Club

Fundraising

Club Fundraising Policy

Introduction

This policy statement covers fund raising for club wide activities. A separate policy statement has been prepared covering fund raising by individual teams within the club.

Purposes

Bays United will determine the purposes for fund raising on an as needed basis. Targets for fund raising may include the following

1. Capital Projects being primarily field upgrades. Bays United has approved a five year rolling program (attached).
2. New All weather field(s). Currently under consideration to be jointly funded.
3. Web site
4. Team Sponsorship
5. Selected equipment
6. Tournaments or special events

Funding Sources

Bays United may seek and obtain funding from a variety of donors. These donors may include local and national corporations of all sizes, lottery organizations, casinos,individuals, the community, banks, trusts, governments and government agencies.

Donations will not be sought, nor accepted from organizations that are considered to be inconsistent with the nature of Bays United as an organization dedicated to youth soccer.

Authorization and Approval

All donations proffered to Bays United for club wide purposes shall be subject to the approval of the Executive Committee.

Agreements

Each donation or joint funding arrangement shall be the subject of an appropriate written agreement. The agreement shall clearly state the obligations that the club is making to the donor or joint funding partner and the intended use of the funds. The agreement shall be approved by the Executive Committee and subsequently signed by two members of the Executive.

Accounting and Reporting

Accounting records for each capital project shall be maintained separately. Donors shall receive periodic status reports on the use of their funds. Bays United will produce an annual summary of all funds donated and expended.

Corporate Recognition

Bays United recognizes that donations may need to be acknowledged by corporate logos signage or other forms of advertisement. Bays United will consider each recognition proposal on its individual merits.

Forms of Donation

Donations may be money, goods, services or gifts in kind.

Joint Fund Raising

Bays United may undertake joint fund raising with other sports organizations or local governments. The proposed arrangements for the sharing of costs and fund raising shall be subject to the approval of the Bays United Executive.

Bays United Fund Raising Committee

Bays United Executive shall strike a Fund Raising Committee to be chaired by a Director of the Executive. The Committee shall be at least three in number and report its activities to the Executive on a monthly basis.

House Fundraising Policy

Introduction

This policy has been approved by the Bays United Executive to guide fund raising for individual teams. It recognizes that parents and players will often undertake fund raising to support a variety of team requirements or activities. While fund raising in support of their team is a useful activity for parents and players to undertake, with over100 teams active in Bays, some simple policies are necessary to guide this fund raising. This policy statement is intended to help avoid the recurrence of some past problems with team based fund raising.

Bays United as a club will also be fund raising on a major basis for items such as field improvements. Bays will need to disclose its overall fund raising activities and levels to some of the organizations it will be seeking donations from. On an annual basis Bay's United will therefore need to summarize the overall value, donor sources and in general terms the items for which funding has been sought.

For the purpose of this policy fund raising include money, goods,services or gifts in kind. These funds include those donated directly by parents, team members and from sources outside the team.

Purposes of Fund Raising

Teams may raise funds for any of the following reasons -

1. Team social events and activities;
2. Out of district travel - BC Cup, Island League championship,tournaments and exhibition games;
3. Purchase or provision by donation of track suites/fleece or similar warm up clothing, water bottles, feature supporters items such as Tshirts and hats or special equipment such as goal keeper shirts and gloves;
4. Payment of tournament entry fees.

Teams may not raise funds for individual team strip, this being shirts,shorts or socks.Corporate sponsorship shall not be identified on team strip. Corporate sponsorship identified on playing strip will be permitted only where it has been endorsed by Bays United through its Executive as a club policy.

Where teams in the House League fund raise (up to U11), the purpose of this should be primarily for team social events, or miscellaneous items such as goalkeeper gloves, shirt or indoor soccer balls. Fund raising by House league teams is expected to be by donation from the team parents and be small in scale. House League teams will not generally be expected to fund raise in excess of $200 during the season.

Bays United is a non profit society that is based on the commitment of volunteers including coaches to enable it to operate. Teams are not permitted to raise funds for coaches. Where Bays United is unable to secure a suitably qualified coach for a team the club may appoint a student coach and pay an honorarium.

Teams may use the funds raised for small gifts to its coach(s) at season's end such a soccer clothing or gift token to a restaurant. The value of gifts shall be in keeping with the spirit of volunteerism.

Responsibility for Funds

Two parents or players over the age of 18 will share responsibility for the recording, safe keeping and expenditure of funds. Where funds less than $500 are involved one parent may assume these responsibilities.Responsible individuals may include the team manager but not a coach or coach's spouse.

Recording funds

Teams shall submit to the Chair of the Bays United Fund Raising Committee a Fund Raising Report by October 15 each season. This report is a form summarizing proposed fund raising levels, activities and responsible individuals. At the conclusion of the season (by March 31)the team shall submit the same form recording how much funding (or items donated) was accomplished and how this was spent.

The Chair of the Fund Raising Committee will maintain the submitted forms on file. Teams will only be contacted where a conflict with other team fund raising proposals is apparent or where the purpose or fundraising proposals conflicts with club policy.

House league teams and other teams limiting their fund raising to a maximum $200 for the season shall not be obliged to complete or submit a form. Where these teams collect funds the responsible individual is required to keep a running balance of funds raised and expense

Form of Fund Raising

Teams may use a variety of fund raising methods. Examples include sale of coffee at games, donations from businesses, sale of baked goods and car washes. The Chair of the Bays United Fund Raising Committee is authorized by the Executive to require teams to vary their proposed fund raising program where this conflicts with other club policies,club fund raising or where there is a conflict with another teams fundraising program.

Use of Surplus Funds Season's End

1. At the end of the Team's season, parents will vote to determine to either keep surplus funds with the team or to donate surplus funds to the Association.
2. At the end of the U-18 season, all surplus funds will be donated to the Association.