Synchro Manitoba Bingo Policy

ADMINISTRATION AND ORGANIZATION

Synchro Swim Manitoba, as the recognized governing body for Synchronized Swimming in Manitoba is ultimately responsible for all aspects of all Bingo Events operated by Synchro Swim Manitoba or affiliated groups as allocated by Sport Manitoba and the Manitoba Lotteries Corporation. The Operations Chairperson of Synchro Swim Manitoba shall, therefore, be responsible for the administration and operation of the Synchro Swim Manitoba Bingo Policy.

This shall include:

1. Establishing application procedures and criteria
2. Reviewing post event reports
3. Assessing requests by clubs and Synchro Swim Manitoba
4. Assigning dates
5. Securing Bingo Chairperson(s)
6. Monitoring all aspects of Bingo Events to ensure all policies and procedures established by Synchro Swim Manitoba, the Manitoba Lotteries Foundation and Sport Manitoba are adhered to

ELIGIBILITY

Bingo events awarded to Synchro Swim Manitoba will be available Synchro Swim Manitoba, to all sanctioned committees of Synchro Swim Manitoba, and to all affiliated competitiveclubs of Synchro Swim Manitoba in good standing.

Any groups wishing to participate must complete the application process to be considered for the allocation of Bingo dates.

APPLICATION PROCESS

1. An application, including an operating budget and specific bingo revenue and expenditures, must be submitted in writing to Synchro Swim Manitoba.
2. Applications and an updated annual budget must be submitted annually by October 30th.
3. Application for specific projects or special events must be received one (1) month prior to the quarter date in which they are applying for a Bingo Event. (i.e. Jan 1, April 1, July 1, Oct 1).
4. Within 90 days of completing a specific project or group year end a financial statement shall be submitted to Synchro Swim Manitoba.

DATE ALLOCATIONS

The Operations Chairperson of Synchro Swim Manitoba will assign Bingo dates on a quarterly basis. First priority will be given to Synchro Swim Manitoba to meet their operation budget. Following Synchro Swim Manitoba dates, all requestsshall be dealt with based on the following

1. The number of swimmers in various categories based on the submitted club registration info & fees.
2. Documentation of need through application.
3. Benefit to the Sport of Synchronized Swimming.
4. Additional areas of revenue.
5. Ability to meet requirements to operate a Bingo Event.
6. Availability of dates.

Synchro Swim Manitoba shall provide some opportunity for bingo revenue to all affiliated competitive clubs willing to participate.

APPEAL PROCESS

Any group who applied for Bingo dates has the right to appeal, in writing, any assignment of dates. Appeals shall be submitted in writing thirty (30) days of the quarterly assignment of dates, to the Operations Chairperson of Synchro Swim Manitoba. An Appeal must be signed by the chair/president of the group making the appeal following this process and will follow the Appeal process outlined in the Synchro Swim Manitoba Appeals Policy.

BINGO VOLUNTEERS

1. The groups(s) awarded any bingo date(s) are responsible for providing sufficient workers for that event. Each participating group must identify a bingo chair and alternate to Synchro Swim Manitoba. Synchro Swim Manitoba may request bingo volunteer work from coaches, judges or athletes to whom it is providing financial support.
2. All volunteers must be eighteen (18) years of age and carry appropriate photo-identification to the event.
3. The Bingo Chairperson for Synchro Swim Manitoba shall be responsible designating an Event Chairperson for the operation of the Bingo Event on site, the assignment of jobs, and for incorporating key position trainees. In the absence of a Bingo Chairperson, this responsibility will reside with the participating clubs. The Event Chairperson should fax in the bingo sign in sheet to the office within 3 days of the bingo date.
4. The number of volunteers required for Bingo events is seven (7) unless otherwise determined by Manitoba Lotteries.
5. The required arrival time(s) of volunteers for specific Bingo events are as stipulated by Manitoba Lotteries. Late volunteers may be replaced immediately from their own or another group depending on availability.
6. When a Bingo date is allocated to two (2) or more groups and one (1) of the groups cannot fulfill their requirements, other participating groups should be notified as soon as possible t to fill the needed spaces. Such notification should be, if possible, at least 10 days prior to the event.

EXPENDITURES AND ACCOUNTABILITY

Eligible clubs are completely accountable for all funds expended. The president of each club is charged with the responsibility of seeing that these funds are expended for their intended purposes. Clubs are also responsible to Synchro Swim Manitoba for proper accounting procedures and, in the case of inappropriate or unsubstantiated expenditures, may be required to reimburse Synchro Swim Manitoba. If a club allocates a percentage of revenue from a Bingo Event to a team or committee, etc., it is the responsibility of that club to ensure that this Bingo revenue is expended for the approved purpose and is properly accounted for.

Participating groups must make themselves aware of current Sport Manitoba policies on appropriate use of lottery revenues, which are subject to change by Sport Manitoba. Bingo revenues cannot be expended on the following:

1)Wages, salaries, or fees for services of volunteers;

2)Alcohol;

3)Travel, accommodation, or meal costs which have not been approved by the Board prior to incurring the costs; or

4)Travel, accommodation, or meal costs outside of Canada which have not been approved by the Sport Manitoba prior to incurring the costs.

A Member Club will immediately be suspended from participating in future Bingo Events for non-compliance to these Policies.

REVENUE

1. The split of Bingo revenue between Synchro Swim Manitoba and participating groups shall be as decided by the Board of Directors from time to time keeping in mind fair shares both to groups and to Synchro Swim Manitoba. See the attached current schedule.

1. Clubs and/or committees are expected to spend the revenue as outlined in their budgets. Any major expenditure changes can be made by submitting revisions to the Operations Chairperson of Synchro Swim Manitoba.

1. Cheques for Bingo revenue will be issued to the appropriate groups following each quarter provided sufficient cash in on hand.

PENALTIES

1. The first time a group fails to provide the required number of workers, they will receive only fifty percent (50%) of the potential earnings based on the number of workers they provided. Example: a group that was supposed to provide 5 workers but only provided 3 would get 15% of the revenue (50% of 30%).

1. Should a club/committee fail to provide the required number of workers at two (2) Bingo Events in the same Synchro Swim Manitoba Bingo Year (fiscal year), they will lose fifty percent (50%) of the prorated potential earnings for that Bingo and will be suspended for two (2) Bingo Events or three (3) months, whichever is greater.

1. If a club/committee notifies the Bingo Chairperson ten (10) days in advance of their inability to supply the required number of workers, this will not be considered failing to supply the required number of workers. However, if a club/committee notifies the Bingo Chairperson of their inability to supply the required number of workers twice in one (1) fiscal year, their Bingo Application will be reviewed by the Operations Chairperson of Synchro Swim Manitoba, to see if the percentage of their bingo workers being provided should be reduced.

1. Exceptions to the above penalties may be recommended to the Board by the Operation Chairperson of Synchro Swim Manitoba, if he/she is notified in advance of a special problem.

1. Late Arrivals and No Shows: Workers who do not arrive at the required time will cause the group they are representing to lose half of the share of earnings from the person who is late (usually 1/14th of the total earnings from the associated bingo). They must stay and work the Bingo or their club will fall into the category of short workers. No shows who do not attend the bingo they have committed to will cause the group they are representing to lose all earnings from the person who does not show (usually 1/7th of total earnings from the associated bingo).

1. In unusual circumstances, an appeal can be made in writing to the Operations Chairperson of Synchro Swim Manitoba, within seven (7) days of the Bingo.

1. Funds available from penalties will be split between Synchro Swim Manitoba and any other participating groups based on the ratio applicable to that event.

CLUB BINGO ALLOCATION

1. Each club will be allocated a percentage of the Bingos in accordance with the weighted number of registered swimmers in their club as of the fall registration date. The allocations give greater weight to swimmers with higher levels in recognition of the increased cost to clubs of supporting athletes competing at higher levels. The weighting will be set by the Board of Synchro Swim Manitoba and reviewed at least annually.

1. Each club will phone in the list of person(s) doing the Bingo to the Bingo Chairperson no later than two (2) weeks prior to the event taking place.

1. Each club will provide the Bingo Chairperson with a list of people who can be reached to fill positions that have been left vacant at the time of the Bingo. The worker must be able to work within thirty (30) minutes of the phone call. The Bingo Chairperson will only call if there is a shortage of Bingo workers.

Emergency Bingos

For emergency bingos all participating groups will be given an opportunity to provide workers in accordance with their share of bingo activity. A group that cannot provide its share of workers should immediately notify other groups so that they may have an opportunity to fill the spaces.

Synchro Swim Manitoba

CLUB BINGO APPLICATION

BINGO APPLICATION DEADLINE: October 30, 20__

Send completed application to:Synchro Swim Manitoba

200 Main Street

Winnipeg, Manitoba

R3C 4M2

Email:

Fax: 204-925-5703

NAME OF CLUB:______

NAME OF CLUB BINGO CONTACT: ______

Address: ______City: ______Postal Code: ______

Phone: (work) ______(home) ______(cell) ______

Email: ______Fax: ______

NAME OF ALTERNATE CONTACT: ______

Address: ______City: ______Postal Code: ______

Phone: (work) ______(home) ______(cell) ______

Email: ______Fax: ______

PLEASE NOTE: We must be able to contact your Club Bingo Rep. during regular business hours. Please ensure that an alternative contact is listed.

Total number of registered members in your club by level:

Number of volunteers expected to be available for bingos: ______

Sport Manitoba requires that we report where revenue will be used. Please list the planned programs and approximate amounts of each program for the expenditure of the applicable year’s bingo revenues:

Please describe in detail, the process of your bingo expenditures accounting. Include information in signing authorities, receipting, fiscal year, etc.

______

______

______

______

______

______

The ______(Club) agrees to comply with all Terms and Conditions of the policies established by Sport Manitoba, Manitoba Lotteries Corporation and Synchro Swim Manitoba regarding Bingo events, and will ensure all financial documents and receipts are kept on file.

SignatureClub PositionDate

Revenue Schedule

Effective May 2008

Regular Bingo:

Groups Providing Volunteers50%

Synchro Swim Manitoba50%

Emergency Bingo:

Groups Providing Volunteers90%

Synchro Swim Manitoba10%

1