FUNDRAISING GUIDELINES (2019)

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Rev. 1/3/2019

FUNDRAISING GUIDELINES (2019)

All Mark Black Academy team parents will have the opportunity to participate in fundraising to offset

tournament fees and player travel costs. The Team Parent or Fundraising Lead for each team is responsible for planning and communicating the availability of fundraising events, managing fundraising event sign-up rosters, collecting any earnings from fundraising and delivering those proceeds to the treasurer for deposit. To provide transparency to fundraising finances, a Fundraising Treasurer is assigned to manage team finances throughout the year including reconciliation of team fundraising accounts.

Treasurer Duties

The Fundraising Treasurer shall perform the duties listed below: • Annually

o Create an annual budget once decisions are made on planned tournaments for the year o Update and share financial transaction forms (attached): deposits forms, reimbursement

requests, and miscellaneous charge forms • Ongoing

o Prepare for fundraising events by working with fundraising leads; and providing cash bags if needed and be available to deposit funds

o Review fundraising charges before approving payments or reimbursements

o Reconcile fundraising accounts monthly and after each tournament by comparing planned and logged transactions against the monthly statement from the bank

o Create and distribute a treasurer’s fundraising report to parents so they can be aware of their player’s fundraising/travel account balances

o Create a detailed financial report for any Mark Black Academy officers (as needed)

Fundraising Sign-up

The dates and times for any upcoming fundraisers and the slots available for parents to sign up, will be provided a week in advance of each fundraising event via the website, parent group chat or in person via fundraising sign-up sheets during practice. A Fundraising Sign-Up Form (attached) will be used for each fundraiser to keep track of the participants of each fundraising event.

Collection of Funds

All Fundraising Leads involved in fundraising or events handling money should designate volunteers to manage the monies before the event. Funds received should be placed in a cash bag and counted periodically; excess funds should be removed for safekeeping by the Fundraising Lead or Fundraising Treasurer. A cash verification Deposit Form (attached) must be filled out at the end of the event and signed by both the cash handler and Fundraising Lead and provided to the Fundraising Treasurer for deposit. Bank deposits should be made within 48 hours after completion of the event.

Fair Share Fundraising Funds Distribution

Each month, the Team Parent or Fundraising Lead for each team will assign a fair-share portion of their monthly fundraising revenues to each player’s account based on participation in fundraising events. For example, if the

H a r d w o r k b e a t s t a l e n t , w h e n t a l e n t d o e s n ' t w o r k h a r d.

Welcome to Mark Black Academy! MBA is a high energy, fun, family oriented environment where every child is sure to learn offensive and defensive strategies with actual on-the-court game experience. This training is designed to enhance fundamentals while getting kids excited about the sport of basketball. Mark Black's Training Academy is the BEST fundamentally sound and ELITE training in all of South Florida! Coach Mark along with all of our coach’s, promote leadership qualities, confidence, self-motivation, and great sportsmanship.

Below is some important information and things to know for every child that participates in Mark Black Academy. Attached within this packet are the registration form, automatic payment authorization form, Academy rules, uniform information, and prices.

*All communication with the parents will take place via the ‘Group Me’ application which can be downloaded via the Apple or Play store on your cell phone.

*If parents choose to not use the automatic payment method, other accepted methods of payment are cash, check credit card, or via the CASH app also located in the Apple or Play Store.

We are very excited to have your child join our Academy and we look forward to watching your child grow as an athlete!!

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Rev. 1/3/2019 team hosted 5 fundraising events (5 attendees max per event) in a single month raising a total of $2,300 ($460 per event), the funds would be distributed as follows:

• Each player could earn $92/event (460/5)

• A player attending 4 of 5 events would earn $368 ($92 * 4) in their fundraising account

Payments and Reimbursement

The Mark Black Academy prefers to pay any bills related to fundraising costs or actual player travel costs directly, rather than requiring individual volunteers to pay expenses and then get reimbursed. If pre-payments are required prior to an event or travel, please complete the Miscellaneous Charge Form (attached) for approval by the Fundraising Treasurer before any payments are made. If reimbursements are necessary, please submit a receipt along with a completed Reimbursement Request Form (attached) to the treasurer for payment.

Mark Black Academy officers may also be provided with a debit card for team purchases. This card is to be used exclusively for budgeted team purchases or pre-approved charges. Receipts for debit card purchases must be submitted to the Fundraising Treasurer within 2 days, with a completed “Miscellaneous Charge” form.

Use of Fundraising Funds

All fundraising funds earned will go to the general fund or to a specific player’s fundraising account to cover tournament fees and player travel expenses including: players’ airfare, transportation, and hotel room allowances for the player. Parents are expected to pay any personal travel expenses from personal funds. All monies raised through fundraising belong to the players collectively, based on fundraising participation, to support tournament fees and player travel expenses. Fundraising balances and player’s fundraising/travel account allocations will be reported monthly and after each major travel tournament.

In general, funds raised should be used for the specific tournament expenses as planned. The team will hold "carry over" funds from each tournament and funds that have been restricted in use. These funds are intended to serve as a means to retain financial stability. Carry Over funds in a player’s fundraising account can be used for:

1) future team travel expenses – provided the player remains a member of the travel team or;

2) for the general good of the team (e.g. team meals, clinics or team bonding events) – if the player has left the travel team. Fundraising funds should not be used to pay for parent expenses.

Soliciting Donations

The Team Parent or Fundraising Lead for each team may also solicit donations in the community, in the form of cash or in-kind contributions. As a Federally tax-exempt 501(c)(3) organization, the team has certain

responsibilities to donors.

• Donation requests should be submitted to potential donors on Mark Black Academy letterhead • Team Parents will promptly report any donations received over $250 to the Fundraising Treasurer • The Fundraising Leads and Fundraising Treasurer will maintain a list of donations received

• A formal confirmation letter for donations over $250 is required to be sent to the donor

• All formal donation confirmation letters should be signed by a Mark Black Academy officer (in addition to or instead of the Team Parent or Fundraising Lead who solicited the donation)

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Rev. 1/3/2019

2018-2019 Fundraising Sign Up Form

Activity/Event __________ Grade

Location _______________ Date/Time

Player Name Parent Name Phone Number Date/Time

John Doe Jane Doe (123) 456-7890 11a-1pm

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Rev. 1/3/2019

Deposit Form

NAME(S) (at least TWO PEOPLE are required to count cash) PHONE:

TOURNAMENT / BUDGET CATEGORY:

DATE SUBMITTED: TOTAL DEPOSIT AMOUNT:

$

DESCRIPTION OF SOURCE / FUNDRAISER / ACTIVITY (e.g., Publix Fundraiser, Panhandling):

Complete the following information for your deposit:

CASH QTY

TOTAL CHECK #

CHECK AMT

$ 100.00

$

$ 50.00

$

$ 20.00

$

$ 10.00

$

$ 5.00

$

$ 1.00

$

$ 0.25

$

$ 0.10

$

$ 0.05

$

$ 0.01

$

TOTAL CASH:

$

_CHECKS:

TOTAL

$

ACCEPTED BY (FUNDRAISING TREASURER): DATE:

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Rev. 1/3/2019

Miscellaneous Charge Form

CHARGE INITIATED BY: PHONE:

DATE CHARGED: DATE POSTED:

REASON FOR CHARGE:

NAME OF VENDOR / PAYEE: AMOUNT:

$

Submit within two days of using debit card. Receipt(s) must be included.

APPROVED BY (FUNDRAISING TREASURER): DATE:

APPROVED BY (TEAM PARENT): DATE:

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Rev. 1/3/2019

Reimbursement Request Form

REQUESTER NAME: PHONE:

DATE SUBMITTED: DATE MAILED:

REASON FOR REIMBURSEMENT:

INCLUDED IN TEAM

ANNUAL BUDGET

or

APPROVED AT TEAM MEETING

DATE:

PAYABLE TO (name): AMOUNT:

$

PAYMENT METHOD (Cash, Check, PayPal, Venmo,):

Receipt(s) totaling the amount of reimbursement must be included.

APPROVED BY (FUNDRAISING TREASURER): DATE:

APPROVED BY (TEAM PARENT): DATE:

FUNDRAISING GUIDELINES (2019)

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