Leadership Role Descriptions Per By-Laws and Policies
Leadership Role Descriptions per By-Laws and Policies
04-2014/10-2014
RS
8.3 Regional Administrative Officers. Regional Supervisors and Vice Regional Supervisors shall be Administrative Officers of the Corporation. (a) Appointment. Administration of each region shall be supervised by a Regional Supervisor with the assistance of one or more Vice Regional Super- visor(s). Regional Supervisors and Vice Regional Supervisors shall be Corporate Members and shall be appointed for one-year terms by the Vice President of Regional Administration after considering any recommendation that may have been received from the Regional Council for such region. The appointment of Regional Supervisors and Vice Regional Supervisors shall require confirmation by the Board or by the Executive Committee. (b) Duties, Authorities, and Responsibilities. Each Regional Supervisor and Vice Regional Supervisor shall have the duties, authority and responsibilities prescribed by the Board or the Vice President of Regional Administration. Said duties, authority and BY-LAW S O F THE UNITED STATES PONY CLUBS, INC.
Responsibilities shall include, but not be limited to, the direction, supervision and control of all matters in the region and in the regional clubs. All actions and decisions of the Regional Supervisor and Vice Regional Supervisors shall be in accordance with any Resolutions, Rules, Regulations and Policies of the Board and shall be subject to the direction, supervision and control of the Vice President of Regional Administration.
The RS knows the Region, its strengths and weaknesses, its resources and facilities and serves as the first point of contact to DCs and CAs for information or assistance they may need. • The RS may delegate any of these duties to a VRS, however the final responsibility remains with the RS. The RS is selected by the Regional Council and presented to the VPRA for approval for a one-year term running January 1 to December 31.
A primary duty of the RS is to support the DCs and CAs in the Region. RSs know successful Clubs and Centers are those with dedicated, energetic and informed leadership. Most RSs endeavor to visit every Club and Center in the Region at least once annually, where that is feasible and appropriate. In geographically large areas, the Vice RS(s), the RIC and the RCC may take on part of this responsibility. In addition to monitoring the progress and safety of Regional activities, this allows DCs, CAs, members and parents to communicate and acquaint themselves with the RS.
Serve as liaison between the Board, National Officers, and committees and the Clubs and Centers assigned to the region.
Approve and appoint DC and Jt. DCs of all regional clubs based on input from the Club’s Sponsors of Record.
Ensure that proper insurance coverage has been obtained for all regional activities.
Develop, with the assistance of the Treasurer, an operating budget that accounts for all income and expenses for Regional activities to present to the Regional Council for approval.
Financial oversight of the Region and Clubs.
Ensure that the Treasurer provides financial reports at all meetings of the Regional Council and as requested by the RS
Establish, with the Regional Council, such Regional Policies as may be necessary for the efficient administration of the Region, and ensure that Regional policies are consistent with USPC policy and have been approved by the VPR.
Ensure that all Clubs and Centers adhere to USPC and Regional By-laws and Policies.
Review and approve proposed Club policies, ensuring that they are consistent with USPC and Regional policy. The RS must approve and should have a copy of the policies of every club.
Organize at least one planning meeting of the Regional Council to conduct business germane to the operation of the Region.
Organize test prep clinics for those members who are preparing for upper level certifications, as necessary.
Complete all reports in a timely manner
Complete the Annual Report as per the requirements as stated in the By-laws of the region 4.3(c)
Assessing and evaluating Club/Center mounted and unmounted instructional programs with the assistance of the RIC.
Complete a confidential report on each club and Center and submit to the VPRA and Director of member Services as part of the Annual report.
A.Regional Treasurer
2.2 (b) Treasurer. The Treasurer of the Region shall not be the Regional Supervisor, a Vice Regional Super- visor or a member of the family of any of these Officers. The Treasurer shall be responsible for (i) collecting dues and fees that constitute the Regional income, (ii) making disbursements to pay the Regional expenses, (iii) examining the validity of expenses incurred and tracking compliance with the budget, (iv) keeping accurate records of the funds, (v) preparing financial statements in accordance with these By-Laws, and (vi) performing other duties as assigned by the Regional Supervisor and Vice Regional Supervisor.
The Regional Treasurer is nominated by the Regional Nominating Committee and elected yearly by the Regional Council for a term specified in the regional policies. The individual may not be RS or VRS, or a family member of either. The duties of the Regional Treasurer are as follows:
•Maintain the checkbook, keep receipts and other financial documents, write regional checks, and oversee budgets for all regional activities.
•Attend all regional meetings and should be prepared at every meeting to give a full accounting of all expenditures and receipts since the previous meeting.
•At Regional Planning meetings, the Treasurer must submit a financial report disclosing all receipts to, disbursements from, and balances of all regional accounts.
•A financial statement from the Treasurer for the calendar year must be completed and sent to the National Office and others as instructed. The deadline for submission is February 15 of the following year. This report is used to comply with IRS requirements regarding the tax-exempt status of The United States Pony Clubs, Inc.
Relinquish all financial records immediately to a properly approved successor
UNITED STATES PONY CLUBS POLICY STATEMENT
RIC SUBJECT: REGIONAL INSTRUCTION COORDINATOR POLICY NO: 3015
I. PHILOSOPHY:
In order to ensure that Pony Clubs throughout the Regions consistently use the USPC Standards of Proficiency as the curriculum for instruction programs for their members, the Board of Governors requires a Regional Instruction Coordinator (RIC) in each Region.
II. POLICY STATEMENT:
The policy of the Board of Governors is for each Region to have a Regional Instruction Coordinator (RIC).
III. AMPLIFYING INSTRUCTIONS AND GUIDELINES:
A. The RIC is elected by the Regional Council to a voting seat on the Regional Council and works with the Regional Supervisor for the purpose of strengthening local and regional instruction programs.
B. The RIC is elected annually for a term of one year that shall extend from January 1st to December 31st and may serve additional consecutive terms subject to Regional Policies. If the RIC holds other positions on the Regional Council, the RIC will have only one vote.
C. The RIC is required to be a member of the United States Pony Clubs, Inc.
D. The RIC should attend RIC seminars held during his/her term.
E. The RIC works with the Instruction Council and the Regional Supervisor in disseminating policies and programs to the clubs and riding centers.
F. The RIC is subject to removal by the Regional Supervisor with advance written consent of the VPRA.
Reviewed March 2012
(3015) Page 2 of 2
IV. DELEGATION OF AUTHORITY:
A. The RS shall have the responsibility for this policy.
B. The Vice President of Regional Administration shall have oversight of this policy.
V. ENACTMENT:
Established: ______Date: 05/21/11 Board President
VI. ATTACHMENT
A. Responsibilities of the RIC
ATTACHMENT A TO POLICY 3015 (National)
RESPONSIBILITIES OF THE REGIONAL INSTRUCTOR COORDINATOR (RIC)
A. The RIC must review instruction programs of the Registered Clubs and Riding Center Programs annually and provide a written summary for the Regional Supervisor (RS) in the RIC Annual Report.
B. The RIC’s responsibilities may include, but are not limited to, the following:
1. To provide support and assistance to the clubs and riding centers for their Instruction programs and to facilitate collaboration among clubs and riding centers on “best practices” and instructional activities.
2. To develop and oversee the regional calendar of instruction serving D-1 through A with the advice and consent of the RS.
3. To collaborate with clubs, riding centers and the regional council to support and provide programs for those members pursuing Specialty Ratings.
4. To develop and oversee the regional calendar of National Certifications with the advice and consent of the RS.
5. To organize an annual Standards and CertificationsClinic covering at a minimum the D-1 through the C-2 Standards of Proficiency for instructors, local level examiners and Participating Members and to maintain and publish a list of participants in the RIC Annual Report.
6. To recruit, develop and mentor new instructors and examiners within the region.
7. To develop, maintain and distribute a list of instructional resources to clubs, riding centers and organizers.
RIC Committee/Adhoc Member
Organize all Sunshine Region upper level testings
Cooperate with the National Testing Committee in seeking upper-level testing sites within the region and be responsible for coordinating any such testings
Recommend, with input from the RIC and RS, candidates for upper level certifications and endorse only those active Pony Club members who meet the requirements listed in the Standards of Proficiency
Attend regional activities, especially certifications, i.e. assist with the annual regional C-camp/upper level prep
Organize, with the RIC and RS, certification preparation clinics for upper level certifications for regional candidates
Procure clinicians for all regional prep clinics/camp
Develop and set budgets for prep clinics and National Certifications
UNITED STATES PONY CLUBS POLICY STATEMENT
SUBJECT: Horse Management Organizer NO: 3016
I. PHILOSOPHY: In order to ensure that regions and clubs and riding centers promote the teaching of Horse Management and the concept that judging at competitions is an educational experience; the Board of Governors recognizes the importance of a Regional Horse Management Organizer.
II. POLICY STATEMENT: The policy of the Board of Governors is that it is appropriate for each Region to have a Regional Horse Management Organizer (HMO).
III. AMPLIFYING INSTRUCTIONS AND GUIDELINES:
A. The HMO is elected by the Regional Council to a voting seat on the Regional Council and works with the Regional Supervisor (RS) and Regional Instruction Coordinator (RIC) for the purpose of strengthening local and regional Horse Management instruction programs.
B. The HMO is elected annually for a term of one year that shall extend from January 1st to December 31st and may serve additional consecutive terms subject to regional policies. If the HMO holds other positions on the Regional Council, the HMO will have only one vote.
C. The HMO is required to be a member of the United States Pony Clubs, Inc.
D. The HMO should attend HMO seminars held during his/her term.
E. The HMO oversees Horse Management education for HM judges in the Region.
Revised May 2012
(3016) Page 2 of 2
F. The HMO works with the RS and/or the Organizer to coordinate staffing and judging at competitions.
G. The HMO works with the Horse Management Committee and the Region to disseminate policies and programs to the clubs and HM judges.
H. The HMO is subject to removal by the Regional Supervisor with advance written consent of the VPRA.
IV. DELEGATION OF AUTHORITY:
A. The RS shall have the responsibility for this policy.
B. The Vice President of Instruction and the Vice President of Regional Administration shall have oversight of this policy.
VI. ATTACHMENT
- Responsibilities of the HMO
Revised May 2012
(3016.A) Page 1 of 1
ATTACHMENT A TO POLICY 3016
RESPONSIBILITIES OF THE HORSE MANAGEMENT ORGANIZER (HMO)
The HMO’s responsibilities may include, but are not limited to, the following:
1. Regional Horse Management (HM) Education Program
a. Work with the RIC to develop regional and local HM programs. b. Develop lists of personnel and materials for regional and club instruction programs. c. Develop regional/ local HM seminars for members. d. Disseminate information from National HM programs.
2. Regional Horse Management Judges’ (HMJ) Program
a. Organize and facilitate educational seminars at least once a year for current and potential HMJs. b. Identify and maintain lists/records of all active Regional HM Judges. c. Encourage all Chief and Assistant HMJs in the Region to be up-to-date on all HM competition issues. d. Make all judges in region aware and encourage them to take advantage of any/all judging opportunities in and outside of the region. e. Recruit candidates for future HM judges.
3. Regional Competition Responsibilities
a. Work with rally organizers to identify all competition staffing needs in the region.
b. Work with rally organizers to ensure that support materials, including judging forms, are provided for HM staff.
c. Work with rally organizers to ensure that all required evaluation forms are provided, completed, collected and mailed promptly.
By-Laws 2.2
(a) Secretary. The Secretary of the Region shall not be the Regional Supervisor, a Vice Regional Super- visor or a member of the family of either of these Officers. The Secretary shall be responsible for (i) giving notice of all Regional Council meetings in accordance with the provisions of these By-Laws,
(ii) Recording and filing the minutes of Regional Council meetings, (iii) determining the presence of a quorum at Regional Council meetings, (IV) maintaining Regional policies, and (v) performing other duties as assigned by the Regional Supervisor and Vice Regional Supervisor.
Maintain regional club/officer information with updates as they change
Maintain EC information with updates as they change
Maintain regional membership roster including updating current membership certifications and contact information, along with new member additions.
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VRS Activities – This position now encompasses VRS of Rallies and Championships Coordinator per the National Office
Assist in organizing at least one USPC qualifying competition in each discipline (if member interest warrants) at the regional level or facilitate opportunities for members to qualify for Championships at these events in other regions, with approval of the RS.
Attend the USPC Championships whenever possible.
Be the“go to” person for rally organizers, DCs, and competitors (copy RS on all communications) to ensure the smooth running of the rally.
Approve Rally packets prior to distribution
Research Rulebooks for answers. Send Rulebook updates to the region
Form a standardized rally entry packet for each rally
Emails to the region with“did ya know” type pointers from the discipline rulebooks that pertain to the upcoming rally
Collect Organizer evaluations, TD Reports, final financial statements from rally organizers for rally wrap up
Organize and send Qualifiers tothe RSand then to the regional secretary for distribution to the region
Oversee orders/needs for Championships shirts, pins, etc.
The RS mayappoint the following (Committee chairs) for a 1-year term.
Regional Center Coordinator (RCC). Katy Rosen, SFPC The RCC is an appointee of the RS whose duty it is to assist the RS in the oversight of the Riding Center Program. The RCC may be the first point of contact by a Facility Operator or Center Administrator when there is a question. The RCC assumes those duties as delegated by the RS, which may include but not be limited to, conducting facilities visits and following the application process from start to finish.
Junior Board Advisor (JBA).Trish Morgan HPC
The JBA oversees the regional and national activities of the region’s C2 and up members
The JBA will assist in organizing an annual C-camp, in association with an upper level testing preparatory clinic, where desired.
Assist upper level members in organizing a D-Education Day.
Assist the Junior Council in fundraising activities geared to offset C-Camp and to assist a representative to attend the National Youth Congress at the USPC, Inc. Annual Meeting each January
Finance/Fundraising Committee. Jennifer Weidrick, Chair, Donna Matherly SFPC, Simone Cormier CSPC, Lindy Kennedy ORPC.
Championships Coordinator Lindy Kennedy ORPC
Webpage/Facebook Coordinator:Kim McCray, LOHPC
Maintain regional webpage and Facebook posts.
Create best practices and procedures following USPC, Inc. recommendations regarding maintaining and adhering to privacy regulations for Websites, observing all youth member protection policies and recommendations
Develop a program to assist regional clubs in the development of their own web pages.
Vanguard Custodian(s):Area Treasurer, Jennifer Weidrick and Kim Williams, WBPC