Truro and Are Minor Hockey Association
Policy/Procedure
SUBJECT
Teams
Number:
5.6
TITLE
Team Fundraising and Team
Financial Policies
Approved:
November, 2010
PHILOSOPHY
All TAMHA teams have the right to raise funds for their respective team expenses. 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 Truro and Area Minor Hockey Association (TAMHA) and are encouraged to
project a positive image of the TAMHA. All fundraising activities must adhere to the guidelines set forth in
the “Fundraising Guidelines”. Every year TAMHA Rep Teams fundraise in order to help run their
programs. With upward of twelve teams and budgets ranging from $10,000 to $15,000, these guidelines
are to ensure the money raised is properly managed.
Policy
ALL TAMHA Teams must comply with the following guidelines:
1. FINANCIAL MANAGEMENT
Financial reports must be maintained by each team in TAMHA. Each team must maintain a bank
account under the name of the specific team noted (example: “TAMHA Peewee AAA). This
account is to have a monthly statement provided with copies of all cheques written. Two (2)
people must have signing authority, one of which must be the team treasurer and all cheques
issued must have 2 signatures. All cheques issued by the bank must be maintained by the
appointed team treasurer.
All funds and statements as well as receipts, invoices and other financial records are to be held
in Trust for the Association Executive by a team treasurer. These documents should be kept
safely and be made available upon request by the TAMHA 2nd Vice-President.
Each team within TAMHA is required to maintain a record of all cash revenues earned as well as
the disbursement of those funds for team requirements.
All cash transactions should be evidenced by a receipt in writing.
A copy of financial statements must be provided to the team parents by December 31st with a
final statement provided by April 15th. At the end of each season, all bank accounts should be
closed and any money owed to parents should be returned by April 30th.
Any excess funds in team accounts at the end of the season shall be returned to TAMHA.
Truro and Are Minor Hockey Association
Policy/Procedure
2. BUDGET DEVELOPMENT AND RESPONSIBILITIES
nj
Each team manager will be responsible to submit the following to the 2 Vice-President and the Finance
Committee no later than the dates indicated below:
1.
October 30 - Proposed budget for team including the list of fundraising activities
planned, proposed expenditures and projected costs and a list of major corporate sponsors;
2.
January 15 - An interim budget showing expenditures and projected costs to run the
team. This will include expense and revenue Budget Sheets and Ledger Sheets including any
cheques written;
3.
March 15 - Final Budget which must include expense and revenue Budget Sheets and
Ledger Sheets including all cheques written, (in the case of AAA teams still playing after March
15, the deadline is extended to April 1);
4.
Miscellaneous items must be itemized as to amount and receipts included;
5.
A cap of $15,000 is set for budgets in all divisions and all amounts above that are to be
submitted to the Finance Committee for written approval.
See Appendix C for sample budget
3. PAYMENT
The team treasurer will outline a forecasted budget at the beginning of the season. This will tell
parents/players how much they will need to pay, sponsor or fundraise into their account at the beginning
of the season. The team treasurer must provide to the parents a spreadsheet outlining the amount each
parent/player that has paid, and amounts still owing to the team budget. All fundraising activities are to be
completed by March 1st. Cheques from parents must be made payable to their team and given to the
team treasurer, who will provide a written receipt.
4. FUNDRAISING
The following guidelines need to be observed in fundraising for TAMHA teams. 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). These activities involve interaction with individuals outside of the
team. See attached appendix A and B for HNS rules and fundraising request forms.
Those guidelines apply to team expenses and to mandatory parental contributions to a player’s share of
team expenses. 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 then the TAMHA Board will be consulted.
Truro and Are Minor Hockey Association
Policy/Procedure
Guidelines
A. Direct public support can be requested for the purpose of fundraising;
B. 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 wish 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. All monetary transactions relating
to fundraising are to be documented and are subject to review;
C. Fundraising activities may be subject to insurance approvals.
Permitted Fundraising Expenses:
A.
B.
C.
D.
E.
Teams may raise funds for the following purposes:
Tournament registration fees;
Team equipment (i.e. pylons, pucks, first aid supplies - NO team apparel)
Coaching and Trainers’ supplies;
Travel expenses for recognized coaching staff that is not a parent of a player on the team (one
hotel room per two coaches)
F. Additional ice time for practices, exhibition games and skill development;
G. Referee and timer fees;
H. Miscellaneous team expenses to be itemized (examples: paper, fax/phone, League fees etc.).
I. Sponsor bars for jerseys
Other Fundraising Activities
Teams wishing to raise funds for anything not listed above must receive written permission from the
Fundraising Committee and/or the TAMHA Board. In the case of special circumstances such as the
hosting of provincials or playdowns, a proposed budget must be submitted prior to accepting these
tournaments.
Plaver/Parent Contributions are to be used to pay for such items as:
A.
B.
C.
D.
E.
F.
G.
Personal clothing, for example, team jackets, track suits, hats, etc.
Team meals, for example, year-end party and Christmas.
Tickets to sporting events.
Coaches gifts.
Team photographs.
End of year player’s gifts or trophies.
Individual hockey gear and maintenance.
Truro and Are Minor Hockey Association
Policy/Procedure
5: SPONSORSHIP POLICIES
All team sponsorships shall be the responsibility of the individual team. The suggested fee for full team
sponsorship should be at least $1000. However, a team may obtain more from a sponsor if offered.
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.
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 and
uniformly consistent with the name of the team sponsor.
Manager must ensure that the media is updated and sponsor’s names mentioned frequently.
Please note: Any Sponsor donations subject to conditions deemed unacceptable to the team will be
returned to the donor.
6. TOURNAMENTS
Each team is limited to a maximum of 4 tournaments during the hockey year not including play downs,
play offs, league tournaments and TAMHA hosted events. All other additional tournament requests must
be made to the TAMHA Executive for prior written permission.
7. GENERAL
These rules are to be flexible and used 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 of receipts and expenses.
I acknowledge having received and read these rules;
Coach Signature
Team Name
Approved by Truro and Area Minor Hockey Association Executive 2010-2011
Truro and Are Minor Hockey Association
Policy/Procedure
APPENDIX A
FUNDRAISING ACTIVITIES - HNS
The only people who are covered bv 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 Evens 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 of 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:
o
o
o
o
o
o
o
o
o
o
o
o
o
Road Blocks
Non-Hockey Related Activities
Car Rallies
Community Festivals*
Other Sport Activities (including inline hockey and ball hockey)
Community Parades* *
Road Side Clean Up
Concerts
Wood-splitting
National Hockey League (NHL) Player’s participating in event
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 negligenceo Dances (as fundraisers for players or parents)
o Exhibition games involving non-registered participants (including parents, siblings 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.
Truro and Are Minor Hockey Association
Policy/Procedure
** 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.
TAMHA/2010
Truro and Are Minor Hockey Association
Policy/Procedure
Appendix B – Form for Fundraising Request
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 TAMHA and we
agree on behalf of the named team to abide by these Guidelines.
Signatures:
Coach
Date
Manager
Date
Who is insured?
Appendix C Team Sample Budget
Fund Raising Revenue
Parental Fees
Approved Activity 1 (optional)
Approved Activity 2 (optional)
Approved Activity 3 (optional)
Approved Activity 4 (optional)
Approved Activity 5 (optional)
Total Revenue 2009/2010
Total
$
$
$
$
$
$
$
Per Player (17)
$
$
$
$
$
$
$
Playing Expense
Team Equipment
Rep Fees
Ice Time
Referees
Tournament Fees
Uniforms
Coaching Expenses
Miscellaneous
Total
Per Player (17)
$
$
$
$
$
S
$
$
$
$
$
$
$
$
$
$
Total Expenses 2009/2010
$
$
Truro and Are Minor Hockey Association
Policy/Procedure
Total Revenue minus Total Expenses:
Team Name: ______________________________________
Date Submitted mm/dd/yy: __________________________
Coach Signature: __________________________________
Manager Signature: ________________________________
TAMHA Approval: ________________________________
Date Approved mm/dd/yy: __________________________
TAMHA/2010