WA Horse Trekkers Club Inc.

CLUB RULES  November 2017

1.  The Executive Committee will nominate particular events that are deemed suitable for children. In general, children will not be allowed on the longer events or those that are not clover leaf type events. No stallions or dogs shall be allowed on treks or at trek camps.  Music permitted at camp only, as long as it does not disturb or offend and impinge on others conversations and needs to cease at 9.30pm.
2. Members, and their guests, shall at all times behave so as not to impinge on the enjoyment of others while taking part in any of the Club’s activities.
3. Non-members may be granted non-voting membership for the purpose of participating in a WAHTC event by paying the prescribed fee, such membership to be effective only for the duration that the non-member participates in that particular event.
4. Members shall have first call on places in treks or other Club activities. If all places are not taken, these may be offered to non-members, on such terms as the Executive Committee thinks appropriate.
5. Media matters shall be absolutely at the President’s discretion, only the President, or a member specifically authorised by the President, shall speak on behalf of the Club.
6. The authority of the Executive Committee is absolute whilst on the trek, and a member or participant may be asked not to ride, or drive, if his or her horse is, in the opinion of the Executive Committee, unfit. If the member’s conduct is unacceptable, or their horse is, in the opinion of the Executive Committee, a health hazard or a danger, they may be asked to leave.
7. A new member shall pay a joining fee, the amount to be set from time to time by the Executive Committee. A joining fee shall not be refunded upon a member leaving the Club.
8. All participants must have yards approved by the Executive Committee. They must meet requirements of Government and Local Authorities and private property owners. All care must be taken to ensure horses do not damage trees and vegetation.
9. All horse feed used on treks must meet requirements Government and Local Authorities and private property owners. The Executive Committee will advise all participants prior to each trek how feed is to be organised.
10. Any horse outside its yard must be fully supervised at all times.
11. Visitors may be allowed at treks and trek camps subject to the approval of the Executive Committee.
12. Non-member volunteers need to have approval from the Trail Boss and Ride Coordinator to act as a volunteer on a ride.  They will be required to complete a Visitors Form and sign the Club Ride Register and pay appropriate club and accommodation fees as required.
13. Children between the ages of 12 and 18 years will be allowed on Club events under the following conditions.
    1. Each child must be accompanied by an adult who has responsibility for the welfare, care and safety of the child (“responsible adult”). If the responsible adult is not a parent or legal guardian, then written permission must be provided by the parent or legal guardian for the child to participate in the event and that written advice must nominate a responsible adult:
       1. no one adult shall be responsible for more than two children;
       2. the minimum age shall be 12 years;
       3. safety equipment (helmets) must be worn by children;
       4. each application must be approved by the Executive Committee; and
       5. the Executive Committee will nominate particular events that are deemed suitable for children. In general, children will not be allowed on the longer events or those that are not clover leaf type events.
14. ANNUAL TREK FEES AND REFUND POLICY –
    1. The annual trek fee will be paid in two instalments – first payment being 30% of the trek fee due on or before two months prior to the commencement of the trek and second payment being 70% of the trek fee due on or before one month prior to the commencement of the trek:
       1. Late payments will be accepted or not at the discretion of the Executive Committee.
       2. either payment may be withdrawn in full if requested in writing before the respective due date.
       3. Upon the passing of the first payment date, the Executive Committee will decide if the trek will proceed. If affirmative, the first payment becomes non-refundable if the trek proceeds except as provided for herein. If the trek does not proceed, the first payment will be refunded in full.
       4. Upon the passing of the second payment date, the committee will decide if the trek will proceed. If affirmative, the second payment becomes non-refundable if the trek proceeds except as provided for herein. If the trek does not proceed, both payments will be refunded in full.
    2. Where an applicant withdraws from a trek after the second payment date and where the final payment has not been made, this payment will still be due and payable on demand upon written notice from the Club if the trek proceeds.
    3. Should a member who has paid the full trek fee be unable to join the trek then they may:
       1. with the committee’s approval transfer the full payment to another club member for that trek in time for that member to participate; or
       2. carry forward the second payment for two years against the annual trek fee for those years until reduced to zero.
    4. If the reason for a members non-participation was health issues with themselves/their horse and they provide written evidence from a doctor/vet stating explicitly that the person/horse cannot physically participate in the trek and the reasons thereto, then to the extent the trek makes a surplus, that surplus may, subject to the trek accounts being reconciled and funds being available, be distributed proportionately among those persons concerned up to the amount of the second payment.

1. DAY AND WEEKEND RIDES REFUND POLICY –  Rider / non rider entry fees:
   1. If a participant wishes to withdraw at any time before or during the ride, no refunds will be made for ride entry fees, after payment is made.
   2. Accommodation charges:
      1. Where a participant withdraws from a ride a refund for the accommodation portion may be available with committee approval if:
      2. The withdrawal is made in writing by the participant indicating the reason, to the ride organiser.
      3. The minimum numbers required by the venue is attained and there is no financial loss to the club for the accommodation booking for the period.
   3. The amount charged by “Nominate” (currently 5.5%) will be deducted.
   4. No refunds will be made if withdrawal is in the last two full days before the ride commences.
2. Payments to committee members
   1. In this rule —committee member includes a member of a subcommittee;
   2. Committee meeting includes a meeting of a subcommittee.
   3. A committee member is entitled to be paid out of the funds of the Association for any out-of-pocket expenses for travel and accommodation properly incurred at the discretion of the committee —
      1. in attending a committee meeting or
      2. in attending a general meeting; or
      3. otherwise in connection with the Association’s business.

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