By-Laws & Terms of Use
Purpose & Scope
These by-laws set out the terms under which Fig Tree Pocket Equestrian Club (FTPEC) members, coaches, agistees, organisers and visitors may use the Club grounds and facilities. They apply to:
Riding and non-riding members
Competitors
Agisting Members
Approved coaches
Event/clinic organisers and their participants
Hirers and all other visitors
The FTPEC Management Committee (the Committee) is responsible for enforcing these by-laws and may amend them from time to time.
1. Code of Conduct
1.1 Respect & behaviour
All people on FTPEC grounds are entitled to courtesy, good manners and a safe environment.
Bullying, harassment, discrimination or abuse of any kind will not be tolerated.
Members and visitors must behave in a way that upholds the good name of FTPEC both on the grounds and when representing FTPEC elsewhere.
1.2 Language, smoking & alcohol
Offensive or abusive language is not permitted.
Junior members (under 18) must not consume alcohol on FTPEC grounds.
Smoking is not permitted in the yards, canteen, around horses, or in any areas prohibited by legislation or signage.
1.3 Vehicles & property
Unlicensed drivers are not permitted to drive vehicles on FTPEC grounds.
FTPEC and members’ property must be treated with care; items are not to be borrowed without permission.
Any damage to grounds or property (yards, taps, fences, etc.) must be reported to the Committee as soon as possible.
1.4 Horses & welfare
Ill-treatment, neglect or cruelty towards horses is strictly forbidden and may result in immediate disciplinary action.
Members share responsibility for the welfare of the herd and should report suspected illness or injury to a responsible adult or the Committee.
1.5 Use of FTPEC name & sponsorship
The FTPEC name, logo and branding may not be used without Committee approval.
Only the Committee (or a delegated sub-committee with approval) may approach sponsors or enter sponsorship arrangements on behalf of FTPEC.
FTPEC supports Equestrian Australia’s social media policy; members must not post content that presents the Club in a poor light (including publishing fall videos).
1.6 Media
FTPEC may use photos and other media captured at Club events or activities for promotional purposes, including social media, the website, and marketing materials. Unless a member, rider, organiser or coach explicitly opts out in writing, permission is assumed.
Only FTPEC-approved photographers, videographers and social/content creators may take photos or videos at FTPEC organised events. Approval must be granted by the Marketing Manager prior to the event.
2. Membership, EQ Membership & Volunteering
2.1 EQ membership
All riding members must be current riding members of Equestrian Queensland (EQ).
Non-riding family members under a Family membership do not need EQ membership.
2.2 Volunteer bonds & hours
Individual membership: minimum 10 volunteer hours per year.
Family membership: minimum 20 volunteer hours per year.
A volunteer bond is paid with membership each year and refunded when hours are completed and logged in the approved system.
Members may elect not to volunteer and allow FTPEC to retain their bond as a donation.
Agisting Members have alternate volunteering requirements and are not required to pay a bond.
2.3 Membership approval
The Committee may reject membership applications at its discretion.
Members must comply with FTPEC by-laws, policies and any reasonable directions issued by officials or the Committee.
3. Coaching & Clinics
3.1 Coach approval & insurance
All coaches teaching on FTPEC grounds must be approved. To be approved, a coach must provide evidence of current professional insurance, including at least $20 million public liability cover by completing the Register to coach form.
Registration must generally be completed at least 14 days prior to coaching or an event.
The Committee may withdraw coaching approval at any time.
Coaches must resubmit the Register to Coach form each time their insurance expires.
3.2 Who may be coached on FTPEC grounds
Coaching on FTPEC grounds is only permitted by approved coaches.
Riders receiving coaching must be FTPEC members unless they are attending an approved clinic / event that includes non-members under the Hire process.
3.3 Clinic facility booking
Once a coach is approved, they must book facilities (arena, XC, etc.) using the FTPEC booking link that the committee have issued them. They may only coach in the areas booked.
Bookings can be made up to 120 days in advance and are subject to facility limits.
Failure to book may result in a written warning and/or loss of coaching approval.
A live calendar is shared on the website to provide visibility to all on which areas are booked and by whom.
3.4 Promotion of full-day clinics
For full-day clinics, FTPEC may produce a promotional flyer and promote to members and via social media at its discretion.
4. Ground Hire, Events & Organisers
4.1 Hire types & costs
FTPEC offers ground hire for clinics and competitions as defined in the Hire section of the website.
A refundable bond is charged per exclusive hire booking and returned if the grounds are left in good condition.
4.2 Booking process for Exclusive Hire
If already an approved coach, exclusive hire is available to book via the supplied booking link.
If not an approved coach/ you are an event organiser – complete the Request to Hire form on the website. The committee will review the request and issue the booking link to the organiser if approved.
Organiser books the facility using the booking link. Note card details are collected to secure the booking.
Organiser ensures all coaches for the clinic submit their insurance details via the Register to Coach form on the website at least 14 days prior to event. This does not apply for competitions.
EQ membership for all riders is verified by EQ, with FTPEC to be included on correspondence, at least 5 days in advance of event. This does not apply for competitions.
During the event, the organiser uses the Event Checklist to ensure compliance.
Post-event, the organiser submits a Bond Refund Request Form.
4.3 EQ membership & verification
All riders at events on FTPEC grounds must be current EQ members.
If riders are found to be on the grounds without valid EQ membership, FTPEC may cancel the booking and withhold the bond.
4.4 Organiser responsibilities
Organisers are responsible for:
Ensuring all coaches are approved by FTPEC and insured.
Ensuring riders and horses comply with safety and biosecurity requirements.
Ensuring the grounds, yards, arena, XC and shared areas are left clean and tidy.
Complying with all FTPEC by-laws, event-specific rules and instructions from the Committee.
4.5 Bond & failure to comply
The bond may be partially or fully withheld if:
Grounds, yards, toilets or rubbish areas are left unclean;
FTPEC rules are breached; or
Facilities are damaged and not reported.
FTPEC may also cancel current or future bookings if organisers fail to comply with protocols.
5. Agistment
5.1 Eligibility & definitions
Only FTPEC riding members who have paid membership, agistment and any other required fees may agist horses at FTPEC (Agisting Members).
Only geldings older than 3½ years (39 months) may be agisted. No mares or stallions are permitted.
Known windsuckers will not be accepted; horses found windsucking during probation may be removed.
5.2 Agistment places & selection
The standard maximum is 20 agistment places, subject to Committee discretion.
Places are allocated at the Committee’s discretion; priority may be given to riders with a strong commitment to the sport or positive references.
A waiting list may be maintained when demand exceeds supply.
5.3 Fees & payments
Agistment fees are payable quarterly in advance from the date a place is made available.
Full payment is due on the first day of each quarter.
Late fees apply for payments more than 5 business days overdue.
If payment is more than 10 business days overdue, a written warning may be issued.
Continued non-payment may result in termination of the agistment agreement.
Agisting Members must sign an Agistment Agreement each calendar year.
5.4 Use of agistment
Agistment is not intended for retirement or long-term spelling. Horses must be ridden or worked regularly (normally 2–3 times per week) unless on approved leave for injury, illness or holidays.
Horses must be handled at least once daily (or more if directed by the Committee).
5.5 Bringing in a horse
Horses must be wormed and vaccinated (Hendra, tetanus, strangles) before entering the paddock; evidence may be requested.
New horses must undertake a minimum of 4 days (96 hours) confinement in yards or a designated holding area before joining the herd.
Owners must remain available during initial herd introduction and may be required to remove horses that endanger others.
New horses are on probation for up to three months; the Committee may rescind agistment during this period.
5.6 Yards & paddocks
The Agistment Manager oversees day-to-day agistment and yard allocation.
Yard areas must be kept tidy; feed bins, buckets and rugs must be stored neatly and at the owner’s risk.
No structural modifications may be made without Committee approval.
Agisting Members are responsible for keeping their allocated yard clean and arranging repairs for damage caused by their horse.
Horses must only be in paddocks as directed by the Agistment Manager; gates must always be left as found.
5.7 Working bees & duties
Agisting Members must complete agistment duties as per the Agistment Manager’s roster (e.g. mowing, manure collection, raking, trough cleaning), in addition to club volunteering hours.
Requirements are calculated per agisted horse.
5.8 Veterinary care & health management
All agisted horses are wormed on a common schedule (approximately every 3 months) and vaccinated annually as directed by the Committee; costs are invoiced separately.
Injuries or illness must be addressed promptly; if owners are uncontactable in an emergency, a vet may be called by FTPEC and costs passed on to the owner.
Injured or sick horses may be isolated in hospital yards or separate paddocks as directed.
Contagious illness must be reported immediately; isolation and movement may be controlled by the Agistment Manager.
Members must take reasonable steps to prevent horses accessing other horses’ medication (e.g. closing chains on yards).
5.9 Second horses & multiple agistment places
Members may agist more than one horse only with Committee approval and while space allows.
Conditions generally include:
Existing horse ridden 4–5 times per week;
Regular tuition with a certified instructor;
Active Equestrian Australia competition involvement.
If conditions are not maintained, the Committee may require one horse to be removed.
5.10 Ending agistment
A minimum of 14 days’ notice is required before removing a horse; shorter notice may result in forfeiture of fees for the balance of the quarter.
Refunds (if any) are pro-rated, less monies owing.
The Committee may direct removal of any horse at any time on reasonable notice where welfare, safety or compliance issues arise.
6. Safety
6.1 Helmets
Helmets must be worn by all riders when mounted, at all times.
Helmets must meet current Australian standards and be yellow-tagged as compliant.
Riders risk voiding insurance if not wearing an approved helmet.
6.2 Cross-country safety
A body protector to EN13158 or BETA standard must be worn (and visible) by all riders jumping fences on the XC course, regardless of experience or fence height.
Fences must only be jumped in the direction used in competition; ground bolts on the front face indicate direction.
No bitless bridles or hoof boots are permitted on the XC course.
Jumps with activated MIM clips must not be used until repaired; activations must be reported to the Committee.
6.3 Falls & incident reporting
Any fall of a rider (including during coaching, events or informal riding) must be reported to FTPEC by email as soon as practicable (and within 24 hours where specified).
An Incident Report must be completed for all falls using the current EA/FTPEC form.
Emergency services (000) must be called where a rider appears hurt or injured in any way.
6.4 Concussion protocol
Riders currently subject to EA concussion protocols may not ride on FTPEC grounds.
It is the rider’s responsibility (and for clinics, also the coach’s responsibility) to ensure compliance.
7. Use of Facilities & Equipment
7.1 Arena
No galloping in the arena.
Take-off and landing areas must be raked after using show jumps.
All manure must be removed from the arena, bagged and placed in the designated area.
Jump wings must be used for upright/vertical fences and the front rail of oxers; standalone pole wings may only be used as the back rail of oxers.
Equipment cannot be reserved; when a rider leaves the arena, they relinquish their set-up.
During busy periods,scheduled lessons with approved coaches have priority; multiple coaches must share the space equitably.
The last person in the arena or yards at night must turn off lights; the last person to leave the grounds must ensure all lights are off and the main gate is locked.
7.2 Cross country course
Riders must comply with the XC safety rules in Section 6.
Riders must be considerate of ground conditions, agistee horses and other riders.
Where loose horses are within approximately 50m of a jump, that jump must not be attempted; if a loose horse interferes, the rider should dismount and relocate or return to the yards.
7.3 Yards, washbays & manure
All manure must be bagged, free of hay, tied with twine and left in the designated manure area (“poo sell area”).
Yards must be left clean of manure, hay, bedding and hard feed.
Hay and hard feed must be taken home or put into the appropriate bins (not left on the ground).
Washbays must be cleared of manure and kept tidy.
Only designated yards (e.g. timber yards in the main complex) may be used; hospital yards and additional steel yards are reserved for agistment/Committee use.
7.4 Parking & general grounds
Parking areas must be left clear of hay and manure.
Litter must be placed in rubbish or recycling bins; waste must be sorted into correct bins (red for general, yellow for recycling).
Toilets and showers must be left in a clean and reasonable condition; bins should be emptied at the end of events.
7.5 Dogs & professional services
Dogs must be kept on a leash at all times.
Professional service providers (farriers, body workers, coaches, vets, etc.) engaged by members or hirers must hold appropriate qualifications and insurance.
8. Biosecurity
8.1 Horse Health Declarations
Organisers, for both Exclusive Hire and FTPEC organised events, are responsible for collecting Horse Health Declarations for events and clinics, typically via Nominate or an equivalent system.
Horse Health declarations are not required for member’s visiting the grounds to use the facilities. However, members must be respectful of agisted and other horses by not bringing any horse that is unwell or poses a biosecurity risk onto the property.
8.2 Hendra & other vaccinations
Horses staying overnight at FTPEC must be Hendra vaccinated. Organisers and owners are responsible for ensuring compliance. Refer to FTPEC Hendra Policy for more information.
Agisted horses must be vaccinated and wormed on schedules set by the Committee.
8.3 Personal hygiene & illness
All users must adhere to good hygiene and hand-washing practices.
Individuals who are unwell, particularly with symptoms of Covid-19 or other potentially contagious conditions, must not attend the grounds.
9. Non-Recreational Use & Commercial Activity
Members may not use FTPEC grounds or equipment for any purpose other than recreational use without prior written Committee approval.
The Committee’s decisions will take into account FTPEC’s lease obligations and Council consent requirements.
Any non-recreational or commercial use (such as clinics, commercial training, horse sales days) must follow the Ground Hire and Coaching rules in these by-laws.
10. Enforcement, Warnings & Exclusion
10.1 General powers
The Committee may:
Issue written warnings;
Place a member, coach, organiser or agistee on probation;
Restrict, suspend or terminate membership, coaching approval, agistment or access to grounds;
Cancel or refuse bookings;
where it reasonably believes these by-laws have been breached or safety/welfare is at risk.
10.2 Warning framework
FTPEC operates a three-warning system as a general guide:
First written warning – Person may be placed on probation (generally up to 3 months); privileges may be restricted.
Second written warning – Extended probation (generally up to 6 months); further loss of privileges.
Third written warning – May result in termination or suspension of membership, coaching approval, event participation, agistment and/or any future use of FTPEC grounds, at the Committee’s discretion.
10.3 Serious breaches
In cases of serious misconduct, safety risk, welfare risk or non-payment, the Committee may impose immediate suspension or termination without following all three warning steps.
Decisions of the Committee are final, subject to any rights under FTPEC’s constitution and applicable law.