Mar 27 2020

It is that time of year again – nominations for PHA Board Member and Chair Positions for 2020/2021!

We are currently seeking nominations for the 2020-2021 Show Season. As always, all positions outlined below are open for nomination and election. However, this year, we have begun our search for a new leadership team early, as a number of our long-serving Board and Chair members will be moving on to other opportunities in the new season. PHA needs you!

If you are interested in holding any of the positions below, please email us at parklandhorsemans@gmail.com as soon as possible with full name and desired position(s). The official deadline is May 1, 2020. We thank all of our members for considering these positions. The club would not exist without the special contributions of its board members, chairs, and incredible volunteers.

Below please find a list of positions and description of duties:

President

  • Shall uphold the objectives of PHA and shall act as Chairman of the Board to ensure each member of the PHA Board fulfills his/her assigned duties.
  • Provides direction and leadership toward the achievement of the organization’s philosophy, mission, strategy, including annual fundraising goals.
  • Conducts the general membership/board meetings in accordance with Robert’s Rules of Order.
  • All board members report directly to the President in regard to their assigned position descriptions and responsibilities.
  • Serves as the official liaison between PHA and the City of Parkland officials.
  • Fulfills any other requirements of a Director or Officer, and performs other duties as required by the bylaws.
  • The President may also have his or her phone number listed on show bills and advertising

Vice President

  • Shall assist the President in upholding the objectives of the Parkland Horseman’s Association to ensure the Board fulfills its duties.
  • Works closely with the Obstacle Show Chair, Intro Hunters Show Chair, and Dressage Show Chair to ensure successful horse shows.
  • Collaborates with the Volunteer Coordinator to ensure an adequate supply of volunteers is available for PHA sponsored events.
  • Serves as a liaison with the City of Parkland.
  • Fulfills any other requirements of a Director or Officer, and performs other duties as required by the bylaws.

Recording Secretary

  • Responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how and by whom the Board’s business was conducted.
  • Shall record the minutes of meetings and ensures their accuracy and availability. Distributes minutes at the Board meetings.
  • Proposes policies and practices, submits various reports to the Board, and maintains organizational records.
  • In the absence of the President and Vice President, the Secretary calls the meeting to order, presiding until a temporary Chairperson is elected.
  • Fulfills any other requirements of a Director or Officer, and performs other duties as required by the bylaws.

Treasurer

  • Shall prepare and report to the Board at each meeting, monthly account records detailing income and expenses.
  • Responsible for dispersing funds as required by the organization and/or Board of Directors.
  • Communicates with the PHA accountant on all tax issues.
  • Retains insurance for the hose shows and all other PHA related activities.
  • Prepares and presents the annual financial and audit report to the Board at the September meeting.
  • Chairs the finance committee and develops the PHA fundraising plan and annual budget in collaboration with other Board members.
  • The Treasurer shall also provide on demand, all checkbooks, ledgers, and/or any pertinent documents at the Board meetings. In case of the absence or in capitation, the treasurer shall make these items immediately available to the President or current presiding Officer in succession.
  • Fulfills any other requirements of a Director or Officer, and performs other duties as required by the bylaws

Obstacle Show Chairperson

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Coordinates the Obstacle Show Committee, and is responsible for all Obstacle horse show competitions, their promotion, publication, and funds generation.
  • Assigns the duties to appropriate volunteers/or paid position persons (e.g. The committee will hire the Judges for the Obstacle horse show and will ensure the smooth running of the Obstacle horse shows).
  • Is available on the day of the Obstacle horse show to clarify any questions on rules and regulations.
  • Organizes and purchases needed supplies for the shows. § All purchases need to be pre-approved and will be reimbursed by PHA.
  • Reviews rules and if need be, proposes to Board members any corrections and/or additions to the horse show procedures/rules to facilitate a smooth show.
  • Opens and closes entry booth on day of show.
  • Director makes year end results available to members and delivers year end results to Awards Committee for the Year End Awards banquet. Shall have the point’s books available, for audit.

Introductory Hunters Show Chairperson

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Coordinates an Introductory Hunters Show Committee, and is responsible for all Introductory Hunters horse show competitions, their promotion, publication, and funds generation.
  • Assigns the duties to appropriate volunteers/or paid position persons (e.g. The committee will hire the Judges for the Introductory Hunters horse show and will ensure the smooth running of the Introductory Hunters horse shows).
  • Is available on the day of the Introductory Hunters horse show to clarify any questions on rules and regulations.
  • Organizes and purchases needed supplies for the shows. § All purchases need to be pre-approved and will be reimbursed by PHA.
  • Reviews rules and if need be, proposes to Board members any corrections and/or additions to the horse show procedures/rules to facilitate a smooth show.
  • Opens and closes entry booth on day of show.
  • Director makes year end results available to members and delivers year end results to Awards Committee for the Year End Awards banquet. Shall have the point’s books available, for audit.

Dressage Show Chairperson

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Coordinates the Dressage Schooling Show committee, and is responsible for all the schooling shows, their promotion, publication, and funds generation.
  • Hires Judge and Scribe for the shows.
  • Organizes and purchases needed supplies for the shows. § All purchases need to be pre-approved and will be reimbursed by PHA.
  • Reviews rules and if need be, proposes to Board members any corrections and/or additions to the horse show procedures/rules to facilitate a smooth show.
  • Opens and closes entry booth on day of show.
  • Director makes year end results available to members and delivers year end results to Award Committee for the Year End Awards banquet. Shall have the point’s books available, for audit.
  • Appoints and oversees the Dressage Show Committee made up of the following positions:
  • Dressage Ring Crew – Responsible for the set up and take down of the dressage ring for monthly dressage shows.
  • Dressage Show Secretary – Responsible for receiving show registrations, monies, and assigning ride times.
  • Point Keeper – Responsible for keeping track of points earned for each show participant.

Sponsorship Coordinator

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Coordinates the Sponsorship Committee and is responsible for the development of corporate sponsorships, donors to PHA and advertising for the annual Show Circuit Book.
  • Responsible for coordinating efforts to increase funding base for PHA.
  • Locates sources of funding, cultivates suitable sponsors and solicits donors.
  • Develops annual sponsorship campaigns, sponsorship categories and materials, correspondence, and sponsorship/donor appreciation events.
  • Leads annual fundraising campaign, works with Treasurer and Board to establish sponsor/donor/advertising revenue goals.
  • Maintains strong communication with donors via newsletters or other publications to demonstrate financial need and show fiscal responsibility of the organization.
  • Handles general queries related to sponsorships, donations and advertising.
  • Tracks the sources and amounts of all fundraising efforts, including individual donations, sponsorships and advertisements, and reports success to Board.
  • The sponsorship coordinator also ensures that those who make tax-deductible donations receive their receipts before tax time.

Membership Coordinator

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Serves as primary point of contact for PHA members and potential members.
  • Facilitates a sustained initiative focused on recruitment, retention, and marketing of PHA members.
  • Coordinates the membership committee to identifying and recruit new members; assess and monitor current member satisfaction; target new areas for membership growth; and develop, market, and enhance membership value.
  • Maintain membership roster.

Communication Coordinator

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Responsibilities include, but are not limited to: writing media materials; coordinating development and production of marketing materials; implementing social media initiatives; preparing and distributing PHA newsletter; maintaining website; assisting with special events, grant applications and other fund development projects.

Program & Activities Coordinator

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Establishes a committee from PHA Board and membership and oversees the coordination of PHA sponsored (non-horse show) events and activities, such as: annual banquet; membership meetings, and other social activities/gatherings.
  • Works within established budget to execute PHA sponsored activities and fundraisers.

Volunteer Coordinator

  • Shall be elected to the Board according to the procedure in Article X of the bylaws.
  • Reports directly to the President.
  • Coordinates efforts for volunteer recruitment, volunteer communications and volunteer development.
  • Works with the Program & Activities Coordinator, the Obstacles Show Chairperson, the Introductory Hunters Show Chairperson, and the Dressage Show
  • Chairperson to coordinate volunteer needs and solicit adequate supply of volunteers.
  • Places PHA volunteer opportunities on appropriate volunteer job sites, Face Book and PHA web-site.
  • Act as initial point of contact for potential PHA volunteers.
  • Assist in development of volunteer role descriptions and training.
  • Maintains volunteer roster and e-mail lists; sends out volunteer notices as directed.
  • Develops volunteer appreciation events.
  • Ensures volunteer hours are accurately recorded and maintained.

Please be sure to submit any nominations via email to parklandhorsemans@gmail.com by May 1, 2020. Thank you!