Club President

• Is responsible for the management for the committee as a team,

• Setting the agenda for meetings

• Running meetings/chairing meetings

• Is made aware of any club deadlines and delegating to ensure deadlines are met

• Deadlines may include subscriptions to riding clubs nz for members (If this is not done we are not covered by insurance)

• Date member ship fees are due and adding a timely reminder in the newsletter/email/Facebook

• Ensuring a date is set for the AGM in April

• Ensuring Results are finalized for club Trophies for presentation at the AGM

• Setting time and dates in advance for any shows

• Sending individual email welcomes to new members, with a copy of the club’s constitution and latest news letter

• Checking email

• Ensuring payments are made to the website/email host

• Engaging positively at shows/rallies etc to encourage new membership and camaraderie

• To work towards ensuring the committee is a cohesive team

• Setting the ground rules at the start of a new term and ensuring the ground rules are upheld

• Set the next meeting date, place and time to be decided and delegate venue booking

Vice President

Must be prepared to take up the mantle of Club president in the event of the president not being available to preform club duties and supports the President.

Secretary

• Receive written correspondence for the club via mail

• Take minutes at riding club meetings and AGM. Minutes should be written up within 24 hours and distributed to attendees within a week maximum unless extenuating circumstances apply). Attendees are held accountable for reviewing the record of proceedings when received and alerting the Secretary to any corrections and modifications immediately. If assignments were given in the meeting, use the minutes to specify who will do what and by when.

Club Property Holder

(This may be a member of the general committee)

• Do a Stock take at the start of each term with the help of other general committee

• Maintain a register of what goes out, to whom and the date it was returned

• Taking any follow up action as required to secure the clubs property

• E.g. Follow up emails, Facebook etc

MemberShip Manager

(This will be a member of the general committee)

• They will receive membership forms, which may come via club email, post or in person from shows etc

• Maintain a member ship list that is up to date, to be separated to Committee, Life, Recognition and General members (Some members may fall into more than one category)

• Maintain a folder of current membership forms

• Prepare a monthly report for the meeting of how many members we have as well as new members to the club.

Show Secretary

This may vary from show to show and is not limited to one person

• Create a separate email for the show to receive email entries

• Receive written show entries via post

• Must have access to club bank account to confirm payment for entries

• Must also have access to the membership list so can confirm those claiming club discounts on the entry fees

• Collate entries and put into a show program

Newsletter Editor

Information for the newsletter may come from a variety of sources, however; this is what needs to go in the newsletter every time. The newsletter is done after each meeting so that relevant information may be included.

• Main page

• Committee

• Contact details for the club e.g. Email/Facebook etc

• Next meeting date

• Presidents report

• Feedback on every rally

• Members Results at outside shows when known

• Forthcoming events/rally’s

• Important issues that have arisen from meetings

• Welcome new members and their names

Rally Coorinator

Parts of this position can be delegated to other committee members; however, the rally coordinator needs to ensure that all jobs have been done in a timely manner.

• Organize Rallies in accordance with members survey with help from committee

• Provide information of upcoming rally details in a timely manner to the newsletter editor e.g. when, where, who, cost, how to register interest, details of rally, instructor profile, subsidies

• Provide information to Facebook coordinator who will post on the CRC fb page

• Ensure there will be enough CRC committee to help out on the day if required, a minimum of one committee member to attend each rally even on foot.

• Maintain and register attendance and points register for club awards

• Obtain photos if possible (or delegate)

• Obtain feedback/write report for newsletter

Facebook Coordinator

Canterbury Riding Club has a Facebook page, that is for CRC information ONLY. This is not to be used for any advertising of personal/professional courses/sales etc. This is to ensure that we keep the site nice and clean, and our information is easily accessible and not difficult to find.

• Advertise CRC Rallies and shows with information provided to you

• Approve membership requests

• Approve member posts, regarding Facebook Coordinator mission statement, i.e. very unlikely to approve a post by a member, if unsure direct judgement to club president

• Post the results of all our shows on fb

Email Reviewer

• Checks Club email – replies by President