Bingo Policy & Procedures Handbook Table of Contents Background 2 Bingo Policy 3 Bingo Revenue Policy 5 Appeal Procedure 5 Bingo Procedures 6 Volunteer Information 7 Bingo Application & Required Supporting Documentation 9
Swim-Natation Manitoba Fundraising Bingo 2 Background Manitoba Liquor & Lotteries (MBLL) operates bingo halls at both McPhillips Station Casino and Club Regent Casino. While MBLL staff supervises the bingo operations, the corporation utilizes volunteers from Manitoba amateur sport organizations to sell bingo cards and break-open tickets The MBLL pays the amateur sport organizations for this effort. In this way, the MBLL provides a valued source of funding to amateur sport organizations in Manitoba. This document provides Swim-Natation Manitoba (SNM) member swim clubs and their volunteers with information on the policy and procedures applicable to fundraising bingo participation in Manitoba. How Does This Work? SNM is awarded a certain number of bingos each year by Sport Manitoba based on the Provincial Sport Organization Funding Model. The bingo year is a 12-month period from April 1 st to March 31 st. The quarterly periods as defined by the MBLL are: April June July September October December January March. MBLL provides SNM with the location, date and time for each bingo in the quarter. Using the Volunteer Allocation Calculation (page 3), SNM determines the volunteer positions available for participating clubs. Member clubs are required to submit an application for inclusion in the bingo rotation by February 1 st of each year. Upon completion of the bingo quarter, MBLL pays SNM. SNM then pays 50% of the revenue from each bingo to the clubs whose volunteers participated in the bingo.
Swim Manitoba Bingo Policy 3 A swim club may apply to SNM for inclusion in the bingo rotation provided the club: a. Is a Category I member in good standing, as defined by the SNM Bylaw 3.09; b. Has been registered with SNM for at least 2 years; and c. Has 15 or more swimmers registered with SNM. Volunteer Requirement SNM requires six (6) volunteers to attend each Bingo. Late Attendance Late attendance at a bingo is considered to be non-attendance. Volunteers arriving late are not permitted to work the bingo. It is the responsibility of the volunteer to notify their club in the event he/she is unable to work a bingo. It is the club s responsibility to ensure the spot is filled. Penalties for Failure to Fill Volunteer Positions It is the responsibility of each club to ensure all of the club s volunteer positions are filled at every bingo. MBLL has the right to cancel all volunteer positions at the time of a bingo if there are insufficient volunteers in attendance. The minimum volunteer attendance from MBLL standpoint is four (4). SNM will be penalized by MBLL, if less than four (4) volunteers attend the bingo. Penalties to SNM include forfeiture of the bingo revenue and the loss of some or all bingo privileges for a period of time. As a result, SNM requires six (6) volunteers as a safety measure to ensure no penalties are incurred by SNM. Failure to fill some or all of a club s volunteer positions may result in the following penalties from SNM: A. If MBLL cancels a bingo due to too few volunteers in attendance: i. The offending club will be required to pay SNM an amount equal to the total bingo revenue that SNM would have received from MBLL had the bingo taken place. ii. iii. iv. If more than one club fails to fill their volunteer positions, each club will be required to pay SNM an amount equal to the total bingo revenue divided by the number of offending clubs. Offending clubs will be put on probation for one year. During this time a subsequent failure to fill all of the club s volunteer positions at each bingo will result in an immediate one year suspension of bingo privileges. Clubs whose full complement of volunteers attend a bingo that is subsequently cancelled by MBLL due to too few volunteers in attendance, may or may not, at SNM s sole discretion, receive some funding for that bingo.
4 B. If a bingo proceeds at MBLL s discretion, with less than a full complement of SNM volunteer positions filled: i. For every volunteer position that is not filled, SNM shall deduct $125.00 per each absent volunteer from the bingo earnings of the offending club(s). ii. In addition to the above: a. First offence the offending club(s) will be penalized 1 volunteer position for the next 4 bingos awarded. Those positions will be reallocated to the other participating clubs. b. Second offence in the same fiscal year the offending club(s) will be penalized 1 volunteer position for the next 8 bingos, or 2 positions for the next 4 bingos awarded. Those positions will be re-allocated to the other participating clubs. c. Third offence in the same fiscal year immediate suspension of bingo privileges for 1 year. Volunteer Allocation Calculation SNM determines the volunteer positions for each participating club using the following calculations: a. The total available votes, and votes per club, are determined from the most recent Annual General Meeting. b. The total volunteer positions for the quarter are calculated. i. Total volunteer positions = 6 volunteers per bingo X bingos c. Each club s percentage share of AGM votes is calculated. i. Club % share = Club votes a. Total # of participating club votes d. The volunteer positions for each club are calculated. i. Club volunteer positions = total volunteer positions X % share Distant or Regional Clubs In consideration of driving distances and winter driving conditions, regional clubs may request to be assigned bingos in non-winter periods and consideration will be given to weekends and later day bingos.
5 Policy for Bingo Revenue Expenditures All clubs participating in bingos must abide by Sport Manitoba s Sport Umbrella Expenditure Policy. Participating SNM member clubs may utilize the funds received for eligible club expenses or they may choose to credit athlete fundraising accounts with a portion or all of the funds received. If an athlete s fundraising account is credited the funds must only be used for the following allowable expenses: a. Sport Equipment (Purchased or rented); b. Travel expense of participating athlete - cost of athlete registration, athlete transportation, athlete meals and athlete accommodations related to an actually activity or event; c. Special Projects (Individual athlete s expenses associated with a race, clinic, or other projects i.e. SNC / SNM activities); d. Training expenses. Member clubs that elect to use the bingo funds to pay club expenses must only use the funds for the following allowable expenses: a. Sport Equipment (purchased or rented) b. Travel (covering cost of registration, transportation, meals and accommodations related to an actually activity or event. Only the expenses of participants may be paid.) c. Special Projects (Expenses associated with a race, clinic, or other projects) d. Facilities/Equipment (Rental costs, facility upgrading, equipment purchases) e. Coaches and officials development f. Promotion. The funds received as a result of participation in a bingo cannot be: a. Paid directly to a volunteer as wages nor can any payment be made by way of cash or cheque to a volunteer: b. Used to purchase alcohol or drugs. Sport Manitoba has given express permission to SNM to monitor and enforce this policy on its behalf. SNM member clubs are accountable to SNM for the proper expenditure of bingo revenue. SNM may ask any member club, at any time, to provide supporting documentation for these expenditures. Any SNM member club found to be in breach of this section of the Bingo Policy may face disciplinary action that may include but not be limited to suspension or termination of bingo privileges. Appeal of Penalties A club may appeal SNM's decision to impose a penalty for breach of these policies. Appeals must be made in writing to the Executive Director of SNM within seven (7) days of receiving notice of the penalty. Appeals will be considered by the Executive Director and the Executive Director may seek council from any SNM board member in considering the appeal. The club will be notified in writing of the Executive Director s decision within seven (7) days of the receipt of the appeal. The decision of the Executive Director is final.
Swim Manitoba Bingo Procedures 6 1. Clubs must apply annually by February 1 st for inclusion in the SNM bingo rotation. As part of the application, clubs must indicate both how bingo funds will be used during the upcoming year and how the funds were used in the year prior. The application form is on page 7. 2. SNM receives notice from MBLL detailing the bingo dates assigned to SNM for each quarter. 3. SNM confirms receipt of quarterly dates by responding back to MBLL and guaranteeing provision of volunteers for those specific bingo dates. 4. SNM prepares a chart for the quarter detailing the date, time and location of each bingo, and the volunteer allocation for each club. 5. A notice is prepared and distributed to all Club Presidents and Club Bingo Coordinators informing them of each quarter s bingos and outlines club responsibilities, including which club is the designated chair for the quarter. The notice includes a copy of the bingo volunteer allocation chart and a copy of the MBLL bingo policy. 6. The designated club chair sends the bingo sign-in sheet to the SNM office on, or before, the next business day after completion of the bingo. The sign-in sheet is used by SNM to verify the attendance of the assigned volunteers. Failure to sign in is considered a failure to attend. 7. Clubs who fail to fill all their volunteer positions at a bingo will be penalized in accordance with the SNM Bingo Policy. A written notice of penalty will be sent by SNM to the club president within fourteen (14) days of the bingo. 8. Clubs whose penalty includes the forfeiture of volunteer positions will have those positions reassigned by SNM to other participating clubs. SNM will determine the bingos to which the reassignment(s) will apply. 9. At the end of each quarter, SNM completes a revenue summary and processes payments to participating clubs.
BINGO VOLUNTEER INFORMATION 7 The following information highlights your organization s responsibilities when your group is scheduled to volunteer at a Bingo Session: 1. The Bingo Chairperson, upon arrival at the Casino, will report directly to the Bingo Supervisor. The Chairperson is responsible for overseeing the group and must be available during the entire session. 2. All volunteers must sign the bingo sign-in sheet. Failure to sign in is considered failure to attend the bingo. 3. Volunteer groups may designate a representative to participate in the session balancing process (viewing actual opening and closing cash balance and product inventory count). Note: Participation in balancing is not a requirement for a group. Because organizations may be held responsible for any financial irregularities, some groups have expressed a desire to be more involved in the actual opening and closing cash balance and product inventory. a. The Bingo Chairperson or designate must advise the Bingo Supervisor a minimum of one-half hour before the start of the session/event if they will participate. b. The same group representative must start and finish the balancing which includes staying approximately one-half hour after the event. 4. If the group does not participate in session balancing, the Bingo Chairperson must sign the Volunteer Organization Waiver form provided by the Bingo Supervisor. 5. SNM assigns six (6) volunteer positions for each bingo. When six volunteers sign in, the Chair may choose to send 2 volunteers home. The club(s) will be paid for these volunteers. Clubs will be penalized for volunteers who do not sign in for their assigned bingo. 6. Volunteers must be 18 years of age or older. Please ensure volunteers have Photo I.D. available. Volunteers must be able to produce one of the following forms of valid (current, not expired) photo I.D. a. Valid driver s license issued by a province or state (In Manitoba, either the new one piece drivers license, or the old 2 piece photo I.D. portion and the driver s license certificate are required.) b. Manitoba Identification Card c. Canadian Forces identification d. Canadian Firearms Possession and Acquisition License. e. Aboriginal Treaty card. f. Passport and/or travel visa. g. Canadian Citizenship cards. 7. Appropriate dress is required. 8. Volunteers under the influence of drugs or alcohol will not be permitted to participate and may be requested to leave the Casino. 9. Volunteers are not permitted to gamble or have anyone gamble on their behalf while they are
volunteering at a bingo session. 8 10. Organizations may be suspended for any transgressions deemed inappropriate by Manitoba Lotteries Corporation, including but not limited to financial irregularities, failure to provide required volunteers, or inappropriate behavior. BINGO VOLUNTEER INFORMATION 1. The success of your Bingo Session depends on the arrival time of your volunteers. Please review the arrival and approximate departure times for your Bingo Session. Failure to arrive at the specified time may result in the loss of your Bingo Session. 2. All bingos require a chairperson and 5 volunteers. Day of Week Arrival Departure BINGO Session Time Time* Sunday Matinee 12:00 pm 3:45 pm Early Session 3:00 pm 6:45 pm New Evening Session 6:00 pm 9:45 pm Late Session 9:00 pm 11:45 pm Monday to Thursday Early Session 4:30 pm 6:45 pm New Evening Session 6:00 pm 9:45 pm Late Session 9:00 pm 11:45 pm Friday Early Session 4:30 pm 6:45 pm New Evening Session 6:00 pm 9:45 pm Saturday Early Session 4:30 pm 6:45 pm New Evening Session 6:00 pm 9:45 pm * All departure times are approximate. CLUB REGENT CASINO 1425 Regent Avenue West Winnipeg, MB R2C 3B2 Marnie Morris, Operations Manager, Electronic Gaming (204) 957-2500 Ext. 4954 McPHILLIPS STATION CASINO 484 McPhillips Street Winnipeg, Manitoba R2X 2H2 Darlene Nagel Operations Manager, Electronic (204) 957-2500 ext 2754
Swim-Natation Manitoba Bingo Application 9 1) Club Name: 2) Sport Manitoba requires that we report where revenue will be used. Please list planned program (s) and approximate amount of each program for the expenditure of the bingo revenue for the year ending March 31, 20 Program Expenditures Please include the following documents with this application: Annual Budget Financial Statements (previous year) A one page summary of how bingo revenue was spent in the previous year. 3) Bingo contact: All information will be sent to the bingo contact listed below: Name: Address: City: Phone: (home/cell) (business) E-Mail: Name of Alternate Contact: Address: City: Phone: (home/cell) (business) E-Mail: Please Note: We must be able to contact your Club Bingo Coordinator during the regular business hours. Please ensure that an alternate contact is also listed. (the swim club) agrees to comply with all terms, conditions and policies established by Sport Manitoba, the Manitoba Liquor & Lotteries and Swim Manitoba regarding bingo events and will ensure that all financial documents and receipts are kept on file. Date: Signature: Position: Signing this application implies that the above named member club agrees to abide by all policies and procedures outlined in this handbook. Furthermore the member is acknowledging that any beach of these policies may result in disciplinary action from Swim Natation Manitoba. Return completed application to Swim Manitoba by electronic file to swim@sportmanitoba.ca or by fax to 1.204.925.5624.