Team Fund Raising
The new Fund Raising Policy is now available and all teams in EHMHA must follow.
Fund Raising Comitee Contact Information
Complete Fund Raising Policy and Fund Raising Form.
Or download the Fund Raising Form only.
East Hants Minor Hockey Association
Fundraising & Financial Policy Guidelines
Philosophy
All teams have the right to raise funds for their respective team. It is recognized that the funds raised are to be used for the betterment of the team as a whole. When raising funds, members are also representing the East Hants Minor Hockey Association (EHMHA) and are encouraged to project a positive image of the EHMHA. All fundraising activities must adhere to the guidelines set forth in the “Fundraising Guidelines”.
Procedures for Tournament Team Expenses
Information for Parents | Information for Coaches
We are introducing a new system for collecting money for use by tournament, recreational and rep league teams to pay for jerseys, tournament fees and other expenses related to their teams.
Fundraising funds must be fundraised and used between September 1- April 30 of each year. Each team must appoint a Treasurer and hold a parent meeting to establish the team's fundraising parent group.
Here are the features of the system:
1. Payments
· All funds owed by parents on tournament teams must be paid to the team treasurer they are on and not to the coach or team administrator.
· Checks from parents must be made payable to their team.
· The treasurer will have a receipt book and must give the parent a receipt in the amount given.
Guidelines
A. Direct public support can be requested for the purpose of fundraising;
B. Team budgets must be approved by EHMHA Fundraising Committee prior to any fundraising activities;
C. All fundraising activities must be discussed and approved by the majority at a team parent meeting; If majority agrees on a fundraising event, parents who whish not to participate can opt to make a donation to the team in lieu of participation in the fundraising event. The minimum contribution amount will be determined by the parent group and be stated on the fundraising application form.
D. All fundraising activities must receive prior approval by the EHMHA Fundraising Committee (this happens as part of the budgeting process);
E. All monetary transactions relating to fundraising are to be documented in accordance with basic accounting principles and are subject to review;
F. Fundraising activities may be subject to insurance approvals.
G. Statements must be forwarded to the Fundraising Committee by the 30th of October, 15th of December, 15th of February and 15th of March. The October statement must include the teams agreed upon proposed budget for the hockey season.
Permitted Activities
Teams may raise funds for the following purposes:
A. Tournament registration fees;
B. Team equipment (not player apparel);
C. Coaching and Trainers supplies;
D. Travel expenses for recognized coaching staff that is not a parent of a player on the team (one hotel room);
E. Team meals;
F. Costs for year end banquets, trophies and awards;
G. Additional ice time for practices, exhibition games and skill development;
H. Referee fees;
I. Miscellaneous team expenses (paper, fax/phone, etc.).
Other Fundraising Activities
Teams wishing to raise funds for anything not listed must receive permission from the Fundraising Committee.
2. Payment
Your team treasurer will outline a forecasted budget at the beginning of the season this will tell you how much you will need to pay, sponsor or fundraise into the account at the beginning of the season. The team treasurer must provide to the Fundraising Committee, a spreadsheet outlining each parent that has paid and not paid their share of the teams player costs, with their statements. All team monies must be paid up by December 31st (not permitted to play in Play downs) with final payments due by March 15th. Any parent who is in arrears following the season is subject to EHMHA policy for late registration.
3. Team Accounting
All teams will have an account with a bank to track funds deposited for its credit or paid out on its behalf. At least two signing officers, including the treasurer. All treasurers are subject to applicable volunteer record checks by the EHMHA Board Executive.
Our intent is to allow every parent to see the state of the account of any player or team with which he or she is associated. East Hants Minor Hockey directors and other administrators and the Fundraising Committee will also be able to see team accounting.
Once the team's season is over and all returned deposits are received, all remaining funds will be turned over to the EHMHA. The treasurer must provide all parents with an updated statement in December, February and year end.
4. Refund Policy
The purpose of this system is to protect the team interests and all funds are non-refundable. Once the team has incurred an expense, you are not entitled to a refund of your share of the expense unless the expense is refunded to the team - for example, if the team enters a tournament and the tournament fee is returned because the team's entry is rejected or the referee deposit is refunded after a tournament because the team fulfilled its referee obligations to the tournament or a tournament is cancelled.
If a parents contribution for a particular tournament is not used, due to the team's entry being rejected or the referee deposit is refunded, the parents monetary contribution may be returned. All funds raised though sponsorship or though fund raising events are non refundable.
Information for Coaches and Team Administrators | Information for Parents
A coach may not pay for a team to attend a tournament. All fees to attend tournaments must be made by team cheque or money order.
The basic objective is that coaches and team administrators may not handle amounts of money on behalf of the team. All year end team parties must have prior approval from the Fundraising Committee.
Fundraising
This summarizes the rules which need to be observed in fundraising for teams with which you are associated. Fundraising is defined as solicitation of funds or engaging in profit making activities to obtain funding or benefits for a team or members of a team (including coaches).
We have adopted guidelines for team expenses. Those guidelines apply to team expenses and to mandatory parental contributions to a player's share of those expenses. These contributions form part of the overall team expenses which benefits the team as a whole. The fundraising rules below relate to voluntary contributions. To the extent there is any conflict between the guidelines and the rules below, they will be resolved by the Fundraising Committee and if not settled at the East Hants Minor Board will be consulted.
Categories of Fundraising
Fundraising falls into two categories:
· Fundraising for a particular team.
· Fundraising for the EHMHA organization.
It should be remembered that all teams are within East Hants Minor Hockey. The following rules are intended to ensure that fundraising for the teams is handled in an appropriate manner.
Fundraising Projects
All fundraising projects in the two categories must be approved in advance by the Fundraising Committee. Fundraisers' attention is drawn, in particular, to the rules concerning sponsor logos. Donations subject to conditions deemed unacceptable to the team will be returned to the donor.
Sponsorship Policies
All team sponsorships shall be the responsibility of the individual teams. The suggested fee for full team sponsorship should be at least $1,000, which includes a sign and sweater patches paid for by the sponsor. However, a team may obtain more from a sponsor if desired. Teams may obtain more than one sponsor at a rate of $100 or more, per sweater ($200 for both home and away sweaters for one player).
Each team will be responsible for obtaining sponsor name bars for their sponsors and having them sewn on. Name bars must be in accordance with the "Logo and Colour Usage Policy"
The managers have the following duties regarding sponsors:
• Obtaining the sponsor(s) for your team.
• Provide background about the team (level, league etc.), when they play and practice and welcome the sponsor to visit any time. It is important that the team Manager maintain regular verbal and/or written contact with the sponsor(s).
• Managers must ensure that the Name Bar on the back bottom of the team sweaters is uniformly consistent with the name of the team sponsor.
Handling Funds
All funds for teams must be deposited into and disbursed from a separate team bank account for teams. No exceptions are permitted. No cash should be kept on hand except for a float of $25.00 or less.
Handling Receipts
A person responsible for fundraising must make a full accounting of all cash receipts and checks. Checks must be made payable to the team. All cash and checks received must be turned over promptly to the Treasurer with an itemized list of donors and receipt be given to the person giving the funds.
Handling Expenses
Wherever possible, payments of expenses are to be made by check direct to the supplier upon presentation of an invoice or with adequate supporting detail. If an individual seeks to have an expense reimbursed by the team, that individual must present a receipt (except if the amount of the expense is less than $5) and (in all cases) adequate supporting detail.
Donor Identification and Tax Receipts
Donations for the particular players, as opposed to donations for the team, are not deductible for tax purposes as charitable contributions. No tax receipts will be given by the team for such donations and no representation is to be made concerning the deductibility of such donations. Whether a donation is deductible as a business expense is a matter for the donor with which the team shall not be concerned. A receipt may be provided for a donor requesting one but such receipt will make clear that it is not a charitable contribution tax receipt. All contributions given to the team are to be used as a benefit for the team as a whole and are non-refundable.
Tournaments
Each team can only partake in 4 tournaments though out the hockey year not including play downs, play offs and EHMHA hosted events. All other additional tournament requests must be made to the EHMHA Executive for prior permission.
End of Season
At the end of the season, the treasurer must provide an account statement, reconciliation including the ending bank statement. The Fundraising Committee may seek all documentation if a question is needed to be answered or at anytime in the year if it brought to the Committees attention from a parent. All documentation must be turned in with the final year statement on or before May 15 of each year or 30 days prior to the AGM, whichever comes first.
In General
These rules generally are to be flexible and with common sense; exceptions and dispensations should be requested from the Fundraising Committee. However, no exceptions can be made to the rules relating to handling and accounting for receipts and expenses. If the Policy and Guidelines are not followed that teams fundraising and travel permits may be revoked by the EHMHA Executive.
I acknowledge having received and read these rules:
_____________________________ ________________________________
Coach &Team Treasurer and Team Name
Approved by East Hants Minor Hockey Executive 2009
Fundraising Approval Request Form
Team: __________________________________________________________________
Head Coach: _________________________ Phone:______________________________
Email: ________________________________
Manager: ___________________________ Phone: _______________________________
Email: ________________________________
Fundraising Activity Requested: ________________________________________________
Donation to the team in lieu of participation in the fundraising event: $_____________
Has this been reviewed at a Team Parents Meeting? – Yes / No (circle one)
Is this activity HNS Insured: - Yes / No (circle one)
Fundraising Activity Location:
______________________________________________________
Fundraising Activity Date: _____________ Fundraising Activity Time:______________
Activity Description:
We, representatives of ___________________________________________________, have read the Fundraising Guidelines of the EHMHA and we agree on behalf of
the named team to abide by these Guidelines.
Head Coach and Manager Signature
(C)
____________________________________ Date: _____________________________
(M)
____________________________________ Date: _____________________________
Who is insured?
The only people who are covered by the National Insurance Program are those individuals
registered as Hockey Canada Participants (players, officials, coaches, trainers, named
volunteers and staff). A facility or individual may be added to the policy as “Additional Insured”
for a specified event, and that event only.
Even though an event may be sanctioned, not all parties are necessarily insured. For instance,
parents may be participating in a fundraiser, but not in a capacity that grants coverage. In
such cases, additional coverage may be purchased from a local broker for a special event.
There are also circumstances where an event falls outside the scope of the insurance policy or
the guidelines established by Hockey Canada and the HNS and as a result there is no coverage
afforded to any participants. When this situation arises and event organizers intend to proceed
with the event they must indicate to the participants in some reasonable way that the event is
not covered by Hockey Canada Insurance. As a protective measure for both the participants
and the organizers it is highly recommended that an alternative source of insurance be attained
to cover the event. Special Events policies can be sourced through local brokers, or through
Hockey Canada’s broker, B.F. Lorenzetti.
The Definite “No” List
There are events that have previously led to injury claims or conflict with HNS programs,
regulations or philosophy. Based on sound risk management, these events have been
disallowed within the HNS. As a result, these events are not covered by Hockey Canada. The
following is an on-going list of events that are not sanctioned by the HNS:
Road Blocks
Non-Hockey Related Activities
Car Rallies
Community Festivals *
Other Sport Activities (including Inline Hockey & Ball Hockey)
Community Parades **
Road Side Clean Up
Concerts
Wood-Splitting
National Hockey League (NHL) Players participating in event
Blueline Club, Canteen, Beer Tent
Non-Sanctioned Summer Hockey – Camps, Practices, Leagues
Any lease agreement with a clause that transfers the financial burden to the team for facility negligence
Dances (as fundraisers for players or parents)
Exhibition games involving nonregistered participants (including parents, sibling and celebrities)
* Community Festivals will likely have their own insurance. Hockey Canada will not cover the event; rather provide
coverage for registered hockey participants only.
** Community Parade participation may be permitted for teams entering to walk, but not on floats or other motorized
vehicles. Coverage for parades will not be extended to the organizing group, only the registered hockey participants.
