country for a one -time exception. As with the InterPacific Exchange, Queensland is part of the roster of states eligible to nominate a rider. Good sportsmanship, team spirit and the ability to cheerfully participate in all activities planned either by the hosting Nation or their Coach and Chaperone is of paramount importance when selecting team riders. An acceptable code of behaviour is expected. Where possible, Mounted Games Competitions are to be scheduled during the months of July and August. Exchanges are to be no longer than 14 days.

Queensland Representatives for the International Mounted Games have been:

1989 USA Cameron Richardson 2003 Canada Tahlee Hind

1990 Gt Britain Karen Hession 2004 not eligible

1991 Canada Karen Hession 2005 Australia Jace Thomson

1992 USA Brett Warren 2006 not eligible

1993 not eligible 2007 not eligible

1994 Australia Anthony Everingham 2008 not eligible

1995 USA Tracy Godden 2009 not eligible

1996 Canada Trent Lindsay 2010 not eligible

1997 not eligible 2011 not eligible

1998 USA Ryan Sainsbury 2012 Australia Leteesha Lindsay

1999 Australia Noel Missingham 2013 Canada Gina Youles

2000 not eligible 2015 Victoria Amanda Mills

2001 USA Natalie Burns 2017 Canada Chase Naylor

2002 UK Kylie Robertson

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INSTRUCTIONAL ORGANISATION

STATE COACHING PANEL The operations of the State Chief Instructors Panel and the appointment of the State Chief Instructor and Deputy Chief Instructor have been developed from the following extract from the Pony Club Association of Queensland Inc Constitution. Structure: The State Coaching Panel shall consist of the State Director of Coaching, Assistant Director/s of Coaching and the State Coaching Panel. The State Director of Coaching and Assistant Director/s of Coaching are appointed annually by the Management Committee on the recommendation of members of the State Coaching Panel. Members of the State Coaching Panel: i) Appointment to the State Coaching Panel is by the Management Committee on the

recommendation of the State Director of Coaching in agreement with the existing members of the State Coaching Panel.

ii) Recommendations for State Coaching Panel may come to the Management Committee from: (a) State Director of Coaching and existing members of the State Coaching Panel (b) Zones (c) Clubs Prospective Members of the CIP, are observed over a period of time, by existing members of the CIP, at seminars, schools and during other activities. When appointed, new members are called Assistants and serve a 2 years probationary period.

(iii) The duties of the Committee are: (a) To meet at least twice a year and at other times as necessary. (b) To organise, arrange and control all matters of instruction with the Rules and By Laws of the Association on behalf of the Management Committee.

(iv) The members of the State Coaching Panel of the Association may participate in a meeting of the Instructional Panel by means of a conference telephone call or other telecommunications

(v) The State Director of Coaching and Assistant Directors’ of Coaching are appointed each year prior to the Annual General Meeting by the State Coaching Panel, which is to be submitted to the Management Committee for ratification.

Duties of Members of the State Chief Instructors Panel • Administer all matters of instruction throughout the State. • Recommend to the PCQ Management Committee the appointment of assistants to the Chief

Instructors Panel, Regional Directors of Coaching and Regional Panels. • Approve appointment of Zone Chief Instructors in consultation with the Zones. • Recommend to the PCQ Management Committee the issue of and recall of Instructors

Certificates. • Recommend to the PCQ Management Committee the issue of and recall of PCQ Specialist

Coaches/Instructors • Where considered appropriate, conduct training schools for the members of Interstate Teams. • Oversee the efficient running of all State Events by approving Officials, Judges, Judge-In-Chief,

Scorer etc through the relevant PCQ Sub-Committee. • Assess ‘A’ Proficiency Certificate Candidates. • Responsible for the standard of riders in Interstate Teams through the respective Sub-

Committee. • Recommend to the PCQ Management Committee a representative to the PCA Coaching

Committee. • Selection of International Representatives.

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Members Of The State Chief Instructors Panel The following appointments to the Chief Instructors’ Panel are current for 2018

Name Phone Mobile Region

Mr Michael Carlson (State Chief Instructor) 0417 746 436 South East

Mrs Tracey Camilleri (Deputy) 4954 0737 Central

Mr Raymond Stacey (Deputy) 0429 872 855 Southern

Mrs Jan Morland 5573 1334 South East

Bridgette Bennett 5573 2432 South East

Rachel Lornie 0418 645 708 South East

Mrs Carol Paterson 4653 1359 Southern

Mrs Sue Bondfield 4661 2241 Southern

Danae O’Keefe 4697 1225 Southern

Mrs Stephanie Commens 0429 700 593 Southern

Mrs Di Elder 4657 4524 Far West

Mrs Merril Mawhinney 5483 1152 Far West

Mrs Grace Brodie 4627 3432 Western

Mrs Beryl Burkhardt 5483 3788 Burnett

Ms Megan Wray 0402 470 616 Burnett

Mrs Lyn Coombe 4997 1134 Capricornia

Mrs Margaret Campbell 4937 1312 Capricornia

Mrs Jenny Murphy 4958 1533 Central

Mr Raymond Kelley 0429 790 082 Northern

Mr Ian Hobbs 4777 2116 Northern

Mrs Sarah Standen 4067 6003 Far North

Mrs Stacey Locastro 4063 2721 Far North

Gay Dempsey 0428 844 641 Western

Heather Atherton 4658 9370 0408 844 300 North West

PCQ INSTRUCTIONAL ORGANISATION: STRUCTURE State Chief Instructors Panel (CIP) - appointed by and report to the PCQ Management Committee. The following positions on the CIP will be determined annually: • Chair – elected by the CIP (can be any CIP member but traditionally the State Chief Instructor,

and automatically after election becomes a member of the PCQ Executive Committee) • State Chief Instructor – recommended by the CIP members, appointed by the PCQ MC • Deputy Chief Instructor/s – recommended by the CIP members, appointed by the PCQ MC • Responsible for the organisation, arrangement and control of all matters of instruction across the

State

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REGIONAL DIRECTORS of COACHING and their appointed REGIONAL PANELS for 2018 are:

REGION & PANEL CONTACT REGION & PANEL CONTACT

SOUTH EAST REGION Zones: 1,2,3,26

Colour: Gold SOUTHERN REGION Zones: 4,21,28

Colour: Purple

Rachel Lornie (RD) Tonya Stocker Bridget Bennett Jane Bell Erika Woodland Jan Morland Natalie Anstey Michael Carlson

0418 645 708 5426 8499 5573 2432 5541 1455 3374 2630 5573 1334 3886 7312 0417 746 436

Danae O’Keefe (RD) Carol Paterson Rebecca Poole Stephanie Commens (McKay) Alice James Tamara Bondfield Raymond Stacey

0419 792 051 4653 1359 0419 362 233 0429 700 593 0411 248 289 0438 184 506 0429 872 855

FAR WEST REGION Zones: 12,13

Colour: WESTERN REGION Zones:5,20

Colour: Emerald

Di Elder (RD) Fax

Helen McKeller Cara Condie

4675 4524 4675 4632 4654 9142 4655 0190

Grace Brodie (RD) Gay Dempsey Patsy Cameron Di McIntyre Stephen Shepherd Edwina Keating Mark Tully

4927 3432 4623 7179 4626 5452 4669 4057 4665 5155 4627 3394 4623 1118

BURNETT REGION Zones 6,7,8,16;

Colour: Bright Red NORTH WEST REGION Zones: 14,23,25

Colour: Black

Megan Wray (RD) Beryl Burkhardt (Deputy) Barry Brunke John Golchert Sue Golchert Courtney Iker Judy Carsley Linda Page Bickley Christine Mumford Joy Hamilton Liz Lawlor Leah Frohloff

0402 470 616 5483 3788 4122 2756 4159 9218 0417 294 297 0448 807 889 0419 768 597 0400 114 437 0437 730 711 4162 4536 0438 507 797 0417 714 386

Heather Atherton (RD) Penny Anderson Ellen Fels Tricia Bischel John Mawhinney Rowena Murphy Shauna Royes Carly Cox Alison Read Judy Glen

4658 9370 4658 2751 4746 7246 4658 2512 0429 922 422 0407 030 006 4746 7666 0417 634 959 0429 701 336 4658 2566

CENTRAL REGION: Zones 15,10

Colour: Pale Blue CAPRICORNIA REGION: Zones: 27,9

Colour:

Jenny Murphy (RD) Claudette Rolfe Tracy Camilleri Kay Orr Helen Bayliss Jenni Smith Fay Hawke

4958 1533 4984 1278 4954 0737 4982 5124 0427 628 755 4935 9128 4958 1533

Heather Davidson (RD) Lyn Coombe Niki Ryan Kevin Rosenberg Ian Price Carolyn Jutila

0428 341 311 4997 1134 4934 1276 4927 2137 4934 1717 4987 7243

FAR NORTH REGION Zones: 18

Colour: NORTHERN REGION Zones: 11,22

Colour: Royal Blue

Sarah Standen (RD) Stacey Locastro Amelia Steblina Les Adams Julie Sheppard

4067 6003 4063 2721 0481 184 016 4093 2660 0417 379 900

Ian Hobbs (RD) Kay Keys Kevin Kelley Raymond Kelley

4777 2116 5751 3093 4776 3444 0429 790 082

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REGIONAL DIRECTORS of COACHING and REGIONAL PANELS For Instructional purposes, the State is divided into 10 Regions, each with a Regional Director of Coaching reporting to the Chief Instructors’ Panel.

Regional Directors of Coaching Appointment of Regional Directors of Coaching; • RDC’s appointed on recommendation to the State Chief Instructors Panel, by the existing RDC,

in consultation with Regional Coaching Panel Members. • This recommendation is forwarded to the PCQ Management Committee for acceptance.

Regional Directors of Coaching are supported by their individual Regional Coaching Panels, who are not necessarily CIP members, but must be current instructors.

Regional Coaching Panels Members are appointed by the CIP, on the recommendation of the Regional Director. Duties/Role of Regional Directors of Coaching (RDC) The RDC, under the guidance of the State Chief Instructor, is responsible for: • All matters concerning instruction in his/her Region. • Liaison with Zones in their Region to organise and assist with General Schools and Assessments. • Assist Coaches to develop their skills, riding ability and coaching techniques. • Organising specialist courses such as Course Design, Judges Clinics and Technical Delegate

Courses. • Organising Regional Training Squads. • Assisting Regional Panels in aspects of Coaching and Officiating at events. • Assist members of the State Chef Instructors’ Panel with NCAS courses and assessments. ZONE CHIEF INSTRUCTORS and ZONE COACHING PANELS Zone Chief Instructors: Zone Chief instructors report to Regional Director of Coaching, the CIP and Zone Management Committee. Appointment of Zone Chief Instructors • The highest ranking Instructor in the Zone is automatically the Zone Chief instructor. This person

should be at least PCQ Level B or above (ie Level A or CIP). • If that Instructor declines the nomination or is unable to carry out the duties associated with the

position, the Zone Instructors elect another person from amongst their ranks. • Where there are 2 or more Instructors on the same level, all Instructors elect the Chief Instructor

from those eligible at an instructors meeting held prior to the AGM. • Where there is an equality of votes, the Zone President will have the casting vote. • This position is not a Zone Management Committee appointment, however it is recommended that

the Zone CI does hold a position on the Management Committee such as Vice president. • To be renewed yearly before the Zone AGM and takes effect from the Zone AGM, appointee to

fulfil the role, duties, and responsibilities as outlined for ZCI. • Zone to advise PCQ each year of the name of their ZCI. Zone Coaching Panels • Each club to send Club Chief Instructor/appointee to attend Zone Instructors Meeting at which

time the ZCI/Panel is elected. • If a Panel, rather than a single Zone CI (no one highest ranking) then a Chairperson is elected. • The results of the election are presented to the Zone Management Committee for ratification.

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Duties/Role of Zone Chief Instructor • Zone Instructors have additional duties associated with their Zone after fulfilling their club

requirements. • The Zone Chief Instructor to work with/through the guidance of the RDC for the general line of

instruction being given in the Zone. • Oversee the Zone in relation to Coaching issues. • ZCI is a special person who must carry out duties in a dignified manner; with good presentation,

and observing all PCQ Rules, Policies and By-laws. • Line of communication – ZCI should be in contact with the Club Chief Instructors in the Zones

and with the Regional Director of Coaching. • ZCI to assist with the preparation of instructor candidates for assessment. • Organise Junior Coaching Clinics, Instructor/Refresher Clinics and Technical Schools (eg

Course Design, Showjumping Judge, Dressage Judges, Jumping Equitation Judges etc) in consultation with the RDC.

• Maintain a list of club instructors and phone numbers within the Zone (supplied by Zone Secretary).

• ZCI to be involved in the running of the Zone (eg by regularly attending Zone Meetings) • Prepare and assess to Proficiency Certificate levels ‘K’, ‘B’ and ‘H’. The written paper should be

submitted for approval to the RDC. • Ensure the smooth and efficient running of Zone events and in some cases, when asked to do

so, the running of Official Events. • Assist new clubs in obtaining accredited coaches.

CLUB CHIEF INSTRUCTORS and CLUB INSTRUCTORS PANELS Club Chief Instructors: Club Chief Instructors report to their Zone Chief Instructor and Club Management Committee. Appointment of Club Chief Instructors: • The highest ranking Instructor in the Club is automatically the Club Chief instructor. This person

should be a minimum of Level C/NCAS 1 or Preliminary Coach working towards either level. • Where there are 2 or more Instructors on the same level, all Instructors elect the Chief Instructor

from those eligible at an instructors meeting held prior to the AGM. • If that Instructor declines the nomination or is unable to carry out the duties associated with the

position, the club instructors elect another person from amongst their ranks. • Where there is an equality of votes the Club President will have the casting vote. • The results of the election are presented to the Club Management Committee for ratification. • This position is not a Club Management Committee appointment, however it is recommended that

the Club CI does hold a position on the Management Committee such as Vice president. • To be renewed yearly before the Club AGM and takes effect from the Club AGM; appointee to fulfil

the role, duties, responsibilities as outline for Club CI. • Club to advise PCQ and Zone each year of the name of their Club CI. Club Coaching Panels: Club instructors report to and work with their Club Chief Instructor and Club Management Committee.

Duties/Role of Club Chief Instructors • The Club Chief Instructor is responsible for the general line of instruction within the Club. ▪ Organise rally/muster days to run smoothly and efficiently. ▪ Prepare candidates for Proficiency Certificates ‘E’ to ‘A’ ▪ Assess Proficiency Certificates ‘E’ to ‘D*’ (must be PCQ Level C and/or PCA NCAS Preliminary) ▪ Assess Proficiency Certificates ‘C’ and ‘’C*’ (must be PCQ Level C and/or PCA NCAS Level I) ▪ Regularly attend management committee meetings. ▪ Cannot charge their own club for instruction (applies to all instructors). ▪ Must be well presented and act in a professional manner. ▪ Responsibility to own club first, loyalty and dedication to all clubs. ▪ Attend a minimum of 25% of rally days at home club.

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▪ Appointment renewed yearly and attend refresher school every 2 years. ▪ Ensure the smooth and efficient running of Club and Inter-Club events. ▪ The Club CI must be PCQ level C or NCAS Level 1 or above and each club must have at least

one Instructor accredited with PCQ Level C or NCAS Level 1 or above.

HORSECARE OFFICERS • Management Committees should appoint a Horse Care Officer within their own Club. • This officer is responsible to monitor the general well-being of horses within their club. • Should this officer consider some action is needed regarding a particular horse, the Officer in

consultation with the Club Chief Instructor and Management Committee should advise the Parent or owner/rider.

COACHING ACCREDITATION STRUCTURE:

PCQ INSTRUCTORS and PCA NCAS COACHES

PCQ State Chief Instructors’ Panel

PCQ Level ‘A’ (no further certificates will be issued)

PCQ Level ‘B’ Instructor

PCA NCAS Level I Coach / PCQ Level ‘C Instructor

PCA NCAS Level 1 Mounted Games Specialist Coach

PCQ Specialist Level C Coach (in a particular discipline/s)

PCA NCAS Preliminary Coach

PCA Junior Coach

PCQ Level ‘O’ (introductory level below Instructor or coach)

• All Instructor accreditations are to be issued after assessment by a member of the State Chief Instructors Panel or appointee.

• Prior to issue the appointment must be approved by the PCQ Management Committee.

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PCQ INSTRUCTORS PCQ Instructor General Guidelines • All Instructor’s accreditations are to be issued after assessment by a member of the State CIP or

appointee. • PCQ Management Committee must approve the appointment the prior to its issue. • Candidates will be enrolled as trainees once the Workbook is ordered from PCQ and paid for by

their Club. • It is also imperative that all candidates who wish to complete their accreditation register for their

assessment prior to 1st September each year. This is to enable the Regional Director, in conjunction with the Zone CI, to organise assessment dates, venues and other requisites prior to the final process. The assessment registration will remain valid for up to 2 years.

To hold a PCQ Instructor’s Accreditation members must: • Be a financial member or financial life member of an affiliated Queensland club. • Minimum 17 years of age for PCQ Accreditation and 18 years of age for NCAS accreditation. • In the case of NCAS Junior Coaches, who should be 15 years and under 18 years. • If the candidate is approaching this birthday, they may attend the assessment at the discretion

of the Chief Instructor which, and if successful, the certificate is held by PCQ until they turn 17 or 18 years of age respectively.

• PCQ Accredited Level ‘C’, ‘B’ and ‘A’ instructors must attend a two (2) day Refresher Clinic every 2 years. It is however encouraged that one day every year may assist with remaining more current with changing practices.

• Failure to attend a Refresher will result in their accreditation reverting to a lesser accreditation until a Refresher is attended, after which the original accreditation will be reinstated. (That is a PCQ Level ‘C’ will revert to a PCQ Level ‘O’* PENDING and a PCQ Level ‘B’ will revert to a PCQ Level ‘C’* PENDING).

• All pony club coaches regardless of the level must attend 25% of muster/rally days at their home club each calendar year.

• The Club Management Committee, subject to approval by the PCQ Management Committee, appoints PCQ Instructors annually. If the club elects not to renew the instructor’s appointment, the holder will no longer be an instructor for that club, however they will retain their accreditation until the expiration of the current two year accreditation period.

• Abide by the Coaches Code of Ethics.

Level ‘O’ • Level ‘O’ is an orientation course designed to increase the level of Horsemastership knowledge. • Level ‘O’ is used as a tool to help keen parents know more about horses and the handling of

them in a safe manner. (Since 2006 the NCAS Preliminary is recommended above Level O) • Level ‘O’ assessment is usually conducted by Zones for their members Level ‘O’ Instructor Responsibilities: • Can only deliver lectures, not riding activities. • Do not have to do refreshers, but are encouraged to do so. • In an emergency, where a rally has been organised and no PCQ Level ‘C’, PCQ Level ‘B’,

PCA NCAS Preliminary or PCA NCAS Level I has turned up the PCQ Level ‘O’ can take an un-mounted rally, provided they keep to the level stated in the ‘O’ Level syllabus (no riding).

This must be noted in Club minutes that this has occurred.

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PCA NCAS COACH GENERAL GUIDELINES • Refer to NCAS guidelines below

Sportsmasters PCQ Sportsmasters ceased as of 1st January 2010. Clubs are encouraged to have their volunteers and members complete the PCA NCAS Preliminary Coaching accreditation. To help at a rally, an enrolled trainee coach can supervise novelty/sporting event practice under supervision.

Junior Coach • Available to riders 15 years and under 18 years who hold ‘C’ Proficiency Certificate or higher. • Junior Coaches are required to complete the PCA NCAS Preliminary Pony Club coaching

manual to gain their Junior Certificate but will not be awarded an NCAS accreditation until they are 18 years of age.

• Junior Coaches may teach groups at rallies or musters, while a currently qualified adult Pony Club Instructor is also present on the grounds and overseeing the rally or muster.

PCQ Level ‘C’ • PCQ Level ‘C’ certificates will be issued after the candidate has successfully completed all

sections of the PCQ Level ‘C’ Instructor Guidelines Manual and passed the relevant assessment. This manual is available from the PCQ Office upon the club making an application on the appropriate form.

• PCQ Level ‘O’ is not a pre-requisite for PCQ Level ‘C’. • PCQ Level ‘C’ instructors must attend a total of two (2) days, at Refresher Clinic, every 2 years.

PCQ Level ‘B’ • PCQ Level ‘B’ certificates will be issued after the candidate has successfully completed all

sections of the PCQ Level ‘B’ Instructor Guidelines Manual and passed the relevant assessment.

• This manual is available from the PCQ Office upon the club making an application on the appropriate form.

• PCQ Level ‘C’ or from 2011, PCA NCAS Level 1, is a pre-requisite for PCQ Level ‘B’.

Criteria and responsibilities of PCQ Level ‘B’: • To be an example to others • To have leadership qualities • To be able to take charge of a situation • To be able to work with others • To have above average presentation and use appropriate language • To assist Zone Chief Instructor • To abide by the Coaches Code of Ethics • To uphold the ideals and principles of Horsemastership and citizenship as outlined by

PCQ • To examine proficiency certificate candidates • Level B instructors must attend a total of two (2) days, at Refresher Clinic, every 2

years.

Additionally, candidates for PCQ Level B must have: • At least Gymkhana Level accreditation in Course building • Held PCQ Level ‘C’ or PCA NCAS Level 1 for a minimum period of 2 years • Have Judging accreditation in at least one of the following- Dressage, Showjumping or

Jumping Equitation PCA NCAS Preliminary

• PCA NCAS Preliminary certificates will be issued after the candidate has successfully completed all sections of the PCA NCAS Preliminary workbook and determined to be competent in all sections. These manuals are available from PCQ Office upon the club making an application on the appropriate form. Trainee coaches must be enrolled as PCA NCAS Preliminary trainees, which occurs when the workbook is ordered.

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Specialist PCQ Coach (Of Specific Discipline)

• Clubs may apply to have a member appointed a Specialist Coach, in their field of expertise, by completing the relevant application form and fulfilling the criteria below.

• The categories for specialist coach are: eventing, flatwork/dressage, campdraft, mounted games, and polocrosse. Examples: EA showjumping A/B grade or World Cup competitor, 3* eventing rider, Prix St George dressage rider, flatwork champion or winner at Royal Shows, winner at open level campdraft, mounted games representative at international level, state level polocrosse representative.

• The application should include a Recognised Prior Learning (RPL) form with as much detail as possible of the applicant’s experience and qualifications and the accreditation fee as prescribed by PCQ.

• The applicant is to complete a transition course for Specialist Instructors, which will include risk management, roles and responsibilities of a coach etc.

• The State Chief Instructors Panel will make a decision on whether the Specialist PCQ Coach accreditation should be awarded and make a recommendation to the PCQ Management Committee. Person/s holding Specialist PCQ Coach Accreditation may only teach in their specialist field. (Specialist PCQ Coach was previously known as Restricted Level C)

• PCQ specialist coach accreditations expire after one year and should be resubmitted by their club management committee and approved by the PCQ Management Committee each year. If the club does not reappoint the person the holder is not an instructor at that club but will continue to be a PCQ Specialist Coach until the expiration of the current year tenure.

PCQ Level ‘A’ • PCQ Level ‘A’ accreditation is no longer available. Those already holding PCQ Level ‘A’ are to

retain it until the person ceases to be financial or resigns. NOTE: PCQ Instructor-Examiners’ Certificates are no longer issued but holders of this certificate are still required to renew them each year in order to retain this.

PCQ INSTRUCTOR ACCREDITATION Term of Validity

• All Instructor Accreditations are issued and held subject to the pleasure of the PCQ Management Committee and may be withdrawn at any time.

• Accreditations are valid for two years from date of accreditation (then an update/refresher is required).

• All Instructor’s Club or Zone appointments are valid only for the current membership year. • Zone/Club Chief Instructors/Panel appointments are valid for one year from the date of the AGM. • The State Chief Instructor’s appointment, (as with all other instructors’), is valid for one year.

Renewal of Instructor (annual) Appointments

• A list of Instructors annual appointments should be compiled, at the direction of the Club Management Committee, by the Club Secretary.

• PCQ requires the Clubs to advise PCQ of Instructors Appointments, membership and accreditation details.

• This should be completed and signed by the Club Secretary then returned to PCQ. • All PCQ Instructor and NCAS Coach accreditations including PCQ Level ‘A’ and Instructor

Examiners are to be shown on the form. • Should a Club not wish to appoint this person’s as an Instructor for that membership year. The

person will not be recorded as a Club appointed Instructor. (However their accreditation is still retained for the term of validity).

105 SECTION28

Cancellation of the Accreditation of A PCQ or NCAS Instructor

• The PCQ Management Committee may withdraw the accreditation of a PCQ Instructor at any time upon the recommendation of a Club, Zone, and State Chief Instructors Panel to the PCQ Management Committee.

• The recommendation must be signed by both, the President and Secretary, of the Club/Zone and also the Chair of the CIP.

• In the case of NCAS accreditation this recommendation is forwarded to PCA for action. Cancellation of the Appointment of a Club or Zone Chief Instructor /Panel

• The Management Committee of a Club or a Zone may cancel the appointment of an Instructor at any time at a meeting specially convened for this purpose.

• The Instructor must be advised in advance of the meeting (in writing) and has the right to attend and be represented.

• Full Minutes must be taken and a copy forwarded to the PCQ Management Committee advising of the cancellation of the appointment.

Right of Appeal for Non Appointment or Termination of Appointment

• If a Club does not accept or plans to cancel an Instructor’s Appointment, the Instructor has the same ‘Right of Appeal’ to the club as would apply to that of a rejection or cancellation of membership.

Invalid/Lapsed Accreditations

• PCQ Instructors’ appointments are only valid while the holder is a financial member of an affiliated Queensland Pony Club. If an Instructor ceases to be a financial member of an affiliated Pony Club, their appointment is automatically invalid.

• In the case of an Instructor ceasing to be a financial member of an affiliated Pony Club, their instructor’s accreditation remains valid until the expiration of the 2 year accreditation period. Then it becomes lapsed.

• Instructors whose appointment has lapsed for 12 months (for whatever reason) will have their accreditation reduced by one level with the words “* pending” added.

• If an instructor has not been a financial member for 2 years or more and their appointment has become invalid and their accreditation lapsed and they wish to regain it, they should undertake a Refresher Clinic at the appropriate level and undertake a Rules test.

• The RDC retains the right to conduct an appropriate assessment and to approve or not approve returning instructors on a case by case basis in consultation with the relevant ZCI.

• If an instructor has not been a financial member for less than 2 years and their appointment has become invalid but their accreditation has not lapsed, the instructor is able to instruct again as per normal requirements providing a club makes the re-appointment. (refer also term of validity)

Reinstatement of Cancelled or Revoked Accreditations

• Instructors that have had their accreditations revoked or cancelled may apply to their club for reinstatement.

• The club may then apply to the state body to give consideration to allowing that person to re-enter the accreditation process. Each application will be treated on a case by case basis.

• The CIP retains the right to conduct an appropriate assessment and to approve or not approve returning instructors. This assessment will be conducted by a minimum of two CIP Panel members.

Leave of Absence

• An Instructor may apply in writing for a “Leave Of Absence” (LOA), from their Club, should they feel that they are unable to fulfil their instructional commitments.

• The Club Secretary then forwards a copy of the application for LOA, along with an accompanying covering letter, from the club, to PCQ.

• The LOA is moved and noted in the next PCQ Management Committee meeting. • The Club should indicate on the annual Instructor Membership and Appointment form that the

Instructor is on a “Leave Of Absence” otherwise their instructional certificate may lapse or becomes invalid.

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• LOA only valid for maximum of 2 years. After a period of 2 years LOA ceases and guidelines set out for lapsed/invalid certificates are followed.

• Instructors on LOA do not need to remain financial members of PCQ TRANSFER OF INSTRUCTORS Refer also Transfer of Instructor to another club a) Transfer of Instructors and PCA NCAS Coaches

• Transfer of an Instructor must be approved by the PCQ Management Committee and must be submitted on the special transfer form.

• The Secretaries of both the transferring and accepting Club must sign the form and the completed form is then forwarded to PCQ to be presented at the next PCQ Management Committee meeting for approval.

b) Interstate Instructors

• The accreditation of an Instructor from Interstate is NOT transferable unless it is an NCAS Pony Club accreditation. However, they will be required to complete an ‘Open Book’ Rules test.

• Other interstate Instructors must follow the accreditation procedure for the appropriate level or attend a refresher Clinic, with proof of their current accreditation. They may then receive QLD accreditation, if the instructor/assessor conducting the school feels this is appropriate.

• Until such time as this is completed, they may instruct at the club provided an accredited PCQ/PCA NCAS instructor is present.

c) Zone Chief Instructor, Regional Directors or Regional Panel Members

• Should a Zone ZCI, Regional Director of Coaching or Regional Panel Members change residence, to an area outside of the Zone or Region to which they were appointed, they no longer retain that appointment.

d) Club Chief Instructor

• If an appointed Club Chief Instructor changes Clubs, they no longer retain that appointment

107 SECTION 29

INSTRUCTOR ACCREDITATION PROCEDURE • Instructor/Coach Candidates must be a current financial member of an affiliated pony club. • To obtain accreditation candidates are to request their Club Secretary to obtain the

appropriate Instructor Manuals from PCQ. Forms are available on the PCQ website. • Complete the order form filling in the details of the Instructor Candidate and forward to PCQ. • This form is then processed and a copy is forward to the ZCI and RDC. • Instructor Candidates then work through all the sections in the manual. • The Instructor Candidate is now registered to assist at a rally/muster under the supervision of

an Accredited Pony Club Instructor. • Instructor Candidates should apply through their Club Secretary for assessment. • The Secretary completes the Application to sit for Instructor Exams, located in the Instructors

Candidates Workbook or on the PCQ website. • The completed nomination form together with the nomination fee is to be sent to PCQ before

September 1st of any year. Late nominations will attract a late fee. • Instructor Candidates will be advised by letter of details of the assessment within their Region. • Should the Instructor Candidate for any reason be unable to attend the assessment in their

Region, arrangements can be made for them to attend an assessment in an adjoining area if sufficient notice is given and a vacancy exists.

Minimum Requirements

• Candidates must be a current financial member of an affiliated club. • All Instructor Candidates requesting assessment for Level C Accreditation must be 17

years of age and for NCAS 18 years of age. • If the candidate is approaching this birthday, they may attend the assessment at the discretion

of the Chief Instructor, and if successful the certificate is held by PCQ until they turn 17 or 18 years of age respectively.

• Juniors may obtain a qualification of competency but the full accreditation certificates will be issued when the minimum age requirements are met.

• Candidates must complete all of the minimum requirements as outlined in the PCQ Level ‘C’ Instructors Guidelines Book.

• Level B - an Instructor must hold PCQ Level ‘C’ or NCAS Level 1 for a minimum of 2 years and have judging accreditation in at least one of the following: Dressage, Showjumping or Jumping Equitation, before being eligible to be assessed for PCQ Level ‘B’, in addition to being a minimum of Gymkhana Level Course builder.

• There is no restriction on the number of Instructors each Club may have. • All PCQ Instructors are responsible to give Instruction to fellow Club members. • Instructors are required to attend 25% of their Club’s rally/muster days. • Instructors who fail to do this may have their appointments revoked by their club. • Zone Instructors have additional duties associated with their Zone, after fulfilling their Club

requirements. • All Instructors are required to attend Refresher Clinics as arranged by their Regional Director

of Coaching or Zone Chief Instructor at least once every 2 years to retain accreditation.

Preparation of Clinics/Refresher Clinics • Refresher Clinic or Training Clinics will be held in Regions or Zones and may be attended by

an interested person who is nominated by their Club as well as those working towards accreditation.

• Zones should make every effort to have Clinics on a regular basis to help improve the standard of Instructors in specialised fields.

• Preparation and refresher clinics are to be approved by the ZCI and RDC. • Presenters/educators for preparation/refresher clinics to also be approved by the ZCI and

RDC. • Clubs are welcome to conduct their own preparation/refresher clinics but these will not be

formally recognised unless approved by the ZCI and RDC.

108 SECTION 29

Knowledge Required • PCQ LEVEL ‘C’ is equivalent to Proficiency Certificate ‘D’ and ‘C’ Certificate Work • PCQ LEVEL ‘B’ is equivalent to Proficiency Certificate ‘K’ and ‘B’ Certificate Work • PCA NCAS Preliminary is equivalent to Proficiency Certificate ‘E’ and ‘D’ Certificate Work • PCA NCAS Level 1 is equivalent to greater than a PCQ Level C but less than a PCQ Level B

Recognition of Prior Learning The PCA NCAS syllabus has core topics that are common to all Equestrian Coaches, ie. Equestrian Australia, Riding for the Disabled Association and others. Therefore, participants undertaking PCA NCAS Preliminary/Level 1 can apply for Recognition of Prior Learning or Current Competence (RPL/RCC) as can those undertaking PCQ accreditation. Candidates can apply for RPC/RCC if they believe their prior learning and experience mean they already have the competencies for PCA NCAS Preliminary or PCA NCAS Level I or other PCQ Accreditations

PCA NATIONAL COACHING ACCREDITATION SCHEME PCQ NCAS Contacts for additional information:

Michael Carlson South East Region Ph: 0417 746 436 Danae O’Keefe Southern Region Ph: 0419 792 051 Sarah Standen Far Northern Region Ph: 4067 6003 Megan Wray Burnett Region Ph: 4157 6810 Jenny Murphy Central Region Ph: 4958 1533 Jane Bell South East Region Ph: 5541 1455 Raymond Kelley Northern Region Ph: 0429 790 082 Grace Brodie Western Region Ph: 46273432

NCAS Preliminary, Level 1 & Mounted Games Pony Club Coach Accreditations Refer Also to PCQ Instructors’ General Guidelines • Commencement date: January 1, 2009 • Competency based • Flexible, self-paced learning • Incorporates ACC Coaching Principles • National Accreditation – Recognised in all states • Up Dating System with Refresher every 2 years • Recognised by Aus. Sports Commission • Recognition of Prior Learning

PCA National Coaching Accreditation Scheme Preliminary Pony Club Coach The NCAS Preliminary Pony Club Coach is a National Pony Club Course which was introduced by PCA in 2009. The course covers beginner level up to D & D* proficiency certificate standard. Before applying to be assessed as Level 1 Coaches, Preliminary Coaches are required to: • Complete a minimum of 10 hours coaching, as Preliminary Coaches. • Complete the Level 1 Coaching Logbook. PCA National Coaching Accreditation Scheme Level 1 Pony Club Coach The NCAS Level Pony Club Coach is a National Pony Club Course which was introduced by PCA in 2011. The course covers beginner level up to C & C* proficiency certificate standard.

PCA National Coaching Accreditation Scheme Pony Club Coach Mounted Games Specialist Candidates must hold a current PCA NCAS Preliminary Coach accreditation and have completed Modules 1, 2 and 3.1 – 3.5 of the NCAS Pony Club Level 1 course. The course enables a coach to prepare a competition team for travel and competition, and identify the impact that team dynamics and travel have on the individual – as well as promoting safe practices at all times and how to care for borrowed horses at competition.

109 SECTION 29

PCA National Coaching Accreditation Scheme Junior Pony Club Coach Candidates (Minimum age 15 years) must complete the PCA NCAS Preliminary Coach accreditation process. An adult coach or instructor must be in attendance on the grounds and oversee activities, while junior coaches are teaching. Why National Accreditation? The Australian Sports Commission is responsible for the majority of funding that is given to sports in Australia. They have developed a National Coaching Accreditation Scheme (NCAS) that is designed to maximise the training and development of sports people in all disciplines. This scheme requires quality and consistency in the standard of coaching offered to athletes. Until 2008 there was no true national course in Pony Club, as not all states participated in the previous scheme attempted. This basically meant Pony Club Coaches were only recognised in the state in which they gained their qualifications and there was no national database of pony club coaches. The NCAS Pony Club Courses have now been accepted by all states.

NCAS Candidate Information The NCAS Preliminary Pony Club Coach and Level 1 Coach Courses, have a focus on coaching principles. They are self-paced with log books and coaching notes provided. • There is no first aid qualification or riding requirement for Preliminary or Level 1 Courses. • Once qualified, Preliminary and Level 1 Coaches are nationally recognised and able to hold

rallies without a level C present - the Preliminary course is also an excellent pre-cursor for PCQ Level C.

• Candidates register for the course through their clubs, on the form included in the administration handbook or on the PCQ website. The form, which must be accompanied by the appropriate fee, is forwarded to the office of PCQ. Candidates will then receive their Workbooks and Logbooks.

• Assessments, which are competency based, will be held at Zone level and could be conducted more than once a year if the need is indicated. The assessment process requires the completed logbooks to be sighted and for candidates to teach three lessons (1 flat work, 1 grid or pole work and 1 mounted game) which they choose from a total of 13 previously prepared lesson plans in their logbooks and practiced at their club.

After the assessment process, successful candidates are required to sign a copy of the Coaches Code of Conduct, and return them with their Assessors sign-off sheet and the NCAS Registration Form and Fee to PCQ. These will then be entered in the databases at PCQ and the Australian Sports Commission. An updated Membership card will be issued, together with an NCAS Coach Certificate and Activity Sheet. Zone/Club Information Zone Preliminary and Level 1 Coach assessors will be appointed after the assessors have gained sufficient relevant experience with the course and its requirements. NB Assessors must be NCAS Accredited to the same or a higher Level than the standard to which they are assessing. All information is included in the NCAS Pony Club Coach Coaching Notes, as is the Coaches’ Code of Ethics, which all successful candidates are required to sign. Club Mentors These are people who can assist the NCAS candidates with horsemastership and the practical learning process. They are, ideally Club Chief Instructors or Level C/NCAS Level 1 or higher coaches who can take on the mentoring role as needed. Mentors will work with the candidate to ensure they are competent at a particular skill before signing the candidate’s logbook. NB. Mentors should not assess their own trainees. Current Level C’s and the NCAS System The format for the PCA NCAS Level 1 Pony Club Coaching qualification became available from 2010. The PCA NCAS Preliminary Pony Club Coaching qualification is a pre-requisite for PCA NCAS Level 1 Pony Club Accreditation, unless the coach is a previously registered Level 1 Pony Club Coach seeking re-registration. They and current level C’s will be able to complete a Transition workbooks and Courses, which is available from PCQ to enable their PCA NCAS registration. This can be done when they complete their refresher or sooner if so desired.

110 SECTION 29

The PCA NCAS courses have regular updating requirements with re-registration due every 2 years. A PCA NCAS level 2 course is in development. Ready Set Trot Program Ready Set Trot Stable Skills is a beginner riders program allowing children with an interest in horses and who may not have access to a horse of their own (or might be starting to learn the basics) the opportunity to have fun and get started in equestrian sport. Delivery Requirements Coach Expectations There are specific requirements for Ready Set Trot Stable Skills, which must be met by Delivery Providers before registration. Affiliation – Providers must be affiliated with Pony Club Australia (PCA) Equestrian Australia (EA), or Riding for the Disabled Australia (RDA). Coach Accreditation – At all times throughout the program, an NCAS (National Coach Accreditation Scheme) EA, PCA or RDA accredited coach must be present to deliver the Ready Set Trot Stable Skills program. Insurance – Sufficient business/coaching insurance must be held at all times and is made the responsibility of the Delivery Provider/coach to ensure adequate insurance cover is available for all delivery requirements Working With Children Check – All Delivery Providers must hold an up-to-date and approved Working With Children Check (i.e. blue card). Applying to become an accredited Ready Set Trot Delivery Provider:

1. Go to the website: https://www.readysettrot.com/ 2. Read the Delivery Provider Coach Expectations 3. Register by completing the application form and payment

Note: All Ready Set Trot – Stable Skills Delivery Providers must meet required expectations before becoming a registered provider. Cost of becoming an accredited Delivery Provider The fees associated with becoming an accredited Delivery Provider with full access to the program are:

• $80 Registration + Coaching Handbook • PCA, EA or RDA Annual Affiliation Fee (Price dependent upon each State branch)

Processing of Delivery Provider applications You must apply to become an accredited delivery provider through the Ready, Steady, Trot website. Applications will be received and processed through the Equestrian Australia office.

111 SECTION 30

TECHNICAL OFFICIALS PCQ Technical Officials include Dressage Judges, Showjumping Judges, Coursebuilders, Jumping Equitation Judges, Scorers and Technical Delegates. From time to time, courses for these accreditations are offered by PCQ. Technical Delegates are responsible for the technical judging of all competitions, final placing of all competitors and the settling of all problems which may arise during the course of the competition. They are responsible for all decisions except where otherwise stated in the rule book. They may also rule on whether a horse that has been eliminated from an event for lameness in an event, may/may not be allowed to start in subsequent events. Showjumping Course building /Judging Course is a 2 days school, which a qualified Official will accredit. Candidate Accreditations will be graded at: Gymkhana, Zone and Official Levels. As Of March 2017 there will be a two year trial, during which, Zone/Official level Judges/Course builders are combined (i.e. Zone = Probationary Official; Probationary Zone needs two supervised events to become Zone and Probationary Official, needs another two supervised events to become Official) Successful candidates will be accredited and placed on the Official PCQ List for this discipline. (A Probationary accreditation may be given if it is felt they need to gain more experience before becoming fully accredited). State Championship courses will be built by members of the CIP or appointees of the CIP. Judges will also be approved by the CIP or appointees of the CIP. Dressage A set of pre-accreditation requirements for Dressage judges was implemented in Jan 2013, this includes previous pencilling experience, time spent with a mentor judge and a written test prior to applying to become accredited. Accreditation format is then:

A) Instruction - 1 day duration B) Judging - 1 day duration

Successful candidates at Judging schools may be accredited (Preliminary, Novice and Elementary) or given a Probationary grading if it is felt they need to gain more experience before becoming fully accredited (required to judge a further six times with mentor judges assessment). Successful candidates will have their names and addresses added to the PCQ Judges list if they are prepared to judge. Persons who can provide proof of experience in judging Dressage may apply to the Dressage Sub-Committee for accreditation.

Jumping Equitation

A) Instruction - 1 day duration B) Judging - 1 day duration

Successful candidates will be either fully accredited or given a Probationary grading if it is felt they need to gain more experience before becoming fully accredited. Successful candidates will have their names and addresses added to the Official PCQ List for this discipline. Scorers/Technical Officials A Scoring Handbook is available for purchase from PCQ. PCQ Judges and Course Builders Lists At the beginning of each year, PCQ sends out in a Newsletter, a set of accredited Dressage, Showjumping and Jumping Equitation Judges and Course builders. These lists are also sent out to clubs/zones conducting official events. To help keep the information accurate, please advise PCQ by letter if you change address and/or phone number or are no longer wish to be contacted to judge/course build. Approximately every three years, all persons on judging and course builders lists are sent a letter requesting that they:

▪ Forward a copy of their accreditation record card ▪ Indicate their wish to remain on the list, or alternatively, their wish to be removed ▪ Confirm that their contact details are correct

112 SECTION 30

All accredited persons should make sure that they reply to this letter by the requested date, otherwise the update will not be registered on the computer and their name will not appear on the next list. If you believe names are missing from any of the lists, please write to PCQ stating the person's name, address and phone number, the qualifications held as well as the name of the person who gave them their qualifications and date of school attended. Technical Delegates (PCQ Officials) A Technical Delegate will be appointed/approved by the Relevant Sub -Committee as its official representative at each Official Event. The Technical Delegate will be responsible for inspecting the courses and venue prior to the event. It is up to the organisers to contact this person to arrange for an inspection of the same. The inspection to be in sufficient time to allow for any alterations to be carried out. The Technical Delegate will be present on the day of the Event: • To ensure that they are conducted in accordance with the Rules; • To act as technical delegate; • To give what help and guidance may be required; • To inspect and approve the courses before they are shown to the riders; • To authorise appropriate alterations being made if, in his opinion, the courses are not in all

respects within the limits laid down in the Rules or are unsuitable for the classes of horses expected to take part; and

• To take responsibility for all decisions except where otherwise stated in the rules.

His/her sole task at an Event will be that of Technical Delegate. Expenses incurred by the Technical Delegate will be the responsibility of the organiser. Should the Technical Delegate feel that there were any issues arising from the event which need to be addressed, a report should be submitted to PCQ within 7 days of the event.

PCQ TECHNICAL DELEGATE ACCREDITATION PATHWAY All experienced PCQ members are encouraged to consider qualifying as a TD as there is a high demand for qualified TD’s and those in the process of becoming accredited would appreciate guidance. It is an essential requirement of PCQ that an approved TD be in attendance at all PCQ Official Events and in particular Horse Trial competitions. Horse Trials are a combination of 3 disciplines and thus a broad understanding of all 3 disciplines is desirable.

• PCQ Official Dressage competitions. • PCQ Official Combined Training competitions. • PCQ Official Showjumping competitions. • PCQ Official Jumping Equitation competitions.

Official events in these disciplines cannot occur without the attendance of a TD. TD’s can be from the list of Official PCQ TD's or can be an approved EA/EQ TD for Horse Trials, Dressage and Showjumping. Unofficial events are not required to have an official TD, however, these events often do have one. It is also an opportunity to gain experience as a TD.

113 SECTION 30

Pathway for TD Accreditation PCQ members wishing to be accredited as an Official PCQ Technical Delegate must apply to the relevant Subcommittee in the following manner: 1. Member completes Application Form. 2. Application is made to the Club and endorsed by Club Secretary and Club Chief Instructor. 3. Application is forwarded to Zone and endorsed by Zone Secretary and Zone Chief Instructor. 4. Zone forwards application to PCQ. 5. Applicants will be assessed by the relevant sub-committee for suitability including their

experience officiating or competing in any or all of the disciplines; and their existing PCQ and EA qualifications.

Suitable applicants will be given probationary status, which can be upgraded to full status after successfully officiating at 2 events. Desirable qualifications that should be included on the application may include: • Current instructors certificates • Dressage or showjumping qualifications • Showjumping course building qualifications • Experience as a competitor or official at horse trials • Attendance at Cross-Country course building schools • Previous experience as a Cross-Country course builder • Experience at running official days i.e. dressage, showjumping, horse trials or combined training. • Any other experience that may be considered pertinent. Experience with PCQ equestrian events

is essential and this can be quite varied. Include all relevant experience on application form. • Recommendation by an accredited TD.

114 SECTION 31

PCQ ZONES PCQ comprises of 25 Zones across the State: The Zones support and organise communication, event calendars, training and accreditation for the clubs within their areas under the guidance and direction of the Regional Director of Coaching Zones also act as conduits through which clubs communicate with the state and assist clubs with administrative and discipline issues

115 SECTION 31

ZONE COLOURS Zone 1 Purple/Gold/White White Shirt, Purple/Gold striped tie, Beige Jods, Purple Pullover/Zone Badge Purple Saddlecloth with white No.1

Clubs: Brookfield, Corinda, Darra Oxley, Gumdale, Hendra, Karana Downs, Moggill, Mt. Gravatt, Northern Suburbs, Park Ridge, Redlands, Ridgewood Heights, Runcorn, Samford Golden Valley, Southside, Waterford, Wynnum, Yarawa

Zone 2 Red/White White Shirt, Red tie, Red pullover Red saddlecloth with white trim

Clubs: Beaudesert, Canungra, Cedar Creek, Chambers Flat, Greenbank, Jimboomba, Kooralbyn, Mudgeeraba, Nerang, Oxenford, Southport, Tallebudgera, Tamborine,

Zone 3 Navy Blue White Shirt, Navy tie, Navy pullover Navy saddlecloth with white trim

Clubs: Brisbane Valley, City of Ipswich, Fassifern, Gatton, Harrisville, Hattonvale, Karalee, Laidley, Lowood Fernvale, Moore, Rosewood, Withcott, Wivenhoe

Zone 4 Bottle Green White Shirt, Bottle green tie, bottle green pullover Bottle green saddlecloth with gold trim

Clubs: Allora, Bell, Brymaroo, Cabarlah, Cambooya, Crows Nest, Dalby, Goombungee, Kurrajong, Millmerran, Oakey, West Toowoomba

Zone 5 Orange/White Orange shirt, white tie, navy pullover Orange saddlecloth with white trim

Clubs: Chinchilla, Hannaford, Jandowae, Miles, Tara, Taroom, Wandoan Zone 6 Blue/Gold White shirt, Blue/gold/white tartan tie, Blue pullover Blue saddlecloth with gold trim

Clubs: Buderim, Coolum Beach, Cooroy, Eudlo, Eumundi, Glasshouse, Gympie, Kenilworth, Kia-Ora, Maleny, Maroochy, Mary Valley, Mooloolah, Nambour, Pomona, Tewantin-Noosa, Widgee, Yandina

Zone 7 Yellow White Shirt, Yellow tie, Beige Jods, Gold pullover Gold saddlecloth with black numerals

Clubs: Avondale, Biggenden, Bororen, Bundaberg, Captain Creek, Gin Gin, Hervey Bay, Isis, Maryborough, Musgrave, South Kolan, Tiaro

Zone 8 Orange/White White Shirt, Orange tie and Navy pullover Navy saddlecloth with orange trim & orange 8 Clubs: Blackbutt, Goomeri, Kilkivan, Kingaroy, Kumbia, Nanango, Proston, Wondai Zone 9 Pink/Black White shirt, black tie and black pullover with pink trim Iridescent pink saddlecloth with black trim

Clubs: Baralaba, Bauhinia, Biloela, Callide Valley, Calliope, Goovigen, Monto, Moura, Theodore, Wowan

Zone 10 Aqua/Orange Aqua shirt with orange tie, black pullover Aqua saddlecloth with orange trim

Clubs: Gargett, Glenden, Mackay Nth, Mackay, Moranbah, Nebo, Pioneer River Valley, Sarina

116 SECTION 31

Zone 11 Blue/Gold White shirt, blue & gold tie, blue & gold pullover

Clubs: Alligator Creek, Ayr, Black River, Charters Towers, Giru, Herbert River, Moondarga, Townsville,

Zone 12 Orange/green Clubs: Bollon, Dirranbandi, St. George Zone 13 Orange/chocolate Clubs: Augathella, Paroo, Quilpie, Tambo, Thargomindah, Warrego Zone 14 White/lime green White shirt, lime green tie, white/lime trim saddlecloth

Clubs: Alpha, Aramac, Barcaldine, Barcoo, Blackall, Cone Break, Longreach, Muttaburra

Zone 15 Red/Navy/White White shirt, Navy tie, red pullover Navy saddlecloth with red trim

Clubs: Blackwater, Callistemon, Clermont, Comet River, Dingo, Duaringa, Dysart, Emerald, Mackenzie River, Middlemount, Peak Downs, Rolleston, Springsure

Zone 16 Bottle green/white White shirt, bottle green tie, bottle green pullover Bottle green saddlecloth with gold trim Clubs: Barakula, Eidsvold, Gayndah, Mundubbera Zone 18 Red/Green Red diamond on green square White shirt, green & red striped tie Clubs: Atherton, Babinda, Cairns, Earlville, Edmonton, Freshwater,

Gordonvale, Innisfail, Kuranda, Malanda, Mareeba, Mossman, Ravenshoe, Tully Zone 20 Royal blue/sky blue White shirt royal blue tie, royal blue pullover Clubs: Bendemere, Dunkeld, Injune, Maranoa, Roma, Surat Zone 21 Royal blue/Lime Royal blue saddlecloth with lime trim Clubs: Cunningham, Inglewood, Killarney, Stanthorpe, Texas, Warwick Zone 22 Gold White shirt, gold tie Gold saddlecloth with black trim and number Clubs: Bowen, Cannonvalley, Collinsville, Euri Creek, Proserpine Zone 23 Mid blue/white Mid blue shirt, white tie, blue pullover Mid blue saddlecloth Clubs: Flinders, Hughenden, Richmond, Winton Zone 25 Aqua/blue White shirt, red tie with stripes, red pullover Mid blue saddlecloth Clubs: Argylla, Cloncurry, Julia Creek, Mt. Isa, North West

117 SECTION 31

Zone 26 Aqua/white White shirt, navy tie aqua vest/ pullover Navy saddlecloth with white &aqua trim and number

Clubs: Albany Creek, Bramble Bay, Burpengary, Caboolture, Dayboro, Delaney’s Creek, Kilcoy, Mt Mee, Narangba, Pine Rivers, Redcliffe, Toorbul, Woodford

Zone 27 Red/navy White shirt, red tie and navy pullover Navy saddlecloth with red trim

Clubs: Alton Downs, Bajool, Balmoral, Bouldercombe, The Caves, Clarke Creek, Crompton Park, Gracemere, Fitzroy River, Marlborough, Parkhurst, Yeppoon

Zone 28 Yellow/red Clubs: Goondiwindi, Westmar, Yarrill Creek

The Pony Club Association of Queensland Inc Administration Handbook Created: 30th Nov 2007 Last Review: 4th Feb 2018 Page 118

THE FOLLOWING PAGES CONTAIN PCQ FORMS

Because of their being subject of immediate and frequent change, the following forms may not be current.

All current forms are also available on the PCQ website www.pcaq.asn.au

The forms in this handbook are undated, they are supplied to assist those who are unable to readily access PCQ forms from the Association Website, however, it is recommended that, whenever possible, the current, dated forms should be downloaded from PCQ website. NB: if using forms from this Handbook please ensure all fields are completed including Dates

The Pony Club Association of Queensland Inc Administration Handbook Created: 30th Nov 2007 Last Review: 4th Feb 2018 Page 119

ZONE CLUB SHIRT TIE PULLOVER JODHPUR SADDLECLOTH LOCATION

1 BROOKFIELD PONY CLUB BEIGE BTL GREEN BOTTLE GREEN BEIGE GREEN BROOKFIELD

SHOWGROUNDS

1 CORINDA PONY CLUB WHITE NAVY NAVY BEIGE NAVY RINORA ST, CORINDA

1 DARRA OXLEY PONY CLUB DK GREEN WHITE CASHMERE

GREEN FAWN DK GREEN BOUNDARY RD RICHLANDS

1 GUMDALE PONY CLUB WHITE YELLOW BROWN/GOLD

STRS BEIGE GOLD/YELLOW 108 WRIGHT ST BELMONT

1 HENDRA PONY CLUB

LIGHT GREEN BOTTLE GREEN BTL GREEN/2 WH

STR ON BAND BROWN BOTTLE GREEN/BROWN TRIM NUDGEE RD, HENDRA

1 KARANA DOWNS PONY CLUB

WHITE TARTAN NAVY NAVY BLUE NAVY BLUE/GREEN TRIM

POWELLS RD, KARANA DOWNS

1 MOGGILL PONY CLUB WHITE AQUA/BRWN STR BROWN BEIGE TEAL BLUE/BROWN

TRIM LANCING ST PULLENVALE

1 MOUNT GRAVATT PONY CLUB

MITCHELL BLUE WHITE NAVY BEIGE WHITE/BLUE TRIM PREBBLE STREET,

ROCHEDALE

1 NORTHERN SUBS PONY CLUB

WHITE FOREST GREEN BROWN//WHT STRIPE ON V FAWN BOTTLE GREEN ALBANY CR.RD,

BRIDGEMAN DNS

1 PARK RIDGE PONY CLUB WHITE CHERRY RED RED FAWN BLACK WITH RED

TRIM JUDITH STREET, MARSDEN

1 REDLANDS PONY CLUB WHITE NAVY BLUE MAROON BEIGE MAROON CLEVELAND/REDLAND

BAY RD TH'LANDS

1 RIDGEWOOD HTS PONY CLUB

MAROON GOLD MAROON BEIGE MAROON /GOLD TRIM ROCKLEA SHOWGROUNDS

1 RUNCORN PONY CLUB WHITE BEIGE BTL GRN W BEIGE

WHITE STR BEIGE BTTLGREEN,BEIGE & WHITE TRIM

WARRIGAL RD,RUNCORN

1 SAMFORD G/V PONY CLUB GOLD BOTTLE GREEN BOTTLE GREEN FAWN GREEN/GOLD RICHARDS

RD,SAMFORD

1 SOUTHSIDE PONY CLUB GOLD MAROON MAROON/GOLD

STRIPES BLUE MAROON/SSLOGO BARWON STREET, MORNINGSIDE

1 WATERFORD PONY CLUB WHITE ROYAL BLUE ROYAL BLUE BEIGE ROYAL BLUE/PALE

BLUE PIPING WEABER RD, BUCCAN

1 WYNNUM PONY CLUB WHITE BTL GREEN BOTLE GRN /WH

TRIM NK'LINE BEIGE GRN/GLD CHECK/GLD TRIM BOGNOR ST TINGALPA

1 YARAWA PONY CLUB PALE BLUE RED TARTAN NAVY BEIGE L/BLUE/RED TRIM YARAWA ST, KENMORE

2 BEAUDESERT PONY CLUB

PALE YELLOW PALE BLUE BLUE BEIGE L YELLOW/L BLUE

BAND BEAUDESERT SHOWGROUNDS

2 CANUNGRA PONY CLUB

DARK BOTTLE YELLOW GREEN BEIGE BOTTLE GREEN LAMINGTON NAT PARK

RD

2 CEDAR CREEK PONY CLUB WHITE PURPLE PURPLE BEIGE PURPLE WHIT E

TRIM BEENLEIGH /BEAUDESERT RD

2 CHAMBERS FLAT PONY CLUB

LIGHT BLUE DK BLUE DK BLUE LT.BLUE STR FAWN DJ BLUE/L BLUE TRIM CHAMBERS

FL.RD.CH.FLAT

2 GREENBANK PONY CLUB WHITE TANGERINE TANGERINE BEIGE BLACK

CHECK/TANGE TRIM L201 CAMPBELL RD GREENBANK

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ZONE CLUB SHIRT TIE PULLOVER JODHPUR SADDLECLOTH LOCATION

2 JIMBOOMBA PONY CLUB

BLUE GINGHAM RED ROYAL BEIGE ROYAL BLUE/RED

TRIM/CLUB MT LINDSAY HWAY

2 KOORALBYN PONY CLUB GOLD BLACK BLACK BEIGE YELLOW/GOLD KOORALBYN VALLEY

2 MUDGEERABA PONY CLUB WHITE TARTAN ROYAL BLUE BEIGE LIME GREEN/ROYAL

BLUE TRIM WORONGARY RD, MUDGEERABA

2 NERANG PONY CLUB WHITE BLK/RED/YEL/BL

TART BLACK BEIGE WHITE/BLK TR & NAME

YARRIMBAH DR, NERANG

2 OXENFORD PONY CLUB

ROYAL BLUE

BLUE/GOLDSTRIPE NAVY BEIGE BLUE/GOLD TRIM OBERON

WAY,OXENFORD

2 SOUTHPORT PONY CLUB PALE BLUE MAROON PALE BLUE BEIGE PALE BLUE QUEEN ST, SOUTHPORT

2 TALLEBUDGERA PONY CLUB PALE BLUE ROYAL/PL BLUE

DIA STR ROYAL BLUE FAWN ROY.BL/L.BLUE TRIM ANDREWS RD, TALLEBUDGERA

2 TAMBORINE PONY CLUB BURGUNDY BLACK BLACK BEIGE BURGUNDY MIDDLE

PARK,TAMBORINE

3 BRIS.VALLEY PONY CLUB DARK BOTTLE

GREEN BEIGE GREEN TOOGOOLAWAH

3 CITY OF IPSWICH STH DEBLING CK RD,

YAMANTO

3 FASSIFERN PONY CLUB WHITE PINK GREY BEIGE PINK SHOWGROUNDS,

BOONAH

3 GATTON PONY CLUB WHITE BLACK MAROON FAWN MAROON

BLK/WH.TRIM GRANTHAM REC & SPORTS GRDS CHRISTOPHER ST

3 HARRISVILLE PONY CLUB WHITE BROWN/GOLD

STR DARK BROWN BONE YELLOW/BROWN TRIM

SHOWGROUNDS,WARRILL VIEW

3 HATTONVALE PONY CLUB DOVE GREY MAROON MAROON FAWN MAROON/GREY WOOLSHED CK/LONG

GULLY RDS

3 KARALEE PONY CLUB WHITE NAVY RED FAWN NAVY/RED & GREY

TRIM

3 LAIDLEY PONY CLUB WHITE BROWN CHOCOLATE SHOWGROUNDS

3 LOWOOD F'VALE PONY CLUB

WHITE NAVY/RED STR IN V NECK NAVY FAWN NAVY/RED/WHITE

TRIM LOWOOD SHOWGROUNDS

3 ROSEWOOD PONY CLUB WHITE RED RED BEIGE RED/WHITE "R" ROSEWOOD

SHOWGROUNDS

3 WITHCOTT PONY CLUB BLUE GOLD BEIGE GOLD HELIDON

3 WIVENHOE PONY CLUB BEIGE AQUA/BLACK/ORANG

E

4 ALLORA PONY CLUB WHITE MAROON/WH

STRIPE MAROON BEIGE MAROON ALLORA SHOWGROUNDS

4 BELL PONY CLUB LEMON GREEN/GOLD BOTTLE GREEN SHOWGROUNDS

4 BRYMAROO PONY CLUB SKY BLUE MAROON MAROON NAVY SKY BLUE/NAVY TRIM RODEO

GNDS,IRVINGDALE RD

4 CABARLAH PONY CLUB

BOTTLE GREEN TARTAN NAVY BLUE NAVY BOTTLE GREEN

SPORTS GRDS NEW ENGLAND HWY CABARLAH

4 CAMBOOYA PONY CLUB RED CHECK WHITE RED BEIGE RED/WHITE CHECK LUCY ST,CAMBOOYA

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ZONE CLUB SHIRT TIE PULLOVER JODHPUR SADDLECLOTH LOCATION

4 CROWS NEST PONY CLUB

ROYAL BLUE

MAROON GOLD BLUE PIN STR MAROON NAVY BLUE ROYAL BLUE WITH

GOLD TRIM EMU CK ROAD,

4 DALBY PONY CLUB

LIME GREEN GOLD BOTTLE GREEN BEIGE LIME GREEN/GOLD

TRIM DALBY S/GRDS NICHOLSON ST

4 GOOMBUNGEE PONY CLUB

ROYAL BLUE TARTAN RED SHOWGROUNDS

4 KURRAJONG PONY CLUB WHITE GOLD GOLD GOLD BROWN

LEAKF SHOWGROUNDS

4 MILLMERRAN PONY CLUB WHITE ROYAL BLUE ROYAL BLUE BEIGE WHITE MILLMERRAN

SHOWGROUNDS

4 OAKEY PONY CLUB WHITE PURPLE/GOLD PURPLE/GOLD STR FAWN PURPLE/GOLD RACECOURSE RD,

OAKEY

4 WEST TOOWOOMBA WHITE BROWN BROWN FAWN WHITE, BROWN TRIM SHOWGROUNDS

5 CHINCHILLA PONY CLUB WHITE MAROON MAROON BEIGE BEIGE/MAROON TRIM SHOWGROUNDS,

CHINCHILLA

5 HANNAFORD PONY CLUB SKY BLUE YELLOW ROYAL BLUE BEIGE NAVY SPORTING GROUNDS

5 JANDOWAE PONY CLUB

COBALT BLUE MAROON ROYAL BEIGE ROYAL

BLUE/MAROON TRIM JANDOWAE SHOWGROUNDS

5 MILES PONY CLUB DK GREEN WHITE DK GREEN/WHITE

TRIM FAWN WHITE/BTL GREEN TRIM

MILES SHGR, HAWKINS ST

5 TARA PONY CLUB WHITE SKY BLUE ROYAL BLUE BEIGE ROYAL BLUE TARA SHOWGROUNDS

5 TAROOM PONY CLUB

LIGHT GREEN YELLOW BOTTLEGREEN BEIGE WHITE/GREEN TRIM TAROOM

SHOWGROUNDS

5 WANDOAN PONY CLUB LIGHT BLUE MAROON MAROON WANDOAN

SHOWGROUNDS

6 BUDERIM PONY CLUB LILAC BLACK BLACK CREAM BLACK, LILAC TRIM BALLINGER PARK,

BUDERIM

6 COOLUM BEACH PONY CLUB

WHITE STUART TARTAN RED NAVY STUART TARTAN TRITONIA DR COOLUM BEACH

6 COOROY PONY CLUB WHITE NAVY TEAL & WHITE NAVY NAVY WH BINDING

TEAL EMBLEM JOHNSTON PARK COOROY

6 EUDLO PONY CLUB WHITE BLUE BLACK BLACK BLACK & WHITE

CHECK EUDLO SPORTS GROUND

6 EUMUNDI PONY CLUB PALE BLUE DARK BLUE DARK BLUE NAVY NAVY/LIGHT BLUE

TRIM DOONAN

6 GLASSHOUSE PONY CLUB WHITE TEAL GREEN BROWN BROWN BROWN BEERWAH

SPORTSGROUND

6 GYMPIE PONY CLUB PINK BOTTLE GREEN BOTTLE GREEN BEIGE GREEN/PINK TRIM QUEENS PK DR GYMPIE

6 KENILWORTH PONY CLUB WHITE AQUA NAVY BEIGE DARK BLUE/AQU

TRIM & KPC KENILWORTH SHOWGROUNDS

6 KIA ORA PONY CLUB WHITE MAROON GREY MAROON GREY

STR NECK/WST BEIGE MAROON/WH PIPING/GREY TRIM

TOM BEUTALL PK, KIA-ORA

6 MALENY PONY CLUB WHITE LIME GREEN BTL GREEN/L G

STRIPE CREAM GREEN SHOW GRNDS STANLEY RIV.RD

6 MAROOCHY PONY CLUB PALE BLUE GOLD ROYAL BLUE BEIGE ROYAL BLUE/GOLD

TRIM EDWARD STREET, IMBIL

ZONE CLUB SHIRT TIE PULLOVER JODHPUR SADDLECLOTH LOCATION

The Pony Club Association of Queensland Inc Administration Handbook Created: 30th Nov 2007 Last Review: 4th Feb 2018 Page 122

6 MARY VALLEY PONY CLUB WHITE ROYAL BLUE ROYAL BLUE EDWARD ST,IMBIL

6 MOOLOOLAH PONY CLUB WHITE PURPLE PURPLE BLACK PURPLE WAY ST, MOOLOOLAH

6 NAMBOUR PONY CLUB GOLD EMERALD GREEN/GOLD

STRIPE BEIGE GREEN/YELLOW TRIM

SPORTS GROUND, WOOMBYE

6 POMONA PONY CLUB WHITE GOLD NAVY NAVY NAVY BLUE, GOLD

TRIM POMONA SHOWGROUNDS

6 TEWANTIN-NOOSA PONY CLUB

FAWN GOLD GOLD BEIGE BURGUNDY BUTLER ST SPORTS

6 WIDGEE PONY CLUB JADE GRN GOLD GOLD ROYAL

BLUE GOLD (YELLOW) WIDGEE RODEO GROUNDS

6 YANDINA PONY CLUB WHITE GOLD BOTTLE GREEN BEIGE GREEN/WHITE TRIM ANDERSONS ROAD,

YANDINA

7 AVONDALE PONY CLUB LEMON BLACK BLACK BEIGE BLACK/GOLD TRIM BUSH'S RD

7 BIGGENDEN PONY CLUB BLUE YELLOW BLUE BEIGE LIGHT BLUE/GOLD

TRIM BIGGENDEN SHOWGROUNDS

7 BOROREN PONY CLUB MAROON BLACK GREY BLACK MAROON/BLACK

TRIM WADELEIGH STREET, BOROREN

7 BUNDABERG PONY CLUB GOLD BLUE/2 DIAG

GOLD STR NAVY BLUE NAVY BLUE NAVY GOLD TRIM AND NAME

BUND REC PRECINCT KENDALLS RD

7 CAPTAIN CREEK PONY CLUB

TEAL BLUE BLACK BLACK BEIGE TEAL BLUE CAPTAIN CREEK SPORTS GROUND, MURPHY ROAD CAPTAIN CREEK

7 GIN GIN PONY CLUB

HONEY BEIGE

PRINCESS .MARG.TARTAN RED BEIGE WHITE

CNR SAUNDERS/ BUNDABERG RD GIN GIN

7 HERVEY BAY PONY CLUB WHITE TEAL BLUE TEAL BLUE BEIGE TEAL

DUNDOWRAN EQ PK LOWER MTN RD DUNDOWRAN

7 ISIS PONY CLUB WHITE BROWN/ 2 DIAG W STR

BROWN WHITE STR BEIGE WH/BROWNTRIM,

CLUB BADGE BRUCE H'WAY, APPLE TREE CREEK.

7 MARYBOROUGH PONY CLUB MAROON GOLD MAROON FAWN MAROON/GOLD TRIM M’BOROUGH EQUEST

PARK BRUCE HWY

7 MUSGRAVE PONY CLUB

JUNIOR NAVY WHITE NAVY BLUE BEIGE ROY BLUE/WH TRIM/

CLUB BADGE BUND REC PRECINCT, UNIVERSITY DRIVE

7 SOUTH KOLAN PONY CLUB

BOTTLE GREEN WHITE BOTTLE GREEN FAWN B.GREEN/WHITE

TRIM 60 RUTHS ROAD, SOUTH KOLAN

7 TIARO PONY CLUB WHITE PURPLE PURPLE BEIGE PURPLE INMAN ST TIARO

8 BLACKBUTT PONY CLUB WHITE GOLD DARK GREEN BANANA DARK GREEN BLACKBUTT

SHOWGROUNDS

8 GOOMERI PONY CLUB

RED/WHITE CHK NAVY NAVY NAVY NAVY/RED TRIM

GOOMERI SHOWGRNDS, MOORE ST.

8 KILKIVAN PONY CLUB SKY BLUE RED ROYAL BL

STRIPE RED FAWN RED, R/BLUE TRIM, R/BLUE CLUB

KILKIVAN SHOWGROUNDS

8 KINGAROY PONY CLUB WHITE GREEN GREEN BEIGE BOTTLE GREEN SHOWGROUNDS,

YOUNGMAN ST

8 KUMBIA PONY CLUB GOLD MAROON MAROON NAVY GOLD SPORTSGROUNDS,

KUMBIA ZONE CLUB SHIRT TIE PULLOVER JODHPUR SADDLECLOTH LOCATION

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8 NANANGO PONY CLUB WHITE BLACK BLACK BEIGE BLACK/WHITE TRIM NANANGO

SHOWGROUNDS

8 PROSTON GREEN &WHITE NAVY GREEN NAVY NAVY, GREEN TRIM PROSTON

BOONDOOMBA RD

8 WONDAI PONY CLUB

BLACK & GOLD CHK BLACK YELLOW BLACK BLACK WITH GOLD

TRIM WONDAI SHOWGROUNDS

9 BARALABA PONY CLUB

LIGHT GREEN TARTAN DARK BLUE BARALABA

SHOWGROUNDS

9 BAUHINIA PONY CLUB MED BLUE TARTAN NAVY NAVY JADE

GREEN/TARTAN TRIM BAUHINIA SPORTSGROUNDS

9 CALLIDE VALLEY PONY CLUB

WHITE BROWN BROWN BROWN BOTTLE GREEN BILOELA SHOWGROUNDS

9 CALLIOPE PONY CLUB BTL GREEN WHITE BTL GREEN BEIGE BTL GREEN/CLUB

BADGE RACECOURSE ROAD

9 GOOVIGEN PONY CLUB

CHAMPAGNE MAROON MAROON BEIGE GOOVIGEN

SPORTSGROUND

9 MONTO PONY CLUB WHITE EMERALD BOTTL GREEN BEIGE GREEN SHOWGROUND SD,

MONTO

9 MOURA PONY CLUB SKY BLUE NAVY ROYAL BEIGE ROYAL BLUE DAWSON HWAY,

MOURA

9 THEODORE PONY CLUB WHITE BLUE/MAROON MAROON NAVY MAROON GOLD TRIM THEODORE

SHOWGROUNDS

9 WOWAN PONY CLUB

PEACOCK BLUE WHITE RED FAWN DK BLUE WHITE TRIM WOWAN

SHOWGROUNDS

10 GARGETT PONY CLUB SPORTS RESERVE

10 GLENDEN PONY CLUB RED WHITE RED/WHITE BLACK ROYAL BLUE PERRY DR, GLENDEN

10 MACKAY NORTH PONY CLUB

SKY BLUE ROYAL NAVY NAVY NAVY GOLF LINKS RD BEACONSFIELD

10 MACKAY PONY CLUB GREEN TAN GREEN BEIGE DK GREEN ETON RD, MACKAY

10 MORANBAH PONY CLUB WHITE YELLOW YELLOW CHOCOLAT

E GOLD/CHOC.TRIM GOONYELLA RD, MORANBAH

10 NEBO PONY CLUB GOLD BLACK BLACK/GLD TRIM BLACK BLACK/GLD TRIM OXFORD ST, NEBO

10 PIONEER RIV.VAL.PONY CLUB

MING BLUE MAROON BLUE/MAROON BEIGE BALNAGOWAN VIA PLEYSTOWE

10 SARINA PONY CLUB WHITE GREEN GREEN FAWN BTLE GREEN/WHITE

TRIM SHOWGROUNDS MACKAY RD

11 ALLIGATOR CK PONY CLUB BLUE MAROON MAROON FAWN MAROON PARKLAND RD,

ALLIGATOR CK

11 AYR PONY CLUB MID GREEN BOTTLE GREEN - BEIGE BOTTLE GREEN/ LT

GRN LOGO LOWER WICKHAM ST, AYR

11 BLACK RIVER PONY CLUB LEMON EMERALD GREEN - BRUCE HWY , BLACK

RIVER

11 CHARTERS TWRS PONY CLUB

WHITE BOTTTLE GREEN OLIVE GREEN FAWN GREEN/WH TRIM C.T.P.C IN WHITE FLINDERS HIGHWAY

11 GIRU PONY CLUB LIGHT GREY RED REDCS BEIGE GREY/RED TRIM

ZONE CLUB SHIRT TIE PULLOVER JODHPUR SADDLECLOTH LOCATION

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11 HERBERT RIV.PONY CLUB YELLOW BROWN FAWN GOLD/DK BROWN

TRIM TOWNSVILLE RD INGHAM

11 MOONDARGA PONY CLUB WHITE NAVY - HAMMOND WAY, KELSO

11 TOWNSVILLE PONY CLUB WHITE MAROON MAROON BEIGE MAROON STUART DR WULGURU

12 BOLLON PONY CLUB

PALE GREEN BOTTLE GREEN BOTTLE GREEN RODEO GROUNDS

12 DIRRANBANDI PONY CLUB WHITE ROYAL BLUE ROYAL BLUE CREAM ROYAL BLUE/WHITE

TRIM IDA ST DIRRANBANDI

12 ST GEORGE PONY CLUB WHITE BROWN/YELLOW NIGGER BROWN 'BOONBAH', ST GEORGE

13 AUGATHELLA PONY CLUB WHITE YELLOW YELLOW BEIGE YELLOW/WHITE APC RODEO GROUNDS

13 PAROO PONY CLUB PALE BLUE DK BLUE CREAM PALE BLUE/DK

BL.TRIM CUNNAMULLA SHOWGROUNDS

13 QUILPIE PONY CLUB WHITE ROYAL BLUE ROYAL BLUE NAVY ROYAL/WHITE TRIM RACECOURSE

COMPLEX, QUILPIE

13 TAMBO PONY CLUB LIGHT BLUE MAROON MAROON MAROON MAROON ARTHUR ST, TAMBO

13 THARGOMINDAH PONY CLUB

13 WARREGO PONY CLUB WHITE BOTTLE GREEN BOTTLE GREEN BEIGE BTL GRN/WHITE

PIPING CHARLEVILLE SHOWGROUNDS

14 ALPHA PONY CLUB BEIGE ALPHA SHOWGROUNDS

14 ARAMAC PONY CLUB RED ROYAL BLUE RED BEIGE ROYAL BLUE & RED

TRIM ARAMAC SHOWGROUNDS

14 BARCALDINE PONY CLUB YELLOW BROWN YELLOW/BROWN FAWN YELLOW/BRWN TRIM CAPRICORN HWY

E.BARCALDINE

14 BARCOO PONY CLUB

ROYAL/WHITE CHK MAROON - - - YARAKA RACECOURSE,

YARAKA

14 BLACKALL PONY CLUB WHITE BROWN FAWN BWN/WHITE TRIM NTH BLACKALL-

WOODLINE RD

14 CONE BREAK PONY CLUB PALE BLUE ROYAL BLUE ROYAL BEIGE ROYAL 'GOOTABYNIA'

BLACKALL

14 LONGREACH PONY CLUB LT GREEN BTL GREEN BTL GREEN GRN/BTL GRN TRIM BOTTOMSTONE RANGE

RD

14 MUTTABURRA PONY CLUB

CHELSEA BLUE GREEN FAWN

CHELSEA BLUE/BOTT.GREEN TRIM

RACECOURSE, MUTTABURRA

15 BLACKWATER PONY CLUB WHITE RED NAVY NAVY TOM MORRIS

LANE,BLACKWATER

15 CALLISTEMON LOCHINGTON SCHOOL, SPRINGSURE

15 CLERMONT PONY CLUB WHITE BOTTLE GREEN BOTTLE GREEN BEIGE BOTTLE GREEN/

GOLD TRIM SHOWGROUNDS, CLERMONT

15 COMET RIVER PONY CLUB

LIGHT GREEN TARTAN PURPLE BEIGE LIME GREEN COMET RODEO

GROUNDS

15 DINGO PONY CLUB MAROON WHITE STRIPED MAROON BLACK MAROON/BLK&WHITE

TRIM 1KM FROM POST OFFICE

15 DUARINGA PONY CLUB BROWN YELLOW GOLD FAWN BROWN/GOLD TRIM PC GROUNDS

DUARINGA ZONE CLUB SHIRT TIE PULLOVER JODHPUR SADDLECLOTH LOCATION

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15 DYSART PONY CLUB MAUVE PURPLE PURPLE SEASHORE ST, DYSART

15 EMERALD PONY CLUB WHITE AQUA AQUA BARTON ST,EMERALD

15 MACKENZIE RIV PONY CLUB WHITE BTL GREEN BOTTLE GREEN BEIGE GREEN/WHITE TRIM 'ARIZONA' DINGO

15 MIDDLEMOUNT PONY CLUB LEMON ROYAL BLUE ROYAL BLUE NAVY ROYAL BLUE YELL

TRIM & LETTERS GERMAN CREEK RD MIDDLE'MOUNT

15 PEAK DOWNS PONY CLUB SKY BLUE YELLOW SKY BLUE/YELLOW NAVY WHITE/BLUE TRIM BRIDGEMAN

PARK,CAPELLA

15 ROLLESTON PONY CLUB SKY BLUE TEAL ROYAL NAVY BLUE NAVY/RED TRIM ROLLESTON PONY

CLUB GROUNDS

15 SPRINGSURE PONY CLUB WHITE NAVY ROYAL BLUE NAVY NAVY/WHITE WEST ST, SPRINGSURE

16 BARAKULA PONY CLUB WHITE NAVY/RED STR RED NAVY NAVY/RED TRIM BLACKSWAMP RD,

CHINCHILLA

16 EIDSVOLD PONY CLUB

LIGHT GREEN BOTTLE GREEN GREEN BEIGE BOTTLE GREEN/LIME

GREEN TRIM SHOWGROUNDS

16 GAYNDAH PONY CLUB WHITE BTL GRN/YLW STR BTL GRN VEST BEIGE BTL GRN/YLW TRIM &

MOTIF SHOWGROUNDS

16 MUNDUBBERA PONY CLUB LEMON BROWN DK BROWN BEIGE BROWN YELLOW

TRIM SHOWGROUNDS

18 ATHERTON PONY CLUB WHITE ORANGE ORANGE BEIGE ORANGE BLACK TRIM EQUESTRIAN DR,

TANDARA

18 BABINDA PONY CLUB LEMON MAROON - BEIGE MAROON GOLD TRIM SHOWGROUNDS

18 CAIRNS PONY CLUB WHITE BLACK - BLACK BLACK/WHITE TRIM TRINITY BEACH

RESERVE

18 EARLVILLE PONY CLUB WHITE NAVY BEIGE NAVY/GOLD

TRIM/GOLD E TELFORD ST, EARLVILLE

18 EDMONTON PONY CLUB WHITE DARK GREEN - PLANTATION DR,

EDMONTON

18 FRESHWATER PONY CLUB WHITE BEIGE WHITE/RED TRIM/

RED 'F' BUNNY ADAIR PARK

18 GORDONVALE PONY CLUB WHITE PURPLE PURPLE/BLACK VICO/HIVES ST

18 INNISFAIL PONY CLUB SKY BLUE GOLD FAWN SKY BLUE WATTLE ST ,INNISFAIL

18 KURANDA PONY CLUB WHITE NAVY NAVY NAVY NAVY BLUE/WHITE

TRIM & K

18 MALANDA PONY CLUB BEIGE SKY BLUE

18 MAREEBA PONY CLUB WHITE MAROON WHITE/MAROON

TRIM FAWN MAROON

18 MOSSMAN PONY CLUB WHITE ROYAL/WHITE

STR BEIGE WHITE/ROYAL TRIM GROGAN ST MOSSMAN

18 RAVENSHOE PONY CLUB BLUE BLACK BLACK BEIGE BLACK/DK BLUE TRIM

& R MARSHAL'S PARK

18 TULLY PONY CLUB

LIGHT GREEN YELLOW GREEN CREAM GREEN/YELLOW

TRIM JARRA CK RD TULLY

20 BENDEMERE PONY CLUB LEMON BROWN BROWN CREAM YELLOW/BROWN

TRIM WALLUMBILLA S/GS 2ND SUN YULEBA R/C 4TH

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20 DUNKELD PONY CLUB

BROWN/WHITE CHK YELLOW DARK GREEN BROWN

BOTTLE GREEN/YELLOW TRIM

'DUNKELD' MITCHELL

20 INJUNE PONY CLUB GOLD GREEN GOLD GREEN

STRIPE BEIGE YELLOW/GREEN TRIM

RACECOURSE RESERVE, INJUNE

20 MARANOA PONY CLUB WHITE MAROON MAROON BEIGE MAROON/WHITE

TRIM MITCHELL SHOWGROUNDS, ALICE ST

20 ROMA PONY CLUB WHITE NAVY NAVY BEIGE ROYAL/WHITE TRIM BURTONS RD, ROMA

20 SURAT PONY CLUB SKY BLUE MAROON SKY BLUE RACECOURSE

21 CUNNINGHAM PONY CLUB SKY BLUE YELLOW SKY BLUE NAVY BLUE BLUE/YELLOW TRIM BONEY MTN

RECREATION

21 INGLEWOOD PONY CLUB WHITE BLACK GOLD YELLOW BEIGE BLACK /GOLD TRIM,I

NEAR SIDE SHOWGROUNDS

21 KILLARNEY PONY CLUB SKY BLUE NAVY NAVY BEIGE SKY BLUE/WHITE

TRIM SHOWGROUNDS, KILLARNEY

21 STANTHORPE PONY CLUB

APPLE GREEN YELLOW BURGUNDY BEIGE BURGUNDY GOLD

TRIM SHOWGROUNDS, WARWICK RD

21 TEXAS PONY CLUB FAWN ROYAL BLUE ROYAL BLUE BEIGE ROYAL BLUE WT

TRIM TEXAS SHOWGROUNDS

21 WARWICK PONY CLUB INC WHITE GREEN GOLD

STRIPE BOTTLE GREEN BEIGE BOTTLE GREEN/GOLD TRIM SHOWGROUNDS

22 BOWEN PONY CLUB WHITE BROWN BROWN FAWN BROWN & WHITE RACECOURSE

RESERVE

22 CANNON-VALLEY PONY CLUB

PALE BLUE GOLD NAVY NAVY/GOLD TRIM RIORDANVALE RD, CANNONVALLEY

22 COLLINSVILLE PONY CLUB WHITE YELLOW YELLOW BEIGE YELLOW /WHITE

TRIM PELLIGAN CREEK

22 EURI CREEK PONY CLUB LEMON BROWN LIGHT GREY BEIGE BROWN/GOLD TRIM BRUCE HWAY, MERINDA

22 PROSERPINE PONY CLUB

BOTTLE GREEN GOLD/YELLOW - KELSEY CREEK.RD.

23 FLINDERS PONY CLUB LEMON BOTTLE GREEN BEIGE BTL.GRN/YELLOW

TRIM RACE COURSE

23 HUGHENDEN PONY CLUB WHITE MAROON WHITE MAROON BEIGE MAROON WHITE

TRIM HUGHEDEN SHOWGROUNDS

23 RICHMOND PONY CLUB WHITE ORANGE -NA BROWN BRN /GOLD TRIM

W.EMBLEM RACECOURSE RESERVE

23 WINTON PONY CLUB

ROYAL BLUE GOLD -NA BEIGE BLUE YELLOW TRIM WINTON

SHOWGROUNDS

25 ARGYLLA PONY CLUB SKY BLUE BROWN BEIGE ROYAL BLUE/

BROWN TRIM OLD MICA CK RD

25 CLONCURRY PONY CLUB WHITE NAVY NAVY NAVY NAVY W/WHITE TRIM AIRPORT ROAD

25 JULIA CREEK PONY CLUB LIGHT BLUE ROYAL BLUE ROYAL BLUE BEIGE WHITE/BLUE TRIM RACECOURSE

RESERVE

25 MOUNT ISA PONY CLUB WHITE BROWN BROWN BROWN/WHITE TRIM DAJARRA RD, MT ISA

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25 NORTH WEST PONY CLUB WHITE MAROON MAROON OPTIONAL MAROON SEDAN DIP RESERVE

26 ALBANY CREEK PONY CLUB LIGHT BLUE NAVY NAVY NAVY DARK BLUE GREENSILL RD, ALBANY

CREEK

26 BRAMBLE BAY PONY CLUB WHITE BROWN BOTTLE GREEN BEIGE BROWN TELEGRAPH RD

FITZGIBBON

26 BURPENGARY PONY CLUB APRICOT BROWN BROWN DK BROWN DARK BROWN/CLUB

EMBLEM BURPENGARY EQUES. CENTRE

26 CABOOLTURE PONY CLUB BLUE ORANGE BLUE BEIGE NAVY/ORANGE TRIM WILLIAMS ROAD,

CABOOLTURE

26 DAYBORO PONY CLUB WHITE MAROON NAVY BLUE/W

STRIPE V BEIGE MAROON/ROYAL TRIM/BADGE

SHOWGROUNDS,MT.MEE RD

26 DELANEY'S CK PONY CLUB

LIME GREEN BLACK BLACK BLACK EMERALD

GREEN/BLACK TRIM BLEAKLEY RD RESERVE

26 KILCOY PONY CLUB INC

MINT GREEN GOLD BLACK BEIGE WH WITH GREEN

TRIM / CLUB SHOWGROUNDS

26 MOUNT MEE PONY CLUB WHITE PURRPLE PURPLE BLACK PURPLE/BLK

TRIM/WHITE WRITE MT MEE SPORTS GROUND

26 NARANGBA PONY CLUB WHITE GREEN/YELLOW

STR DARK GREEN BEIGE DARK GREEN CALLAGHAN RD NARANGBA

26 PINERIVERS PONY CLUB WHITE PALE BLUE PALE BLUE FAWN L BLUE/DK GREEN

TRIM DAYBORO RD, WHITESIDE

26 REDCLIFFE PONY CLUB LIGHT BLUE RED RED BLACK RED/BLACK TRIM MCGAHEY ST

ROTHWELL

26 TOORBUL PONY CLUB WHITE LEMON BLACK BLACK BLACK WITH YELLOW

BORDER PUMICESTONE RD

26 WOODFORD PONY CLUB WHITE MAROON/WHITE MAROON BEIGE MAROON WHITE

TRIM NERUM RD

27 ALTON DOWNS PONY CLUB LT BLUE RED NAVY/RED TRIM DARK BLUE RED/PALE BLUE TRIM WAROULIA RESERVE,

'ALTON DOWNS'

27 BAJOOL PONY CLUB YELLOW MAROON MAROON BROWN MAROON/WH.TRIM HIGH ST, BAJOOL

27 BALMORAL PONY CLUB WHITE RED RED NAVY BLUE RED TRIM FIDDES ST,

ROCKHAMPTON

27 BOULDERCOM-BE PONY CLUB BOULDERCOMBE

RECREATION COMPLEX

27 THE CAVES PONY CLUB WHITE PURPLE PURPLE BEIGE PURPLE ROSMOYA RD, THE

CAVES

27 CLARKE CREEK PONY CLUB WHITE DARK GREEN DARK GREEN CREAM DARK GREEN/WHITE

TRIM RODEO GROUNDS, CLARKE CREEK

27 CROMPTON PK PONY CLUB WHITE SAXE BLUE SAXE BLUE/WHITE NAVY ROYAL/WHITE GRACEMERE RD,

CROMPTON PARK

27 FITZROY RIVER PONY CLUB LEMON BRWN/LEM&GR

STR KELLY GREEN BROWN GREEN REANEY ST,NTH ROCKHAMPTON

27 GRACEMERE PONY CLUB WHITE YELLOW NAVY BLUE NAVY BLUE NAVY BLUE

RECREATION GROUNDS, GRACEMERE

27 MARLBOROUGH PONY CLUB WHITE LIME GREEN ROYAL BLUE CREAM BLUE/L.GRN TRIM

MOPC RODEO GRNDS, MARLBOROUGH

27 PARKHURST PONY CLUB WHITE EMERALD GREEN BLACK GREEN WHITE NORMAN RD, NTH

ROCKHAMPTON

27 YEPPOON PONY CLUB PALE BLUE MAROON MAROON/BLUE

STR NAVY MAROON/BLUE TRIM ROCKHAMPTON RD YEPPOON

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28 GOONDIWINDI PONY CLUB WHITE TARTAN NAVY BEIGE TARTAN SHOWGROUNDS

GOONDIWINDI

28 WESTMAR PONY CLUB WHITE BROWN/GOLD BROWN FAWN BROWN/YEL W &

TRIM SPORTSGROUNDS, WESTMAR

28 YARRILL CK.PONY CLUB BLUE ROYAL BLUE RED BEIGE WHITE 'WYAGA' GOONDIWINDI