Below are some Frequently Asked Questions for Branch Committees. The answers provide some examples of best practice and useful guidance documents.
How should Branch Committees document their Branch Committee meetings?
Branch Committees should document their meetings with the creation of agendas and minutes.
An agenda template can be found here.
A minutes template and tips can be found here.
Although Branches must create minutes, they do not need to be shared with the membership or parents. However, a copy must be sent to the Area Representative or saved on PELHAM for the Area Representative to access.
Parents should be kept up to date with Branch plans during the Annual Parents Meeting as outlined in Rule 9.47 of The Pony Club Handbook.
How should a Branch Committee hold Committee Elections?
Branch Committees should hold their Committee voting processes in accordance with the guidance issued by The Pony Club Management Committee. This guidance can be found here.
The guidance outlines term lengths of Branch Committee Members and offers good practice tips on how to hold open and transparent Committee elections.
Who runs a Pony Club Branch?
Pony Club Branches are ran by a team of Volunteers. Each Branch will be managed by a Branch Committee which is chaired by its District Commissioner.
The Branch Committee will consist of no fewer than five people including the District Commissioner and will be responsible for appointing the following Officers of the Branch: Branch Secretary, Branch Treasurer, Health and Safety Officer, and Branch Safeguarding Officer who will be members of the Branch Committee. A person, including the District Commissioner, may hold more than one appointment, except no person may be appointed or reappointed as the Branch Secretary or the Branch Treasurer if that person resides at the same address as the District Commissioner or is a close family member of the District Commissioner.
Additionally, the Committee may appoint an Assistant District Commissioner. A Branch Committee can at any time increase or reduce its number provided that it shall not be fewer than five. To do this or to fill vacancies, the Committee can at any time elect new members to join the Committee.
How long is a District Commissioner voted in for?
Once in post the District Commissioner and all branch officers and Committee members hold office for a fixed term of 3 years. Therefore, after the expiry of three years anyone who wishes to continue on the Branch Committee, including the District Commissioner, must be re-elected.
Whilst it remains a decision for the Branch Committee as to who to appoint, the practice of simply re-electing the current Committee en bloc for a further term of office in not considered to be in the best interests of The Pony Club.
Should Branch Committee Members declare potential conflicts of interest?
It is best practice for Branch Committee Members to declare Conflicts of Interest so that any potential conflicts are identified and mitigations are put in place if an issue arises.
A guidance document on Conflicts of Interest can be found here.
How does someone make a formal complaint?
More information on complaints can be found on this page.
Where should I go if I need help or training with Pony Club systems?
If you require assistance or need user guides for PELHAM, visit the Project PELHAM site.
If you require assistance for Entry Systems, visit the providers website.
Who should a Branch Committee Member contact if they need help?
If a Branch Committee Member requires assistance, first contact your Area Representative. Contact details for Area Representatives can be found here.
You can also contact The Pony Club Office.