February 2012

Midsouth Region Boardgram

USPC Annual Meeting:

Wow, the people who went to the meeting in New Orleans came home exhausted but full of information. There will be more about what we learned later, but let me take a moment to congratulate two Midsouth volunteers who were recognized in New Orleans:

    Dr. Sarah Andres was elected to the Board of Governors. She is a graduate pony clubber; an active competitor and instructor and AHMJ at MegaRally .

    Deb McKenzie-Willson was one of the recipients of the Founder’s Award. She is a graduate pony clubber; an active clinician and national examiner and a wonderful resource for the region. And she was totally surprised about receiving this great honor.

Midsouth Regional Calendar:

A few dates have been added – please check the website for the most recent copy (revision date 2/2/12)

QUIZ 2012:

If you are planning to stay at the Cool Springs Marriott and have not yet made your reservation, the deadline date for the reduced rate is FEBRUARY 10^th!!

Chaperones for teams with very young competitors may indeed stay with the children during the day. You just cannot enter the competition phases with them, nor can you help them study between sessions (which would be unauthorized assistance). You can even keep track of their competition schedule and escort them to where they need to be, when they need to be there. In fact we encourage you to do so.

Swimming at Quiz…

One of the things we discussed at the AM was an insurance update and questions were asked about swimming – whether it was a covered activity. The answer is that USPC insurance covers swimming ONLY for swim practice associated with TET competition; the swimming phase of TET competition and during Pony Club camp. That being said, if you chose to swim during Quiz, be aware that you do so at your own risk

Karen Winn to address treasurers during Quiz Rally:

We spent several hours at the annual meeting discussing financial issues with the USPC Treasurer; an attorney; and Karen Winn, the COO. Many clubs around the country are finding themselves in danger of losing their tax exempt status for a variety of reasons which include failing to file the 990 forms; and the IRS is looking at clubs. Karen has graciously agreed to come to Franklin, TN during our Quiz Rally to spend a couple of hours (from 12:00 to 2:00 pm CST) speaking with club treasurers (or DCs) to present information and answer specific questions you may have. I will be sending messages to the treasurers with a request for an RSVP.

Financial peer review is in the future

Check the USPC website:

Many of the power-point presentations from the national meeting are going to be posted on the website. www.ponyclub.org Check it frequently.

Background checks:

Get those done – NOW – please! J

Games Rally 2012:

The information from Anni Hulbert was sent out to all club officers on February 2^nd but will also be posted on the website. Opening date is February 10^th and closing date is March 15^th. The date of the rally is March 24^th at the Kentucky Horse Park.

Club Policies

A board committee will be reviewing all club policies in the coming months. A few clubs have not yet sent their policies in, so please do so ASAP. If your policies are not in the files, I will be contacting you (again) in the next few days.

Standards & Ratings Clinic

We are a go for a March 31^st Standards and Ratings Clinic at Majestic Farm in Batavia, Ohio with Deb Willson. Information will be coming soon from Beth Grote of Miami Valley Pony Club.

Western track

The Midsouth Region has three clubs participating in the Western Track: Boskydell PC in southern Illinois; and Cedar Hills PC and Cedar Knob PC in Tennessee. About everything is covered under the Western track except “roughstock” which is bull-riding; bronc riding and bareback bronc riding. Can you imagine a rally with team-penning? Wonder if HM would have to do a turnout inspection on the cows? J

New DC/CA guide is coming!!

The brand new DC/CA guide will be out in the next few days and it looks fantastic!!! It will be available to download a hardcopy or to save it to your electronic device of choice. Should be on the website by February 3^rd!

New Upper Level Retest procedure

New process beginning in 2012 is that if a C3, B or A candidate DNMS on one block/section of the riding portion of the test, he/she can re-test that section only by the end of the calendar year. Check the USPC website under Resource àNational level testing à Re-Test information for H-B thru A to see what other options are available to you to request a re-test. It is the responsibility of the candidate to send in the re-test application and fee to the national office. This application does not require any signatures from the DC/CA or the RS.

The re-test application is on the website, the fee to re-test is $50 and the re-test will be done just like a regular testing experience.

Region & Club Summaryof 2011 Cash Receipts and Disbursements:

Don’t forget to send me a COPY (the original goes to the USPC office). The deadline for completing this form is February 15^th. My mailing address is below.

URGENT!!!!

We have three very important volunteer job openings in the region. The ladies (and their husbands) who have been serving have done so for years and their children are long out of Pony Club. It’s time they got a much needed break These jobs can be done either by an individual or a club so please don’t think that just because you are associated with a small club that the job is too big for you or your club. The jobs open are (written in the words of the people who have been doing the jobs):

Regional Award Coordinator
(currently done by Karla Johnston) who has offered to train

“I’ll be glad to provide further details to anyone who might be interested in helping out. It’s really not a difficult job at all… and can easily be done by a non-horsey person. The person should probably be good with details, fairly well organized, and a good (again, detail-oriented) communicator. Good problem solving skills are helpful and it will be easier if s/he doesn’t procrastinate on preparing for the rallies.”

Maintains inventory of regional rally* ribbons and other awards;

Reviews rally fact sheets and communicates with RS and rally organizers to ascertain awards needs;

Places orders for ribbons/awards;

Receives ordered ribbons/awards;

Sorts, reorganizes, and packs ribbons/awards for specific rallies;

Contacts recipients of perpetual awards to help insure their awards’ timely return;

Assists with distribution of awards at rally ceremonies (do not need to be present);

Assists with ribbons/awards for the MSPC HT

*Regional rallies = Quiz, Games, Polocrosse, Tetrathlon, Show Jumping, Dressage, D-1, D-2/D-3, and C (Eventing).

D1 Rally secretary/organizer
(currently done by Pat Bellknap) who has offered to train

Wanted—Secretary/Organizer for the D1 Rally
(Husband and Wife Team Works Great!)

The D1 Rally is held in June during the Midsouth Region’s Megarally week. It is a 2-day rally and consists of a dressage test, stadium jumping course, written test, and stable management. All competitors compete individually with the help of a C Advisor. Closing date is usually three to four weeks before the rally, so the actual time it takes to organize and plan it is approximately one month.

Most of the planning includes producing and printing documents.

Duties include:

Plan and type up the 2-day schedule and get approval from Chief Horse Mgt Judge and Megarally Organizer

Make sure all paperwork is in: entries, fees, Coggins, coaching and chaperone forms

Type the competitor list and order of go

Make labels for dressage tests and competitor packets

Make competitor and coach packets

Make badges for C Advisors, Coaches, and Chaperones

Send competitor list with tack stall assignments to Layover Stall Organizer to organize tack rooms

Send order of go to Scorekeepers and competitor list to Chief Horse Mgt Judge

Make copies of competitor list and order of go for all ring stewards, judges, photographers, and extras for parents

Organize volunteers: email job descriptions and assign volunteer jobs. One week before rally email reminder to volunteers. (Peachtree Farms Riding Center does a wonderful job of filling several of these volunteer positions.)

First day of Rally:    Pass out packets and organize volunteers to set up dressage rings.

Second day of Rally: Get dressage judges situated, make sure volunteers are in place.

After dressage tests, organize volunteers to set up stadium course, jumping warm-up ring. Fill in where needed.

Get stadium jumping judge situated.

Pass out ribbons at Awards Ceremony.

 For more info contact: Pat Bellknap 256-883-5177, bellnerp@aol.com

MegaRally coordinator
(currently done by Cindi Lacy) who has offered to train

The Organizer must have a copy of and be familiar with the current USPC Rules for each of the Rally
disciplines and the USPC Horse Management Handbook so that the rally preparations comply with those
rules and standards. During the Rally the officials will provide technical expertise. During the months of
preparation the Organizer must be able to monitor and provide guidance to the various Chairmen based on the USPC Rulebooks. Duties would include securing all officials, sites, and equipment; working closely with secretaries and volunteers to set up all competition areas; and working with the Technical Delegate to resolve any problems.

If you are willing to take on any of these jobs, please contact me. These ladies are serious about retiring but are willing to help train their replacements.

Coming soon!! Our own Yahoo Group

Allison Deaton, our regional secretary and the DC of Long Run Pony Club, will be setting up a Yahoo Group for the Midsouth Region Club and Riding Center officers. Please use this forum for such things as arranging composite teams; communicating information about shows and clinics; and general discussion. Expect to see an e-mail invitation to the group in a few days.

Becky Logsdon, RS

8425 Baptist Church Road SE

Elizabeth, Indiana 47117-8452     

Background Checks Required for New DCs/JtDCs /CAs – Just another reminder to have your USPC-required background checks completed before taking office January 1, 2012.  Your Club/RC should reimburse you for this required expense.

Club Policies – I was pleased to read in many of the Annual Meeting Minutes that Club Policies were reviewed and in many cases revised. Please remember to send a final copy of your Policy document to the RS for signature approval and for the regional files.

Note #1: USPC has issued revised wording on its “member in good standing’ policy, which all clubs are now required to have in their policies. The new definition eliminates quantitative requirements, such as ‘members needs to attend x% of the meetings in order to remain in good standing’.  The new wording is as follows:

Member in Good Standing Policy

In order to ensure that USPC Participating Members are held to the same standards of membership in all     Regions, Registered Clubs and Riding Center Programs, the Board of Governors recognizes the importance     of a Member in Good Standing policy.

USPC Policy 1002 states that a Participating Member will be considered to be in good standing if they:

• Show evidence of sincere interest in the activities of Pony Club at the local, regional or national level, and
• Assist younger members in the learning process, and
• Participate in Pony Club activities at the local, regional, or national level when and where appropriate, according to the age, experience, and suitability of mount, and
• Are current with all dues and fees owed the Club/Center, Region and USPC.

Since most clubs pay for all or part of rally/champ entry fees or testing fees, the extent of member participation in club activities can certainly be taken into account when determining the level at which the club can/will subsidize a member’s rally/testing fees.

Note #2: USPC’s Board of Governors (BoG) also approved a terminology change in the 2012 Standards of Proficiency wherein the term ‘certification’ is to replace the term ‘rating’.  Click here to see the attached formal explanation of this change.

I was recently asked if this change was an issue for club sponsors to vote upon. My response is no…National Policies always take precedence over regional and/or club policies. When the BoG votes a new policy, it is final. Neither regions nor clubs have any authority in those decisions,
therefore we have no vote. The change from ‘rating’ to’ certification’ is only a change in terminology.  Your policies would be more ‘up-to-date’ if you made the corresponding changes from ‘rating’ to’ certification’, but they would not be invalid if you did not.  Just make the change(s) when it is convenient.

Midsouth Regional Board: Attached is an organizational chart of the Midsouth Regional Board, along with many email addresses.  I hope you will keep this chart handy when you have instructional questions or need HM advice…please contact the appropriate Board members for help.

On a different note…the Regional Council at our November 12 Annual Meeting elected Cindi Lacy as one of our four VRSs. However, she has since had to make the tough decision to relinquish this post.  Cindi will still be the 2012 MegaRally Organizer, but family and boarding farm business has limited her time and availability for this year-round job.  A heartfelt thank you, Cindi, for your past years of faithful, cheerful service to Midsouth!

A New USPC D Manual is Coming! – A new D Instructional Manual is currently scheduled to ‘hit the bookstore’ February 2012.  The new C Manual is scheduled for October 2012.

Save the Date – January 7 & 8, 2012 – The South Region is hosting a Standards & Rating  and D-Level Clinic for Instructors, Examiners, and UL Pony Clubbers (C2 and Up) in Montgomery, AL.

According to Linda Strom (our RIC #1 Assistant for the Tennessee and South part of the region)…“This clinic is for current and future raters. Sarah Morgan has been doing this clinic for the Lake Shore Region for the past 7 years. This is an excellent opportunity to keep your skills sharp and keep up to date on the current standards.”

Click here for the information flyer. The cost is only $25!

Registration Deadline for the USPC Annual Meeting is December 31!

Please make plans to attend this event.  It is a super educational opportunity for club leaders and members….guaranteed!! The region will reimburse each club  and riding center1/2 of one registration fee for one officer to attend (click here for reimbursement form). Most clubs/rcs will reimburse some/all of the other expenses associated with attending this Annual event.

“An Informed Leader is an Effective Leader.”

2012 Quiz Rally – The Entry Packet is on the Midsouth Website. Opening date = Jan. 9. Postmark closing date is February 3.

2012 Games Rally – Reserve the date…March 24, Saturday, at Kentucky Horse Park Covered Arena for a day of fast action and plenty of FUN!  Anni Hulbert will again be the sec/org for this rally.  The Entry Packet will come out early next year.

2012 Dressage Rally – Survey responses indicate moving Dressage Rally to a Spring date is a positive move! The largest number of interested clubs/members are in the Tennessee and South part of the region. The Dressage Rally Committee (Allison Deaton (Chair), Shelley Ryan, Becky Logsdon, Peggi Bindner and Dalles Lee will be handling the details. A date and location has not yet been confirmed.  We will let you all know as soon as possible!

Thank you for many years of rewarding challenges.  I am thankful for your friendship and sincerely appreciate the hard work you all have given to your clubs and riding centers.  Midsouth is the best Region in USPC…thanks to YOU!!!

– Nancy, 2011 RS

USPC National Youth Congress – Midsouth’s Representative

About 10% of our 2011 membership have achieved an HB rating or above. The region would like to select one of these members to represent our Midsouth Region at the 2012 USPC National Youth Congress in New Orleans, LA, Wednesday thru Friday, Jan 25-27, 2012. The region will pay the $100 NYC meal fee and the Annual Meeting registration fee (so the representative can also attend the week-end’s workshops and activities). Other expenses not covered by USPC-NYC will be the responsibility of the representative. DCs/RCAs – please consider the qualifications, interest, and availability of one of your Upper Level members for this honor.

Nominees must be:

1. Between 18-21 years old as of January 1, 2012;
   
2. Have attained a national level rating (HB/C+ or above);
   
3. Demonstrate leadership and volunteerism;
   
4. Embody the qualities mentioned in the USPC Mission Statement;
   
5. Obey the USPC National Youth Congress Code of Conduct.
   

    

   The NYC Application is on the ponyclub.org
   (Please email me your nominations)
   

    

   The Midsouth Region’s Annual Meeting of the Regional Council

   This very important meeting will take place on Saturday, Nov 12, at the farm of Robin LeMastus in Goshen, KY. Sign-up forms are attached. Agenda and Meeting Notice will be emailed next week. This meeting will be FUN and informative!! Please let me know if you have questions or special issues you would like addressed.

   2011 Annual Meeting Sign-Up (revised)

    

   Club/RC Visits
   
   Our regional Vice RS’s and I are continuing our club visits. October will certainly be the busiest month! (See attachment - Club_Reports). I am receiving wonderful feedback on the organization and cooperation within the clubs visited to date. This is outstanding news. Club leadership is a ‘team relationship’ just as much as our member rally teams. Thank you for being good adult role models and teachers for our members!

    

   Mule Rider for West Point!
   

   To the right is a photo of Samantha Dorminey (Pennyrile) and ‘Raider’ taken on September 10, 2011 at her first college football game as a Mule Rider for West Point Military Academy! Her Mom said, “She had a blast!”

   (Cool job on the hip letter!).

    

   Midsouth’s 2012 Rally Calendar
   

   For planning purposes, here are the dates for the 2012 Midsouth Rallies. We will be
   discussing Tet and Dressage Rallies at our regional meeting.

   Quiz (Cool Springs Marriott, Franklin, TN) – March 3

   Games (KHP*) – March 31

   Polocrosse – To Be Determined (typically April or May)

   Tetrathlon (tentatively KHP) – during MegaRally, exact dates TBD
   

   MegaRally (KHP) – June 19- 22

   Midsouth Pony Club Horse Trial (KHP) – June 22-24

   *KHP = Kentucky Horse Park

    

   Used Tack/Riding Apparel Sale?
   

   Do you think it is a good idea for the region to ‘host’ a used riding apparel and tack sale? This idea has come up before but nothing definite was ever decided. Would we have time to ’round up’ our stuff in time for our regional meeting in Louisville? OR, should we plan for Quiz or MegaRally? Please let me know if you think such a sale is a good idea.

   As to format, I was thinking folks could bring items for sale to the regional meeting with an envelope safety-pinned to the sale item. On the envelope would be written the following information: seller’s name, cell #, size information and price. We would display these items at our meeting location. To make a purchase, the buyer would simply place the $ inside the envelope and sealed it. All sealed envelopes would then be placed in a box and later returned to the seller at the conclusion of the meeting.

   Sellers must take home all unsold items.

   What do you think?

    

   Warm Regards,

   Nancy, RS