Torpedoes Fundraising Policy

NCL Athletes

Definitions

• Season – Sept 1 – May 31
• Member – Any parent or guardian of a player. Any person of the community who has applied, been approved by the board and paid membership fee. All need to be in good standing.

Purpose

Along with volunteering, fundraising is a vital part of the support required by the Calgary Torpedoes Water Polo Club. The success of fundraising campaigns is dependent on the direct effort of our members. Funds will be used towards operational expenses.

Fundraising Bond

1. The Board has reviewed and approved a Fundraising Bond requirement of $1000/athlete/season. Collection of the bond will be with a signed post-dated cheque in the amount of $1000.
2. At the end of the season, if the fundraising amount has not been raised in full, the cheque will be cashed. In these cases, refunds for the difference of amounts raised under $1000 will be refunded to members or families. Members will be refunded for partial fundraising amounts of over $25. Amounts of less than $25 will stay in the athlete’s travel account for one season. If the athlete does not return to the club within one playing season, the funds will be absorbed by the club. Please refer to Appendix A for an example of fundraising calculations.
3. In the event that the Fundraising Bond amount is not received by the first practice:
   1. Registration will be considered incomplete and the athlete will not be allowed in the water until the fundraising bond amount has been received or alternate arrangements have been made with the club.
   2. The athlete will not be entered into the Water Polo Canada (WPC) database and will not be covered by WPC insurance with an incomplete registration.
4. Should a Fundraising Bond amount be returned NSF, a $50 fee will be assessed.

Fundraising Campaigns

During the season, various fundraising campaigns will be scheduled and the Fundraising Coordinator will communicate details and deadlines to the athletes and families. Efforts are made to provide creative and distinct campaigns that encompass many interests.

Tracking

The Fundraising Coordinator, with support from each Age Group Members (as requested), will track each athlete’s fundraising contributions.

It is the member’s responsibility to ensure the Fundraising Coordinator has accurately documented their fundraising contributions.

Summaries of athlete fundraising efforts will be provided by the Fundraising Coordinator twice a season.

Excess Funds

Once the Fundraising Bond has been fulfilled, an athlete may choose to continue to participate in campaigns. Further funds raised will be subject to an 80/20 split. The 80% will be a credit to the athlete for their travel account and 20% will go to the Torpedoes.

If an athlete departs the Torpedoes club, any outstanding credits in their travel account will remain with the club. The funds will be deposited into the general account after one (1) full season upon the athlete’s departure.

Athletes leaving the club may not donate their fundraising bond earned to another athlete, and anything earned over and above the bond may not be put towards another athlete’s fundraising bond. Athletes may donate their travel fund to other athletes if they choose.

Key Role Volunteer Deductions

Volunteering for key roles with Torpedoes allows for deductions in Fundraising expectations. Please refer to Appendix B: Key Role Volunteer Deductions.

Exemptions to this Policy

It is acknowledged extenuating circumstances may exist. If the member is unable to complete the fundraising and feel additional consideration should be warranted, please submit a request for review in writing to the Calgary Torpedoes Board of Directors for special consideration.

Review Date and Approval Date

This policy can be reviewed annually either by the Board or a committee assigned by the Board for such purpose. Changes should be recommended and presented to the Board for approval.

Appendix A: Fundraising Bond Example

$1000 Fundraising Bond Amount:

Total Member Fundraised Amount: $550
Total of Bond: $1000
Amount owed to Torpedoes: $450

In the above scenario – the required Fundraising Bond has not been met. The fundraising bond cheque will be cashed. As $550.00 has been raised, $550.00 will be reimbursed to the athlete or their family.

THE NUMBERS USED ABOVE ARE EXAMPLES ONLY. THE BOARD RESERVES THE RIGHT TO ADJUST THE FUNDRAISING REQUIREMENTS EACH SEASON TO MEET THE NEEDS OF THE CLUB IN A REASONABLE MANNER

*In the event the Fundraising Bond Amount proceeds do not cover the outstanding Fundraising amounts, the athlete’s active status with Torpedoes will be suspended (not permitted to attend practice/games/tournaments etc.) until the outstanding funds are received.

Appendix B: Key Role Volunteer Deductions

Board of Directors and Directors at Large are eligible for a 50% reduction in the fundraising expectation.
Board/Club Supporting Roles are eligible for a 25% reduction in the fundraising expectation.

1. Board of Directors are:

1. President or 2 co-presidents
2. Vice president or 3 vice presidents
3. Treasurer
4. Secretary/Communications

2. Directors at Large are:

1. Registrar
2. Fundraising Coordinator
3. Travel Coordinator

3. Board/Club supporting roles are:

1. Age Group Team Chaperone
2. Club Social Media & Marketing
3. NCL Volunteer/Tournament Coordinator
4. Facility Liaison