Southside Pony Club Agistment Agreement 2017

Southside Pony Club Agistment Agreement 2017 Contents 1. Preamble... 2 2. An agister must be a Financial, Active Riding Member... 2 3. Requirements upon entry of a Horse for Agistment at SSPC... 2 4. Termination... 3 5. Agistment fees payment... 3 6. Worming, Vaccination and Horse Health... 3 7. Feeding Horses.... 3 8. Pasture Management... 4 9. Housekeeping for Horses... 4 10. Paddock access and security.... 4 11. Sick bays, Round Yard and Arena... 4 12. Tack Area... 4 13. Agistment Roster... 5 14. General Agistment Conditions... 5 15. Local laws and bio- security 5 16. Failure to comply with SSPC By-laws and PCAQ code of Conduct... 5 17. PCAQ meetings... 5 18. Horse(s) Identification... 5 Appendix: A Schedule of Fees & Penalties: as at 01/01/2016... 7 Appendix B Table of Durations (per horse)... 7 References:... 7 Appendix C - Penalty Operation... 8 Appendix D - Formal Warning Template... 9

2 1. Preamble In addition to and the rules as set down in this Agreement, all Agisters at SSPC must adhere to: the Pony Club Association of Queensland (PCAQ) rules and Code of Conduct, the SSPC Constitution and SSPC By-laws. Failure to comply will result in a formal warning being given, or other action by the Committee depending upon nature of rule violation. Agistment Fees are set by the Committee and adjusted from time to time with 1 month s notice. The current fees are listed in the Schedule of Fees (see Attachment). With respect to the workings of this Agreement, the committee may appoint an alternative person to perform the role of the Chief Instructor, Horse Health Officer, Groundsman or Agistment Officer, if any of these positions is vacant or the nominee is absent. 2. An agister must be a Financial, Active Riding Member (a) To be an Active Riding Member, the Member must attend at least 60 % of SSPC Musters or Zone 1 meets and participate in four (4) Club activities, of which three (3) must be Club organised working bees based on one each quarter. (b) If the Active Riding Membership requirements are not fulfilled in the previous 12 month period, the Chief Instructor will inform the Committee and the Agistment Agreement may not be renewed for the following year and the agistment position may be relinquished. The Agister will be notified in writing and will have 14 days to remove their horse/s from the SSPC grounds. These provisions reflect those set out in the SSPC By-laws. (For more details refer to the By-laws.) 3. Requirements upon entry of a Horse for Agistment at SSPC (a) For the Agistment Agreement to be valid, the Committee must have approved the horse and Active Riding Member at a Committee meeting. There may be a background check on the rider and/or horse, and the owner must comply with any requests for information. (b) A new Member must be a fully paid-up financial member, must also pay a Bond (equal to one month of agsitment per horse) to be held by SSPC until the horse is officially removed from the grounds and no new Agistment Agreement is entered into. (c) A Committee Member will be present when your horse is wormed with the appropriate wormer according to the rotation schedule upon entry to the grounds. The worming cost shall be paid in conjunction with the deposit (to the SSPC account, see below in section 6). (d) Upon arrival, all new horses are to be placed in a designated quarantine area. The horse is required to be kept in the designated sick bay for at least 48 hrs before being introduced to other herd horses. After this time, with the authority of a Committee Member, the horse will be introduced into an available spare paddock, for a period of seven (7) days, where it will be monitored further for infectious conditions and slowly introduced to the agisting horses. (e) The Horse Welfare Officer and a member of the Committee must clear your horse as healthy before being released with the other horses. (f) All horses are to be admitted to the grounds on a three (3) month probationary trial period. Satisfactory completion will be dependent upon whether any formal warnings have been issued. At the end of the agistment period, the Chief Instructor will determine whether, in his/her opinion, the horse and rider are a suitable match. The Horse Welfare Officer also will determine whether, in his/her opinion, the horse is compatible with the other agisting horses. Taking into account the advice of the Chief Instructor and/or Horse Welfare Officer, the Committee will determine after the probationary period whether the horse shall be allowed to remain on the SSPC grounds as an agisting animal. Any decision of the Committee in this regard is final. (g) All incoming horses must have at least their first Hendra vaccine before arriving on the grounds and be current with their tetanus & strangles (2 in 1).

SSPC Agistment Agreement v.1.4 20160112 (h) Agistment agreements expire on 31 st December each year. A new agreement needs to be submitted before 1 st January along with any additional bond amounts (if necessary) to continue agsiting into the new year. 3 4. Termination (a) An agister who wishes to end their Agistment Agreement must give the Club thirty (30) days notice. (b) Once you have notified the club of your intention to remove a horse, your deposit may be used to pay your final 30 days agistment, please advise the Agistment Officer in advance if this is your preference. Otherwise it will be refunded to you directly, provided no monies are outstanding to the club (ie worming, canteen, keys). (c) No clearance to another club will be given unless all outstanding debts are cleared. 5. Agistment fees payment (a) The monthly agistment fee is to be paid into the SSPC bank account by the 1 st day of each calendar month in advance of the due date, allowing the transfer to go through by the due date. It is mandatory that the payment be set up as an automated electronic transfer. The Club bank account is: Suncorp Account, BSB 484 799, Account No. 5005 53590 In the transaction details, please state clearly the horses name and month. For the initial payment, a proof of payment (eg receipt) must forwarded onto the Treasurer (via email is preferred). (b) A late fee will be imposed from the 2 nd of each month, for each month or part month of arrears, and the fee accumulates until any outstanding amounts are paid in full. ** Penalty: Failure to comply with these requirements, may result in a formal letter of warning being issued by SSPC. (**Refer to the club rules and by laws for further details) 6. Worming, Vaccination and Horse Health (a) Each new horse must be wormed upon entry to the Club grounds, and this worming must be in front of a member of the Committee. A receipt of payment is to be forwarded onto the Treasurer (via email is preferred). (b) All horses must thereafter be wormed normally every 6 8 weeks (depending on the type of wormer) in the presence of a Committee member. All horses will be wormed at the same time and place, as advised by the committee; all horses to use same wormer unless alternative agreed by SSPC with vet consultation. (c) General rotation worming paste will be organised by the club. Payment is to be made into the SSPC account (as above) on the next working day after the event. In the transaction details, please state clearly the horses name and month. (d) Worming is to be carried out at the direction of the committee, who will advise Agisting Members when the next worming day is via newsletter, notice board or email. (e) All horses must be up to date with their tentanus & strangles and Hendra vaccinations. (f) All horses must be maintained and kept in good health. It is suggested to get an annual vet check, have feet trimmed every 4-8 weeks and regular dental checks. It is also recommended that horses are checked/ brushed daily to check for any ticks, injuries or potential hoof issues. Penalty: A $ penalty will be imposed on agisters that have not made appropriate arrangements with the committee regarding the catching of your horse, worming and payment. Horses not wormed at the same time may be put in isolation until the worming is complete. 7. Feeding Horses. (a) The Committee requires each horse to be supplementary fed daily according to their particular dietary needs. This will be monitored by the Agistment Officer, Chief Instructor and Horse Health Officer. (b) It has been deemed necessary in times of drought to supplement the horses in the agistment paddock with hay. This cost will be shared amongst the agisters evenly as this has been a mandatory decision based on the welfare of the horses. Therefore, the amount will vary depending on the price of the hay. This payment will be made independently of the club, to the person s organising the bales. (c) All horses are to be fed twice a day in circumstances where they are confined to the sick bay or a night bay, for any reason.

4 8. Pasture Management (a) When required for paddock rotation, agisters must attend and move their horses as notified, penalties will be enforced for those that do not organise to move their horse with the herd. (b) Agisters shall contribute to the health of the paddock, by removal of manure (normally 2hrs approx per horse per week) or as directed. Where areas of the paddock have been allocated, agisters shall be responsible for care of that area (eg removal of manure, weeds and fertilising). (c) Agisters shall participate in Agistment Working Bees to improve pasture by:arena dragging, weed poisoning, slashing, rock removal, filling holes, fence maintenance or other duties as directed by the Groundsman or person in charge of working bee. [In addition to Agistment responsibilities, Members of the club are expected to donate up to 8 hours per-quarter of working bee time to assist with general maintenance of the club facilities and grounds in preparation for musters and competition days.] Penalty: Fee for failure to participate fully in a Working Bee will be a deduction from the annual Agistment Levy of the quarterly amount. 9. Housekeeping for Horses (a) All horse bays are to be cleaned daily. (b) Horse manure is to be removed by wheelbarrow to the relevant bagging area, as advised by the committee. (c) Gates on night bays are to be securely shut at all times to avoid injury. (d) All horses need access to a clean and adequate water source. It is the responsibility of all Agisters to ensure that sufficient clean water is available to their horse. (e) As directed by the committee occasionally Horses are to be secured in their night bays by no later than 6pm each day, unless they are being ridden, and must be released from their night bay by no later than 9am each morning. It is the responsibility of each individual Agister to ensure this requirement is met. 10. Paddock access and security. (a) The external paddock gates must be kept locked at all times. (b) Agisters will be provided with a key which opens all gates/locks on the Club grounds. It is your responsibility to ensure gates are returned to the locked position **Loss of your key/keys will incur a replacement cost. 11. Sick bays, Round Yard and Arena (a) Quarantine bays are to be used for sick, injured or new horses only. (b) Horses are not permitted to enter or be kept in the quarantine bays without the permission of a Committee member or the Groundsman. Please inform the Agistment Officer of any horse injury or sickness. (c) Horses are not to be fed or left unattended in the Round Yard or Arena at any time. (d) Horses are not to be left in the white wooden in the clubhouse area feed bays unsupervised. 12. Tack Area (a) Each agister is entitled to use the Tack Area, and will be provided a key for access to this facility. (b) All agisters are required to provide and maintain a lockable cabinet/chest for their equipment. Neither the Committee nor SSPC are responsible for any lost or stolen items. The tack area must be kept neat at all times. If you fail to maintain your gear in an orderly fashion the committee is authorised to order its removal.

5 13. Agistment Roster (a) Depending on the herd size agisters shall be rostered to attend and check the herd and their paddock at least one day per week (the shared day). (b) Each agister is responsible for cleaning out the water trough / bath tub in the designated paddock on a rotational basis. A different agister is to perform this task each week in keeping with a roster organised by the agistment officer. 14. General Agistment Conditions (a) Agisters are required to visit the paddock at least once per day to tend to their horse and designated zone (and twice on their designated shared day). (b) Agisters are required to contribute to the general upkeep and daily running s of the Club grounds and its facilities along with participating in quarterly working bees (or contribute from the annual levy). 15. Local laws and bio- security (a) All agisters are to abide by local council laws and bio- security requirements. This includes collecting manure from public footpaths, completing movement records and registering your horse with bio- security QLD (a copy of your number should be provided to the club also). 16. Failure to comply with SSPC By-laws and PCAQ code of Conduct (a) In the event that an Agister receives, in any 12 month period, three formal letters of warning from the Committee, the Committee will cancel that Member s Agistment Agreement and the relevant deposit will be forfeited. A notice to remove your horse within 14 days will then be issued. If on receiving notice to remove the horse, it has not happened by the due date, the horse will be deemed abandoned and delivered to the RSPCA at your expense. 17. PCAQ meetings SSPC is an affliated club with the PCAQ, we as a club are required to send a delegate to the monthly meetings and the AGM to meet our affiliation requirements. Every agisting member (18 and over or legal guardian) is required to attend one PCAQ meeting in a 12 month period. The secretary will send notice and will expect someone to volunteer. If you have more than one horse you will be required to attend one meeting for each agistment position you hold. 18. Horse(s) Identification Name Born year Sex Hh Breed Colour Markings Brand Lease (Y/N) Equus 2001 G 16.3 Lipizzaner White Blaze/Sock C over A Y Please outline below any significant scars, etc that your horse may have:..

6 I certify that I have read and understood the terms of this Agistment Agreement including Appendices, and agree to abide by these conditions. Signature:. Date: / /20.... Full Name [ ] (Parent/Guardian, if under 18yrs) email (mandatory, for correspondence): Mobile phone (for sms/text alerts): Date, if accepted by SSPC Management Committee: Date: / /20...

7 Appendix: A Schedule of Fees & Penalties: as at 01/01/2016 Amount period Fee / Penalty Comment $105 month Agistment (per horse) Due 1 st of each month. $3/day pro-rata for part month (max $80). $105 - Bond (per horse) Deposit based on Agistment Fee for 1 month $20 6-12 Worming worming paste as organised by the club weeks $? Round bale Shared cost of feed supplement (eg $10/mth in Winter). $400 annual ($100/working bee) Levy in lieu of participation in a Working Bee. [Pro-rata for working bee bond remaining Quarters of the year, if joined mid-year.] Refunded if [refundable] fully participated in working bees (or approved alternative) or if a working-bee not scheduled. $25 Worming penalty For failing to catch and present horse for worming, without prior arrangement. 20% /month Late payment fee Simple interest (flat fee) for unpaid amounts. $105 - Deposit forfeited Cancellation of Agistment after 3 Formal Warnings $20 each Key replacement Alternative: member may arrange replacement at own effort and expense. $50 initial Bond for keys refundable on return of keys Any part of month at commencement will be apportioned on a pro rata basis and paid in addition to the bond. The Southside Pony Club bank account is: Suncorp Account, BSB 484 799, Account No. 5005 53590 Appendix B Table of Durations (per horse) Freq. Period Purpose Comment 2 hrs/wk manure removal (per horse) [approx.5 barrows/wk] see Guideline for pasture management. 48 hr Quarantine horse held in quarantine paddock 7 days Quarantine horse held in quarantine paddock 2 /day Hand feed horse in quarantine paddock 1approx /wk Roster duties per horse (depending on the number of horses in the paddock) 1 p.a. PCAQ / Zone 1 meeting 1 per agisted horse. 7 p.a. Musters or 50% of the available musters, if there are less than 12 conducted at SSPC. 4 p.a. Working Bees 2 hrs/wk Pasture/ facilities management min. hrs contribution for removal of manure, facilities maintenance etc. 3 p.a. Formal warnings Results in expulsion from Agistment. 30 days Notice of Termination notice by agistee to end Agistment. 6 months Probationary period Subject to formal warnings and rider being matched to horse. 14 days Notice to vacate to remove horse, after 3 formal letters of warning in 12mths. 6-8 weeks worming Normal frequency (depending on type of wormer) 12 Months Vaccinations: Tetanus, Strangles and Hev Proof of purchase required for tetanus and strangles and a certificate for Hev must be supplied. * Paddock Rotation When notified by sms/text or email References: Biosecurity Qld, Duty of Care to Horses, PR10-5076 Manly Road Veterinary Hospital DAFF

8 Appendix C - Penalty Operation The SSPC Management Committee may authorise an officer of the club to issue written Formal Warnings for breaches of the Agistment Agreement. By default, the authorised officers are: Chief Instructor, Agistment Officer, Groundsman or any member of the Committee. For a minor breach of the Agreement, a verbal warning may be given (eg in the form of a spoken reminder). Before issuing a Formal Warning, an authorised officer must consult and agree the action with at least one other authorised officer. When any officer of SSPC issues a Formal Warning, a copy must be forwarded to the Committee for consideration. When a member has received 3 Formal Warnings in a 12 month period, or if the breach is of such a serious nature, the committee will consider the issues and decide the action to be taken. The default action is 14 days notice to vacate. The Committee will notify the member of their decision and its effect. The member may supply a written statement for consideration by the committee in their deliberations, as soon as possible after receipt of a Formal Warning. Time is of the essence.

9 Appendix D - Formal Warning Template... Formal Warning for Breach of the Agistment Agreement This letter is to inform you that you have breached the Agistment Agreement as described below. A copy has been forwarded to the Committee. Please take immediate action to remedy the breach. In accordance with the Agistment Agreement, three Formal Warnings within 12 months, will result in cancellation of your Agreement to agist at SSPC. This is your Formal Warning #... Details of the breach of Agistment Agreement: (ref: clause of Agreement, dates, etc): Signed:.... Role. for SSPC../../...

10 To keep our records up to date could you please supply the following: Horse Name: Microchip Number: Last Tetanus and Strangles booster: Last Hendra Booster (please attach the certificate) : RBE (Registered Biosecurity Entity) number: Any health concerns we should know about? New Horses Please submit your horse health declaration and advise the origin of the horse including PIC number (you will need to add this journey to your horse movement record also) Origin of horse: Origin PIC: