Board of Directors 2009/2010

Non-Director Positions 2009/2010

Mailing Address:  

PCBRA c/o Heather Moat

Box 107 Farmington BC V0C 1N0

PCBRA Job Descriptions

President:

1.                   Overseas the directors and the committees.

2.                   Brings sponsorship strategies to the directors.

3.                   President and Secretary work together on the Job Duties List to ensure items are added to agenda for review and list is updated.

Vice President:

1.                   Assists the President in her job duties and also steps in and assumes the position when the president is not available.

Secretary:

1.                  Maintain all files current and previous of the PCBRA.  Treasurer files of current year to be added at year-end when files are complete.

2.                  Keep detailed minutes of the AGM and also Director meetings.

3.                  President and Secretary to put together Agenda for the AGM and Director meetings.  Emailed out to Directors approximately 3 days prior to meeting.

4.                  Maintain membership list.

5.                  Membership forms being processed, receives receipt, attendance cards and rulebook.

6.                  Update Rulebook and attendance cards yearly after the AGM .

7.                  Ensure Insurance is current and up to date and meets with our needs.

8.                  Society’s Act to be paid yearly and directors addresses updated after the AGM.  Financials are not required to be sent but needs to be with our Society’s package.

9.                  Keep Newsletter clippings for our files.

10.              Keep Sponsor information on file.  This information will be received from the Sponsorship Coordinator and the Treasurer.

11.              Forms kept on file for ‘Memberships’, ‘PCBRA Entry Form’, ‘Attendance Cards’, ‘Jackpot Host Information’, ‘New Member Sheet’.

12.              Verify website to ensure it is current

13.              ‘Jackpot Host’ information sheet kept current and sent out to each host as requested.  Keep information sheet updated on the website.

14.              Constitution and bylaws kept on the website for directors and members to view.

15.              ‘Job Duties’ list to be updated and maintained throughout year.  This to be reviewed with the President also.

16.              ‘New Member’ letter to updated and maintained throughout year.

17.              Maintain all Photo Albums of the Final

Treasurer:

      1.         Maintain all financial records of the PCBRA Receives all incoming mail, processes financial part and then forwards mail on to Secretary. 
      2.         Process cheque off of membership forms and sends receipts and/or invoices to Secretary for recording of membership and mailing out. 
      3.        Rope & Rodeo (Newsletter) receives yearly fee along with monthly membership addresses and fees to be sent out on the 20^th of each month. 
      4.       Association fees are received and processed.  Entry forms kept on file.

      5.        Society’s Act; ensure AGM financials is attached to yearly renewal with Secretary.

      6.        Provide Director’s at meetings with Income Statement, Balance Sheet, Accounts Receivables and GL for chequing account.

      7.        Monthly GL for Sponsorship Director for Sponsors.

      8.        Reconcile bank statements monthly.

      9.        Maintain files for payments, receipts and adjustments.

      10.      Ensure account information is up to date at Lakeview Credit Union especially after AGM.

      11.      Financial Reports are printed and kept on file yearly.

      12.      Yearly review of records handled as requested by Director’s or members.

      13.      All financial records, when complete, will be kept in the main files with the secretary, yearly

Sponsor Coordinator:

1.                   Prepares Sponsorship letter to be reviewed by the directors and then sent to previous sponsorship contacts.

2.                   Keep list of sponsors names & position to sponsor.

3.                   Email the Newsletter monthly (15^th) to update the sponsorship list.

Directors:

1.                   Three directors from the DC, FSJ and Chetwynd area.  One director from the Hudson Hope area.

2.                   Directors are responsible for understanding the rules of the PCBRA, monitoring ground conditions, being available to help at jackpots and answering any questions brought forth by members.

3.                   One director from each area will be appointed to help the sponsorship coordinator and one will be appointed to help as the Awards Committee.

4.                   One Director to handle all newspaper, media coverage for our major events.

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Non – Director Positions

REPs
       1.        Non-voting directors.
       2.        Required to have knowledge of the association and be available to answer questions of members in their region.
       3.       Bring forward problems of the members to the board of directors.

Website

1.                   Production of monthly newsletter.   

2.                   Corresponds with all directors and members. 

3.                   Newsletter includes scheduled jackpots, results and relevant information. 

4.                   Corresponds with the Secretary in regards to information from director meetings.

5.                   Receive Sponsorship information from Sponsorship Coordinator monthly.

6.                   Schedules a director each month for the ‘Director’s Message’.

7.                   Email on information that goes into the monthly Newsletter to our Website.

Attendance Recorder/Jackpot Scheduler:

1.                   The recorder will receive copies of the jackpot entry sheets from the treasurer and will keep track of the horse/rider combinations.

2.                   Email Newsletter periodically with updated attendance records.

3.                   Will coordinate all jackpots for the PCBRA and report these to the Website/Update Hotline.