9. CLUB OFFICIALS – ROLES & RESPONSIBILITIES
9.1 Club President
9.1.a. The Club President – elected at the Club Annual General Meeting, which must be held after the last day of February and before April 30 each year. The President is responsible for Chairing Meetings, and for generally promoting the aims and objectives of the Pony Club movement.
9.2 Club Vice President
9.2.a. The Vice President - elected at the Club Annual General Meeting, will assist the President wherever possible and act as Deputy to the President in his absence.
9.3 Club Secretary
9.3.a. The Secretary - elected at the Club Annual General Meeting, is responsible for all secretarial/administrative matters of the Club.
9.3.b. Attend all Club meetings. Record Minutes and be responsible for carrying out the decisions of the meeting.
Young Riders ~ Learning ~ Achieving ~ Enj o y i n g ! Print Edition: February 2003 (BBLW2_04) PCAV Handbook including Bylaws, Rules and Commentary Page 11
9.3.c. Make available to the Club Committee: all Minutes of meetings, Balance Sheets, and Circulars forwarded from PCAV.
9.3.d. Maintain a file system of all PCAV correspondence, which is to be made available to any Club member for their perusal. In consultation with the Club President, prepare an Agenda for Club Meetings – circulate to Club Committee members; and for the Club Annual General meeting – circulate to Financial Adult Supporters, Associates and Life Members.
9.3.e. Advise PCAV and the Zone Representative in writing, of the full name and address and telephone number of the Club Office Bearers elected/appointed, even if the same people are re-appointed.
9.4 Club Treasurer
9.4.a. The Treasurer - elected at the Club Annual General Meeting, is responsible for all financial matters of the Club.
9.4.b. Responsible for the receiving of all monies, banking, paying all approved accounts, properly recording all financial transactions of the Club and reporting on the financial affairs.
9.4.c. Present to the Club Annual General Meeting, an audited financial statement of Receipts and Payments for the previous 12 months.
9.4.d. Ensure the Club’s Public Officer forwards a copy of the audited Financial Statement and the appropriate forms to the Associations Incorporation Office by the prescribed time.
9.5 Club District Commissioner (DC)
9.5.a. BY-LAW: DISTRICT COMMISSIONER To be eligible for appointment as a District Commissioner, a person must have attained the age of twenty-two (22) years. On appointment, the District Commissioner automatically becomes a member of the Club Committee – if not already a member. No person who is financially interested in the letting out of horses, or whose main source of income is derived from instruction in equitation and/or dealing in horses, shall be eligible for appointment as a District Commissioner. The term of office of a District Commissioner shall be one year, and this person shall be eligible for re-appointment. the District commissioner shall be the person responsible to the Club, Zone and Council for the running of the Club Rallies and activities. The Club Secretary shall inform the Zone Secretary in writing, of the name and address of the District Commissioner immediately following the appointment – even if the same person has been re-appointed. Appointed by the Club Committee at the first meeting after the Club Annual General Meeting and shall be approved by the Zone Office Bearers.
9.5.b. Have a clear understanding of the Club’s objectives so as to control the well being of the Club, helping it to achieve its goals and charter.
9.5.c. Responsible for the smooth functioning and progress of the Club Rally and that all Members are catered for in Rally Programmes.
9.5.d. Encourage the member whilst tempering the aspirations of the over ambitious parent, using tact, diplomacy and tolerance.
9.5.e. Set a pattern of acceptable standards regarding the general behaviour of members, maintaining respect of the members toward the Instructors and Officials of any Club
9.5.f. In consultation with the member’s Instructor and/or Club Chief Instructor, ensure that horses and riders are graded correctly and in accordance with their ability as a combination – regardless of size or age of the rider and horse.
9.5.g. If members are eligible, endorse their entry into competitions by signing the entry forms.
9.5.h. Ensure that Attendance Records of Members at Club Rallies are correct and current, and that these details are recorded correctly on the Membership Cards and in the Attendance Book.
9.5.h.i Note – the DC is the only official permitted to enter details on Grading and to sign accordingly in the appropriate section on the Member’s Card.
9.6 Club Chief Instructor (CCI)
9.6.a. If a CCI is appointed they must work in close liaison with the Club DC to arrange the instructional programmes for Rallies and Camps, using the APCC Syllabus of Instruction and the APCC Manual of Instruction and Horsemastership for the Australian Rider.
9.7 Club Instructors (CI)
9.7.a. Club Instructors – work closely with the Club Chief Instructor and with the District Commissioner.
9.7.b. Suggested maximum riders per session per Instructor is ten to twelve. Ideally, groups be divided into age and or ability.
9.7.c. It is the responsibility of the Clubs to train Instructors since it is not always the best horseman that make the best instructors.
9.7.d. Encourage the involvement of older Pony Club members and Associate members as possible club instructors. Instructors are not permitted to ride a member’s horse.
Pony Club Association
Of Victoria
9.6 Club Chief Instructor (CCI)
9.6.a. If a CCI is appointed they must work in close liaison with the Club DC to arrange the instructional programmes for Rallies and Camps, using the APCC Syllabus of Instruction and the APCC Manual of Instruction and Horsemastership for the Australian Rider.
9.7 Club Instructors (CI)
9.7.a. Club Instructors – work closely with the Club Chief Instructor and with the District Commissioner.