West Barn Equine Livery Handbook
Livery Yard Handbook
Issued: February 2023
This handbook is designed to best inform you about the procedures around our yard, the routine and rules, as well as some other useful information. If you have any questions regarding what is contained herein, please ask. This is supplied to all clients alongside their livery contract and acceptance and adherence to the information contained herein is stipulated within the livery contract as signed by both parties. West Barn Equinereserves the right to amend and re-issue this handbook on an annual basisor more frequently if required in order to provide you with the most up to date information. Any changes will have a customary 30 days notice.
Welcome to West Barn Equine
CONTACT DETAILS
West Barn Equine, Nobottle Grange Farm, Roman Road, Nobottle, Northampton, NN7 4HJ
Katie Kirkpatrick (Yard Manager and Primary Contact)
Mobile Number: 07920578088
Email: [email protected]
Preferential contact is to be made by WhatsApp or text message. Voice calls (following by a message if no answer) in the event of an emergency.
Standard contact can be made between 7am and 8pm daily. In the event of a genuine emergency, this number is available 24 hours a day. This mobile will be on 24 hours a day.
YARD VISITING TIMES
The yard may be visited at the following times:
Monday to Friday 6am – 8pm
Saturday/Sunday & Bank Holidays 7am – 7:30pm
Whilst clients are welcome to visit between these times, as we live on site, please be respectful when visiting in the early morning or later in the evening.
For travelling for events and competition, or veterinary emergencies, or horse welfare concerns we are happy to allow access outside these hours provided advanced notice is given where possible.
INVOICES AND PAYMENTS
Livery invoices are issued at the end of every month and payment is expected before the 1st of the following month. Invoices are issued one month in advance for regular Livery Packages, alongside the costs for any additional livery services and products provided during the prior month. If there are any issues with your invoice, please let us know immediately.
Payment can be made by bank transfer to the bank details detailed at the bottom of the invoice.
Late payment may be subject to a late payment fee of £5 per day.
The Yard Manager reserves the right to amend the livery package or price at any time, a minimum of one month’s notice will be given for any such changes.
A refundable security deposit may be required upon signing of the Livery Contract. This will be refunded at the end of the Livery Contract, provided that there are no damages to be deducted, the stable and field are left clean and tidy and there are no outstanding debts. The deposit will only be returned after the notice period, or before, if the requirements have been met.
In the event that livery fees remain unpaid for more than one month after monies are first due, there is outstanding debt for damages or any other outstanding monies owed, the Yard Manager reserves the right to sell or withhold equipment, including items of tack, other belongings, the horse’s passport or the horse itself in order to recoup costs. After the sale of belongings or the horse, any remaining monies, above the cost of the monies owed, shall be returned to the horse owner within 30 days of the sale.
YARD POLICIES
Smoking Policy:
Smoking is not permitted anywhere on the yard either externally or internally. Smoking is permitted in the car park only. Please dispose of your cigarette butts considerately.
Child Policy:
Children are permitted on the yard, provided they are always supervised by the an adult and act sensibly around the horses and dogs. The Yard Manager reserves the right to prohibit access to any children who are dangerous or a nuisance.
Pet Policy:
Dogs are not permitted in the stable area. However, they may be walked around the hacking tracks but must be on a lead. Please ensure any dog poo is collected and taken away with you. Any dogs who pose an issue to the Yard, the Yard Owner’s dogs, the clients or horses may be banned from the yard in full.
YARD ROUTINE
Terms and inclusions of your livery package are detailed in the additional documentation titled “Livery Contract”. All owners are expected to visit horses twice daily unless otherwise arranged with our services.
Horses are not to be fed bucket feeds on the yard, only in stables or field (if appropriate).
All horses must be visited by the owner and brought in/turned out/checked prior to 9:30am and after 2pm each day. Any horses who have not been attended to by this time (with no notification having been received from the owner) shall be turned out/brought in or hayed/ watered and a £10 charge added to your bill for each end of the day. This is for the horse’s welfare.
YARD SERVICES
We offer an extensive range of services to help care for and exercise your horse in your absence. A full price list is attached to this document.
Services can be booked using the yard WhatsApp group or message to the Yard Manager. Please ensure a MINIMUM of 24 hours’ notice is given, but preferably one week for additional services. All requests are subject to staff availability any short notice requests within 24 hours may be subject to an additional late charge. All additional services will be billed at the end of the month.
You reserve the right to alter your regular livery service at any time, but a minimum of one month written notice will be required and charged accordingly.
DIY liveries and Part liveries must supply their own tools for mucking out and poo picking etc…
Poo picking is carried out regularly but not daily, unless otherwise organised. DIY liveries must take a fair proportion of herd droppings out on a regular basis, or clear their field regularly if on individual turnout.
The Yard Manager or appointed staff will make one attempt, of reasonable effort, to catch the horse from the field for bringing in, feeding, rug changing, hoof picking, checking services. A second attempt, of reasonable effort, may be made to catch the horse if time allows, but this may be later in the day, after other yard jobs have been completed. Any further attempts may be made at Yard Manager’s discretion.
EXTERNAL SERVICES
For security purposes, it is crucial we are given advance notice of any yard visitors including equine professionals.
Please note we do not permit paid services between livery clients, third parties or the use of freelance grooms on the yard, unless with prior consent.
Any professionals attending the yard to undertake services - such as a farrier, physio, instructor etc- must hold the necessary professional qualifications, experience and insurance. Copies of all documents will be required before you may appoint them to undertake services on the yard. It is your responsibility to ensure that these visitors comply with the Yard rules set out in this handbook. It is your responsibility to ensure that they do not allow their dogs to roam the yard and must park suitably.
YARD SECURITY
If you are last on the Yard please ensure all the lights are off.
The tack room door must always be closed, locked and the key replaced in the key code box. Exception only if you are riding in the arena or on the yard.
The tack room door key code must be kept securely. Please do not share these with anyone else without permission, this includes professionals and sharers, unless with prior consent from the Yard Manager.
Please report any suspicious activity, people or vehicles to us immediately and take photos where possible.
YARD VISITORS
Whilst visitors are welcome to the yard, we ask that they follow the same rules and behaviours as expected by our clients. Any visitors to the yard must always be supervised and must not be give the location or codes of any security devices. Where possible, please advise us in advance of any visitors. Visitor’s dogs are not welcome on the yard.
Anyone being permitted to ride your horse must always be supervised and must not be carrying out paid services unless agreed with the Yard Manager and must have the relevant insurance. If you have a sharer, we will need to see a copy of the share contract between yourself and the other person as well as being given prior notice of when they will visit the yard. The sharer must also have their own rider insurance and be expected to meet all points laid out in this guide, and the relevant points in the livery contract. Failure to meet these rules and requests may risk your space with us. We must be given contact details of any sharers, including a next of kin. Sharers/riders may not be given the tack room key code without prior consent from the Yard Manager. The Yard Manager reserves the right to prohibit access to the Yard to certain people.
EQUINE WELFARE AND MANAGEMENT
Vaccinations:
It is recommended that all horses are vaccinated for both equine influenza and tetanus.
Passports:
All equines under our livery services require a Horse Passport, this is a DEFRA requirement and as the keepers of the horse we should be satisfied that all client horses have a correct passport identifying that horse. We therefore reserve the right to request to view the original Horse Passport upon initial arrival of new horses, and to retain the original at the yard and at all times unless travelling with the horse. The passport must be with the horse at all times. In the event of an inspection by DEFRA or another equestrian governing body, we must be able to provide the original passport within 3 hours to avoid any fines or action being taken against both horse owner and ourselves.
Worming:
Worming or faecal egg counts are carried out routinely by the Yard Manager. The cost for the wormer and/or FWEC and/or EquiSal test will be added to your invoice. Results will be reported to you via the Yard Manager. You must inform the Yard Manager ahead of administering any worming products and you must comply with any post worming protocols specified by the Yard Manager.
Other Management:
It is the responsibility of the owner to ensure that the horse’s hooves are suitably trimmed or shod. The cost of which lies solely with the horse owner.
The horse owner agrees that if a Veterinarian advises immediate euthanasia of the horse to prevent further suffering in the case of severe injury or illness and the horse owner cannot quickly be contacted, the Yard Manager is authorised to give permission to the Veterinarian on the owner's behalf. The Yard Manager will endeavour to employ the owner’s preferred Veterinarian, but in the case of an emergency, another Veterinarian may be used to save unnecessary suffering.
The horse owner agrees that if a Veterinarian advises that the horse requires immediate medical attention, such as surgery or other invasive procedures, to prevent further suffering in the case of severe injury or illness and the horse owner cannot quickly be contacted, the Yard Manager is authorised to give permission to the Veterinarian on the horse owner's behalf. It is the responsibility of the horse owner to inform the Yard Manager of their preferred decisions in the event of a major injury or illness, treatment or euthanasia.
INSURANCE
We hold the necessary insurances to cover yourself, and your horse whilst on the yard and in our care. A copy of this can be provided upon request.
All horses on the yard must be insured for a minimum of third party liability. Please provide copies of insurance to be kept in your horses file at the yard. Renewal documents shall be requested upon expiry.
Any visitors to the yard undertaking paid services must hold the necessary professional qualifications, experience and insurance. Copies of all documents may be required before you may appoint them to undertake services on the yard.
Part sharers/riders must also have rider’s insurance this is a mandatory requirement and copies must be provided to the Yard Manager.
MAINTENANCE
The yard is responsible for overseeing the general maintenance of fencing, paddocks and stables. However, contribution may be required towards repairs for excessive wear and tear, or through incidents which have caused damage (such as horses pushing through fencing or damaging stables or excessive wear and tear to the field/poaching of the grazing).
Any electric fencing supplied by owners must always be kept in good order and safely erected so as not to pose a risk to clients or horses and must match with the existing boundary fencing and be neatly erected. Additional/internal fencing must not be connected to the yard supply, you must provide your own energiser and/or battery.
TURNOUT FIELDS
We offer year-round turnout in small herds. The level of grazing available will alter seasonally, we do not guarantee grazing, but we do guarantee turnout. If necessary, ad-lib forage can be provided during the winter months at an additional cost. Advance notice will be given of this and billed at the end of the month.
We reserve the right to change paddocks, herds or turnout routines as we see fit for the maintenance of the fields and wellbeing of the horses.
Please be aware that whilst we offer year-round grazing, we reserve the right to reduce or restrict this as we see fit in particularly wet, cold or snowy weather to maintain our paddocks.
All DIY/part livery owners must poo pick fields regularly ad take a fair proportion of the droppings. Anyone who fails to undertake their poo picking will be charged for the yard carrying out this work. If you are unable to carry out your routine poo picking any weeks, please advise the Yard Manager and alternative arrangements can be made.
STABLES
Each stable is lined with rubber matting, this remains the property of the yard. Should you or your horse damage the rubber matting, you will be responsible for replacement.
Stables must be tended to on a daily basis and where possible left in a state where it is ready to accept a horse in case of emergencies.
BEDDING AND FORAGE
Ad lib hay is provided by the Yard for horses whilst they are stabled, unless otherwise agreed. Please do not waste hay unnecessarily.
Please ensure hay nets are tied securely in stables and out of reach of hooves.
If you wish to have hay available in the field, this will be weighed and charged per kilogram. If your horse is in a herd with other owner’s horses, the whole herd must agree on the additional forage.
Bedding and hay is supplied by the yard. No other hay/haylage or bedding may be brought onto the yard, unless with the express permission of the Yard Manager. The Yard Manager reserves the right to charge a storage and/or handling fee.
USE OF FACILITIES
Facilities are open to use for all clients during our opening times. Suitable footwear and protective gear must be worn when using our facilities. Please be considerate to other users.
Specific rules are detailed below:
Arena:
- Liberty work is not permitted whilst others are using the arena.
- Lunging is not permitted whilst others are riding in the arena.
- Lunging is only permitted in the arena if the horse is sensible and not lunged in the same spot.
- Please clear away any equipment and poo as soon as your session is finished.
- Please only use lights if necessary and turn on upon entering and off as soon as you are finished
- Horses are not permitted to roll in the arena, rolling is permitted in the lunge pen.
Each horse is entitled to 1 hour private use per week. Please notify the yard WhatsApp group of this session, the Yard Manager reserves the right to refuse use if it clashes with another use.
Solarium:
- A charge of £1 per hour is applicable to the solarium. Minimum charge 50p.
- You must make a note in the book/board provided as you enter the wash box.
YARD STORAGE
All clients are given a designated storage area. Please only keep relevant tools and equipment on the yard to minimise clutter. We reserve the right to request removal of any excess equipment we do not deem necessary to be on the yard. Please ensure all tools and equipment are left clean and returned to storage areas when finished with.
Please make sure all feed bins close securely, and that feed bowls, scoops etc are rinsed regularly to minimise attracting rodents. Please ensure that all treats and feeds are stored in a metal or plastic container.
PARKING, TRAILERS AND HORSEBOXES
Please ensure when visiting the yard that you- and any visitors you may have- park considerately. Please do not block any entrances or gateways and be aware of any horses, vehicles or people that may be moving about on the yard and in parking areas. If you are leaving your car in the car park when you leave the site, the keys should be left in a safe place in the event that we need to move the vehicle.
We offer a parking area for horseboxes and trailer, subject to availability.
Please park all transport considerately. Please be advised that all vehicles must be correctly maintained and insured for the duration of parking on our premises. It is advised not to keep any tack or items of value in your horsebox or trailer and an immobiliser, steering wheel lock or similar are advised, a spare key must be retained in your pigeon hole or suitable safe area on the yard.
We do not accept any responsibility for damage or losses to or from vehicles stored on our premises.
Loading and unloading of trailers and lorries may be carried out in the lorry/trailer parking area, not on any other area of the yard/car park, unless with prior consent from the Yard Manager.
YARD CLEANLINESS
To help us keep the yard tidy, reduce maintenance and upkeep costs and make the yard presentable to all visitors, please adhere to the following rules:
- Please clean up after yourself and your horse
- Pick up all droppings from the yard and arena as soon as possible
- Empty the hoof pick buckets if they are getting full (remember to remove the hoof pick first).
- Please sweep the yard after the farrier has seen to your horse, including the area they have worked next to their vehicle.
- Please sweep up any hair on the yard after grooming or clipping
- Please sweep up any hay after feeding hay on the yard.
- Please replace the hoses as directed.
- Please ensure you wash and sweep the yard down after washing mud off of horse’s legs.
Please try to ensure your stable is always left empty and ready for a horse. In the event of an emergency and your stable needs to be accessed we must be able to do so. When horses are out 24/7 it is recommended to leave a small clean bed in the stable or some bedding banked up on the sides.
TERMINATION OF CONTRACT
Either party reserve the right to terminate the contract with one month notice, this must be provided in writing. You may remove the horse from the yard before the end of the notice period but all payments must be made before you leave and the yard will leave the stable vacant until the notice period is completed.
Upon termination, your stable must be left empty and clean, including lifting and washing all rubber matting, by the end of the one month notice period. This is the responsibility of the departing horse owner. Charges will apply if this is not fulfilled.
The Yard Manager reserves the right to end the contract at short notice, should the horse owner breech the contract, the horse is deemed unsafe or the horse owner is not meeting the welfare needs of the horse.
HEALTH AND SAFETY
Always ensure you are acting appropriately around horses, and are using equipment in the correct manner, that is fit for purpose.
Please report any broken or damaged fencing, facilities or other equipment on the yard to management as soon as possible.
Please do not leave horses unattended whilst tied on the yard, and please do not leave horses loose on the yard or other communal yard areas that are not turnout areas.
Please always use a headcollar and lead rope when leading horses around the yard. Please do not leave headcollars on in the field, unless a field safe headcollar with prior consent from the Yard Manager.
All owners must wear a riding hat when mounted, and suitable footwear. All other people entering the yard, must also follow these guidelines.
Please mount using the mounting block in the car park, main yard or arena. Please do not use fences or other equipment as a mounting block.
All owners should check their tack and all other personal equipment on a regular basis. Tack and personal equipment should be kept in good repair and fit for use.
If riding out on your own, it is advised that you share details of your planned route with fellow clients, staff or management in case of an accident. When riding out, it is advised to take your mobile phone with you at all times.
Whilst no one likes telling tales, it would be advised to report any dangerous practices or concerns to horse welfare observed on the yard to ensure no staff, clients or horses at put at unnecessary risk.
First Aid Kit (Human)- On the pigeon holes in the kitchen area.
The Health and Safety guidance applies to all clients, visitors and professionals on the yard.
If you use anything from the first aid kits, please make sure we know, or replace anything you have used personally.
WASTE
Please ensure all waste is disposed of accordingly. We provide a general waste bin and bins are located around the Yard.
The muckheap is emptied when full, and we are charged each time. As such, please ensure you only put bedding or forage on that is waste.
Please ensure the muck heap is stacked neatly, the steps are maintained level and square. Failure to comply with this rule will result in a penalty charge.
ENERGY AND COST SAVING
To help us keep the running costs of the yard down, please try to adhere to the following rules:
- Please make sure lighting is only used as necessary, and all lights are turned off when the yard is left empty,
- Please only use water as necessary (i.e. washing with a bucket and sponge) and try not to leave the hose running,
- Turn off arena lights as soon as you have finished,
- Do not leave the hot water running unless using it,
- Do not use electric or gas hot water sources for unnecessary tasks.
HORSE HEALTH CONCERNS
If you have any concerns about the health or condition of your horse, or any other horse on the yard, please contact us immediately.
Following suspicion of illness or disease, horses may be placed in an isolation stable or paddock and advice sought from our vet.
At least once a year please take your horses TPR (temperature, pulse, respiration) and weight and record so we know what is normal for your horse.
TRAVELLING TO EVENTS
If you are leaving the yard to travel and attend an event, please let us know. To maintain health of your horse whilst away from the yard, and to reduce the likelihood of contagious disease or illness, please follow the recommendations below:
- Do not allow nose to nose contact with horses from other yards
- Ensure any stables and facilities are clean and disinfected
- Do not share feed buckets, grooming kits or equipment
- Do not share transport with horses from other yards
If we hold any concerns about the health of your horse upon your return from an event, we may place your horse in isolation and monitor TPR (temperature, pulse, respiration) for 5 days to check all is clear.
If you will be away for overnight or longer, please let us know.
Please ensure loading, unload and parking of transport is done so considerately and in a safe manner.
CHRISTMAS AND BANK HOLIDAY ARRANGEMENTS
All owners are required to tend to their own horse Christmas Day, Boxing Day, New Year’s Day and other regular or extraordinary bank holidays. This is regardless of what package you have, DIY, Part or Full Livery.
Owners with horses in herd must liaise with other owners in the herd to ensure that no horse is left unattended/out on their own. For these days we are happy for owners to share the care of each other’s horses. Cover can be arranged if you are unable to attend the yard and will incur a fee of £40 per horse, per day. You must give the yard 2 months notice of cover for these days to allow the Yard to arrange adequate cover. Late notice will incur a charge of £50 per horse per day.
COMMUNICATIONS
Our contact details are at the start of this handbook. Unless in a genuine emergency, please ensure you keep all contact within the hours detailed. We will always endeavour to acknowledge communications quickly.
If you have any problems with the yard routine, making payments, seeing to your horse, livery clients or our services, or wish to discuss any aspect of the yard, we have an open-door policy and these concerns must be directed to the Yard Manager only. Please feel you can always air your views and we will endeavour to help.
The Yard Manager may take photographs of the yard, including your horse, yourself and other persons on the yard. These photographs may be used for marketing purposes on social media and printed publications. Please stipulate in writing to the Yard Manager if you wish yourself and/or the horse not to be photographed. The horse owner acknowledges the Yard Manager’s right to the operation of CCTV at the yard.
GDPR
As part of the new GDPR (General Data Protection Regulation) brought in in May 2018, we need to hold details about you on our database and need to inform you of this. These details- such as contact details, next of kin, horse details, are only retained to help us communicate with you, and to best care for your horse whilst it is in our care. All documents and details are stored securely and not shared with any third party.
CIVILITY
All clients and staff are expected to treat each other with respect and the enjoyment of your time on the yard depends on cooperation and teamwork among all clients. Please make any new clients feel welcomed and make effort to get to know them.
We do not tolerate bullying or lack of team spirit on the yard. Any instances of harassment, bullying or negative behaviour would be determined as unreasonable behaviour and may result in immediate notice being given to the perpetrator.
DISCLAIMER
The horse owner confirms that the horse is in a general state of good health and free from any infectious disease at the commencement of the livery contract and that the horse is of a reasonable demeanour and temperament and free of any vices including (but not limited to) crib biting, chewing wood, wind sucking, kicking, weaving, biting, bolting, rearing, jumping out of fields/stables. If the horse owner is aware of any such conditions, the owner must notify the Yard Manager prior to entering into this livery contract. Should such behaviours arise during the term of the term of the livery contract the horse owner must notify the Yard Manager immediately and vice versa.
These guidelines are published to the best of our ability and with the best of intentions. We strive that they will always be accurate and valid. These guidelines should also be followed by any visitors or service providers on the yard under your instruction or supervision.
We cannot be held responsible if you choose not to follow these guidelines and this leads to damage of property, or injury to yourself or your horse.
You will need to complete the form below to confirm you have read and understood the information contained herein.
I confirm that I have received, read and understood in full the details contained within the Livery Yard Handbook for West Barn Equine, Nobottle Grange Farm, Roman Road, Nobottle, NN7 4HJ.
I understand that acceptance and following of these guidelines constitutes part of my Livery Agreement and supersedes any prior documentation and that updated versions of this handbook may be issued as deemed appropriate by the Yard Manager.