COPWRA Director Responsibilities

This is a general overview of the director responsibilities;

President: Presides at all meetings of the membership, handles all administrative functions, and convenes Board of Directors meetings, does not get a vote unless there is a tie. Shows up day before rodeo to water, work, and make sure facility is in condition to rodeo, makes sure there is feed for the stock, and last to leave making sure all matters have been handled and facility is in better condition when left. Handles any discrepancies and complaints not dealt with by event director. Sets the dates, handles the contracts with facilities and communicates the needs of the association.

Vice President: Responsible for coordinating all Rodeo activities, and for performing the duties of the President in the case of his/her absence or disability. Shows up day before rodeo to water, work, and make sure facility is in condition to rodeo, makes sure there is feed for the stock, and last to leave making sure all matters have been handled and facility is in better condition when left. Handles any discrepancies and complaints not dealt with by event director.

Treasurer: Keeps all records of monies received in the name of the Assoc., makes deposits and withdrawals, and at each membership meeting presents a current financial report. Make sure insurance is in place each year; liability and board insurance. Pays all expenses incurred with rodeos; stock contractors, rentals, insurance. Work closely with association secretary, member secretary, sponsorship and award directors.

Association Secretary: Keeps records of all members and communication with members current. This includes updating and managing website and email blasts. Managers volunteers. Create and print off announcer sheets for each rodeo. Coordinate with Queen coordinator for queen info and grandy entry information. Responsible for the association’s email and Facebook messages. Responsible for the marketing of the association. Responsible for the design assets needed for association. Ordering merchandise to be sold each year and year end jackets for sizing. Responsible for the planning and organization of the year end awards presentation. Responsible for taking and recoding annual meeting notes, updating rule book, entry forms, membership forms, permit forms, and making sure software reflects any changes. In the annual meeting if there are more than two nominations responsible for facilitating a voting system and communicating with members. Work closely with Member Secretary, Awards, Treasurer, President and Sponsorship Director making sure things are cohesive and consistent.

Member / Rodeo Entry Secretary: Keeps membership records and mailing lists for all members, processes annual memberships, permit memberships, handles all entries for every rodeo, works with website and software support. Handles all matters pertaining to Assoc. Rodeo events, including entries, points, draws, turnouts etc. Coordinate with stock contractor and all event directors on numbers for each rodeo. Print day sheets for each day, print announcer timer sheets, timer sheets for flaggers, and draw orders for gate. After rodeo inputs all times and placings, uploads to website. Reconcile income and expenses of each rodeo, works closely with treasurer.

Awards Directors (2): Handles purchasing and events related to Awards for year-end events awards and all around awards. Responsible for helping with year end award presentation. Work with the treasurer on budgeting out the year and how much can be spent on awards. Responsible for ordering year end jackets for qualified members. Responsible for how far down awards will go in events and all around. Helps plan and organize awards banquet. Works very closely with association secretary, membership secretary, and sponsorship director.

Arena Timed Event Director: Handles all matters related to events in the main arena, setting up the barrier, determining the score, coordinate with stock contractor on numbers and stock needed. Handles all discrepancies that happen in the arena for timed events. Responsible for field flaggers. Is present or easily accessible for the duration of events taking place of their responsibility.

Track Director: Handles all matters related to events held on the Track. Sets the pole pattern in the morning, make sure eyes are setup and working, sets out the table, radios, timer sheets, and flag. Responsible for flaggers know the rules and rules are being followed. Also responsible for knowing ground conditions, when it needs worked and watered, and can change the number of runners per rake. Is present or easily accessible for the duration of events taking place of their responsibility.

Rough Stock Director: Handles all matters related to rough stock events. Finding judges, pickup men, bull fighters, draws, and holds mandatory meeting to review the rules, coordinates stock needed with stock contractor. Is present or easily accessible for the duration of events taking place of their responsibility.

Barrel Director: Handles all matters related to the Barrel Racing. Responsible for staking the pattern make sure eyes are setup and working, sets out the table, radios, timer sheets, and flag. Responsible for flaggers know the rules and rules are being followed. Also responsible for knowing ground conditions, when it needs worked and watered, and can change the number of runners per rake. Is present or easily accessible for the duration of events taking place of their responsibility.

Calf Tying: Handles all matters related to Calf Tying. Coordinate with stock contractor, make sure the draws are done, timer and helpers are in place. Is present or easily accessible for the duration of events taking place of their responsibility.

Goat Director: Handles all matters related to Goat Tying. Designate the field flagger for each age group. Coordinates with the stock contractor and entry secretary on numbers and counts for stock needed. Make sure goats have collars and lead ropes. Stakes the goat stake on track and sets the eyes.

Sponsorship: Handles all matters and communication related to sponsorships, updating sponsorship packet each year, reach out communication to past sponsors first in January of each year, then fill in with new sponsors. working with association secretary to make sure website and online media are current. Mails each sponsor a thank you letter and then an invitation to the awards banquet. Recruit new sponsors each year. Also work with award directors to make sure saddles, jackets, etc. all have correct sponsors and logos.

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