USA Working Equitation (USAWE)
5006 Forsythe Pl, Boulder, CO 80303
Point of Contact: USAWE President, president@usawe.org

USAWE is a non-profit organization incorporated in the State of Colorado on September 12, 2020, and recognized in October 2021 as a 501(c)(3) public charity. It was formed in 2020 when WE United and the Confederation for Working Equitation consolidated into a single national organization with its members in several different time zones. The decision to merge into USAWE was unanimously supported by the Boards of both prior Working Equitation (WE) organizations.

USAWE is organized exclusively for charitable and educational purposes in general, with two specific purposes:

1. The fostering of local, regional, national, and international amateur sports competitions, including educational activities, promotional activities, and competitions related to the equestrian sport of Working Equitation in the United States in a way that promotes the welfare of the horse and the practice of good horsemanship.
2. The fostering of national or international amateur sports competitions primarily to conduct national or international competition in sports and to support and develop amateur athletes for national or international competition in sports.

USAWE was accepted in March of 2022 as a member country of the World Association for Working Equitation, the international governing body for the sport. Working Equitation is a unique, fun, and interesting sport that captures the hearts of nearly everyone who pursues it. For more info visit www.usawe.org.

With the organization now in its 6th year, the Board of Directors has voted to solicit a vendor contract for an Operations Contractor (OC). There is no requirement for this individual to be a member of USAWE or know anything regarding the discipline of Working Equitation. This contractor must have strong computer and technical skills; knowledge of and access to Google Drive and Microsoft; strong diplomatic communication skills to be effective when communicating with stakeholders, organization members, and other vendors; as well as strong spelling, grammar, and editing skills. A reliable Internet connection, with a computer that has a camera and speaker (for possibly attending Zoom meetings) and enough operating system memory and RAM to complete the tasks outlined.

The contractor selected for this position will work remotely as an Independent Contractor on their own time and with their own equipment to complete the required tasks and functions on a contract basis and not as a hired employee and therefore without insurance or benefits provided by USAWE. They will work and coordinate with the organization’s President, the Board Executive Committee, and Committee Chairs as needed to complete the required functions. They will be required to prepare a written report to submit for each monthly Board Meeting and attend the meeting to provide management and update reports if requested or if matters of importance arise, but will not be a voting member of the Board. This individual must maintain strict confidentiality regarding sensitive business, financial, and personal data.

The individual interviewed and selected for this contract will be reviewed by the Board Executive Committee (EC) every year. During the first year of the contract, performance will be reviewed monthly, and the contract can be terminated should performance be found to be unsatisfactory. After an initial six-month probationary period, the “contract” will be moved to an annual renewal cycle each November. The “contract” is an annual contract, beginning January 2027. The OC will create an invoice each month, based on a set hourly rate not to exceed $2,000.00 per month, spelling out the details and the completion of each task listed/requested. The invoice will be submitted to the president@usawe.org who will forward to the Treasurer for payment processing. Processing may take up to 2 weeks. If the OC is an individual they would receive a 1099 each year based on the payments to them for their own tax reporting. If the OC is a company as such they would claim the payments to their company as income.

Interested parties will be required to submit a Letter of Interest outlining and defining their skills, experience, and relevant equipment, as well as their hourly rate, by October 31, 2026. The Letter of Interest needs to be emailed to president@usawe.org. The Letter of Interest must to include their hourly rate, how they invoice, and how they are typically paid for their services; ie. mailed bank check, wire transfer, Zelle. Submittals will be reviewed and discussed by the Board of Directors at the November 11, 2026 meeting with contact made shortly thereafter if there are any additional questions to determine and notify the hire by December 31, 2026.

USAWE currently utilizes Google Workspace and Google Drive to run the organization and subscribes to several other apps and software to complete various other organizational functions.

The Operations Contractor scope of work will include the following:

Task 1:

• Become familiar with the organization’s Google Workspace account and how the Drive is currently set up. Become familiar with the Board of Directors Corporate Directory and Corporate Assets list. Become familiar with the various apps and software programs and how they are used to benefit the organization.
• After the above, the OC will begin working on developing/maintaining a filing and management system to create a library of key passwords and corporate documents. The proposed library format will be presented to the BOD for review and approval before the OC implements changes to the Google Drive, keeping the EC apprised of its status. Once completed, the OC will roll out the revised platform to the Board of Directors, keeping the EC in the loop with key passwords as back up and then work with the Vice President to set up a meeting to present the new format and its access to Committee Chairs.
• Become familiar with the organization’s free Google phone number and address the settings of this account to better utilize it for our members and the Boards use. Look into using this phone number as the security “2 factor verification” number for our Google Workspace account. Assign this phone number to the Secretary of USAWE.
• Once the above is completed, the OC will contact our Google IT group, IT Genius, to continue to work with them to implement the management and security of our Google account based upon the Audit they have already completed. After becoming familiar with the Audit, the OC will bring recommendations to the EC as to how to clean up the account and implement additional security measures for approval before implementation.
• Once completed, the OC will review setup and modifications with the EC as backup. The OC will provide written documentation of all steps to be followed to maintain the security and organization of the Google account(s).
• Access the usaworkingequitation@gmail.com and info@usawe.org email accounts. Delete solicitations and spam/junk emails, and organize, file, and/or forward relevant emails as needed to either the Board of Directors or Committee Chairs. Review and coordinate with EC as needed.
• Work with the USAWE Secretary to update the Corporate Directory. Share with the Board and Committee Chairs via email whenever updates are made.
• Work with the USAWE Treasurer to update the Corporate Assets sheet.

Task 2:

• Review and become familiar with the organization’s current Insurance documents. Take the lead on contacting the providers as to the OC’s new involvement and work with each year’s President and insurance providers to:
  a) fill out and submit the renewal forms in a timely manner,
  b) coordinate payment of the policies with the Treasurer,
  c) file the policy/policies in the Google Drive.
• USAWE Directors and Committee Chairs can change, effective December 1st of each year, and resignations and appointments can occur during the year. At that time, the OC would update/revise Google email addresses accordingly. The OC will also meet with any new Board Members and Committee Chairs within 30 days of their appointment date to inform them of how to access and work with Google Drive and perform onboarding instruction and locate key documents and processes.

Task 3:

• Become familiar with the Findjoo data management program (utilized by USAWE for membership, horse recording, licensed officials, professional instructors, and affiliate organizations) by learning how it works and its reporting functions. Work and coordinate with Committee Chairs and Board members who use the program to help facilitate and troubleshoot any issues they run into with the members. This may include compiling monthly Membership metrics for the Board of Directors meeting and could eventually include daily monitoring of Findjoo.

Task 4:

• Seek and apply for opportunities for grant funding to help support USAWE’s purposes.

USAWE OPERATIONS CONTRACTOR (1099) DESCRIPTION OF RESPONSIBILITIES
After careful review of the above listed Tasks, the OC is to develop a list of questions to be reviewed with the EC for better understanding of the scope and then create a schedule as to when the OC believes they can accomplish each Task and report back to the Board of Directors. The OC’s main contact will be the President of USAWE.

After completion of immediate Task concerns listed above, the OC would be responsible for the following as needed on an ongoing basis:

• Serve as Admin for the organization’s Google Workspace account and Google Drive, including onboarding and offboarding new Directors and Committee Chairs/Members in the system.
• Maintain the Board of Directors Corporate Directory and Corporate Assets list.
• Learn the various apps and software programs used by USAWE and be able to explain how they are used to benefit the organization.
• Optimize and monitor the organization’s free Google phone number, respond to any calls/messages, and forward any concerns or questions to the appropriate Board Member or Committee Chair as soon as possible but no later than two business days. Ensure this phone number is used as the Admin “2 factor verification” number for USAWE’s Google Workspace account.
• Prepare a written report for the monthly USAWE Board of Directors meetings and attend the meeting as requested to provide management and update reports.
• Develop and maintain a filing and management system to create a library of key passwords and corporate documents.
• Work with the USAWE Secretary to update and maintain the Corporate Directory.
• Work with the USAWE Treasurer to update and maintain the Corporate Assets sheet.
• Learn and maintain the Findjoo data management program utilized by USAWE, including its reporting functions. Work and coordinate with the Chairs who use the program to help facilitate and troubleshoot any issues as needed. Deliver Findjoo membership reports when requested.
• Serve as point person with IT Genius, to continue to work with them to implement the management and security of the Google account based upon the Audit they have already completed and implement additional security measures for approval before implementation. and review setup and modifications.
• Meet with any new Board Members and Committee Chairs to inform them of how to access and work with the USAWE Google Drive and perform onboarding instruction and location of key documents and standard operating procedures/instructions.
• Work with each year’s President and insurance providers to fill out and submit the renewal forms in a timely manner, coordinate payment of the policies with the Treasurer by the payment deadline, and file the policy/policies in the Google Drive.
• As the OC completes tasks as needed, the EC may add new project responsibilities.