THE HORSEMEN’S BENEVOLENT AND PROTECTIVE ASSOCIATION

OF BRITISH COLUMBIA

MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS

HELD IN THE 2^ndFLOOR BOARDROOM AT HASTINGS RACECOURSE, VANCOUVER, BC

ON OCTOBER 29, 2011

The meeting was called to order at 11:03 a.m.

            The following were present at the meeting:

1. Directors of the Association

                        Harold Barroby                       Noel Roddick

                        Linda Lytle                             Jeannie Spence

                        David Milburn                         Warren Wilson                              

1. Secretary-Treasurer of the Association, Richard Yates.

1. Absent with cause were:  President Debbie Peebles and Directors Robbie    Anderson, Rob Gilker, Steve Henson and Mark Mache.

1. Director David Milburn served as Acting-Chair for the meeting.

The meeting began with a review of the directives arising from the board meetings of September 2 and 29, 2011 and the Annual General Meeting held on September 29, 2011.

MOTION arising from directive (attached) from the September 2, 2011 meeting:

That the previously approved $15,000 payment to Lackey Condilenios (Horsemen’s Grill) be paid in 2 installments of $7,500 each and equipment repair up to the amount of $5,000 be paid by the HBPA for the 2012 racing season.  Further, that a confirmation letter be sent to Lackey Condilenios.  CARRIED UNANIMOUSLY.

Comments arising from September 2, 2011 directives:

On the subject of the failure of the officers to follow the HBPA directive to accept payment for the 2011 3^rdparty liability insurance from the purse account at the end of the season.  Vice-president Barroby explained that after further informal discussion and being presented with the opposing viewpoint of various members a majority of directors took the position that the purse account monies be used to fund extra races and not be used to repay the 3^rdparty liability insurance.  Barroby then proceeded to advise HEI and Glen Todd of our position and in the end extra races were run on the last weekend.  It was noted that at season’s end $9,769 was left in the purse account.

Comments arising from September 29,2011 directives: 

The vending machines have now been assigned to Lackey Condilenios (Horsemen’s Grill) who has agreed to pay the same amount historically paid by Able Vending.

MOTION arising from the Annual General Meeting of September 29, 2011:

That the HBPA take the position that a minimum of $300 be paid to all unplaced horses in the 2012 racing season except in the case of stakes races.  CARRIED UNANIMOUSLY.

Comments arising from the September 29, 2011 AGM:

That the HBPA position on the straw vote in favour of extending the racing season length in future years to 71 days from mid April to early November be added to the agenda for the next director’smeeting.

That the ad hoc committee dealing with the early HBPA election present its report at the next director’s meeting.

It was determined on the subject of Glen Todd’s negative comments towards the HBPA as contained in the attached Derby Bar & Grill newsletter that there be no official response as too much time has gone by.  However, it was agreed by all directors in attendance that HBPA response to negative, inaccurate, defamatory publications in media, newsletters, blogs, etc., be immediate.  To this end Secretary-Treasurer Yates was assigned the responsibility of ensuring our reaction and response is made in a timely manner.

Next on the agenda was the report on a meeting with David Milburn, Harold Barroby and Richard Yates of the HBPA of BC and Ole Nielsen of BCTOBA.  The meeting covered the following:

1. a proposed stakes schedule for 2012;
2. Ole’s request that the 3^rdparty liability insurance be paid out of the thoroughbred allotment after payment of $360,000 to the industry groups and that BCTOBA, the CTHS and HBPA receive $120,000 each;
3. exchange of how HBPA and BCTOBA were monies spent;
4. our request that BCTOBA pay the $21,827 that they agreed to contribute to the 3^rdparty liability insurance.

As a result of the director’s discussions, the following MOTIONS were made:

MOTION:  that the stakes schedule be approved with the proviso that the eliminated Churchill and Senate Appointee be added as stake book allowance races with a $30,000 purse, and in the event that there remained sufficient funds that the BC Cup Sprint be added as a $30,000 stakes book allowance, all of which would be subject to the comments of the HBPA directors who were not in attendance.  CARRIED UNANIMOUSLY.

On the subject of Ole Nielsen’s request that the 3^rdparty liability insurance be paid from the 2012 thoroughbred allotment the following MOTION was made: 

That the HBPA will continue to provide 3^rdparty liability insurance for its members.  CARRIED UNANIMOUSLY.

And a MOTION stating:

That the HBPA is opposed to any additional monies being paid to industry groups in 2012 that exceed in total the allotment of $360,000 in 2011.  CARRIED UNANIMOUSLY.

And a MOTION stating:

That the HBPA takes the position that the allotment of monies to the HBPA, CTHS and BCTOBA be split with 50% the allotment going to the HBPA and the remaining 50% to be shared by BCTOBA and the CTHS in whatever way they decide is appropriate in view of the CTHS and BCTOBA being groups with similar goals and objectives, with BCTOBA being formed in part to represent CTHS interests.  CARRIED UNANIMOUSLY.

In making the above motion the Board took note of BCTOBA’s costs being almost entirely administrative while the HBPA has historically been responsible for maintaining and carrying on with its social programs, i.e., dental, scholarship, substance abuse and benevolence, as well as programs beneficial to the industry, i.e., removal and post mortems, ice machines, cafeteria subsidy and 3^rdparty liability insurance.

On the subject of BCTOBA’s failure to make payment of their promised contribution of $21,827 towards 3^rdparty liability insurance it was noted that Ole Nielsen said the HBPA could have the $9,769 left in the purse account and he would figure out a way to get the rest to the HBPA.  The directors made the collection of this debt the responsibility of the HBPA officers.

Next the directors discussed the meeting to be held at Hastings on October 31^stwith HEI and the industry groups, the November 1^stmeeting at the Derby Bar & Grill with Glen Todd and industry groups and the November 1^stmeeting of the industry Financial Working Group at the Great Canadian offices.

As a result of their discussion the directors determined that the Secretary-Treasurer would attend the Financial Working Group meeting and that he and Vice-president Barroby would attend the other two, with Barroby being empowered to relate to those in attendance the HBPA position on the various agenda items.

Secretary-Treasurer Yates gave a detailed financial report and budget update (see attached statements).

Director Lytle, New Stride liaison for the HBPA, reported that New Stride was requesting $50,000 be paid to it yearly from the thoroughbred allotment and advised that she was now a New Stride director, which all in attendance did not see as a conflict with her role as an HBPA director.

On the matter of New Stride’s request that the HBPA assist financially with a mail-out seeking donations, the following MOTIONwas made:

That New Stride be paid $500 to help defer the cost of their upcoming donation request mail-out.  CARRIED UNANIMOUSLY.

The subject of New Stride’s request for $50,000 annually from the thoroughbred allotment was not discussed by the directors.

Director Spence gave a report on events concerning the Learning Center and advised that her committee would be meeting on certain important matters and that she would report back at a future meeting.

Next on the agenda was the upcoming HBPA convention to be held January 12-16, 2012, in Hollywood, Florida.  After discussion, the directors determined that it was important for a representative from our board be sent to the convention, even though it was and continues to be a challenging financial year for the HBPA.  It was also the consensus of the directors that with the early election the sole representative should perhaps be the Secretary-Treasurer as the only board member who will remain with certainty on the new executive.  In the end the following MOTIONwas made:

That the HBPA appoints Secretary-Treasurer Richard Yates as our Association’s sole representative at the Canadian and National HBPA Convention and will pay his airfare, hotel, vehicle rental, food and registration fees.  Additionally the HBPA will pay registration fees for up to two directors who decide to attend the convention.  CARRIED UNANIMOUSLY.

It was decided that the HBPA dental, benevolence, scholarship, substance abuse and other programs where funding has been reduced should be added to the agenda of the next board meeting to determine the board’s position on the future of these programs.

Meeting adjourned at 1:50 p.m.

David Milburn     Acting-Chair

Richard Yates      Secretary-Treasurer