PCV Takes Strides Forward: June 2025 Workshop Outcomes

On June 14, 2025, Pony Club Victoria (PCV) brought together members of the Board, State Council (SC), CIP, and Office staff for a productive workshop facilitated by Allegra Consulting. The session focused on strengthening collaboration, clarifying roles, and setting a unified path for PCV’s future. Here’s a snapshot of the key outcomes and next steps.

Building Trust and Collaboration

The workshop marked a significant step in renewing trust and communication between the Board and State Council. Participants acknowledged past challenges but expressed a strong commitment to positive change. Highlights included:

• Shared Vision: Agreement on a unified vision for PCV, with the Board owning the budget to allow SC to focus on member needs.
• Improved Relationships: Positive relationships between some Board and SC members, with a focus on face-to-face discussions and cross-pollination.
• Commitment to Progress: A collective intent to move forward, supported by a foundation of open dialogue.

Clarifying Roles and Responsibilities

The workshop provided clarity on the distinct yet complementary roles of the Board and State Council:

• State Council: Acts as a consultative body for committees, clubs, and zones, oversees state events (approving budgets, programs, and locations), and provides governance guidance. SC also chairs subcommittees and feeds strategic input to the Board.
• Board: Focuses on high-level oversight, legal compliance, setting strategy and vision, managing risks, and fostering external relationships, such as with Pony Club Australia (PCA). The Board delegates operational tasks to the Office and employs the Executive Officer (EO).

Key action items include clarifying the SC’s role in discipline processes (e.g., the NIF process) and ensuring clear communication protocols across PCV.

Addressing Challenges

The workshop identified areas for improvement, including:

• Role Clarity: Addressing confusion around roles, especially for SC members feeling unappreciated.
• Communication: Defining who communicates what, when, and why.
• Car Park Issues: Topics like the process for becoming an official, Board vacancies, and website progress were noted for further action.

Next Steps for PCV

Allegra Consulting provided actionable recommendations, which the Board is now reviewing. These include:

1. Sharing Workshop Outcomes: A cleaned-up summary with talking points will be shared with members, alongside key messages for social media and newsletters to promote transparency.
2. Action Tracker for Car Park Issues: Converting identified issues into a prioritized list with owners and timelines, with a “You said, we heard, we’re doing” update planned.
3. Joint Governance Working Group: Forming a group with Board, SC, and Office representatives to clarify governance structures, propose a working calendar, and deliver a draft governance map.
4. Behavioural Norms: Formalizing “rules of behaviour” for Board and SC members, potentially integrating them into meeting agendas.
5. Strategy Kick-Off Session: Hosting a workshop to consolidate priorities, clarify PCV’s purpose and values, and align with PCA for the next 3-4 years.
6. Member Engagement: Creating visual explainers of Board vs. SC roles and sharing quarterly updates to keep members informed.
7. Office Role Clarity: Reviewing the Office’s responsibilities to reset expectations and improve support.

A Bright Future Ahead

The June workshop was a pivotal moment for PCV, reinforcing our commitment to collaboration, transparency, and member-focused governance. As we implement these recommendations, we invite all members to stay engaged and share feedback. Together, we’re building a stronger, more unified Pony Club Victoria.

For more details or to provide input, visit the PCV website or contact the Office. Stay tuned for updates in our newsletter!