The Pony Club Association of Victoria was formed in January 1954, with a membership of seven affiliated Clubs. The affairs of the Association have been administered from the Association Headquarters “Irving House”, situated at 12 Warleigh Grove, North Brightonfrom May 1974; and from December 2008 has been situated at 73-75 Mackie Road Mulgrave.. This property was purchased with the assistance of the member Clubs and has been wholly owned by the Association Clubs since 1976. The building was named as a tribute to Miss Kay Irving MBE, Chief Instructor to P.C.A.V. from 1958 – 1983. The Pony Club Association of Victoria is affiliated with the British Horse Society the Australian Pony Club Council and the Equestrian Federation of Australia. The PCAV was incorporated under the Victorian Associations Incorporation Act (the Act) on 26 May 1987.
A committee of management manages the affairs of the Association, in accordance with the Victorian Associations Incorporation Act. In accordance with the PCAV Rules of Incorporation, the PCAV committee of management is the State Council.
The Council of the Association consists of the Office Bearers, the Treasurer, an Elected Representative from each Zone and the Chief Instructor, but salaried employees of the Association shall not have voting rights.
The Office Bearers of the Pony Club Association of Victoria are elected annually in August, when the Annual General Meeting and Association Conference are held.
Each Pony Club belongs to one of the ten Zones in the Pony Club Association of Victoria.
It is necessary for all Pony Clubs affiliated or on Probation with the Pony Club Association of Victoria to have a Club Constitution or Purposes and Rules.
If the Club is incorporated, they will operate under Purposes and Rules these are a pre-requisite for Incorporation.
There are ten (10) Zones, which are more or less geographical in concept – Barwon, Central, East Gippsland, Midland, North Eastern, Northern Metropolitan, Northern, South Metropolitan, Wannon, West Gippsland.
Zones and Clubs are self-contained, self-governing and self-supporting with the PCAV rules and the Act.
At the Zone Annual General Meeting, the Zone elects their Office Bearers for the ensuing 12 months. The Zone Committee consists of the Zone Representative, President, Vice Presidents, Secretary, Treasurer and two delegates from each Pony Club in the Zone.
Zone Meetings are held at regular intervals throughout the year to co-ordinate Club ideas/proposals, and to assist member clubs to carry out the Aims and Objectives of the Pony Club movement.
Each Zone elects a Zone Representative in August at the PCAV Annual General Meeting.
The Zone Representative becomes a member of the State Council of the Association.
SUB COMMITTEES OF THE PONY CLUB ASSOCIATION OF VICTORIA
The Council shall be responsible for the appointment of any Sub Committee of the Association, when deemed appropriate. One third of the Sub Committee shall retire annually – or as prescribed from time to time by the Council. Retiring Sub Committee members shall be eligible for re-election.
AFFILIATION WITH OTHER BODIES
The Association may apply for affiliation with any other organisation as it deems appropriate
The state council may decide to hold a conference in any year and if so decided, a conference may be held on the same day as the Annual General Meeting or at another time as the state council chooses.
All persons entitled to vote at an Annual General Meeting shall be entitled to vote at an Association Conference.
STATE COACHING DIRECTOR
The Coaching Director shall be appointed by the Council, and shall become a member of the Council, without voting rights. This person will be responsible for the policy and direction of instruction throughout the Association, subject to the approval of a simple majority of the Chief Instructors Panel, and the endorsement of the Council. The Coaching Director shall attend all meetings at which matters of instruction are to be discussed.
STATE CHIEF INSTRUCTORS PANEL
The Chief Instructors’ Panel shall consist of the ten Zone Chief Instructors and the Coaching Director, who may act as Chairperson of this Panel. The Chief instructors’ Panel shall meet at least twice annually to formulate instructional policies.
This information is a summation only. Full details are available fron the PCAV Rules of Incorporation and the Handbook of By-laws.