All fundraising conducted by individual teams is considered to be Halifax Hurricanes Ringette fundraising and, as such must be promoted therein;
- All team fundraising, including sponsorship and grant applications must be preapproved by the Halifax Hurricanes Ringette Association Board of Directors.
- Once approved, the team budget will be presented to parents prior to tryouts for review.
- After the team is selected, the budget must be approved and signed off by ? (75%) of the parents. Any significant changes (+/- 10%) to the budget during the season must be approved by the Board of Directors and 2/3 (75%) of the parents. A final financial statement is due no later than April 30th. Parent contribution is to be held until the final budget has been reviewed and approved by the executive committee.
- Players are required to participate in team fundraising or contribute the equal in financial funds raised by each player towards the approved per played budget.
- Any non-parent that volunteers to coach at any age or division level both competitive and recreational shall have their expenses covered for travel and lodging at the players’ expense for any out of town tournaments that the team agrees to participate in. Expenses do not include meal expenses, entertainment expenses (including alcohol), cost of parking tickets or speeding tickets or any other expense relating to an infraction and other personal expenses not required in the course of coach/ team business.
- Players and parent coaches are responsible for their own expenses.
- All competitive teams are required to submit team budgets. The budgets are to be submitted by email by October 31st to the Board of Directors via the Director of Coaching. If an initial budget is not submitted by October 31st, all practice times, travel permits and/or exhibition game permits may be immediately rescinded and/or not issued until such time as it is received, unless an alternate date is approved.
- Care should be taken to ensure that only the amount of money needed to run a team is raised. In the event that teams are left with surplus funds at the end of the season, funds attributed to parent contributions must be returned to the parents.
- Teams are permitted to request a maximum initial parent contribution of $150. Additional parent contributions may be requested/required at a later date, depending on the budget and fundraising outcomes.
- Year-end parties shall be limited to a maximum of $500.
- Coaches, team staff and parents cannot assume that an expense will be reimbursed by the Association without prior approval by the Association of the amount and nature of the expense. Any item or expense that a coach or team wishes to have covered by the Association must be requested, in writing, and sent to the Board of Directors for consideration. A member of the Board of Directors must then indicate, in writing, whether the Association will cover the expense. A decision of the Board of Directors with respect to reimbursement is final.
A team may fundraise in order to offset overall team member’s fees.
- If the team agrees to fundraise, the team treasurer (manager) shall collect only partial team fees until after the fundraising events have finished.
- Support can be requested through activities such as candy sales, bottle drives, 50/50 draws, etc., provided they are in good taste and as such, alcoholic beverages, tobacco or cannabis products and/or related gift cards should not be used as prizes.
- Any fundraising from government sources will be split equally amongst all players on the team. ? Fundraising must be carried out within HHRA Association boundaries.
- In the event of a fundraising surplus in a Player Account:
The player may be reimbursed for team expenses up to the maximum of funds paid directly by the player. In the event there is a remaining surplus, these funds may be equally applied to Player Accounts for the balance of the team.
Profit from any type of fundraising event MUST NOT be used for personal gain
Fundraising for the Team
Unless otherwise noted in this policy, HHRA teams are free to undertake any lawful fundraising activity that the team members agree upon. For any activities requiring a government-issued license, including any raffles, the team shall only undertake that activity if they have a suitable license and if they conduct the activity in strict accordance with the terms of that license. HHRA does not have a provincial/ municipal lottery license.
The following additional processes apply to fundraising:
- Fundraising does not enable teams to increase team budgets beyond the approved budget.
- At no time shall anyone ask team members to both pay full team fees and to fundraise for the team. In other words, fundraising is meant to reduce team fees and not in an addition over the established budget and calculated team fees.
- To conduct fundraising activities on private property, a team shall get permission from the owner or operator of that property or business.
- As part of the team’s year-end financial report to the HHRA treasurer, a team shall submit a report of all fundraising activity, including the date, location and nature of the activity and the amount of funds raised.