Article Index

HRA Committee Structure

(Terms Of Reference Listed Below)

HRA Committee Structure chart


HRA - Committees

Committee Chairperson
Governance and Compensation Doug Horner
Audit and Finance John Hind
Strategic Growth and Breed Improvement Brittany Davis
Regulatory and Licensing Philip Stuffco

 


Audit and Finance Committee Terms of Reference

Name of Committee: Audit and Finance Committee

1.0 Purpose:

The Audit and Finance Committee will assist the Board in its fiduciary duties, as well as its administration of financial and business planning. The Audit and Finance Committee will review HRA's financial policy to ensure that they meet the requirements of the organization.

2.0 Authority:

The Audit & Finance Committee serves as an advisory body to the Board.

3.0 Terms of Reference:

The Audit and Finance Committee will have the authority to:

3.1 Reporting Responsibilities

  • Provide advice to the Board on matters pertaining to its mandate

3.2 Budget and Finance

  • Ensure that the organizational and financial integrity of Horse Racing Alberta is maintained
  • Report to the Board whether or not the approved Business Plan of Horse Racing Alberta is effective in guiding the delivery of services of management and administration
  • Advise on key strategic initiatives relative to the business plan
  • Ensure that the Board is made aware of the timing of budget presentation and business plan submissions
  • Ensure that the budget and business plan and the annual report are delivered to the Minister according to the Horse Racing Alberta grant agreement
  • Review annual and multi‐year plans and operating budgets and cash flow forecasts
  • Recommend annual budget, to the Board for approval
  • Review the financial impact of new or changed projects and proposals subsequent to the Board’s approval of annual budgets and, where practicable, prior to their presentation to the Board for consideration

3.3 Risk, Uncertainty and Financial Reporting

  • Assess the effectiveness of organizational controls and performance indicators, such that Horse Racing Alberta receives “value for money” in terms of the results of its expenditures
  • Identify to the Board and management any potential issues or deficiencies that might impair its financial integrity
  • Acknowledge that it is the responsibility of the Board, in consultation with management, to identify the principal business risks facing HRA, determine the HRA’s tolerance for risk, and recommend risk management policies
  • Discuss significant business and financial reporting risks with the external auditors, including their assessment of management’s related plans, processes and programs
  • Review with management and external auditors, as necessary, significant accounting and reporting issues, including recent professional and regulatory pronouncements, and understand their impact
  • Review legal matters, actual or pending, which could significantly impact the financial statements and disclosures
  • Review periodic interim financial reports and forecasts
  • Recommend the annual financial statements to the Board for approval

3.4 External Audit

  • Ensure that the Board receives a clear picture as to the acceptability of the processes, controls, and reporting based on input received from the external auditor
  • Assess the responsiveness of the CEO / CFO in responding to the reports and recommendations of the external auditor
  • Review all audit processes and meet with the external auditors on an annual basis
  • Review the external auditors’ proposed audit plan and approach and ensure no unjustified restrictions have been placed on the scope of such plan
  • Annually review the performance of the external auditors
  • Make recommendations to the Board regarding the annual reappointment of the external auditors
  • Assess, at least every five years, whether a formal Request for Proposal process and search for external audit services should be undertaken and make recommendations to the Board
  • Meet separately with the external auditors to discuss any matters that the Committee or auditors believe should be discussed privately
  • Ensure that significant findings and recommendations made by the external auditors are received and discussed on a timely basis

3.5 Compliance with Laws, Regulations, and Policies

  • Review the presentation of the financial, legislative, and organizational information and ensure that it is clear to board members
  • Recommend to the Board any policy changes necessary to enhance the fiscal and operational effectiveness of the organization
  • Advise the Board relative to any legal issues that are impending, ongoing, or resolved
  • Oversee all financial and legal issues of Horse Racing Alberta

3.6 Internal Control

  • Identify areas of concern that need to be pursued by the CEO and management over the next year in strengthening internal processes and controls.
  • Review and obtain reasonable assurance that internal controls, including computer system controls, are operating effectively to produce accurate, appropriate and timely management and financial information. This would include reviewing management's assessment of the internal control environment and reports from the external auditors and third-party consultants.
  • Review recommendations for internal control improvement for management’s consideration and, as appropriate, implementation and results
  • Discuss with the external auditors any fraud, illegal acts, deficiencies in internal control and other similar issues.

3.7 Other Responsibilities

  • Annually review the reasonableness of the expenses of the Chair of the Board and the Chief Executive Officer
  • Perform other financial, audit and risk oversight functions as requested by the Board
  • Periodically review and update the Committee’s Terms of Reference and obtain approval of changes from the Board

3.8 Communication with Management

  • Meet with Management to review financial reports, before presentation to the Board

4.0 Membership:

4.1 The Audit and Finance Committee is chaired by John Hind.

Current Members:

  • Dale Zukowski
  • Mike Vanin
  • Max Gibb
  • Geoff Smith
  • Kris Fleckenstein
  • Phillip Stuffco

4.2 Chair

  • The Chair of the Horse Racing Alberta Board will name the Chair of any and all committees, upon approval from the Board

4.3 Membership and Rotation

  • All committee members will be appointed for a 1-year term. Member terms can be extended on an annual basis.

4.4 Subcommittees

  • Subcommittees may be established by a Committee Chair as needed at the will of the committee.
  • The Committee may nominate candidates that are not board members to be a subcommittee member.
  • Subcommittee members will be required to sign a Non-Disclosure Agreement before receiving any sensitive information or attending any Subcommittee meetings.

5.0 Meetings

5.1 Meeting Timeframe

  • The Audit and Finance Committee is a standing committee. The Committee will meet at the call of the Chair of the Committee not less frequently than once every two months and may meet according to a set schedule approved by its members. Such a schedule will be registered with the Corporate Secretary to the CEO.

5.2 Tenure

  • The Committee is a standing committee and as such will be deemed to be continuous, subject to having its terms of reference and membership reviewed and renewed by the Board (on the recommendation of the Board Chair) every year.

5.3 Reporting Minutes

  • Minutes of the Audit and Finance Committee will be prepared by the Corporate Secretary and provided to the Committee Chair provide its within 48 hours of any committee meeting. The Committee will be expected to inform the Board on a regular basis of its activities. This update will include the minutes of the most recent meeting of the Committee and if necessary, a verbal update of activities since the last committee meeting.

5.4 Public Meetings

  • Unless otherwise provided for in the Procedural Bylaw of the Board, the meetings of the Committee shall be deemed to be open to other board members, who may attend and ask questions but may not vote. Where the matter deals with an issue which is deemed to be confidential, the Committee may move to go “in-camera” to discuss that matter. An in‐camera session of the Committee will be restricted by the Committee to only members of the Committee. The only motions permitted as consequence at that time, shall be the motion to go in‐camera and the motion to revert back to a public meeting. Any motion dealing with the matter dealt with in‐camera will be made in a committee meeting.

6.0 Resources:

6.1 Support Staff

  • The CEO will determine and assign a staff member as the primary advisor to the Committee. The Corporate Secretary will attend and record the minutes of each Committee meeting. The Committee will also be accorded a budget to cover meeting expenses, meals/coffee, photocopying, and other related activities.

6.2 Budget

  • The Audit and Finance Committee will have a budget assigned to it on an annual basis. The budget shall be an amount deemed necessary by the Board to cover the expenses of the Committee. Committee members will not have the authority to commit Horse Racing Alberta to the expenditure of any funds, except that which is accorded to the Committee for administrative purposes.

7.0 Contact with the Media:

  • Any contact with the media shall be handled by the Chair of the Board.

Governance & Compensation Committee Terms of Reference

1.0 Purpose:

The Governance & Compensation Committee will assist the Horse Racing Alberta Board to fulfill its oversight responsibilities by reviewing all aspects of the Board’s governance framework to ensure that the Board functions in an effective and efficient manner that successfully supports the operations of Horse Racing Alberta.

2.0 Authority:

The Governance & Compensation Committee serves as an advisory body to the Board.

3.0 Terms of Reference:

The Governance & Compensation Committee will have the authority to:

3.1 Reporting Responsibilities

  • Provide advice to the Board on matters pertaining to its mandate

3.2 Governance Compliance

  • Review all aspects of the Board’s governance framework to ensure that the Board functions in an effective and efficient manner that successfully supports the operation of Horse Racing Alberta
  • Recommend to the Board those steps necessary to ensure that all board members are aware of and taking steps to avoid any appearance of a conflict of interest
  • Advise the Board as to how it can play a leadership role to maintain an effective governance framework consisting of principles, policies, and bylaws that reflect current “best practices” in governance
  • Oversee a program and orientation for newly‐appointed board members, as well as ongoing development programs for serving members
  • Review the terms of reference for Board Committees, and any amendments proposed by the Committees, and recommend for approval any amendments to the Board
  • Annually review Horse Racing Alberta’s bylaws and the Board’s policy and procedure manual, and recommend changes to the Board as appropriate
  • Review and recommend the Director’s compensation plan to the Board

3.3 Board Planning

  • Develop an annual work plan for the Board as a whole in terms of its governance functions and identify priorities and objectives
  • Ensure that the Board is made aware of any steps needed to ensure that the appropriate Minister(s) are made aware of emerging issues
  • Coordinate the formal bi‐annual evaluation process of the Board, Board Chair, Board members, and Committees, and report as required

3.4 Board/Management Relations

  • Advise the Board with respect to its relationship to the CEO; providing guidance to the Board on issues regarding performance assessment, compensation, and succession planning
  • Review the Chief Executive Officer’s mandate as required, or at least every three years, and recommend for approval any amendments to the Board
  • Review and recommend how the Board should address the human resource needs and quality of life of its employees
  • Ensure the Board conducts an annual assessment of the performance of the CEO, measured against agreed upon written objectives, as well as review the CEO’s assessment of the performance of the executive management team
  • Monitor the quality of the relationship between management and the Board, and recommend improvements as deemed necessary or desirable

3.5 Risk and Uncertainty

  • Identify, assess, and monitor risk associated with Horse Racing Alberta’s reputation and risk directly related to board members and board activities, and recommend for approval any matter requiring board action

4.0 Membership:

4.1 The Governance & Compensation Committee is chaired by Doug Horner.

Current Members:

  • Brittany Davis
  • Darrell Bauder
  • Kris Fleckenstein
  • Darrell Bauder
  • Don McDougall
  • Phillip Stuffco

4.2 Chairperson

  • The Chairperson of the Horse Racing Alberta Board will name the Chair of any and all committees, upon approval from the Board.

4.3 Membership and Rotation

  • The Committee will be comprised of a minimum of three directors of the board, in addition to the Committee Chair and Board Chair. Horse Racing Alberta’s CEO will attend meetings by invitation. All committee members will be appointed for a 1-year term. Member terms can be extended on an annual basis.

4.4 Membership and Rotation

  • The Committee will be comprised of a minimum of three directors of the board, in addition to the Committee Chair and Board Chair. Horse Racing Alberta’s CEO will attend meetings by invitation. All committee members will be appointed for a 1-year term. Member terms can be extended on an annual basis.

4.5 Subcommittees

  • Subcommittees may be established by a Committee Chair as needed at the will of the committee.
  • The Committee may nominate candidates that are not board members to be subcommittee member.
  • Subcommittee members will be required to sign a Non-Disclosure Agreement before receiving any sensitive information or attending any Subcommittee meetings.

5.0 Meetings

5.1 Meeting Timeframe

  • The Governance & Compensation Committee is a standing committee. The Committee will meet at the call of the Chair of the Committee not less frequently than once every two months and may meet according to a set schedule approved by its members. Such a schedule will be registered with the Corporate Secretary to the CEO.

5.2 Tenure

  • The Committee is a standing committee and as such will be deemed to be continuous, subject to having its terms of reference and membership reviewed and renewed by the Board (on the recommendation of the Board Chair) every year.

5.3 Reporting Minutes

  • The Governance & Compensation Committee will provide its minutes to the Corporate Secretary to the CEO within 48 hours of any committee meeting. The Committee will be expected to inform the Board on a regular basis of its activities. This update will include the minutes of the most recent meeting of the Committee and if necessary, a verbal update of activities since the last committee meeting.

5.4 Public Meetings

  • Unless otherwise provided for in the Procedural Bylaw of the Board, the meetings of the Committee shall be deemed to be open to other board members, who may attend and ask questions but may not vote. Where the matter deals with an issue which is deemed to be confidential, the Committee may move to go “in-camera” to discuss that matter. An in‐camera session of the Committee will be restricted by the Committee to only members of the Committee. The only motions permitted as consequence at that time, shall be the motion to go in‐camera and the motion to revert back to a public meeting. Any motion dealing with the matter dealt with in‐camera will be made in a committee meeting.

6.0 Resources:

The CEO will determine and assign a staff member as the primary advisor to the Committee. The Corporate Secretary will attend and record the minutes of each Committee meeting. The Committee will also be accorded a budget to cover meeting expenses, meals/coffee, photocopying, and other related activities.

Pre‐reading materials for each committee meeting will be available and provided to committee members by the Corporate Secretary far enough in advance of the scheduled committee meetings to allow members sufficient time to review the materials. Committee members will be expected to have read the materials in advance of the meetings and thus will be expected to participate fully in committee discussions on the subject matter contained within the pre‐reading material.

7.0 Budget:

The Governance & Compensation Committee will have a budget assigned to it on an annual basis. The budget shall be an amount deemed necessary by the Board to cover the expenses of the Committee. Committee members will not have the authority to commit Horse Racing Alberta to the expenditure of any funds, except that which is accorded to the Committee for administrative purposes.

8.0 Contact with the Media:

Any contact with the media shall be handled by the Chair of the Board.

 


Regulatory & Licensing Committee Terms of Reference

1.0 Purpose:

The Regulatory and Licensing Committee will assist the Board in carrying out its regulatory, licensing, and animal welfare responsibilities and review and recommend to the Board the licensing of racetracks in Alberta.

2.0 Authority:

The Regulatory and Licensing Committee serves as an advisory body to the Board.

3.0 Terms of Reference:

The Regulatory and Licensing Committee will have the authority to:

3.1 Reporting Responsibilities

  • Provide advice to the Board on matters pertaining to its mandate
  • Advise the Board on any other related issues relative to the parameters of this committee

3.2 Budget & Business Planning

  • Advise on key strategic initiatives relative to the business plan
  • Recommend the regulatory budget and allocations
  • Follow the direction laid out in Horse Racing Alberta’s business plan and contribute on a yearly basis to the evolution of this plan as the needs, focus, and face of the industry change

3.3 Compliance with Laws, Regulations, and Policies

  • Ensure that Horse Racing Alberta has in place those mechanisms necessary for the effective monitoring of Horse Racing Alberta judges, stewards, and security personnel
  • Maintain an awareness of new industry standards and rules changes
  • Ensure Federal‐Provincial regulatory rules and regulations are adhered to
  • Ensure appropriate communication with the Appeals Tribunal
  • Work with the Board and any other regulatory body to establish a working Federal‐Provincial dialogue to deal with changes and technology
  • Work towards the development of a sound regulatory framework, including the review of Horse Racing Alberta policies as they relate to licensing and regulation
  • Enhance the policy of stiff penalties for drug infractions through meaningful fines and suspensions
  • Work closely with the Canadian Pari‐Mutuel Association on all Federal matters pertaining to Horse Racing and Criminal Code compliance
  • Monitor and when directed be involved in the politics and decision making at Provincial, Federal, and International levels concerning equine care, transportation, horse identification, and demographics of disease
  • Assist the Canadian Pari‐Mutuel Agency (CPMA) in developing and implementing strategies at the Federal level which will facilitate growth of the industry and combat challenges of modern technology, which are used to sell or pirate the live racing signal

3.4 Licensing

  • Ensure that all industry partners and prospective track owners are aware of Horse Racing Alberta expectations and policies regarding the establishment of new tracks and related entertainment centres
  • Review applications for new track licenses and recommend to the Board
  • On an annual basis review all racetrack licenses and ensure that they continue to comply with the agreement

3.5 Animal Welfare

  • Advise on current issues facing the industry where they impact on the equine health and welfare
  • Continue to work to ensure that the industry and public have confidence that Alberta racehorses and breeding stock are treated with respect and dignity
  • Ensure that all Horse Racing Alberta programs that are introduced have been appropriately researched for their impact on animal welfare
  • Ensure statistics are reviewed as presented by Horse Racing Alberta veterinarians
  • Foster, encourage and conduct industry research
  • Industry is made aware on an ongoing basis of current equine health issues, disease epidemics, and suggested protocols for reduction of spread
  • Monitor and review injuries at the track as presented by HRA

3.6 Other Responsibilities

  • Recommend those measures which will encourage or enhance the integrity of the industry

4.0 Membership:

4.1 The Regulatory and Licensing Committee is chaired by Phillip Stuffco.

Current Members:

  • Brittany Davis
  • Mike Vanin
  • Allen Goodsell
  • Dale Zukowski
  • Darrell Bauder
  • Max Gibb
  • Don McDougall

4.2 Chair

  • The Chair of the Horse Racing Alberta Board will name the Chair of any and all committees, upon approval from the Board.

4.3 Membership and Rotation

  • All committee members will be appointed for a 1-year term. Member terms can be extended on an annual basis

4.4 Subcommittees

  • Subcommittees may be established by a Committee Chair as needed at the will of the committee.
  • The Committee may nominate candidates that are not board members to be a subcommittee member.
  • Subcommittee members will be required to sign a Non-Disclosure Agreement before receiving any sensitive information or attending any Subcommittee meetings.

5.0 Meetings

5.1 Meeting Timeframe

  • The Regulatory and Licensing Committee is a standing committee. The Committee will meet at the call of the Chair of the Committee not less frequently than once every two months and may meet according to a set schedule approved by its members. Such a schedule will be registered with the Corporate Secretary to the CEO.

5.2 Tenure

  • The Committee is a standing committee and as such will be deemed to be continuous, subject to having its terms of reference and membership reviewed and renewed by the Board (on the recommendation of the Board Chair) every year.

5.3 Reporting Minutes

  • Minutes of the Regulatory and Licensing Committee will be prepared by the Corporate Secretary and provided to the Committee Chair within 48 hours of any committee meeting. The Committee will be expected to inform the Board on a regular basis of its activities. This update will include the minutes of the most recent meeting of the Committee and if necessary, a verbal update of activities since the last committee meeting.

5.4 Public Meetings

  • Unless otherwise provided for in the Procedural Bylaw of the Board, the meetings of the Committee shall be deemed to be open to other board members, who may attend and ask questions but may not vote. Where the matter deals with an issue which is deemed to be confidential, the Committee may move to go “in-camera” to discuss that matter. An in‐camera session of the Committee will be restricted by the Committee to only members of the Committee. The only motions permitted as consequence at that time, shall be the motion to go in‐camera and the motion to revert back to a public meeting. Any motion dealing with the matter dealt with in‐camera will be made in a committee meeting.

6.0 Resources:

The CEO will determine and assign a staff member as the primary advisor to the Committee. The Corporate Secretary will attend and record the minutes of each Committee meeting. The Committee will also be accorded a budget to cover meeting expenses, meals/coffee, photocopying, and other related activities.

7.0 Budget:

The Regulatory and Licensing Committee will have a budget assigned to it on an annual basis. The budget shall be an amount deemed necessary by the Board to cover the expenses of the Committee. Committee members will not have the authority to commit Horse Racing Alberta to the expenditure of any funds, except that which is accorded to the Committee for administrative purposes.

8.0 Contact with the Media:

Any contact with the media shall be handled by the Chair of the Board.


Strategic Growth & Breed Improvement Committee Terms of Reference

1.0 Purpose:

The Strategic Growth & Breed Improvement Committee will provide advice on the marketing and promotion of horse racing in Alberta, as well as advice and recommendations on opportunities which will assist in the growth of horse racing in Alberta.

2.0 Authority:

The Strategic Growth & Breed Improvement Development Committee serves as an advisory body to the Board.

3.0 Terms of Reference:

The Strategic Growth and Breed Improvement Committee will have the authority to:

3.1 Reporting Responsibilities

  • Provide advice to the Board on matters pertaining to its mandate
  • Advise the Board on any other related issues relative to the parameters of this committee

3.2 Budget & Business Planning

  • Advise on key strategic initiatives relative to the business plan, marketing, and industry relationships

3.3 Marketing & Promotion

  • Propose new forms of marketing, promotional services, and industry awareness
  • Ensure that the Board is advised as to the proposed marketing plan and strategies
  • Ensure that Horse Racing Alberta’s website is maintained, and advice is provided on content.
  • Ensure where possible that HRA is represented at all industry related functions

3.4 Fostering of Industry Growth

  • Inform the Board of any industry issues which may inhibit growth or the health of the industry
  • Ensure that the focus of Horse Racing Alberta is placed on those opportunities which have the greatest potential to foster industry growth
  • Review the evaluation of the economic impact of horse racing in the province and make recommendations to improve the economic impact
  • Encourage the conduct of research into methods to increase the financial resources arising from live racing, gaming activities, and any other related initiatives
  • Review and recommend the development of new partnerships and non‐traditional ways of strengthening the industry
  • Advise the Board in identifying new ways of positively impacting any licensing / sanctioning decisions and/or the development of new games by AGLC
  • Review and recommend steps which will promote the sustainability of the horse racing industry
  • Identify industry‐wide issues, provincially and nationally; other issues of importance to the industry on which Horse Racing Alberta should either take the lead or act as an arbitrator or facilitator
  • Ensure that Horse Racing Alberta maintains a constructive and healthy relationship with the tracks

3.5 Breed Improvement

  • Promote and champion “Alberta Bred” racehorses.
  • Review the challenges facing Alberta breeders.
  • Ensure an equitable distribution of the available funds for programs to enhance the Alberta racehorse breeding industry, while ensuring that the programs are in harmony with the objectives of Horse Racing Alberta.
  • Recommend to the Horse Racing Alberta Board programs to nurture and enhance the racehorse breeding industry in Alberta.
  • Work with any academic institution responsible for research into equine health and breed development; ensuring that Horse Racing Alberta breed improvement programs, safety, and herd management are being effectively reviewed and maintained.
  • Review any suggested improvements to the Horse Racing Alberta service/program.
  • Ensure that the respective breed organizations are consulted on any policy issues, which are proposed to go to the Board.
  • Review related reports from Horse Racing Alberta administration and ensure that the Board is apprised on any key issues affecting breed improvement. Any recommended funding or budget allocations will be forwarded to the Board with the recommendation of the Committee.

3.6 Horse Welfare

  • Represent, promote, advocate, advance and provide guidance on racehorse welfare.
  • Monitor and make recommendations for initiatives to protect the health, welfare, and aftercare of racehorses.
  • Act on and rectify adverse situations that compromise racehorse welfare.

4.0 Membership:

4.1 The Strategic Growth and Breed Improvement Committee is chaired by Brittany Davis

Current Members:

  • Darrell Bauder
  • John Hind
  • Allen Goodsell
  • Mike Vanin
  • Doug Horner
  • Max Gibb

4.2 Chair

  • The Board Chair of the Horse Racing Alberta Board will name the Chair of any and all committees, upon approval from the Board.

4.3 Membership and Rotation

  • All committee members will be appointed for a 1-year term. Member terms can be extended on an annual basis.

4.4 Subcommittees

  • Subcommittees may be established by a Committee Chair as needed at the will of the committee.
  • The Committee may nominate candidates that are not board members to be a subcommittee member.
  • Subcommittee members will be required to sign a Non-Disclosure Agreement before receiving any sensitive information or attending any Subcommittee meetings.

5.0 Meetings

5.1 Meeting Timeframe

  • The Committee will meet at the call of the Chair of the Committee not less frequently than once every two months and may meet according to a set schedule approved by its members. Such a schedule will be registered with the Corporate Secretary to the CEO.
  • Ad-Hoc invitations or meetings will be scheduled as required.

5.2 Tenure

  • The Committee is a standing committee and as such will be deemed to be continuous, subject to having its terms of reference and membership reviewed and renewed by the Board (on the recommendation of the Board Chair) every year.

5.3 Reporting Minutes

  • The Strategic Growth and Breed Improvement Committee will provide its minutes to the Corporate Secretary and to the CEO within a reasonable timeframe.
  • The Committee will be expected to inform the Board on a regular basis of its activities. This update will include the minutes of the most recent meeting of the Committee and a verbal or written update of the activities since the last committee meeting.

5.4 Public Meetings

  • Unless otherwise provided for in the Procedural Bylaw of the Board, the meetings of the Committee shall be deemed to be open to other board members, who may attend and ask questions but may not vote. Where the matter deals with an issue which is deemed to be confidential, the Committee may move to go “in-camera” to discuss that matter. An in‐camera session of the Committee will be restricted by the Committee to only members of the Committee. The only motions permitted as consequence at that time, shall be the motion to go in‐camera and the motion to revert back to a public meeting. Any motion dealing with the matter dealt with in‐camera will be made in a committee meeting.

6.0 Resources

6.1 Support Staff

  • The CEO will determine and assign a staff member as the primary advisor to the Committee. If necessary, a recording secretary may also be appointed. The Committee will also be accorded a budget to cover meeting expenses, meals/coffee, photocopying, and other related activities.

6.2 Budget

  • The Strategic & Sustainable Development Committee will have a budget assigned to it on an annual basis. The budget shall be an amount deemed necessary by the Board to cover the expenses of the Committee. Committee members will not have the authority to commit Horse Racing Alberta to the expenditure of any funds, except that which is accorded to the Committee for administrative purposes.

7.0 Communications/ Accountability

7.1 Responsibilities of the Chair

  • To remain accountable to the Board of Directors for committee activities and ongoing actions or requests.
  • Annual Standing Committees or short-term working group committees must align with the accountability set out in this TOR.
  • To respect all perspectives and ensure that all members have equal voice/participation.
  • To arrange meeting agendas, organize and facilitate committee meetings.

7.2 Responsibilities of Committee Members

  • To support the purpose and objectives of the HRA.
  • Committee members are encouraged to bring new ideas and opportunities to the committee that benefit HRA and align with this TOR.
  • Committee members are responsible for communicating issues arising from the committee to the Committee Chair.
  • Committee members will participate by attending meetings regularly and volunteering to participate in mutually agreed actions of the Committee.
  • Communication with any AdHoc working groups will be through an assigned committee member, whose responsibility will be to remain in contact with the AdHoc working group and update the committee Chair on any internal ad hoc working group communication or work.

7.3 Contact with the Media

  • Any contact with the media shall be handled by the Chair of the Board.

8.0 Terms of Reference Review

  • The Terms of Reference will be ratified annually in the spring in order to ensure relevance to the purpose and objectives of the Committee and HRA.