City Centre Development Agency

Category:Governance

Policy:Schedule A for G.3

Title: Committee Terms of Reference

  1. Executive Committee
  2. Chair, Vice-Chair, Finance Chair
  3. Overseeing the operations of the agency
  4. Making recommendations and bringing forward issues affecting the agency
  5. Preparing an agenda for the monthly board meeting
  6. Employment reviews
  7. Legal and communication concerns
  8. Represent the CCDA to Council and City of Medicine Hat Administration
  1. City Councilor
  2. One member from Medicine Hat City Council
  3. Act as a liaison between the City Center Development Agency Board and City Council
  4. Represent the Board and Agency at City Hall when requested
  5. Promote the aims and objectives of the Agency to the City as a whole.
  1. Development Committee
  2. Minimum two board members
  3. Monthly Board Meeting

The chair of the development committee will be responsible for providing an overview of the projects the committee has been working on since the last meeting.

3.3Identifying sources of funding for development

3.4Collaborating with outside agencies / organizations

3.5Maintaining visual appeal of Downtown

3.5.1Select plant materials for planters and arrange for planting in the spring.

3.5.2Arrange contract with McMan to provide ongoing plant care throughout the growing season.

3.5.3Research, design and install seasonal décor (banners, lights, etc.)

3.6Give input to design and land use guidelines in the downtown core

3.7Research and implement ways to improve the downtown visitor experience

  1. Finance Committee
  2. Minimum two board members
  3. Monthly Board Meetings

Be present at monthly CCDA board meetings and review with the board members the monthly income statements for CCDA and Monarch Theatre. Review any other items that may be pertinent. Plan monthly meetings with Finance committee to discuss finances.

4.3Annual Budget

With the assistance of the Operations Manager, prepare the budget for consideration and obtain approval by the board members. It is to be completed and passed at a board meeting prior to its submission to the City of Medicine Hat by November 1 of every year. The committee is to ensure adherence and work in conjunction with the bookkeeper,Operations Manager, and board members. The committee will review and prepare for distribution and discussion at the monthly board meetings.

4.4Bank Account

The finance chair will act as a signing authority on the account and will be responsible for the review of each monthly statement

4.5Employee Remuneration

Upon commencement and annual reviews thereafter, a recommendation for staff compensation and benefits must be made to the board members for discussion and acceptance.

4.6Administration Meetings

On a quarterly basis, by the 25th of the month of the ending quarter, e-mail the City of Medicine Hat selected representative with the quarterly income and balance sheet statements for both the Monarch Theatre and CCDA for preparation to discuss at the quarterly administration meetings as invited.

4.7Audit Requirements

As we are governed under the Municipal Act of Alberta, the committee is responsible for ensuring year-end financial statements are audited by a firm for both CCDA and Monarch Theatre. The committee is responsible for choosing a firm and gaining documented evidence of such by the board members. Once the audit is complete, statements must be presented to the board members with evidence in meeting minutes, and then presented to the City of Medicine Hat by May 15 of every year.

  1. Governance Committee
  2. Minimum two board members
  3. Policies

Developing and reviewing policies and procedures will be the responsibility of the governance committee. Once policies are written they will be presented to the board for review and acceptance. Policies will be reviewed on a three-year cycle.

5.3Employment Opportunities

The governance committee will work in conjunction with other staff and CCDA board members for creation of job ads, interviewing and hiring when there is an employment opportunity with the CCDA.

5.4Monthly Board Meeting

The chair of the governance committee will be responsible for providing an overview of the projects the committee has been working on since the last meeting.

5.5Yearly Reviews

5.5.1On a yearly basis, the governance committee will be responsible for reviewing the job descriptions of the Operations Manager and the Office and Events Manager. In conjunction with the finance committee, the employee review information will be presented to the board for discussion and acceptance.

5.5.2At the June meeting, the governance committee will review the Terms of Reference document with the board for changes. The CCDA Board, Committee and Director Evaluation document will be handed out at the June board meeting. The completion date for this document will be the July board meeting. The data will be compiled and reviewed at the August board meeting.

5.5.3On an annual basis, the Governance committee will ensure that the CCDA board has set objectives for the following year.

  1. Monarch Committee
  2. Minimum two board members
  3. Monthly Meetings
  4. The chair of the Monarch committee will be responsible for providing an overview of the projects the committee has been working on since the last meeting.
  5. Liaise with the Friends of the Monarch
  6. Works in conjunction with the Governance Committee in hiring the Monarch manager.
  7. Monarch Committee is responsible for identifying and prioritizing the maintenance, restoration and enhancement of the facility.
  8. Ensure there is an annual Health and Safety review.
  1. Promotions Committee
  2. Minimum two board members
  3. Outline of Roles and Responsibilities
  4. The committee works on and provides direction to the CCDA staff and volunteers and other organizations regarding downtown Medicine Hat events and promotions. This includes budgets, work plans and strategic planning. The promotions committee is primarily responsible for planning and execution ofevents for the annual promotions plan. The implementation and management of these events will be performed and the duties shared by the committee and the CCDA staff.
  5. The promotions committee is responsible for the development and maintenance of new and existing promotions and works to find additional funding and volunteers.
  6. Essential Duties of the Committee
  7. Ensure that promotions are carried out in accordance with the mission of the CCDA organization.
  8. Help coordinate and direct activity of for all of the events including fundraising events. Help develop all work plans for the events as well as have event wrap-ups to discuss changes.
  9. Maintain work plans and create work plans for new events and activities.
  10. Assist CCDA with media buys and event marketing materials.
  11. Assist committee in securing and coordinating volunteers.
  12. Create and maintain block captains from our membership to make the flow of information easier to the members.
  13. Assist in event sponsorships.
  14. Evaluate potential new events and promotions.
  15. Ensure CCDA staff members are:
  16. maintaining accounting for each event.
  17. applying for and administering all permits and city permissions.
  18. preparing reports, budgets and evaluations of each event.
  19. helping with work plans and event analysis.
  20. overseeing and make media and market buys.
  21. assisting committee in securing and coordinating volunteers.
  22. ensuring the contractual and managerial obligations in regards to the CCDA are carried out in accordance with our CCDA mission.
  23. assisting in event sponsorship.
  24. Events Manager
  25. The Promotions Committee Chair works with the Executive Committee and Operations Manager to ensure an annual evaluation of the Events Manager.

Original Approval Date:______

Dates Revised:August 9, 2016______

Board/Governance Chair:______

Operations Manager:______

Due for Review:February 1, 2018

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