Once approval has been granted to organize the junior club, the Adult Advisor should help the youth determine a meeting place and time for the first organizational meeting. This meeting might take place at a horse show or in conjunction with an APHA Regional Club meeting. The meeting should be in a convenient and comfortable setting for all members.
Next, the Adult Advisor and interested youth should send out notices of the meeting to your proposed membership. The Director of Youth Activities may be able to provide a list of youth within the proposed boundaries of your club. A notice of the meeting should be placed in the APHA Regional Club’s newsletter or in any local or regional horse publications.
Prior to the meeting, a temporary chairperson and a temporary secretary should be appointed. The temporary chairperson should be capable of speaking to the group and keeping the meeting in order. The temporary secretary should take detailed minutes of the meeting.
At the appointed time and place, the temporary chairperson should call the meeting to order, express appreciation to those attending, and explain the reasons the club should be formed. The temporary chairperson should then call for a discussion from the floor (to get people involved immediately), asking for thoughts on the needs and goals of the club. It is important that whoever conducts the initial meeting maintain full control at all times. However, they should be responsive to the audience, getting them involved and listening carefully to all ideas.