Introduction
The Pentucket Athletic Association (PAA) has always been willing and will continue to assist any and all teams with funding that is not part of their athletic budget. However, we highly recommend teams conduct a fundraising activity to relieve some of the burden from the PAA. In order to better track our annual expenditures the PAA has adopted the following fundraising and gift proposal procedures.
Purpose
The purpose of this plan is to assign one Sports representative or Team liaison for each sports team to coordinate fundraising activities and gift proposals. In order to better track all income and expenditures the PAA, with the support of the Athletic Director, is assigning a sports representative or team liaison to each sports team to conduct all fundraising activities/events and to assist with gift proposals. The representative or liaison is also responsible for collecting all funds from these activities/events and distributing funds to the team once received. Once a representative or liaison is assigned to a team this must be communicated to the PAA. The Athletic Director will retain the full list of current representatives and communicate this to each coach at the beginning of each sports season.
Sports Representative/Team Liaison Definition
There shall be one Sports representative from each sport that represents the interests of the individual sports team. Their interests may include, but may not be limited to; fundraising activities and proposal generation for supplies, equipment, or uniforms, etc. The Sports representative acts as the buffer between the coach and the PAA. Sports representative’s typically meet with their respective “booster” group on a monthly basis. The PAA realizes that not all sports have a “booster” group. In these cases there shall be a Team liaison assigned to each team. The Team liaison will represent the team and deal directly with the PAA on a monthly basis.
Sports Representative/Team Liaison Responsibilities
1. Serve as the representative between the booster group and the PAA.
2. Coordinate fundraising activities/events.
3. Complete the Fundraising Activity Authorization Form or Gift Proposal Form
4. Collect all funds from any fundraising activities/events.
5. Distribute funds to respective sport once received.
6. Attend PAA monthly meetings (They may designate a backup).
Note: The Representative or Liaison is typically a Captain’s parent(s) but it is not a requirement.
Coach Responsibilities
The coach shall determine the needs of the team. Prior to commencing any fundraising activity, or if the coach requires funding , the coach shall contact the designated sports representative or team liaison and the representative must complete the Fund Raising Authorization Form or Gift Proposal Form.
Coaches shall not independently conduct any fundraising activity or collect any funds from athletes or other sources. Forms may be dropped in the PAA mailbox or delivered to the PAA at its monthly meeting. The representative or liaison will forward to PAA for review and the PAA will vote to deny or approve the request. Please plan accordingly so funds may be distributed or permission to proceed with fundraising efforts may begin in a timely manner.
Review and Approval
It is the responsibility of the representative or liaison to complete either the Fundraising Authorization Form or Gift Proposal Form and submit the request with the PAA for subsequent review and approval. No coach or parent, that is not the designated representative or liaison, shall approach the PAA for any fundraising activity requests or proposals for funding. You must go through the sports representative or team liaison. The PAA and Athletic Director will then review the request and vote to deny or approve.
If sufficient funds are available for purchases in the “booster” group’s line item account under the PAA then no approval is necessary from the PAA or Athletic Director. The representative will contact the PAA Treasurer and funds will be distributed to representative. If insufficient funds exist see “Distribution of funds”.
Distribution of funds
If there are insufficient or no funds available in the individual sports group account, or if assistance is needed with funding, then the Representative or Liaison shall approach the PAA with a completed gift proposal form. The PAA will review the request and release funds from the PAA general account to the individual representative or liaison.
For those sports with a designated line item in the PAA account funds shall maintain a minimum balance of $250.00.
Collection of funds
During fundraising activities coaches shall not have any checks written directly to them nor collect any funds. All checks must be made payable to PAA/(Sports team). It is the coach’s responsibility to inform all team members of this practice prior to collecting any money from the public. All checks and/or cash must be forwarded to the representative or liaison for deposit into the sports booster group line item in the PAA account. If a line item does not currently exist then one will be created for the collection of all funds. Please plan accordingly so funds may be distributed or permission to proceed with fundraising efforts may begin in a timely manner.
Allocation of funds
The PAA shall manage the PAA general account funds in a 501(c) 3 account. The PAA is not authorized to reallocate or spend any of the "booster" funds that are in designated line items (or those to be created) in the PAA Treasure's Report. Teams may have a line item for their funds in the PAA Account. These funds are the individual sport teams's funds are are under the control of the representative, liaison or treasurer from that particular sport. Funds will be forwarded to each individual sport via a PAA check directly to the representative or liaison (or a designated backup). The PAA asks that you please plan accordingly so funds may be distributed to your group in a timely manner.
The Pentucket Athletic Association (PAA) has always been willing and will continue to assist any and all teams with funding that is not part of their athletic budget. However, we highly recommend teams conduct a fundraising activity to relieve some of the burden from the PAA. In order to better track our annual expenditures the PAA has adopted the following fundraising and gift proposal procedures.
Purpose
The purpose of this plan is to assign one Sports representative or Team liaison for each sports team to coordinate fundraising activities and gift proposals. In order to better track all income and expenditures the PAA, with the support of the Athletic Director, is assigning a sports representative or team liaison to each sports team to conduct all fundraising activities/events and to assist with gift proposals. The representative or liaison is also responsible for collecting all funds from these activities/events and distributing funds to the team once received. Once a representative or liaison is assigned to a team this must be communicated to the PAA. The Athletic Director will retain the full list of current representatives and communicate this to each coach at the beginning of each sports season.
Sports Representative/Team Liaison Definition
There shall be one Sports representative from each sport that represents the interests of the individual sports team. Their interests may include, but may not be limited to; fundraising activities and proposal generation for supplies, equipment, or uniforms, etc. The Sports representative acts as the buffer between the coach and the PAA. Sports representative’s typically meet with their respective “booster” group on a monthly basis. The PAA realizes that not all sports have a “booster” group. In these cases there shall be a Team liaison assigned to each team. The Team liaison will represent the team and deal directly with the PAA on a monthly basis.
Sports Representative/Team Liaison Responsibilities
1. Serve as the representative between the booster group and the PAA.
2. Coordinate fundraising activities/events.
3. Complete the Fundraising Activity Authorization Form or Gift Proposal Form
4. Collect all funds from any fundraising activities/events.
5. Distribute funds to respective sport once received.
6. Attend PAA monthly meetings (They may designate a backup).
Note: The Representative or Liaison is typically a Captain’s parent(s) but it is not a requirement.
Coach Responsibilities
The coach shall determine the needs of the team. Prior to commencing any fundraising activity, or if the coach requires funding , the coach shall contact the designated sports representative or team liaison and the representative must complete the Fund Raising Authorization Form or Gift Proposal Form.
Coaches shall not independently conduct any fundraising activity or collect any funds from athletes or other sources. Forms may be dropped in the PAA mailbox or delivered to the PAA at its monthly meeting. The representative or liaison will forward to PAA for review and the PAA will vote to deny or approve the request. Please plan accordingly so funds may be distributed or permission to proceed with fundraising efforts may begin in a timely manner.
Review and Approval
It is the responsibility of the representative or liaison to complete either the Fundraising Authorization Form or Gift Proposal Form and submit the request with the PAA for subsequent review and approval. No coach or parent, that is not the designated representative or liaison, shall approach the PAA for any fundraising activity requests or proposals for funding. You must go through the sports representative or team liaison. The PAA and Athletic Director will then review the request and vote to deny or approve.
If sufficient funds are available for purchases in the “booster” group’s line item account under the PAA then no approval is necessary from the PAA or Athletic Director. The representative will contact the PAA Treasurer and funds will be distributed to representative. If insufficient funds exist see “Distribution of funds”.
Distribution of funds
If there are insufficient or no funds available in the individual sports group account, or if assistance is needed with funding, then the Representative or Liaison shall approach the PAA with a completed gift proposal form. The PAA will review the request and release funds from the PAA general account to the individual representative or liaison.
For those sports with a designated line item in the PAA account funds shall maintain a minimum balance of $250.00.
Collection of funds
During fundraising activities coaches shall not have any checks written directly to them nor collect any funds. All checks must be made payable to PAA/(Sports team). It is the coach’s responsibility to inform all team members of this practice prior to collecting any money from the public. All checks and/or cash must be forwarded to the representative or liaison for deposit into the sports booster group line item in the PAA account. If a line item does not currently exist then one will be created for the collection of all funds. Please plan accordingly so funds may be distributed or permission to proceed with fundraising efforts may begin in a timely manner.
Allocation of funds
The PAA shall manage the PAA general account funds in a 501(c) 3 account. The PAA is not authorized to reallocate or spend any of the "booster" funds that are in designated line items (or those to be created) in the PAA Treasure's Report. Teams may have a line item for their funds in the PAA Account. These funds are the individual sport teams's funds are are under the control of the representative, liaison or treasurer from that particular sport. Funds will be forwarded to each individual sport via a PAA check directly to the representative or liaison (or a designated backup). The PAA asks that you please plan accordingly so funds may be distributed to your group in a timely manner.