CLUB AND REGION RESOURCES

Committee Resources - Pony Club Administrators

NZPCA continues to develop practical resources to support Clubs and Regions in governance, administration, planning, and operational delivery.

The following resource is provided as an example template and practical support tool that Clubs and Regions are welcome to use, adapt, or amend to suit their own local needs, structures, and timelines.

These resources are designed to help:

  • Support good governance and administration
  • Improve consistency and planning
  • Reduce volunteer workload
  • Assist committees with key annual tasks and responsibilities
  • Provide practical operational guidance

Please remember that local documents and processes should continue to align with the NZPCA Constitution, Regulations, Policies, and applicable legislation.

Yearly Checklist

This checklist is intended as a practical planning tool to help Clubs and Regions manage key activities, compliance requirements, and operational tasks throughout the year. It may be adapted to reflect local calendars, events, and responsibilities.

Policies and Procedures

New Zealand Pony Club Association (NZPCA) recognises that Clubs and Regions may wish to develop their own local policies, procedures, guidelines, and operating documents to support the effective running of their organisation and activities.

These documents help provide clarity, consistency, and local direction for committees, volunteers, coaches, members, riders, and families. They may include operational procedures, codes of behaviour, health and safety processes, financial procedures, event management guidance, or other locally relevant information.

This document is provided as an example resource only, and Clubs and Regions are welcome to use, adapt, or amend it to suit their local structure, activities, and needs.

Any local policy or procedure should align with the NZPCA Constitution, Regulations, Policies, and Codes, along with any applicable New Zealand legislation. Local documents cannot override NZPCA Rules or Regulations but may provide additional guidance or operational detail relevant to the Club or Region.

NZPCA encourages Clubs and Regions to ensure that policies and procedures are:

  • Clear and easy to understand
  • Practical and appropriate for the level of activity
  • Consistently applied
  • Regularly reviewed and updated
  • Shared appropriately with members and volunteers

These resources are intended to support good governance, safe operations, positive member experiences, and sustainable Pony Club delivery within local communities.

Audit or Review

Under the current NZPCA Constitution and General Regulations, Clubs are required to prepare and present annual financial statements, but they are not automatically required to have those accounts audited or reviewed.

The Constitution says a review report is only required “if required by the NZPCA Bylaws,” and the current General Regulations do not create any such requirement.

So unless:• the Club meets Incorporated Societies Act thresholds,• a grant or funding body requires it, or• the Club has added its own requirement locally,

There is currently no mandatory NZPCA audit or review requirement.