Bi-Laws

VALOUR COMMUNITY CENTRE BY-LAWS

ARTICLE 1.0 – EXECUTIVE COMMITTEE AND MANAGER’S DUTIES

1.1 PAST PRESIDENT- shall normally serve as an advisor to the Volunteer Board and shall provide specific services as required.

1.2 PRESIDENT- shall be the CHIEF EXECUTIVE OFFICER of Valour Community Centre and shall preside at all Special, General, Board of Directors, and Executive Committee Meetings of the Centre. The President shall be an Ex Officio Member of all Standing and Special Committees. Shall sign all instruments, which require authorization. Shall implement all orders and resolutions of the Board of Directors. He/she shall be a non-voting member of all committees and only vote to break a tie during meetings. Shall work with the manager to prepare and submit to the members at the annual meeting, a report of the preceding year for its approval. Shall act as the Liaison Officer to The City of Winnipeg and GCWCC on matters affecting the operation of the Centre. Shall be the Centre’s representative on the District Community Centres Board. The President shall work with the Manager to ensure the development of the annual budget of the Centre’s operation for board approval and shall aid in the long term planning for the Centre. Shall direct policy formation and management planning for the Centre’s operation. Shall provide direction and encouragement to the members of the Board and Executive Committee in the performance of their duties.

1.3 MANAGER – provides leadership and vision in providing a broad range of recreational and leisure activities/programs for persons of all ages who reside within the Valour Community Centre boundaries. The Manager is responsible for the overall day to day operation of all 3 sites. The Manager makes sound decisions on behalf of the Board of Directors and works with them to prepare the vision and future of the 3 sites. He/she monitors and works to improve services provided to the community as well as monitors facility usage by scheduling the facilities to maximize their usage, which will help to ensure future growth of the 3 sites. The Manager prepares clear and timely reports for the Board’s consideration and shall follow up any concerns that the board may have by researching issues to come up with possible solutions, shall keep the board informed about matters at and in between board meetings. He/she shall provide representation at meetings with potential partners, the Federal, Municipal, and Provincial levels of Government, and General Council of Winnipeg Community Centres to facilitate the delivery of programs for the community. He/she shall recruit, hire, train, and supervise all personnel employed by the 3 sites. Duties include scheduling, assigning, and reviewing work. In consultation with the Vice President of Human Resources and Administration initiate annual job performance evaluations of all staff and make recommendations to the Board. The Manager shall assist and participate in all phases of setting fees, program registration, and maintain records for all aspects of registration. The Manager shall control purchases of equipment and supplies, maintain inventory, and records and reports for all programs. He/she shall receive and account for cash from canteen sales, facility rentals, and program registrations. Shall represent the centre in contacts with outside groups and individuals using the facilities and recommend and initiate changes in programs in response to the user’s

concerns or comments. The Manager shall work with the President and Treasurer to prepare all budgets and financial projections and ensure that the Centre’s assets are adequately safeguarded from loss. He/she shall research and apply for all grants that are applicable to the 3 sites. The Manager shall provide leadership by communicating well, maintaining good business principles, ensure that public relations are handled in a courteous and professional manner, and representing the Centre in a positive light.

1.4 VICE PRESIDENT OF HUMAN RESOURCES AND ADMINISTRATION – In the Absence of the President shall assume the duties and powers of the President. He/she shall serve as executive committee representative for the Human Resources and Administration Standing Committee. He/she shall provide guidance, assistance and direction as required. He/she shall ensure that all budgetary requirements are identified and submitted to the executive committee for consideration. He/she shall contribute to policy formation and management planning at the executive committee level. Shall assist the Manager if required, with the hiring, training, supervising and scheduling of the employees of the Centre, and assist with yearly job performance evaluations of staff and make recommendations to the Board of Directors. Shall be a contact person staff can come to with ideas/concerns in the work place. Shall on behalf of staff bring to the executive board any ideas/concerns for discussion of possible resolutions.

1.5 VICE PRESIDENT OF FACILITIES AND GROUNDS – In the absence of the President and Vice President of Human Resources and Administration shall ensure that the board appoints a President to perform their duties. Shall serve as Executive Committee Representative for the Facilities and Grounds Standing Committee. Shall provide guidance, assistance and direction as required. Shall work with the manager in regards to any equipment or facility requirements.

1.6 TREASURER – Shall be responsible for overseeing the general day to day functions of all financial transactions as required and performed by the Manager. He/she shall assist the President and the Manager in preparation of budgets and forecasts. He/she will assist the manager and convenors in preparing budgets for each sports program being offered through the Centre. He/she will also liaison with the President, Past President, and the Manager in assessment of all program and hall rental fees. The Treasurer will be responsible for overseeing all bookkeeping and have the manager provide financial reports for all meetings. The Treasurer will have served with the board for 1 year prior to being elected to the position unless appointed by the board at a later date.

1.7 SECRETARY – The recording Secretary shall issue or cause to be issued notices of all meetings of the Volunteer Board, shall maintain records of all correspondence, and shall provide names, addresses and telephone numbers of all members of the Board to the Manager. The recording Secretary will advise all board members or remind them of any regular, special, or Annual General Meeting times and locations via telephone/e-mail. He/she may be asked to attend CCCB meetings if the Manager or the President cannot make it, as well as perform other duties as may be assigned.

ARTICLE 2.0 – BOARD OF DIRECTORS AND DUTIES

2.1 DIRECTOR OF COMMUNICATIONS – Shall keep the community informed of the various workings of the Centre via bulletins, press, radio, television, notices to the schools, our web-site, along with any other advertising that may be required. He/she shall be responsible for the distribution of the bulletins and any other special notices as required.

2.2 DIRECTOR OF FUNDRAISING, SOCIAL ACTIVITIES, SPECIAL EVENTS- He/she shall be responsible for organizing and coordinating all fund-raising activities undertaken on behalf of the Centre and its various activities and work closely with the manager in planning any events. He/she shall be in charge of recruitment of fund-raising “Task Leaders” who may be willing in helping or taking on a specific fund-raiser. All such fund-raising activities must first be approved by the Board.

2.3 HOCKEY CONVENOR – will be responsible for the day to day operations of the Hockey program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.4 BASEBALL CONVENOR – will be responsible for the day to day operations of the Baseball program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.5 MINI–SOCCER CONVENOR – will be responsible for the day to day operations of the Mini Soccer program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.6 SOCCER CONVENOR – will be responsible for the day to day operation of the Soccer program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.7 VOLLEYBALL CONVENOR – will be responsible for the day to day operations of the Volleyball program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.8 BASKETBALL CONVENOR – will be responsible for the day to day operations of the Basketball program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.9 FOOTBALL CONVENOR – will be responsible for the day to day operations of the Football and Flag Football programs and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.10 LACROSSE CONVENOR – will be responsible for the day to day operations of the Lacrosse program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration

days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

2.11 BOXING CONVENOR- will be responsible for the day to day operations of the Boxing program and will ensure that proper documentation is given to the manager in order that proper records can be maintained. He/she will be required to represent their Community Centre at all area association meetings. He/she shall be responsible for assisting the manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. He/she shall assist the manager regarding the purchase or distribution of any equipment. He/she will report directly to the President or manager and will provide any information required, so that it can be reported to the Board. He/she shall provide reports for the monthly meetings.

ARTICLE 4.0 – REGISTRATION POLICY

It will be the responsibility of Valour Community Centre and the Convenors to receive a minimum of fifty percent of the registration fee at the time of the membership registration for all sports. A modified registration receipt will be constructed to show the full or partial payments made. The full fee will have to be made prior to the first season game. If the full payment has not been received, then the athlete will not participate in the practices or games until full payment is received or until payment arrangements are made with the board or manager.

4.1 CONVENORS – will ensure that at the time of registration a minimum of fifty percent of the membership fee and registration forms are collected. This amount will include the uniform deposit where applicable. If the participant cannot pay the minimum amount, membership and registration will not be accepted, unless the appropriate forms for financial assistance are requested and filled out or that payment options are arranged. A copy of this receipt will be given to the participant, the specific Sport Convener, and the manager. If financial assistance is requested, a copy of both parents Notice of Assessment will be required.

ARTICLE 5.0 – ELECTION OF OFFICERS

5.1 Election of the Board of Directors shall be held at the Annual General Meeting of the Centre.

5.2 Two months prior to the AGM, the President will appoint a nomination committee, which shall consist of no more than three members, two of which shall be members of the Board. The Chairman of he nominating committee will ensure that a slate of officers will be prepared and presented at the Annual General Meeting. Nominees must express their willingness to stand either by being present at the elections or by written consent.

5.3 Additional nominations from the floor will be accepted by the Chair of the Annual General Meeting.

5.4 The Chair of the AGM shall appoint at least one scrutineer who will distribute the ballots, make an official count, announce the results at the meetings through the Chair, and destroy the ballots, if required.

5.5 Installation of the newly elected officers shall commence on the day they were elected to the Board, and shall maintain that position for the term of one year. In the event that an officer cannot complete the term of office, the Board may appoint an alternate for the balance of the term.

5.6 Anyone employed by the Centre can maintain a volunteer position on the board, but will be asked to abstain from voting on issues that may cause a conflict of interest to that person.

5.7 All Elected officers must be living in the City Of Winnipeg.

5.8 All elected Executive Board Members must reside in the Valour CC catchment area.

ARTICLE 6.0 – MEETINGS

6.1 The Executive Committee and the Board of Directors will meet once a month except during the months of July and August and will only meet for a maximum of two hours, unless they’re extended by mutual agreement. If a need to meet arises during July and August, it will be at the discretion of the Executive Committee.

6.2 The Executive Committee will meet at the call of the President. Minutes of Executive Committee Meetings will be presented at the first Board of Directors meeting following the Executive Committee Meetings.

6.3 Special General Meetings may be convened by the President, or by a minimum of one-third of the Board, or by twenty members in good standing of the Centre. Written requests must be acted upon within thirty days of receipt of the request, which shall state clearly the nature of the business proposed to be transacted. A Special Meeting shall only consider those matters, which are identified in the notice of the meeting.

6.4 The Executive Committee and the Board of Directors will meet once a month except during the months of July and August and will only meet for a maximum of two hours, unless they’re extended by mutual agreement. If a need to meet arises during July and August, it will be at the discretion of the Executive Committee.

6.5 The Executive Committee will meet at the call of the President. Minutes of Executive Committee Meetings will be presented at the first Board of Directors meeting following the Executive Committee Meetings.

6.6 The Executive Committee and the Board of Directors will meet once a month except during the months of July and August and will only meet for a maximum of two hours, unless they’re extended by mutual agreement. If a need to meet arises during July and August, it will be at the discretion of the Executive Committee.

6.7 The Executive Committee will meet at the call of the President. Minutes of Executive Committee Meetings will be presented at the first Board of Directors meeting following the Executive Committee Meetings.

6.8 Special General Meetings may be convened by the President, or by a minimum of one-third of the Board, or by twenty members in good standing of the Centre. Written requests must be acted upon within thirty days of receipt of the request, which shall state clearly the nature of the business proposed to be transacted. A Special Meeting shall only consider those matters, which are identified in the notice of the meeting.

6.9 An Annual General Meeting will be held in the month of April of each year, to report the Year’s activities and the election of officers.

6.10 Special Meetings of the Board of Directors may be convened by the President or a minimum of four members of the Board of Directors.

6.11 All regular meetings of the Board shall be open to the public. Any member wishing to appear on the agenda must give notice to the President at least 14 days prior to the meeting. The Executive Committee will have the right to deny any such request with written notification stating reasons for the denial.

ARTICLE 7.0 – AMENDMENTS

7.1 Amendments to the Constitution shall not be amended, repealed, replaced, or rescinded except by a resolution confirmed by no less than two-thirds of the members present at an Annual General Meeting of the membership of the Centre, or at a General Meeting of the membership duly called for that specific purpose.

7.2 Proposed amendments to the Constitution must be received in writing by the Board of Directors no later than 30 days prior to the meeting duly called for this purpose.

7.3 The membership of the Centre must be notified of the proposed amendments to the Constitution by way of the Centre’s bulletin board, newsletter, e-mail or by

other available means no later that twenty-one days prior to the meeting duly called for this purpose.

7.4 Amendments to the By-Laws may be made at any meeting of the Board of Directors Amendments to the By-Laws must be confirmed by motion by no less than two- thirds of the Board of Directors present at the meeting.

ARTICLE 8.0 – FINANCES

8.1 The Board shall administer all funds and securities of the Centre and present an Annual Financial Review at the Annual General Meeting.

8.2 An annual budget shall be submitted to the Board for approval by no later than the February monthly meeting.

8.3 All funds raised by or on behalf of, or under the auspices of the Centre must have prior approval of the Board or the manager.

8.4 All funds and securities of the Centre shall be deposited in the name of the Centre with a recognized financial institution which shall be selected by the Board.

8.5 All financial documents and contracts shall carry a minimum of two signatures as approved by resolution of the Board.

8.6 No person shall incur an expense or commitment on behalf of the Centre unless authorized by the President, the manager, or the Board of Directors or by the membership at an Annual General Meeting.

8.7 The Board of Directors is authorized to incur such expenses as necessary for the continued operation of the Centre.

8.8 The Board of Directors shall not approve any expenses of commitments in excess of

$50,000 for any single project.

8.9 Expenses or commitments in the excess of the authority in 8.8, shall be submitted for approval in the following manner:

a. The project must be approved in principle by a two-thirds majority of the entire Board.

b. The President will appoint an ad-hoc Committee to study the feasibility of the project who will provide a detailed written report to the Board within ninety days.

8.10 The books and records of the Centre shall be open to inspection at all times, upon reasonable notice to the Board.

8.11 The Board shall annually appoint auditors to review the Certified Accounts of the Centre if required whose report shall be presented to the members at the Annual General Meeting and filed with the City of Winnipeg and GCWCC. The person(s)

appointed auditors shall not include a person who is an Officer or Director of the Centre.

ARTICLE 9.0 – ORDERS OF BUSINESS

9.1 AT THE ANNUAL GENERAL MEETING SHALL BE AS FOLLOWS:

1. Call to order

2. Approval of the Agenda—Additions

3. Approval of the Minutes—Previous Annual General Meeting

4. Business arising out of minutes

5. Reports — President

-- Manager

-- VP of Human Resources and Administration

-- VP of Facilities and Grounds

-- Treasurer

-- Secretary

-- Committees

6. Amendments to the Constitution and By-Laws

7. New Business

8. Election of Officers

9. Adjournment

9.2 FOR THE BOARD MEETINGS SHALL BE AS FOLLOWS:

1. Call to order

2. Approval of agenda—additions

3. Approval of previous minutes

4. Business arising out of minutes

5. Reports — President

-- Manager

-- VP of Human Resources and Administration

-- VP of Facilities and Grounds

-- Treasurer

-- Secretary

-- Directors

- Convenors

6. New Business

7. Adjournment

9.3 FOR SPECIAL MEETINGS SHALL BE AS FOLLOWS”

1. Call to order

2. Approval of the Agenda

3. Discussion of business for which meeting was called

4. Adjournment