POLICIES AND REGULATIONS
VOLLEY BORÉAL MANDATE
Volley Boréal is an inclusive community organization with the mission of promoting the practice and development of volleyball among members and allies of the LGBTQ+ community. The organization aims to bring people together, foster friendships, strengthen healthy lifestyles, inspire pride, and encourage community participation.
We value respect, diversity, belonging, participation, and health. These values guide all our activities, whether they are sports-related, social, or cultural. Volley Boréal is committed to providing an environment where everyone is welcomed without judgment, in a spirit of camaraderie, safety, fun, and respect.
In all its divisions—recreational, semi-competitive, and competitive—as well as in its social events and tournaments, Volley Boréal expects its members to adhere to its rules, respect its policies, and demonstrate exemplary behavior. Any form of violence, harassment (including sexual harassment), discrimination, or unsportsmanlike conduct goes against our code of ethics and will be addressed in accordance with our regulations.
The Board of Directors of Volley Boréal ensures a safe and inclusive environment for all members. It holds the mandate to adopt the necessary policies for the proper functioning of the organization, in accordance with the bylaws and the values that unite us.
1. SPORTSMANSHIP POLICY
At Volley Boréal, sportsmanship is the cornerstone of regular league play in competitive, semi-competitive, and recreational divisions, as well as in tournaments organized by the league. This entails behaving respectfully and courteously with a spirit of fair play toward teammates, opposing team members, referees, and spectators. The general guidelines for appropriate behavior include the following policies:
i) AT ALL VOLLEY BORÉAL EVENTS:
a. Volley Boréal expects its participants (including their guests and spectators) and officials conducting volleyball competitions to act respectfully and sportingly.
b. Volley Boréal is proud to be an open and safe environment for all its members. The conduct of members and participants at all Volley Boréal events should create a positive image of the community represented and served by Volley Boréal. The use of inappropriate language or comments emphasizing age, race, gender, religion, origin, sexual orientation, or other personal characteristics unrelated to volleyball is prohibited.
c. Unsportsmanlike behaviors, including rude comments and verbal gestures, are prohibited by this policy and by Volley Boréal’s rules of play.
d. Encouragement of teams should be done positively, without belittling or making inappropriate comments about the opposing team or its members.
e. There is no room in Volley Boréal for taunting, embarrassing, or humiliating an opponent or a match official.
f. Members must show respect when dealing with contentious issues at Volley Boréal events. Members should not speak rudely or condescendingly to another participant or league official. As will be discussed further, under no circumstances should anyone threaten another person in any way.
g. During a volleyball match, a team captain or match referee should allow an angry person time to cool down before play resumes.
h. In accordance with Volley Boréal’s rules of play, only team captains should address a referee during a match or tournaments sanctioned by Volley Boréal. Whenever someone speaks to a referee, it should be done calmly, politely, and professionally. Under no circumstances may anyone make rude, obscene, or threatening remarks or gestures toward a referee.
i. Referees and other Volley Boréal officials must treat all Volley Boréal members and participants with respect, even if the person is acting inappropriately or the official disagrees with the participant.
j. Guests and spectators at Volley Boréal events, by their presence at these events, are required to adhere to this policy. Members are also responsible for the appropriate conduct of their guests and spectators.
ii) WHILE ALL VOLLEY BORÉAL MEMBERS ARE EXPECTED TO BEHAVE SPORTSMANLIKE, THE FOLLOWING INDIVIDUALS ARE LEADERS OF VOLLEY BORÉAL AND SHOULD ALSO BE ROLE MODELS FOR SPORTSMANSHIP:
a. Members of the Board of Directors and leadership groups of Volley Boréal
b. Team captains
c. Team coaches
d. Match referees
e. Tournament directors
f. Any other leadership roles within Volley Boréal (coordinators, managers, etc.)
g. Long-standing participants in Volley Boréal activities
iii) HANDLING CASES OF UNSPORTSMANLIKE CONDUCT:
a. The most common violations of this policy, such as disputes between Volley Boréal members or participants and officials during tournaments, should be handled informally to de-escalate the situation and cause minimal disruption to the event and/or volleyball.
b. During volleyball competitions officiated by official referees, disputes between a volleyball player and an official should be handled in accordance with FIVB rules of play, sanctions, and penalties.
c. In league competitions without an official referee, if a participant behaves inappropriately, the team captain, where applicable, should remove the participant from the situation if possible, discuss the situation with them, and assess their ability to continue playing appropriately.
d. If the participant cannot continue to participate appropriately at that time, they may be removed by the team captain or the responsible official for an appropriate period, not exceeding the remaining duration of the match.
e. Any Volley Boréal coordinator or league official must warn a participant if they have violated this policy and explain why their conduct is inappropriate. No follow-up action is required unless the violation is unusually severe, part of a repeated breach of the league’s policy, and/or constitutes illegal behavior.
f. In cases of repeated violations of this policy by an individual (including participants, guests, and spectators), if the violation is unusually severe and/or results from illegal conduct, the incident must be documented by a Volley Boréal coordinator and brought to the attention of the disciplinary committee overseeing cases of unsportsmanlike behavior. The coordinator will present the case to the disciplinary committee. The head of the disciplinary committee will attempt to resolve the issue informally, and if that is not possible, the president, in consultation with the relevant vice-presidents and the head of the disciplinary committee, will decide on the measures to be taken, which may range from a written warning letter, suspension of the member, or cancellation of membership.
2. NON-VIOLENCE POLICY
i) ANY FORM OF VIOLENT BEHAVIOR OUTSIDE THE RULES OF VOLLEYBALL IS STRICTLY PROHIBITED BY VOLLEY BORÉAL
a. Definition - Violence is defined as any verbal threat or abuse, any physical contact with another person with the intent to threaten or harm, initiating a fight, or encouraging another person to engage in physical violence. All matters related to incidents of violence, even when they occur during league-sanctioned volleyball activities, are never considered conflicts related to the application of volleyball rules. Consequently, the handling of such incidents is first discussed by the Volley Boréal disciplinary committee.
ii) INCIDENTS OF VIOLENCE
Any member or official of Volley Boréal Volleyball, or any guest or spectator attending Volley Boréal events who is involved in acts of violence during any Volley Boréal event is immediately suspended from all activities. Any incident of violence should be immediately documented by a Volley Boréal official. However, at any time, Volley Boréal may still apply sanctions to an individual engaging in acts of violence, even if the incident is not immediately documented. Volley Boréal officials, who for the purposes of this section include Volley Boréal coordinators/managers, must document any complaint of behavior violating this policy during league events, even if the incident is brought to the attention of the Volley Boréal official afterward or even if the Volley Boréal official did not personally witness the incident.
a. Responsibilities of Volley Boréal: Officials documenting a violent incident must submit a report as detailed as possible to the head of the disciplinary committee and the vice president overseeing the program in which the incident occurred. The Volley Boréal official should also collect the names and contact information of all voluntary witnesses of the incident. If someone is injured as a result of the act of violence, the Volley Boréal official must contact 911 to request an ambulance and, if possible, the police.
b. Responsibilities of the Suspended Member or Official - When an individual involved in an act of violence is a member of Volley Boréal or a league official, the individual suspended from the league under this provision must contact the disciplinary officer within 48 hours of the act to discuss the incident. The member or official must attend all scheduled procedural meetings regarding the incident. The league must make reasonable efforts to accommodate the schedule of the suspended member or official when planning such meetings.
c. Responsibilities of the Disciplinary Committee Officer - Once informed of a documented incident of violence by a member or league official, the disciplinary committee officer must be available to be contacted by the individual(s) involved in the violent activity. Once the disciplinary committee officer has discussed the incident with the individual(s), they may, in consultation with the president and appropriate vice presidents, maintain the provisional suspension or lift the provisional suspension, subject to review of the incident by the Volley Boréal board of directors. In either case, the disciplinary committee officer must inform the Volley Boréal board, schedule a meeting to review the incident, and determine the sanction.
d. Violence Committed by a Player During Tournaments - In addition to this policy, acts of violence committed by a player during sanctioned volleyball activities must be handled as described in the FIVB Official Volleyball Rules, including guidelines for the referee’s assessment of cards. If a referee issues a red card during the tournament, the division representative must document the incident, and the player may be automatically suspended from play according to the procedures described in this policy. Furthermore, Volley Boréal may impose sanctions on the player in accordance with this policy even if no penalty or sanction was imposed on the player during the competition.
iii) OTHER INCIDENTS OF VIOLENCE
If a Volley Boréal member or official commits acts of violence during a volleyball competition organized by other leagues or organizations, and this incident is brought to the attention of the Volley Boréal president or any of its representatives, board members, or executives, the Volley Boréal board of directors, with the president’s consent, may sanction this member as appropriate by referring the incident to the disciplinary committee.
3. POLICY ON HARASSMENT AND SEXUAL ABUSE
i) Unwelcome sexual advances, including the continuation of flirting after someone has asked you to stop or any other unwelcome verbal conduct of a sexual nature, constitute sexual harassment and are prohibited by this policy. Acts of sexual harassment must be procedurally resolved in the same manner as violations of sportsmanship outlined in Article III (3) of this policy.
ii) Unwanted sexual contact, the use of a position of power or authority within the Volley Boréal League to obtain sexual favors, as well as any unwanted physical contact of a sexual nature are considered sexual abuse. Sexual abuse is regarded as an act of violence within the meaning of Article II of this policy.
iii) This policy does not prohibit sexual behavior resulting from a mutually consensual relationship. A friendly hug, mutual flirting, and compliments on physical appearance between teammates and/or members of the Volley Boréal community are not considered harassment. Members who believe that an act, which would otherwise be prohibited, results from mutual consent bear the burden of demonstrating that they have obtained the other member’s consent or that such consent has been directly confirmed by that person.
iv) Referees, coaches (paid or volunteer), captains, and all other leaders and officials of Volley Boréal must always strive to embody these guidelines. Individuals in these roles must also be aware that, at times, they serve in such capacity as representatives of Volley Boréal. They must also recognize that their roles may create dynamics that grant them power over other members, and in these circumstances, this power can undermine what appears to be "mutual consent." Failure to comply with these guidelines may constitute grounds for termination of employment, contract termination, and/or removal from their position.
v) This section shall be interpreted in a manner that promotes Volley Boréal’s mission to create a community, including fostering healthy relationships among its members, including intimate relationships based on the concept of mutual consent between adults, as well as promoting a safe environment for all members.
3.1 Sanctions
Any sanctions imposed under this policy will be determined by the Volley Boréal disciplinary committee in accordance with the procedure described in the Volley Boréal regulations, Volley Boréal Rules of Play, and its policies:
a. Sanctions must reflect the severity of the conduct in question but will be assessed at the discretion of the disciplinary committee.
b. Sanctions may include a verbal and/or formal warning addressed to the member.
c. Sanctions may also include the suspension of the individual from any competition sanctioned by Volley Boréal and/or any Volley Boréal event for a duration up to lifetime (or indefinite) suspension. If a member is suspended, no additional sanctions may be imposed. The duration is determined at the discretion of the disciplinary committee.
d. When a sanction includes suspension from any part of the league or tournament play for which the individual has already paid dues or fees, no refund will be granted to the individual.
e. In exceptional circumstances, any intentional act of violence resulting in physical injury to another person will result in the indefinite suspension of that member from all Volley Boréal events and activities, including non-competitive events.
f. Any person who is given a lifetime suspension must have the opportunity to request that the League lift the suspension at least two years from the date of suspension, with the ability to renew the request at least once each subsequent competition year.
g. Any sanction decision may be appealed to the Board of Directors of Volley Boréal. In the case of an appeal, the Board of Directors of Volley Boréal, with the express approval of the President, has the authority to modify or overturn any sanction, and its decision will be final.
4. CAPTAINS' POLICY
In accordance with its mandate and sportsmanship policy, Volley Boréal has the following expectations for captains of recreational, semi-competitive, competitive teams, and team captains during tournaments:
a. Treat all Volley Boréal members with care and respect, both on and off the playing field
b. Promote and encourage sportsmanship and safety above all
c. Help resolve conflicts in a calm and fair manner
d. Be available to guide and advise members on volleyball rules and regulations
e. Support and enforce the internal policies and rules established by Volley Boréal's Board of Directors
f. If necessary, address your questions, ideas, or conflicts to Volley Boréal's Board of Directors
5. SOCIAL MEDIA POLICY
i) This policy applies to all individuals participating in VOLLEY-BORÉAL activities, whether salaried or not, as volunteers, including:
a) Members, including lifetime members of Volley-Boréal
b) Individuals appointed or elected to committees and subcommittees of the Volley-Boréal Board of Directors
c) Employees of Volley-Boréal
d) Members of the Volley-Boréal Executive Committee, if applicable
e) Support staff, including managers, physiotherapists, psychologists, massage therapists, sports coaches, and others
f) Coaches and assistant coaches
g) Athletes
h) Referees and other officials
i) Member associations
j) All organizations associated with Volley-Boréal, sponsors, visitors, spectators, etc.
ii) Scope
a) This social media policy applies to platforms, including:
i) Social networking sites (Facebook, Twitter, LinkedIn, Google+, Pinterest, Yammer, etc.)
ii) Video and photo sharing websites or applications (e.g., YouTube, Vimeo, Instagram, Flickr, Vine, etc.)
iii) Blogs and microblogging platforms (Tumblr, Wordpress, Blogger, etc.)
iv) Live streaming applications (e.g., Periscope, Meerkat, Facebook Mentions, etc.)
v) Podcasts (e.g., iTunes, Stitcher, Sound Cloud, etc.)
vi) Instant messaging (SMS, Skype, Snapchat, WhatsApp, Viber, etc.)
vii) Online voting or surveys
viii) Public and private online forums and discussion boards
ix) Any other online technology that allows individual users to upload and share content.
The use of social media at Volley-Boréal aims to promote interactive contact among league members, fans, supporters, and potential new members. It also aims to promote sports and social activities to maintain a dynamic communication platform. For this purpose, Volley-Boréal reserves the right to publish photos, videos, or other images related to its competition evenings, training sessions, tournaments, and social activities on all social media and its website, provided this does not violate our social media and privacy policies described above. We treat all social media posts on our wall or other media under our jurisdiction as public comments.
Messages containing personal attacks, profanity, nudity, hate speech, or illegal material are prohibited. We reserve the right, at our discretion, to delete any post or revoke a user’s privilege to post on Volley-Boréal’s Facebook page or other social media under our jurisdiction if the post violates our policies.
When using social media, the boundaries between public and private, personal and professional can be blurred. Remember that you are an ambassador of Volley-Boréal; ensure you protect yourself and your privacy, as well as that of others.
Note: The Volley-Boréal Board of Directors has full discretion to interpret and apply this policy and will exercise it in the spirit and mandate of the league.
We treat all social media posts on our wall or other media under our jurisdiction as public comments.
Please note that members of the Volley-Boréal Board of Directors cannot immediately review all comments posted on the Facebook page or other social media under our jurisdiction. The opinions expressed in unofficial Volley-Boréal posts are not necessarily those of the Volley-Boréal Board members, and we cannot guarantee the accuracy of these messages.
Posts should be used for non-commercial purposes only. Members of the Volley-Boréal Facebook group or other social media under our jurisdiction may not solicit funds or promote commercial entities. No statements should be made that are misleading, false, or likely to harm a person’s reputation, nor should they offend, intimidate, humiliate, or bully another person. Personal information about our members will not be disclosed to protect members’ privacy.
iii) Specific Guidelines on Bullying and Harassment:
We allow open discussion about volleyball, our league, and topics of public interest, but we will remove content that appears to deliberately target individuals to degrade or shame them, including entities such as the Board of Directors and the "Volley-Boréal" organization. This content includes but is not limited to:
a) Statements and comments that identify and shame individuals,
b) Altered images to degrade individuals,
c) Photos or videos of physical harassment posted to shame the victim,
d) Sharing personal information to blackmail or harass people.
6. PRIVACY POLICY
Volley Boréal respects and protects the privacy of all its members. To this end, we will not disclose, sell, or exchange any personal information obtained from membership or event registration to any third party, unless required by law or if a member is at imminent risk of harm. When Volley Boréal hires agents, contractors, or companies to provide services on its behalf, Volley Boréal will also require these agents, contractors, or companies to protect this information. Volley Boréal may aggregate personal information, which will be disclosed in a non-personally identifiable manner, to third parties for promotional purposes and under the sponsorship of business partners.
Personal information derived from membership and/or event registration may be used to:
i) Establish and maintain communication with members.
ii) Inform members about volleyball games, volleyball practices, volleyball tournaments, or social events organized for Volley Boréal members.
iii) Assist Volley Boréal in complying with legal and regulatory requirements.
iv) Collect outstanding fees.
7. MEMBERSHIP, CANCELLATION, AND REFUND POLICY
VOLLEY BOREAL RESERVES THE RIGHT TO CANCEL ANY LEAGUE, EVENT, TOURNAMENT, CLINIC, OR TRAINING SESSION DUE TO LACK OF REGISTRATIONS; A FULL REFUND WILL BE PROVIDED. OTHER REFUNDS MAY BE PROVIDED IN ACCORDANCE WITH OUR REFUND POLICIES.
Volley Boréal strives to be fair and understanding in the face of unforeseen circumstances when cancelling a registration for our league, programs, or event participation. However, please remember that creating a league/program requires several months of planning by Volley Boréal, such as advance booking of courts, recruiting referees, coaches, and staff for events. Last-minute cancellations not only disrupt our planning but also prevent other athletes or teams from participating in our activities.
i) Open Tournaments
An open tournament allows the registration of local, regional, provincial, and international teams. Currently, Volley Boréal organizes one annual Open Tournament called "Odyssée," held on Easter weekend.
Once the registration process is completed, the event is non-refundable; however, teams are permitted to modify their player roster by adding or replacing a player up until the start date of the tournament.
ii) Monday League (Recreational, Intermediate, and Advanced Divisions)
A full refund of 100% minus a 20% administrative fee will be granted if the cancellation is communicated 4 weeks before the league’s start date.
A 50% refund will be granted if the cancellation is communicated up until the second day of the Open House.
Once both Open House days are over (10:00 PM), no refunds will be allowed.
Exceptionally, for special circumstances, even if the league has started, the player may be considered for a refund if one of the following circumstances arises:
a) If a serious illness or injury prevents a player from participating in our programs. The participant must provide documentation from healthcare professionals for our records.
b) An unforeseen life change preventing the player from participating in our programs (e.g., unexpected relocation out of town).
Pursuant to the above, a full individual refund minus a 20% administrative fee will apply if the circumstances arise before the league’s start date. Once the league has started, a prorated refund will apply along with a 20% administrative fee.
Affiliation with Volleyball Québec is also mandatory; failure to comply will result in the cancellation of your registration without a refund.
iii) Beach Volleyball League
Due to the lower cost and the commitments involved in court reservations, no refunds will be authorized once registration is completed. No refunds will be granted due to bad weather.
Affiliation with Volleyball Québec is also mandatory; failure to comply will result in the cancellation of your registration without a refund.
iv) Year-End Tournaments and Other Events
Due to the lower costs associated with these year-end tournaments and the commitments made by Volley Boréal, no refunds will be authorized once the registration process is completed. No refunds will be granted due to bad weather.
v) Training and Play Clinics
Due to the lower cost and the time and commitments involved in providing our clinics, no refunds will be authorized once registration is completed. Affiliation with Volleyball Québec is also mandatory for clinics; failure to comply will result in cancellation without a refund.
8. POLICY FOR PRESIDENTS, BOARDS OF DIRECTORS, EXECUTIVES, COMMITTEES, OR DIRECTORS REGARDING PRIVILEGES
a. All meals and non-alcoholic beverages are reimbursed for board of directors, executive, committee, and sub-committee meetings.
b. During the active term of a board member, their registration fees will be waived for:
i) Divisional play fees for all seasons
ii) Tournaments
iii) Annual General Meeting and banquets
c. Time-limited advanced registration window for:
i) League play divisions for all seasons
ii) All Volley Boréal tournaments
d. Expense Reimbursement:
i) All expenses incurred by a board member for facilitating, administering, and/or executing league events, tournaments, or general operations are reimbursed.
ii) Professional fees related to networking, promoting Volley Boréal, and development, only with prior approval from the board of directors before the expense is incurred.
iii) Other discretionary expenses may be reimbursed only with prior approval from the board of directors before they are incurred.
9. TERMS OF USE
Access to www.volley-boreal.net, operated by Volley Boréal, is subject to the following Terms of Use and applicable laws. By using or visiting this website, you agree to comply with these Terms of Use.
The information and materials published on www.volley-boreal.net are produced by Volley Boréal with the intent of being readily available to its current and potential members. This information and material may be used and/or reproduced for non-commercial purposes free of charge and without additional permission from Volley Boréal. However, the use or reproduction of information or material from www.volley-boreal.net for commercial redistribution is prohibited without the express written permission of Volley Boréal.
No trademark, logo, or image appearing on www.volley-boreal.net may be used or reproduced without the express written authorization of Volley Boréal. Any unauthorized use of these trademarks, logos, or images may violate copyright laws, trademark laws, privacy and publicity laws, and communication regulations.
Although Volley Boréal makes reasonable efforts to include accurate and up-to-date information on its website, it makes no warranties or representations as to its accuracy. Volley Boréal assumes no responsibility for errors or omissions in the content of www.volley-boreal.net. Furthermore, Volley Boréal does not guarantee or represent that the information will be uninterrupted or error-free and/or virus-free. Any person visiting www.volley-boreal.net expressly acknowledges that Volley Boréal is not responsible for the defamatory, offensive, or illegal conduct of other users of www.volley-boreal.net. Individuals use the website at their own discretion and are responsible for complying with all applicable laws.
Under no circumstances shall Volley Boréal, its players, team captains, officials, coaches, volunteers, or board members be held liable for any direct, indirect, special, punitive, or consequential damages resulting from or related to performance failures, errors, inaccuracies, omissions, defects, delays, interruptions, deletions, delays in performance or transmission, computer viruses, communication line failures, theft or destruction or unauthorized access to, alteration or use of records, or the authenticity of any content found on www.volley-boreal.net, or from the use or inability to use www.volley-boreal.net or any content contained therein. This limitation of liability applies regardless of whether such damages or losses result from the negligence of Volley Boréal, its players, team captains, officials, coaches, volunteers, or board members.
Please send any comments or questions regarding these policies to info@volley-boreal.net.
REGULATIONS
AMENDED REGULATIONS ADOPTED AT THE ANNUAL GENERAL MEETING ON JUNE 5, 2023
Chapter 1 - Preliminary Provisions
1.1 Name
1.2 Mission, Values and Objectives of the Organization
i) Mission
ii) Values
iii) Objectives
1.3 Head Office
1.4 Legal Status
1.5 Operating Rules
1.6 Official representative of Volley Boréal
1.7 Interpretation
1.8 Definition
2.1 Definition
3.3 Participation in General Meetings
3.4 Quorum
3.5 Convening
3.6 Procedure
3.7 Annual General Meeting Agenda
Chapter 4 - Board of Directors
4.1 Composition of the Board of Directors
4.2 Procedure for Electing the Board of Directors
4.3 Vacancy
4.4 Quorum
4.5 Privilege
4.7 Treatment of the Privilege
4.8 Meetings
4.9 Code of Ethics
Chapter 5 - Financial Arrangements
5.1 Fiscal Year
5.3 Signing of bank bills and securities
5.4 External Auditor
5.5 Dissolution
6.1 Identification
6.2 Composition
6.3 Meetings
6.5 Vacancy
Chapter 7 - Elections of Directors
7.1 Process
7.2 Eligibility
7.4 Voting
Chapter 8 - Rights and Duties of Officers
8.1 President
8.2 Vice-President
8.3 Secretary
8.4 Treasurer
Chapter 1 - Preliminary Provisions
1.1 Name
The name of the corporation is, as it appears in the Quebec Business Register, Volley Boréal. Within these general by-laws, the corporation will be referred to as Volley Boréal.
1.2 Mission, Values and Objectives of the Agency
i) Mission
Volley Boréal is an inclusive community organization founded with the aim of promoting the practice and development of the sport among members and allies of the LGBTQ+ community.
ii) Values
Respect and diversity
Volley Boréal promotes mutual respect, regardless of gender, sexual orientation, gender identity, ethnicity, income or ability. The organization welcomes the entire LGBTQ+ community and its allies. In addition, it is committed to creating and maintaining an inclusive climate and conditions conducive to the practice of volleyball.
Belonging and participation
Volley Boréal organizes and offers sports, social and cultural activities to its members as well as other groups and associations and seeks to use the practice of volleyball to bring people together, create friendships, create pride and community participation.
Santé
Volley Boréal is committed to promoting a healthy lifestyle and fostering the improvement of physical and mental health through the practice of volleyball for all its members, as well as allies in the community.
iii) Objectives
The objectives pursued by Volley Boréal are as follows:
a) Bringing people together;
b) To create bonds of friendship;
c) Strengthening healthy lifestyles;
d) To foster pride and participation in the LGBTQ+ community and its allies;
1.3 Head Office
The Board of Directors of Volley Boréal will determine from time to time where the head office is located, with the express reservation that it must be located in Montreal.
1.4 Legal Status
Volley Boréal is a non-profit organization incorporated under Part III of the Companies Act (R.S.Q., c. C-38), registered under business number 1164272974, filed in the register on February 28, 2007.
1.5 Operating Rules
The operating rules (club, training, rules of play) are determined by the board of directors.
1.6 Official representative of Volley Boréal
The president of the corporation or, in his absence, the person designated by the president or the board of directors is the official representative of Volley Boréal.
1.7 Interpretation
In the interpretation of this By-law, words used in the singular include the plural and words used in the masculine form include the feminine.
1.8 Definition
Registered office – The corporation's principal place of business, where its legal, administrative and managerial activities are concentrated, such as meetings of the Board of Directors.
Chapter 2 - Membership
2.1 Definition
Any person may become a member of Volley Boréal provided that they have paid the membership fee determined for this purpose by the Board of Directors no later than thirty days before the Annual General Meeting. Any person who pays the membership fee after the date set above will have membership status from the day following the end of the Annual General Meeting.
2.2 Duration of Membership
Membership is lost to all, each year, on the day set by the Board of Directors for the first payment of registrations for the fall session.
2.3 Loss of Membership
The board of directors may, after giving the member an opportunity to be heard, suspend or exclude a member for the following reasons:
(a) If he has not fulfilled his undertaking to the corporation.
b) If his actions or words become publicly contrary to the objects of the corporation.
c) If he unacceptably deviates from the rules of Volley Boréal.
d) If he or she violates the rules of conduct of Volleyball Canada and Volleyball Quebec.
2.4 Duties of Members
a) Adhere to Volley Boréal's mission, values and objectives
b) Respect other members and stakeholders in Volley Boréal's activities and be courteous to them
c) To let us know in advance of his absence from Volley Boréal's planned activities
d) Comply with the corporation's requirements in relation to compliance with the Act respecting safety in sports (R.S.Q., c.S-3.1)
2.5 Repealed
Chapter 3 - General Meetings
3.1 Annual General Meeting
A general meeting of members must be held each year, no later than forty-five days after the end of the financial year.
3.2 Special General Meeting
The Board of Directors of Volley Boréal may, at any time, call a general meeting of members. Similarly, 10 members may request the Board of Directors to convene a special general meeting of members. This request must be in writing, explicit and signed by the 10 requesting members. In this case, the board of directors must hold the general meeting no later than 30 days after receipt of this request.
3.3 Participation in General Meetings
All Volley Boréal members can participate in the general assemblies.
3.4 Quorum
The quorum of the general assembly is made up of the members present.
3.5 Convening
The members shall be called to an annual general meeting either by posting the meeting during the thirty days preceding the said meeting in the premises where Volley Boréal's activities are held, or by a notice including the proposed agenda and by a public announcement during the same activities, or by posting on the corporation's website during the thirty days preceding the said meeting, by electronic means of communication (including social media) at least 30 days before the meeting. Only general meetings providing for the dissolution of the corporation must be called by mail (letter sent to each member one month before the meeting is held). For a special general meeting, the procedure is the same, but the period is reduced to fifteen days.
3.6 Procedure
General assemblies are held according to the procedures of deliberative assemblies. Each member has only one vote. All votes are determined by a simple majority, except in the case of the dissolution of Volley Boréal, where two-thirds of the votes will be required. If a member cannot be present, it will be possible for him or her to stand for the elections by proxy.
3.7 Annual General Meeting Agenda
Opening of the meeting and establishment of a quorum
Appointment of a president and a secretary of the meeting
Reading and adoption of the agenda
Reading and adoption of the minutes of the previous Annual General Meeting
Tabling and adoption of the financial report
Tabling of the activity report
Appointment of a President and an Election Clerk
Election of Board Members
Varia
Adjournment of the
Chapter 4 - Board of Directors
4.1 Composition of the Board of Directors
i) The Board of Directors is composed of nine (9) people elected from among the members of Volley Boréal for a two-year term. The outgoing president is an ex-officio member of the board of directors for a period of one year.
ii) In order to ensure the independence of the Board, the following are disqualified from exercising the function of director:
(a) Minors, adults under guardianship or curatorship, bankrupts and persons who are prohibited by the court from exercising this function;
iii) Owners, directors or staff members of private companies, member organizations or any other organization linked to the organization by a goods or services agreement must declare their situation to the board of directors and exclude themselves when making decisions concerning their goods or services agreements.
4.2 Procedure for Electing the Board of Directors
(i) The members of the Board of Directors shall be elected for a term of two (2) years. All elected directors are eligible for re-election at the end of their term of office.
ii) The terms of office of the four (4) officers shall end at the end of each year.
iii) The terms of five (5) of the Directors shall end in odd-numbered years and four (4) in even-numbered years.
(iv) The procedures for the election of the Board of Directors are set out in Chapter 7.
4.3 Vacancy
a) A post is considered vacant:
(i) If a person resigns.
(ii) If a person dies, becomes insolvent or disqualified.
iii) If a person is absent for more than three (3) consecutive meetings within a year.
b) In the event of a vacancy for elected members, the Board of Directors shall appoint a replacement for a position as it deems appropriate until the next Annual General Meeting.
4.4 Quorum
The number of people present for the validity of a board meeting must be at least equal to the number of directors in office divided by two (e.g., 7 directors in office divided by 2 = 3.5, so the quorum is 4). Decisions are taken by a majority of votes. Notice of the meeting must be given by mail, email or electronic means at least five (5) days before the date fixed. Resolutions held by email are valid as long as all the directors have a decision.
4.5 Privilege
The members of the board of directors are credited with the registration costs for the activities organized by the corporation.
4.6 Suspension, destitution
The board of directors may remove one of its members in the following case(s), provided that the possibility of voting to this effect is mentioned in a notice of meeting sent to all the directors:
(a) Is absent regularly and without reason from meetings of the corporation.
b) Acts publicly contrary to Volley Boréal's objectives.
c) Does not adhere to Volley Boréal's Code of Ethics.
4.7 Treatment of the Privilege
The Board of Directors may reduce, in whole or in part, the credits related to the privileges of one of its members, whose participation in the tasks incumbent on it, is deemed unfair, provided that the possibility of voting to this effect is mentioned in a notice sent to all the directors.
4.8 Meetings
The Board of Directors shall meet at least eight (8) times per year in or as often as it deems appropriate at the call of the President or three (3) of its members. Meetings can be held in person or virtually.
4.9 Code of Ethics
Board members, employees and volunteers are subject to the corporation's code of ethics and must adhere to it for the duration of their term.
Chapter 5 - Financial Arrangements
5.1 Fiscal Year
Volley Boréal's fiscal year ends on April 30 of each year.
5.2 Asset Conservation
All Volley Boréal cash assets must be deposited in independent financial vehicles determined by the Board of Directors.
5.3 Signing of bank bills and securities
The Board of Directors shall determine, whenever necessary, three of its members as signatories to Volley Boréal's financial documents. Two of the three possible signatures must be found on the said documents. The signatories are also the only holders of the bank cards.
5.4 External Auditor
The General Meeting may, if the members so desire, appoint an external auditor who shall present an audit report on the financial statements of Volley Boréal at the next Annual General Meeting. The general meeting must then specify the nature of this verification.
5.5 Dissolution
In the event of the dissolution of Volley Boréal, the disposition of the assets belonging to it will be made by bequest to a non-profit organization chosen by the general meeting, provided that it has objectives similar to those of Volley Boréal.
Chapter 6 - Committees
6.1 Identification
Committees are set up with the authorization of the board of directors and placed under its authority to see to the proper functioning of the corporation.
6.2 Composition
(i) The head of a committee shall be a director of the corporation.
ii) The committee leader shall ensure that the committee is composed of a minimum of three (3) members, including the committee chair.
(iii) The head of a committee shall seek approval from the board of directors for the composition of the committees under his or her supervision.
6.3 Meetings
Committees must hold a minimum of two (2) meetings per year. The quorum shall consist of the members present. Decisions are taken by a majority of the members present. The president of the corporation is an ex officio member of the committees, but he does not have the right to vote.
6.4 Role of the Committees
The scope of each committee is defined by the Board of Directors.
General roles associated with committees
Some guiding principles:
(i) Committees exist to assist directors and their input is therefore advisory in nature.
(ii) The roles of the committees are to assist the Administrators in the evaluation, planning and implementation of the projects and activities under their responsibility.
iii) The composition of the committees must be approved by the Board of Directors and they receive their terms of reference from the Board. In particular, they must:
a) Assist the administrator responsible for the file.
(b) Report on the implementation of mandates, successes and areas for improvement.
(iv) No committee shall have the mandate to act on behalf of the Board of Directors.
vi) Before amending a policy or by-law of the corporation, the committee must submit its changes to the committee leader, validate their relevance and impact, and then to the board of directors for legal approval.
vii) Any conflict situation between a director and a committee shall be reported to the Chair or a Vice-Chair in the event that the Chair is involved.
6.5 Vacancy
Any vacancies on the committees shall be filled by the Board of Directors on the recommendation of the Committee Chair.
Chapter 7 - Elections of Directors
7.1 Process
i) The election of members to the Board of Directors shall be held at the General Assembly.
(ii) The general meeting shall appoint an electoral officer, an election secretary and, if necessary, two deputy returning officers to conduct the election.
iii) Volley Boréal members must be informed one month (30 days) before the general meeting of the positions that are up for election.
7.2 Eligibility
i) To be eligible for a position, any person wishing to apply must be an individual member of Volley Boréal.
ii) Nominations must be submitted at least ten (10) days prior to the election at the General Meeting. Each proposal must be supported and signed by the nominee.
7.3 Appointment of Offcers
i) The officers of the Corporation (one (1) President, one (1) Vice-President, one (1) Secretary and one (1) Treasurer) shall be appointed by the Board of Directors at the first meeting following the General Meeting and in accordance with Chapter 7 of the By-laws.
ii) As prescribed by law, when officers are appointed by the Board of Directors, the term of office of the President, Vice-President, Secretary and Treasurer shall be renewed annually.
7.4 Voting
(i) If the vote is necessary because there is more than one nomination for either position to be filled, it shall be held by a show of hands unless a secret ballot is requested by one of the members.
(ii) To be elected, the candidate must obtain a majority of the votes.
(iii) In the event of a tie between two candidates, a draw shall be made to determine the candidate.
Chapter 8 - Rights and Duties of Officers
8.1 President
(i) He may preside over the general meeting and the meetings of the board of directors.
(ii) To be ex officio members of all committees established by the Board of Directors.
iii) Exercise a casting vote at general meetings.
iv) Officially represent Volley Boréal at the political level.
(v) To make a detailed report to the General Assembly on the activities of the year.
(vi) Signing minutes and other negotiable instruments. He may be a signatory under designation by the Board of Directors.
(vii) Convening meetings of the Board of Directors.
8.2 Vice-President
(i) To exercise the rights and duties of the President on a temporary basis when the latter is unable to perform his duties.
ii) He may preside over the general assembly and the meetings of the board of directors.
iii) Officially represent Volley Boréal at the political level.
(iv) Sign the minutes and other negotiable instruments. He may be a signatory under designation by the Board of Directors.
8.3 Secretary
i) Sign the minutes and may be a signatory under designation by the Board of Directors.
ii) Prepare agendas for Board meetings.
iii) To draw up the minutes of the meetings of the Board of Directors.
iv) Ensure that a Volley Boréal member register is updated.
8.4 Treasurer
i) Assume responsibility for the financial administration of Volley Boréal before the authorities.
ii) Where applicable, present the auditor's report to the Board of Directors and the General Meeting.
iii) Validate Volley Boréal's internal control mechanisms
iv) Oversee the preparation of monthly financial reports and present them to the Board of Directors.
(v) Sign cheques and bills of exchange.
CODE OF ETHICS
Approved by the Board of Directors under Resolution 2023-002 on May 5, 2023
1- Mission and values of the organization
Foreword
The use of the term "MEMBER" in this Code of Ethics refers to employees, volunteers and directors.
This Code of Ethics is a guide for maintaining healthy and respectful relationships within Volley Boréal. It is a reference tool that will make it possible to:
❖ At Volley Boréal from:
a) To achieve its mission(s);
(b) Maintain credibility with external actors and the community;
(c) To ensure healthy cohesion among its members;
❖ To the MEMBERS of:
a) Respect the values and rules of conduct.
The code applies to all MEMBERS. Through their actions and decisions, they play a very important role in achieving the organization's mission and enhancing its social image.
This code of ethics is in force as soon as it is approved by the general assembly on June 5, 2023. Violation of the rules mentioned in this document is subject to penalties ranging from reprimand to expulsion.
1.MISSION AND VALUES OF THE ORGANIZATION
Volley Boréal is an inclusive community organization founded with the aim of promoting the practice and development of sport among members and allies of the LGBTQ+ community. This mission is based on certain values that form the basis of Volley Boréal's community actions.
Include:
Respect and diversity
Volley Boréal promotes mutual respect, regardless of gender, sexual orientation, gender identity, ethnicity, income or ability. The organization welcomes the entire LGBTQ+ community and its allies. In addition, it is committed to creating and maintaining an inclusive climate and conditions conducive to the practice of volleyball.
Belonging and participation
Volley Boréal organizes and offers sports, social and cultural activities to its members as well as other groups and associations and seeks to use the practice of volleyball to bring people together, create friendships, create pride and community participation.
Health
Volley Boréal is committed to promoting a healthy lifestyle and fostering the improvement of physical and mental health through the practice of volleyball for all its members, as well as allies of the LGBTQ+ community.
2. OBJECTIVES OF THE ORGANIZATION
The objectives pursued by Volley Boréal are as follows:
a) Rassembler les gens;
b) To create bonds of friendship;
c) Strengthening healthy lifestyles;
d) To foster pride and participation in the LGBTQ+ community and its allies;
3. CODE OF ETHICS
3.1 The Board of Directors must take the necessary measures to ensure that the MEMBERS are regularly informed and can thus maintain the associative life within the organization.
3.2 The actions and decisions of the Board of Directors shall reflect the policies and regulations of the organization.
3.3 Each MEMBER must be aware of his or her commitments and responsibilities to the organization. In this sense, everyone must promote and encourage the use of the highest standards of conduct.
3.4 Each MEMBER shall actively seek to support the organization by knowingly adhering to its vision, mission, objectives, policies, by-laws and operations.
3.5 Each MEMBER shall act by means consistent with the public interest and applicable laws.
3.6 Each MEMBER must strive for excellence in all aspects of management, in its interventions with people and in its relations with partners.
3.7 Respect for confidentiality rules with respect to any confidential information entrusted to the organization or circulated within the organization is essential. No confidential information may be disclosed outside the organization without the written consent of the persons concerned.
3.8 Each MEMBER must act, at all times, in a spirit of respect for the collective interests of the other MEMBERS of the organization.
3.9 Any behaviour that undermines the dignity of the MEMBERS is prohibited or must be denounced.
3.10 Everyone must respect the integrity and privacy of others.
3.11 Everyone must promote and maintain associative and democratic life within the organization.
3.12 Everyone shall respect the duties assigned to management and other MEMBERS of the organization.
3.13 Each MEMBER must carry out a rational management of Volley Boréal's assets
3.14 Each MEMBER shall make decisions on the basis of verified or recognised information.
3.15 Each MEMBER must preserve and develop the credibility of Volley Boréal within the community.
3.16 Each MEMBER must take opportunities to raise awareness of the role of the organization and the network it constitutes.
3.17 Each MEMBER shall inform the Board of Directors of any conflict of interest existing in the organization.