Thank you to all members who have engaged in the 2025 Constitution consultation process. With the updated draft Constitution now published, we’re shifting focus to the practical next steps.
On this page, you’ll find all the resources you need to understand and implement any upcoming changes, including:
Step-by-step support guides
Templates and checklists
Information on how structure changes might work for your club or area
Recordings and links from our webinars
These resources are designed to help you feel informed, supported, and confident as we move forward together.
Don’t miss our Final Webinar – offered on two nights next week:
Wednesday 16 July at 7:30 pm – This session has been postponed due to Family Bereavement.
Thursday 17 July at 7:30 pm – Join here
No registration needed – just click and join.
The table excerpt below illustrates the difference between the current NZPCA voting system—based on the number of riding members per club—and the proposed system, where each young person member (under 25) holds equal weight in the voting process. This model aims to achieve a more equitable and proportional representation that aligns with actual membership demographics.
Under the existing system:
Clubs with fewer than 25 riding members receive 1 vote
Clubs with 26–49 riding members receive 2 votes
Clubs with 50 or more riding members receive 3 votes
This system functions where voting power is allocated in blocks rather than proportionally. As a result, smaller clubs are overrepresented, and larger clubs and Areas with higher youth populations are underrepresented.
The proposed system:
Allocates one vote per youth member under 25
Directly aligns voting power with the number of young people actively participating in Pony Club activities
Creates a fair and transparent voting system where no club or area is disproportionately weighted due to structural or historical club size
For example:
Northland holds 3.7% of the national under-25 membership.
Under the current system, their club structure entitles them to 8 votes, or 5.1% of the national vote.
In the proposed system, with 130 youth members, Northland would have 130 votes, equating to exactly 3.7% of the national vote, perfectly aligned with their demographic share.
If votes were calculated at the Area/Region level, Northland’s regional vote would be 3.6%, again closely matching their youth population.
You're invited to attend one of the upcoming NZPCA Constitution Focus Meetings being held across different Areas throughout May.
These meetings are an opportunity to:
Discuss the proposed constitutional changes
Explore how the changes could work for your Branch, Club, and Area
Ask questions and provide feedback
Each session will have a regional focus, but all meetings are open to NZPCA members nationwide. Attending the session most relevant to your area is recommended, but you are welcome at any.
Meeting One and Meeting Two: Combined Summary
Introduction and Webinar Purpose: The webinar, hosted by the staff and board, marked the beginning of a series aimed at reviewing the organisation's constitution. The necessity of renewing the constitution in light of recent legislative changes was highlighted, stressing the importance of member feedback to shape the process effectively.
Constitution Review and Legislative Impact: Changes in the Incorporated Societies Act necessitate updates to the constitution to maintain compliance and offer an opportunity to enhance governance structures. The webinar provided an overview of the constitution's crucial role in governing the organisation and its impact on future operations.
Membership and Organisational Structure Changes: Discussions included reducing organisational layers and simplifying the membership structure to focus more on grassroots activities. Proposed changes include modifying national officer roles and transitioning branches to clubs, with the introduction of an intermediate cluster layer to streamline administration and support local activities.
Volunteer and Support Challenges: A video presentation underscored the challenges faced by volunteers, emphasising the need for a sustainable support model. The intermediate layer's role in managing assets, coordinating activities, and providing best practices to alleviate the administrative burden on volunteers was discussed.
Governance and Document Hierarchy: The hierarchy of governing documents and the constitution's role as a critical framework were examined. This includes updating all related documents to ensure consistency across the organisation.
Disputes Process: A new disputes process compliant with the Incorporated Societies Act was outlined, focusing on natural justice and equitable treatment. This new process aims for a clear and fair resolution of disputes, with the board playing a significant role in appointing qualified individuals for dispute resolution.
Timeline, Milestones, and Next Steps: Key milestones for the constitutional update include consultation phases, the drafting of updated templates, and final adoption scheduled for April 2026. The timeline extends from initial webinars through to the AGM in August, where the new constitution will be voted upon.
Consultation and Member Engagement: The importance of consultation and capturing member feedback throughout the review process was emphasised, with plans for area-specific webinars and a final board meeting outlined. Feedback collection, conducting focused webinars, and preparing for the AGM are critical follow-up tasks.
Funding, Resources, and Support: Concerns regarding the impact of structural changes on funding and grants were addressed, alongside discussions on providing clear guidelines and support during the transition. A framework for asset management during these structural changes is also being developed.
AGM and Conferences: Details about the upcoming AGM and conference were shared, highlighting the importance of robust member participation. The event aims to include practical sessions, keynote speakers, and interactive workshops to foster engagement and discussion.
Q&A and Closing Remarks: The webinar concluded with a Q&A session, where the importance of ongoing member engagement and feedback was reiterated to ensure that the constitutional updates reflect the needs and expectations of the community.
These summaries encapsulate the critical discussions and planned steps as the organisation navigates through significant constitutional changes in response to legislative updates and member needs.