How to Form an AjPHA Regional Club
Beginning a junior club can be a great benefit and growth stimulator for an
existing adult club. The first step is to locate an adult who is capable of
working with youth groups and who is willing to oversee your junior club. This
person will be referred to as the Adult Advisor or the Club Advisor. The Adult
Advisor or Club Advisor should contact the Director of Youth Activities at the
American Paint Horse Association and let the Director know the club’s intent.
The Director will then forward an application and other pertinent info to the
Adult Advisor.
Gaining the Approval of a Parent Club
Each junior club must be affiliated with an Adult APHA Regional Club, which is
sometimes referred to as the parent club. The Adult Advisor should attend a
meeting of the parent club and ask for approval that a junior club be formed.
This approval must be confirmed by and included in the official minutes of the
meeting.
At this meeting, the Adult Advisor should also discuss membership dues and
funding of the junior club. Often times, the parent club already offers a junior
membership or a family membership that includes youth members. These funds may
be appropriated to the junior club for activities, using a set budget, or a
separate fund may need to be established.
Organizational Meeting
Once approval has been granted to organize the junior club, the Adult Advisor
should help the youth determine a meeting place and time for the first
organizational meeting. This meeting might take place at a horse show or in
conjunction with an APHA Regional Club meeting. The meeting should be in a
convenient and comfortable setting for all members.
Next, the Adult Advisor and interested youth should send out notices of the
meeting to your proposed membership. The Director of Youth Activities may be
able to provide a list of youth within the proposed boundaries of your club. A
notice of the meeting should be placed in the APHA Regional Club’s newsletter or
in any local or regional horse publications.
Prior to the meeting, a temporary chairperson and a temporary secretary should be
appointed. The temporary chairperson should be capable of speaking to the group
and keeping the meeting in order. The temporary secretary should take detailed
minutes of the meeting.
At the appointed time and place, the temporary chairperson should call the
meeting to order, express appreciation to those attending, and explain the
reasons the club should be formed. The temporary chairperson should then call
for a discussion from the floor (to get people involved immediately), asking for
thoughts on the needs and goals of the club. It is important that whoever
conducts the initial meeting maintain full control at all times. However, they
should be responsive to the audience, getting them involved and listening
carefully to all ideas.
Naming the Club
Once an open discussion has been held and there is a general consensus that the
club is needed, we suggest you call for a vote on the name of the organization.
Try to hold the nominations for a name to no more than three choices. Most clubs
use the format, “X” Junior Paint Horse Club or “X” Youth Paint Horse Club.
Election of Officers
After a name has been decided, the club should vote on officers. First the club
must agree to the positions that will be offered, and then the actual positions
should be filled. We suggest:
President—This person should be a leader, not simply a figurehead.
The president should be broad-minded have good communication skills, and have a
knowledge of Parliamentary Procedure.
Vice President—This person should possess the same traits as the
president. The vice president should be able to conduct meetings when the
president is absent.
Secretary/Treasurer—This person must be willing to put a great deal of
time and effort into the club. Often the success of the entire organization
depends on the diligence of the secretary. The secretary should take detailed
notes at the meetings and prepare the minutes. At the formation of the
organization, it may be best if the secretary also serves as the treasurer. When
the club grows to a larger scope with more fiscal responsibility, the positions
may be split.
Reporter—This person should have journalistic or public relations
experience. Capitalize on this individual’s abilities and utilize them.
Promotion and publicity are vital to your club. This individual should work
closely with the club secretary. Some of their duties could include: 1)
Submitting news releases on your organizational meeting to appropriate
horse-related publications; 2) Planning an advertising campaign based on the
clubs budget and resources; 3) Preparing a monthly/quarterly newsletter for club
members.
Executive Committee
At this point, we suggest that the president ask for the authority to appoint an
executive committee, consisting of the officers above and at least two other
individuals. This should be a group that can meet often with the Adult Advisor
to set policy and give direction to the club. The executive committee should
meet after the organizational meeting to draw up a proposed set of by-laws. The
APHA Director of Youth Activities can provide examples of by-laws for your
reference.
Membership Dues
Dues should be voted on and set at the initial meeting. There are various ways
that membership dues can be set. For example, you may have charter membership
dues that are higher than the regular club dues. This is advisable in order to
provide the club initial funds from which to work. In addition, the junior club
may receive their membership dues directly from the parent club. The Adult
Advisor should determine this before the meeting.
Submitting Your Request for Approval
A minimum of 10 club members (who are also AjPHA members) are necessary to form
a junior club. The age limit for the junior club is 18 years of age as of
January 1 of the current calendar year. Each junior club must conform to the
rules of the APHA and AjPHA. The club by-laws must also coincide with the APHA
and AjPHA By-Laws (found in the APHA Rule Book).
After you have organized the club, obtained the required number of members, and
held you organizational meeting, you may complete an application for
affiliation. The following information must be submitted with the application:
- Club constitution and by-laws
- Minutes of the club’s organizational meeting
- Complete application for affiliation
- APHA Regional Club/parent club president’s signature on application
- A copy of the minutes from the parent club meeting reflecting your junior
club approval
- A map on which club boundaries are clearly indicated.
All information must be submitted to:
Director of Youth Activities
American Paint Horse Association
PO Box 961023
Fort Worth, TX 76161-0023
Once this information has been received in the APHA Office, it will be presented
to the APHA Youth Committee and the AjPHA Advisory Board for approval. The APHA
Youth Committee regularly meets at the APHA Workshop in May and the APHA
National Convention in October. If you have any questions, please contact the
Director of Youth Activities at (817) 834-2742, extension 436 or
youth@ajpha.com.
