Carolina Region Pony Clubs February 25, 2012. Agenda Who are we? Money, taxes and accounting Paperwork Teen struggles Difficult members/parents Using.

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 • Recruiting • Fund raising • Open forum

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.

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.

USPCOur 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

Finances

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

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

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)

Difficult Members / Parents

• Motivation• Personalities• Policies• Adult Code of Conduct

Be kinder than necessary, for everyone you meet is fighting some kind of battle

Individual Motivators

Worthwhile

contribution

See progres

s

Worthy leaders

hip

Worthy organization

Appreciation

Feeling “in” on things

Work that is

interesting and challen

ging

Five Levels of Conflict

Information

• Facts

• Data

Methodology

Priorities

• Personal

• Club

Goals

• Requires strong leader

Values

• Tact is critical

Resolving Conflict

Don’t avoid the conflict – it will only tend to worsenTake responsibility for your actionsSave the relationship – don’t win the argument

Focus on the factsLook for solutions that allow everyone to winAvoid negative trigger words

Using Members to Teach

• Financial considerations• Leadership• Learning

We remember 10% of what we read, but 95% of what we teach

Calendar

Rallies• Volunteers are KEY – we have jobs for non-

horse people as well as those with horse knowledge

• Unauthorized Assistance

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

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

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

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

Recruiting• Name recognition• New marketing materials• Logo

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