Northern California Driving Club

Club Activities Policy and Guidelines

Revised 6/96

I. Purpose

The purpose of all club activities will keep within the spirit of the club purpose which is "to promote the safe use of the equine in harness and continuing education of the driver".

II. Activities Committee

There shall be an Activities committee composed of 2-3 members in good standing.  They elected by the membership.  Members are encouraged to propose their plans for activities to the committee at the annual planning meeting.

III. Type of Activities

There are two types of activities: NCDC-sponsored and Organizer-sponsored.  They are defined as follows:

NCDC-Sponsored:  defined as "an event or activity for which the club (NCDC) is financially responsible".  It is organized by a club member.  A full application including budget, description of the event, and all event demographics (as described in the "Club Activities Policy and Guidelines") will be submitted to the Activities Committee for approval in advance of the event.  All profits from the event will go into the club treasury.  All losses will be covered by NCDC within the limit pre-approved by the committee.  With approval, the event will be covered by NCDC insurance.  PostShow-The organizer will present the Activities Committee with a financial report.

Organizer-Sponsored:  defined as "an event or activity which the organizer assumes all financial responsibility".  The organizer will submit the one page application form to the Activities Committee for approval.  Information shall include the name of the head organizer, description of the event, and name of the designated safety officer.  The organizer is responsible for all costs from the event.  All profits will be retained by the organizer.  All losses will be covered by the organizer.  If the organizer is a club member or the event has an "NCDC" designated liason to the event they may request that the event be covered by NCDC insurance.  This may be done with committee approval.  If NCDC insurance is used a fee of $50.00 will be charged.

IV. Policy

Approval Process

The purpose of the approval process is to

review events for safety
assure that events using Club insurance or using the Club name are good representation of the Club's goals and purpose

the approval process should not take more than 48-72 hours for clinics or picnic drives

1)  It is recommended that the activity be proposed far enough in advance to be presented to the committee at a Club meeting for discussion.  Items to review will include:

a) The event outline-type of event (clinic, CDE, picnic drive), clinician, location, open or closed event, proposed dates.

b)  Proposed budget (for club sponsored events only)-a budget must be presented if the costs are expected to exceed $50.00.

c)  Financial limits of club responsibility.

d) Need for volunteers.

2)  The organizer of each event will submit a completed "Activity Application" to the committee for approval in advance of the event.  This does not have to be done at a Club meeting.

3)  Set the calendar date.

4)  All profits from a NCDC sponsored event will be deposited into the NCDC bank account unless otherwise stipulated by arrangements agreed upon by Club members in advance.

5) The Activities Committee will be responsible for notifying the insurance company of the calendar of events.

6) All events will be open to members in good standing.

Guidelines

1) Pre-registration is required for all events;  refund conditions will be clearly defined.

2) Members shall have priority to participate in 'open to the public' Club sponsored events up to the specified sign-update.  Non-members participating in NCDC events will be charged a minimum of $10.00 additional entry fee.  They will become an 'Event Member' for that event.  They will have the option to put the additional fee toward a Club membership.

3) Fees will be clearly defined on all activity flyers for

facilities-daily,weekend
clinic/event participants-members, guests, observers
volunteers-state if it is free, will they be fed?

4) Safety

a) A safety check will be made.

b) Helmets are requested for adults and required for children.

c) If vehicles are driven on public roads all vehicles MUST have a 'slow moving vehicle' sign displayed in accordance with the California vehicle code.