Policy/Procedure: MANDATORY
FUNDRAISING POLICY -- Policy AB
Approved;
March 12, 2001, Revised Aug. 26, 2002, Revised Sept. 6, 2004
POLICY:
Amery
Youth Hockey Association (AYHA) will have several fundraising events during
each hockey season. Every family
will have the choice of either participating in these fundraisers or choose a
buyout option.
PROCEDURE:
- The
AYHA Board of Directors will annually approve a budget amount to be raised
through fundraising events.
- The
Board, with input from the Fundraising Committee, will determine the
number of fundraising events to hold during the season in order to attain
the budget goal.
- The
Board will determine a minimum net profit dollar amount that each family
needs to raise through these fundraising events or via the buyout option.
·
This amount is determined by using the estimated number of
Association families and the total budget amount to be raised through
fundraising.
·
The required dollar sales amount for each fundraiser will be
calculated by using the estimated net profit of the product to be sold for
each fundraising event.
- The
Board provides the opportunity for families to exceed the budgeted
fundraiser amount and splits the excess profit with the Association.
- For every
dollar of profit that exceeds the family minimum amount, the Association
will credit 50% to the family’s AYHA account.
- These excess
profits may be used for next year’s registration fee or for any AYHA
sponsored clinic requiring a registration fee.
- The excess
profits will not be paid out to families in cash unless the player is
graduating at the end of the year.
- The
Board provides a buyout option for those families choosing to not
participate in the fundraising events.
·
Families may participate in some, all, or none of the sales events.
·
The buyout dollar amount for each fundraising event will be due
upon completion of the sale (e.g., for 2 Board approved fundraising events,
half of the family minimum dollar amount will be due at the end of the first
fundraiser and the other half will be due at the end of the second
fundraiser).
- Families
may exceed
the budgeted profit dollar amount for any individual fundraiser and apply
the excess profits towards future fundraising events during the same
season.
- Families
will be required to pay for any product to be sold during these
fundraising events at the time
the product is picked up from the Association.
·
A check may be written to AYHA at the time of pick-up and the AYHA
Treasurer will hold the check until the deadline date.
·
Customers may be asked to pay for the product at the time of
ordering rather than upon delivery.
·
Fundraising checks should be made payable to AYHA (Amery
Youth Hockey Association).
- Every
family’s fundraising budget amount will be due in full at the deadline
date for the final fundraising event of the season.
- Exceptions
to the policy:
·
First year Mite families will not be required to participate in
these fundraisers.
·
For first year families that do choose to participate in these
fundraisers, the Association will split the profits 50/50 with the family.
This profit may be applied toward the next season’s registration fee
or towards any AYHA sponsored hockey clinic registration fee.
- Each
family will receive an account statement at fall registration and at the
beginning of each fundraising event and at the Spring Banquet.
Review
of Fundraising Options:
ü
Participate
in each fundraiser and sell the required amount
ü
Participate
in some, but not all events, and sell the required family total.
ü
Exceed
the budgeted family amount and split the excess profits 50/50 with the
Association.
ü
Participate
in some or all of the fundraisers, but fall short of the budgeted family
total. The amount short will be due
at the end of the final fundraising event.
ü
Choose
not to participate in any of the fundraisers and pay the buyout amount at the
deadline for each event.
- Any
fundraising activity conducted in connections with Amery Youth Hockey
Association must be pre-approved by the AYHA Board of Directors.
·
The Board will review the following criteria:
Ø
Type
of fundraiser
Ø
Targeted
contributors
Ø
Suggested
use of funds
Ø
Coordinator
of the fundraising activity
·
The following criteria must be followed:
Ø
Obtain
approval from the Board
Ø
Conduct
the fundraiser
Ø
Submit
all invoices, expenses, and money collected to the AYHA Treasurer
Ø
Submit
a brief financial report to the Board within two weeks of completion of the
event