1360Reg

1000 Community Relations

1300 Public Activities Involving Staff, Students or School Facilities

1360 Fund Raisers

The purpose of this regulation is to develop a systematic process for the schools to solicit financial assistance from the community.

Each building principal shall be responsible for the initial approval, and monitoring of all fundraisers at his or her school.

Final approval of all fundraisers that impact the community shall be the responsibility of the superintendent or designee. The superintendent will regularly notify the Board of Education of fundraising activities.

The percentage of profit, quality of the product and the reputation of the firm should be considered in all fundraising activities, with local vendors given first consideration.

Guidelines:
1. No student should be required to participate in fundraising activities. A parent may contribute to the fundraiser as an option to participation. However, the time and effort a student devotes to a fundraiser should be proportional to the benefit received as determined by the coach or sponsor.
2. Door-to-door sales and solicitation should be minimized.
3. Organizations are encouraged to participate in fundraisers at community events. It is preferable that direct sale of products and services take place at events or ball games.
4. The number of “community impact” fundraisers – (soliciting the community door- to-door for sales, service, or donations), will be limited to one per organization, per year.
5. The number of “in-house” fundraisers – (within the school) will be unlimited, at the discretion of the building administrator.
6. The number of “service” fundraisers – (providing a service for individuals or businesses) will be unlimited as long as solicitation is via mass media advertising, not door-to-door or phone solicitation.
7. Organizations are encouraged to participate in community service projects and philanthropic activities.
a. An organization may earn the right to conduct an additional “community impact” fundraiser after giving back to the community through “civic” – (contributing without monetary gain) activity.
8. Establish a method to assist students and families in need to offset the hardship of purchasing equipment, meals and lodging.

Business Donations:

Local businesses may choose to donate a small percentage of sales, or an annual one-time cash donation to the schools. The administration and school PACs will develop a method for distribution of funds. Those businesses that make this one-time donation may request to be added to a “no-call” list kept by the district office.

General Application Procedures:
ÿ All fundraisers must be submitted for pre-approval on the fundraiser application and approval form, which includes a description of the fundraiser, the intended use of funds generated, and the method of record keeping to be put in place by the sponsor to assure accurate documentation of funds collected and items/services delivered.
ÿ There will be three windows for the submission of “community impact” fundraiser applications. Once applications are received, a schedule of fundraisers will be developed to spread out fundraisers and reduce the impact of multiple fundraisers being conducted at the same time. All schools and school organizations must submit their proposed fundraisers for the following dates by the deadlines outlined below:
o Fall Window: fundraisers conducted during the months of September through January – deadline for applications – September 15th.
o Spring Window: fundraisers conducted during the months of February through May – deadline for applications – February 1st.
o Summer Window: fundraisers conducted during the months of June through August – deadline for applications – June 1st.

Fundraising Revenue:
1. All sponsors and coaches will be responsible for the collection, security and reconciliation of funds generated. Accurate records of cash collected and matching tickets, items and services sold will be kept and turned in to the building bookkeeper.

2. A maximum account balance of $15,000 will be in place for all organizations. Maintaining a fund balance greater than $15,000 may be pre-approved by the principal for special circumstances.

3. The use of revenue generated through fundraising activities will be limited to:

Offsetting the costs of participation in summer camps/tournaments, or special events
Purchasing educational materials, capital equipment, or services that enhance the program
Coaching clinic registration fees or coaching supplies, as approved by the building principal or designee
Sponsor or chaperone expenses as approved by the building principal or designee

4. Other than those costs and purchases outlined above, use of revenue generated through fundraisers will not be allowed for the following:

Purchase of consumable items including meals and food for in-season trips
Purchase of items that remain the property of the student after the season ends
Reimbursement of parent expenses unless they are serving as sponsors or chaperones
Uniforms or warm-ups out of the uniform cycle
Salary for additional coaches

Fundraising Expenditures:

All fund expenditures must be approved by the principal or designee. A sense of reasonableness should guide expenditure approval.

Non-school Fundraisers:
ÿ No individual or private party fundraisers will be allowed on school grounds.
ÿ Non-school organizations may be approved to use school facilities, or conduct sales at school events, by submitting an application for approval to the superintendent or designee.

Revised: 9/28/06
Revised: 3/30/92
Adopted: 1/30/92

Moffat County School District RE-1 Regulation 1360