Board of Director's Organization & Roles

The Board of Directors is the governing body to manage and direct the affairs of the Santa Clara County Horsemen's Association.

The Board consists of sixteen (16) members.  The Officers including the President, Vice President, Treasurer, Secretary, and Sergeant at Arms.  The Secretary is appointed by the President.  The officers are elected each year.  The remaining ten (10) Directors are elected, five (5) each year for two (2) year terms.  A member in good standing and has been a member of the Association for at least one (1) year may run for the board.  The immediate Past President may remain on the board.

Meetings:  The regular meeting of the Board of Directors is determined by majority vote of the Board of Directors and is always prior to the General meeting. The time of this meeting may be changed and/or special meetings may be called by the President or the Board of Directors when required.  Notice of the meetings are given at least twenty-four (24) hours in advance.

Quorum:  Eight (8) members of the Board of Directors constitutes a quorum necessary for a vote. 

Officer Duties

President

• Preside over all General Membership and Board of Directors meetings.
• Provide leadership, orientation, and ongoing support to Board Members.
• Ensure Officers and Directors fulfill the responsibilities of their respective roles.
• Appoint committees as needed to support Club operations and initiatives.
• Coordinate with the Board and Election Committee each October to support the nomination and election process.
• Review, certify, and announce the results of elections and membership votes.
• With Board approval, appoint a qualified member to fill a vacant Board position.
• With Board approval, remove a Board Member for cause in accordance with the Bylaws.
• Lead annual planning efforts and guide long-term strategic direction for SCCHA.
• Delegate duties, in whole or in part, to other Board Members as appropriate to ensure effective operations.
• Co-sign club payments alongside the Treasurer as required.
• Review and sign all tax filings for the fiscal year served as President.
• Complete any required regulatory appearances or documentation related to Club operations.
• Write a monthly President’s newsletter column to keep membership informed.
• Represent SCCHA publicly and advocate on behalf of the Club and equestrian community.
• Maintain authorized access (including bar key control) as required to support Club operations.
• Serve in all Director Duties - except that the President does not make motions, second motions, or vote.

Vice President

• Serves as the Chief Administrative Officer to the President.
• Reviews bank statements on a monthly basis
• The Finance Committee is appointed by the Vice President and chaired by the Vice President.  If there is no Finance Committee, then the roles within the Finance Committee is split among the Treasurer, Vice President and/or other Directors.
• Assume the President's duties and responsibilities during his/her absence.
• In the event of incapacity of the President, with the approval of the Board of Directors, the Vice President will assume the Presidency during such incapacity.
• Co-sign club payments alongside the Treasurer as required.
• Serve in all Director Duties

Treasurer

A qualified bookkeeper or accountant is recommended.  The Treasurer must be proficient with Quickbooks, Microsoft office and similar software. The Treasurer is responsible to keep accurate books, balance the checkbook, and supply monthly P&L statements for the board. The position also requires bookkeeping skills for auditing purposes, being able to provide documented proof as necessary for any audit concerns by the Attorney General, IRS or Franchise Tax Board.

• Collection and disseminate all ordinary mail received by the Association. 
• Maintain the Association's banking accounts and complete banking records for all Association activities, reconciling the accounts monthly.
• Share detailed financial P&L information with board members monthly for approval.
• Share financial information with members upon request.
• In the absence of the President and the Vice President, the Treasurer shall assume their duties.
• Sets the budget for Board of Director Dinners, General Meeting Dinner Reimbursements, and all other club events with Board Approval.
• Issue payments promptly as needed for club expenses (dues, fees, donations, refunds, online payments, etc).
• Meet with the President or Vice President to co-sign checks.  
• Maintain annual contracts and payments for lease, insurance, web fees and other reoccurring services and payments
• Annually submit financial records for auditing by a non-member certified public accountant selected by the Board of Directors; submit the records annually by March 15th for the previous year. 
• Ensure the Filing of all tax and legal documents necessary to keep the club in good standing with the IRS, Franchise Tax board, California State Attorney General, and the State Alcoholic Beverage Control (ABC) 
• Maintain club membership in CSHA and other affiliated groups as authorized by the board
  
• Document and update procedures as needed for a backup person and for a smooth transition to any future treasurer. 
• Transfer all financial records to a new treasurer within 30 days
• Work with the event coordinators to ensure adequate financial records for events are documented.
• Post the approved meeting notes for future reference.
  
• Serve in all Director Duties

Secretary

The Recording Secretary is the keeper of club questions, discussions, decisions, events, as discussed in the board meetings.  S/he must be able to keep accurate notes and present them back to the board for approval. 

• The Secretary assists the President.
• Take charge of correspondence concerning the Association.
• Record and amend minutes of all business meetings and decisions.
• Distribute minutes to the Board of Directors in timely manner, in advance of each meeting
• Maintain and post the approved meeting notes for future reference of the current and prior years.
• Ensure minutes of the prior meeting are approved by the Board of Directors
• Facilitate parliamentary procedures following “Robert’s Rules of Order” as needed to fulfill the duties outlined above
• Responsible for keeping the Corporate Calendar and ensuring all dates are being met and kept up to date.  ??
• Serve in all Director Duties

Sergeant at Arms

• Available during meetings to assist the President in maintaining order. 
• Make arrangements for club meetings ie: setup and cleanup of tables and chairs.
• As directed by the President, collect fines (maximum fine of $100) for misconduct of members at any event.  Failure to pay a fine may result in termination of membership, if so determined by the Board after due process.
• Serve in all Director Duties

Director Duties 

• The Board of Directors vote membership applicatants monthly.  An unfavorable vote of three (3) members will reject an applicant. 
• Failure to attend two (2) consecutive meetings of the Board, without an approved absence, his/her office shall be deemed vacated.  The President may appoint a qualifying member into the position with Board approval. 
• Participate in Board of Director meetings, decisions, and club planning activities
• Promote and support SCCHA rules, activities, and membership
• Lead or participate in committees assigned by the President and assist with club events.
• Support and assist other Board Members to fulfill their duties as needed
• Assist members & guests at SCCHA.
• Submit newsletter aricles, Web information, and Social Media content by the 25th of the month.
• Ensure SCCHA operates in a fiscally responsible manner
  
• Ensure Board Meeting discussions remain confidential, unless otherwise authorized by a vote of the Board of Directors, distributed via the club newsletter or published on the club’s website
• Fulfill duties as delegated by the President on a temporary basis
  
• Correspond as directed by the Board or as needed.

STANDING COMMITTEES

The President, confirmed by the Board of Directors, appoints the Board of Directors to lead Standing Committees.  All other committee members/leads are members of the Association.

It is the Committee Lead's responsibility to provide updates to the Board of Directors.

Membership:

• Present new member applications to the Board of Directors for vote.
• Welcome new Members and provides information to our Newsletter by the 25th of the Month.
• Process membership applications and renewals in a timely manner.
• Assist members with online renewal and online membership data 
  
• Keeps an accurate membership roster which is available to member.
  
• Send outreach invitations.
• Send renewal reminders or invoices to members.
• Maintain and update complete membership records including Association rules, liability waiver forms  and contact informtion.
• Provides a list of valid SCCHA voting members during elections
  
• Report membership statistics to Board of Director as requested
• In October, coordinate with the Board for Honorary Membership and Lifetime Member nominations
• Keep track of members who are involved in the Junior Program
• Keep a record of the year a Member Joins so we have a record of who qualifies to become a Lifetime Member
• Keeps track of Lifetime Memberships 
• Keeps track of Honorary Memberships
• Coordinate with Web Master re: web page updates (rules, forms, member info) 
• Membership costs to be evaluated annually in October, for the following year and will be determined by the Board of Directors
• Document and update procedures for each of the duties described above

Beverage Counter:

• Responsible for purchasing and selling beverages at various functions held by the Association.  
• Submit receipts to the Treasurer for reimbursement.
• Maintain an inventory of supplies and alcohol. 
• Reserves the right to stop serving individuals.  (do we add this?)
• Has a key to the Bar
• Bar sale prices are determined by the Board of Directors with the guidance of the Treasurer.

Newsletter:

• Responsible for the publication and distribution of a monthly newsletter to be known as the "Corral Chatter". 
• Receive and process ads.
• The publication date is no later than the 5^th day of each month. 
• Each issue contains, but not be limited to, dates and pertinent information on club activities and meeting for that month. Each issue shall also contain a "Presidents Message" to the general membership. 
• Members, with an email, will receive a copy. 
• The newsletter is published on the Association's website for non-member organizations or individuals.

Website and System Software:

• Maintain website pages (Home Page, Events, Board Profiles)
• Train other to use the website Wildapricot and Jotforms (Newsletter, Webpage Updates, email blasts to members regarding club meetings, events, news, Junior Program, and Membership....)
• Manages the Association's Software - Wildapricot (Website), Jotforms (forms), Network Solutions (Domain Name), Google (Mail, Rental Calendar)
• Membership: Update forms and fields in accordance with the Board of Directors 
• Minimize Contact license requirements:  Periodically archive/delete contacts who aren't members 
• Maintain the Board contacts for access to Board Only Information
• Maintain Administrator Access Rights
• Create reports as needed
• Align the Google Calendar for Hall Rentals with the club Events posted on the web.

Junior Program:

• Junior members under the age of 18. 

• As a guest, juniors can attend up to three (3) events with a designated/authorized adult and then join the Association.

• Administrate the Association's Scholarship program

• Junior funds available

Hall Rental and General Management

• Manage the clubhouse rental contracts and process
• Show the hall and grounds to proposective renters
• Supervise all rentals
• Communicate/collect damage fees
• Order the propane (Who does this the Hall rental person or grounds??)
• Rental costs to be evaluated periodically by the Board of Directors.
• Manage repairs and maintenance. (who does this, seems like it is Yvonne leading always)
• Make the facilities available for repair and maintenance.
• Manage the annual Fire Security Requirement
• Manage the drinking water replenishment
• Manage cleaning the clubhouse and bathrooms.
• Keep the Google Calendar up-to-date with Hall Rentals and Camping Reservations
• Manage camping reservations and open the bathroom door for campers.
• (There are other things I am forgetting or don't know)

Horse Events, Clincs & Arena Rental:

• Oversee the planning and organizing of horse related activities, events, clinics, and arena rentals.
• Secure the dates with the SCCHA Board and Hall Rental Calendar
• Give the SCCHA Use Fees to the Treasurer with the appropriate Use Report at the end of the Event. 
• Give signed SCCHA Liability Waiver & Agreement of SCCHA Club Rules to the Treasurer at the end of the Event. 
• Ensure the gate, Clubhouse, Snack Shack, and Announcer Booth, where applicable, is locked/unlocked at the start and end of the event. 
• Ensure the Arena is groomed 
• Ensure all insurance requirements are met. Both for SCCHA and Outside Insurance Requirements 
• Provide a general Profit/loss statement for the Board 
• Ensure Fees are Collected and sign the contract 
• Final walk through with the Event Coordinator to ensure facilities is left in good order. 
• Facility Refunds and/or return of Security deposit where applicable
• Submit receipts for reimbursement. 

House Rental:

• The President, Vice President, and Treasurer oversea to house rental management with Board Approval
• Tenants to be approved by the Board of Directors.
• Ensure a rental agreement is executed and up-to-date. No Subleases allowed
• Rental costs to be evaluated annually in October, for the following year and will be determined by the Board of Directors.
• Rental costs to be competitive with the Bay Area Housing.
• Manage repairs and maintenance

Building and Grounds:

• Consist of a minimum of two (2) members
• Plan improvements and maintenance to the facilities and grounds. 
• Submit recommendations, with estimated costs, to the Board of Directors.  (Maintenance and Repairs needed in excess of $2,000 are first approved by the Board of Directors, then presented at the General Meeting for approval.)
• Execute approved plans including managing contractors and volunteers.
• Maintain the tractor.  Have a key to the tractor.
• Funds of Two Hundred Dollars ($200) per month are available to the grounds committee for supplies necessary for operations and maintenance of the building and grounds.
• Submit receipts and expenditure reports monthly to the Board of Directors. 
• Coordinate volunteer work days.
• Manage the announcer booth and speaker systems.
• Ensures that all Board Members have appropriate keys to the facilities. 
• Manage the main gate lock.

Finance:

• The Finance Committee is charged with the fiscal responsibility of the Association.  If there is no Finance Committee, then the roles within the Finance Committee is split among the Treasurer, Vice President and/or other Directors.
• Responsible for insurance for the Association and it's Directors.
• Manage Trainers Insurance compliance and update Trainers list
• Liaison with the ATT Cell Tower contacts.
• Make periodic recommendations and quarterly reports to the Board of Directors with recommendations to futher the Association's programs. 
• Ensure all key documents are stored in the Association's document repository.
• The Finance Committee reviews expenditures in excess of One Thousand Dollars ($1000.00) and review all committee reports resulting in financial expenditure by the Association.

Social:

• The Social Committee is responsible for planning and overseeing club social activities (Board Dinners, Club Dinners, Ride BBQs, dances, etc.).
• Submit detailed receipts of expenses for reimbursement. 
• Provide a profit/loss of social activities.
• The Treasurer provides guidelines of expenditures with Board Approval.

Community Outreach & County Contact:

• Coordinate and communicate with the county regarding Equestrian related activities, future plans and use.

Social Media:

• Update Facebook and Instagram with Association information to our members and the public.
• Approve/Reject request to post on Facebook
• Remove posts in accordance with the published guidelines.

Public Relations & Programs:

• Fall Festival Coordination & Organization
• Community Outreach
• Liaison with community members, media, state parks, and government entities
• Coordinate publicity to support the Association's activities. 
• Coordination point for other Equestrian clubs and groups.
• Public Relations works closely with the Newsletter Committee, the Board, and specific event chairpersons as needed to provide appropriate flyers, media notifications, and other announcements.
• Responsible for the continuing education of the members of the Association.