By-Laws

**Revised Summer 2020, approved at the October 25th, 2020 AGM**

VALOUR COMMUNITY CENTRE BY-LAWS

ARTICLE 1.0 – GENERAL DUTIES AND RESPONSIBILITIES OF ALL BOARD MEMBERS

Understand and demonstrate a commitment to the Centre’s mission and programs.

Keep up to date with issues and trends that affect the Centre.

Prepare for meetings by reading agendas, minutes, reports, and other documentation required to actively participate in them.

Attend meetings regularly (except for the Past President.)

Contribute skills and knowledge by participating actively in meetings and committee work.

Make inquiries when clarification or more information is needed.

Understand and monitor the Centre’s financial affairs.

Avoid any potential conflicts of interest.

Understand and maintain confidentiality.

ARTICLE 2.0 – EXECUTIVE COMMITTEE AND MANAGER’S DUTIES

2.1 PAST PRESIDENT- Shall normally serve as an advisor to the Board and shall provide specific services as required. Does not need to attend monthly meetings.

2.2 PRESIDENT- Shall be the CHIEF EXECUTIVE OFFICER of Valour Community Centre Inc. and 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. They 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.

2.3 MANAGER – Shall provide 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 three 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 three sites. They monitor and work 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 three 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. They shall provide representation at meetings with potential partners, the Federal, Municipal, and Provincial levels of Government, and the GCWCC to facilitate the delivery of programs for the community. They shall recruit, hire, train, and supervise all personnel employed by the three 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. They 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. They shall research and apply for all grants that are applicable to the three sites. The Manager shall provide leadership by communicating well, maintaining good business principles, ensuring that public relations are handled in a courteous and professional manner, and representing the Centre in a positive light.

2.4 VICE PRESIDENT OF HUMAN RESOURCES AND ADMINISTRATION – In the Absence of the President shall assume the duties and powers of the President. 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 coordinate the administration of volunteer role descriptions, recruitment, selection, training, placement, and recognition activities. Shall maintain appropriate data, files, and records to properly plan for staff and volunteer time and advise on budgetary needs. Shall be a contact person who staff and volunteers can come to with ideas/concerns in the workplace.

2.5 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 work with the Manager in regard to any equipment or facility requirements.

2.6 TREASURER – Shall be responsible for overseeing the general day to day functions of all financial transactions as required and performed by the Manager. They shall assist the President and the Manager in preparation of budgets and forecasts. They will assist the Manager and convenors in preparing budgets for each sports program being offered through the Centre. They 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 or have demonstrated capabilities of prior experience unless appointed by the board at a later date. 

2.7 SECRETARY – Shall issue or cause to be issued notices of all meetings of the Board, maintain records of all correspondence, and provide names, addresses, email addresses and telephone numbers of all members of the Board to the Manager. They shall record all meeting minutes and distribute them within one week of the meeting at which they were recorded. 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. They 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 3.0 – BOARD OF DIRECTORS AND DUTIES

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

3.2 DIRECTOR OF SOCIAL ACTIVITIES AND SPECIAL EVENTS- They shall be responsible for organizing and coordinating all social activities undertaken on behalf of the Centre and work closely with the Manager in planning any events. They shall oversee creating ad-hoc committees for those willing to raise funds with Board approved fundraisers. They shall provide reports for the monthly meetings.

3.3 HOCKEY CONVENOR – Shall 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

3.4 BASEBALL CONVENOR – Shall 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

3.5 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

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

3.7 VOLLEYBALL CONVENOR –Shall 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

3.8 BASKETBALL CONVENOR – Shall 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

3.9 FOOTBALL CONVENOR – Shall 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

3.10 LACROSSE CONVENOR – Shall 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings. 

3.11 BOXING CONVENOR- Shall 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. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

3.12 ORIOLES BIKE CAGE DIRECTOR- Shall be responsible for the day to day operations of the Orioles Bike Cage program and will ensure that proper documentation is given to the Manager in order that proper records can be maintained. They will be required to represent the Centre at all area association meetings. They shall be responsible for assisting the Manager in the coordination of any registration days, pictures, or banquets as per the Centre’s guidelines. They shall assist the Manager regarding the purchase or distribution of any equipment. They will report directly to the President or Manager and will provide any information required, so that it can be reported to the Board. They shall provide reports for the monthly meetings.

3.13 MEMBER AT LARGE – Shall perform duties as requested by the Board.

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 or volunteer bond 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 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. If an officer cannot complete the term of office, the Board may appoint an alternate for the balance of the term.

5.2 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.

5.3 All Elected officers must reside in the City Of Winnipeg.

5.4 All elected Executive Board Members must reside in the Centre’s boundaries.

5.5 The Football Convenor shall not be elected at the Centre’s AGM. They shall be elected at the Valour Patriots Football Club (VPFC) Annual General Meeting held in December. This shall be the President of the Valour Patriots or an appointed delegate as according to the Valour Patriots Football Club Constitution. They shall serve on the Board for one year from the VPFC AGM.

ARTICLE 6.0 RESPECTFUL ENVIRONMENT POLICY 

The Centre is responsible for providing Members and employees with a Respectful Environment free from discrimination, harassment, disruptive conflict, and violence. This includes but is not limited to: Sexual harassment or discrimination based on ancestry, race or ethnic or national origin, colour, religion, age, sex, marital status, family status, physical or mental disability, and sexual orientation.

 Everyone has the responsibility for maintaining a Respectful Environment. Use discretion and recognize the sensitivities of others regardless of a person’s status at the Centre: employee, volunteer, family member, friend, or any other patron. 

Although disrespectful behaviour, conflict, and harassment can be defined, in practice they can overlap. The following conduct illustrates the different types of concerns which may arise:

 Disrespectful Behaviour is improper behaviour which is unwelcome and inappropriate. It may happen once or continue over time. It can include:

 • Rude comments and swearing as well as spreading unfounded or misinformed rumors which damage peoples’ reputations.

 • Actions which invade privacy or personal property or unwelcome gestures. 

• Displays or distribution of printed or electronic material which offends. 

 

Disruptive Conflict is defined as an ongoing dispute or a communication breakdown between two or more individuals which impacts their ability to work or participate productively and cooperatively in the Centre.

Harassment or discrimination is any behaviour which demeans, humiliates, or embarrasses a person, and which a respectful person should have known would be unwelcome. It may be a single incident or continue over time. It includes:

 • Verbal abuse

 • Actions such as touching or pushing

 • Comments such as jokes and name calling 

• Displays such as posters and cartoons 

• Abuses of power such as threats or coercion

 There shall be no discrimination or harassment as defined by the Manitoba Human Rights Code which includes the following characteristics: ancestry, race, ethnic or national origin, political belief, religion, family status, sexual orientation, source of income, and physical or mental disability. 

Violence is defined as a threat which may include but is not limited to any act, gesture, or statement which may be interpreted as threatening or potentially violent. A violent act is one which causes or may cause physical harm to persons or damage to property. The Valour Community Centre Inc. is committed to providing an environment safe from threats and violence for all Members. Any Member who engages in such acts will be subject to disciplinary action up to and including termination from Centre activities. 

It is expected all Members, patrons, volunteers, and employees will comply with this Respectful Environment. 

MANAGEMENT OF DISRESPECTFUL BEHAVIOURS

 Step 1: Resolving the Problem on Your Own The person who objects to the unwelcome behaviour is encouraged to approach the other party directly and ask that the behaviour to stop. If it does not stop the person who objects proceeds to Step 2.

Step 2: Problem Solving with the Centre’s Assistance The person who objects to the unwelcome behaviour should discuss the matter with the President of the Centre or designate. The President will discuss the issues with the individuals and attempt to resolve the matter. This step provides an opportunity to resolve issues without formal documentation. If the matter cannot be resolved, proceed to Step 3.

 Step 3: Resolution of the Issue The Board or designate will assess the circumstances surrounding the situation by obtaining information from the parties involved. It is the responsibility of the Board to obtain facts about the occurrence so it can respond to the allegation and take corrective action. In accordance with policies and the Manitoba Human Rights Code, the Board bears the responsibility of ensuring there is no violation of the principles of a Respectful Environment.

ARTICLE 7.0 – ORDERS OF BUSINESS

7.1 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

7.2 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

7.3 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