The DRHPC Organizational Structure
Deep Run Hunt Pony Club is made up of the District Commissioners, Board Members, all Pony Clubbers, parents of Pony Clubbers, Sponsors, and volunteers. We are a volunteer organization. There is no paid staff.
SPONSORS
Deep Run Hunt Pony Club Sponsors are parents and other interested adults who share the philosophy and goals of the USPC, the Virginia Region, and Deep Run Hunt Pony Club, and who are willing to offer appropriate financial, educational, and moral support. Sponsors pay nominal annual dues as determined by the DRHPC Board. Parents are encouraged, but not required to become Sponsors. Sponsor dues must be paid at least three weeks before the Annual Meeting of Sponsors. Anyone who becomes a sponsor after the closing date shall be a sponsor for the following year. Sponsor membership for the preceding year terminates at the close of the Annual Meeting of Sponsors. Because the local club is a volunteer organization, sponsors are encouraged to take an active part in all club activities. Only sponsors can vote on club business, policies, etc. Sponsors have the duty to: Propose persons for election as DC / Jt. DC by the USPC Board of Governors Elect the DRHPC Secretary, Treasurer, and Board Members Vote on policy issues at the Annual Meeting of Sponsors or other meetings called by the DC To conform to USPC requirements, an annual Sponsors Meeting must be held before October 31 of each year. The records and minutes of this meeting are sent to USPC so that DRHPC may retain its club charter.
MEMBERS
DRHPC membership is open to any person who is at least eight (8) years old by January 1 of the membership year, or has not turned twenty-two (22) prior to January 1 of the membership year.
BOARD
The Board shall consist of the District Commissioner (DC), the Joint District Commissioners (Joint DC), the Treasurer, the Secretary, two junior board members, and additional board members elected to three year terms for a total of at least 12 members. All must be sponsors of the club.
ELECTION OF OFFICERS
The DC will appoint a Nominating Committee with the approval of the Sponsors not less than six (6) weeks before the Annual Meeting. This committee will prepare and recommend a slate of officers to be presented at the Annual Meeting. Sponsors will nominate the DC and Joint DC(s) at the Annual Meeting for election by the USPC Board of Governors. Sponsors will elect directly the Treasurer, Secretary, and new Board members at their Annual Meeting./ The DC and Joint DC(s) must be Corporate Members (formerly called Sustaining Members) of the USPC. The Treasurer, Secretary, and other board members are encouraged to be sustaining members. All officers and board members must be sponsors in good standing with dues paid for the year(s) of their term.
JUNIOR MEMBERS OF THE BOARD
One junior member will be the current "Pony Clubber of the Year." The other will be the past year's "Pony Clubber of the Year." If either is unable to serve, the Pony Club members will elect one of their number to serve for one (1) year.
TERMS OF OFFICE
The DC and Joint DC(s) will serve concurrent one (1) year terms, commencing on January 1. The Treasurer and Secretary will serve concurrent one (1) year terms commencing on January 1. The Board Members will serve alternating three (3) year terms.
ACTIVITY CHAIRS
The work of the club will be delegated by the Board to various chairpersons as needed. These often will include, but are not limited to: Rallies, Ratings, Horse Trials, Instruction, Camp, Newsletter, Equipment, Hospitality, Public Relations, Liaison with the Hunt Club, Fund Raising, and Concessions.
MEETINGS OF THE SPONSORS
An Annual Meeting of the Sponsors shall be held on or before October 31. Notice of this meeting shall be sent to all sponsors at least seven (7) days prior to the meeting. The purpose of this meeting shall be to act on the slate of officers presented by the Nominating Committee. One-third of the Deep Run Hunt Pony Club Sponsors must be present to constitute a quorum and to conduct such business as shall be brought before the meeting. Each sponsor present at the meeting shall be entitled to one vote. Other meetings of the sponsors shall be called as deemed necessary. At these meetings, business must be conducted by a quorum of one-third of the Sponsors of record.