Boulder Valley Hockey Foundation

Transcription

1 Boulder Valley Hockey Foundation Boulder Hockey Club Fundraising Policy The mission of the Boulder Valley Hockey Foundation (BVHF) and the Boulder Hockey Club (BHC) is dedicated to providing Boulder area youth with a positive atmosphere that supports a fair and competitive environment. Ice hockey is used as the vehicle to promote sportsmanship, integrity, self-esteem, dedication and commitment as a foundation for growth, both as an individual and as a member of the community. The following guidelines are not meant to make fundraising difficult rather to ensure fundraising is conducted within the parameters set forth by both State of Colorado and the Internal Revenue Service and that its primary purpose is to benefit the Boulder Hockey Club youth teams. The Boulder Hockey Club operates as an independent 501 (c) (3) nonprofit organization and is run by a Board of Directors. Boulder Valley Hockey Foundation runs its youth program under the name Boulder Hockey Club. This document will provide guidance for conducting fundraising events in the name of Boulder Valley Hockey Foundation and the Boulder Hockey Club. Upon Board approval, all fundraising events for the Boulder Hockey Club will be administered in accordance with this document. All changes or amendments to this document will be subject to a Board review and approval process.

2 Membership, Sponsorship, and Fundraising Policies 1. BHC requires annual membership dues of $100 per player contributed to the general fund. $100 of this fee is collected at registration, and will be allocated towards the annual raffle with each member receiving 10 tickets for the raffle. Additional tickets may be sold for the benefit of BHC as a whole. 2. Teams will have a minimum acceptable reimbursement to coaches for each out of state tournament. Two coaches will receive airfare, car (if needed), and $50 per day to cover expenses. 3. All corporate sponsorships will be deposited in the BHC general funds. A corporate sponsor will be acknowledged and publicly recognized. 4. Organizations shall not be solicited for contributions of money, goods, or services for an individual team (Ex. Target, Lions Club, VFW, restaurants). 5. Generally, an unsolicited contribution of money, goods, or services designated for a specific team by a private individual or a company is acceptable. However, a designated contribution from an individual or a company to a private individual on a team is an infringement of the Private Benefit and Inurement Section of the requirement rules of a non-profit organization and is not acceptable. a. Unsolicited contributions to a specific team will be acknowledged by the recipient team. b. Contributors of money or goods valued at or over $ will be provided a written acknowledgement of receipt upon request as described by the Internal Revenue Service issued from BVHF. 6. Each team may organize and conduct fundraising activities for teamspecific needs. 90% of net profit from all team fundraisers will be apportioned to the team s account and 10% of net profit from all team fundraisers will be apportioned to the BHC s general fund. All team fundraising events must be pre-approved by the BHC Fundraising Committee. The list of pre-approved fundraising is as follows: King Soopers/Safeway gift cards; Boulder Valley Ice

3 concessions, Avalanche Events, and Superior RoughRiders ticket sales. Any additional events that an individual team wants to perform require submitting a request for approval at least 30 days prior to event. 7. All fundraising conducted on the facility premises shall be approved in advance. 8. All returned checks and associated bank fees from team fundraising events will be charged back to the respective team. 9. The Internal Revenue Service (IRS) has indicated that individual accounts may not be used by a tax-exempt organization. Raising money and placing it into individual team member accounts violates federal law and will not be practiced. 10. Each year, the BHC may choose to contribute a portion of the BHC s fundraising account to the individual teams proportionately on a per player basis. 11. A monthly report will be provided by the Team Manager to the Staff Accountant by the 10 th of the following month showing the team s fundraising activities and costs. BHC will supply the report form format. 12. All team income over $20 at seasonal year end will be transferred into the BHC General Fund. The seasonal year is considered to start in August and end in April of each year. Activity during the off season will need approval. If the team chooses to restrict funds for a specific purpose and the board approves the restricted account, more than $20 may be carried forward. Team Fundraising Procedures 1. At the start of each season, an annual fundraising plan for each team indicating the type and dates of proposed fundraisers must be submitted to the Fundraising Committee, via the team s Fundraising Manager. The plan will be reviewed by the Board or its appointed agent to try to ensure the market will not be saturated with multiple

4 teams fundraising at the same time. It is acknowledged that the plan may be subject to change. 2. Prior to beginning a specific fundraising event, an event coordinator must be named and a fundraiser proposal completed and submitted to the Fundraising Committee. 3. According to the IRS, a not-for-profit organization cannot require a member to participate in a fundraiser nor require that each member raise a designated amount of funds. Team members have the opportunity to participate without pressure and will not be subject to repercussions for choosing to not participate. 4. Following the conclusion of the fundraiser, the event coordinator must provide the following documentation to the Fundraising Committee and the BHC Controller. Reports must be in BHC approved formats: a. Financial Summary which includes total funds generated, total expenses incurred, and net profit. b. Deposit Summary which lists cash as well as each individual check ( #, name, and amount) a copy of checks is highly recommended. c. Order forms which list individual sales (if applicable) total sales from order forms must match total funds submitted for deposit. d. Receipts/Invoices; if reimbursement of incurred expenses is required, please include the reason for the reimbursement, amount of reimbursement, as well as the name and address of the individual to whom the reimbursement is to be sent. e. Other documentation as deemed necessary for individual events. 5. The Event Coordinator will provide all financial documentation and funds collected to the Team Treasurer for deposit. The summary will be submitted to the BHC Controller by the 10 th of the month following the event.

5 6. Provided the team is in good standing with the BHC meaning the team has contributed required membership dues % of the net profit generated from team fundraising events will be apportioned to the team s account while 10% of the net profit generated will be apportioned to BHC s General Fund. Some of the fundraising account is currently designated for the Coach Stipend Fund and the BHC Scholarship Fund. Team Request for Funds 1. Teams may use their documented generated funds for the following purposes: Coaches (unpaid) appreciation gift up to $250/unpaid coach per year Coaches travel reimbursements as defined in the Boulder Hockey Club Team Travel and Reimbursement Policy (attachment A) Tournaments/scrimmages/additional training for the entire team Team meals, t-shirts, pins, etc Travel upgrade (Ex. coach bus) Tickets and travel to out of state tournaments 2. Should a team choose to use its generated funds for a purpose not identified on the above approved list, a written request for the funds must be approved by the Board. The Team Manager should submit the request to the Fundraising Committee and allow at least 30 days for the response. The request shall include the reason for the request, the amount of the request, and the date the funds are needed. Funds must be available from the team s account in order to be distributed. 3. BHC Teams will not provide funds for individual team members for any reason. 4. It is suggested that the Team Manager work collaboratively with the head coach to generate a team budget to manage the team s revenues and expenses. All coach requests for funds should be via the Team Manager.

6 5. A team may refund a portion of team fees at the end of the season with excess funds provided families contributed team fees initially. 6. A team may donate excess funds to BHC at the end of the season as appropriate (i.e. BHC Scholarship Fund, Coache Stipend Fund, General Fund).

7 Attachment A Boulder Hockey Club Team Travel and Reimbursement Policy All teams should have the same policy. Teams should plan for these expenses at the beginning of the season with the team fees. Teams can pay for up to TWO non-parent coaches. A non-parent coach is defined as a coach whose child is NOT on the team they are coaching. A coach could have a child on a different team but they are still considered a non-parent coach if they are not coaching their own child. Parent coaches are not eligible for reimbursements. Tournaments: Teams should only have two out of area tournaments unless the team has won a qualifying tournament that requires them to travel out of area an extra time or by the approval of the Director of Hockey Operations. Squirt A and B can travel out-of-state for one tournament a season as approved by the Director of Hockey Operations. Squirt C will not travel out-of-state. Mites will not travel out-of-state. An out of area tournament is defined as a tournament that would require the team to stay in a hotel. An out-of-state tournament is defined as a tournament not in Colorado. Qualifying reimbursements for out of area tournaments: Airfare Hotel Car rental (one per team coaches will share) Mileage (if a personal automobile is used not applicable in addition to rental car) Per diem ($50 per day per coach)

8 Notes: Mileage will be reimbursed at $.50 per mile and will be paid from BVICE to the destination. Per diem is not paid for regular league and playoff games. Where appropriate, coaches will make every effort to carpool and share expenses. Where possible, the team manager/treasurer will pay for expenses with the team debit card to reduce the out-of-pocket expenses of the coaches. However, in some cases, the coach may need to pay for something and then get reimbursed (i.e. car rental). In these cases, receipts are required and reimbursement will be made for the actual expense amount.