RULES THE CLUB
SECTION 1
GENERAL RULES
1.1. Definitions. Certain terms used in these Rules are defined as follows:
a. Adult Members. All members aged 18 years or older.
b. Junior Members. All members under the age of 18 years.
c. Associate Members. Civilians from the local community who are accepted by the Committee as contributing to the life of the College. This includes the owners of all ponies and horses on working or DIY livery.
d. Guest Riders. Individuals who are not eligible for membership but who are sponsored by a member to ride on an occasional basis.
e. Horses. Unless stated otherwise, the term 'horses' includes 'ponies'.
f. Saddle Club. Unless stated otherwise, 'Saddle Club' or 'Club' means the Defence
Academy Saddle Club and incorporates any associated 'Pony Club' activities.
STANDARDS OF CONDUCT
1.2. Fire Regulations. All members are required to comply strictly with the fire regulations. In particular, fire buckets and appliances are not to be tampered with, used for other purposes, or removed from their positions.
1.3. Smoking. Smoking is prohibited anywhere on the Saddle Club premises, this includes the yard, all of the Saddle Club buildings and all of the paddocks.
1.4. Tack Room. The Tack Room may be used for members to clean tack, prepare for rides and as a storage area. Equipment and clothing is to be kept in members' lockers, whilst tack is stored on the racks provided and the rest of the area is to be kept clean and tidy at all times.
1.5. Car Parking. There is to be no parking of private vehicles within the area of the stables buildings. Cars parked in the approach lane must NOT restrict access to the stables, dutch barn or muck trailer. Cars must not be parked there when the no parking signs go up.
1.6. Access by non-members to the Stables. Visitors are not allowed in the stables area unless they are accompanied by a Club member or are given permission to enter by the Chairman or one of the Stables Staff. Members may bring friends, who are not members of the Saddle Club, to the Stables on an occasional basis, but should always inform the Yard Manager/Club Instructor of the identity of the non-member. Friends wishing to ride must be registered as Guest Riders. Members are responsible for the conduct of individuals they introduce in this way and particularly for ensuring that they obey the Club Rules on safety and fire prevention. In the interests of safety young children are not to be permitted to run loose in the stables, the menage or their surrounding areas. Dogs are not allowed on the yard between the hours of 8 am to 11 am and 4pm to 7pm on weekdays or at any time during the weekend unless they are on a lead.
1.7. Access to the Stables out of Hours. The barn, office and tack room and ERDA gate will be locked when the last staff member leaves the yard each evening. No one, other than the Chairman, a member of the staff or a Private Owner, is permitted to enter the Stables once the Yard manager/Club Instructor has departed without permission from a staff member.
Under no circumstances is anyone to sleep in the Stables overnight, except with the express personal permission of the Chairman.
1.8. Out of Bounds Areas. The property store and feed store are out of bounds to all members of the Club, with the following exceptions:
a. Members of the Committee.
b. Stables Staff.
c. Members carrying out a task with the permission of the Club Manager or the Yard Manager/Club Instructor.
1.9. Purchases from Other Saddle Clubs and Commercial Firms. Members are not permitted to purchase goods from other Saddle Clubs or from commercial sources on behalf of the Club, or on their own behalf but with the bill being charged to them through the Club. The only individuals able to authorise purchases on behalf of the Club are the Chairman, Club Manager and Yard Manager.
1.10. Standards of Behaviour. The Saddle Club is dependent on the goodwill of the military authorities; only the highest standards of behaviour and cleanliness are acceptable.
MEMBERSHIP
1.11. Membership Applications. Applications for full and associate membership are to be made on the appropriate forms. Copies of these forms may be obtained from the Club Manager or the Stables Staff and should, when completed, be returned to the Club office. On receipt of an appropriate application a membership number will be allocated and a membership card If the application is accepted, the Yard manager/Club Instructor will allocate the member to a ride or class appropriate to his or her standard. The appropriate membership application must be accepted before the individual is permitted to ride at membership rates.
1.12. Club Membership List. Only those whose names appear on the current Club Membership List, and who have a Membership Number, are entitled to take part in Club activities at the member's rates. The list will be updated periodically by the Club Manager and will be available for inspection in the Club Office.
1.13. Cancellation of Membership. The Committee may require a member to surrender his or her membership of the Club for repeated failure to obey the Club's Rules, for bad behaviour, or for persistent indebtedness to the Club (including repeated failure to pay bills promptly). A decision to expel a member must be approved by the majority of the Committee members and will normally be taken only after the individual concerned has been formally warned on at least one occasion by a member of the Committee. In exceptional cases this warning may be waived with the authority of the Chairman
1.14. Resignations from the Club. Members are required to give one month's notice in writing to the Secretary of their intention to leave the Club. Members who have paid in advance for rides will not be eligible for a refund if rides are not taken before resigning.
SUBSCRIPTIONS AND CHARGES
1.15 Current Rates. The current charges and rates of subscription and services will be available from the Club Office.. The Committee reserves the right to alter these without prior notice. Any such alteration will be displayed on the Saddle Club Notice Board.
1.16 Payment of Subscriptions. Membership subscriptions are charged for the use of the Club's facilities by livery members but not for riding per se. Thus, an individual who makes regular use of the Club for social purposes without riding may be required to take out membership and pay the appropriate subscription. Riding members subscriptions are incorporated in the prices charged for riding. Livery members subscriptions are payable monthly with Livery payments
1.17 Payment of Other Bills. Monthly livery bills must be paid within 14 days of receipt or the 20th of the month whichever is the sooner. Such payments should be sent by cheque direct to the Club Manager. Cash payments should be avoided but if necessary the cash should be placed in a sealed envelope with the livery owners name on it and given to the business or the yard manager for safekeeping. Payment for rides and other transactions should be made to the Yard manager/Club Instructor. In any cash transactions the member is advised to obtain, and retain, a written receipt for the payment so that any subsequent queries can be quickly resolved.
1.18 Livery members are required to give one months notice in writing of their intention to leave the yard and will be charged for one months livery at the relevant rate from the date that they inform the Club Manage/Yard Manager of their intention to leave.
1.19 Refunding of Payments. Payments will not be refunded by the Club, except under the following circumstances:
a. Where a genuine error has been made.
b. Where the Club has not fulfilled an obligation (for example, when a ride or lesson has been cancelled by the Club and another ride or lesson in lieu is not possible or acceptable to the member concerned).
c. Where, to the satisfaction of the Club Manager, an individual pleads 'force. majeur' If an individual simply decides to resign from the Club through loss of interest, no refund of prepaid rides would be allowable.
1.20. Cancellation Charges. If an individual fails to attend a ride or lesson or cancels:
a. within one hour of the appointed time, he or she will be required to pay a cancellation fee amounting to the full charge for that ride
b. less than twenty-four hours before the lesson, they will be required to pay a cancellation fee equivalent to 50% of the full charge.
1.21 Employees. Employees serving with the Club will not be required to pay a membership subscription and will be allowed to ride in the school and hack out locally at no charge. However, unless waived by the committee, they are to pay all other charges. Employees will also be required to pay Station Fund Subscriptions.
INSURANCE
1.22 Members' Insurance. The Club does not undertake to provide any insurance for members or their dependants, and it is the responsibility of members to insure themselves and their families against all risks, particularly for third party liability, entailed in participating in the activities of the Club.
HEALTH & SAFETY
1.23 There are many potential hazards to health and safety whilst riding, handling horses or working in the stables or paddocks. All members must therefore exercise extreme care when taking part in Club activities and must not undertake tasks outside their level of competency unless closely supervised. Specific rules are contained in the accompanying pages and Section 3.
1.24. Accident Book/Form. All accidents including potentially serious near misses must be reported to the Yard manager/Club Instructor and an accident report completed. This will then be retained in the Club's Accident Book, which is held in the Office. Where an accident involves a member of staff a copy of the form must be sent to the QM.
1.25 Tools, hoses and wheelbarrows. All yard tools must be returned to their designated places after use. Hoses must be rolled up and wheelbarrows and muck buckets emptied in the appropriate place before storing.
1.26 Power Tools and vehicles. Any member wishing to use any of the clubs power tools, mower, tractor, strimmer etc MUST undertake the appropriate instruction on its use and read the relevant literature and risk assessment. Once this has been undertaken they must sign their name on the register of users.
1.27 Substances Hazardous to Health. The Club has a number of such items which are held under lock and key in the COSSH cupboards. Members are not allowed to use any of these chemicals without permission from the Club Manager or Yard Manager. Once this is obtained they must read the relevant risk assessment, adhere to the recommendations for use and sign as a registered user.
RULES OF THE RMCS SADDLE CLUB
SECTION 3
RIDING AND INSTRUCTION
3.1 Instructors Qualifications. The Club employs a BHS qualified instructor to manage the yard and give instruction, however it cannot, and does not, guarantee to provide formally qualified instructors at all times. The Committee will always endeavour to provide the best possible instruction for members, but it is dependent on the availability of expertise on the yard at the time. Instruction will, however, always be given by experienced individuals and the emphasis will at all times be on safety.
3.2 Dress. The minimum dress requirements are:
a. Hats. Riding hats must at present conform EN 1384 or PAS. Saddle Club hats are available at a small charge. Hats must be worn at all times when mounted and members are strongly advised to wear them when handling horses in the yard or paddocks.
b. Boots. Riding boots are not essential, but footwear should have a small heel and support the ankle.
c. Jodhpurs. Jodhpurs are the best form of legwear, but alternatives, which should be stretchy enough to not
hinder movement and thick enough to give protection, are permissible.
d. Gloves. The wearing of gloves is advisable, even in the summer, to prevent blistered fingers.
e. Back Protectors. The wearing of back protectors is recommended, especially by children.
3.3 Care of Horses and Tack. All members, juniors as well as adults, are required to contribute to the care of the horses and tack which they use. The following simple procedures are to be strictly observed and members who fail to comply with them run the risk of being banned from the Club:
a. General. On no account is a horse to be struck in the stables. If correction or punishment is necessary during a ride, only a crop or stick is to be used. Horses are not to be tied up by their reins or to the bars of the stalls. These are not intended for the purpose and may easily be bent or broken as a result.
b. Before Riding. Members are requested to arrive in sufficient time before their lesson to groom it, pick out its hooves and tack it up. New members will receive instruction on the above from the Club Instructor. Riders on a tight schedule or those unsure of what to do can always seek help from the Sables staff or another member.
c. After Riding. As soon as a ride or lesson has finished and before doing anything else, each rider is to ensure that:
(1) His or her horse is not returned to its box in a hot or sweaty condition. If necessary, the horse is to be led around until it has cooled off.
(2) All the horse's tack is removed and the horse rubbed down and groomed, unless it is required
immediately by someone else. The horse's hooves are to be picked out and, where applicable,
its legs are to be washed and dried and it is to be rugged up.
(3) The door to the horse's box is securely closed and headcollars and lead ropes hung up outside.
(4) The bit is washed, although care must be taken that the leatherwork does not get wet, and all
the tack is to be put away neatly in the correct place.
(5) Any injury to, or apparent ailment of, the horse is reported to the Instructor.
(6) Any defect in the tack is similarly reported.
3.4 Priority for Rides and Lessons. Full, Associate and Honorary Members will be treated equally and will be allocated priority on rides and lessons on the basis of 'first come, first served'. They will take priority at all times over casual riders. In cases of dispute the Club Instructors decision is final.
3.5 Cancellation of Rides and Lessons. The Club will make every effort to contact members if rides or lessons have to be cancelled at short notice and will also make arrangements either to provide alternative rides or lessons or, where applicable, to give refunds. The Club will not, however, under any circumstances, accept responsibility for any expenses (for example, for transport or baby sitters) incurred in relation to a cancelled ride or lesson.
3.6 Junior Lessons. Pony Club activities may include the theoretical aspects of horsemanship, stables management, tack, horse care and ailments, etc and these subjects will be taught to members during the year, occasionally in lieu of a riding lesson or hack. No refund of subscriptions is permissible if a member chooses to miss this instruction in equestrian theory.
3.7 Hacking Inside College Grounds. All riders must remain within authorised areas whilst hacking inside the College grounds. Under no circumstances are horses to be allowed onto the Golf Course, the Cabot Trail footpaths or within the JSCSC. Any damage to the Golf Course, Cabot Trail or landscaped grass will be charged to the individual rider(s) involved. Horses should keep off the pedestrian walkways and away from buildings unless it is unavoidable. If a horse should foul a pedestrian area the ride must return to the site after the hack to remove the droppings.
3.8 Hacking Outside College Grounds. The attention of all Club Members is drawn to the Regulations governing the riding of horses laid down in the Country Code. Members are to conform strictly to these regulations at all times when hacking out. Individuals will only be permitted to ride out under supervision after they have satisfied the Club instructor that they are competent riders. Competence tests, which will cover road safety, walking, trotting, cantering, jumping, and the use of the correct aids, will be conducted on an as-required basis at times to be mutually agreed. In the event of an adverse assessment the individual may appeal to the Chairman, whose decision will be final. Hacks outside the College Grounds may only take place under the supervision of a leader approved by the Club Instructor.
3.9 Unsupervised Hacking. It is normal to 'hack out' as part of an organised ride. Exceptionally the Committee may give certain members permission to ride out on their own at times arranged by the Club Instructor. For reasons of safety, members, other than Private Owners riding their own horses, may not normally ride outside the College Grounds alone.
3.10 Hacking after Dark. Club horses are not to be ridden outside the Grounds after dark. It is the responsibility of the Club Instructor to ensure that the hack is timed - and, if necessary, cut short - so that all riders are back inside the Grounds before darkness falls. Private owners may only ride after dark if they are suitably dressed with reflective bands and bicycle type battery powered lights.
3.11 Riding and Other Charges. Details of riding and other charges are available from the Club Instructor. The Committee reserves the right to alter these without prior notice and any such alterations will be notified on the Club Notice Board.
RULES OF THE DEFENCE ACADEMY SADDLE CLUB
SECTION 4
STABLING OF PRIVATELY-OWNED HORSES
4.1 Livery Agreements. Horses and ponies owned by Club members may be accepted for stabling on Club property at the discretion of the Committee, provided that a written agreement stating the Conditions of Acceptance is signed by the owner. An example of this Livery Agreement is attached. Boxes are made available to Private Owners solely for the stabling of horses for their own use. Neither these boxes nor the Club's premises are to be used by Owners in connection with dealing in horses or any other business.
4.2 Types of Livery. The types of Livery available are:
a) Part Livery. Part Livery provides for the hire of a box and for the feeding, watering and mucking out of a members horse over seven days a week. A turn-out facility will be made available at the discretion of the Yard Manager.
b) Full Livery, As for part livery but in addition the Saddle Club staff will exercise the horse.
b) DIY Livery. DIY Livery provides for the hire of the box only. The member is required to look after his or her horse or pony in all respects, including feeding, watering and mucking out. A turn-out facility may be made available at the discretion of the Yard Manager.
c) Outdoor Livery. (Full members only) Outdoor livery provides for the rent of a shared outdoor enclosure as specified by the Yard Manager. Owners are responsible for supplementing the horse's hay, feed and water. Horses (14.3hh+) can only go on outdoor livery if they are kept in one of the paddocks outside the Defence Academy. Outdoor livery ponies are likely to rotate paddocks to optimise grazing.
d) Working Livery. Any of the above types of livery can also be working livery. This means that the horse or pony can be used by the instructor to give lessons or hacks or for Pony Club activities. Owners whose horses are on working livery receive a discount on their monthly rental. Usually working livery horses are used for no more than 7 hours per week. Any restrictions or conditions of use should be entered on the livery agreement. The club reserves the right to refuse the working livery option where the horse is unsuitable for Saddle Club use. Associate members wanting outdoor livery must be on working outdoor livery. If an associate member's outdoor livery pony becomes unfit or unable to be used for Saddle Club activities, the owner will be required to change to DIY livery or remove the pony from the club. Stabled horses on working livery will normally have priority over other categories of livery in the event of a shortage of boxes.
4.2 New Entrants. A new horse will not be allowed to enter the stables until the Yard Manager is satisfied that it is fit to do so. All new entrants will be wormed on arrival. If the Yard Manager is not satisfied with the horse's condition on its arrival, he or she may call in a Vet to examine the horse; this examination and any subsequent treatment will be at the Private Owner's expense. In addition, a Private Owner is to produce to the Yard Manager veterinary certificates showing that his or her horse's inoculations are up to date. The Yard Manager is to annotate the Livery Agreement accordingly and is to arrange for the certificates to be copied and the copies to be held with the Club's copy of the agreement. Thereafter the Private Owner is to:
a) Keep the Yard Manager fully informed of any illness suffered by the horse and of any visits to it by the vet. b) Worm his or her horse at the same time as the Club's horses.
4.3 Allocation of Boxes. Boxes will be allocated first to Saddle Club horses and those on working livery and only thereafter to privately-owned horses. Available boxes will be allocated to Full members first and to Associate members subsequently. Within each category of membership, those who have had their horses stabled with the Club the longest will receive priority in any reallocation of boxes. A Private Owner who disposes of one horse and immediately replaces it with another retains the precedence he or she enjoyed with the first animal. The right to a box currently occupied by a horse at livery with the Club, or indeed the right to a box in the stables at all, does not extend to any purchaser of that horse. Anyone considering buying a horse at livery with the Club, should therefore apply to the Committee for confirmation that a box will be available before completing the purchase.
4.4 Changes in Livery Agreement. Private Owners must give the Yard Manager, or the Chairman, at least one months advance notice of their intention to change the livery agreement by selling or buying a horse, by temporarily or permanently removing their horse from the Stables, or by changing the type of livery they enjoy. Should circumstances, such as a reduction in the Stables Staff, so dictate, the Committee may require a Private Owner to accept, temporarily or permanently, a reduced type of livery to that originally agreed with him or her.
4.5 Voluntary Vacation of Boxes. If a Private Owner voluntarily vacates his or her box for a temporary period, he or she will be required to pay his or her membership subscription for that period, together with a Retention Fee equivalent to the DIY Livery charge; otherwise the Club will be free to reallocate the box. (This includes the period in the summer when a Private Owner may wish to put his or her horse out to grass.)
4.6 Compulsory Vacation of Boxes. The Committee may require a Private Owner to vacate a box allocated to him or her (for example, so that repairs can be effected, to accommodate a new Club horse or to accommodate a horse belonging to a full member). Normally, the Private Owner will be allotted an alternative box, but in exceptional circumstances this may not be possible and the Club may require the Private Owner to vacate the Stables entirely for a time. Every effort will be made to give the Owner one month's notice of this, although this may not always be possible.
4.7 Temporary Vacation of Boxes. Should the Committee require a Private Owner to vacate the Stables temporarily for any reason, the Committee will determine whether or not the Owner is to be required to pay his or her membership subscription for the period in question. Their decision will depend on the circumstances. If the Private Owner continues to make use of any of the Club's facilities, he or she will be required to pay his or her membership subscription. If, in addition, the Club provides any facilities for the Owner's horse, he or she will also be required to pay a Retention Fee equivalent to the DIY Livery Charge.
4.8 Veterinary Services. Should a member of the Committee or the Yard Manager consider that a privately-owned horse urgently requires the attention of a vet, and should it prove impossible to contact the Private Owner concerned immediately, the Club reserves the right for its officers or staff to summon a vet at the Private Owner's expense. Private Owners are riot permitted access to the Club's veterinary cupboard, except in an emergency when they should request items from the Duty Groom on repayment.
4.9 Livery Charges. Private Owners must be members of the Club and must pay the appropriate adult membership subscription and livery charges. All other costs, including fodder, bedding, vets fees, shoeing and horse insurance are similarly to be borne by the Owner. The relevant bills will be raised monthly by the Treasurer. Rental will be charged monthly in advance, while consumable will be charged monthly in arrears.
4.10 Insurance. No liability for personal loss or injury or for injury, loss, damage or destruction to privately-owned animals or property will be accepted by the Saddle Club. Owners of horses at livery must also hold insurance against third party liabilities. Private Owners are strongly recommended to insure their horses and saddlery, but such insurance will be at their own expense.
4.11 Saddlery and Tack. Private Owners are expected to provide all their own tack, rugs, head collars, bandages, hay-nets, etc., and should ensure that all items are clearly labelled. A saddle rack will be allocated to each horse in the tack room. Private Owners are not to borrow Club items, except in an emergency, and will be expected to repair or replace any equipment that is damaged or lost whilst in their charge.
4.12 Equipment Owners are required to have their own basic equipment i.e..; water and feed buckets, hay-nets etc. Wheelbarrows forks, shovels etc are provided by the club, but should be put away after use.
4.13 Forage and Bedding. The Club will provide all Private owners with forage and straw or shavings for their horses on repayment. Owners are to state their requirements to the Yard Manager, who will arrange for these to be recorded on the Feed Sheet. Private Owners who require unusual types of forage or bedding may request that these be provided, but the Club reserves the right to make an additional charge for the extra work involved.
4.14 Storage of Feed and Bedding. Private owners may purchase forage and bedding from the club by the bag/bale. All such purchases must be recorded in the feed sheets in the barn. While the club will endeavour to make storage space available for such items, this cannot always be guaranteed. Owners are required to provide their own feed bins for such storage and maintain routine housekeeping procedures to deter rats.
4.15 Weekend and Holiday Management. All Private Owners, except those paying for Full Livery, are responsible for the mucking out and feeding of their horses every day including weekends and public holidays. Private Owners who are unable to look after their horses for any reason are to make arrangements for the mucking out of their horses to be done for them during their absence by the Yard Manager or by another person approved by the Yard Manager. A list of charges is displayed in the Office.
4.16 Paddock Maintenance. Members who have specific paddocks or turnout areas allocated to them are responsible for the general maintenance and well being of those paddocks to include:
* Regular 'poo' picking;
* Checking for and digging up of ragwort;
* Checking for and removal of hazards eg balls, litter;
* Regular checks of the integrity of the fence and where necessary minor repairs;
* Informing the committee of any major works such as fence repair or topping.
4.17 Yard Rules. In order to ensure the safe and smooth running of the yard all members are required to adhere to the following rules:
* All liveried horses should be mucked out each day by 11.00;
* Head-collars and lead ropes should be hung outside the horses stable;
* Horses should be groomed and their feet picked out before leaving the stable;
* All tack, rugs grooming kits etc should be neatly stored in the tack room;
* Hoses should be wound up after use;
* Wheelbarrows or buckets should be used when moving hay and bedding around the yard;
* Soiled straw and muck must be placed in the trailer;
* Shavings or other bedding must be bagged and placed in one of the red bins provided.
* Any spillage's of hay, bedding or feed must be swept up straight away;
* All feed buckets should be placed in the barn after use;
* The hard standing should be swept up after use;
* Any droppings left in the yard should be swept up immediately.
4.18 Hacking Inside College Grounds. All riders must remain within authorised areas whilst hacking inside the College grounds. Under no circumstances are horses to be allowed onto the Golf Course or the Cabot Trail footpaths. Any damage to the Golf Course or Cabot Trail will be charged to the individual rider's) involved. Horses should keep off the pedestrian walkways and away from the buildings. If a horse should foul a pedestrian area the rider should return to the site after the hack to remove the droppings.
4.19 Hacking after Dark. Private owners may only ride after dark if they are suitably dressed with reflective bands and bicycle type battery powered lights.
4.20 Use of the Menage. Private owners may use the menage for schooling at no charge providing it is not being used for a Saddle Club lesson. Where another livery owner is in the school shared used of the facility is encouraged. If sole use is wanted the livery owner must vacate the school after 30 minutes if someone else is waiting. Booking of the school to the exclusion of others can be arranged with the Yard Manager for a fee of £10 per half hour. If an instructor from outside the club is to give a lesson to an owner in the school the club will charge a fee of £5 per lesson.
4.21 General. On no account is a horse to be struck in the stables. If correction or punishment is necessary during a ride, only a crop or stick is to be used. Horses are not to be tied up by their reins or to the bars of the boxes. These are not intended for the purpose and may easily be bent or broken as a result.
4.22 Hats and Back Protectors Riding hats must at present conform to EN 1384 or PAS 015. Hats must be worn at all times when mounted and members are strongly advised to wear them when handling horses in the yard or paddocks. The wearing of back protectors is recommended, especially by children.
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