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Carolina Region Pony Clubs

Carolina Region Pony Clubs. February 25, 2012. Agenda. Who are we? Money, taxes and accounting Paperwork Teen struggles Difficult members/parents Using members to teach Organizing a mounted and unmounted schedule Rallies Online entry Hunter Seat Equitation and Western

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Carolina Region Pony Clubs

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  1. Carolina Region Pony Clubs February 25, 2012

  2. Agenda • Who are we? • Money, taxes and accounting • Paperwork • Teen struggles • Difficult members/parents • Using members to teach • Organizing a mounted and unmounted schedule • Rallies • Online entry • Hunter Seat Equitation and Western • Recruiting • Fund raising • Open forum

  3. USPC Our Mission: The United States Pony Clubs, Inc., develops character, leadership, confidence and a sense of community in youth through a program that teaches the care of horses and ponies, riding and mounted sports.

  4. USPC Our Mission: The United States Pony Clubs, Inc., develops character, leadership, confidence and a sense of community in youththrough a program that teaches the care of horses and ponies, riding and mounted sports.

  5. USPC Our Core Values: Horsemanship with respect to healthcare, nutrition, stable management, handling and riding a mount safely, correctly and with confidence Organized teamwork including cooperation, communication, responsibility, leadership, mentoring, teaching and fostering a supportive yet competitive environment Respect for the horse and self through horsemanship; for land through land conservation; and for others through service and teamwork Service by providing an opportunity for members, parents, and others to support the Pony Club program locally, regionally and nationally through volunteerism Education at an individual pace to achieve personal goals and expand knowledge through teaching others

  6. Finances

  7. Paperwork • Membership • Copy goes to Brian Morris with regional dues • Include a Membership dues form • Original goes to USPC with national dues • Ratings • Online – we get the notification • Paper – send a copy to Brian

  8. Paperwork • Rallies • Read the Prize List carefully for all requirements • Member forms • Member summary • Activity release • Adult code of conduct • Volunteer form • Coggins • Letter of Intent – for those interested in champs • Stall and/or pinney deposit • Team forms • Team summary • Chaperone form • Coaching form • All forms must be sent to the secretary by the DC or RA

  9. Paperwork • Clinics and Camps • Read the notice carefully for all requirements • Member forms • Member summary • Activity release • Adult code of conduct • Volunteer form • Coggins • Stall and/or pinney deposit • All forms must be sent to the secretary by the member (or parent)

  10. Difficult Members / Parents • Motivation • Personalities • Policies • Adult Code of Conduct Be kinder than necessary, for everyone you meet is fighting some kind of battle

  11. Individual Motivators

  12. Five Levels of Conflict

  13. Resolving Conflict

  14. Using Members to Teach • Financial considerations • Leadership • Learning We remember 10% of what we read, but 95% of what we teach

  15. Calendar

  16. Rallies • Volunteers are KEY – we have jobs for non-horse people as well as those with horse knowledge • Unauthorized Assistance

  17. Online Entry – Phase 1 • Database created with rally, camp, clinic data • On our website, member (parent) enters all information, including name, club, email address, division, champs intent, extras (meals, shirts, camping, etc.), volunteers– based on available selections for that rally, clinic or camp • Member is sent to paypal to make payment (optional) • Account is not required • Cost is 2.2% plus $0.30 per transaction • Information is sent to DC/RA and secretary

  18. Online Entry – Phase 1 • Member closing date is before club closing date • Member gives signed activity release, code of conduct (adult and member), coggins, check (if required) to DC/RA • DC/RA forms teams, updates divisions, returns spreadsheet to secretary • DC/RA mails chaperone form, coaching form, coggins, signed releases, checks to secretary

  19. Online Entry – Phase 2 • Member signs in to register • Member database checked, and divisions available to member are based on rating/age • DC/RA signs on to check member entries and create teams, update entries • DC/RA submits remaining payment using club checking account or debit card • Coggins and other forms can be scanned and emailed or sent via mail – these forms can be stored for reuse all year

  20. Hunter Seat Equitation / Western • Why add new disciplines? • What is Pony Club, and what do we do well? • Finances • How can a club incorporate new disciplines? • Look for intersections • Trail • Dressage • Hunter Seat Equitation/Show Jumping • Hunter Seat Equitation/Riding on the Flat

  21. Recruiting • Name recognition • New marketing materials • Logo

  22. Fund Raising • Annual directory– sell advertising • Hunter pace • Sell chocolates– at shows, etc. • Pooper scooper • Horse shows • SHOW program • Belk dollar days

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