BOARD MEMBER POLICIES AND PROCEDURES MANUAL
BOARD MEMBER POLICIES AND PROCEDURES [email protected] Sunshine Bay Riding Club Deb Miller 250-229-5255 [email protected] Trail Horsemens Society Margit Hinchcliffe 250-362-7679
Oct 09, 2020
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BOARD MEMBER POLICIES AND PROCEDURES MANUAL
Last updated Wednesday, April-20-16
TABLE OF CONTENTS
HORSE COUNCIL BC BOARD of DIRECTORS’ POLICIES AND PROCEDURES
General Information ............................................................................................. Acronyms ............................................................................................................................. i Staff List ............................................................................................................................... ii Board of Directors List ....................................................................................................... iii Zone List ............................................................................................................................. iv Zone Map ........................................................................................................................ xxii Dates to Remember ........................................................................................................ xxv Affiliate Mission Statements .......................................................................................... xxvii
Mission Statement ................................................................................. Section 1 Mission Statement Horse Council BC ............................................................................. 1-2
Organizational Structure – Rules & Responsibilities .............................. Section 2 “Now what do I do?”....................................................................................................... 2-2 The Board’s Role ............................................................................................................. 2-3 Board Member Job Descriptions .................................................................................... 2-4
Committee Responsibilities ............................................................................................ 2-5 Organizational Chart ....................................................................................................... 2-7
Policy Statements .................................................................................. Section 3 Policy Development ........................................................................................................ 3-2 Code of Conduct ............................................................................................................. 3-3 Horse Council Policy Statements .................................................................................... 3-4 Nominating Committee Terms of Reference .................................................................. 3-8 FOIPP Policy .................................................................................................................. 3-11 In-Camera Session Policy .............................................................................................. 3-15 Police Record Check Policy ........................................................................................... 3-18 Equity and Access Policy ............................................................................................... 3-19 Finance Policy ................................................................................................................ 3-20 Grant Programs – Funding Requests ............................................................................ 3-22 Expense Reimbursement Policy .................................................................................... 3-23 Purchasing Procedures ................................................................................................. 3-25 Major Project Procedure............................................................................................... 3-26 Coach or Instructor Code of Conduct Discipline Policy ................................................ 3-29 Criteria for the Acceptance of External Education Programs ....................................... 3-35 Scholarship Criteria ....................................................................................................... 3-36 Helmet Policy ................................................................................................................ 3-37
Last updated Wednesday, April-20-16
Concussion Policy .......................................................................................................... 3-38 BC Provincial Competition Policy .................................................................................. 3-39 Annual Award Criteria and Procedure .......................................................................... 3-40 Social Media Policy ....................................................................................................... 3-42 Commercial Electronic Message Policy ........................................................................ 3-45 Affiliate Membership Policy .......................................................................................... 3-46 Club Membership Policy ............................................................................................... 3-47 HCBC Honorary Lifetime Membership Policy ............................................................... 3-48 HCBC Member “Not In Good Standing” Policy ............................................................. 3-49
Strategic Plan ......................................................................................... Section 4 HCBC Strategic Plan ........................................................................................................ 4-2
Constitution and Bylaws ........................................................................ Section 5 Constitution .................................................................................................................... 5-3
Bylaws ............................................................................................................................. 5-4 Bylaw Interpretation ..................................................................................................... 5A-2
Financial Information……………………………………………………………………………. Section 6 Current Budget ................................................................................................................ 6-2 General Financial information ........................................................................................ 6-3
APPENDIX
Detailed Job Descriptions ................................................................... Appendix A The Zone Director’s Job Description ............................................................................... A-2 Affiliate Director’s Job Description ................................................................................. A-4 Director At Large Job Description ................................................................................... A-5 Executive Job Descriptions.............................................................................................. A-6 Director BCAC Job Description ...................................................................................... A-18 Volunteer HCBC Representative to Outdoor Recreation Council ................................ A-19
Horse Council Programs ..................................................................... Appendix B Government Support Program ....................................................................................... B-2 Grant Evaluation System ................................................................................................. B-4 Liability Insurance Overview ........................................................................................... B-6 BC Athlete’s Assistance Program .................................................................................... B-7
Last updated Wednesday, April-20-16
Forms................................................................................................. Appendix C Photo Release Form ........................................................................................................ C-2 Request for In Camera Minutes Consent Form .............................................................. C-3
BC Athletes Assistance Program for Athletes with a Disability ...................................... C-4 BC Athletes Assistance Program Application Form ........................................................ C-7 HCBC BCAAP Athlete Declaration Form .......................................................................... C-9 Expense Statement ....................................................................................................... C-10 Core & Zone Funding .................................................................................................... C-12 Core Grant Funding Budget Submission ....................................................................... C-13 Core Grant Funding Request Form ............................................................................... C-14 Requisition Form for Approved Grant .......................................................................... C-15 Zone Funding Request .................................................................................................. C-16 Reporting Form for Approved Zone Funding ................................................................ C-18 Participation Event Grant Program ............................................................................... C-21 Participation Event Grant Application .......................................................................... C-22 Participation Event Grant Report Form ........................................................................ C-23 HCBC Major Project Procedure ..................................................................................... C-24 Authority for Expenditure (AFE) ................................................................................... C-25 Scholarship Criteria ....................................................................................................... C-27 BC Equestrian Trails Fund Criteria ................................................................................ C-29
Last updated Wednesday, April-20-16
HORSE COUNCIL B.C.
BOARD MEMBERS POLICIES AND PROCEDURES MANUAL
GENERAL INFORMATION
Acronyms
Staff List Board of Directors List Zone Reps & Club List
Zone Map Dates to Remember
Affiliate Mission Statements
i
ACRONYMS
AAFC .......................................................................................... Agri-Food and Agriculture Canada
AAP ................................................................................................... Athlete’s Assistance Program
AGM ......................................................................................................... Annual General Meeting
BC .......................................................................................................................... British Columbia
BCAC ..................................................................................... British Columbia Agricultural Council
BOD .................................................................................................................... Board of Directors
CDART .......................................................................... Canadian Disaster Animal Response Team
CEF ................................................................................................Canadian Equestrian Federation
CIEC .............................................................. Canadian Interprovincial Equestrian Championships
CFIA ........................................................................................... Canadian Food Inspection Agency
EC ............................................................................................................................. Equine Canada
EFP .......................................................................................................... Environmental Farm Plan
FEI .......................................................................................... Federation Equestrian International
FIPPA ........................................................ Freedom of Information and Protection of Privacy Act
HCBC ...................................................................................................................... Horse Council BC
HWAC ........................................................................................ Horse Welfare Alliance of Canada
IAF ........................................................................................... Investment Agriculture Foundation
JTAC .......................................................................................... Joint Trails and Access Committee
NCCP ................................................................................ National Coaching Certification Program
OIPC ............................................................. Office of the Information and Privacy Commissioner
ORC ..................................................................................................... Outdoor Recreation Council
PGX .............................................................................................................. Prince George Agriplex
PIPA ....................................................................................... Personal Information Protection Act
PR ............................................................................................................................ Public relations
VP ............................................................................................................................. Vice President
ii
STAFF LIST
P. 604-856-4304
TF 1-800-345-8055 Executive Director
Lisa Laycock [email protected] ext #1008 Manager, Coaching & Education
Wendy Sewell [email protected] ext #1004 Manager, Competition & Sport
Ali Buchanan [email protected] ext #1005 Senior Program Director
Kelly Coughlin [email protected] ext #1006 Membership Coordinator
Sandy Underwood [email protected] ext #1002 Marketing & Communications Coordinator
Aynsley Cairns [email protected] ext #1003 Recreation Coordinator
Jennifer Pipe [email protected] ext #1009 Bookkeeper, Finance & Grants
Lynn Wallden [email protected] ext #1007 Reception/General Inquiries
Lynda Eckstein [email protected] ext #1000 Bookstore [email protected] Harassment Awareness Advisor [email protected] Forums [email protected]
iii
Board of Directors
iv
HORSE COUNCIL BC ZONES
In order to motivate each provincial sport organization to spread their efforts and interest throughout the province, and ensure that the BC Summer and BC Winter Games include participants from every part of the province, the province has been divided into eight zones.
Each of the eight zones has a Horse Council BC Zone Rep. Please note that the BC Seniors Games Zones are NOT THE SAME as they have 12 zones instead of 8.
For a complete listing of HCBC zones and their associated zone representative visit: http://www.hcbc.ca/index.php/about/zones/
Zone 1
Zone 1 Reps Arlene Ridge 153 Campsall Road Box 18 Fort Steele, BC V0B 1N0 [email protected]
Phone: 250-489-5923
Liz Saunders 4025 Krestova Road Crescent Valley, BC V0G 1H1 [email protected] Phone: 250-359-7293
Zone 1 Clubs
Bbq Ranchers Community Club Larry Kelly 250-429-3768 [email protected]
BCIN West Kootenay Pony Club Amy Thomson 250-229-5778 [email protected]
Boundary Horse Association Madalene Espenhain 250-443-3191 [email protected]
Cowboy Mounted Shooters Association of BC Pamela Sabo 250-866-5775 [email protected]
Creston & District Society for Community Living Therapeutic Michelle Whiteaway 250-402-6793 [email protected]
Creston Valley 4H Horse Club Patricia Hayes 250-428-7973 [email protected]
Creston Valley Horse Association Dawn Brazdil-Lust 250-428-4462 [email protected]
East Kootenay Back Country Horsemen Brian Marriott 250-489-0665 [email protected]
v
Zone 1 (cont)
Kootenay Back Country Horsemen Rick Fillmore 250-367-9834 [email protected]
Kootenay Carriage Driving Club Betsy Nasmyth 250-352-2427 [email protected]
Koot-Neigh Vaulters Naomi Weber 250-352-3735 [email protected]
Maverick Riding Club Christy Lode 250-581-0533 [email protected]
Nelson & District Riding Club Janine Anderson 250-354-7258 [email protected]
Pass Creek Regional Exhibition Society Donna Smith 250-365-7273 [email protected]
Pineridge Roping Club Kandy Aylward 250-428-1578 [email protected]
Slocan Valley Outriders Association Carla Card 250-355-2680 [email protected]
South Country Cowboys Association Jeannette Selwood 250-429-4039 [email protected]
Sunshine Bay Riding Club Deb Miller 250-229-5255 [email protected]
Trail Horsemen’s Society Margit Hinchcliffe 250-362-7679 [email protected]
Valley Riders – Sparwood Society Bruce Timbrell 250-425-4715 [email protected]
Zone 2
Zone 2 Reps Carolyn Farris 5105 Landsdowne Road Armstrong, BC V0E 1B4 [email protected] Phone: 250-546-6083
Dawn MacRae 5621 Sawmill Road Oliver, BC V0H 1T9 [email protected] Phone: 250-689-0156
vi
Zone 2 Clubs Agassiz Rainbow 4-H Club Claudette Martin [email protected]
Armstrong Enderby Riding Club Cathy Glover 250-838-0649 [email protected]
Barnhartvale Horse & Hiker Trail Preservation Society Yvonne Prokopetz 250-573-2825 [email protected]
Barriere & District Riding Club Darcey Woods 250-318-9975 [email protected]
BC Cutting Horse Association Cheri Smeeton 250-573-2541 [email protected]
BC Interior Arabian Horse Association Dani Goldenthal 250-832-4111 [email protected]
BCIN Armstrong Pony Club Alissa Korberg-Schultz 250-309-8623 [email protected]
BCIN Kelowna Pony Club Sharon Walters 250-300-5446 [email protected]
BCIN North Thompson Pony Club Kerry Meadows 250-674-3850 [email protected]
BCIN Penticton Pony Club Karen Treader 778-515-6780 [email protected]
BCIN Shuswap Pony Club Julie Bose 250-804-0613 [email protected]
BCIN South Thompson Pony Club Trish Garland 250-679-8353 [email protected]
BCIN Thompson Valley Pony Club Pam Ketter 250-573-2943 [email protected]
BCIN Vernon & District Pony Club Susan Hamilton 250-542-9991 [email protected]
Beatton Community 4-H Club Claudette Martin [email protected]
Beaverly 4-H Club Leona Peachey-Elliot 250-545-0336 [email protected]
vii
Zone 2 (cont)
Blue Mountain 4-H Club Eva Gulbranson 250-545-0336 [email protected]
Boots N Bridles 4-H Club Charlene Johnson 250-545-0336 [email protected]
Boundry C 4-H Club Greg MacDonald 250-545-0336 [email protected]
British Columbia Interior Morgan Horse Club Laurie Lyons 250-571-9419 [email protected]
Canadian Warmblook Horse Breeders Association BC Natasha Gammel 250-863-0985 [email protected]
Cariboo Trails Carriage Driving Club Ken Huber 250-456-6050 [email protected]
Chilliwack 4-H Horse Club Kathy Teschke 250-545-0336 [email protected]
Coombs Country 4-H Horse Club John Hildebrandt 250-545-0336 [email protected]
Cowichan Horse 4-H Club Clare Tompkins 250-545-0336 [email protected]
Double L 4-H Club Lora Higgins [email protected]
Fort St. James 4-H Club Claudette Martin 250-545-0336
Fraser Valley Footprints 4-H Club Heather Schmidt 250-545-0336 [email protected]
Gabriola 4-H Club Sue Bolton 250-545-0336 [email protected]
Garnett Valley Gang Wendy Davis 250-765-4927 [email protected]
Git Er Done Gymkhana Club Bev Hall 250-577-3154 [email protected]
Glen Valley 4-H Club Claudette Martin 250-545-0336
Hoof ‘N Boots 4-H Club Claudette Martin 250-545-0336
Hooves and Hands Haines Junction 4-H Club Claudia Heath 250-545-0399 [email protected]
viii
Zone 2 (cont)
Hooves and Hounds 4-H Club Claudette Martin 250-545-0336 [email protected]
Inland Draft & Teamsters Association Marge Sidney 250-546-0900 [email protected]
Interior Cutting Horse Association Kevin Bennett 250-374-3094
Kamloops Back Country Horsemen Pat Johannson 250-320-4365 [email protected]
Kamloops Therapeutic Riding Association Ashley Sudds 250-554-3811 [email protected]
Kelowna Gymkhana Club Amanda Lamberton 250-878-6062 [email protected]
Kelowna HoofBeats 4-H Club Leah Allen 250-545-0336 [email protected]
Merritt Back Country Horsemen Kelly Allen 250-378-2346 [email protected]
Mid Valley 4-H Club Claudette Martin 250-545-0336 [email protected]
Nicola Valley Riding Club Hope Thomas 250-378-7901 [email protected]
North Okanagan Back Country Horsemen Darcy Bulmer 250-838-6581 [email protected]
North Okanagan Rodeo Club Amanda Fitchett 250-503-6431 [email protected]
North Okanagan Therapeutic Riding Association Dani Goldenthal 250-549-0105 [email protected]
North Thompson Back Country Horsemen Norm Kienitz 250-320-1988 [email protected]
North Valley 4-H Club Claudette Martin 250-545-0336 [email protected]
Northwest 4-H Club Joyce Foxcroft 250-545-0336 [email protected]
Okanagan Back Country Horsemen Chicki Jacques 250-861-5849 [email protected]
Okanagan Carriage Driving Club Deb Gardner 250-546-6422 [email protected]
ix
Zone 2 (cont)
Okanagan Miniature Horse Club Ally Lebel 250-542-6739 [email protected]
Old Friends Canada Society Deborah Battrum 250-869-9661 [email protected]
Peachland Riding Club Darlene Pappas 250-462-0169 [email protected]
Penticton Trail Breakers 4-H Club Sandra MacRae 250-545-0336 [email protected]
Pinantan Equestrian Club Gail Eversfield 250-573-4738 [email protected]
Pine Tree Riding Club Brenna Mayer 250-573-2667 [email protected]
Prairie Trotters Horse, Hound & Busy Hands 4-H Club Wendy Mohle 250-545-0336 [email protected]
Quick Community 4-H Club Paula Dieleman 250-545-0336 [email protected]
Rodeo Rednecks 4-H Club Dani Noble 250-545-0336 [email protected]
Rose Lake/Miocene 4-H Club Claudette Martin 250-545-0336 [email protected]
Rusty Spurs Horse 4-H Club Marcy Neudorf 250-454-0336 [email protected]
Saanich Horse 4-H Club Arlene Jones 250-545-0336 [email protected]
Saddle Champs 4-H Club Claudette Martin 250-545-0336 [email protected]
Salmon Valley Trail Dusters 4-H Kristie Clark 250-545-0336 [email protected]
Selkirk Saddle Club Tanya Secord 250-814-0050 [email protected]
Shuswap Back Country Horsemen Linda Buchanan 778-257-7700 [email protected]
South Central Quarter Horse Association Carolyn Farris 250-546-6083 [email protected]
South Country Craft and Critters 4-H Club Claudette Martin 250-545-0336 [email protected]
x
Zone 2 (cont)
South Valley Silver Spurs 4-H Club Claudette Martin 250-545-0336 [email protected]
Southern Interior Dressage Association Isabel Reinertson 250-832-9517 [email protected]
Spirit Riders Horse 4-H Club Joie McBryan 250-545-0336 [email protected]
Squamish Community 4-H Club Claudette Martin 250-545-0336 [email protected]
Summerland Rodeo Grounds Equine Dev Committee
Gwen Shaw 250-494-8198 [email protected]
Topley 4-H Club Joyce Deileman 250-545-0336 [email protected]
Twin River Riders 4-H Club Claudette Martin 250-545-0336 [email protected]
Valley Lopers 4-H Club Diana Dore 250-545-0336
Vernon District Riding Club Julia Bostock 250-308-7079 [email protected]
Vernon Young Riders 4-H Club Lorna kotz 250-545-0336 [email protected]
Watson Lake Multi 4-H Club Claudette Martin 250-545-0336 [email protected]
Wells Gray Riders Association Elysia McClennon 250-674-8557 [email protected]
Zone 3
Zone 3 Reps Nancy Olson-Beaulieu 10750 280 Street Maple Ridge, BC V2W 1T8 [email protected] Phone: 604-462-0952
Chris Pack 2661 MacBeth Crescent Abbotsford, BC V3G 1C2 [email protected]
Phone: 604-837-9780
xi
Zone 3 Clubs
Aldergrove Back Country Horsemen Brian Harder 604-941-9888 [email protected]
American Saddlebred Horse Association Of BC Glen Dragan 604-856-0673
BC Carriage Driving Fraser Valley Chapter Audrey MacDonald 604-465-4427 [email protected]
BC Ranch Cutting Horse Association Penelope Broad 604-868-5100 [email protected]
BC Standardbred Horse Adoption Society Sherri Friesen 604-881-4392 [email protected]
BC Team Cattle Penning Association Theresa Suierstra 604-492-8891 [email protected]
BCLM Alouette Pony Club Helen Tokay 604-462-0809 [email protected]
BCLM Glen Valley Pony Club Marta McIntosh 604-888-9717 [email protected]
BCLM Golden Ears Pony Club Tracy Wahl 604-476-0005 [email protected]
BCLM Hazelmere Pony Club Mary Dedrick 604-857-8884 [email protected]
BCLM Langley Pony Club Lisa George 604-607-1234 [email protected]
BCLM Mission Hills Pony Club Tracy Carver 778-999-7400 [email protected]
BCLM Mt Cheam Pony Club Janice Spenst 604-819-4757 [email protected]
British Columbia Miniature Horse Club Heather Ward 604-858-9650 [email protected]
Campbell Valley Equestrian Society Carol McDonald 604-534-1676 [email protected]
Canadian Horse Heritage & Preservation Society Elaine Ullrich 778-828-8698 [email protected]
Chilliwack Riding Club Sarah McAninch 604-798-5337 [email protected]
Circle F Horse Rescue Society Kevan Gareki 778-858-7301 [email protected]
xii
Zone 3 (cont)
Country Dressage Kathy Lifton 604-534-0886 [email protected]
Fraser Valley Equestrian Society Rene Atkinson 604-798-4824 [email protected]
Fraser Valley Hunt Society Aar Koeman 604-857-9428 [email protected]
Freedom Acrobatics Alisa Schmidt 604-316-5013 [email protected]
Haney Horsemen Association Lynn Byer 604-462-9954 [email protected]
Horse Protection Society Of BC Sharon Wells-Ackermans 604-539-8391 [email protected]
Langley Horse And Farm Federation Carla Robin 604-220-6906 [email protected]
Langley Riders Society Wanda Bittner 604-533-4653 [email protected]
Lower Mainland Ranch Sorting Association Susan MacAndrew 604-819-1451
Mission Horse Club Rosalie Turcotte 604-854-0963 [email protected]
New Stride Thoroughbred Adoption Society Linda Lytle 604-733-1345 [email protected]
North Fraser Therapeutic Riding Association Sharolyn Wandzura 604-462-7786 [email protected]
Northlight Vaulters Colin Schmidt 1-888-926-2522 [email protected]
Pacific Coast Team Penners Association Lisa Ledger 604-341-9340 [email protected]
Pacific Riding For Developing Abilities Chilliwack Daphne Clegg 604-858-2149 [email protected]
Pacific Riding For Developing Abilities Langley Michelle Meacher 604-530-8717 [email protected]
Pipsqueak Paddocks Miniature Horse Haven Society
Rebecca Sawatzky 604-316-5060 [email protected]
Valley Therapeutic Equestrian Association 604-857-1267 [email protected]
Vermillion Forks Back Country Horsemen Jim McCrae [email protected]
Vintage Riders Equestrian Club Darcy Racine 604-888-2760 [email protected]
xiii
Zone 3 (cont)
West Coast Thunder Drill Team Kelly Walker 604-309-5467 [email protected]
Yarrow Back Country Horsemen John Gardner 604-854-1245 [email protected]
Zone 4
Zone 4 Reps Debbie Rogal 10703 155A Street Surrey, BC V3R 9X5 [email protected] Phone: 778-773-3417
Lisa Mander 7 – 4907 57A Street Delta, BC V4K 3G6 [email protected] Phone: 604-719-1989
Zone 4 Clubs BC Young Riders Dressage Program Lori Pshebnski 604-499-8872 [email protected]
BCLM Burnaby Lake Pony Club Susan Andrews 604-525-4977 [email protected]
BCLM Campbell Valley Pony Club Joanie Thompson 604-541-4074 [email protected]
Burnaby Horsemen's Association Debbie Rogal 604-420-5074 [email protected]
Lower Mainland Quarter Horse Association Pia Petersen 604-299-6115 [email protected]
Panorama Ridge Riding Club Susan Flesher 604-307-6502 [email protected]
Triple M Vaulters MariJean Maher 604-505-9590 [email protected]
xiv
Zone 5
Zone 5 Reps Cheryl Dewson 4294 Staulo Crescent Vancouver, BC V6N 3S2 [email protected] Phone: 604-722-3219
Allison Warren 1117 2012 Fullerton Avenue North Vancouver, BC V7P 3E3 [email protected]
Phone: 604-512-4472
Zone 5 Clubs
Airborn Vaulters Miriam Grob 604-618-9732 [email protected]
BCLM Boundary Bay Pony Club Kelly Kerfoot 604-767-9737 [email protected]
BCLM East Maple Ridge Pony Club Wendy Gilmour 604-222-0760 [email protected]
BCLM Richmond Pony Club Chris Richardson 604-273-6652 [email protected]
BCLM Vancouver Pony Club Philip Hemming 604-737-7724 [email protected]
Bit-A-Bling Grand Entry Sheila Caravetta 604-308-7199 [email protected]
Borsos Torzs Horse Archery Club Robert Borsos 604-935-8675 [email protected]
Bowen Island Horse Owners & Riders Association Brenda Addison-Jones 604-506-5120 [email protected]
Delta Riding Club Leslie Dowler 604-910-9916 [email protected]
Fusion Vaulters Jessica Church 778-899-8798 [email protected]
Pemberton Back Country Horsemen Corrine Orava Stoltz 604-894-5502 [email protected]
Pemberton Valley Trails Association Corrine Orava Stoltz 604-894-5502 [email protected]
xv
Zone 5 (cont)
Pony Pals Therapeutic Riding Association Candice Miller 604-834-6655 [email protected]
Richmond Therapeutic Riding Association Erin McRae [email protected]
Southlands Riding Club Gillian Winkler 604-263-4817 [email protected]
Southlands Therapeutic Riding Society Alexandra Cope 604-261-1295 [email protected]
Squamish Equestrian Gymkhana Club Kerri Hunter 604-902-1380 [email protected]
Squamish Valley Equestrian Association Sandra Haffey 604-898-4248 [email protected]
Sunshine Coast Equestrian Club Cindy Worrall 604-741-5660 [email protected]
Therapeutic Riding on the Sunshine Coast Sandra Stushnoff 778-881-8311 [email protected]
Tiny Tales Pony Rescue Society Marilyn Pay 604-946-8085 [email protected]
Zajac Ranch for Children Wendy Zajac 604-739-0444 [email protected]
Zone 6
Zone 6 Reps Selena Pellizzari 3735 Jinglepot Road Nanaimo, BC V9R 6X2 [email protected] Phone: 250-668-0752
Susan Harrison 3187 Garner Street Chemainus, BC V0R 1K2 [email protected] Phone: 250-416-0094
Zone 6 Clubs
Alberni Valley Back Country Horsemen Erica Blake 250-720-1298 [email protected]
Balance Equestrian Center Wanda Gust 250-202-3105 [email protected]
BC Carriage Driving Vancouver Island Tina Knott 250-743-9104 [email protected]
BC Competitive Trail Riders Association Claire Viti 250-881-8153 [email protected]
xvi
Zone 6 (cont)
BC Island Alberni Valley Pony Club Colleen Jansma [email protected]
BC Island Comox Valley Pony Club Penny Mullan 250-871-1042 [email protected]
BC Island Greater Victoria Pony Club Hilary Harris 778-404-0129 [email protected]
BC Islands Campbell River Pony Club Shannon Buck 250-287-2651 [email protected]
BC Islands Cowichan Valley Pony Club Tarka Clayton 250-749-6674 [email protected]
BC Islands P’s & Q’s Pony Club Catherine Dempster 250-248-0953 [email protected]
BC Islands Salt Spring Island Pony Club Samantha Clarkson 778-353-3776 [email protected]
Cadora British Columbia Association Pam Williams 250-722-4791 [email protected]
Cedar Horse Club Brenda Cormack 250-729-5081 [email protected]
Courtenay Cadora Bonnie Earle 250-337-8428 [email protected]
Cowichan District Riding Club Joy Matthews 250-746-7690 [email protected]
Cowichan Therapeutic Riding Association Anne Muir 250-746-1028 [email protected]
Denman/Hornby Island Equines Association Kathleen Rapati 250-335-1775 [email protected]
Elk-Beaver Lake Equestrian Society Heather Afford 250-885-0284 [email protected]
Errinton Therapeutic Riding Association Kathy Calder [email protected]
Garden City Horsemen’s Club Evelyn Selzler 250-208-2967
Golden Maples Farm Eileen Stevens 250-245-2352 [email protected]
Highlands Horse Club Janet Williams 250-479-7497 [email protected]
xvii
Zone 6 (cont)
Hope For Horses Cindy Galloway 250-752-3030 [email protected]
Island Barrel Racing Dallas Noble 250-954-7537 [email protected]
Kaskati Vaulters Danielle Tait-Stratton 250-516-2424 [email protected]
Lower Island Equestrian Club Sandy Marshall 250-479-9147 [email protected]
Luxton Equestrian Association Rebecca Wilson 250-514-7743 [email protected]
Manestream Vaulters Stella French 250-474-0917 [email protected]
Metchosin Equestrian Society Sandy Jenkins 250-478-5334 [email protected]
Mid Island Cadora Pam Williams 250-722-4791 [email protected]
Nanaimo Equestrian Association Laura Kandall 250-619-9983 [email protected]
North Vancouver Island Back Country Horsemen Sharon Pickthorne 250-337-1818 [email protected]
North Vancouver Island Horse Association Sally Ansell 250-338-1742 [email protected]
Oceanside Hunter Jumpers Association Joy O'Connell 250-228-0943 [email protected]
Powell River Back Country Horsemen Carol Braun 250-487-1834 [email protected]
Powell River Therapeutic Riding Association Nellie Valentine 604-485-0177 [email protected]
Powell River Trail Riders Club Brenda Clarke 604-487-9448 [email protected]
Reinforest Riders Brenda Engel 250-956-4248 [email protected]
Saltspring Island Therapeutic Riding Association Liz Anderson 250-653-0043 [email protected]
Silver Spur Riding Club Terry Kinch 250-954-0443 [email protected]
xviii
Zone 6 (cont)
Sointula Horse Club Serena Lansdowne 250-973-6312 [email protected]
Sooke Saddle Club Nora Johnson 250-642-3467 [email protected]
South Vancouver Island Back Country Horsemen Rohnda Hittinger 250-246-4252 [email protected]
Valley Vaulters Larelli Morrison 250-338-1968 [email protected]
Vancouver Island Appaloosa Horse Club Stacey Carlos 250-360-7983 [email protected]
Vancouver Island Arabian Horse Association Gerald Mcdonald 250-722-2150 [email protected]
Vancouver Island Central Back Country Horsemen Lynn de Vries 250-245-4204 [email protected]
Vancouver Island Hunter Jumper Association Cathy Totten 250-652-1795
Vancouver Island Quarter Horse Association Cherie Corrigan 250-218-2468 [email protected]
Victoria Polo Club Cathy Ward 250-544-0542 [email protected]
Victoria Saanich Cadora Ilona Rule 250-544-4399 [email protected]
Victoria Therapeutic Riding Audrey Cooper 778-426-0506 [email protected]
Vimy Western Riding Club Carry Eagle 250-716-6693 [email protected]
West Coast Vaulters Debbie Bentzen 250-228-8880 [email protected]
Zone 7
Zone 7 Reps Christine Hassell 26278 Walcott Road Telkwa, BC V0J 2X2 [email protected] Phone: 250-847-0921
Erin Rowsell Box 4791 Smithers, BC V0J 2N0 [email protected] Phone: 250-8475223
xix
Zone 7 Clubs
BCIN Lakes District Pony Club Aimee Ancheta 250-698-7736 [email protected]
BCIN Omineca Pony Club Eveline Neumeister 250-587-9092 [email protected]
BCIN Terrace Pony Club Kristy Evan Hernes 250-638-1633 [email protected]
Fraser Lake Saddle Club Judy Carter 250-699-8087
Lakes District Cattle Penning Association April Flemming 250-694-3594 [email protected]
North East Interior Carriage Driving Club Janice Payne 250-570-9041 [email protected]
Northern Saddle Club Erin Rowsell [email protected]
North West Back Country Horsemen Floyd Kennedy 250-846-9251 [email protected]
Northwest Therapeutic Equestrian Association Judy Eisner 250-635-5539 [email protected]
Pleasant Valley Horse Club Lory Howard 250-877-9226 [email protected]
Skeena Stikine Back Country Horsemen Richard Rennison 250-975-0226 [email protected]
Totem Saddle Club Michalla Heighnington 250-641-0072
Tweedsmuir Cavaliers Saddle Club Sharon Marr 250-692-2337 [email protected]
Zone 8
Zone 8 Reps Orville Smith 13395 W Beaverly Street Prince George, BC V2N 5A6 [email protected] Phone: 250-964-2269
Steven Dubas 8104 St. John Crescent Prince George, BC V2N 4H8 [email protected] Phone: 250-964-2982
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Zone 8 Clubs
100 Mile & District Outriders Club Michael Kidston 250-395-6025 [email protected]
Agriplex Riders Club Joan Andrews 250-961-7132 [email protected]
Alex Fraser Park Society Anna Johnson 250-747-3747 [email protected]
Baker Creek Gymkhana Club Patricia Williamson 250-249-5642 [email protected]
BC Interior Hunter Jumper Association Megan Mueller 250-640-1108 [email protected]
BC Team Roping Association Rae-Lynn Lytton 250-396-7710 [email protected]
Bouchie Lake Gymkhana Club Dawn Morley 250-249-5825 [email protected]
Cariboo Draft Horse & Driving Club Merv Furlong 250-296-3109
Cariboo Hoofbeats Assisted Activity Program Eddie Ferris 250-938-4005 [email protected]
Chetwynd Gymkhana Club Alison Keutzer 250-401-1417 [email protected]
Dawson Creek & Dist Stables & Arena Assoc. Helga Morrison 250-784-8291
Doe River Gymkhana Club Trisha Braun 250-754-4398 [email protected]
Git Along Horse Club Ellen Ross 250-827-3100 [email protected]
Lakes Community Horse Club Mira Warrington 250-967-4448 [email protected]
Mile Zero Roping Club Jackie Leask 250-782-1464 [email protected]
NCBC Cadora Monika Dreise 250-560-5788 [email protected]
North Cariboo Back Country Horsemen Rob Lafrance 250-249-5353 [email protected]
North Cariboo Draft Horse & Mule Association Joan McNaughton 250-992-7485 [email protected]
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Zone 8 (cont)
North Cariboo Gymkhana Society Lindsay Brunt 250-747-2778 [email protected]
North Peace Light Horse Association Nola Grieve 250-262-8474 [email protected]
North Peace Ride For The Disabled Elizabeth Calder 250-785-3664 [email protected]
North West Interior Carriage Driving Club Elisa Marrochi 250-397-2979 [email protected]
Northern Horse & Mule Harness Association Deanna Chamber [email protected]
Peace Country Horse & Rider Association Lynne May 250-789-3217
Peace River Cutting Horse Association Marianne Johnson 250-219-6475 [email protected]
Prince George Horse Society Dawn Goyer 250-563-2200 [email protected]
Prince George Rodeo Association Susan Spears 250-961-5521 [email protected]
Prince George Therapeutic Riding Barb Warkentine 250-962-5082 [email protected]
Quesnel & District Riding Club Marjatta Schliep 250-747-2274 [email protected]
Quesnel Barrel Racing Association Carle Schisler 250-747-4692 [email protected]
Robson Valley Back Country Horsemen Eileen Wallace 250-569-2324 [email protected]
Salmon Valley Gymkhana Club Sybil Quesnel 250-962-8977 [email protected]
South Cariboo Back Country Horsemen Jeff Eastwood 250-392-4191 [email protected]
Tabor Mountain Recreation Society Randy Ellenchuk 250-981-1871
The Great Cariboo Ride Society Doris Embree 250-791-6447 [email protected]
Timberline Riders Gymkhana Club Michelle Prince 250-963-7329 [email protected]
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HORSE COUNCIL BC ZONE MAP
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DATES TO REMEMBER for HCBC DIRECTORS
First Quarter Host Zone AGM in Jan/Feb Year-End procedures & Annual Audit
Jan Government Reporting Due Membership Renewals Due Club Renewals Due Affiliate Renewals Due
Feb Dressage Symposium – Annually; First weekend of Feb
Mar Sport BC, ViaSport Athlete of the Year Event Board Reports due 3 weeks prior to board meeting Board Meeting – last weekend in Mar
Second Quarter Annual Return to be Filed
Apr Apr 15 - Core Grant request deadline Apr 15 – Annual deadline for BC Equestrian Trails Fund requests
May
June Equine Canada Horse Day - Annually; First weekend of June
xxvi
Third Quarter July Jul 3-5, 2015 - BC Heritage Finals – Maple Ridge BC Summer Games in even years – Last Summer Games in 2014
Aug Aug 1st – Budget Request Due to Executive Director/Finance Committee HCBC Horse Day at the Fair at the PNE – Vancouver Aug 25-29, 2015 – BC Senior Games – North Vancouver
Sept
Fourth Quarter Oct Oct 3-5, 2014 - Canadian Interprovincial Equestrian Championships – Blaineville, QC Board Reports due 3 weeks prior to board meeting
Nov Board Meeting – First weekend in Nov
Dec Send info on Zone AGM to office for newsletter Membership Renewals Due Club Renewals Due Affiliate Renewals Due
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AFFILIATES MISSION STATEMENTS
Backcountry Horsemen Society BCHBC today provides an environment for equestrians who are interested in trail riding and the back country; a social, safe learning atmosphere where people of all ages and experience can enjoy trail riding and the wilderness experience. Through collaboration with individuals, government, business and other recreational users of public land we strive to preserve and enhance the use of public lands for all equestrians.
BC 4-H
The 4-H program provides young people with an opportunity to learn how to become productive, self-assured adults who can make their community and country a good place in which to live. This is fostered through project and program work, experiences with their 4-H club members and leaders and their participation in district, regional and even provincial programs.
The goal of the 4-H program is youth development. The objectives of 4-H clubs are knowledge, leadership, citizenship and personal development.
4-H is an organization dedicated to young people. The mission is to: Inspire, educate and develop youth into empowered community leaders.
BC Carriage Driving Society The BC Carriage Driving Society (BCCDS) is a non-profit organization formed to promote, support and help to provide education and exposure to all aspects and types of driving, be it recreational, pleasure or competitive, within the province of BC.
BC Hunter Jumper Association The mission of the BCHJA is to support and promote British Columbia's Hunter and Jumper riders at all levels. As a Provincial Association, the BCHJA works closely with Horse Council British Columbia, Equine Canada and the Jump Canada Committee to maintain high standards for our competitions, with safety and good sportsmanship being of primary focus. The BCHJA endeavors to give financial assistance to its members on the basis of excellent performance and to promote education.
BC Quarter Horse Association The purposes of the Association are to promote and encourage the development and improvement of the Quarter Horse Breed. The Association shall be an organization affiliated with the American Quarter Horse Association and shall promote the objectives of the American Quarter Horse Association:
By promoting, under the rules and regulations of the American Association, approved shows and contests.
By carrying out the publicity and promotional activities within its territorial boundaries.
By supporting the Canadian Quarter Horse Association.
By promoting and developing the Canadian Quarter Horse industry.
Operating in accordance with the official American Quarter Horse Association rulebook.
Operating in accordance with the official British Columbia Quarter Horse Association rulebook.
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BC Therapeutic Riding Association OUR GOALS AND OBJECTIVES To promote and foster the use of the horse for therapy, sport and recreation for people with disabilities in British Columbia. To encourage regional co-operative development and communications. To provide a framework for those interested in the promotion, research and development of the therapeutic horse related activities. To promote and plan workshops and other educational programs on a continuing basis.
Canadian Pony Clubs (BC Division) The BC Lower Mainland Region has about 300 members and 15 branches. It is for young people up to the age of 21 who want to learn more about horses, riding and horse care. Our motto is "Loyalty, Character, Sportsmanship", and we believe that we instill these values into our members. We are proud of our Canadian Pony Club members who learn to be responsible, confident, motivated horse people, with high degree of knowledge and skill in equestrian arts. “Pony Club way” isn’t the only way, but it is a way which will be safe for any child, and any horse, in any situation. Our members have an opportunity to learn leadership and teamwork, make many new friends, and understand their responsibility as horse owners and/or riders.
Canadian Thoroughbred Horse Society (BC Division) To ensure a viable future for its members by providing assistance and representation within the Thoroughbred Breeding Industry.
Dressage BC Dressage BC is a non profit, volunteer based organization whose purpose is to foster an interest in the grass roots development of Dressage. The programs are primarily educational and designed to offer a framework in which individuals can progress with their horses through the levels. Dressage BC is an opportunity to share, experience, learn and contribute. Benefits of Membership include discounts on Clinics, business discounts and monthly prize draws. Endurance Riders Association of BC
To foster and stimulate interest in the equestrian sport of endurance riding;
To bring together all persons wishing to ride competitively;
To promote and encourage training and competition opportunities for beginning and advanced riders;
To assist in the development and preservation of courses or terrain suitable for endurance competitions;
To bring together all local long distance riding associations for increased educational opportunities.
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Equestrian Vaulting Association of BC The EVA of BC is a registered not-for-profit society, with the mandate to support and grow the sport of equestrian vaulting (or “vaulting” for short) in British Columbia through education and actively supporting the development of coaches, clubs and vaulters. The EVA of BC operates under its Constitution and By-Laws.
The EVA of BC is also responsible for establishing and maintaining the rules used for vaulting in BC and organizes several competitions each year (typically in June and September).
Horse Trials BC To promote participation, knowledge, and excellence in the sport of Horse Trials and 3 Day Eventing.
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HORSE COUNCIL B.C. BOARD MEMBERS POLICIES AND PROCEDURES MANUAL
Section 1
MISSION STATEMENT
Mission Statement Horse Council BC
S 1 - 2
HORSE COUNCIL BC MISSION STATEMENT
MISSION STATEMENT
Horse Council British Columbia is a member service organization that collaborates with business, industry and government on behalf of equine welfare, sports, recreation and the individual rider/driver. HCBC operates on behalf of all equine interests in British Columbia;
1. Advocate to the public and to all levels of government
2. Communicate effectively with members, public and government
3. Act as a resource for preserving, extending and ensuring access to trails and public lands
4. Educate members and the public on best practices and safety
5. Administer and develop programs for the benefit of membership
6. Develop partnerships with stakeholders and other organizations to strengthen the industry
7. Develop, promote and maintain a HCBC competition system from grassroots to provincial
VISION
Horse Council BC strives to represent ALL horse people in BC regardless of discipline, breed orientation, or sport. We endeavor to be an association that anyone active in the horse sector is proud to be a part of. We are accessible to all our members and communicate with them on both a professional and personal level. We ensure that we set an example for all other associations to follow.
VALUES
The following values guide Horse Council BC’s decision making and challenge us to put the needs of the people we serve first. We believe in responsibility and accountability to our Members. We must constantly strive to meet their needs and to ensure they always receive friendly, helpful, and accurate service in a prompt manner.
Horse Council BC will continue to develop, promote and deliver relevant programs to our membership as well as the BC horse community using outside resources to assist in these areas.
We must continue to be good citizens and recognize, support, and encourage the many volunteers in the BC horse community that make our business as well as the businesses of many others in the horse industry thrive. Horse Council BC will uphold the value of fairness in all of its undertakings. We promote “playing by the rules”, open-mindedness, listening to others and treating other people with respect.
HORSE COUNCIL B.C BOARD MEMBERS POLICIES AND PROCEDURES MANUAL
Section 2
ORGANIZATIONAL STRUCTURE
Rules & Responsibilities
“Now what do I do?” The Board’s Role
Board Member Job Descriptions Committee Responsibilities Organizational Chart
S 2 - 2
STRUCTURE
“Now What Do I Do?”
Welcome to the Horse Council BC Board of Directors!
You have been elected or appointed to the Board of Directors. This Handbook is designed to
help you understand what your role and responsibilities are, how Horse Council is
structured, and what the lines of communication are. Board Development is an ongoing
process, and this handbook is a living document, so if you have any questions, suggestions
or input for the Board or the Handbook, please let the President or Executive committee
know.
S 2 - 3
THE BOARD’S ROLE
THE BOARD’S ROLE
The Board of Directors is the group that decides on the route the association takes in its development. The following three crucial points illustrate the board’s role as a guiding body vs. an operational body (that is your Executive Director’s job). The Board’s main roles are to:
1. Plan, something like travelers consulting a map. 2. Decide from options, and wise decisions can only be made when all the options and
information are clearly known, and 3. Monitor through regular reviewing of the association’s plan, including approving
budgets and setting policies. In accomplishing the important role board members play, there are ten significant responsibilities:
1. The Board is responsible for long-range planning, not day to day affairs. 2. The Board is responsible for seeing that the organization has enough revenue to carry
out its plans. 3. The Board will give the Executive Director a clear idea of what it wants the Executive
Director to accomplish, and then let the Executive Director make all the day to day arrangements of the organization.
4. The Board hires and manages only one employee – the Executive Director (the Executive Director hires and manages the staff).
5. The Board will channel complaints about staff to the Executive Director, who will handle them (staff need just one boss). Conversely, the board should expect staff to take their problems through the chain of command – and not directly to board members.
6. The Board will not allow individual board members to use their position for personal gain.
7. The Board will let the Executive Director, in concert with the finance committee, evaluate purchases and decide what to buy – as long as the money has been budgeted.
8. The Board will avoid jumping in to solve management problems – even in crisis situations.
9. The Board understands its role is monitoring and evaluation, not hands on implementation.
10. The Board performs a self-evaluation at least once a year to improve its performance 11. The Board elects the Executive Committee who is responsible for overseeing month to
month conduct of HCBC
S 2 - 4
ORGANIZATIONAL STRUCTURE
BOARD MEMBER JOB DESCRIPTION
(Or, what am I supposed to do, now?)
Board members are responsible for the governance of the organization, for recognizing the responsibility of protecting the long-range future of the organization and seeing to it that it fulfils its obligations to its constituencies, however defined.
1. As a board member, you must make sure you meet the needs of the people you serve – the members of the organization; these are either Zone members, or Affiliate organization members.
2. Board members, acting as a group, set policies and goals for the association to
implement and achieve, with the Executive Director’s assistance. 3. Board members must ensure their organization has adequate finances and that money
is reasonably spent. In fact, fund raising is one of the most important board/volunteer assignments.
4. Board members must play an active role in supporting the organization and Executive
Director. 5. A Committee of the board selects and evaluates a chief staff officer (Executive Director)
who in turn becomes the association’s “manager”. 6. Individual board members support the Executive Director with their consulting skills –
when asked. They see to it that the organization is well managed, rather than managing it themselves.
7. Board members, acting as a team, make a written plan that outlines the long-term
future of the organization (2 to 10 years). Please see Section - 4 the HCBC Strategic Plan. 8. Individual board members will attend board meetings and actively participate, including
service on committees and as officers. 9. Individual board members will take responsibility for seeing that the future is protected
by having successors in training.
10. The Board elects the Executive Committee, who suggests task lists for Zone and Affiliate Directors. These can be found in Appendix A
Specific Job Descriptions for Executive Committee members can be found in Appendix A along with descriptions for the Zones and Affiliates.
S 2 - 5
ORGANIZATIONAL STRUCTURE - COMMITTEE RESPONSIBILITIES
COMMITTEE RESPONSIBILITIES
All committees must be based on a need and your president should have specific assignments for committees based on Horse Council’s plans. Committee chairmen are then charged with allocating various responsibilities to committee members. Your participation on a committee is important. Being involved on a committee can help you to get a better handle on the organization’s operations and help you to understand things better.
The Chairperson’s Role
These are a few suggestions to help you figure out what you are supposed to do:
1. You are the facilitator. Help the committee function, but don’t do the work yourself. Make sure the committee assignments are detailed, specific and clear. Call meetings, set the agenda, stimulate discussion, record decisions and recommendations, and don’t meet if there is nothing to do!
2. Know what your committee has been asked to do and regularly remind members of objectives and limit the committee work to that delegated by the board. Keep in contact and limit the committee work to that delegated by the board. Keep in contact with the president.
3. The president and Executive Director can be valuable assets to your committee and both should be “ex-officio” members of all committees.
4. Be sure that committee members support your decisions prior to your reporting to the board.
5. If the board is expected to take action on the committee report, give a clear recommendation to act upon.
6. Provide committee members with all pertinent resources as well as periodic constructive feedback. Don’t forget to say, “Thanks for a job well done.”
Remember, successful committee work is linked to two factors: a thorough orientation and continued positive reinforcement. The following provides a general overview of some committees and special programs to help illustrate the “big picture”. Support materials and documentation are also enclosed. POLICY #126-200X
S 2 - 6
EXECUTIVE COMMITTEE
Who’s on it? Usually the officers and the Executive Director (Ex officio). Horse Council has a President, Vice Presidents, Treasurer and Secretary. What do they do? Whatever the full board delegates to them. The board elects their executive committee and charges them with the responsibility to act on their behalf of board in the month to month conduct of the association’s business. How much power does the executive committee have? Whatever the full board gives them. Their authority is derived from the full board and is accountable to the full board. What does the board do if the executive committee takes care of everything? When the board meetings are free of routine business, there is more time to deal with major issues such as long-range planning, policies and funding. Any cautions? The board is liable for all actions taken by its committees; therefore a board must always know what its committees are doing.
Reporting Relationships
Staff report to and are directed by the ED. Any direction to staff, from any Board member, must go through the ED. Vice Presidents report to the President and together with the Secretary, Treasurer and President form the Executive committee which reports to the Board. The ED reports to the President. The President is accountable to the Executive and Board for their decisions. The Vice Presidents or other volunteers and relevant staff will often work directly together on projects, which the ED is ultimately responsible for ensuring completion of. These working committees operate within current HCBC policy, and any policy changes recommended by the committees are brought to the Board for final decision. Working committees may be chaired by Vice Presidents or staff, and may be directed by the ED
*The organizational chart delineating these relationships can be found on the following page.
S 2 - 7
OrgChart
HORSE COUNCIL B.C. BOARD MEMBER POLICIES AND PROCEDURES MANUAL
Section 3 POLICY DEVELOPMENT &
POLICY STATEMENTS
Policy Development
Code of Conduct – 100-01 Horse Council BC Policy Statement – 100-00
Nominating Committee Terms of Reference Policy – 100-02 Harassment Policy (RESCINDED) – 100-16 FOIPP Policy – 100-17
In-Camera Session Policy – 100-18 Police Record Check Policy – 100-19
Equity and Access Policy – 100-21 Finance Policy – 200-01
Grant Programs – Funding Requests – 200-02 Expense Reimbursement Policy – 200-03
Purchasing Procedures – 200-04 Major Project Procedure – 200-05
Coaches & Officials Discipline Policy – 300-01 Criteria for the Acceptance of External Education Programs – 300-02 Scholarship Criteria – 300-03 Helmet Policy – 400-01 Concussion Policy – 400-02
BC Provincial Competition Policy – 400-03 Annual Award Criteria and Procedure – 600-01
Social Media Policy – 600-02 Commercial Electronic Message Policy – 600-03
Affiliate Membership Policy – 700-01 Club Membership Policy – 700-02
HCBC Honorary Lifetime Membership – 700-03 Member Not In Good Standing Policy – 700-04
S 3 - 2
POLICY STATEMENTS
POLICY DEVELOPMENT
The Board holds the ultimate responsibility for board policy, but there is a need for Executive Director and staff input to develop these policies. Staff should be encouraged to offer suggestions and help influence policy according to what they perceive to be the organization’s needs. The process for policy development has four steps:
1. The Board/staff formulate new policy. 2. The Board approves final policy.
3. The staff implements new policy.
4. The Board/staff evaluate outcome of new policy.
On an annual basis, the board should review the goals the organization has set as well as performing an annual review of the long range plan the organization has formulated in order to achieve those goals. The planning process is a dynamic one, changing in response to changing demands as they are made upon the association. It is important to stress that the planning process must involve feedback from the members of the association – after all, THEY are the reasons that the association exists.
S 3 - 3
POLICY STATEMENTS
Horse Council BC
CODE OF CONDUCT
Preamble
We believe: That it is the right and responsibility of Horse Council BC to set standards in matters of ethics, sportsmanship and the welfare of the equine and in all matters under its jurisdiction. That it is desirable to define ethical practices, to delineate unethical practices, to encourage good sportsmanship, fair play and high ethical behavior and to warn, censure, or bring to public attention and discipline those who commit acts detrimental to the best interests of the organization. That Board members should observe the spirit as well as the letter of this Code of Conduct. That serving on the Board is a privilege, not a right and that such a position may be suspended, terminated or rejected following appropriate procedures. In particular, Board members who miss 3 consecutive meetings without cause, or who are inactive in promoting Horse Council between Board meetings may be asked to resign by majority vote of the Board. Board members are expected to:
Be trustworthy, exhibit honesty, loyalty and discretion in all equestrian related activities.
Issue public statements only in an objective and truthful manner.
Keep confidential information confidential
Uphold issues of safety and fairness in all aspects of equestrian sport.
Conduct themselves in a manner which reflects the values and ethics of Horse Council BC.
Represent their skills and abilities fairly and accurately
Never engage in any form of harassment, discrimination, inequitable or disrespectful treatment of any individual
Develop and advocate policies and procedures that foster fair, consistent and equitable treatment for all
Adhere to HCBC confidentiality and conflict of interest policy and guidelines.
Be responsible for the commitments they make to and on behalf of Horse Council BC Communicate promptly when they are unable to follow through on their commitments
POLICY #100-01 APPROVED – Sept 2008
S 3 - 4
HORSE COUNCIL BC POLICY STATEMENTS
Conflict of Interest Policy
A conflict of interest occurs when a Board Member derives or appears to derive a personal benefit or financial gain as a result of, or in connection with, their role as a Member of the Board. A personal gain has occurred if the benefit falls to the Member or someone in the Member’s immediate family. Voting Board Members must endeavor to keep all personal employment activities separate and distinct from Board responsibilities in order to prevent the appearance of a conflict of interest. In addition, no one may be a voting member of the Board and a paid member of the staff of HCBC at the same time. As soon as a Member identifies a potential conflict of interest s/he will disclose it to the Executive Committee of the Board where the status will be determined by unanimous vote. If the Executive Committee vote is not unanimous, the full Board must make the determination. If a conflict of interest exists then, during any consideration of the matter by the Board, the Member must: 1. Abstain from participation in discussion or voting on the matter; 2. Refrain from influencing the voting in any way, either before or during the meeting; and The minutes of the Board will record the existence of a conflict of interest and the actions taken in respect of above-noted points 1 and 2. The Board may request the resignation of any Member who fails to disclose a conflict of interest.
Confidentiality policy Whereas Horse Council of BC is responsible for protecting the confidentiality of certain information and whereas, from time to time Board members may be privileged to hear or read confidential information. Be it resolved that all such information is to be treated with the utmost discretion, and is not to be discussed outside of the Board. A board member who fails to uphold this policy may be asked to resign.
Privacy Policy Whereas Horse Council BC is legally and ethically required to protect our member’s privacy and personal information; be it resolved that Horse Council BC will not share any member’s personal information with any 3rd Party without their explicit permission for each such occurrence. Be it further resolved that Horse Council BC will make best efforts to secure all such information in such a way that no unauthorized individual shall obtain access to it. * Please refer to the HCBC FOIPPA policy for further information.
Image Policy
Whereas Horse Council BC is responsible to foster and stimulate interest in all aspects of equine activities. Be it therefore resolved that Horse Council BC promote the image of the equine as a living symbol of an enjoyable, healthy and worthy lifestyle.
POLICY #100-00
S 3 - 5
Equity and Access for All Policy Whereas, Horse Council BC is committed to promoting an environment in sport in which the terms and conditions of participation are equitable and non- discriminatory within the province of British Columbia. Be it therefore resolved that Horse Council BC promote equity and non-discriminatory access for all to the equestrian community.
Be it further resolved that Horse Council BC endorses the right of every participant to be treated with dignity and respect and to work and play in an atmosphere conducive to productivity, self-development and performance advancement based upon individual ability.
Safety Policy Whereas, Horse Council BC serves all equestrian and equine interests particularly where safe practice and humane treatment are concerned. Be it therefore resolved that safe practices in all capacities of equine activities be promoted and, be it further resolved that the humane treatment of the equine be encouraged in every aspect of equestrian activity.
Liability Policy Whereas Horse Council BC is concerned for the well-being of equine owners and their peace of mind in pursuing equine activities; Be it therefore resolved that Horse Council BC assist where possible the indemnification of organizers and participants through Third Party Liability insurance coverage.
Sport Program Policy Whereas, Horse Council BC is committed to fostering participation in all varieties of equestrian sport. Be it therefore resolved that Horse Council BC will promote riding and driving programs. Be it further resolved that Horse Council BC will promote participation, leadership and excellence in all equine activities locally, provincially, regionally and nationally with special attention given to coaching and officials development.
Industry Policy Whereas, Horse Council BC is responsible for the support and stimulation of interest in horse breeding and all other aspects of the horse industry. Be it therefore resolved that Horse Council BC liaises with government and private agencies to further the horse industry in the province of British Columbia and to sponsor programs and offer services that will further the knowledge and develop the expansion of the equestrian industry.
Marketing Policy Whereas Horse Council BC believes that the marketing of the sport and industry is a worthwhile service to the equestrian community of BC. POLICY #100-00
S 3 - 6
Be it therefore resolved that Horse Council BC encourage affiliates to develop marketing programs for their members and; Be it further resolved that Horse Council BC prepare and implement a marketing program to benefit all equestrian interests in the province, through the marketing of HCBC in its entirety.
Right to Ride Policy Whereas, Horse Council BC recognizes the historic role the equine has played in the evolution of social and economic development of British Columbia. Be it therefore resolved that this recognition is not lost to the new generations of citizens by maintaining a vigilance to preserve the right to ride on historic avenues and trails and; Be it further resolved that trail riding be encouraged in provincial parks, regional districts and municipalities and public lands; and be it further resolved that public roads and right-of-way be accessible to equestrian traffic.
Education Policy Whereas Horse Council BC subscribes to the premise that leadership is essential in all aspects of the equestrian industry. Be it therefore resolved that Horse Council BC promote and support the National Coaching Certification Program and; Be it further resolved that Horse Council BC promote and support officials And be it further resolved that Horse Council BC promote administrators and recreational instructions for all equestrian activities.
Excellence Policy Whereas, Horse Council BC encourages the promotion of proficiency in sport, recreation and industry involving the equine. Be it therefore resolved that the pursuit of excellence be encouraged and fostered throughout the equestrian community in British Columbia.
Lines of Communication Policy Whereas, Horse Council BC is recognized as the co-ordinating body to serve all equestrian and equine interests; be it therefore resolved that Horse Council BC establish lines of communication with and between all parties with equestrian and equine interests.
Horse Organizations Policy Whereas Horse Council BC is responsible to provide and maintain liaison with horse organization at all levels, provincially, nationally or internationally; Be it therefore resolved that Horse Council BC promote the spirit of co-operation, competition, and active participation at all levels and in all disciplines of equestrian activities.
POLICY #100-00
S 3 - 7
Funding Policy Whereas, Horse Council BC is the Provincial Sport Governing Body (PSO) for equestrian activities; And whereas this demands administration of public and private funds according to guidelines outside the jurisdiction of Horse Council BC. Be it therefore resolved that Horse Council BC assist equine organizations to acquire funding for projects compatible with the aims and objectives of Horse Council BC Be it further resolved that the distribution and release of these funds be subject to the prior receipt of a pertinent documentation, and that all recipients of funds will be held accountable for responsible and reasonable usage thereof.
Fair Play Policy Whereas, Horse Council BC is responsible to foster “Fair Play” in all aspects of equine activities; Be it therefore resolved that Horse Council BC promote and practice the five principles of “Fair Play” respect the rules, respect the officials and their decisions, respect fellow competitors, give everyone an equal chance to participate, maintain self-control at all times.
Humane Treatment of Horses Policy Horse Council BC advocates the humane treatment of all horses and believes that the equine industry and horse owners have a responsibility to provide humane care throughout the life of the horse. Horse Council BC acknowledges that some horses are no longer serviceable, are infirm, dangerous, or their owners are no longer able to care for them. Horse Council BC recognizes that the processing of horses is a reality of the equine industry, and provides a humane alternative to allowing the horses to continue a life of discomfort and pain, inadequate care or abandonment. Horse Council BC encourages, fosters and provides education regarding responsible ownership and management that will reduce the number of unwanted horses. Regarding the care of horses destined for processing, Horse Council BC’s position is that these horses should be treated humanely and with dignity, transported to the production facility according to current national regulations, euthanized in accordance with the guidelines adopted and published by the Canadian Veterinary Medical Association as of February 2006.
POLICY #100-00
S 3 - 8
NOMINATING COMMITTEE TERMS OF REFERENCE
The Nominating Committee shall be a “standing committee” of the Board of Directors appointed by the Executive Committee, for the following year, to search for and recruit members for the Executive Committee, and for the three positions of Director at Large. The committee is responsible to the Board of Directors as a whole. The committee shall be free from political influence. The committee shall be comprised of three members who are not running for a position in the elections. The committee will usually be comprised of three current board members not seeking election. The committee shall appoint a chair from among themselves. The Nominating Committee shall conduct all elections for the Executive committee and ensure all elections for the Directors at Large positions proceed according to HCBC policy. The Nominating Committee may be assisted by the Executive Director/staff at any time during the process. Current job descriptions for each position must be provided to the committee including skill and knowledge/experience requirements. It is the responsibility of the committee to ensure the nominees are fully aware of what is expected of them should they be elected to the Executive or Director at Large positions. For example, the Nominating Committee should be very clear about the number of meetings, whether expected to chair a committee or be a member of one or more committees, and if expected to speak at functions or attend any functions that require a dress code. These things should be carefully and fully explained.
NOMINATING PROCEDURE:
For Executive positions: The call for Nominations shall go out to the Board of Directors by the HCBC President or the
Nominating Committee no less than 60 days prior to the meeting at which the election is to take place.
Current Job Description for the Executive positions are available on the HCBC website.
The Nominating Committee will contact all Directors, to see who is interested in letting their name stand for the available positions.
Directors may also contact the Nominating Committee directly to indicate their interest.
Nominations must also include a brief biography of no more than 250 words.
One or more nominees can be put forward for each position. If more than one nominee is put forward for the same position the nominees shall be listed in alphabetical order.
The Nominating Committee will present a slate of all eligible nominees for election to the Board of Directors for inclusion in the board package.
The elections will occur at the fall Board of Directors meeting and call for nominations from the floor and will be given the opportunity to provide a short verbal biography.
The chair of the committee shall conduct the election by secret ballot. The ballots will be collected and counted by non-voting members.
Simple Majority shall determine the successful nominee for each position Elected in even years: President, Treasurer, VP of FEI and Competition, VP of Education (Coaching) Elected in odd years: VP of Membership & Marketing, VP of Recreation, VP of Horse Industry, Secretary
POLICY #100-02 APPROVED (amended) – Nov 2014
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For Directors at Large: One position shall be elected in even years, and two positions in odd years
The HCBC President or the Nominating Committee shall ensure the call for nominations goes out to the Board of Directors and the general membership no less than 90 days prior to the fall Board of Directors meeting.
A nomination form, which will include the nominees name, address, HCBC senior membership number, nominator and space for 5 supporting signatures along with their HCBC numbers shall be posted on the HCBC website.
Nomination forms, and brief (250 words or less) biographies of the nominees must be received by HCBC office no less than 60 days prior to the Board of Directors meeting at which the election results are to be announced.
Ballots and Biographies are to be posted on the HCBC website no less than 55 days prior to the meeting. Members shall have 30 days to cast their votes, voting will close no less than 20 days prior to the meeting. Votes will be counted by, two staff members, and one general member. Nominees successfully elected as Directors at Large will be notified no less than 15 days prior to the meeting, to allow for travel to be arranged so they can attend the meeting.
The failure to meet these basic requirements by the deadline will render a nomination void.
The Executive Director shall be the returning officer for this election.
POLICY #100-02 APPROVED (amended) – Nov 2014
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HCBC HARASSMENT POLICY
POLICY #100-16
HCBC Harassment Policy
ADOPTED – Oct 1999 RESCINDED – Nov 2014
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FOIPP POLICY
HORSE COUNCIL OF BRITISH COLUMBIA
FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY
POLICY AND GUIDELINES
FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT (RSBC 1996) CHAPTER 165:
PERSONAL INFORMATION PROTECTION ACT – BILL 38 -- 2003
PURPOSE: This document is to serve as a guideline and policy for staff, directors and members when delivering programs and services on behalf of HCBC. The guidelines are prepared to assist staff, directors and members to administrate the provisions of the Freedom of Information and Protection of Privacy Act (FIPPA) and the Personal Information Protection Act (PIPA) for the Province of BC.
The purposes of the FIPPA and PIPA are to make public bodies more accountable to the public and to protect personal privacy by
(a) giving the public a right of access to records (b) giving individuals a right of access to and a right to request correction of person information about themselves. (c) specifying limited exceptions to the rights of access (d) preventing the unauthorized collection, use or disclosure of personal information by public bodies and (e) providing for an independent review of decisions made under the Act.
FREEDOM OF INFORMATION CO-ORDINATOR Horse Council of BC will adopt a position of FIPPA Co-coordinator within the society. The President in consultation with the Executive committee will appoint a person to full the responsibilities of FIPPA Co-coordinator. This position may be held in conjunction with other duties.
FIPPA Co-coordinator will have the following duties and be responsible for: (a) responsible to receive, comply and act upon all FIPPA and PIPA requests received from individuals. (b) responsible to receive, comply and act upon all requests or complaints from the Office of the Information & Privacy Commissioner for British Columbia. (c) will maintain a working knowledge of FIPPA and PIPA as it provisions apply to HCBC (d) will maintain a written copy of FIPPA and PIPA for reference. (e) will act as a resource for FIPPA and PIPA for directors and staff.
POLICY #100-17 ADOPTED – Nov 2007
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(f) responsible to ensure documents are collected, used, stored, maintained and disposed of in accordance with the provisions of FIPPA and PIPA. (g) responsible for the security and storage of sensitive documents such as criminal records, employment resume etc. (h) responsible for access to information after a request is received and arrangements for personal attendance if required. (g) other related duties dealing with FIPPA and PIPA as may arise.
POLICY: (a) HCBC will not collect or use personal information of members or employees without the consent of the individual unless otherwise provided in FIPPA and PIPPA. (b) HCBC will ensure the provisions of FIPPA and PIPA are maintained during the development and maintenance of all programs. (c) HCBC Bylaws Section 30 states “Lists of member shall not be available for sale or general public distribution” (d) HCBC may require an applicant who makes a request for documents to pay a fee for the services rendered. Such fees may include but not restricted to; locating, producing, shipping, handling or photocopy of the records. (e) FIPPA Coordinator will not respond to requests unless submitted in accordance this policy or with FIPPA and PIPA. (f) FIPPA Coordinator will respond to requests submitted in the following manner: - the applicant must make a written request - the request must provide sufficient detail to enable the coordinator to identify the records sought. - the request provides written proof of the authority of the applicant to make the request. - the request is submitted to HCBC as the society which has custody and control of the documents. - The applicant must ask for a copy of the record or to examine the record. (g) HCBC will not allow records to be removed from its custody or control. Every applicant requesting to examine records will be administrated and supervised by FIPPA Coordinator at the offices of HCBC. (h) Original documents in the custody or control of HCBC will not be supplied to an applicant. A photocopy will be made and “certified true” if required. Appropriate fees may apply. (i) HCBC will forward or supply documents to a Third Party only on request of a member. (j) HCBC will review and amend FIPPA procedures and policy as required
BEST PRACTICES Always write as if the public will have access to the information being collected
Collect accurate, timely and relevant information for the task at hand
If personal information is not required – do not collect it.
Establish responsible keepers for personal information collected
Engage in as much informed consent and subject notification as possible.
POLICY #100-17 ADOPTED – Nov 2007
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Remember any information about a member is considered personal information and must be treated as such.
Remember any member may restrict the amount or type of information that may be released to the general public or subject to publication.
Programs being developed or surveys being conducted will be designed with FIPPA in mind. Information should reflect the purpose and collection of information towards the value and use of the information.
DUTY TO INFORM: The FIPPA requires all individuals being serviced by staff or directors to be informed of the following regarding the collection and use of their personal information.
(a) type of personal information that will be collected (b) reasons the information is being collected (i.e. administration of programs,
membership or coaching requirements etc.) (c) people who will have access to and use this information (i.e. staff, directors, analysis
etc.) (d) the information will be used only for the purposes for which it was collected. (e) after services are complete the individual’s information is returned, stored or
archived for an appropriate length of time. (f) individuals have a right to and expectation of privacy.
PERSONAL INFORMATION – DEFINED Personal information means recorded information about an identifiable individual, including:
(a) the individual’s name, date of birth, social insurance number, health care number, address, telephone number, fax number, emails address etc.
(b) The individual’s race, national or ethnic origin (c) age, sex, sexual orientation, marital status, or family status of the individual (d) Information about the individual’s health or health history (e) anyone else’s opinions about the individual, and the individual’s personal views or
opinions unless they are about someone else: (f) personal information is information pertaining to an identifiable individual.
A RECORD – DEFINED (a) a record is defined as any information recorded or stored by any means whether in
hard copy or in electronic format. A record includes books, documents, maps, drawings, photographs, letters, vouchers, papers and information that is stored on an electronic database.
(b) Records do not have to be specifically identified in a contract to be subject to the FIPPA if they are requested.
(c) Under the FIPPA, the term record includes anything “..on which information is recorded or stored by graphic, electronic, mechanical or other means.
(d) Any and all material and personal records held by HCBC whether complete or incomplete belong to HCBC and must be returned to HCBC when services to a person has ceased.
POLICY #100-17 ADOPTED – Nov 2007
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(e) Information recorded about a person must be factual. (f) Opinions, if recorded on a person’s file are to be noted as such and must pertain to
the person. (g) Under FIPPA, persons have the right to request any of their personal information
that has been collected by HCBC subject to exceptions under FIPPA
Office of the information & Privacy Commissioner for B.C.
The Office of the Information and Privacy Commissioner (OIPC) is independent from government and monitors and enforces British Columbia’s Freedom of Information and Protection of Privacy Act (FIPPA) and Personal Information Protection Act (PIPA). FIPPA allows access to information held by public bodies such as government, hospitals, universities etc. and determines how public bodies may collect, use and disclose personal information. PIPA sets out how private organizations such as businesses, associations, charities etc. may collect, use and disclose personal information. Website is located at http//www.oipc.org/ The website displays “Legislation” on the right hand side. Click on “Legislation” and the electronic printable version of both Acts are available
POLICY #100-17 ADOPTED – Nov 2007
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“IN CAMERA” SESSION POLICY & PROCEDURE
In Camera Sessions should be called to review and discuss matters of a sensitive nature such as litigation, legal issues, and HR matters
1. An “IN CAMERA” session may be motioned by a member of the Board or Executive, during any meeting,
on any important or confidential item.
2. Board/Executive minutes shall reflect entering into and exiting from an “IN CAMERA” session without
recording the item discussed.
3. Board/Executive minutes shall not include a record of the “IN CAMERA” session or the discussion which
occurred. The minutes of an “IN CAMERA” session shall be recorded and maintained under a separate
“Confidential” cover by HCBC Privacy Officer.
4. All discussions held during an “IN CAMERA” session are subject to the provisions of Freedom of
Information and Protection of Personal Privacy Act and are only accessible to members attending the
“IN CAMERA” session.
5. Three members of the “IN CAMERA” session appointed during the session shall be responsible for the
review and accuracy of the minutes before filing.
6. All discussion held during an “IN CAMERA” session shall remain confidential to the MEMBERS
participating in the session. The content of the session shall not be conveyed to any third party.
7. A MEMBER failing to comply with the conditions of the HCBC “IN CAMERA” policy shall be deemed in
violation of the policy. After a motion duly made seconded and passed at a board of directors meeting
shall be excused from future “IN CAMERA” sessions conducted by the Board/Executive of HCBC for a
period of time to be determined in the motion. Such a MEMBER which has been deemed in violation of
the policy shall be required to be excused from the room until such time as the “IN CAMERA” session is
complete.
8. All handouts or documents presented or examined during the “IN CAMERA” session shall be returned to
the administrator. Such documents are not permitted to be retained by members and considered
confidential documents.
9. A MEMBER may voluntarily abstain from participating in an “IN CAMERA” session. A MEMBER may
declare a “Conflict of Interest” prior to the beginning of a discussion during an “IN CAMERA” session.
Such a MEMBER shall be required to be excused from the session until such time as the “IN CAMERA”
session is complete. In exceptional circumstances the board may request the member to remain.
10. A MEMBER who has not declared a “Conflict of Interest” but maintains an interest or perceived as
having an interest in the proposed topic shall be identified. When a motion duly made seconded and
passed has determined a conflict of interests exists the MEMBER shall be required to be excused from
the session until the “IN CAMERA” session is complete.
11. Motions and actions from In Camera Sessions must be made available to HCBC Board Members in good
standing. In Camera Session Policy and Procedure regarding confidentiality and conflict of interest
applies to any such Board member.
POLICY #100-18 APPROVED - Nov 2011
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REQUESTS FOR IN CAMERA MINUTES
1. Directors are authorized access to “in Camera” minutes under motion # 4-BoD-11/19/2011.
2. A written or (including email) request must be sent to the Executive Director specifying the
meeting particulars and date of the minutes requested
3. Executive Director with the FOI Officer replies with a written (email) form stating the conditions
for release.
4. On receipt of the signed form the requestor will be able to view the requested minutes at the
office or have them forwarded by registered mail.
5. The requestor is reminded that they must comply with all aspects of the HCBC In Camera policy
and procedure and the consent form.
POLICY #100-18 APPROVED Apr 2013 – Amending POLICY #100-18 APPROVED - Nov 2011
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REQUESTS FOR IN CAMERA MINUTES
Consent Form
You have requested the In Camera minutes of the ___________________________________________
for (meeting date): _____________________________________. The minutes requested will be made
available at the Horse Council BC office or by registered mail. In requesting these In Camera minutes I
agree:
to be subject to all Freedom of Information (FOI) Act and Horse Council BC HCBC In Camera
policy;
that the minutes or their content are not to be shared with any other individual;
that the minutes will be destroyed after reading;
that breech of the above conditions will be subject to discipline in accordance with HCBC
policies
I (print/type name) ________________________________ agree to all above conditions.
HCBC Director Signature: ___________________________ Date: ________________________________
This form must be returned to the office before documents are provided.
POLICY #100-18 APPROVED Apr 2013 – Amending POLICY #100-18 APPROVED - Nov 2011
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POLICE RECORD CHECK POLICY
Under the Criminal Records Review Act, organizations that are licensed or receiving funds from the provincial government must have staff who work with children undergo a police record check. All staff of Horse Council BC (HCBC) and any volunteer, or other person who will act in an official capacity on behalf of Horse Council BC, and who will be in direct contact with young athletes or vulnerable adults, and who are in positions of trust and authority over athletes or participants at an association event such as BC Heritage Finals, Equine Education Conference and Team BC Travel will agree to undergo a Police Record Check and a vulnerable persons check once every three years and submit same to HCBC. The cost of the check (if any) will be reimbursed by the association for an HCBC volunteer or employee acting on behalf of HCBC. Should a record check come back with a positive result the Privacy Officer will meet with the Executive Director and a member of the Executive. One additional person may be added if necessary. The BC Human Rights Code and common law decisions require that anyone determining relevancy between criminal or summary conviction offence and the position must consider several factors including:
the threat to the “employer” ability to carry on its business safely and efficiently;
the age of the person when they acted illegally;
the amount of time that has passed; attempts at rehabilitation;
the circumstances surrounding the conviction and the likelihood the offender will recommit.
Police Record Check and a vulnerable persons check of staff, volunteers or other persons received by the association will be stored securely by HCBC Privacy Officer for a period of four years after which the file will be destroyed. A person who refuses to consent to or submit a criminal record check, or who is deemed to pose a risk based on a criminal record check, is not permitted to work with athletes or participants for HCBC. Additionally persons that have been convicted of a criminal or summary conviction offence will be refused/limited in employment/volunteer opportunities with HCBC based on specification or preference for a bona fide occupational requirement should HCBC deem a risk may exist be it security, financial or to children or vulnerable adults.
POLICY #100-19 APPROVED (Amended)- Nov 2013
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EQUITY AND ACCESS POLICY
Equity refers to the belief and practice of fair and equitable treatment for all individuals and equal access to opportunities. Horse Council BC believes in and promotes, through its programs, the concepts of equal opportunity and fairness. To be equitable means to be fair, and to appear to be fair.
Equity does not necessarily mean that every person must be treated exactly the same and it does not require that everyone participate in the same activities. In order to be treated fairly, people may need to be treated differently, including having activities of their own choice provided and administered in a fair and unbiased environment.
Horse Council BC is committed to providing an environment free from discrimination based on a person's race, colour, ancestry, place of origin, political belief, religion, marital status, family status, sexual orientation, physical or mental disability, age or sex.
Discriminatory practices prevent the full participation of all. Horse Council BC’s commitment is to ensure that opportunities, resources, services and power are equally accessible to all.
Horse Council BC is committed to equal opportunity in employment and all employment related decisions. Horse Council BC respects the principles of pay equity in relation to paid employees, thereby having equal pay for equal work by any gender.
Horse Council BC shall strive to:
Have both genders represented on its board of directors and on committees.
Supports equity and access for underrepresented groups that have been identified by Sport Canada such as Women, Aboriginals and People with Disabilities.
Respect the rights, dignity and worth of every person and will treat everyone equally within the context of their role (player, coach, official and volunteer), regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
Is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse. Everyone has a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
Manage any incidence of discriminatory behaviour according to the Code of Conduct
HCBC will conform with all federal and provincial statues regarding equity and access
POLICY #100-21 APPROVED (Amended) - Nov 2013
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FINANCE POLICY
1. Horse Council BC is a non-profit organization and as such is governed by the Society Act and the Generally Accepted Accounting Practices for non-profits. The Board of Directors is charged with Fiduciary Responsibility for the organization and must at all times ensure that they act in a prudent financial manner.
Specifically:
a. No HCBC monies will be donated to charities as a charitable donation;
b. No grants or monies will be given to individuals or private property “owners” for land or property improvements unless leases or land use agreements are in place. Leases or land use agreements must be in place when appropriate if HCBC money is being spent;
c. Public or club facilities receiving monies should be accessible to all horse owners in the area.
d. Facilities may be rented for events for fair market value when accessing HCBC funding.
e. Businesses or business members are not eligible to apply for HCBC grants.
f. Zones control their monies within these guidelines but must ensure Zone Director approval, proof of completion and an activity report are provided to the bookkeeper.
i. Zone funds shall be used to support HCBC or other horse related activities in the Zone such as hosting of zone meetings or events, cost associated with representing HCBC at various events and promoting HCBC within the Zone.
ii. Funds may be used to support projects, activities or travel outside of the Zone at the discretion of Zone Directors if appropriate.
iii. At year end, Zones should have spent the majority of their funds. They should only carry over funds that they deem necessary to cover requests and expenses for the first 6 months of the new-year. However, funds may be accumulated from year to year for special projects by written request of Zone Directors.
iv. Zones may apply for Core or BC Equestrian Trail Funding for special projects within their Zone.
g. Zone Directors will be asked for comments on all Core Grant and BC Equestrian Trail Grant applications in their Zone.
2. Committee chairs and VP forward a budget plan including income, expenses and program details to the Finance Committee by August 1st for the following fiscal year. Assistance will be available from finance staff or committee members as needed.
3. Disaster Relief Fund (Maximum 5% Annual Budget will be allocated in annual budget process) PURPOSE:
a. Education on emergency planning for our membership
b. Training for local equine emergency coordinators province wide
c. Facilitating communication and other linkages between local equine emergency coordinators and municipal emergency planners
POLICY #200-01 APPROVED Apr 2013 – Amending POLICY #200-01 APPROVED – Nov 2012
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d. Reimbursement of local equine emergency coordinator expenses based on current HCBC expense policy
e. Payment of staff time in an emergency to provide data access and information flow if needed
4. Above all common sense should prevail!
5. The following finance policies and procedures also apply:
HCBC Expense Reimbursement
Purchasing Procedures
HCBC BC Policy Statement
Finance Handbook
Major Project Procedure
6. Zone Grant Payment Procedure
POLICY #200-01 APPROVED Apr 2013 – Amending POLICY #200-01 APPROVED – Nov 2012
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GRANT PROGRAMS – FUNDING REQUESTS
FINANCE HANDBOOK
Provincial Grant Funding
Applications must be received, in the office, by May 15th
Applications can be faxed, e-mailed, mailed, also include in the Industry Guide
Funding is only available to clubs and affiliates who are members of HCBC, in good standing, and members of standing committees
Funds should be requested only if needed. Grants are intended only for those projects unable to operate on a cost recovery basis.
Zone Funding
Funds are available throughout the year
Available to clubs, groups and individuals dependent on Zone requirements and funding reserves
$1.00 per member is allocated to the Zone where the member lives
Members apply directly to their Zone Reps, not the HCBC office. Athlete Assistance Funding
Available to competitors participating in the Olympic Games, Commonwealth Games, Pan-American Games, Canada Games and Olympic level competition for the disabled
See attached information Other Stuff
Bookkeeping including Financial Statement preparation
Quarterly reports for Zone Reps and V.P.’s
Account Receivables
Record minutes at AGM weekends
Prepare Financial Reports for Sport BC, Gaming and other Provincial Granting bodies.
Keep a separate set of books for Drugs & Medications
Invest in Term Deposits
Track all lease agreements
POLICY #200-02
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HCBC EXPENSE REIMBURSEMENT POLICY
Note: Please use the official expense reimbursement form found in your handbook. You may photocopy it, request more forms from the office, or request forms by e-mail. The form must be filled out completely and all receipts attached. If you have any questions, please contact the Bookkeeper or Executive Director at the office.
Board Member’s Expense Reimbursement for Board Meetings:
For meetings held in the Lower Mainland area, mileage or airfare will be reimbursed to delegates from Zone 1, 2, 7 & 8. If meetings are held in other Zones, the subsidy will be for delegates from the Zones furthest from the meeting.
Other delegates may claim a mileage subsidy of .40/km. Ferry fares will be subsidized by HCBC, with carpooling strongly suggested.
Meals will be reimbursed for actual cost to a maximum of $40.00 per day. Receipts must accompany reimbursement request. HCBC will subsidize up to $120.00 per night per member. Any excess is the responsibility of the member or as they are subject to their Zone or Affiliate policy.
Executive Committee Member’s Reimbursement for Executive Meetings:
For meetings held in the Lower Mainland area, mileage or airfare will be reimbursed to delegates from Zones 1, 2, 7 & 8. If meetings are held in other Zones, the subsidy will be for delegates from the Zones furthest from the meeting.
Other delegates may claim a mileage subsidy of .40/km. Ferry fares will be subsidized by HCBC, with carpooling strongly suggested.
Meals will be reimbursed for actual cost to a maximum of $40.00 per day. Receipts must accompany the reimbursement request.
HCBC will subsidize up to $120.00 per night per member. Any excess is the responsibility of the member
Committee Expense Reimbursement
Expense reimbursement to HCBC committees will be as follows (unless there is an historical format that is effective for the committee). Committee members may claim a mileage subsidy of .40/km. Meals will be reimbursed for actual cost to a maximum of $40.00 per day. Receipts must accompany the reimbursement request.
Expense reimbursement requests must be submitted within 60 days of the event.
HCBC shall not be reimbursing travel expenses if any other party is reimbursing them.
POLICY #200-03 APPROVED – Mar 1997
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POLICY #200-03 APPROVED – Mar 1997
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PURCHASING PROCEDURES
PURCHASING PROCEDURES
PROCEDURES FOR REGULAR PURCHASING:
Regular purchases which are included in an approved budget may be made by the staff members in charge of that portfolio; e.g. Coaching, Competition, EFP, Office Assistant, or Bookstore. If the staff member is unsure whether the purchase is an approved budgeted item it is referred to the bookkeeper and if necessary the Executive Director.
The person doing the purchasing or arrangements are responsible for coordinating an acceptable payment method with the vendor.
If prepayment is required a credit card may be used, or a cheque requisition form is fill out, and payment will be issued on the next scheduled cheque run. Proper backup must be given to the bookkeeper for reconciliation.
If paying on account when the good or service received satisfactory manner, the invoice is approved, and forwarded to the bookkeeper for payment.
Many regular monthly or quarterly purchases are given directly to the bookkeeper for payment.
Procedures non-budgeted purchasing:
Purchases for items or services that are not included in an approved budget require Board of Directors approval over $10,000. The Executive Committee by motion may approve up to $10,000.
POLICY #200-04 APPROVED (amended) - Nov 2012
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HCBC MAJOR PROJECT PROCEDURE
The following procedures shall be used when a major project is approved by Horse Council BC. This procedure applies to any project initiated under the name of HCBC. The intent of the procedure is to develop a unified and standard way of measuring and controlling a project from its inception to completion. A major project is defined as any project over $5000.00. Procedure:
1. All major projects must have prior approval by the Executive committee prior to starting implementation of the project.
2. The project shall obtain approval by completing an Authority For Expenditure (AFE) and submitting the form to the appropriate Vice President.
3. The Vice President will then submit the request to the Executive committee for final approval unless the project is not a budgeted item and will be forwarded to the Board of director’s for approval.
4. A project manager shall be named on the request form. The Project Manager will be responsible for all aspects of the project and will report progress of the project to the staff person assigned by the Executive Director.
5. The Executive Director with the Vice President and the Project Manager will setup the appropriate financial controls as deemed necessary by them.
6. The Vice President shall monitor the project and mentor as required. 7. The progress of a project shall be included in the office report on a monthly
basis. 8. All deviations from the original scope or budget shall be brought to the
attention of the Executive Committee.
Finance Procedure No. 2008-01 Attachment: Authority For Expenditure
POLICY #200-05 APPROVED – Sept 2008
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Authority for Expenditure (AFE)
Administrator USE ONLY
Date Received:
Team Leader:
Project Title:
VP:
AFE#:
Project Manager:
Mailing Address:
Phone: Email:
IN BUDGET PLAN?
Yes Substitution No
AFE AMOUNT $ Risk of not achieving objectives (0 low risk – 10 high risk) Risk:
Preparers/Reviewers Signature Date
Project Manager:
Team Leader (staff):
Vice President:
Treasurer:
Executive Director:
President for Executive:
President for Board:
Approved for $ Denied: PROJECT TIMING Planned Start Date: Planned Completion Date:
POLICY #200-05 APPROVED – Sept 2008
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Project Description
Project Activities
Justification
Performance Reporting
PROJECT BUDGET PLAN
REVENUE EXPENSES
Project Revenue Advertising & Marketing Registration Supplies & Postage Other Printing Other Facilities Subtotal Travel & Accom. Other Contribution Sources Services & Fees Zone Funding Prizes & Awards Corporate Sponsorship Misc. Government Grant Other Other Other Subtotal Other Horse Council BC Staff time AFE Request Office Resources Subtotal TOTAL $ POLICY #200-05 APPROVED – Sept 2008
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COACH OR INSTRUCTOR CODE OF CONDUCT DISCIPLINE POLICY
Preamble: Horse Council BC is committed to providing a sport coaching environment in which ethical conduct is respected and promoted. Horse Council BC believes that these values and ideals shall guide the communications and actions of all recognized Coaches and Instructors who are members of HCBC. Horse Council BC states that any Coach or Instructor who holds HCBC recognized certification of any type represents HCBC (Horse Council BC) and is bound to uphold the Code of Ethics and Code of Practice as presented by Equine Canada as well as abide by the Horse Council BC Coach or Instructor Code of Conduct Discipline Policy. For the purposes of this document the title “Coach” will be used for both Coach and Instructors.
1) This policy applies to all HCBC Member Certified Coaches recognized by Horse Council BC, including but not limited to Equine Canada/NCCP Coaches living and working in British Columbia and who are considered to be “current” as per HCBC’s current directory at the time of any complaint.
2) Equine Canada certified Coaches are first bound by the Equine Canada Code of Conduct and Code of Ethics and are subject to the statements and ideals of Equine Canada. Some complaints will be required to be taken to Equine Canada for resolution. The Equine Canada members Code of Conduct and Ethics are contained in the current General Regulations rule book.
3) This policy provides disciplinary action that may be used for Coaches who violate
Horse Council BC’s Policies in the course of carrying out duties that encompass teaching, training and coaching.
4) Coaches are bound by this policy when they are actively coaching as Certified
Coaches, or who are acting as a HCBC Team Coach.
5) Behavior by a Coach that may lead to sanctions may include, but are not limited to: a. Physical or verbal confrontations or abuse of a rider, parent, official, horse,
coach or other industry professional. b. Any behavior that constitutes sexual misconduct. Sexual misconduct is defined
as unwelcome sexual comments and sexual advances, requests for sexual favours, or conduct of a sexual nature.
c. Coaches under investigation by authorities for a significant offence may be suspended (temporary or permanent suspension of recognition of coaching certification by HCBC) while legal proceedings are in progress.
d. Any action or inaction that endangers the welfare of a rider or horse e. Drinking alcohol or taking illicit drugs before or during coaching. f. Unprofessional attitude, conduct and performance by the Coach while acting in
the capacity of a Coach or Instructor either in private or in public. g. Misrepresentation of Coaching status and certification
POLICY #300-01 APPROVED (Amended) – April 2016
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h. Any other action that brings the reputation of Horse Council BC into disrepute. i. This policy does not apply in situations where the coach is acting outside of
coaching parameters such as business disputes, boarding contracts, leasing or acting as a purchase agent. These situations would be covered by civil law.
j. Harassment complaints must go to Equine Canada, the RCMP or civil court.
Complaint Process: 6) Complaints can be made by any member of the general public including but not
limited to an athlete, representative of a club or sport organization, a coach, a parent or any member of HCBC. Anonymous complaints will not be accepted.
7) Complaints shall be directed to the Coaching Manager of HCBC. The complaint will be forwarded to the Chair of the Coaching Conduct Committee.
8) The complaint concerning the conduct of a Coach shall:
Be made in writing
Identify the HCBC Recognized Coach
Set out the details of the complaint
Identify the name and address of the complainant, and
Be signed by the complainant
9) Upon receiving a valid written complaint, the HCBC Coaching Conduct Committee Chair shall
Determine whether the complaint is one which comes within the scope of this policy or if the complaint can only be resolved using the legal courts or by Equine Canada.
If the complaint is determined to be frivolous, trivial or a nuisance complaint both parties will be advised in writing, after which the matter will be considered closed. A copy of this letter will be kept by the HCBC office.
10) If the Complaint is determined to be within the scope of this policy the Coaching Conduct Committee Chair will
Within 14 business days of receiving the complaint, the Chair will provide a copy of the complaint, by registered mail, to the HCBC recognized Coach or against whom the complaint has been made.
The Coach shall have 14 business days from the date of receiving the complaint to respond in writing to the Chair.
If there is potential for disciplinary action against the Coach a formal hearing will be scheduled.
The hearing will take place no later than 30 days after the determination that the complaint has merit.
11) The Coaches Code of Conduct Committee is appointed and Chaired by the HCBC VP Education. The committee shall consist of VP Education, another HCBC Board Director, and one Coach from a different equestrian discipline than the Coach subject to the complaint. The Executive Director may be an ADHOC member of the committee. A recording secretary will be appointed by the Executive Director.
POLICY #300-01 APPROVED (Amended) – April 2016
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12) The Hearing:
All parties, the committee, the complainant and the coach will receive copies of all of the supporting documentation of the complaint upon notification of the hearing date.
Both the Coach and the complainant have the right to present their case and be heard by the Committee.
Both parties have the right to bring counsel with them to the hearing.
The hearing can take place in person, by teleconference, webinar, or other electronic meeting programs such as Skype.
13) Disciplinary action may include, but is not limited to: a. A verbal apology to the complainant b. A written apology to the complainant c. Letter sent to the National certification body or organization d. A letter of reprimand from Horse Council BC to be placed in the coach’s HCBC file e. Removal of certain privileges of membership f. Temporary or permanent suspension of recognition of coaching certification by
HCBC g. Temporary suspension of membership h. Expulsion from membership in Horse Council BC, become a Member not in Good
Standing
14) After the conclusion of the hearing, the Coaching Conduct Committee will send a letter of notice regarding the outcome of the hearing to all parties by registered mail no later than 14 business days after the hearing is completed.
15) The Coaching Conduct Committee’s decision may be appealed. All appeals will be at the Appellant’s expense and should be taken to the Sport Dispute Resolution of Canada for a decision. The decision of the Sport Dispute Resolution of Canada is final. Grounds for an appeal may include: a. HCBC failing to follow procedures set out in this policy. b. The Disciplinary Committee’s decision was influenced by bias c. The Disciplinary Committee’s decision was based on a misunderstanding of the
evidence. d. The Disciplinary Committee’s decision was unreasonable based on the facts and
circumstances. e. Failure to follow the rules of Natural Justice
I ____________________________________ (print name) have read and fully understand the Horse Council BC Coach or Instructor Code of Conduct Discipline Policy, and agree to abide by all expectations and regulations. Signature:___________________________ Date:_____________________________
POLICY #300-01 APPROVED (Amended) – April 2016
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Equine Canada COACHING CODE OF CONDUCT The Eyes of the World are on YOU! This is a reminder to all Coaches of their responsibilities to the coaching program and to the public.
You have a responsibility to the national coaching program to maintain its standards and credibility.
You have a responsibility to each and every student to offer them a positive learning experience that enables them to achieve their personal goals.
WHAT DOES THIS MEAN TO YOU?
1. Continue to educate and keep yourself current. 2. Be positive and professional in your attitude and performance at all times. 3. Conduct yourself in an honest and ethical manner. 4. Act in accordance with the principles, rules and policies of Equine Canada. 5. Show respect for all participants – students, parents, officials, etc. – as well as the
facilities and equipment used. 6. Take responsibility for the safety of all aspects of your students’ learning experiences
– in training and in competition. 7. Be accountable for your actions.
Coaching has many rewards for those with a positive and professional manner.
I, the undersigned, have read and fully understand the Equine Canada Code of Ethics and Coaching Code of Conduct, and agree to abide by all expectations and conduct regulations. Name: Signature: Date:
Witness:
As relates to POLICY #300-01
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THE CODE OF ETHICS OF EQUINE CANADA
“We look to sport to impart something of moral and social values and, in integrating us as individuals, to bring about a healthy, integrated society.”
The Honourable Chief Justice Charles L. Dubin
1 Application and Structure of the Code of Ethics 1. All members of EC (including temporary members) shall be bound by this Code of
Ethics. 2. All members of other National and Provincial Federations must agree to be bound by
the rules of EC while competing or exhibiting at EC-sanctioned competitions. 3. The Code of Ethics consists of four parts: The Preamble, the Statement of Principle,
the Code of Conduct and Further Expectations of an EC member. The Statement of Principle is to be considered an interpretive guide in applying the Code of Conduct. The Code of Conduct is mandatory in character and is enforceable.
2 Preamble We believe:
That equestrian sport is based on a partnership between horse and human athlete;
That it is the right and responsibility of Equine Canada to set standards in matters of ethics, sportsmanship and the welfare of the horse and in all matters under its jurisdiction;
That it is desirable to define ethical practices, to delineate unethical practices, to encourage good sportsmanship, fair play, safety and high ethical behaviour and to warn, censure or bring to public attention and discipline those who commit acts detrimental to the best interests of stakeholders;
That EC members should observe the spirit as well as the letter of this Code of Ethics;
That membership is a privilege, not a right, and that membership may be suspended, terminated or rejected following appropriate disciplinary procedures.
3 Statement of Principles
Equine Canada (EC), the national equestrian federation of Canada, supports adherence to humane treatment of horses in all activities under its jurisdiction. EC is committed to:
Upholding the welfare of horses, regardless of value, as a primary consideration in all activities;
Requiring that horses be treated with kindness, respect and the compassion that they deserve, and that they never be subjected to mistreatment;
Ensuring that owners, trainers and exhibitors or their agents use responsible care in the handling, treatment and transportation of their horses as well as horses placed in their care for any purpose;
Providing for the continuous well-being of horses by encouraging routine inspection and consultation with health care professionals and competition officials to achieve the highest possible standards of nutrition, health, comfort, sanitation and safety as a matter of standard operating procedure;
As relates to POLICY #300-01
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Continuing to support scientific studies on equine health and welfare;
Increasing education in training and horsemanship practices;
Requiring owners, trainers and exhibitors to know and follow their sanctioning organization’s rules, and to work within industry regulations in all equestrian competition;
Reviewing, revising and developing competition rules and regulations that protect the welfare of horses.
The standard by which conduct or treatment will be measured is that which a person, informed and experienced in generally accepted equine training and exhibition procedures, would determine to be neither cruel, abusive nor inhumane.
4 Code of Conduct
EC rules address the following general areas:
Welfare of the horse
Safety of horse and human athlete
Administration of competitions (see also Competitions Administration Policy)
Code of conduct for officials and competitors
Drug and medication control
Individual breed and discipline rules
1. All EC members shall support the enforcement of the rules of the Federation by:
personal knowledge and compliance
agreeing to report any alleged infractions and occasions of alleged abuse at EC-sanctioned competitions
2. The organizers of EC-sanctioned competitions shall operate within the rules of the Federation.
3. A member should be completely trustworthy, exhibit honesty, loyalty and discretion in all equestrian-related activities.
4. A member should issue public statements only in an objective and truthful manner 5. The EC member should uphold issues of safety and fairness in all aspects of
equestrian sport. 6. No member shall act to the detriment of others or equestrian sport in a situation
where the responsibility of their position places them in a conflict of interest. 7. All members shall conduct themselves in a manner which reflects the values and
ethics of EC. Any member who engages in or is party to conduct inappropriate to an EC member will be subject, after due process, to such sanctions as the Federation may impose.
Further Expectations of an EC Member
1. Members are encouraged to continuously educate themselves and to take an active role in the activities of the Federation.
2. The EC member should strive to preserve and enhance the image of the sport so that society’s respect will be maintained.
As relates to POLICY #300-01
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CRITERIA FOR ACCEPTANCE OF EXTERNAL EDUCATION PROGRAMS
HCBC Criteria for Acceptance of Equine Courses
1. Courses must be administered by those certified &/or accredited* in their field (*= veterinarian,
farrier, etc.)
2. Courses are open to any resident of BC unless attached to a School District and for High School
Education only
3. Courses for school credits must have Ministry approval submitted
4. Accepted courses may be delivered online, in person or a combination of both
5. A full curriculum must be submitted to the HCBC office with names of developer, administrator
and teacher of the course along with course fees payable
6. All reference materials for courses must be listed
7. Accepted programs to be based on industry standards and widely accepted equine practices
8. Any course that results in Coaching or Instruction certification given to the student upon
successful completion of the course must be NCCP recognized
9. “Horse Training” courses are not acceptable
10. “Equine Therapy or Equine Assisted Learning” type courses are not acceptable
11. ASTM approved helmets with harness secured at all times must be required for any riding portion
of the course
12. There should be a method of measurable outcome in place during &/or at the end of the course to
evaluate the retained knowledge of the subject area taught
13. The HCBC Education committee reserves the right to accept or reject a course for any reason they
see fit
14. The VP Education approves the final decision
Please submit course information, and supporting documentation along with a cover letter to:
Horse Council BC
27336 Fraser Highway, Aldergrove, BC V4W 3N5
604-856-4304 1-800-345-8055
POLICY #300-02 APPROVED – Nov 2011
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SCHOLARSHIP CRITERIA
HCBC is pleased to announce the creation of five $1000.00 scholarships available to Horse Council BC members in good standing, who are a BC graduate from grade 12 and entering into an accredited College or University Study program. Criteria:
Recipient must be a Horse Council BC member in good standing for at least two years prior to High School graduation or Scholarship application.
Recipient must be a Graduate from a BC High School and be a resident of BC
Home Study or online programs will not qualify for this scholarship
Considerations:
Volunteer hours at Equestrian Events and within their community
Past or current participant in the HCBC High School Recognition program
Academic excellence, minimum B average on transcript
Participation experience at Equestrian events
Proven Leadership, Sportsmanship and contribution to Equestrian Sport
Equine or agricultural studies may be given preference
Application Process:
Application deadline is June 30th, 2014
Applications must include a copy of the students interim transcript
Applications must include confirmation of intent to enroll in a Post Secondary Program at a college or university
Application must include a short essay that will reflect the student’s eligibility for this scholarship and outline their post secondary plans. Please tell the scholarship committee why you feel you are a good candidate for the scholarship, and outline your contributions to the sport and your community.
Application must include proof of volunteering.
The successful scholarship recipients will forward proof of enrollment in a post secondary school by August 15, 2014 and receive their award by cheque. HCBC may require repayment of the scholarship should the recipient not complete the semester it was issued for. This scholarship will not be awarded if the applicants do not meet the criteria and expectations outlined. Incomplete applications will not be considered Horse Council BC reserves the right to publish the name and picture of each scholarship recipient.
POLICY #300-03 APPROVED (revised) - Nov 2013
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HELMET POLICY
Horse Council BC strongly recommends that anyone riding or driving a horse should wear BSI, SEI or ASTM approved protective headgear, specifically designed for equestrian activities. Helmet should be properly fitted with safety harness correctly secured at all times, while mounted, riding or driving, with the exception of the discipline of vaulting. Every time, every ride, all riders/drivers.
POLICY #400-01 APPROVED – Nov 2011
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CONCUSSION POLICY
Definition: A concussion is a type of traumatic brain injury (or TBI), caused by a bump, blow, or jolt to the head that can change the way the brain normally works. Concussions can also occur from a fall or a blow to the body that causes the head and brain to move quickly back and forth. All concussions are serious. Policy Statement: Anyone participating in an activity with horses should understand the signs, symptoms and implications of sustaining a concussion. It is recommended by health care professionals that anyone presenting symptoms or suspected of sustaining a concussion should cease the activity until they have been evaluated and cleared by medical personnel. Anyone having contact with or handling horses is responsible to educate themselves on the prevention and proper management of concussion related injuries. All Coaches and Instructors recognized by Horse Council BC will be required to participate in concussion awareness training once in every three year period in order to maintain current certification status. Resources: Horse Council BC provides link to suggested resources for concussion educational and awareness on its website on the Concussion Awareness page.
POLICY #400-02 APPROVED – Mar 2012
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BC PROVINCIAL COMPETITION POLICY
“The Horse Council BC Provincial Competition system will strive to only use tests or patterns developed specifically for the HCBC Competition system, and or tests or patterns that are not the sole property of any National, International or other equestrian organization”
POLICY #400-03 APPROVED – Mar 2014
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HORSE COUNCIL BC ANNUAL AWARDS CRITERIA & PROCEDURE
LIFETIME ACHIEVEMENT AWARD Sponsored By Capri Insurance
Horse Council BC's Lifetime Achievement Award was established in 1981 to honor individuals whose exceptional contributions have positively impacted BC's equestrian community and inspired others. These contributions, whether they have been through education, mentoring or leadership, have demonstrated a lifetime of commitment and dedication to the on-going progression of BC’s equestrian community.
The recipient of this prestigious award must be a BC resident who has made a significant contribution(s) to an equine organization(s), Club(s) or discipline(s). This award is only awarded when warranted and at the discretion of the Awards Committee.
ATHLETE OF THE YEAR
This award recognizes outstanding athletic performance by an athlete, senior or junior, competing in a recognized equestrian discipline taking part on a team or as an individual at either the provincial, national and/or international level(s) during the 2011 year. This individual must be a BC resident, must be a member of HCBC in good standing to be nominated
COACH OF THE YEAR
This award recognizes an individual who has demonstrated outstanding professionalism, leadership and mentoring skills in a coaching role overseeing a team(s) or individual(s) at any level in any recognized equestrian discipline during the 2013 year. This individual MUST be a HCBC member and a Horse Council Recognized Coach in good standing to be nominated.
HORSE OF THE YEAR
This award has been split into two categories (Competitive and Non-Competitive) to recognize horses nominated in either category MUST have been born and raised in BC.
Competitive: any horse that has achieved a high level of success in any provincial, national or international sanctioned competition in a recognized discipline.
Non-Competitive: any horse used in any form of non-competitive activity (i.e. trail horse, therapeutic, school horse, etc.)
HORSE INDUSTRY PROFESSIONAL OF THE YEAR
This award recognizes either a professional individual or equine business that has provided outstanding service/products to BC's equine community on a one-on-one basis or overall. The service/products cannot be within the normal course of business practice, but must be over and above. This individual/business MUST be a member of Horse Council BC in good standing for a minimum of 12 moths to be nominated.
POLICY #600-01 APPROVED - Nov 2011
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BOB JAMES AWARD ("VOLUNTEER OF THE YEAR")
This award recognizes an individual who has demonstrated outstanding dedication and commitment to BC's equestrian community and/or sport in any recognized discipline. No athletic achievement is necessary and the nominee can be a junior or a senior member of Horse Council BC in good standing. This individual MUST be a member of Horse Council BC in good standing to be nominated.
PRESIDENT'S AWARD
This award recognizes an individual who has made a significant contribution to BC's developing equestrian industry over an extended period of time through education, mentoring or leadership. This individual MUST be a member of Horse Council BC in good standing to be nominated.
THE NOMINATION PROCESS, “HOW IT WORKS”
All nominations MUST be submitted on or before the nomination deadline to be accepted for
the current year. Nominations submitted after the deadline will be carried forward to the next
year.
The Awards Committee reserves the right to re-direct a nomination into a more appropriate
award category.
It is at the discretion of the Awards Committee whether or not to give out an award.
ELIGIBILITY FOR NOMINATION
Nominations may only be submitted by HCBC Board of Directors and current HCBC members, including seniors, clubs, zones, businesses and affiliated groups.
The "Lifetime Achievement" award must be endorsed by five supporters. All other HCBC awards must have two supporters for each nominee.
Only one category per nomination form. You MUST complete a separate nomination form if you are nominating an individual in more than one category.
Nominees must have been a BC resident for a minimum of one year.
Self nominations are ineligible.
Nomination forms must be received at the HCBC by the designated deadline otherwise they will be considered for the following year.
POLICY #600-01 APPROVED - Nov 2011
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SOCIAL MEDIA POLICY
This policy governs the publication of and commentary on social media by employees and directors of Horse Council BC. For the purposes of this policy, social media means any facility for online publication and commentary, including without limitation blogs, wiki's, social networking sites such as Facebook, LinkedIn, Twitter, Flickr, and YouTube. This policy is in addition to and complements any existing or future policies regarding the use of technology, computers, e-mail and the internet. HCBC employees who are not given express specific permission are not allowed to publish or comment via social media in any way during work hours or using work facilities, or in any way that suggests they are doing so in connection with HCBC. HCBC employees who are given express specific permission are free to publish or comment via social media in accordance with this policy. Such employees are subject to this policy to the extent they identify themselves as a HCBC employee (other than as an incidental mention of place of employment in a personal social media on topics unrelated to HCBC). Before engaging in work related social media, employees must obtain the permission of the Executive Director. Publication and commentary on social media carries similar obligations to any other kind of publication or commentary. Setting up Social Media
Assistance in setting up social media accounts and their settings can be obtained from HCBC's Marketing & Communications Coordinator. Your profile on social media sites must be consistent with your profile on the HCBC website or other HCBC publications. Profile information may be obtained from the Marketing & Communications Coordinator. Don't Tell Secrets
It's perfectly acceptable to talk about your work and have a dialog with the community, but it's not okay to publish confidential information. Confidential information includes things such as unpublished details about our software, details of current projects, future product ship dates, financial information, research, and trade secrets. We must respect the wishes of our corporate customers regarding the confidentiality of current projects. We must also be mindful of the competitiveness of our industry. Protect your own privacy
Privacy settings on social media platforms should be set to allow anyone to see profile information similar to what would be on the HCBC website. Other privacy settings that might allow others to post information or see information that is personal should be set to limit access. Be mindful of posting information that you would not want the public to see.
POLICY #600-02 APPROVED - Nov 2013
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Be Honest
Do not blog anonymously, using pseudonyms or false screen names. We believe in transparency and honesty. Use your real name, be clear who you are, and identify that you work for HCBC. Nothing gains you notice in social media more than honesty - or dishonesty. Do not say anything that is dishonest, untrue, or misleading. If you have a vested interest in something you are discussing, point it out. But also be smart about protecting yourself and your privacy. What you publish will be around for a long time, so consider the content carefully and also be cautious about disclosing personal details. Respect copyright laws
It is critical that you show proper respect for the laws governing copyright and fair use or fair dealing of copyrighted material owned by others, including HCBC own copyrights and brands. You should never quote more than short excerpts of someone else's work, and always attribute such work to the original author/source. It is good general practice to link to others' work rather than reproduce it. Respect your audience, HCBC, and your coworkers
The public in general, and HCBC's employees and customers, reflect a diverse set of customs, values and points of view. Don't say anything contradictory or in conflict with the HCBC website. Don't be afraid to be yourself, but do so respectfully. This includes not only the obvious (no ethnic slurs, offensive comments, defamatory comments, personal insults, obscenity, etc.) but also proper consideration of privacy and of topics that may be considered objectionable or inflammatory - such as politics and religion. Use your best judgment and be sure to make it clear that the views and opinions expressed are yours alone and do not represent the official views of HCBC. Protect HCBC customers, business partners and suppliers
Customers, partners or suppliers should not be cited or obviously referenced without their approval. Never identify a customer, partner or supplier by name without permission and never discuss confidential details of a customer engagement. It is acceptable to discuss general details about kinds of projects and to use non-identifying pseudonyms for a customer (e.g., Customer 123) so long as the information provided does not violate any non-disclosure agreements that may be in place with the customer or make it easy for someone to identify the customer. Your blog is not the place to "conduct business" with a customer. Controversial Issues
If you see misrepresentations made about HCBC in the media, you may point that out. Always do so with respect and with the facts. If you speak about others, make sure what you say is factual and that it does not disparage that party. Avoid arguments. Brawls may earn traffic, but nobody wins in the end. Don't try to settle scores or goad competitors or others into inflammatory debates. Make sure what you are saying is factually correct. Be the first to respond to your own mistakes
If you make an error, be up front about your mistake and correct it quickly. If you choose to modify an earlier post, make it clear that you have done so. If someone accuses you of posting something improper (such as their copyrighted material or a defamatory comment about them), deal with it quickly - better to remove it immediately to lessen the possibility of a legal action.
POLICY #600-02 APPROVED - Nov 2013
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Think About Consequences
For example, consider what might happen if a HCBC employee is in a meeting with a customer or prospect, and someone on the customer's side pulls out a print-out of your blog and says "This person at HCBC says that product sucks." Saying "Product X needs to have an easier learning curve for the first-time user" is fine; saying "Product X sucks" is risky, unsubtle and amateurish. Once again, it's all about judgment: using your blog to trash or embarrass HCBC, our customers, or your co-workers, is dangerous and ill-advised. Disclaimers
Wherever practical, you must use a disclaimer saying that while you work for HCBC, anything you publish is your personal opinion, and not necessarily the opinions of HCBC. The Marketing & Communications Coordinator can provide you with applicable disclaimer language and assist with determining where and how to use that. Don't forget your day job.
Make sure that blogging does not interfere with your job or commitments to customers. Social Media Tips
The following tips are not mandatory, but will contribute to successful use of social media. The best way to be interesting, stay out of trouble, and have fun is to write about what you know. There is a good chance of being embarrassed by a real expert, or of being boring if you write about topics you are not knowledgeable about. Quality matters. Use a spell-checker. If you're not design-oriented, ask someone who is whether your blog looks decent, and take their advice on how to improve it. The speed of being able to publish your thoughts is both a great feature and a great downfall of social media. The time to edit or reflect must be self-imposed. If in doubt over a post, or if something does not feel right, either let it sit and look at it again before publishing it, or ask someone else to look at it first. Enforcement
Policy violations will be subject to disciplinary action, up to and including termination for cause.
POLICY #600-02 APPROVED - Nov 2013
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COMMERCIAL ELECTRONIC MESSAGE POLICY
PURPOSE:
This document is to serve as a guideline and policy for staff, directors and members when sending Commercial Electronic Messages (CEMs) on behalf of HCBC. The guidelines are prepared to assist staff, directors and members to administrate the provisions of the Canadian Anti-Spam Law. The Horse Council BC Commercial Electronic Message Policy is intended to be implemented in conjunction with the Horse Council BC FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY POLICY AND GUIDELINES to ensure compliance with the Freedom of Information and Protection of Privacy Act (FIPPA) and the Personal Information Protection Act (PIPA) for the Province of BC.
The Canadian Anti-Spam Law is designed to prohibit sending of unsolicited commercial electronic messages to recipients who have not consented to being sent such messages. All Canadian organizations will be subject to the legislation. INTENT:
Horse Council BC values its members and wishes to respect the member’s choices as to the communication they receive from the organization. We shall strive to ensure that the unsubscribe choices are updated in a timely way or as required by law. The implementation of this policy shall be the responsibility of the Executive Director. WHAT IS A Commercial Electronic Message (CEM):
A CEM is any electronic message with any kind of commercial purpose or containing links to a website with information that encourages participation in commercial activity with or without an expectation of profit.
There are some CEMs that do not require consent including but not limited to: Response to a request from the recipient; or if it completes or confirms a transaction previously agreed to by the recipient; provides information about warranties, recalls, safety or security; provides information about ongoing use or an ongoing subscription, membership or account; provides information about an employment relationship or benefit program related to the person to whom the message is sent. Commercial Electronic Message CONTENT: Horse Council BC CEM’s shall include all legislated content in the message or in links within the message as permitted. IMPLIED CONSENT:
As a non-profit membership organization Horse Council BC can assume implied consent of members or past members for a period of two years following expiration of membership according to the Anti-Spam Law. Horse Council BC will assume implied consent of such member when sending CEMs until such time as the member unsubscribes. When a member unsubscribes they will still be sent electronic messages such as membership renewals, Annual/Special General Meeting notices or emergency bulletins under implied consent. EXPRESS CONSENT:
Horse Council BC will request express consent from members and subscribers. Consent may be obtained in writing, or orally as permitted by the current legislation. Express consent shall be recorded in the members membership record and will include all required content including a statement that indicates the recipient can withdraw consent to receive CEMs, in the future.
POLICY #600-03 APPROVED (Amended)– Nov 2013
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AFFILIATE MEMBERSHIP POLICY
CRITERIA FOR MEMBERSHIP Organizations applying for Affiliate Membership with Horse Council BC will meet the following requirements:
1. Hold legal constitution filed with BC Registry of Companies having (Provincial Scope) entrenched or Corporations Canada (National Scope).”
2. Representation and active members (either individual or chapter/zones/committees) throughout the majority of the eight zones with a minimum of five (5) zones with a provision to include membership in the remainder and minimum provincial membership of 30 individuals.
3. The designate or affiliate will provide data to verify that the affiliate organization meets the criteria by providing documentation as required.
MEMBERSHIP APPLICATION
1. All Affiliate membership applications will be reviewed on an annual basis by the HCBC Executive Committee prior to their acceptance. Each affiliate application will be reviewed on a case by case basis with consideration for
a. membership fluctuation over past years b. two similar entities making application
2. Any rejected affiliate application may request the application be reviewed by the board of directors.
3. The Board of Directors of a provincially based organization as described above must endorse the individual named to the HCBC Board of Directors and an alternate by sending in the annual membership application.
4. The designate (board member) to the HCBC board is an annual appointment. HCBC must be notified in writing if there is to be a change of designate during the membership year.
5. Both the designated and named alternate, must hold current Horse Council BC individual memberships.
6. The designate named to the HCBC Board of Directors is accountable to members or supporters of their chosen affiliate in the province. All information acquired through the seat on the HCBC Board of Directors is to be fairly and equitably distributed to all of the Affiliate’s membership unless confidential.
7. The designate to the HCBC board sits for the benefit of Horse Council BC and brings the benefit of their knowledge to the HCBC board of directors.
8. The designate will be responsible to ensure return of “annual activity report”. They shall be responsible ensure a written report for each of the board of directors meetings.
9. The designate will work on tasks included in the Affiliate Directors Task list included in the HCBC Board of Directors Policy and Procedures manual.
POLICY #700-01 APPROVED – Nov 2011
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CLUB MEMBERSHIP POLICY
Horse Council BC Club Members are equestrian groups defined as non-profit organizations operating on a local or regional basis or to promote a similar interest or breed. Clubs are not eligible for a seat on Horse Council BC’s Board of Directors.
1. Club membership is a privilege not a right and organizations or groups not meeting the
criteria may not be given membership.
2. All clubs applying for membership will be required to submit a copy of their current
society filing along with their Society number. Clubs who currently hold membership or
have within the past three years will be grandfathered for as long as they maintain HCBC
membership.
3. Benefits of a club membership are:
a. Collect HCBC membership applications and fees at your event.
b. Apply for Zone, Core and other HCBC funding
c. Participate in the Group Commercial Insurance Program through Capri Insurance
d. Advertise club activities such as fundraiser’s, educational events, clinics and
Sanctioned Competitions on the HCBC website
e. Apply to receive HCBC Promo Packs
f. List your organization in the HCBC Industry Guide
g. Promote your club and events on the HCBC Online Forums
4. Continued membership and access to grants and program funding is dependent on
activity reports. Each Club will be required to report the following on a yearly basis;
a. Number of members (male, female, junior and senior)
b. Number and brief description of club activities
c. Number of participants at each activity
d. Club report form is available online or with club renewal
5. Clubs are encouraged to use HCBC programs including BC Heritage and General
Performance rules and competition permitting.
POLICY #700-02 APPROVED – Nov 2011
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HCBC HONORARY LIFETIME MEMBERSHIP POLICY
This award may be granted by the Board of Directors, at their discretion, to any member who has demonstrated outstanding and exceptional service to HCBC. Any individual or club/affiliate member of HCBC is entitled to nominate a candidate for “Honorary Lifetime Membership. The Award will consist of a lifetime regular membership to HCBC. The Board shall require a 75% Majority vote of Board members present at the meeting to grant the award, provided that a quorum of the Board is present at the meeting.
Nominations must be made in writing, sent to the HCBC Office to the attention of the VP Membership and Marketing and Executive Director. The VP Membership will convene an Awards Committee to review the nomination, and if the committee recommends, send the nomination to the Board of Directors for review and decision. Alternatively, a Director of the Board may bring forward a nominee directly to the Board of Directors.
The Award may not be presented every year. The Award is an ongoing process and will be presented only to suitable candidates. The Award will be presented at the HCBC Banquet or other suitable ceremony where the recipient can be best recognized by their community. The award may include of a Plaque or Certificate presented to the successful candidate.. The Award does not include membership towards HCBC programs. Criteria:
Nominee is a current member in good standing of HCBC
Nominated in writing, by a current member in good standing of HCBC
Nomination must include a comprehensive list of nominee’s achievements, accomplishments and service to HCBC
The achievements demonstrated by the nominee must include but are not restricted to the following:
o Long term involvement within the Equine Community o Exceptional service to HCBC
As a member, committee member or member of the Board of Directors As a volunteer, benefactor or ambassador of HCBC
And will include at least one of the following: o Demonstrated achievements and recognition by peers and horse industry o Demonstrated an outstanding contribution to the development and growth of
the Equine industry. o Demonstrated an outstanding contribution towards the growth and
development of HCBC and its programs. o Outstanding contribution to equine activities or equine sport in the Province of
BC o Outstanding contribution to an equine club, or HCBC affiliate organization
Other exceptional circumstances may be considered by the Board. If exceptional circumstances are accepted, these would require a unanimous vote of Board members present at the meeting (providing a quorum is present) to grant this award.
POLICY #700-03 APPROVED – Nov 2011
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HCBC MEMBER ‘NOT IN GOOD STANDING’ POLICY
Membership and all benefits run with the calendar year. Members are considered “in good standing” providing that the member:
Has paid all membership fees and other dues for the current year to the association; If fees are received by a competition or club, the member will be deemed “in good standing” from the moment fees are received by any means, however if the means of payment is later made void for any reason, it will be as if the membership was never purchased and all benefits will be void.
Has not ceased to be a member
Has not been suspended or expelled from membership
Has complied with the Bylaws, policies and rules of the Association.
Is not subject to a disciplinary action or investigation of the Association, or if subject to disciplinary action or investigation of Association previously, has fulfilled all terms and conditions of such disciplinary action to the satisfaction of Association;
1. Each Member may be declared “Not in Good Standing” by the Executive Committee for a variety of reasons including but not limited to:
(a) a member is behaving in a manner contradictory to the aims and goals of the society, (b) a member is guilty of inhumane or unethical treatment of any equine, (c) a member has a debt for programs, competitions or other services offered from HCBC
2. The Executive Committee shall upon review of circumstances, records or other information declare a member’s status as “Not in Good Standing” 3. Every member with status “Not in Good Standing” will not be eligible to hold a position within HCBC or participate in any HCBC activity nor be entitled to any member benefits from HCBC. 4. Every member with status “Not in Good Standing” shall remain with the declared status until such time as the Executive Committee declares a change of status for the member to be “In Good Standing”. 5. When a member is declared “Not in Good Standing” this will be in effect for a period retroactive until the last time the member status was “In Good Standing”. All points or awards accumulated during the retroactive period will be invalid and removed, as will all member benefits. 7. Every member being expelled from HCBC will no longer be a member and will have no member benefits of any kind. Oversight and Responsibility:
1. The President will appoint the Executive Director responsible for overseeing the “Not in Good Standing” Policy and Procedure.
2. The Executive Director will collect, review, maintain and examine all records/information pertaining to a change of status for a member status to “Not in Good Standing”.
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3. The Executive Director will forward relevant information to the Executive Committee for a declaration of member status “Not in Good Standing”.
4. The Executive Director will maintain a list of member status “Not in Good Standing” and review such list as necessary not to exceed a six month period. The review will ensure the list is current and updated.
5. The Executive Director will be responsible for the control and storage of all records pertaining to a member status “Not in Good Standing”.
6. The Executive Director will not release any information contained in the records without the consent of the President and in accordance with HCBC’s Freedom of Information (FIPPA and PIPPA) Policy.
PROCEDURE
1. The Executive Director or designated staff will contact/notify the member that their membership may be reviewed by the Executive and declared “not in good standing”. The member will be notified of the reason for this, and the expected remedy.
2. The member may be notified by phone, providing the conversation is recorded, or by registered mail.
3. The member will be advised that twenty-one days (21) will be afforded to the member to rectify the issue. The member will be advised after twenty-one days the potential exists for a member change of status to “Not in Good Standing”.
4. After 21 days, the issue will be forwarded to the Executive Committee for a decision on change in status to “Not in Good Standing”. All contacts and documents will be recorded and forwarded for review to the Executive Committee by the Executive Director.
5. The Executive Committee will review a member change of status within seven days of notification from the Executive Director. A Quorum of the Executive will make a determination.
6. The Executive Committee will determine an effective date for a change of status to “Not in Good Standing” and the determination will be forwarded in writing to the member.
7. The member may appeal the determination of the Executive Committee to the Board of Directors. The appeal must be in writing to the Board of Directors within 30 days of being notified of the Executive Committee decision.
8. The Board of Directors at their next meeting will review the appeal and determination by the Executive Committee. A quorum for the Board of Directors will make a decision regarding the member’s status.
9. The Board of Directors will advise the member in writing of the decision. The decision of the Board of Directors is FINAL.
10. The member status “Not in Good Standing” shall be deemed received and will be effective from the date determined by the Executive Committee until the Board of Directors has met and decided on the appeal.
POLICY #700-04 APPROVED – Oct 2008
HORSE COUNCIL B.C. BOARD MEMBER POLICIES AND PROCEDURES MANUAL
Section 4
STRATEGIC PLAN
HCBC Strategic Plan
S 4 - 2
STRATEGIC PLAN
S 4 - 3
S 4 - 4
S 4 - 5
HORSE COUNCIL B.C. BOARD MEMBERS HANDBOOK
Section 5 CONSTITUTION & BYLAWS
Constitution Bylaws
S 5 - 2
CONSTITUTION & BYLAWS
HORSE COUNCIL BC
Constitution and By-laws Approved Revisions November 18, 2006
27336 Fraser Hwy
Aldergrove, BC V4W 3N5 Approved at AGM - Fall 2006
S 5 - 3
CONSTITUTION
HORSE COUNCIL OF BRITISH COLUMBIA
CONSTITUTION
1. The Name of the Society shall be HORSE COUNCIL OF BRITISH COLUMBIA (Hereinafter referred to as the “Society”) 2. The Objectives of the Society shall be:
a) To provide a coordinating body to serve all equestrian and equine interests in all aspects except pari-mutuel racing.
b) To foster and stimulate interest in equestrian sports. c) To encourage and facilitate communication among horse owners. d) To encourage and facilitate educational programs for horse owners and persons
associated with the industry. e) To support and stimulate interest in horse breeding and all other aspects of the
horse industry. f) To guard the well-being of horses and the interests of horse owners. g) To accept, receive and take by devise, bequest or gift and to hold, possess and
enjoy for the objectives of the Society, donations, gifts, grants and bequests upon such trusts and terms as the donor or donors may prescribe.
h) To provide and maintain liaison with horse organizations at all levels, provincially, nationally or internationally.
3. On dissolution of the Society and after payment of all debts and liabilities, the
remaining assets of the Society shall be distributed to such charitable British Columbia organization or organizations as may be decided by the members aforesaid.
4. The Society business shall be carried on without purpose of gain for its members, and
any profits or other accreditations to the Society shall be used for promoting its objects.
5. Clauses 3 and 4 are unalterable
POLICY #000 APPROVED – Nov 2006
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BY-LAWS
BY-LAWS
Part I – Interpretation
Section 1 - Definitions a) In these bylaws, unless the context otherwise requires,
i. "Act" means the Society Act of British Columbia from time to time in force and all amendments to it
ii. "directors" means the board of directors of the Society for the time being; iii. “horse” for the purposes of this document shall mean a horse, pony, donkey, mule or
zebra. iv. "member" means a member of the Society as listed in the register of members of the
Society, and unless the context otherwise requires, includes individual members, family members, club members, affiliate members and business members
v. “Member in Good Standing” means an individual (Section 3 (a)), Family (Section 3 (e)), Affiliate (Section 3 (b)), Club (Section 3 (c )), or Business (Section 3 (d)), has completed and submitted the prescribed membership application; the application has been approved by the Board of Directors, and prescribed fees, as required from time to time, have been paid. Such members undertake to uphold this Constitution and abide with the by-laws as set out herein.
vi. "registered address" of a member means their postal, email, or fax address, or other as permitted by the Societies Act, as recorded in the register of members.
b) The definitions in the Act on the date these bylaws become effective apply to these bylaws.
Section 2 Words importing the singular include the plural and vice versa, and words importing a male person include a female person and a corporation.
PART II - Membership
Section 3 There shall be five (5) different classes of members as follows:
a) Individual Members, i. All senior individual members shall pay fees to the Society in accordance with Section 5
herein and shall automatically be voting members of the Zone in which they reside.
ii. All junior individual members (under 18 as of January 1st of the current calendar year) shall pay fees to the Society in accordance with Section 5 herein. Junior individual members shall not be eligible to vote nor hold office in the Society.
Or b) Affiliate Members,
i. Equestrian and equine associations with headquarters in British Columbia and provincial branches of national equestrian and equine associations with a province-wide membership may become members of the Society upon payment of fee to the Society for membership in accordance with Section 5 herein.
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Each such member shall be represented by one delegate to the Society who shall be a director of the Society and have voting rights.
Or
c) Club Members, i. Local equestrian or equine organizations may become members of the Society upon
payment of a fee to the Society for membership in accordance with Section 5 herein. Such local clubs shall be a member of the Zone in which the majority of its members reside.
ii. Each such Club (Zone) Member shall be represented by one voting delegate to the local Zone Council.
Or
d) Business Members, i. Business members representing equestrian goods, service suppliers, breeders, trade and
industry representatives upon payment of fee to the Society for membership in accordance with section 5 herein shall be recognized as Business members.
ii. Business members may not vote or hold office. iii. Business members shall receive recognition at levels as determined by the Directors iv. Business members may participate in the member programs of the society.
Or
e) Family Members i. Family members shall pay fees to the Society in accordance with Section 5 herein.
ii. Family memberships are open to one or two adults and all children under the age of 18, residing at the same address on January 1st of the current year.
iii. One adult shall be designated as a voting member.
Section 4 - Rights and Privileges The rights and privileges of members shall be defined as follows;
a) Junior Individual members shall enjoy all rights and benefits with the exception of the right to vote or hold office and such other restrictions as may from time to time be authorized by resolution of the directors
Section 5 - Fees
a) The directors may, by ordinary resolution, establish; i. Annual dues for each class of membership which shall be payable not less than thirty
(30) days prior to the date of the annual general meeting of the Society; ii. initiation fees;
iii. a reinstatement fee in respect of persons whose memberships have ceased as a result of failure to pay or any subscription imposed pursuant to these bylaws; and
iv. such other subscriptions as are deemed appropriate or necessary and which the board does not by these bylaws have the power to establish.
POLICY #000 APPROVED – Nov 2006
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Section 6 - Termination of Membership A person ceases to be a member of the society
a) By delivering his or her resignation in writing to the secretary of the society or by mailing or delivering it to the address of the society
b) On his or her death or, in the case of a corporation, on dissolution
c) On being expelled, or
d) On having been a member not in good standing for 12 consecutive months
1. A member may be expelled by a special resolution of the members passed at a general meeting
2. The notice of special resolution for expulsion must be accompanied by a brief statement of the reasons for the proposed expulsion
3. The person who is the subject of the proposed resolution for expulsion must be given opportunity to be heard at the general meeting before the special resolution is put to a vote
PART III – Meetings of Members
Section 7 - Zone Councils
a) Zone Councils shall be established to encourage Zone and local activities of the Society in eight (8) geographic areas of the Province designated by the Sport and Recreation Division of the Ministry of Municipal Affairs, Recreation and Culture, namely, Zone 1 - Kootenays Zone 2 - Okanagan Zone 3 - Fraser Valley Zone 4 - Delta - Richmond - Burnaby Zone 5 - Vancouver - Squamish Zone 6 - Vancouver Island Zone 7 - North West Zone 8 - North East
b) Amendments to Part III Section 7(a), such as creation of new Zone Councils and/or changes to areas constituting Zone Councils as may be required to improve communications or program coordination, shall be proposed by the directors as special resolutions to a general meeting of the Society after consultation with and acceptance by members of the areas concerned and such amendments shall be filed with the Registrar.
c) Individual members residing in each Zone and Club Members within the Zone shall be members of the Zone Council. Each such voting member shall be entitled to one (1) vote at meetings of the Zone Council.
d) Individual members and delegates of member Clubs or organizations of the Zone Council shall, call a regional general meeting held at least thirty (30) days before the annual general meeting of the Society, elect from amongst themselves the following officers:
i) A President or Chairperson ii) A Vice-Chair iii) A Secretary/Treasurer iv) Two (2) Delegates to the Society who shall be directors of the Society for a two (2) year
term, with alternating terms of election. v) A quorum for a Zone Council meeting be 10 members, but if a quorum is not in
attendance the election should proceed. Following a review of the minutes and the election process, the current Horse Council Executive may approve the results.
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e) The Zone Council shall promote Horse Council to the equine community in their zone, encourage, organize and assist equestrian and equine activities in its own Zone; however, the performance of its objectives, priorities and programs shall be consistent with the policies and rules of the Society.
Section 8 - Meetings of the Society
a) General meetings of the Society, including the annual general meeting, shall be held at the time and place, in accordance with the Act, that the directors decide. Unless there are exceptional circumstances, the AGM shall be held in the spring
b) Special general meetings may be called for a particular purpose on the written request of ten (10) per cent or more members. The meeting must be held within 45 days of receipt of notice to the Horse Council office
c) Notice of a general meeting or a special general meeting to members, shall specify the place, day and hour of meeting, and in the case of special business, the general nature of the business.
i. Minimum notice of such meeting shall be twenty-one (21) days, sent in writing to each member personally by technological means or post mail to registered address
ii. Only those members deemed to be in Good Standing shall be entitled to vote. iii. Voting at annual general meetings or special general meetings shall be by written ballot
or show of hands of members present who are entitled to vote. d) Providing less than one (1) percent of the entitled voting members as of the date of the meeting
did not receive notice of meeting; accidental omission, to give notice to or the non-receipt of notice does not invalidate the proceedings at that meeting
PART IV – Directors and Officers Section 9 The affairs of the Society shall be managed by a board of not less than twenty (20) or not more than fifty (50) directors which shall be elected or appointed every two (2) years and shall consist of the following:
a) Two (2) directors from each Zone Council as per Part III, Section 7. b) One director delegated by each affiliated equestrian association as per Part III, Section 7. c) Up to a maximum of three (3) directors-at-large may be elected from among the general
membership for a two (2) year term. d) Where there are no directors available to fill Executive positions requiring special expertise, up
to two (2) members in good standing shall be appointed to the Executive Committee by the Board of Directors. Terms for appointed positions are the same as for elected
e) A director who represents a Zone Council or an Affiliate Member if by reason of death, or moving out of the district he represents or out of the Province or by ceasing to be a member of the organization he represents, will immediately cease to be a director.
f) In the event of a vacancy on the Board of Directors in an affiliate/zone elected Director position, replacement for the remainder of the term may be made by the appointing affiliate/zone organization.
g) No director shall be remunerated for being or acting as a director but a director may reimbursed for all expenses necessarily and reasonably incurred by him while engaged in the affairs of the Society.
h) Conduct deemed prejudicial to the interests of the society which includes but is not limited to a director not participating in 3 consecutive Board of Directors meetings or convictions for fraud or other indictable offences may result in removal as a Director.
POLICY #000 APPROVED – Nov 2006
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PART V - Indemnities Section 10 Subject to the Act, every director or officer or other person who has undertaken or is about to undertake any liability on behalf of the Society, and their heirs, executors and Executive Directors and estate and effects respectively, shall from time to time and at all times, be indemnified and saved harmless out of the funds of the Society, from and against;
a) all costs, charges and expenses whatsoever which such director, officer or other person sustains
or incurs in or about any action, suit or proceedings which is brought, commenced or prosecuted against him, or in respect of any act, deed, matter or thing whatsoever, made, done or permitted by him, in or about the execution of the duties of his office or in respect of any such liability;
b) all other costs, charges and expenses which he sustains or incurs in or about or in relation to the affairs thereof, except such cost, charges or expenses as are occasioned by his own willful neglect or default.
PART VI – Proceedings of Directors Section 11 The directors of the Society shall exercise all powers as are consistent with the purposes and bylaws of the Society and the Act, including but not limited to;
a) Enlistment and employment of an Executive Director
Section 12 The directors should meet annually in the spring for an annual general meeting and at any other time and place as they see fit. The President, or in his/her absence one of the VP’s named by the President shall chair all meetings of the directors.
Section 13 A meeting of the directors shall be convened at the call of the President or upon the written request of three (3) directors, to Horse Council office. The meeting must be held within 14 days of the request by directors.
Section 14 The F.E.I Disciplines/Competition committee shall be chaired by a vice-president who has a relevant background experience in the respective responsibilities.
Section 15 The Competition committee shall be responsible for the administration and enforcement of National rules.
Section 16 A resolution in writing, signed by the majority of the directors and placed with the minutes of the directors is as valid and effective as if regularly passed at a meeting of directors.
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Section 17 The directors at the fall meeting shall elect from amongst their number a president, up to five
a) {5) vice-presidents, a secretary and a treasurer, who shall be the officers of the Society These officers shall form the Executive Committee of the Society, which shall act for and in the name of the Board in the day to day management of the affairs of the Society. The Past President shall serve at the pleasure of the President for one year.
b) The following positions shall be elected in the even years. i. President
ii. Treasurer iii. VP of FEI & Competition iv. VP of Education
c) The following positions shall be elected in the odd years. i. VP of Membership and Marketing
ii. VP of Recreation iii. VP of Horse Industry iv. Secretary
d) In the event of a resignation or removal of one of the officers of the Society the Executive Committee may appoint a member in good standing to the position until the next directors meetings.
Section 18 The president shall preside at all meetings of the Society and the directors. The president is the chief executive officer of the Society and shall supervise the other officers in the execution of their duties.
a) The President's period of office shall be a two (2) year term and limited to 2 terms (four consecutive years). After an absence of two (2) years the person may hold office for another term.
b) Each Vice President, Treasurer, Secretary shall hold office for a term of two (2) years or less if elected mid-term
c) No member shall serve on the Executive committee for more than eight (8) consecutive years, except the immediate past president.
d) After eight (8) years, a member shall step down for one term (two years) before seeking re-election to the Executive Committee.
PART VII – Duties of Officers Section 19 The vice presidents shall exercise all those responsibilities which are assigned them and in the absence of the president one of them shall be appointed by the president or the directors to perform the duties and exercise the powers of the president.
Section 20 - The secretary shall: a) Issue notices of meetings of the Society and directors; b) Keep minutes of all meetings of the Society and directors; c) Maintain the register of members, or ensure they are done.
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Section 21 - The treasurer shall: a) Keep the financial records, including books of account, necessary to comply with the Act, and b) Render financial statements to the directors, members and others when required; c) Prepare and present appropriate motions concerning banking arrangements and appointment
of auditors, or ensure they are done.
Section 22 A quorum for general meetings of members shall be twenty-five (25) members.
Section 23 A quorum for meetings of directors shall be ten (10) or one quarter (1/4) of the total number of directors, whichever is greater.
Section 24 A quorum for meetings of the executive committee shall be five (5) members.
PART VIII – Fiscal Year
Section 25 The fiscal year of the Society shall be January 1st to December 31st.
PART IX - Auditors
Section 26 An auditor shall be appointed at each annual general meeting of the Society.
PART X - Seal Section 27 The directors may provide a common seal for the Society, which shall be affixed and approved as required in the presence of any two (2) directors.
Section 28 Records of the Society shall be open to inspection only by a member in good standing in the presence of a designated Director or staff member on provision of ten (10) days written, registered notice.
a) Inspection of records by a member or director shall be restricted to such information not mentioned or listed within the Freedom of Information and Protection of Privacy Act, or Personal Information Protection Act.
b) A member shall not remove an original document from the Societies records. A photocopy may be made provided such information is mentioned or listed within the Freedom of Information and Protection of Privacy Act, or Personal Information Protection Act. A fee for service will be set and applied to each copy.
Section 29 Lists of members shall not be available for sale or distribution.
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PART XII – By-laws Section 30 These bylaws shall not be altered or added to except by special resolution passed by a majority of not less than seventy-five (75%) percent of the votes cast at the Annual or General Meeting under the following conditions:
a) Notice of the proposed change(s) must be received by the Secretary of the Society at least 75 days in advance of the Annual or General Meeting.
b) Each voting member shall be informed of the proposed amendments(s) and provided with a voting form together with any rational for the proposed amendment(s), including clear and concise instructions for casting and return of said ballot not less than 30 days in advance of the Annual or General Meeting.
c) If the member wishes to vote by mail, the ballot must be returned to the Office of the Returning Officer at least 5 days in advance of the Annual or General Meeting.
d) The Returning Officer shall receive, count and keep confidential the results of the mail ballot until the resolution vote has been counted from the floor of the Annual or General Meeting.
e) The Executive Director shall be the Returning Officer of the Society f) A member may vote on the proposed amendment(s) at the Annual or General Meeting,
however if a mail ballot has been received from the member, he/she may not vote on the proposed amendment at the Annual or General Meeting.
Section 31 The Society may, upon resolution of the board, charge a fee for providing a copy of the Constitution and Bylaws to a member, such fee not to exceed the amount permitted from time to time by the Act.
Section 32 Robert’s Rules of Order revised, latest edition shall prevail for all business not covered by these bylaws.
Section 33 In order to carry out the purposes of the Society the directors may on behalf of and in the name of the Society raise or secure the payment or repayment of money in the manner they decide, and in particular but without limiting that power by the issue of debentures.
i) A debenture must not be issued without the authorization of a special resolution. The members may by special resolution, restrict the borrowing powers of the directors, but a restriction imposed expires at the next annual general meeting.
POLICY #000 APPROVED – Nov 2006
HORSE COUNCIL BC BOARD MEMBERS HANDBOOK
Section 5-A
BYLAW INTERPRETATION Bylaw Interpretation
S 5A - 2
BYLAW INTERPRETATION
In reference to Section 9 (d): “ Where there are no directors available to fill Executive positions requiring special expertise, up to two (2) members in good standing shall be appointed to the Executive Committee by the Board of Directors. Terms for appointed positions are the same as elected.”
Our interpretation of this section of the Bylaws is that if there are no Directors with appropriate expertise willing, or able to stand for election, the Board must look outside its number to find appropriate expertise for the Executive position. Simply being a Director would not give an individual preference for an Executive position which requires special expertise. The process we recommend is as follows: the nominations committee receives the list of positions available for election. They initially contact the Directors, to see who is willing to stand for election. If Directors standing for a position do not have appropriate expertise the nominations committee will look to the general membership for an individual willing to take the position, and bring them forward to the Board for consideration. The Board will then determine who shall serve on the Executive committee.
POLICY #000 APPROVED – Nov 2006
HORSE COUNCIL BC BOARD MEMBERS HANDBOOK
Section 6
FINANCIAL INFORMATION
Current Budget General Financial Information
S 6 - 2
2016 BUDGET
Budget
S 6 - 3
GENERAL FINANCIAL INFORMATION
Horse Council’s Fiscal year is January 1st to December 31st.
Each year Horse Council BC is subject to an external audit performed by an outside accounting
firm. This audit is a requirement of the Provincial Government and their assistance (grant)
program.
HORSE COUNCIL B.C. BOARD MEMBER POLICIES AND PROCEDURES MANUAL
Appendix A DETAILED JOB DESCRIPTIONS
The Zone Director’s Job Description Affiliate Director’s Job Description
Director At Large Job Description Executive Job Descriptions
Director BCAC Job Description Volunteer HCBC Representative to Outdoor Recreation Council
Appendix A - 2
ZONE DIRECTOR JOB DESCRIPTION
POSITION: ZONE DIRECTOR
ACCOUNTABLE TO: President and the Board of Directors
FUNCTION:
The province is divided into eight geographic regions, based on the BC Summer Games regions. They are: Zone 1 Kootenays Zone 5 Vancouver-Squamish Zone 2 Thompson-Okanagan Zone 6 Vancouver Island-Central Coast Zone 3 Fraser Valley Zone 7 North West Zone 4 Fraser Valley-Delta Zone 8 Cariboo-North East
The basic structure starts with individual and club members, who annually elect officers as outlined in the Horse Council BC Bylaws. Each Zone is entitled to elect two delegates to the Horse Council Board of Directors, who then represent the concerns of the Zone members to the board.
The organization structure suggests the establishment of certain officers and committees in parallel with the Horse Council BC organizational structure. The establishment of these officers and committees is intended to encourage a close liaison between the Zones and the provincial organization.
Zone activities may be planned to involve individual and club members; to assist young and new riders; to encourage greater proficiency in equestrian activities; to encourage certification of all equestrian coaches; or to encourage and support special interest activities, e.g. riding, breeding, competitions, etc.
The Zones are not legal entities in themselves. The ultimate financial and legal responsibility for all activities conducted in the name of Horse Council rests with the Directors (the members of which include the two representatives from each Zone).
Income to the Zone accounts, which is held by Horse Council BC, comes primarily from the Zone portion of the membership fees, which is determined by Board resolution. However, there may be other fund-raising opportunities for the Zones, such as special equestrian activities organized specifically to benefit the Zone.
DUTIES & RESPONSIBILITIES:
Represent and promote HCBC within your zone
Attend events in the zone where possible as a representative of HCBC
Work to establish a Zone Committee to meet the needs of the Zone
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Be accessible to members, staff and directors as needed
Write zone reports for meetings
POLICY #100-03 APPROVED Apr 2013 – Replacing POLICY #2012-02 APPROVED Mar 2012
Appendix A - 3
Comply with policy and procedure for distribution zone funding
Collaborate and communicate with other Zone Directors and Affiliates
Encourage the submission of HCBC “Activity Reports” for all events
Work with HCBC to promote/organize zone involvement in BC Summer Games, BC Senior
Games, BC Heritage Circuit, Finals and all HCBC programs.
Keep Executive Director of HCBC appraised of relevant issues developing within the zone
Plan for succession within the zone
Host an Annual General Meeting in the Zone as required by HCBC AGM and elect one Zone
Director each year. Record and forward a copy of Zone AGM minutes to HCBC.
Host other meetings within the Zone as appropriate.
Participate or liaise with provincial, municipal or district levels of government and
committees in your zone.
Zones may apply for Core Funding of BC Equestrian Trail Funding.
QUALIFICATIONS & REQUIREMENTS
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required
TIME COMMITMENTS
Meetings in the Zone as appropriate
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month
TERM:
One director elected annually for a two year term
Zone Director Vacancies are filled by appointment from HCBC Executive after consultation
with Zone Council. Appointment of a Zone Director position will be for a term lasting until
the next Zone AGM.
POLICY #100-03 APPROVED Apr 2013 – Replacing POLICY #2012-02 APPROVED Mar 2012
Appendix A - 4
AFFILIATE DIRECTOR JOB DESCRIPTION
AFFILIATE DIRECTOR’S ARE RESPONSIBLE FOR
1. The designate named to the HCBC Board of Directors is accountable to members or supporters
of their chosen affiliate in the province. All information acquired through the seat on the HCBC
Board of Directors is to be fairly and equitably distributed to all of the Affiliate’s membership
unless confidential.
2. The designate to the HCBC board sits for the benefit of Horse Council BC and brings the benefit
of their knowledge to the HCBC board of directors.
3. The affiliate should be appointing an alternate representative to attend meetings and perform
duties in the director absence
Duties as Representative to the HCBC Board of Directors
Represent and promote HCBC to your Affiliate members
Attend and report on Affiliate activities and concerns during the HCBC Board of Director meetings
Keep Executive Director HCBC appraised of relevant issues developing within the affiliate
Suggested tasks when possible
Plan for succession within the Affiliate (i.e.: an Alternate Director should the director be unavailable
to attend an HCBC board meeting)
Suggests members attend HCBC zone meetings and other events
In conjunction with zone, populate municipal committees in areas in area relevant to your
membership
TIME COMMITMENTS
Meetings in the Zone as appropriate
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month
TERM:
Appointed annually by the Affiliate member organization by submitting the annual membership
form or by letter of appointment designating an Affiliate Director and Alternate.
POLICY #100-04 APPROVED - Mar 2012
Appendix A - 5
DIRECTOR AT LARGE JOB DESCRIPTION
POSITION: DIRECTOR AT LARGE ACCOUNTABLE TO: The President and the Board of Directors FUNCTION: To serve on the Board of Directors
DUTIES & RESPONSIBILITIES:
Serve on at least one committee, and to actively participate in meetings of the committee.
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Serve as an advocate of the organization
To represent and promote HCBC in your area
Attend events where possible as a representative of HCBC
To work in collaboration with Zone and Affiliate Directors
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Attend all regular and special board meetings and participate in proceedings
Provide a written report for the board meetings
QUALIFICATIONS & REQUIREMENTS
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required
TIME COMMITTMENTS
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of 5 – 10 hours per month
TERM:
Elected for a two year term
POLICY #100-20 APPROVED (revised) - Apr 2013
Appendix A - 6
EXECUTIVE JOB DESCRIPTIONS
POSITION: PRESIDENT
ACCOUNTABLE TO: Board of Directors
FUNCTION: To provide leadership and direction to the membership and the governing board of the organization by ensuring that all Directors understand and exercise their responsibilities with regard to the management of the organization’s programs and finances. Works closely with the Executive Director, supporting the Executive Director in management of operations.
DUTIES & RESPONSIBILITIES:
Act as principal executive officer of the organization
Supervise the Executive Director
Facilitate communication between directors and Executive Director
Preside over all regular, special board meetings and Executive Committee meetings
Act as principle spokesperson for the organization
Appoint and supervise standing committees to ensure all committees are current, active and completing the duties assigned
Assist in orientation of the Directors
Liaison with all equestrian groups or agencies at the provincial or national level.
Liaison with all Provincial Gov’t agencies to promote and represent HCBC.
Supervise the elections of the Executive Committee.
May appoint the Past President at the pleasure of the President.
Ensure board follow-through on all assigned tasks
Sign with other appropriate officers corporate and legal documents
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Provide a monthly report to be submitted at each executive meeting
Provide written report for each board of directors meeting
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS
Proven leadership ability
Knowledge of and skills in planning and non-profit management; ability to integrate vision with reality
Some knowledge of Society Act requirements, governance, Roberts Rules of Order and Parliamentary Procedure
Knowledge of issues, community and constituencies
POLICY #100-05 APPROVED - Nov 2011
Appendix A - 7
Excellent communication skills in oral and written self- expression
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required TIME COMMITTMENTS
Volunteer time as required with a minimum of ten to fifteen hours per week
Attend to HCBC staff meetings or HCBC office as required
Attend HCBC functions, conference calls, meetings with other agencies as required.
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work TERM:
Two year term Maximum four years – elected in the even years
POLICY #100-05 APPROVED - Nov 2011
Appendix A - 8
POSITION: PAST PRESIDENT
ACCOUNTABLE TO: The President and the Board of Directors
FUNCTION: To serve as Past President at the pleasure of the President DUTIES & RESPONSIBILITIES:
Serve on at least one committee, and to actively participate in meetings of the committee.
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Attend all regular and special board meetings and participate in proceedings QUALIFICATIONS & REQUIREMENTS
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required TIME COMMITTMENTS
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
TERM:
Appointed for period of one year at the pleasure of the President.
POLICY #100-06 APPROVED - Nov 2011
Appendix A - 9
POSITION: TREASURER
ACCOUNTABLE TO: President and the Board of Directors
FUNCTION: Coordinate with the Executive Director Treasurers to supervise the financial business of the organization. The role is carried out with the support of the finance staff person and the Finance Committee.
DUTIES & RESPONSIBILITIES:
Submit a financial report to be approval at each executive meeting
Submit a financial report to be approval at each board of directors meeting
Work directly with the bookkeeper through the Executive Director and Auditor in developing and implementing financial procedures and systems
Ensures financial procedures are meeting the needs of the organization
Ensures legal audit requirements are met
Oversees the preparation of the annual budget and monitor its implementation
Recommends and enforces Financial Policies
Oversees the financial wellbeing of the organization
Ensure regular review of insurance program is performed as required
To serve on the finance committee and to actively participate in meetings
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Provide a monthly report to be submitted at each executive meeting
Provide written report for each board of directors meeting
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS
Good understanding of financial management
Ability to read and interpret financial statements and use Microsoft Excel Computer software
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required POLICY #100-07 APPROVED Amended – Nov 2014
Appendix A - 10
TIME COMMITTMENTS
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month TERM:
Elected in even years, two year term – four term maximum
POLICY #100-07 APPROVED Amended – Nov 2014
Appendix A - 11
POSITION: SECRETARY
ACCOUNTABLE TO: President and the Board of Directors
FUNCTION: Coordinate with the Executive Director to oversee the record keeping and correspondence of the membership and governing body of the organization, ensuring compliance with relevant provisions of the bylaws.
DUTIES & RESPONSIBILITIES: Oversee recording of actions of board meeting in the minutes and ensures distribution of them to
board members, the Executive Director, and others as approved by the board
Obtains information from records and minutes to be used in board decision-making
Oversees that organizational records are protected for long-term safekeeping
Sign appropriate organizational documents as needed
Serve on at least one committee and actively participate in meetings of the committee
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS Some knowledge of Society Act requirements, governance, Roberts Rules of Order and
Parliamentary Procedure
Ability to summarize information into concise statements
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required
TIME COMMITTMENTS Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month
TERM: Elected in odd years, two year term – four terms maximum
POLICY #100-08 APPROVED - Nov 2011
Appendix A - 12
POSITION: VICE-PRESIDENT COMPETITIONS
ACCOUNTABLE TO: President and the Board of Directors
FUNCTION: Coordinate with the Executive Director ongoing competitive programs and projects, and to provide leadership in the development of new and innovative competitive programs and projects with the help of staff.
DUTIES & RESPONSIBILITIES:
Liaise with competition organizers and provincial groups
Be willing to assist with dispute resolution between various groups relating to competition
Be in charge of provincial officials, ensuring continuity between competitions and officials
Assist and Develop a grassroots to provincial competition system
Ensures provisions of clinics for development and upgrading officials within the province to ensure there is a high standard of officials
Serve on at least one committee, and to actively participate in meetings of the committee (competitions).
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
To assist with the development of an annual budget
To assist in development of financial support for HCBC
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Provide a monthly report to be submitted at each executive meeting
Provide written report for each board of directors meeting
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS
Some background in provincial and national competitions
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required
TIME COMMITTMENTS
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month
TERM:
Elected in even years, two year term – four terms maximum
POLICY #100-09 APPROVED - Nov 2011
Appendix A - 13
POSITION: VICE-PRESIDENT EDUCATION (VICE-PRESIDENT COACHING & EDUCATION)
ACCOUNTABLE TO: President and the Board of Directors
FUNCTION: Coordinate with the Executive Director ongoing educational programs and develop new programs as required to meet the needs of horse owner and industry professionals with the assistance of staff.
DUTIES & RESPONSIBILITIES:
Liaise with all coaching development programs recognized by HCBC
Propose policies regarding educational opportunities, grants, and professional practices
Promote ongoing safe, responsible practices for equestrian activities
Encourage the development of educational materials such as videos, brochures, online learning modules, etc. with the assistance of staff
Promote the educational events that HCBC sponsors
Serve on at least one committee, and to actively participate in meetings of the committee (education)
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
To assist with the development of an annual budget
To assist in development of financial support for HCBC
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Provide a monthly report to be submitted at each executive meeting
Provide written report for each board of directors meeting
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS
Some background in coaching and/or education
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required
TIME COMMITMENTS
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month
TERM:
Elected in even years, two year terms – four terms maximum
POLICY #100-10 APPROVED - Nov 2011
Appendix A - 14
POSITION: VICE-PRESIDENT INDUSTRY
ACCOUNTABLE TO: President, Board of Directors
FUNCTION: Coordinate with the Executive Director ongoing industry programs and projects, and to provide leadership in the development of new and innovative industry programs and projects with the help of staff.
DUTIES & RESPONSIBILITIES:
Develop new and innovative industry policies and programs for all areas of the province with the assistance of staff.
Assist owners with education and horse improvement programs.
Take pro-active action on issues such as environmental concerns, animal health and welfare, and waste management.
Act as a cohesive force in pulling the various industry segments together to pool their resources for the common good.
Build partnerships and encouraging stakeholder relations to better the horse industry.
Lobby for horse industry issues with all levels of government and like stakeholders
Serve on at least one committee, and to actively participate in meetings of the committee (industry).
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
To assist with the development of an annual budget
To assist in development of financial support for HCBC
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Provide a monthly report to be submitted at each executive meeting
Provide written report for each board of directors meeting
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS Some background in equine industry issues
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required POLICY #100-11 APPROVED - Nov 2011
Appendix A - 15
TIME COMMITTMENTS
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month TERM:
Elected in odd years, two year term – four terms maximum
POLICY #100-11 APPROVED - Nov 2011
Appendix A - 16
POSITION: VICE-PRESIDENT MEMBERSHIP AND MARKETING
ACCOUNTABLE TO: President and the Board of Directors
FUNCTION: Coordinate with the Executive Director ongoing public relations and membership programs and projects, and to provide leadership in the development of new and innovative membership programs with the assistance of staff in order to grow the association membership.
DUTIES & RESPONSIBILITIES:
Promote the organization through press releases, news conferences, event planning, media relations, trade shows, advertising, lobbying, and community projects
Provide leadership when required in membership drives and in communication with members
Assist in the development of new services offered to the organization’s membership as well as to review on an ongoing basis all the services provided
Provide insight into website and social media strategy
Serve on at least one committee and actively participate in meetings of the committee (marketing)
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
To assist with the development of an annual budget
To assist in development of financial support for HCBC
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Provide a monthly report to be submitted at each executive meeting
Provide written report for each board of directors meeting
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS
Some background in Business, Marketing and/or Public Relations
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required
TIME COMMITMENTS
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month
TERM:
Elected in odd years, two year term – four terms maximum
POLICY #100-12 APPROVED - Nov 2011
Appendix A - 17
POSITION: VICE-PRESIDENT RECREATION
ACCOUNTABLE TO: President and the Board of Directors
FUNCTION: Coordinate with the Executive Director ongoing recreational programs and projects and provide leadership in the development of new and innovative recreational programs and projects with the assistance of staff.
DUTIES & RESPONSIBILITIES:
Serve as an advocate for trail and right-to-ride issues and for other users with whom recreational equestrians share the trails
Liaise with government and other agencies to ensure the longevity of horses as a recreational sport
Serve as a resource person for groups or individuals interested in or affected by recreational equestrian activities
Seek ways to expand recreational equestrian opportunities and raise the public profile of recreational activities for equestrians and their equine companions
Serve on at least one committee and actively participate in meetings of the committee (Trails & Access)
Maintain current knowledge of programs/activities and projects
Maintain the confidentiality of any information given to the Board of Directors
Work within the policy framework established by the Board of Directors
Maintain loyalty to the organization
Serve as an advocate of the organization
To assist with the development of an annual budget
To assist in development of financial support for HCBC
Fulfill commitments within the agreed upon deadlines
Be accessible to members, staff and directors as needed
Provide a monthly report to be submitted at each executive meeting
Provide written report for each board of directors meeting
Attend all regular and special board meetings and participate in proceedings
QUALIFICATIONS & REQUIREMENTS
Some background in provincial recreational activities and trail work
Ability to work in a team and delegate responsibility if necessary
Knowledge of and commitment to the purpose and programs of the organization
Ability to work under pressure and maintain a calm focus
Ability to meet deadlines
Ability to facilitate meetings
Excellent communication skills
Vision
Creativity
Patience
Email access and a willingness to use it
Some travel required
TIME COMMITMENTS:
Monthly executive conference calls or face to face meetings
Bi-annual Board of Director meetings
Committee meetings and work
Ability to commit volunteer time of a minimum of five to ten hours per month
TERM:
Elected in odd years, two year term – four terms maximum
POLICY #100-13 APPROVED - Nov 2011
Appendix A - 18
DIRECTOR BCAC JOB DESCRIPTION
POSITION: DIRECTOR BCAC Advertises to membership Identified by VP Industry and ratified by Executive
ACCOUNTABLE TO: VP Industry
FUNCTION: To represent Horse Council as a director of BCAC
Duties & Responsibilities • Maintain the confidentiality of any information given to the Board of Directors • To work within policy framework established by the Board of Directors • Provide a monthly progress report to THE VP INDUSTRY be submitted at each executive
meeting • Attend all BCAC meetings as required and participate in proceedings • Serve as an advocate of the organization and maintain loyalty to • Assist breeders with education and horse improvements • Take pro-active action on issues such as environment concerns, animal welfare and
waste management • To act as a cohesive force in pulling various industry segments together to pool their
resources for the common good rather than see them work only for their own interests • Improve the marketing of various components of the industry on a provincial basis • Fulfill commitments within agreed deadlines • To assist in development of financial support for HCBC • Lobby for horse industry issues • Abide by BCAC Code of Conduct
Qualifications & Requirements • Attend HCBC meetings when required • Must have knowledge of and commitment to the purpose and programs of the
organization • Some travel is required • Must have ability to meet deadlines • Must have excellent communication skills • Knowledge base of positional requirements • Must have vision • Must have the ability to work in a team setting • Must have reliable email access and a willingness to use it
Time Commitments • Attend all BCAC meetings and functions • Semi-annual Board of Directors meetings
Term: Two year term
POLICY #100-14 APPROVED – Nov 2007
Appendix A - 19
POSITION: VOLUNTEER HCBC REPRESENTATIVE TO OUTDOOR RECREATION COUNCIL REPORTS TO: VP Recreation DUTIES:
Attend ORC Meetings and provide a written report back within 2 weeks to VP recreation staff person
Lobby for equestrian interests on trail and access issues in BC
Liaison with user groups and governments as opportunities arise
QUALIFICATIONS:
Interest and basic Knowledge of recreational equine use within the province
Be prepared to attend meetings as required (lower mainland)
Have an interest in conserving and enhancing outdoor settings
COMMUNICATION SKILLS:
Able to express the equestrian position
Express cooperative attitude with others
willing to learn about trail development and work to secure access for equestrian use
POLICY #100-15 APPROVED – Mar 2008
HORSE COUNCIL B.C. BOARD MEMBER POLICIES AND PROCEDURES MANUAL
Appendix B HORSE COUNCIL PROGRAMS
Government Support Program Grant Evaluation System Liability Insurance Overview
BC Athlete’s Assistance Program
Appendix B - 2
HORSE COUNCIL BC PROGRAMS – GOVERNMENT SUPPORT
GOVERNMENT SUPPORT PROGRAM – FACT SHEET
Horse Council BC is recognized by the provincial Ministry of Small Business and tourism, through the Sport and Recreation Division. HCBC negotiates with the government to receive a portion of our annual revenue from the Ministry in the form of grants, or “government assistance” so the educational programs and Provincial Discipline Championships hosted by a member club/affiliate can occur throughout the province. Forms Each year applications for assistance (using the form titles Budget Submission for Government Contribution) are sent to all eligible affiliate and club organizations and committee chairpersons for completion and return to Horse Council. Deadlines The deadline for return of Submissions is June 1, so that the finance committee has time to consolidate the application and meet the government deadline. Late applications are not accepted. Who may apply? Clubs and affiliates who are members of Horse Council BC and HCBC standing committees may apply for assistance. (e.g. Officials committee, Coaching, Heritage, BC Summer Games). Project Eligibility Competitions which are provincial discipline championships are eligible. Coaching programs are offered through the HCBC coaching committees. Athlete development clinics are usually offered through discipline organizations such as Combined Training, Pony Club, Hunter/Jumper, Cadora etc. Projects utilizing certified resource people (NCCP coaches, CEF Officials, qualified veterinarians) are eligible. Program development projects are eligible. Clubs in outlying areas may apply for help to bring in clinicians they may otherwise not be able to afford. Capital expenditures projects are not eligible. Restrictions The assistance program is just that – assistance. Funds requested must be reasonable and the organization applying for assistance is expected to contribute funds into the project. Participants are also expected to contribute (registration fee). Complete anticipated budgets MUST be included with applications. Approval Notification Normally by late spring, successful applicants will be notified by mail, giving the details and the amount of the approved grant.
Appendix B - 3
Release of Funds A form called the “Requisition Form for Approved Grant” must be completed and sent to the office along with all receipts and a complete budget report before the funds will be released to the organization. Fiscal Year: The application for assistance is for the HCBC Fiscal year (Jan 1 to Dec 31) to be eligible for a specific grant year. Projects must occur within this time span and the approved funds must be spent within this period. If your organization has difficulty with these time lines, contact the office. Grant funds that are approved, but not requested for release before the March 31 fiscal year end will revert to general revenue, be returned to the provincial government or be re-allocated.
Appendix B - 4
HORSE COUNCIL PROGRAMS – GRANT EVALUATION SYSTEM
This is the current and in use evaluation system
GRANT EVALUATION SYSTEM
The government requires HCBC to award grants under their broad criteria that provincial sports championships and clinic/educational events which support the road to excellence at a provincial level are looked upon favorably. The following policy will assist in grant evaluation on a point system using provincial criteria and HCBC criteria which recognizes the principle that funds will be distributed where they will have the greatest impact, and funds will be distributed evenly to zones based on membership. The policy also recognizes disciplines, internally generated funding, requests that make use of responsible budgeting techniques, isolation from the mainstream horse community, original or repeat requests and open or closed events. Points will be awarded on the following basis
1. Provincial Championship – 4
2. Clinics/educational events that support the road to provincial championships – 4
3. Funding requests per person, lowest quartile of funds requested
First quartile – 4
Second quartile – 3
Third quartile – 2
Fourth quartile – 1
4. Funding requests per even based on a percentage internal contribution to budget
90 – 100% - 4
70 – 89% - 3
50 – 69% - 2
25 – 49% - 1
<25% - 0 – 0
5. Type of request
First time – 4
Repeat – 1
6. Location of event
Isolated – 4
In between – 2
Mainstream – 1
Appendix B - 5
7. Budgeting techniques
Good – 4
Average – 2
Requires improvement – 0
8. Fiscal responsibility
Good – 4
Average – 2
Requires improvement – 0 Items 6, 7 and 8 are soft issues that require a subjective evaluation and the following will guide the evaluation.
Item 6 – Location of the Event
Isolated – all areas not listed in the other two categories
In-between – Zone 2, Prince George and Vanderhoof. Zone 5 beyond the GVRD.
Mainstream – Lower Zone 6, Zone 3 and 4.
Item 7 – Budget Techniques
Good – detailed budget that reflects all the elements that are required to support the event.
Average – broad categories which appear to have sufficient funding to support the event.
Requires improvement – evidence the budget has not been prepared in a manner which gives confidence that a good plan for the event is in place.
Item 8 – Fiscal Responsibility
Good – use of appropriate facility and strong evidence that attempts to minimize all costs have been implemented
Average – some evidence that attempts to minimize all costs have been implemented
Requires Improvement – no evidence of the above.
Appendix B - 6
LIABILITY INSURANCE OVERVIEW
LIABILITY INSURANCE OVERVIEW FOR EQUINE ASSOCIATION MEMBERS
Individual Members – Insurance for the Year 2016
Membership in your Equine Association automatically includes insurance coverage for most equine related liability exposures. Coverage is in excess of any other insurance you carry or is primary if you have no other insurance that could apply. The Insurance is in effect each year from January 1st - January 1st and provides Members with the following automatic coverage and optional benefits: 1) AUTOMATIC COVERAGES INCLUDED WITH YOUR MEMBERSHIP: a) $5,000,000 Liability Insurance ($1,000 Property Damage Deductible) This coverage protects you against most lawsuits for Bodily Injury or Property Damage arising out of the ownership or use of a horse, or arising out of your participation in most equine related activities. Personal Liability includes non-commercial care, custody and control of up to a maximum of 3 non-owned horses including Legal Liability for Non-Owned Horses of $10,000 per horse / $50,000 per accident. Special Notes on Coverage Restrictions i) Coverage excludes any lawsuit brought against you by your own spouse, or by any relative or dependent(s) residing in your household. ii) Coverage excludes the “commercial use” of horses (such as renting them out to others) as well as participation in Rough Stock Rodeo events, pari-mutuel racing, or unsanctioned racing activity and providing coaching, lessons, instruction to others and participation in horse pulling competitions. iii) Use of a horse for equestrian shows or competitions shall not be deemed commercial use; and barrel racing, team roping and team penning shall not be deemed rodeo or racing events. iv) If you are a member but your principal residence is outside Canada, then your coverage is restricted to equine activities that take place in Canada. Coverage for Canadian residents is world wide but lawsuits must be brought against you in Canada. v) Coverage is primary if you have no other insurance that could apply, or is in excess of any other insurance you carry. b) $30,000 Accidental Death & Dismemberment coverage for each member arising from equine-related activities – under the age of 90. Coverage excludes fracture, dental and loss of income. c) Transportation Insurance for Non-Owned Horses protects against lawsuits for death of someone’s horse while you are transporting that horse subject to a limit of $10,000 per horse / $50,000 per accident and excluding commercial transportation of horses. 2) SPECIAL OPTIONS AVAILABLE WITH YOUR PROVINCIAL EQUINE ASSOCIATION MEMBERSHIP: a) Coverage for your own horse(s) - "Members Named Perils" insurance covering death of an owned horse resulting from fire, lightning or collision/overturn of a conveyance in which a horse was being transported. Perils now include attack by a dog or wild animal. Refer to the policy wording for a full listing. This insures up to a maximum of $10,000 that may be applied regardless of the number of horses owned. Losses are restricted to one claim per year. b) Accidental Death & Dismemberment – In addition to your ‘included’ $30,000 Principal Sum you may now purchase an additional $50,000 coverage that includes limited benefits for Fracture and Dental arising from equine related activities – under the age of 75. c) Travel (out of Province/Country) – Provides $1,000,000 coverage for Medical/Hospitalization. Trips up to 90 days
in duration – any number of trips per year – worldwide cover – including participation and/or preparing for equine related activities – under the age of 65. This coverage must be purchased prior to leaving your Province/Territory of residence.
d) You may now purchase coverage on your Tack: $10,000 any one occurrence / $10,000 any one membership per policy period; $500 deductible. Higher limits are now available. e) Weekly Accident Indemnity: Coverage is up to a maximum of $500 per week to a maximum of 26 weeks. A fully completed Application is required. 3) OTHER OPTIONS ARE ALSO AVAILABLE TO MEMBER'S AT REDUCED COST: a) "Equi-Care" providing life / medical / surgical insurance for your horses.
a) b) Liability for commercial use or equine business operations.
The above is a coverage summary only – Actual policy wordings apply.
Capri Insurance (Fax: 1-250-860-1213) Toll free 1-800-670-1877
Appendix B - 7
Appendix B - 8
Appendix B - 9
Appendix B - 10
Appendix B - 11
Appendix B - 12
HORSE COUNCIL B.C BOARD MEMBER POLICIES AND PROCEDURES MANUAL
Appendix C
FORMS
Photo Release Form Request for In Camera Minutes Consent Form
BC Athletes Assistance Program BC Athletes Assistance Program Application Form
HCBC BCAAP Athlete Declaration Form Expense Statement
Expense Reimbursement Policy Core & Zone Funding
Core Grant Funding Budget Submission Core Grant Funding Request Form
Requisition Form for Approved Grant Zone Funding Request
Reporting Form for Approved Zone Funding Participation Event Grant Program Participation Event Grant Application Participation Event Grant Report Form
HCBC Major Project Procedure Authority for Expenditures (AFE)
HCBC Scholarship Criteria and Form BC Equestrian Trails Fund
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I hereby grant to Horse Council British Columbia (HCBC) the right to reproduce, use, exhibit, display, broadcast, distribute and create derivative works of the photographed images taken by me for use in connection with the activities of HCBC or for promoting, publicizing, or explaining HCBC or its activities and programs. In addition, I waive my right to inspect or approve the finished product, including written copy, wherein my likeness or photography appears. This grant includes, without limitations, the right to publish such images in any of HCBC’s promotional materials and website, in any format or media available to HCBC now or in the future, including but limited to print, broadcast, videotape, CD-ROM and electronic/online media. Name (printed): ________________________________________________________________ Signature: _____________________________________________________________________ Date of Agreement: _____________________________________________________________ If the person is a minor, there should be consent of the parent or guardian as follows: I hereby certify that I am the parent or guardian of ___________________________ the minor name above, and do hereby give my consent without reservation on behalf of this person. Parent/Guardian’s Printed Name: __________________________________________________ Parent/Guardian’s Signature: ______________________________________________________ Date of Agreement: _____________________________________________________________
Horse Council BC acknowledges the financial assistance of the Province of British Columbia and the Ministry of Healthy Living and Sport
27336 Fraser Hwy Aldergrove, BC V4W 3N5
tel: 604 856 4304 toll free: 1 800 345 8055 fax: 604 856 4302
www.hcbc.ca
PHOTO RELEASE FORM
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REQUESTS FOR IN CAMERA MINUTES
Consent Form
You have requested the In Camera minutes of the ___________________________________________
for (meeting date): _____________________________________. The minutes requested will be made
available at the Horse Council BC office or by registered mail. In requesting these In Camera minutes I agree:
to be subject to all Freedom of Information (FOI) Act and Horse Council BC HCBC In Camera policy;
that the minutes or their content are not to be shared with any other individual;
that the minutes will be destroyed after reading;
that breech of the above conditions will be subject to discipline in accordance with HCBC policies
I (print/type name) ________________________________ agree to all above conditions.
HCBC Director Signature: ___________________________ Date: ________________________________
This form must be returned to the office before documents are provided.
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Athletes Assistance Program
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REQUISITION FORM
For Approved Grant
Project Name: Approved Grant: $
Location: Date(s):
Numbers attending and
From which zone(s):
Results/Progress Report/Comments:
Success Rating: (circle one) 1 2 3 4 5 (one is least, 5 is most successful)
Revenue: Registration/Entry Fees Organization (member fees, contribution) Other Government (grants/ municipal allocation) Other (include sponsors/donations) Total: $
Expenses: (Please attach separate sheet if more space is needed) Travel Food/ Accommodation Fees/Honorarium (please list resource people) Resource Materials (books/Pamphlets/films) Facility Rental (stable/arena/meeting room) Other (telephone/copier/publicity/misc) Total: $
Contact person/telephone: Total Gain or (loss): $
Grant Requested: $
Group Signing Officer Signature:
Please make cheque payable to: Please mail cheque to: On completion of your project submit this statement to Horse Council B.C. along with all receipts.
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HCBC MAJOR PROJECT PROCEDURE
The following procedures shall be used when a major project is approved by Horse Council BC. This procedure applies to any project initiated under the name of HCBC. The intent of the procedure is to develop a unified and standard way of measuring and controlling a project from its inception to completion. A major project is defined as any project over $5000.00. Procedure:
1. All major projects must have prior approval by the Executive committee prior to starting implement ion of the project.
2. The project shall obtain approval by completing an Authority For Expenditure (AFE) and submitting the form to the appropriate Vice President.
3. The Vice President will then submit the request to the Executive committee for final approval unless the project is not a budgeted item and will be forwarded to the Board of director’s for approval.
4. A project manager shall be named on the request form. The Project Manager will be responsible for all aspects of the project and will report progress of the project to the staff person assigned by the Executive Director.
5. The Executive Director with the Vice President and the Project Manager will setup the appropriate financial controls as deemed necessary by them.
6. The Vice President shall monitor the project and mentor as required. 7. The progress of a project shall be included in the office report on a monthly basis. 8. All deviations from the original scope or budget shall be brought to the attention
of the Executive Committee.
Finance Procedure No. 2008-01 Attachment: Authority For Expenditure
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Authority for Expenditure (AFE)
Administrator USE ONLY
Date Received:
Team Leader:
Project Title:
VP:
AFE#:
Project Manager:
Mailing Address:
Phone: Email:
IN BUDGET PLAN?
Yes Substitution No
AFE AMOUNT $ Risk of not achieving objectives (0 low risk – 10 high risk) Risk:
Preparers/Reviewers Signature Date
Project Manager:
Team Leader (staff):
Vice President:
Treasurer:
Executive Director:
President for Executive:
President for Board:
Approved for $ Denied: PROJECT TIMING Planned Start Date: Planned Completion Date:
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Project Description
Project Activities
Justification
Performance Reporting
PROJECT BUDGET PLAN REVENUE EXPENSES
Project Revenue Advertising & Marketing Registration Supplies & Postage Other Printing Other Facilities Subtotal Travel & Accom. Other Contribution Sources Services & Fees Zone Funding Prizes & Awards Corporate Sponsorship Misc. Government Grant Other Other Other Subtotal Other Horse Council BC Staff time AFE Request Office Resources Subtotal TOTAL $
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