The mission of the Rogers Royals Face-Off Booster Club is to “provide support to those students participating in the Rogers High School Hockey program” (Bylaws, 2003).

The following guidelines are not meant to make fundraising difficult, but rather to ensure fundraising is conducted within the parameters set forth by both the school district and the Internal Revenue Service and that its primary purpose is to benefit the Rogers High School girls and boys hockey teams

It is important to note that Minnesota public schools are free for all students.  No student shall be required to participate in fund raising in order to participate in a school-sponsored activity. In addition, the Booster Club is separate from the school and the school district as it operates as an independent 501 (c) (3) non-profit organization.  It is not under the control or responsibility of the activities director, school principal, superintendent, or school board.

This document will provide guidance for conducting fundraising events in the name of the Rogers Royals Face-Off Booster Club. Upon Board approval, all fundraising events for the Rogers Royals Face-Off Booster Club will be administered in accordance with this document.  All changes or amendments to this document will be subject to a Board review and approval process.

Membership, Sponsorship, and Fundraising Policies

1.      Team membership in the Booster Club requires annual membership dues of $300 per player contributed to the general fund.

2.      All corporate sponsorships will be deposited in the Booster Club’s general funds. A corporate sponsor will be acknowledged and publicly recognized by the Booster Club.

3.      Organizations shall not be solicited for contributions of money, goods, or services for an individual team (Ex. Target, Cabella’s, Lions Club, VFW).

4.      Generally, an unsolicited contribution of money, goods, or services designated for a specific team by a private individual or a company is acceptable. However, a designated contribution from an individual or a company to a private individual on a team is an infringement of the Private Benefit and Inurement Section of the requirement rules of a non-profit organization and is not acceptable.

a.       Unsolicited contributions to a specific team will be acknowledged by the recipient team.

b.      Contributors of money or goods valued at or over $250.00 will be provided a written acknowledgement of receipt—as described by the Internal Revenue Service—by the Booster Club.

5.      Team membership in the Booster Club requires the team to provide volunteers, in addition to the team’s Fundraising Director, to coordinate the one Booster Club-sponsored fundraising event designated to generate funds used to fulfill the annual commitment to the City of Rogers of $20,000 for sponsorship of the Rogers Activity Center/Ice Arena. Commitments are due annually through 2026.

6.      Each team may organize and conduct fundraising activities for team-specific needs. 90% of net profit from all team fundraisers will be apportioned to the team’s account—after having paid its annual team membership dues of $300 per player. 10% of net profit from all team fundraisers will be apportioned to the Booster Club’s general fund. All team fundraising events must be pre-approved by the Booster Club Board. 

7.      All fundraising conducted on the school premises shall be approved in advance by the school district superintendent or appointed designee.

8.      All returned checks and associated bank fees from team fundraising events will be charged back to the respective team.

9.      The Internal Revenue Service (IRS) has indicated that individual accounts may not be used by a tax-exempt organization. Raising money and placing it into individual team member accounts violates federal law and will not be practiced.

10.  Each year, the Booster Club Board may choose to contribute a portion of the Booster Club’s general funds to the individual teams proportionately on a per player basis.

11.  A monthly report will be provided by the Treasurer at the Board Meeting indicating each team’s fundraising balance.  The meeting minutes will report the balances.

12.  Each team may carry forward from one fiscal year to the next an amount not exceeding $5000.  All team income over $5000 at fiscal year end will be transferred into the Booster Club’s general fund. If the team chooses to restrict funds for a specific purpose and the board approves the restricted account, more than $5000 may be carried forward.

Team Fundraising Procedures

1. At the start of each season, an annual fundraising plan for each team indicating the type and dates of proposed fundraisers must be submitted to the Board, via the team’s Fundraising Director, for approval by the Board. The plan will be reviewed by the Board to try to ensure the market will not be saturated with multiple teams fundraising at the same time. It is acknowledged that the plan may be subject to change.
    

2. Prior to beginning a specific fundraising event, an event coordinator must be named and a fundraiser proposal form completed and submitted to the board via the Fundraising Director. Upon majority Board member approval of the fundraising event, the event may commence.
1. The event coordinator is responsible for all documentation, financial management, and event reporting as required by the Booster Club. The event coordinator will meet with the team’s Fundraising Director to be briefed on fundraising procedures and IRS donation standards, and will provide the Fundraiser Director regular updates on the status of the event. All documentation and funds to be deposited will be provided to the Fundraiser Director at the conclusion of the event.
    

3. According to the IRS, a not-for-profit organization cannot require a member to participate in a fundraiser nor require that each member raise a designated amount of funds. Team members have the opportunity to participate without pressure and will not be subject to repercussions for choosing to not participate.
    

4. Following the conclusion of the fundraiser, the event coordinator must provide the following documentation to the team’s Fundraising Director to be submitted to the Treasurer:
1. Financial Summary which includes total funds generated, total expenses incurred, and net profit
2. Deposit Summary which lists cash as well as each individual check (check # or name and amount)
3. Order forms which list individual sales (if applicable) – total sales from order forms must match total funds submitted for deposit
4. Receipts/Invoices; if reimbursement of incurred expenses is required, please include the reason for the reimbursement, amount of reimbursement, as well as the name and address of the individual to whom the reimbursement is to be sent.
5. Other documentation as deemed necessary for individual events
    

5. The Fundraising Director or designee will present the financial summary at the Board meeting and will provide all financial documentation and funds collected to the treasurer for deposit.  The summary will be recorded in the minutes.
    

6. Provided the team is in good standing with the Booster Club—meaning the team has contributed membership dues of $300 per player to the general fund—90 % of the net profit generated from team fundraising events will be apportioned to the team’s account while 10% of the net profit generated will be apportioned to the Booster Club’s general fund.

 Team Request for Funds

1. Teams may use their documented generated funds for the following purposes:
• Banquet
• Coaches’ apparel up to $150/coach per year
• Coaches’ (unpaid) appreciation gift up to $4000/unpaid coach per year
• Equipment/Equipment wash/Jersey replacement
• Parent night/Senior night
• Recognition/Awards/Scholarships
• Team apparel/warm-ups
• Tournaments/scrimmages/additional training for the entire team
• Pre-game pasta dinners for players and coaches
• Travel upgrade (Ex. Coach bus)
• Tickets and travel to the Minnesota State Hockey Tournament
   

2. Should a team choose to use its generated funds for a purpose not identified on the above approved list, a written request for the funds must be made by a board member, typically the Team Director. The request shall include the reason for the request, the amount of the request, and the date the funds are needed. The Board will review and vote on the request implementing a majority rule decision. The request, the votes, and the decision will be recorded in the minutes. Funds must be available from the team’s account in order to be distributed.
    

3. The Rogers Royals Face-Off Booster Club will not provide funds for individual team members for any reason.
    

4. It is suggested that the Team Director work collaboratively with the head coach to generate a team budget to manage the team’s revenues and expenses. All coach requests for funds should be via the team director.

Fundraising Proposal Form