Policies & Guidelines

General Duties & Responsibilities of Board Members

All Board Members are expected to:

• 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.
• Attend meetings regularly.
• Contribute skills and knowledge by participating actively in meetings and committee work.
• Ask questions when clarification or additional information is required.
• Understand and monitor the Centre’s financial affairs.
• Avoid potential conflicts of interest.
• Understand and maintain confidentiality where appropriate.
• Keep current contact information on file with the Centre.
• Adhere to the Centre’s bylaws, policies and guidelines.

General Manager Responsibilities

The General Manager is responsible for the day-to-day operations of the facilities operated by Valour Community Centre Inc.

Responsibilities include:

• Providing leadership in the delivery of recreational and leisure activities and programs for the community.
• Working with program leaders and other representatives to support the delivery of Centre programs.
• Monitoring and improving services provided to the community.
• Managing facility scheduling to make effective use of Centre spaces.
• Representing the Centre in meetings with community partners, governments and community-centre organizations.
• Recruiting, hiring, training, scheduling and supervising Centre employees.
• Supporting annual staff performance evaluations in consultation with the appropriate Board representatives.
• Assisting with program fees, registrations and related records.
• Managing purchases of equipment and supplies and maintaining appropriate inventory and records.
• Accounting for revenue received through Centre operations, including rentals, programs and canteen activities.
• Working with the Board and Treasurer in preparing budgets and financial projections.
• Helping safeguard the Centre’s assets.
• Researching and applying for grants applicable to the Centre.
• Maintaining professional and courteous relationships with the public, partners and facility users.
• Providing timely reports and information to the Board.
• Keeping the Board informed about significant matters arising between meetings.
• Performing other duties established by the Board.

Childcare Director Responsibilities

The Childcare Director is responsible for the day-to-day operation of the childcare program operated by the Centre.

Responsibilities include:

• Working with Manitoba Early Learning and Child Care to maintain licensing requirements.
• Recruiting, hiring, training, scheduling and supervising childcare staff.
• Conducting or coordinating staff performance evaluations.
• Making recommendations to the Board when required.
• Participating in setting fees and maintaining records required for program registration and licensing.
• Managing purchases of equipment and supplies and maintaining appropriate inventory and records.
• Working with the Board, General Manager and Treasurer in preparing childcare budgets and financial projections.
• Helping safeguard Centre assets related to the childcare program.
• Researching and applying for grants applicable to childcare operations.
• Maintaining professional and courteous communication with families, staff and the public.
• Keeping the Board informed of significant matters relating to childcare operations.
• Performing other duties established by the Board.

Members at Large

General Members at Large

Members at Large shall perform duties as requested by the Board and support the work of Valour Community Centre in areas where additional Board involvement is required.

Childcare Representatives

Childcare representatives may:

• Meet with and support the Childcare Director when needed to discuss childcare matters.
• Support childcare staff with matters requiring Board involvement.
• Bring relevant childcare matters to the Board for consideration.
• Provide reports to the Board when required.
• Perform other duties established by the Board.

Meeting Practices

Board and membership meetings should be conducted in an organized, transparent and respectful manner and in accordance with the Centre’s current bylaws.

Board Meetings

Meeting business may include:

1. Call to order.
2. Approval of the agenda and additions.
3. Approval of previous meeting minutes.
4. Business arising from the minutes.
5. Reports.
6. New business.
7. Adjournment.

Annual General Meetings

Annual General Meeting business may include:

1. Call to order.
2. Approval of the agenda and additions.
3. Approval of the previous Annual General Meeting minutes.
4. Business arising from the minutes.
5. Reports.
6. Business requiring membership consideration.
7. Elections.
8. Adjournment.

Special General Meetings

Special General Meetings should remain focused on the business for which the meeting was called.

1. Call to order.
2. Approval of the agenda.
3. Discussion of the business for which the meeting was called.
4. Adjournment.