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2 SLOV Regional Committee

2.1 Management

The management and administration of the SLOV Region shall be vested in the SLOV Regional Committee, which shall have overall control and management of all matters falling under the jurisdiction of the SLOV Region.

2.2 Powers

The Regional Committee, in exercising control and management of the SLOV Region shall have the following powers:

  1. the power to establish and to change Regional Policies and Procedures as well as Regional Rules and Regulations as per Section  8.5;
  2. the power both to create and to eliminate positions (except those positions required by the CPC Bylaws) and subcommittees and to delegate to them such authority and responsibility as the Regional Committee deems appropriate;
  3. the power to create and to enforce Regional Policies in keeping with Canadian Pony Club Inc. bylaws and policies.

2.3 Positions

The following positions constitute the Regional Committee and shall have the following duties:

2.3.1 Regional Chair

who shall:

  1. oversee the administration of the SLOV Region and ensure that Regional Committee members fulfill their obligations to the Region;
  2. preside at all Regional Committee and Executive Committee meetings;
  3. be an ex-officio member of all committees formed by the SLOV Region;
  4. represent the SLOV Region as required.

2.3.2 Regional Vice-chair

who shall:

  1. act in absence of the Chair as required and, in such, shall exercise all the powers and duties of the Chair;
  2. assist the Chair in the performance of their duties as required.

2.3.3 Secretary

who shall:

  1. give notice of all meetings of the Regional Committee and the Executive Committee;
  2. take minutes at all meetings of the Regional Committee;
  3. circulate the minutes of the Regional Committee and the Executive Committee to all members of the Regional Committee;
  4. maintain appropriate books of minutes and motions passed of the SLOV Region, which shall be open to inspection by members of the Region at such time and in such locations as is reasonable.

2.3.4 Treasurer

who shall:

  1. be charged with all financial responsibilities of the SLOV Region;
  2. be responsible for books of account to be maintained and available for inspection by members of the Region at such time and in such place as is reasonable;
  3. ensure that such books of account are reviewed once a year, as decided at the Regional Annual General Meeting by the Regional Committee;
  4. be responsible for filing a Financial Report consisting of an Income Statement and a Balance Sheet with the Canadian Pony Club Inc. by the next Annual General Meeting of Canadian Pony Club Inc. at the conclusion of the current calendar year;
  5. present a proposed Regional Financial Budget within the first three months of the calendar year;
  6. be available at a Regional Committee Meeting with a financial accounting to date, including itemized expenses, at least three times per year.

2.3.5 Director

who shall:

  1. be the representative of the SLOV Region on the Board of Directors of the Canadian Pony Club Inc. and be the main contact for liaison between the Board of Directors and the SLOV Region;
  2. report to the Regional Committee on the proceedings of the Board of Directors of the Canadian Pony Club, Inc.
  3. inform the Regional Committee upon becoming aware of actions that contravene National Policies;
  4. submit and present an annual report regarding the activities of the National Board to the Regional Committee at the regional Annual General Meeting.

2.3.6 Deputy Director

who shall:

  1. work with the Director to maintain an up-to-date knowledge of current National issues;
  2. immediately assume the position of Director if the Director for this region is not able to continue in their position for any reason.

2.3.7 Visiting Commissioners

up to five in number, who shall:

  1. attend Regional Meetings when possible;
  2. assist in the formation of new branches;
  3. be capable and available as a resource to assist Branches and the Region in view of their knowledge and experience in the Canadian Pony Club, Inc.
  4. have a thorough and current knowledge of the administration of the CPC.

2.3.8 District Commissioners

from each Branch within the SLOV Region, who shall:

  1. represent their Branch on the Regional Committee;
  2. be responsible for their Branch’s activities.

2.3.9 Assistant District Commissioners

from each Branch within the SLOV Region, who shall represent their Branch on the Regional Committee if the District Commissioner is unavailable.

2.3.10 Youth Representatives

two, each of whom shall:

  1. be at least 16 years of age at the time of taking office, be an Active Member of a Canadian Pony Club Branch in SLOV, and, if possible, be elected with balance between the eastern and western parts of the Region;
  2. represent the views of Active Members of the Region and provide a liaison between the Region and all Active Members in the Region;
  3. have a vote at Regional Committee or subcommittee meetings, provided they are 18 years of age or older;
  4. communicate and liaise with the Branch Youth Reps and organise one meeting per year to be held in conjunction with the Regional Quiz competition.

2.3.11 Regional Testing Chair

who shall:

  1. provide the opportunity for all qualified members to be tested at the appropriate level;
  2. provide qualified examiners, either by arranging suitable training or by arranging for examiners to travel from other regions;
  3. maintain accurate and complete records of all test results;
  4. represent the SLOV Region on the National Testing Committee of the Canadian Pony Club and attend National Testing Committee meetings and clinics or arrange for an alternative to attend;
  5. prepare a report and an annual financial statement for the Regional Annual General Meeting;
  6. submit a proposed budget within the first two months of the calendar year;
  7. maintain and distribute annually to the Regional Committee an up-to-date list of Regional testers.

2.3.12 Regional Education Chair

who shall:

  1. assist the Branches and Members to prepare for upgrading their test levels by providing advice and/or access to educational materials;
  2. provide or approve such lectures, demonstrations, or clinics which may be suitable from time to time to assist members in upgrading their knowledge;
  3. represent the SLOV Region on the National Education Committee of the Canadian Pony Club, Inc. and attend National Education conferences and clinics or arrange for an alternative to attend;
  4. prepare a report and an annual financial statement for the Regional Annual General Meeting;
  5. submit a proposed budget within the first two months of the calendar year;
  6. oversee or delegate to a Quiz Coordinator the organisation of Regional Quiz;
  7. oversee or delegate to a Quiz Coordinator the selection and travel planning of teams and chaperones to National Quiz.

2.3.13 Competitive Discipline Chairs

one for each of the following activities: Dressage, Prince Phillip Games (PPG), Rally, Show Jumping, Tetrathlon, and Polo, each of whom shall:

  1. be responsible for the operation of their Discipline Committee, including providing or approving clinics and competitions within the SLOV Region and ensuring that such activities are conducted in compliance with the policies and rules established by Canadian Pony Club, Inc.
  2. be responsible for chairing and coordinating, within the guidelines set out by Canadian Pony Club, Inc. the selection process for members from the SLOV Region taking part in National activities relating to their respective discipline and coordinating or being aware of respective travel plans;
  3. prepare a report, a financial statement, and an inventory of assets for the Regional Annual General Meeting;
  4. represent the SLOV Region on the National Committee established for their respective disciplines by Canadian Pony Club, attend National conferences and clinics or send an alternative;
  5. maintain an up-to-date list of all Branch discipline contacts;
  6. submit a proposed budget within the first two months of the calendar year;
  7. organize Regional finals, where applicable.

2.3.14 Communications Chair

who shall:

  1. collect interesting regional and branch information and photographs as required to keep the Regional and Branch web pages up to date;
  2. represent the SLOV Region on the National Communications Committee of the Canadian Pony Club, Inc.;
  3. prepare a report and an annual financial statement for the Regional Annual General Meeting;
  4. help to promote the interests of the SLOV Region through encouraging or assisting in having Regional or Branch activities reported in local media;
  5. be aware of all Branch websites.

2.3.15 Membership Secretary

who shall:

  1. collect all National and Regional membership information and fees;
  2. maintain accurate Regional membership records;
  3. forward fees and a copy of membership information to the Regional Treasurer;
  4. submit all membership information to Canadian Pony Club Inc. as required.

2.4 Elections

2.4.1 Majority Vote

Except for District Commissioners, Assistant District Commissioners and other members who are elected by their respective Branches or the Active Members at large, Regional Committee members shall be elected by a simple majority vote of voting members at a Regional Annual General Meeting; see Sections  3.8.3 and 5.2.

2.4.2 Regional Committee Majority

DCs, ADCs and other members who are elected by their respective Branches or by the Active Members at large shall form a majority of the members of the Regional Committee.

2.4.3 Election of DCs and ADCs

DCs and ADCs shall be elected by their individual Branches as per CPC Bylaws.

2.4.4 Youth Representatives

Youth Representatives shall be elected at the Regional Annual General Meeting and must be present for election to be valid. Each candidate shall give a short presentation or submit a resumé to the Regional Secretary to be sent out prior to the election.

2.5 Terms of Office

2.5.1 Duration of Terms

Under the Bylaws of the Canadian Pony Club, Inc., the terms of office for the Director, the Regional Chair, and all District Commissioners is two years. The terms for all other offices shall be one year.

2.5.2 Starting and Termination Dates

With the exception of the Director, whose term, as per Canadian Pony Club Inc. Bylaws, shall run on the calendar year, all terms of office shall run from one Regional Annual General Meeting to the next, or second next AGM as dictated by the number of years of a term.

2.5.3 Vacancies of Elected Members

Any vacancy occurring during the term of office for any position which is filled under Section  2.4.1 may be filled at any subsequent Regional Committee Meeting by an election with the remaining members of the Regional Committee voting, provided it is so stated in the next meeting’s notice.

2.5.4 Vacancies of Other Members

Any vacancy occurring during the term of office for any position that is filled under Section  2.4.3 or 2.4.4 may be filled at any time by the Regional Committee or Branch Executive Committee as specified in the Canadian Pony Club Bylaws.

2.5.5 Powers of New Incumbents

When any vacancy is filled during a term of office, the new incumbent shall complete the original term of office with all the powers and privileges of the position. A new election must be held at the end of the original term of office.

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